FIXED ASSETS MOBILE VERSION 9.0 USERS MANUAL

Transcription

1 FIXED ASSETS MOBILE VERSION 9.0 USERS MANUAL

2 Copyright Version Number Copyright Manual copyright 2006 Parity Software. All rights reserved. Your right to copy this documentation is limited by copyright law and the terms of the software license agreement. As the software licensee, you may make a reasonable number of copies or printouts for your own use. Making unauthorized copies, adaptations, compilations, or derivative works for commercial distribution is prohibited and constitutes a punishable violation of the law. Warranty: Parity Software disclaims any warranty regarding the sample code contained in this documentation, including the warranties of merchantability and fitness for a particular purpose. Limitation of liability: The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Parity Software. Parity Software assumes no responsibility of liability for any errors or inaccuracies that may appear in this manual. Neither Parity Software nor anyone else who is involved in the creation, production or delivery of this documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any loss of anticipated profit or benefits, resulting from the use of this documentation or sample code. License agreement: Use of this product is covered by a license agreement provided by Parity Software, with the software product. If you have any questions, please call Parity Software on (011) Publication Date:

3 Parity Software (PTY) LTD Software License Agreement Carefully read all the terms and conditions of this Agreement prior to installing software. Do not register and activate this software until you have read this entire Agreement. Installing this software indicates your acceptance of these terms and conditions. If you do not agree to these terms and conditions, then return the software and other components of the software package of this product to the place of purchase and your money will be refunded. If you downloaded this software in its demonstration form and you do not agree to the terms of the license, you may retain the software only in its demonstration form solely for the purpose of passing on the demonstration software to another prospective buyer. No refunds will be given for products downloaded off of the Internet that have been registered and activated. 1. LICENSE: You are granted a personal, nontransferable, and nonexclusive, license to use the enclosed software, Under the terms stated in this Agreement. Title, copyright and ownership of the software and any and all related documentation remains with Parity Software (Pty) Ltd (Parity Software). This software and related programs may be used only on a single site licensed for use of Microsoft Business Solutions- Great Plains Standard or Professional Edition, for the number of concurrent users as provided for in the original Microsoft Business Solutions-Great Plains Software registration and purchase. Registration keys can be obtained directly from Parity Software. You may not distribute copies of the registered and activated software or any of the associated documentation to others. The demonstration version of the software may be distributed freely. You may not modify, reverse engineer, de-compile, disassemble or translate the software or related documentation without the prior written consent of Parity Software (Pty) Ltd. 2. BACKUP: You may make backup copies of this software solely for your own use. You must reproduce and include the copyright notice on the backup copies. If all or any portion of this software is included in other software packages, then the copyright notice must appear on these other materials. 3. TRANSFER: You may not transfer this software to any other party. There are no provisions whatsoever for any other transfer, operation, or use of the software by any other party whatsoever except for the original buyer of the product that has been registered with the Parity Software at the time of original purchase and software activation. 4. LIMITED WARRANTY: Parity Software warrants for a period of thirty days (30 days) from the date of receipt, that the software covered by this agreement will perform substantially in accordance with the accompanying written documentation. You assume the entire risk as to the results and performance of the software. This warranty gives you specific legal rights and you may also have other rights that vary from country to county. Parity Software makes no claim in regard to the merchantability or suitability for any specific purpose of this or any other software product. 5. ACKNOWLEDGMENT: By registering, activating, and using this product you acknowledge that you have read this agreement, understand it, and agree to be bound by its terms and conditions. You also agree that this agreement is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements, verbal or written, and any other communications between the parties relating to the subject matter of this agreement. 6. REMEDIES: Parity Software's entire liability and your exclusive remedy shall be at the option of Parity Software, either (a) return of price paid or (b) repair or replacement of the software that does not meet the limited warranty and is returned to Parity Software. If you have need of service or help regarding this software, you should contact the dealer through which the software was originally purchased. There is no obligation to render assistance to you if you are not the owner under which the software is registered, or if the registered user has not purchased a recognized support plan from the vendor of this product. This Agreement will be governed by the laws of the Country of South Africa. 2

4 Table of Contents Introduction... 4 Symbols and conventions... 4 Prerequisites... 5 Chapter 1 Installing the Chunk File... 7 Chapter 2 Installing the Mobile Device... 9 Plugging up your Symbol PDA Setting up a network connection for your Symbol PDA Installing SQL CE on your PDA Chapter 3 PDA Setup Chapter 4 Registration Registering your Fixed Assets Mobile chunk file Registering your Fixed Assets PDA Chapter 5 PDA Maintained PART 2: Transactions Chapter 6 Setting the PDA syncing range Selecting your PDA Range in Microsoft Business solutions-dynamics Uploading and downloading your assets on the PDA Chapter 7 Attaching Asset Labels Chapter 8 Scanning Assets Troubleshooting My Symbol PDA is not syncing to my server I get errors loading my chunk My Symbol PDA doesn t want to turn on Glossary

5 Introduction Welcome to Parity Software s Fixed Assets PDA Tool! The Fixed Assets PDA Tool will allow you to easily attach labels and reconcile your fixed assets within Microsoft Business solutions-great Plains 8.0, thereby giving you accurate, timeless, integrated and easily accessible information. The manual is divided into 2 parts: Part 1, Installation and Setup, which describes installing both PDA and Great Plains software as well as setup. Part 2, Transactions, which describes attaching barcode labels to fixed assets via the PDA and reconciling fixed assets using the PDA. Symbols and conventions The following is referred to as navigation: File >> Save The symbol (>>) indicates a path or sequence of steps to follow in order to complete a particular process. This example directs you to go to the File menu and choose Save. The following indicates the end of a chapter: * * * The symbol ( * * * ) indicates that the section is complete and the next page will be the start of a new section. * * * 4

6 Prerequisites Parity Software s Fixed Assets Mobile runs interactively with the Microsoft Business solutions-dynamics 9.0 Fixed Assets module. Not having the Microsoft Business solutions-dynamics 9.0 Fixed Assets module installed will cause errors to occur in the product. Ensure that the most recent service pack is installed on your SQL server and is accessible to other machines. Parity Software s Fixed Assets Mobile requires the Symbol PDA scanner with the appropriate extensions available to connect to your computer. A number of software products are required on both the computer and PDA to assist in the working of the Parity Software s Fixed Assets PDA Tool which will be explained in PART 1 of this manual. 5

7 PART 1: Installation and Setup * * * This part describes how to install and setup your Parity Software s Fixed Asset Mobile. This is broken down into the following chapters: Chapter 1 Installing the chunk file Chapter 2 Installing the mobile device Chapter 3 PDA Setup Chapter 4 Registration Chapter 5 PDA Maintained 6

8 * * * Chapter 1 Installing the Chunk File Your Parity Software s Fixed Assets Installation Package will comprise of a number of files. In the root of Version 9 in the package file will be the chunk file. The chunk file is indicated by a file extension of.cnk. Close all your Great Plains Sessions and copy the chunk file PSFA9002x.cnk into your Microsoft Business solutions-dynamics 9.0 install directory. Once you have copied your chunk file into the directory, run your Great Plains (running Great Plains automatically runs the new chunk file). You will be asked if you would like to include new code in your Great Plains directory, answer yes to install the chunk file. Log into Great Plains using sa and log into the company you want Parity Software s Fixed Assets Mobile installed. Once the chunk file has been successfully loaded, the installation wizard will appear which will create tables, stored procedures and grant permissions. Click next to continue with the installation. 7

9 Chapter 1 Installing the Chunk File Click Finish to install your tables, stored procedures and grant permissions. Complete the chunk installation of Parity Software s Fixed Assets PDA Tool. Click OK to finish and close the installation wizard. 8

10 * * * Chapter 2 Installing the Mobile Device Plugging up your Symbol PDA. As many of the Symbol devices differ from one another. There is no standard way of setting up the device. Please refer to your device manual for instructions on setting up your PDA. Should the manuals not have been supplied with your device, they are readily available from Setting up a network connection for your Symbol PDA. Please refer to your devices integrator guide (also available off the symbol website) to setup your network connections. Connections can be setup in two ways: Wireless or Wi- Fi, provided your device supports it; and using the cradle to connect. Installing SQL on your PDA. Run NETCFSetupv2.msi from the desktop computer with your device attached. This will install the necessary items to the device as well. Copy "Fixed Assets Mobile V9.CAB" to a folder on your device using ActiveSync. Tapping on "Fixed Assets Mobile V9.CAB" will create a folder called "Fixed Assets Mobile V9" on the device under the "Program Files" folder. Navigate to this folder using the device's File Explorer and tap on the following files. sql.dev.enu.ppc.wce4.armv4.cab sql.ppc.wce4.armv4.cab sqlce30.dev.enu.ppc.wce4.armv4.cab sqlce30.ppc.wce4.armv4.cab sqlce30.repl.ppc.wce4.armv4.cab symbol.all.arm.cab Now you can tap on the Fixed Assets Mobile V9 file and setup the application. 9

11 After you have installed all your files, using your PDA, click on start >> Programs. Look for Fixed Assets V9 Mobile and click and run it. The Fixed Asset Mobile will detect that you haven t installed it on the device. Click Okay to create your database and tables. You will receive a message saying your database was created successfully. A message will come up after that saying that there are no company settings and no SQL settings. This is normal for a new installation and must be setup. You have installed fixed assets on the PDA successfully. Please refer to the below chapters on setting up your Fixed Assets Mobile on your PDA. * * * 10

12 Chapter 3 PDA Setup On the main Fixed Assets PDA screen, click on the settings icon followed by clicking on the SQL Server Settings icon. 11

13 Chapter 3 PDA Setup In the server box enter in your SQL server name (e.g \DYNAMICS). Enter in your username and password to connect to your SQL server. Once your connection has been tested successfully, save your settings and go to your company settings. Integrated Security must be ticked if your SQL server is setup on Windows Authentication. If your SQL server is set on SQL authentication then the integrated security box should not be ticked. 12

14 On entering the screen all your available companies should be downloaded onto the device. Click the drop down and select your company. Once your company has been selected save your changes, exit fixed assets mobile. Your setup of your Fixed Assets Mobile has been completed. Please refer to PART 2 on how to use the device. 13

15 * * * Chapter 4 Registration Registering your Fixed Assets Mobile chunk file. Once the Parity Software Fixed Assets Mobile chunk has been successfully installed you will find two new menus added to Microsoft Business solutions-dynamics 9.0, namely under your Transaction menu and Cards menu. To begin with your registration open up your registration screen (Tools>>Setup>>Fixed Assets Mobile >> Registration). The Fixed Assets registration screen will appear: The above example is sample data. Your company information will appear in the fields. Please enter the correct details. Once all the details are entered correctly, click the Print button at the top of the screen. Once you have printed the registration information, fax it to 27(11) and then phone 27(11) to confirm that your fax has been received. Parity Software has a 24 hour turn around time for registration keys. You will be supplied with a Disk Number and Registration Number, fill in the details in the window and click okay to close the window. Open the registration window to confirm the status is registered. Keep your registration details in a safe place. 14

16 Chapter 4 Registration Registering your Fixed Assets PDA. After setting up your scanner and syncing it through for the first time, your PDA s serial number will be added into the PDA master table and your registration tables will be updated. Setup all your scanners before printing the PDA registration form. To begin with your PDA registration, open up your PDA registration screen (Tools >> Setup >> Fixed Assets Mobile >> PDA Registration) in Dynamics GP. The Fixed Assets PDA registration screen will appear: The above example is sample data. Your company information will appear in the fields. Please enter the correct details. Once all the details are entered correctly, click the Print button at the top of the screen. Once you have printed the registration information, fax it to 27(11) and then phone 27(11) to confirm that your fax has been received. Parity Software has a 24 hour turn around time for registration keys. You will be supplied with a Disk Number and Registration Number, fill in the details in the window and click okay to close the window. Open the registration window to confirm the status is registered. Keep your registration details in a safe place. Your PDA will automatically check your registration when you sync, if your PDA s are not registered you will only be able to sync 10 Assets through. 15

17 * * * Chapter 5 PDA Maintained Once your PDA has synced through to Microsoft Business solutions-dynamics 9.0, you can open up your PDA Maintained window to fill in your PDA user name. (Cards >> Fixed Assets Mobile >> PDA Maintained). Click the lookup glass and select your PDA, then click save. When you have entered all your details, click save. 16

18 * * * PART 2: Transactions This part describes how to attach labels and scan in your assets using Parity Software s Fixed Assets Mobile. This is broken down into the following chapters: Chapter 6 Setting the PDA syncing range. Chapter 7 Attaching Asset Labels. Chapter 8 Asset Scanning * * * 17

19 Chapter 6 Setting the PDA syncing range Selecting your PDA Range in Microsoft Business solutions-dynamics 9.0 To begin your Assets scanning and label attaching you must first select the fixed asset range for the PDA. The range can be found by going to Transactions >> Fixed Assets Mobile >> PDA Asset List in Dynamics GP If your PDA user name is not in the list, click the lookup button to search for and select your PDA. Once you have selected your PDA, select the beginning and ending physical locations and locations. Click the allow sync to allow the PDA to sync the data through. You can also un-tick the allow sync to stop the user from syncing the data back, you can however tick it at a later stage to continue the process. 18

20 Uploading and downloading your assets on the PDA. When you are putting assets on your device you can click the download button and follow the instructions. After downloading you will be able to work with your assets as described in the next 2 chapters. Once you have completed all your scanning you can click the upload button to update your Microsoft Business solutions-dynamics 9.0 database. You can follow the instructions. 19

21 Chapter 7 Attaching Asset Labels Click the Attach labels button on the PDA. You will be required to select your physical location and location of your assets. Once all the fields are filled in, you can click Scan to attach your labels. A list of all the assets, in your selected location, will be displayed. Select the asset whose asset label you want to change or add, and then scan the barcode. Continue this for all your assets. Clicking back to select a new location. Close the PDA and restart the program. Then click download. 20

22 Chapter 8 Scanning Assets To scan in your Assets click on the Scan button from your main window. You will again be asked to select your physical location and location in the same way you had to for your Asset label attaching. Once your selection has been done you will see a list of your scanned assets, if you have scanned. You can scan all your asset barcodes in your selected location. You can click back and select a new location when you move rooms, buildings, etc. and continue scanning the assets. Once all your assets are scanned you can upload them as described in chapter 6. Once uploaded, all your scanned assets can then be viewed in Microsoft Business solutions-dynamics 9.0 under Tools >> Routines >> Fixed Assets >> Physical inventory. You can then reconcile your assets as normal in Microsoft Business solutions-dynamics

23 * * * Troubleshooting My Symbol PDA is not syncing to my server. Check that your PDA has a network connection. If you are using a wireless network make sure your keys are entered correctly. Check that the PDA can see a shared drive on the server, or if you using a cradle with a Ethernet point that you can see the server. Make sure that all your SQL Server network ports are open. Ask your network administrator for assistance. Make sure that your SQL Server services are running. Make sure that the details you entered are correct. This is often a common problem that is overlooked, perhaps get someone else to check your spelling. I get errors loading my chunk. Verify that the Microsoft Business solutions-dynamics 9.0 Fixed Assets is installed. Ensure you have fill control over the Dynamics Folder. My Symbol PDA doesn t want to turn on. Check if the PDA is fully charged. Check if there is no battery damage to the batteries. 22

24 * * * Glossary APPLICATION An executable program that can be run on your computer with an interactive user interface. ASSET A valuable item that is owned by the company BARCODE - A series of vertical bars of varying widths, in which each of the digits zero through nine are represented by a different pattern of bars that can be read by a laser scanner. CHUNK A Microsoft Business solutions-great Plains 8.0 installation file. The file is copied into your home Microsoft Business solutions-great Plains 8.0 directory to have it installed. DATABASE - A collection of data arranged for ease and speed of search and retrieval. FIXED ASSET A valuable item that is owned by the company that has a life cycle of over 1 year. HOTSYNC A Palm OS application used to move data between the computer and PDA. LABEL A barcode that is physically attached to your fixed asset. LICENCE A legal agreement between two parties for the use of software (in this case) subject to the terms and conditions (as stated in this manual). LICENCE KEY A sequence of numbers/letters given to access a software product. LOCATION A certain place e.g. a piece of land, a building, etc. Microsoft SQL Server A database product with a database manager. ODBC Open database connectivity, allowing third party applications to have access to data through a standard connection. PALETTE A Microsoft Business solutions-great Plains 8.0 menu. PDA Personal digital assistant. A hand held device with computer functionality RECONCILE To reestablish the fixed assets of the company. Verify the fixed assets. REGISTRATION The process of licensing a product. SERIAL A unique set of numbers and letters used to identify an item or product. Symbol CRD1500 Device used to connect and charge the Symbol PDA 23

25 Symbol SPT1550 PDA - A PDA make manufactured by Symbol Glossary WINDOWS A Microsoft operating system. 24

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