equipment tracking software Tracker 7 product details

Easy to use software that cuts cost

equipment tracking software

Tracker 7 is tool, inventory and equipment tracking software. Construction companies, municipalities, utilities, the military, and oil and gas companies use it to make employees accountable and cut cost.

The Tracker's optional, extra-cost modules can be added to the Construction, Tool Crib, or Maintenance Tracker at any time, over the phone, without re-entering data. Stationary barcoding is the only optional module available with Tracker Lite.

The Construction Tracker

The Construction Tracker is a complete tool tracking package and the foundation for the Tracker's optional, extra-cost modules. The Construction Tracker is for mid-sized to large organizations that want to assign tools and equipment to jobs, employees, trucks or storage sites for days, weeks, or months at a time.

Functions and windows

Transfer to job. Move tools, equipment and/or supplies to a job (the new ‘location’). The source location can be a storage site or another job. Shipping tags can be set to print automatically when an order is complete or printed manually. In the header:

  • Specify a source location and the Tracker will display a list of all items at that location. Transfer all of them with 2 mouse clicks or select items to transfer. No more chasing around, looking for tools and equipment you know you have but can't find!

  • The order number can be typed in or auto-generated.

  • Truck #, move in $, move out $, permit $, default transfer date, and default po can all be entered.

The default transfer date and po entered in the header are automatically entered for each detail item but can be edited. A dept can be entered for each detail item.

Transfer to storage. Move equipment, tools, or supplies to a storage site (the new ‘location’). The source location can be a job or storage site. You can have as many storage sites as you want.

Abandon inventory. If you abandon broken, lost or stolen items, they remain in inventory and can be restored to active use if fixed, found, or recovered. If you use the Tracker's depreciation feature, Abandoned inventory reports compute the book value of abandoned items and can be used for insurance purposes. Some companies prefer to differentiate between categories of abandoned tools or equipment, e.g., stolen, broken, being repaired, etc. If you prefer, you can set up several fake jobs or storage sites to accommodate these categories.

Edit or add to inventory. Edit or add tools and equipment. The Tracker calculates straight-line depreciation. Items can be tracked as vehicles, with old and current license numbers and expiration dates. The system can warn you when licenses are about to expire. If you have our Employee module, Driver tracking with histories has been added as well. The inventory table contains 114 fields, of which 49 are user-defined.

Edit or add jobs. A ‘job’ can be any trackable location: an employee, a truck, a category, e.g., ‘out for repair.’ Specify the company, customer, project type, job mail and street address. The job table contains 96 field, of which 24 are user-defined.

Edit or add to order. Brings up a window that lists your previously-entered orders by order number, most recent order first. Select an order number and the transaction window will appear, ready for you to add items to the order or to print a shipping tag.

Edit history. Edit history brings up the History window, which shows you where your inventory is and has been. Both old and current transactions are displayed, with every transaction for every Id listed. You can edit and delete records or just take a look. Have you ever wondered, “Who had this tool or piece of equipment last?” or “Where has it been over the last 3 months?” This window answers those questions.

Other edit windows
Customers are specified in the job customer column
Departments, transaction codes used primarily in the Tracker billing module
Descriptions, tool and equipment categories
Holidays are excluded from history and billing calculations
Manufacturers
Offices, specified in the job company and bill to columns
Projects are specified in the job project column
Storage Sites, locations where your inventory is not being used
Tool status, the condition of your tools and equipment
Vendors, suppliers and repair facilities

Standard editing functions, including hot keys: undo, redo, cut, copy, paste, clear, select all.

Reports

The Tracker contains a large library of pre-built reports. Those included in the Construction Tracker are listed here. Those added by a module are listed under that module. You can modify those prebuilt Tracker reports or add entirely-new, custom reports if you license the Custom Reports module. Alternatively, Waterwheel can modify or add a report for you.

Reports by default include all available data, e.g., an inventory report lists all your tools, equipment and supplies. You can limit your report to a subset of data, e.g., the inventory at a particular job, if you find the data you want. If you often run a report that contains the same subset, create a reusable query and re-use that query when running the report. Reusable queries can be set up to ask for data at the time they’re used, so you can set up reports that, for example, list all items checked out or returned on a given day.

All reports can be printed, previewed on-screen, and exported to tab-delimited text files (tab-delimited files can be opened by most spreadsheets and word processors).

Shipping tags list the inventory going to a job or storage site. Items from each "from" location are printed on separate pages. Shipping tags can be set up to print automatically after completing an order.

Inventory reports list the current location of your tools, equipment, and supplies. They are available in a variety of sorts and formats.
Sorted by id, with and without cost (purchase price)
Sorted by description, with and without cost
Sorted by location, sub-sorted by id or description, with and without cost, prints a new page for each location
Abandoned inventory reports list currently-abandoned tools, equipment, and supplies, sorted by description or id
Check out notes, the contents of the Check out notes field from the Inventory window
Depreciation, sorted by description
Expiring licenses, vehicles whose licenses will expire within the next 30 days
Id notes, the contents of the id notes field from the Inventory window
Previous location, each inventory item's current and previous location
Summary, lists the number of tools, pieces of equipment, or supplies with the same description currently at each job or storage site
Worksheet, for physical inventories

History reports list current and former transactions.
Sorted by id with most transactions, end dates included, excludes add-to-stock, edit container, and (depending on the options selected) some or all repair transactions
Sorted by id with all transactions, end dates excluded, lists all transactions of any type for each id
Sorted by description with check outs only
Sorted by location with check outs only
Notes, lists information entered in the Notes field with each detail transaction
Summary with utilization, lists ids with the percentage of time each has been checked out to a job

Other standard reports
Budgets
Column headings, lists all available fields sorted by window name, unused fields first
Deleted records, items that have been deleted from the Tracker
Departments
Descriptions
Holidays
Jobs
Manufacturers
Open pick tickets, unprocessed pick tickets sorted by description, location, or order number.
Storage sites
Vendors

Utilities

Backup data
Restore data from backup
Backup and rebuild (purge and re-index) data.
Bulk delete history, deletes history before a user-specified date
Bulk delete inventory
Change destination, allows you to change the 'to' location for an existing order
Copy the current record
Extended use, if you normally check tools out to employees or jobs for a day at a time, 'extended use' marks them as having your ok to stay out for an extended period
Insert pick ticket id, if you’ve left the pick ticket id column blank so your warehouseman could fill in the id of the tool or piece of equipment actually pulled
Process pick ticket, after it’s been pulled
Transfer file, automates the movement of inventory between warehouses and tool cribs, eliminating data-entry time and errors
Airclic import, import data gathered via Nextel cell phones using the Airclic system
American Contractor, enter GL transactions, import and export
ComputerEase, import, export consumable adjustments, export consumable receipts, export tool and equipment job cost, options
Timberline, import categories and costcodes using ODBC, import employees using ODBC, import equipment using ODBC, import jobs using ODBC, export supply tool and equipment job cost, options

A bulk change utility, while not listed in the Utilities menu, can be found under the OTHER button in multi-column edit windows.

Options

Options for optional modules, including the barcoding module, are listed separately.

Shipping tag options

  • Tag sort. Choose the order you wants tags sorted.

  • Auto print tags. Check this box to have shipping and repair tags printed automatically when you close the transaction window.

  • Tag header 1 thru 4. The data typed here (company name, address, etc.) appears at the top of shipping and repair tags.

Tracker options

  • Days in months. Used in History and Billing reports. Set to 21 (the default) or 30. If 30, the Tracker counts every day in the year, disregarding holidays and weekends. The 5 and 21 setting does not count weekend or holidays listed in the Holidays window.

  • Default site. Lists the current default storage site.

  • Integrate. Select the accounting system you wish to integrate with: American Contractor, Computerease or Timberline.

  • Default co dept. After you change this field, every newly-added inventory id will automatically include this department as its check out department (internal name: codept). The value can be edited, if you wish. Inventory already in the Tracker will retain the check out department entered previously.

  • Archive deletes. Check if you want the Tracker to retain deleted inventory and history data for audit purposes. Examine your deleted and archived data by choosing Deleted data in the Reports menu.

  • Use pick ticks. Check if you want to use the pick ticket option. Pick tickets are designed for warehouse use. Enter pick tickets like normal transfers but without affecting inventory, pull and ship that inventory, then edit and 'process' the order. Unique items can be specified by description, not ID (useful if you want your warehouseman to pull the first available item without searching for a particular ID). Prints backorders (pick tickets for unfilled items) when order is 'processed.'

  • Auto popup. Check if you want popups to open automatically when highlighted.

  • License chk. Check if you want the Tracker to look for expiring vehicle licenses every time you start the system (checked by default). If your database is large, this process may take a minute or 2. At that point, you may prefer to turn this option off.

  • Default co loc. Automatically fills LOCATION NOW in the transfer to job or employee window with your default storage site, limiting your searches to items in your default storage site.
  • Fast data entry. Speeds up data entry whether you're using a stationary barcode systems or typing in IDs. Users who enter entire job, employee, site, or tool ids can simply press the ENTER key to SAVE & ADD.
  • Calc weight. Calculates the weight of the items on an order.
  • Find bfr hist. When your history table becomes large, it can take some time to regenerate. This option doesn't regenerate the entire file. Instead, it searches for the transactions you want and displays those, only.
  • Reservations. Turns on the Tracker's tools and equipment reservation system.

Configuration and renewal, lists the optional modules currently in use
Paths to databases & reports, specifies the path to your database and report files
Select, rename & reorder columns, allows you to select the columns you wish to see in grids, in what order, with what column headings.

Integration with accounting software

Add high-speed inventory, tool and equipment tracking software (optionally, with barcoding) to your accounting software.

  • Manage your consumable transfers and receipts in the Tracker (optionally with a barcode reader) then transfer that data into American Contractor or ComputerEase for job costing, purchase order, and inventory valuation purposes (Tracker Supplies & Small Tools module required).
  • Add new and edit existing jobs, employees, tracking codes and categories in American Contractor, ComputerEase or Timberline and import them into the Tracker. Save time (you only have to enter data once) while improving accuracy and timeliness.
  • Enter your tool and equipment transfers in the Tracker and export their rental cost to American Contractor, ComputerEase or Timberline as a job cost (Tracker Billing module required).

American Contractor, ComputerEase and Timberline integration are included with the Construction Tracker at no additional charge. The Tracker can be custom-integrated with other accounting systems.

The Tracker 7 interface

We've tried hard to make the Tracker easy to learn and use. The interface is clean, simple, and consistent. For example ...

  • The same buttons (Add, Save, etc.) appear at the bottom of most edit windows. Once you know how to add a new tool or piece of equipment, you know how to add a new job (or employee, or customer, etc.).
  • The Tracker toolbar, unlike many applications, uses English labels instead of icons, so users can tell at a glance what a button will do.

This consistency means that beginners can get up and running quickly. Our suggestions for learning the Tracker are on our startup page.

We've also tried hard to make the Tracker fast and convenient. We’ve paid special attention to the needs of typists. You can enter large amounts of data, quickly, without ever touching a mouse.

The interface displays large amounts of data at a time in ‘grids.’ Grids look like spreadsheets but add a lot of capabilities, e.g., a ‘cell’ in a grid can contain a check box or a popup list. If you click on a column heading in a grid, the data will sort itself by that column in ascending order. Click on the same column heading a 2d time and the data will resort itself in descending order.

Grids can be customized to suit your requirements.

  • Temporarily change the order or width of columns or set up temporary partitions as you would in a spreadsheet.

  • Select one of 4 predefined grid formats from the Window menu (horizontal, vertical, split horizontal + vertical, split horizontal + horizontal).

  • Set popups open automatically when entered or on command. Less-experienced users generally find the automatic setting easier to understand and use.

If you have the Construction, Tool Crib or Maintenance Tracker, you can also...
  • Permanently change column headings (e.g., change ‘ID’ in the inventory window to ‘Tool ID’) or the order columns appear.

  • Permanently include or exclude columns. If you don’t use one of our standard columns, leave it out. Add one or more user-defined fields (all major tables and windows include user-defined fields: the inventory table offers 49). User-defined fields can be named anything you like and placed where you want in the grid. If you need to track a characteristic we didn’t think of, user-defined fields will do the job for you.

  • If you have our Employee module and are using User Passwords, you can customize each employee’s grid to include just the fields he or she needs, in the exact order he or she wants them. You can, for example, set up your grids so the order on-screen matches the order on your paper forms.

Finding data

In edit windows, click on a column heading to sort the grid by that column (click again to toggle between ascending and descending sorts). Then scroll in the browser to find the data you want.

Search using a simple, one-field ‘starts with’ or ‘equals’ query in edit windows, transaction windows, and when creating reports. Select the column you want to search on and fill in the data you’re looking for.

If you need a more complex query, use Tracker 7’s robust query generator to create temporary or reusable queries in edit windows, transaction windows, and when creating reports. Queries can contain any number of clauses, parentheses, AND and OR, etc. All query operators are described in English, not mathematical symbols. Reusable queries can ask for data at the time the query is run, e.g., a query designed to show a date range can ask for the desired range.

Transaction windows offer additional, specialized ways to find inventory.

  • Fill in Location Now in the header grid and only inventory currently at that location can be found (using any of the techniques described above or below), e.g., if you want to see everything at that location, push FIND and all the items at that location will be displayed.

  • Add a blank record to the detail grid, enter a inventory Id or the first portion of an Id, then press Tab or Enter. All the items that match will be displayed.

  • Add a blank record to the detail grid, leave the Id blank, select a Description and press Tab or Enter. All the items that match will be displayed.

System requirements

A Pentium-class processor with Windows 95 or later.

Initially, 12 mb of disk space. As you add data, additional space will be required. After a few years, the Tracker typically requires 25 mb of disk space, but that number can vary dramatically in either direction.

We recommend doubling Microsoft's minimum RAM recommendation for your version of Windows, e.g., for Windows 95, we recommend 16 mb of RAM.

System capacity

Tracker Lite is limited to 195 tools. The Construction, Tool Crib and Maintenance Trackers do not limit the number of tools you can enter.

The Tracker is built in Visual FoxPro, a Microsoft product, and adheres to all Microsoft standards, e.g., ODBC. FoxPro's maximum table size (1 billion records) is significantly larger than the largest Tracker tables, e.g., a very large inventory table might contain 100,000 records.

The Tool Crib Tracker

The Tool Crib Tracker, which combines the Construction Tracker and Employees module, is for organizations that assign tools and equipment to employees in the morning and expect their return to a tool crib in the afternoon.

The Construction Tracker and Employees moduleare described elswhere in this document. What's described here are the steps required to turn on the Tool Crib Tracker and the options that make it work best.

To turn on the Tool Crib Tracker in the Tracker demo...

  1. Push TOOLROOM in the START THE TRACKER DEMO window or ...
  2. Push CONSTRUCTION in the START THE TRACKER DEMO window, select the Employees module, and turn on the Tool crib option (select OPTIONS, EMPLOYEES, TOOLROOM from the UTILITIES menu)

If you've licensed the Tracker and want to run the Tool Crib version, you must have the optional Employees module. Turn on the Tool crib option by selecting OPTIONS, EMPLOYEES, TOOLROOM from the UTILITIES menu

The Tool crib option...

  • Changes the word 'job' to 'employee' wherever it appears: in the toolbar, in menus, in window titles, etc.
  • Changes the Construction Tracker 'employee' window into a 'managers' window. All the functions associated with employees in the Construction Tracker are now available for managers: user passwords, inventory report by manager (foreman, superintendent, project manager), etc.

Tool cribs can benefit from other Tracker options...

  • Fast entry speeds up data entry, whether you're typing in data or using a stationary barcode reader. Turn fast entry on by selecting OPTIONS, TRACKER, FAST ENTRY from the UTILITIES menu. If you're using the fast entry option, we recommend changing the column order in the TO SITE HEADER window so LOCATION NOW is first. That way, when you open up the TO SITE window, it's immediately ready for you to enter the employee you're receiving tools from. Change column order by selecting OPTIONS, SELECT RENAME & REORDER COLUMNS from the UTILITIES menu.
  • Default checkout location saves a step when checking items out to employees: the LOCATION NOW field is automatically filled in with your tool crib id. Turn default checkout location on by selecting OPTIONS, TRACKER, DEFAULT CO LOC from the UTILITIES menu.
  • The Tool Crib Tracker assumes you're checking tools out in the morning and checking 'em back in at night. A special inventory report lists items that haven't been returned. If you want an item to stay out more than a day and not appear on that report, use the Extended Use utility (select EXTENDED USE from the UTILITIES menu). If you want a paper trail, print an extended use form before approving a tool's extended use.
  • If you include a digital photo in an employee's record, that photo will appear every time the employee checks tools in or out. This is useful if your tool crib manager doesn't know all your employees by sight.
  • The Tracker's stationary barcode option is particularly well-suited to tool cribs, where most items move through a single door or pass across a counter. A special barcoding shortcut sheet is available (you'll find it in your main Tracker 7 directory under the name BC_SHORT.DOC). The shortcuts on that sheet allow you to start up your common functions (e.g., transfer to job) with a barcode reader, so you don't have to touch the keyboard or mouse. To use the shortcuts, you must select stationary barcode hardware in the barcoce options window (select OPTIONS, BARCODE, STATIONARY hardware from the UTILITIES menu).
  • If you have a warehouse that sends tools to remote tool cribs or transfer tools between tool cribs, the Transfer File utility automates the movement of inventory between locations, saving data entry time and reducing errors.

The Maintenance Tracker

The Maintenance Tracker, which consists of the Construction Tracker and Repair and Maintenance module, is for heavy equipment operators and vehicle-management groups that want to schedule equipment and vehicle maintenance and track repair costs.

The Construction Tracker and Repair and Maintenance module are described elsewhere in this document.

Tracker Lite

Tracker Lite, a free, stripped down-version of the Construction Tracker, is ideal for smaller organizations that need to track 195 or fewer items.

  • Transfer to jobs and storage sites
  • Abandon inventory
  • Edit or add inventory, jobs, descriptions, manufacturers, storage sites, tool status
  • Edit or add to order
  • Edit history
  • Simple and complex 'find' capabilities in windows and reports
  • Shipping tags
  • Inventory reports sorted by id, description, location then id, location then description, cost (all display cost); abandoned inventory, co notes, expiring licenses, id notes, previous location
  • History reports sorted by id, description, location; notes, summary with utilization reports
  • Other reports: description, job, manufacturer, storage site
  • Barcode labels: inventory, job, storage site; 6 formats
  • Utilities: backup, restore, bulk delete history, copy item, bulk change
  • Options: default site, auto print shipping tag, auto popup, vehicle license expiration check, auto select the main storage site as the 'location now' at checkout, fast data entry, shipping tag header
  • Four predefined grid layouts

You can upgrade to the Construction Tracker at any time, over the phone, without re-entering your data.

Tracker Lite limits the number of tools and pieces of equipment you can manage (the full Tracker system doesn't). You can increase that number at any time, over the phone, without re-entering data. Call 800 962 3329 for more information.

Construction Tracker features and options not included in Tracker Lite.

  • None of Tracker 7's optional modules except stationary barcoding run on Tracker Lite.
  • Edit or add customers, departments, holidays, offices, projects, vendors
  • Inventory reports without cost, depreciation, inventory summary and worksheet
  • History report sorted by id with most transactions end dates included
  • Other reports: column heading, deleted item, department, holiday, vendor
  • Utilities: extended use, import Computerease or Timberline data, transfer file, path to data and reports, select rename and reorder columns
  • Options: all barcode options except label formats, days in month, default codept, archive delete, pick tick

The optional Employees module (includes Dispatching)

Automatically included with the Tool Crib Tracker.

The optional Employees module serves several purposes. You can transfer inventory to employees, transfer inventory to jobs while keeping track of which employee at the job has that inventory, assign employees to jobs as foremen (superintendents, project managers, etc.), assign employees to vehicles as drivers, set up log-in passwords, customize the Tracker for each employee, and dispatch employees and equipment.

  • If you transfer items to an employee, that employee becomes the items’ new ‘location.’

  • If you want to transfer tools and equipment to a job and keep track of which employee at that job has them, transfer them to the job BY the employee.

  • If you assign foremen, superintendents and/or project managers to jobs in the Jobs window, you can run inventory reports that list all the tools, equipment and supplies at jobs where a particular employee is foreman or superintendent or project manager.

  • If you assign drivers to vehicles, the Tracker will maintain driver histories.

  • If you're concerned about security or user-by-user customization, the Tracker's security system (included in the Employees module) lets you assign employees different 'user rights' (there are 7 levels: from 'unlimited' to 'no access'; a side-benefit is: any number of 'view only' users can access the system at the same time). Each user can be set up with their own grids: you can prevent specific employees from seeing sensitive data or set his grids up so he doesn't have to scroll to find the columns he uses most often.
  • If you need to dispatch employees and equipment, the Tracker's dispatch system uses a barcode reader to capture dispatch data (displayed as cards on a magnetic board).

Transfer to employee. Move tools, equipment and/or supplies to an employee (the new ‘location’). The source can be a storage site, vendor, job, or another employee. If you store digital photographs of your employees in the employee PICTURE column, that photograph will appear every time the employee checks inventory in or out: a useful function if your tool crib manager doesn't know all your employees by sight.

Dispatching. The Tracker's employee and equipment dispatch system was designed to be used with a magnetic dispatch board and stationary barcode reader but does not require either.

If you use a magnetic dispatch board, your jobs, employees, and equipment can be attached to the board with magnetic card holders. The cards themselves can be printed on card stock using the Tracker's barcode label printing feature. You can arrange your job cards in a column on the left then place the employees assigned to each job in the first column to the right, next to the job they're assigned to. If you want to differentiate between 'in use', 'available' and 'reserved' equipment, you can create columns for each and place your equipment in the appropriate column, to the right of the job to which they are assigned.

After you've arranged the board to display tomorrow's equipment and employee assignments, record your dispatch data in the Dispatches window manually, using the Dispatch window's fast entry system, or scan it with a stationary barcode reader). You then can run a variety of reports (listed below), including equipment transport and employee calls. The former lists equipment scheduled to move from one location to another. the latter, employees scheduled to move.

The Tracker maintains a history of your dispatch data, so you can look up previous dispatch schedules.

Other edit windows
Driver histories, lists the driver assigned to each vehicle with start and end dates
Employees
Dispatch

Inventory reports
Sorted by By field, sub-sorted by description or id
Sorted by foreman, project manager, or superintendent. If you enter foremen, project managers, and/or superintendents in the Jobs window, these reports will print out a list of the tools, equipment, and supplies currently at jobs where an employee is the foreman, project manager, or superintendent.

History report sorted by previous foreman, lists inventory whose previous location was at a job with a foreman specified in the Jobs window

Dispatch reports
Sorted by job
Sorted by job, equipment AVAILABLE
Sorted by job, equipment IN USE
Sorted by equipment id
Sorted by equipment id, status AVAILABLE
Sorted by equipment id, status IN USE
Sorted by supt then job
Sorted by supt then job, equipment AVAILABLE
Sorted by supt then job, equipment IN USE
Sorted by employee
Equipment transport (current location: inventory window)
Equipment transport (current location: most recent dispatch)
Employee calls (current location: employee window)
Employee calls (current location: most recent dispatch)

Other standard reports: Employees

Employee options

  • User passwords. Check if you want to use the Tracker's password security system, which requires users to enter an id and password whenever they start the system.

  • Xfer to emps (transfer to employees). Checked by default when the Employee module is used. Uncheck if you do not want to transfer inventory to employees.

  • Password required. Check if you want to use the Tracker's password security system, which requires users to enter an id and password whenever they start the system.

  • Accum By. Check if you want to keep track of non-unique inventory by job and employee (using the BY field) at the same time (this feature is automatic for unique inventory). For example, if you check 2 widgets out to job 123 BY Sam then check another 3 widgets out to the same job BY Joe, you'll see both transactions listed in the Inventory browser. You can, therefore, check items IN from a specific job/employee combination.

  • Confirm driver. Check if you want to confirm (and potentially change) a vehicle's driver every time it's transferred to a job.

  • Toolroom. Check if you want to use the Tool Crib version of the Tracker, which assumes you're checking inventory out to employees, not jobs, generally for a day at a time. Changes menus, windows, buttons, and reports to refer to employees, not jobs.

If you use passwords, each user can set their grids up differently (in the Select, rename, & reorder columns window), with different columns in different orders.

The optional Custom Reports module

The optional Custom Reports Module lets you modify the Tracker’s standard reports and add entirely new report that suit your exact requirements.

Standard reports can be modified within limits. Fields can be added and deleted and moved. In some cases, data can be grouped and subtotaled. Headers and footers can be changed, as can page layouts (portrait to landscape).

Custom reports are more flexible. Sort, group, and subtotal (count, average, etc.) freely. Set up custom reports to ask the user for specific data (e.g., a date range) when the report is run. Output as reports or in a variety of file formats (text, Excel, Lotus).

Most of the options listed under CUSTOM REPORTS in the Reports menu correspond to the edit window with the same name. A few combine data.

Customers + jobs, for job lists with customer information, e.g., customer address and phone
History + jobs, for history reports that include job information, e.g., job address and phone
Inventory + jobs + offices, for inventory reports that include job and office information, e.g., job address and phone, office address and contact
Inventory + sites, for inventory reports that include site information

The optional Supplies and Small Tools module

The optional Supplies and Small Tools module tracks items in quantity, with one ID representing more than one identical item. Quantity items can be checked out as returnable (small tools) or non-returnable (consummables). Recovers the cost of the supplies and small tools you use, especially when used with the optional Billing module.

The add to stock, drop ship, edit container, and edit kit functions can be found in the Tracker menu under Supplies & Small Tools.

Add to stock adds to the quantity of a non-unique item already in storage. The Tracker's PO tracking system also adds to stock

Drop ship adds to the quantity of a non-unique item at a job or employee.

Edit container edits the contents of a container, a real, physical 'thing' (e.g., a gang box) that contains tools, equipment and/or supplies. You can check a container out to a job, transfer it to another job, and check it in.

Edit kit edits the contents of a kit, a list of supplies or small tools that are often shipped out together. A kit isn't a real, physical 'thing' in the way a gang box is 'real.' It's just a list. For example, kit 123 might consist of 2 bags of cement and 5 hand trowels. If you checked kit 123 out to a job, you wouldn't see kit 123 on that job's inventory list. You'd see the cement, trowels and sand that made up the kit.

Other edit window
Purchase orders, used to set up and receive against POs

Inventory reports
Kits
Storage site QOH less than order point. If you enter an order point in the Inventory window, this report will list items whose order point is less than the quantity on hand.
Inventory worksheet, for physical inventories

Other standard report
Purchase orders activity, lists receipts
Purchase orders open, lists POs that have not been completely received
Purchase orders variances, lists POs that have not been completely received within a date range

Supplies & small tools options

  • Fractional qty. Check if you want to check items in and out in units less than 1. You will then be able to enter quantities up to 99999.99.

  • Accum Dept. Check if you want to keep track of non-unique inventory by job and dept at the same time (this feature is automatic for unique inventory). For example, if you check 2 widgets out to job 123 under Dept A then check another 3 widgets out to the same job under Dept B, you'll see both transactions listed in the Inventory browser. You can, therefore, check items IN from a specific job/dept combination.

  • NR return dept. If Accum Dept is on, this option will automatically select a job's codept (check out department) when non-unique, non-returnable items (consummables and supplies) are returned.

  • PO Tracking. The Tracker purchase order option allow you to track receipts against purchase orders. It isn't a full-blown purchase order management system, rather, a more capable version of the Add to stock function. Once a po is entered in the Tracker, it can be received against. Partial receipts are noted and retained in the 'open purchase order' file.
  • Update qoo. Maintains a quantity-on-order running total.
  • Allow neg qoh. Allows an item's quantity on hand to go below zero.

The Billing Module automatically bills for supply and small tools rentals and sales, credits for returns, and allows quantity items to be included or excluded from pre-defined job discounts.

The optional Barcoding module

The optional Barcoding module eliminates typing, speeds up data collection and reduces errors. The Tracker’s barcode system can be tailored to your company using off-the-shelf components. Choose the system that fits your needs!

  • Barcode label software is integrated with the Tracker, so you can print your labels in-house on standard paper stock. Covered with clear plastic packing tape, paper labels are water, chemical, and scratch-resistant. Or, if you wish, you can use externally-printed labels.

  • Laser scanners and wands. Laser scanners have a higher read rate, are easier to use, but cost more.

  • Stationary and portable readers. Stationary readers, which are attached to a computer by a cable or a radio connection, are less expensive than portable readers. They work well if everything in your warehouse passes through a single door or across a single counter. If you need to collect data away from your computer, you need a battery-powered, portable reader, which can scan items as they’re loaded or unloaded from a truck or delivered to a job site.

  • Pen-sized portable readers from Videx (DuraTrax wand and LaserLite laser, DuraTrax is 6.3” x 1.45” x 1.1, 8.8 oz, www.videx.com) are easy to use because they’re functionally limited. They contains, for example, just one program: turn the reader on and it’s ready to check your tools in and out. Lacks a keyboard: if a label is unreadable, data must be entered with a ‘cheat sheet.’

  • Palm-sized portable readers from Worth Data Solutions (TriCoder, available with wands and lasers, 6.3" x 3" x 1", 12.5 oz, www.barcodehq.com) are more complicated but do more. They contains, for example, 3 different programs: check in and out, receiving, and physical inventories. Turn a reader on, pick the program you want, then go. Has a keyboard: if a barcode label is unreadable, type it in.

  • Barcode software. We offer several pre-built software options. Record just unique items, unique and non-unique items, BY or DEPT data, and/or tool condition. If your requirements are unique, we’ll modify the software to meet those requirements.

Barcode functions
Upload new file from a portable reader
Process old file, after correcting errors
Barcode labels: employees, inventory, jobs, and sites

Barcode options

  • Print tags. If checked, the Tracker prints Shipping tag reports after uploading and processing barcode files.

  • Print rpt. If checked, the Tracker prints a Barcode processing report after uploading and processing barcode files.

  • Match not rqd. If checked, the Tracker processes unique items whose location in the Tracker database does not match the location specified in an uploaded barcode file.

  • Separate #. If checked, the Tracker will look use the Barcode # (internal name: user_c8) in the Inventory window when processing files, not the id. This is useful if you're using externally-printed barcode labels. If a label is damaged or missing, replace it with a new label and edit the Barcode #.

  • Label format. For labels printed from the Tracker barcode menu. Pick from several pre-defined formats, including 2 stock Avery sizes.

  • Hardware. Specify the hardware you’re using and, in the case of Videx hardware, whether you’re collecting unique id’s only.

The optional Billing module

The optional Billing module turns your tool room into a profit center, renting and selling tools, equipment, and supplies to your jobs and employees. Our most function-rich module, the Billing option automatically calculates tool and equipment sale and rental rates when billing reports are run.

  • Each item can have it’s own unique rate structure (the system default might be to use the DAY rate, but one item might default to its SALE rate, another to its WEEK rate).

  • Jobs can be set up with automatic discounts. Supplies and small tools can be excluded from those discounts, as can specific tools and pieces of equipment.

  • Rentals can be capped by job, id, or exception.

  • Budgets can be entered in dollar or quantity terms and compared with actual results.

  • When an item is checked out, the Tracker brings all your pre-sets to bear, e.g., an item set up to default to a WEEK rate of $25, when checked out to a job with a 10% discounts, will appear in the check out window with a week rate of $22.50. The pre-sets can be accepted or edited (if edited, you’re editing just this one transaction, not the standard pre-sets) either in the check out window or later, in history.

  • Choose from 8 pre-defined forms of billing logic.

  • Billing reports can be run on any schedule, including mixed schedules (e.g., some items weekly, others monthly).

  • Inactive jobs can be excluded from bills.

Billing reports list the amount due from inventory sales and rentals.
Rate book billing is used when the rate book option is used
Sorted by location then id, with or without $0 due items
Sorted by location then description, with or without $0 due items
Sorted by location then dept, with or without $0 due items
Sorted by location then dept with budgets
Sorted by location then returns with summary, subtotals amount due for returnable and non-returnable items
Summary sorted by job
Summary with budgets sorted by dept
Summary with budgets sorted by description

Rates reports list the standard rates entered in the Inventory window.
Rates sorted by description lists every id's rates
Summary rate sheet lists one line per description

Billing options

  • Dscnt supplies. Every job can have a pre-set Price, which is a percentage of the standard price, and MaxRent. If you are using the Supplies and small tools module and want job-specific prices and maximums to apply to most of your supplies and small tools, check DSCNT SUPPLIES.
  • Bill meter hrs. If you check this option, you can enter hourly rates in the Inventory window. The Tracker will compute hourly rentals based on meter readings and include those transactions on bills if you specify a 'charge to' location when recording the meter reading.
  • Pro-rate hrs. Leave unchecked if you want to charge separately both day/week/month and hourly transactions: the Tracker will charge for every transaction, as entered. Check PRO-RATE HRS if you want to pro-rate the day/week/month charge to the hourly transaction: the Tracker will compute the daily, weekly or monthly charge then pro-rate it to the hourly charges entered during the period. No daily/weekly/monthly charges will appear for the id, just hourly.
  • Budget by unit. Express budgets in quantity rather than dollar terms.
  • Billing logic.

    • UPGRADE is the default and is used by most Tracker customers. Pick UPGRADE if you want your IDs to start at the day rate, upgrade after a few days to the week rate, then upgrade after a few weeks to the month rate. IDs upgrade when the next rate up becomes a better deal.
    • RATEBK. Rate book billing allows you to set up detailed rate books for each job. The rates charged one job can different slightly or dramatically from another. For example, you might charge 2 jobs the same rates for heavy equipment but different rates for hand tools and supplies. Small-tool rates can also differ from job to job. Small tools are charged a percentage of cost.
    • MONTH. This option is for users who want their bills calculated in months and never want to charge more than one month's rent for an item. IDs do not upgrade. Instead, items on a job for a fraction of a month will be charged a fraction of the month rate.
    • MOCAP (monthly cap). This billing logic is for users who want to use upgrade logic but never want to charge more than one month's rent for an item. works like Upgrade logic.
    • 5 22. This form of billing logic always upgrades items to their week rate after 5 days, to their month rate after 22 days, regardless of the days and weeks displayed in the Inventory window. Otherwise, 5 22 works like Upgrade logic.

  • Default rate. Every id has its own default rate: one item might normally be sold, another might normally be rented. This setting determines what default rate is assigned when you add new inventory.
  • Default credit. Every id has its own return credit (internal name: idreturn) used to credit jobs and employees for sale items they return. If you wanted to 'give back' the entire sale price, you'd enter 100 (for 100%). If you wanted to credit back 30% of the sale price, enter 30. This setting determines the default credit assigned when you add new inventory.
  • Default job max. Every id can have its own pre-set rental maximum, as can every job. Rental maximum 'cap' your rentals when they reach a percentage of cost. For example, if you usually stop charging rent after you have recovered 90% of an item's cost, you'd want to enter 90 as each jobs or id record's maximum. This setting determines the default maximum assigned when you add new jobs.
  • Default wk brk. Every id can have its own unique day, week and month rate. But if you generally base on your week rate on the day rate (e.g., 'the week rate equals 3 times the day rate"), enter the number of days you normally use here. Any IDs you add to the Tracker will automatically calculate the week rate based on this number.
  • Default mo brk. If you generally base your month rate on the day or week rate (e.g., 'the month rate equals 3 times the week rate"), enter the number of days you normally use here.
  • Svc chg. Used in the Equipment Rental Tracker. Ignored otherwise.
  • Dmg waiver. Used in the Equipment Rental Tracker. Ignored otherwise.
  • Default tax loc. Used in the Equipment Rental Tracker. Ignored otherwise.
  • Default terms. Used in the Equipment Rental Tracker. Ignored otherwise.

Basic Billing

  • Doesn't support budgets.
  • Offers just one billing report (sorted by location then id). There are no sorts by department (which is generally a cost code) or billing summaries.
  • Uses the default options, which can't be changed (the billing options window isn't available).
    • Discount supplies: ON
    • Bill meter hours: OFF
    • Pro-rate meter: hours OFF
    • Budget by unit: OFF
    • Billing logic: UPGRADE
    • Default rate: DAY
    • Default credit: 100
    • Default job max: NONE
    • Default week break: 4 days
    • Default month break: 12 days (3 weeks)

The demo version of the billing system is the complete version. The basic version is configured when the Tracker is licensed.

The optional Repair and Maintenance module

Automatically included with the Maintenance Tracker.

The optional Repair and Maintenance Module schedules maintenance and warns you when it's due. It also tracks repair history and cost and helps you make better repair-versus-buy decisions.

Maintenance plans

A piece of equipment's maintenance schedule can consist of any number of maintenance 'plans.'

A maintenance plan can be a task that must be performed routinely on a piece of equipment, e.g., a truck needs a lube-oil-filter every 3,0000 miles or 90 days, whichever occurs first.

A maintenance plan can also be a 'chain' of tasks. Heavy equipment manufacturers often require such chains, e.g., a lube-oil-filter at 250 hours; a lube-oil-filter, air filter replacement, and belt inspection at 500 hours; a different set of tasks at 750 hours; and so forth.

Maintenance plans can also be set up for annual inspections, periodic callibrations, warranty periods and other 'non-physical' scheduled tasks.

How do you know when maintenance is due?

Run a maintenance due report.

Turn on the appropriate option and the Tracker will warn you when maintenance is due on one or more items when you start up the system.

Another option will automatically generate work orders for items with maintenance due.

If an item pops up with maintenance due (perhaps because it's passed the 'number of days' test) but isn't really ready for maintenance (because it's hardly been used for the last few days or weeks), you can postpone maintenance, i.e., temporarily remove the task from maintenance due reports and work orders for the number of days you specify.

Recording maintenance and repair work

There are three ways to record maintenance and repair work.

  1. Process work orders. The Repair window will appear. The maintenance plans associated with the Work Order will be updated automatically and the ID's repair and maintenance history will be updated.
  2. In the Repair window. If you've set up maintenance plans for the ID you're working with, you'll be asked to select the maintenance plans to update. Repair and maintenance history will be updated.
  3. In the Maintenance plans window. Type in the date a particular maintenance task was done, by whom, and what the meter reading was at the time. Repair and maintenance history will NOT be updated.

Parts and labor

If you have the Supplies and Small Tools module, you can associate parts lists with maintenance tasks and print those lists on maintenance due reports and work orders.

Maintenance and repair work can be recorded in summary fashion or with detailed parts and labor lists. These approaches can be mixed, i.e., one task can be recorded in summary fashion, the next in detail.

  • Summary repairs. Record just the parts and/or labor costs associated with a repair. A good choice if your repairs are done by outside vendors.

  • Detail repairs. Record the parts and labor used to repair an item (Supplies & small tools module required). A good choice if you do your repairs in-house and want to manage your parts inventory.

Windows

Record repair. Used to record repair and maintenance work.

Record meter. If some of your maintenance plans used meter readings as 'trip wires', you'll want to record meter readings. If you're billing for meter hours, you'll need to record meter readings.

Edit or add work orders. A workorder is a list of preventive maintenance and repair tasks to be performed on a piece of equipment.

Other edit windows
Equipment types, groups of similar or identical equipment that will need similar or identical maintenance schedules
Equipment plans, lists of Maintenance types associated with Equipment types
Maintenance parts, available if you have both the Repair & maintenance and Supplies & small tools modules. List the parts associated with a maintenance type then generate reports that list those parts by equipment id or by location.
Maintenance plans, descriptions of maintenance activities to be performed on a group of similar or identical equipment
Maintenance types, a specific maintenance activity for a specific piece of equipment

Reports

Repair or meter tags list the inventory in the current repair or meter order. Repair tags can be set up to print automatically after completing an order when you close the transaction window.

Maintenance due reports can be based on actual or predicted use. Those based on actual use list items with maintenance due at the time the report is run. Those based on predicted use predict when maintenance will be due in the future, i.e., they can answer questions like, "What equipment will require maintenance next week?" or "Which trucks will need maintenance in December?"
Based on actual or predicted use, sorted by id, description or date due
Based on actual or predicted use, sorted by location then date due, prints a new page for each location
Based on actual or predicted use, sorted by location with parts, prints a new page for each location, lists the parts required for each maintenance procedure
Based on actual or predicted use, parts summary sorted by location, prints a new page for each location, totals the parts required at that location

Meter reports track meter readings.
Meter inventory with total usage since January 1, lists unique id's with their current locations
Meter history sorted by id with detailed usage and rates, for those who use meter readings to charge by the hour
Meter history sorted by location with detailed usage and rates, for those who use meter readings to charge by the hour
Meter history sorted by location with total usage this period, lists all meter transactions for the period requested
Meter worksheet, a form designed for filed use by companies that use meter readings to charge by the hour

Repair history reports list and subtotal repair and maintenance costs.
Sorted by id, subtotals repair cost by id
Sorted by description, subtotals repair cost by description
Sorted by vendor, subtotals repair cost by vendor

Tool status reports combine inventory and maintenance plan information. They lists all maintenance plans with date dates and meter due-by data. Available sorted by id, description, or location.

Work orders can be printed one at a time, or those due today, or another group defined by the user. Work orders list the preventive maintenance and repair tasks to be done with checkboxes the user can check as tasks are completed. The user can also enter hours / miles (the current meter), the parts used, comments, mechanic and manager signatures.

The Work order summary summarizes open work orders, one work order per row.

Other standard reports
Equipment types
Equipment plans
Maintenance parts
Maintenance plans
Maintenance types

Repair & maintenance options

  • Bill repairs. Available only if you have both the Repair and Maintenance and Billing modules. Check if you want to bill jobs and employees for repairs.

  • Gen work orders. Check if you want the Tracker to generate work orders when preventive maintenance is due. If MAINT CHK is checked, the Tracker will offer to generate work orders when you start the system. Otherwise, the Tracker will offer to generate work orders when you select EDIT OR ADD WORK ORDERS from the TRACKER menu.

  • Maint chk. Check if you want the Tracker to warn you, every time you start the system, that maintenance is due on one or more ids. If your database is large, this process may take a minute or 2. At that point, you may prefer to turn this option off.

  • Check eq type. Inventory is automatically given the equipment type that matches its manufacturer, model number, and model year. If an ID's manufacturer and model number fields aren't blank, its equipment class popup (in the Inventory window) will be limited to matching classes.
  • Limit by eq type. Limits the description, manufacturer, model number, and size available to an inventory item to those that match its equipment type.
  • Repair detail. Repairs can be recorded in as summaries (just the parts and/or labor costs associated with a repair) or with detail (the parts and labor used to repair an item, Supplies & small tools module required). NEVER ADD (the default), ASK USER, or ALWAYS ADD.

The optional Multi-user module

The single-user Tracker can be installed on a network and accessed by more than one person, but only one at a time. More than one person can use the system at the same time if you license additional users.

Contact us for more information about our inventory, tool and equipment tracking software.

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