TCMax Operation Manual

March 25, 2018 | Author: Alberto Lobones | Category: License, Personal Computers, Installation (Computer Programs), Arbitral Tribunal, Trade Secret
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Digitize your Tool Box, Shop, Tool Room or Organizationwith TCMax® Asset Management Software for Aviation & Industry Installation and Operating Instructions Version 5.6 By Soaring Software Solutions, Inc. 6103 S. Winding Way Swanton, OH 43558 (419) 826-0444 www.soaringsoftware.com Email: [email protected] Copyright © 1999-2006 by Soaring Software Solutions, Inc. All rights reserved. No part of the contents of this manual may be reproduced or transmitted in any form or by any means without the written permission of Soaring Software Solutions, Inc. 1 Updated March 8, 2006 2 SOFTWARE LICENSE AGREEMENT ...............................................................................9 Trademarks .................................................................................................................................. 12 Changes to this manual................................................................................................................ 12 Introduction........................................................................................................................... 13 Installation .................................................................................................................................... 13 Program Updates, new users skip this paragraph......................................................................................13 TCMax® Software Installation.................................................................................................................13 Network Installations ................................................................................................................................14 Internet Explorer Version Required ..........................................................................................................14 Pocket PC installation of TCMaxMobile..................................................................................................14 The Computer’s Clock..............................................................................................................................16 Introduction.................................................................................................................................. 17 Warning … Backup the Database Regularly ............................................................................ 17 Features......................................................................................................................................... 17 Parent-Child Relationships with tools........................................................................................ 19 Child Overdue or Missing Warnings ......................................................................................... 20 Setting Your Preferences the First Time you run TCMax® ................................................ 20 Pocket PC TCMaxMobile user note:.......................................................................................... 21 General Requirements, General Req 2, General Req 3............................................................ 21 Printer names ............................................................................................................................................21 Check to require someone to be logged in. ...............................................................................................21 Check if a second person is required to check in tools .............................................................................22 Hide Employee Numbers on main screen.................................................................................................22 Warning lead time in days for Calibrations ..............................................................................................22 Shop code used to filter displays and reports............................................................................................22 Purchases as units rather than each check box..........................................................................................22 Show ‘Physical Inventory’ menu option on main screen..........................................................................23 Log display is filtered by filters in Show Tools that are Out screen .........................................................23 Show Quick Turn @ Shift Change check box ..........................................................................................23 Vendor Names ..........................................................................................................................................24 New Tool Defaults....................................................................................................................................24 Default new tools to allow multiple issue with single scan ......................................................................24 Default that multiple tools can have the same barcode number................................................................24 Ask for ‘Expected Return Date’ when entering Employee / Location......................................................24 Wave files ending with this number are used ...........................................................................................24 Comm port number for Serial Port Lock Mechanism...............................................................................24 Hide Cost for all tools on screen and in reports ........................................................................................25 Show Button and enable setting of default locations for individual employees .......................................25 Company Information & License Password.............................................................................. 26 ID Card and Tool Barcodes ........................................................................................................ 26 New Tool Barcode Numbers.....................................................................................................................27 Employee and Instruction Screen Captions ..............................................................................................28 Allow ID Cards and Tool barcodes to be the same length........................................................................28 Use these to base Employee vs. Tool on first character............................................................................28 Employee ID Card #1, Employee ID Card #2, etc. The Best Mode .........................................................28 3 .................................... two methods .................................................41 Tools or items that you have more than one of but don’t require separate barcode........................................................................................................................... 47 Exit................................................................................................................................................................................................................................................................................................................................................................. How to track them............................................................... 46 Menu Items ....................................................................................................................................... don’t require separate barcode................56 4 .....................45 Warning … Backup the Database Regularly ..............................................................................................................................................................54 Performing a physical inventory of your tools or other assets....................................................................................................................................................47 Maintenance …........................................................................................................................................................................... 32 Starting TCMax ..............................................55 The Physical Inventory mode......................................................................................................................................................... 32 Log in.... 29 Label Setup ...... but employees can have more than one...........................44 Tool Barcode Marking Ideas.....................................................................................33 Enter Location..............................47 Import / Export.......................................................... 36 Issue Identical Tools with same Barcode Number to Different Employees ...... 30 TCMax Operation ............................................................................43 Items in vehicles and performing their inventory ....... 37 Issue Multiple Tools with a Single Scan..........................................................................................................................................................53 Show Tools that are out … .......................................................................................41 Tools that are expendable and issued in multiple quantities ............................................................................42 Tools or items that you have more than one of......................................................................................33 Enter Tool Barcodes ....................... 45 If the Option has been selected to Enter Expected Return Date from Preferences ......................................................................... 44 Broken Tools......................................................53 Tool Quick Turn @ Shift Change....................................................................... 35 New Tools / New Employees................................................ 40 Tools that must have a separate barcode for each tool........................................................................................................... 33 Enter Employee Number............................................. when logging in is not required .............................51 Synchronize Pocket PC.......................................................................... simple example ............................................................... 32 Issuing Tools .......................................................................................what boxes do I check? ............34 Turning Tools In ........................................43 Tracking issued items issued for a long term........................................................................................................................................................................................................29 Which mode do I use?...... 38 Deleting Demo Tools ....................................................................................................................................................................................................................................................................................... 36 Editing Tool or Employee information................................ 39 Types of Tools & Equipment............................................................................................................................................................................. 45 Certified Employees tab..................................................................................................................................................................................................................................................................................55 Physical Inventory.......29 Tool Captions.................................................................................................. How many characters are in your ID cards or tool barcodes?............................ 37 How do I start entering data? .................40 Tools that are expendable and issued one at a time .......................................................................................................................................................... a detailed explanation ................................................. 37 Expendable Items..................... ...........................................................................................................................................................................................................................................59 History of issue/turn-in .............................................................................................58 CACRL List.............................................62 Network Capabilities and Location of the database.......................64 Database Compatibility and Password ....................................................................................................................................................64 Packing for Mobility...................................................................................................................................................................................59 Inspection Report ............ 62 Cal Due Date........ or Locations .................62 Warning … Backup the Database Regularly (have we said this enough?) .........................................................................................................................................................68 Avery 5267 Tool Label......................................58 Tools issued to a particular location.................................65 Inspection Requirements Table.............................................................................70 Center barcode on left edge ........ for our military customers ....................................................................................... 57 Tool Inventory with Separate Page per Location.......................................................69 Employees....................................... 66 Label Maker Program................................... Employee #........................................................................................................................... 65 SQL Server Database Setup on the Server ................................................................................................70 Label Definition Group ..................70 Location Labels....................................................................................................................................................................................................61 Performing an Inventory and Modes of Operation ............................................................................ 64 Database modifications for your tools....................................................................................................68 Step 1......... 64 Barcode types...........................................................................................................................................................................................................................................................................................................................................................64 Locations..................................59 Broken Tool Report and Warranty Tool Report .......... 66 SQL Server Connection String for client computers............................................................................................................................................................................................................ 65 Programming your Barcode Scanner to allow Scanning of ID Cards .................................................................................................................................................71 Column Spacing Definition ........................................................................... 69 Tool Label Printing Format...............................................................................................................................................................................................61 Other Features.................................................................................................................................................................................................................................................................................................................................................................................................................... Employees.................................................................................................. Load Label Definition ......................................................................................................................................................................................................................64 Tools ............................................................................................................................71 Distance from Barcode Top to Description Top ..........65 Warning … Backup the Database Regularly ............................................................................. 68 Operation of the label maker program requires three basic steps.....69 Step 2 Loading Data: Tools..............................................................................................................................64 Program Updates........................................Reports:..............................71 5 ...62 Hardware requirements ............................................................... 68 Pre-Defined Labels Included with the TCMax® Label Maker Program ..........................................59 Expendable Items Reorder Report ................................................................................................................................ 63 Barcode.....................58 TMDE Status … ...........59 Inventory and Special Inventory Reports...............................................69 Employee Number labels ....................................................................................................................58 Tools issued to a particular employee .............................................................70 Barcode Style.......................................................... Location conventions ....................................................... 70 Basic Label Definition .........................................................................................................................................59 History of issue/turn-in by location.............................................................................. .......................................................................................................................................................................................................................................................70 DataMatrix Cell Size. ........................................................................................................................................................................................................................86 Employee Labels........82 Inventory................................................................... 72 Table of Label Definitions:........................................................................................... 80 Issue / Turn In mode .............. 71 First Page Rows Remaining … use with caution!.......................85 Synchronization Fails or Fatal Database Errors while running TCMaxMobile .................................................................. and Parent barcode numbers ....72 Special Hidden Character Preceding Barcode ..........................................................................................................................85 Pocket PC is locked up and nothing runs....................... 81 Inspection Update ................................................................................ 87 6 ............................. Receive Inventory..............................................................................................................................79 Update a Storage Location.....................................................................................71 Load Range from your inventory into grid ................................................................. 84 Re-starting TCMaxMobile after a preferences change .................................. 73 Pocket PC version of TCMax (TCMaxMobile) .............................. 78 General Operation...............................................................................................78 Logging In.......................................................................................................................................................... Calibrations..................................................80 Performing the Physical Inventory................................................................................79 Clearing the screen..................................................................................................................78 Show Issued Tools menu option ............................................................. 87 Tool Transfer Report........................................................................................................ 76 Pocket PC Synchronization.....................................................71 Other features..................................71 Print simple sequence of barcodes ........................82 Storage Location update ............................................ 84 Having trouble with the Pocket PC? ........................................................................................................................................................................................................ Creating a new database for ActiveSync .............................................................................................................................................................................................................. 76 Synchronization is a two step process......................................................................................79 Show Issued Tools of this Parent menu option ................................................................................................................. Tool Labels ..........................................................................................................................................................77 TCMax Operation in the Pocket PC ...........................................80 Mode of Operation ............................................................................................................................................................ Row Spacing Definition.............................. Error! Bookmark not defined........................................................................................................ 85 ActiveSync doesn’t sync or takes longer than ten minutes ....................................................................................................................................................................................................................................72 Label Defined and Data Entered ...............................................................................72 Sorting.................................................................................77 After you use TCMaxMobile and have plugged the Pocket PC into the docking station ............. 83 Editing Locations.........................................................................................................................................................................72 Warning … Backup the Database Regularly ................................................................................................................................................................................................86 Sample Reports................................................................................................................ 87 Tools Issued to Specific Employee for Packing List for Mobility................................80 When you issue a Parent ....................... 84 Installing a TCMaxMobile Update..........................................................................78 Initialize menu option ........................................................................................Error! Bookmark not defined................... Inspections....................................................83 New Employees and New Tools ....................................................................................................................................................... ...................................................................... 91 Importing Tool Information from your Excel Spreadsheets..................... Issue History … Tools issued to a particular location .. 89 Inspection Report....................................... 92 7 .............................................................................................................................................................................................................. 89 Issue History … where has this tool been? .......................... 91 Expendable Items Reorder Report.............. 90 Tools Issued to Employee (Ctrl-P from main screen)........................................... 90 Tools Issued to a specific location ............................................................................................................................................. Changes found in version 4. This only is asked if the appropriate option is checked within Preferences. Army and others that may need it. There are a few fake employees already in the database such as 01 and 02 Their password is the same as their employee number.0 Each tool has two new check boxes. For the U. Many other changes simply to make operation even faster and more logical. The second check box is labeled Multiple tools with this same barcode number. from a barcode or manually typing. Changes found in Version 5. required when entering an employee. the ‘blank’ database comes setup to require an employee number and password to log in. Tools that go out to aircraft should never have this box checked. Additional support for adjusting the size of a DataMatrix barcode is included.) so you can tell how the employee entered the barcode number. The Default Location and serial communications are optionally turned on via the Preferences screens. we put these settings in to simplify the demonstration of TCMax®. If you want to turn the tools in you have to enter a negative number. Once all tools are turned in you can use the Database maintenance screen to delete the existing tools and add your own.htm for the latest list of updates and bug fixes.com/tcmax_versions. Support is added for communication with a serial tool box locking device. You can change these defaults from within preferences. And if the first check box is checked as well the program always asks you how many do you want to issue.S. And TCMax now will discriminate between barcodes that have a dash and additional character (-T. TCMax recognizes two digits or five digits as an employee. there is optionally a new piece of information. Performing a physical inventory of your tools & equipment is found on page 56. Changes found in Version 5.Visit http://www.soaringsoftware. etc. Checking this box allows you to have identical tools that all have the same barcode number. When you scan the tool you will be prompted to enter the quantity which defaults to one.1 include adding a Serial Number field to the tool table and a Default Location to the employee table. 8 . Before you delete the tools in the ‘blank’ database be sure to ‘turn in’ the few tools that are issued by simply entering their barcode numbers and listening for “Turn in”. 2003. This allows you to issue things like helmets or safety glasses to employees without having to have a separate barcode number for each. or –L.0 adds 2-D barcode printing capabilities. As of September 3. If you want to be able to issue multiple tools with a single scan then click the Issue multiple of this tool with single scan button. expected return date. 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(G) In the event Licensee issues a purchase order or other instrument covering the subject matter of this Agreement, such purchase order is for Licensee’s internal use and shall not be binding on Licensor nor shall such purchase order affect this Agreement. 11 Trademarks Product names mentioned in this manual may be trademarks or registered trademarks of their respective companies and are hereby acknowledged. Microsoft® Access, Copyright 1989-1996 by Microsoft® Corporation. All bar code technology provided with TCMax is copyrighted by TAL Technologies, Inc. TCMax® is a registered trademark of Soaring Software Solutions, Inc. TCMaxMobile™, and the Soaring Software Solutions, Inc. logos are trademarks of Soaring Software Solutions, Inc. Level 5 Tool Control ™ and the Level 5 Tool Control logo are Trademarks of Snap- on Incorporated Changes to this manual The information in this manual is subject to change without notice. 12 Introduction TCMax® is tool control software that talks. It will help you digitize your tool box, shop, or tool crib, ensuring that tools or equipment never go into the work area unaccounted. It virtually guarantees that employees will not use un-calibrated tools. Its ability to give audio feedback, telling the employee exactly what the program has done with the tool with a single scan will reduce costs with minimum impact to the employee as they seldom need to look directly at the computer screen, they just scan, listen, and go. It only takes a few minutes to learn how to use TCMax®, permanently eliminating manual paper trails, generating digital data so you can track all tools used, where they were used and when. Multiple security levels allow you to allow individual employees to use all functions, and turn in their own tools, OR with a couple of clicks, require someone else to turn them in verifying the turn in process. Multiple similar tools can all have a single barcode and be issued to different employees (not for aviation use). Tools can be issued singly or marked to be issued in any quantity. Although not mandatory, you should have speakers connected to your computer and listen to the audio prompts to get the highest level of tool control. Installation Program Updates, new users skip this paragraph When you receive an update to the TCMax® programs you may have to make changes to the database. Start your current version of TCMax and click on the About button to display the version number. If the second number in the version changes then you must run the TCMaxDatabaseUpdate program once. If the last number in the version is the only change then you do NOT have to run the database updater. Install the update, usually by running Setup.exe. Before running TCMax® click on Start\Programs\Soaring Software Solutions\TCMax and click on TCMaxDatabaseUpdate. Click the run button. It will perform all necessary updates to your database for the new version of TCMax®. After installation, certain video card and computer combinations cause Windows to report incorrect screen resolution to TCMax. You will know this because the main TCMax display will appear to extend far to the right and bottom. Start TCMax and press CTRL-Q and a screen resolution window will open. Start by entering .8 (dot eight) in both boxes. Click Save and exit out of this window and TCMax. Re-start TCMax and make further adjustments as necessary. TCMax® Software Installation When you place the CD in your drive a menu will start. The top button starts a tutorial; the second button will run the setup.exe program to install TCMax. Click the second button. You may just press ENTER answering each installation question to accept the default installation. Do not remove the CD from the computer 13 ini). After the setup program has completed. Programs. TCMax® will remember where the database was. (c:\Program Files\Soaring Software Solutions\TCMax\TPath.). you only do this usually immediately after installing ActiveSync®.exe or something like that (Install IE 60. This often happens two times on new computers. Network Installations TCMax Network Considerations with Microsoft Access database When you plan to share a TCMax® database on a network you simply move the TCS. Windows® 95 may require a third re-start. You must delete this TPath. This installation process installs the very latest Microsoft® data access routines. Then re-start the setup. It is OK to follow the Pocket PC screen prompts and initialize it but do NOT plug the communications cable into the PC until instructed to do so. 14 .exe program to perform the TCMax® installation. TCMax will tell you that it can not find the database and then offer a file selector box to allow you to navigate to the new location of the database. SQL Server Installation Considerations Most customers use our Microsoft Access database. The database location is stored in a file called TPath. Tool Control Software plus icons will be placed on your desktop. complete the setup of TCMax on your PC and perform the following steps on your PC: Resist the temptation of plugging everything together! Pocket PCs must be hooked up to a PC in a precise order. Plug the power for the docking station in but DO NOT plug the serial or USB cable into your computer at this time! Plug your Pocket PC into the docking station to allow it to charge. For new systems.ini which is located in your default TCMax directory.ini file then start TCMax again.mdb database and its DatabasePassword. There you will find a program titled something like Install IE 55. Internet Explorer Version Required The installation process requires a certain version of Microsoft Internet Explorer to be installed. Use Windows® Explorer to look at the CD’s directory. Double click on that program and the latest version of Internet Explorer will be installed.ini file to any shared directory on your network. The installation software sometimes must re-start your computer. For those that plan to use SQL Server see page 66 for database setup instructions.unless you are very sure that the installation is complete by observing the TCMax icon and TCS Label Maker icon on your desktop. click OK to stop the installation process. Most Pocket PCs start as soon as you plug them into a charger. unpack your Pocket PC. etc. you will have a TCMax icon available by clicking on the Start Button. If the installer stops and tells you it requires a later version. These re-starts should be fully controlled by the installation process. If you have already started TCMax® before moving the database. Pocket PC installation of TCMaxMobile First. you can move your TCSMobileSQL. proceed to page 76 for instructions on how to synchronize. This installation program actually installs six things including the Compact Framework version 2. at least 100x speed. We 15 . the database size is only limited to the size of the card. space may be very limited. they do not matter. It can be found by clicking on the Start button> All Programs> Soaring Software Solutions> TCMax and look for the icon that looks like a Pocket PC that says TCMaxMobile Installer. calendar. Pocket Sql Server 2005. However if you use your pocket pc for other programs. c) When complete there may be two or three warnings on your pocket pc. notes. click the big Install Software button in the TCMaxMobile Installer program. b) Hit your PC Enter key at each prompt. If you choose a standard partnership. Your TCSMobileSQL. See Synchronization in the pocket pc portion of this user manual. When the database is on a SD or CF card. barcode scanner software. 2) Place the Pocket PC on the docking station. c) Click the OK button 3) Run the TCMaxMobile installation from the PC Desktop.sdf database file from the pocket pc \My Documents\ folder to the root directory of either an SD memory card or the root directory of a CF memory card. Be sure to purchase a fast card. TCMax and TCMaxMobile both automatically look in these locations for your pocket pc database. Inc. and the TCMaxMobile programs. To install TCMax on your pocket pc you must perform these instructions in this exact order: 1) Install Microsoft® ActiveSync® using the instructions included with your pocket pc. If you want.sdf pocket pc database should easily handle 10. a) In ActiveSync. taking the defaults.e. i. mail. ActiveSync® will ask you to create a partnership. as of this writing Microsoft has released new versions of Windows Mobile 2003 Second Edition or 2005. a) The installation program comes up on your PC.000 items. These versions may cause the installer to report that the program that you are installing may not be compatible with this version of Windows. and we already installed TCMaxMobile on the Pocket PC. You must choose between guest or standard. 4) You are ready to use TCMaxMobile after you synchronize with your PC. etc. just click OK on them to delete the warnings. Note. Well over 1 million assets are possible although this will significantly increase the time that it takes to synchronize. Simply click OK and ignore these warnings.If you receive a Pocket PC from Soaring Software Solutions. performing the following steps will improve your future synchronization time. click on Tools then Options b) Un-check all of the boxes. With the pocket PC still plugged into its docking cradle and hooked up to this PC. i) Click on the flag in the upper left corner of your pocket pc. 16 . For the Dell Axim X5 we recommend the Mail button. you must program a scan button 5) Pocket PCs that use the Socket Scanner must install the Socket drivers using the CD included with the scanner. Do NOT start anything except “Socket Scan”. and click the X in the upper right corner to close the Settings window. The Computer’s Clock Periodically check your computer’s clock to ensure it is relatively close to the correct time and date. Run Setup.exe from that folder on the CD with the Pocket PC in its docking station and follow the appropriate prompts. When prompted you will select the Windows CE type of installation. This can be done by separating your assets by Shop Code. click on it. This will ensure that your log records accurately reflect the actual issue and turn-in times along with proper reporting of overdue calibrations.000 records to keep synchronization times reasonable.exe and related files on your TCMax CD in the “SocketScan 1-D” folder. For an iPAQ we recommend programming the Record button. b) Next you must start Socket Scan on the Pocket PC. Otherwise don’t bother to synchronize until you have completed the configuration of TCMax first. Perform the installation following the Socket Scanner instructions. the Socket installation software installs three icons. 6) If your TCMax program has already been configured you can proceed to the Synchronization instructions on page 75. Socket Scanner users. You will find the TCMaxMobile icon. a) With the pocket pc in the cradle. ii) Click on the Settings icon iii) Click on the Buttons icon iv) Click on the button that already says Record (Mail for Dell). c) You now must program a button to activate the scanner. three S’s with a yellow sailplane diagonally across them. 7) Once you have performed the synchronization instructions you can start TCMaxMobile by clicking on the Flag in the upper left corner of the Pocket PC then click on Programs. v) Click the button assignment drop down box and select SocketScan vi) Click OK in the upper right corner.recommend keeping each pocket pc database to less than 50. and syncing only a single shop code of assets. place the CD that came with the Socket barcode scanner in the PC that is hooked to the pocket pc. If you are using a 2-D scanner. i) You will also find the Socket Setup. TMDE (Tools that require periodic calibration) items can be assigned calibration due dates. All entries made while checking tools in or out are permanently entered in a LOG table. or pre-issued out of a toolbox. Create a barcode label with the word “print” in barcode and you can print the report by scanning that barcode. Copy the TCS. It also gives you audio warnings whenever a tool is overdue calibration. Inc. to a floppy drive. or areas that require excess key entries should contact Soaring Software Solutions. Features The TCMax program talks to you. You can also type the word “print” in upper or lower case to print the report.mdb database file to another computer’s hard drive. at TCMax@soaringsoftware. Press Ctrl-P (hold the control key down and press P) to print a list of tools that the current employee has issued. at least once a week and preferably once every day. Enhancements to this program can be provided. the entire history of any tool can easily be printed from the main screen using one of the many reports.com. Press Ctrl-R to get a list of issued tools printed on a side by thermal receipt printer. This one feature ensures the accuracy of your tool issue process while relieving the user from having to look at the computer screen after scanning every tool. 17 .Introduction The primary design criteria for the “Soaring Software Solutions TCMax® Tool Control Program” was for minimal keystrokes and ease of use. Users that encounter frustrating or confusing entry requirements. Backup often. telling you that it is issuing or turning in tools. CD-R. The software automatically warns the user if the item issued is due today or overdue. or tape. If necessary. overdue an inspection. CD-RW. The list automatically prints when you clear the screen or select a new employee number. Warning … Backup the Database Regularly Please backup your database on a regular basis. Notice the RAG barcode in the sample above. location. and at the bottom of the page check the “Cut Receipt [Partial]” check box. The top barcode is the employee number. When you install this printer driver. verifying that the item is there BEFORE scanning the barcode. The second barcode are the words “Turn In” for a location. and centered in the receipt is a barcode that says minus nine. So. to quickly turn in a bunch of tools and equipment the TCMax operator simply scans the barcodes in the order that they appear on the receipt (employee number. Just below the rag barcode.Bixolon (Samsung) SRP-372U Receipt Printer note: This receipt printer can also be used to print barcodes within the receipts (see example below). and that is what this barcode says. Turning them back in requires a minus nine to be entered. and tool barcodes with quantity when necessary). select the Additional Commands tab. 18 . This person was issued nine rags. open the print driver preferences page for this printer. The remaining barcodes are tool barcode numbers. The purpose of the barcodes is to speed the turn in process. Dates and currency values are all displayed in Windows® Regional settings. If the quantity in stock goes below the reorder quantity then a label appears in red next to reorder quantity and the tool appears on the reorder expendables report. followed by the Issue audio. If the torque wrench is overdue calibration. entering the tool barcode number brings up the total in stock box.The database used to store all tool and employee information is in Microsoft® Access 2000 format and is password protected. If the torque wrench has been issued which would happen if you send it to the calibration lab. For any tools that are located within the toolbox. Each “tool” has it’s calibration due date. This defaults to one. 2002 or XP. Again. If you put the toolbox’s barcode number 120 in the Parent Barcode Number box of the torque wrench. matching your local format. followed by the Issue audio. place the toolbox’s barcode 19 . Appropriate warnings will be given if any tool is missing or over due calibration. When a valid employee is on the screen and the tool’s barcode is entered TCMax deducts one from the quantity in stock. you now enable two features whenever the parent is issued. a toolbox has a barcode number. Reports that we have not thought of can easily be developed and printed directly from within Microsoft® Access. Checking the Issue multiple of this tool with single scan check box causes an audio and screen prompt to “Enter quantity”. Parent-Child Relationships with tools Tools can be assigned a parent barcode number. issuing the toolbox causes the Caution-Tool Removed audio to be heard. With no employee on the screen. There’s also an “Inspection” table for each “tool” that tracks an unlimited number of inspection items for each. 1. You can have an unlimited number of child tools in any toolbox. let’s say you have a torque wrench (barcode number 114 in the ‘blank’ database) that you store in a toolbox (barcode number 120). Tools that don’t need to be individually tracked but you have multiples of can all be assigned the same barcode number by checking the Multiple tools with this same barcode number check box. 2. Here you enter the new quantity in stock whenever you receive new stock. Tools have their barcode numbers. issuing the toolbox causes the Overdue Calibration audio to be heard. Any inspection that is overdue shows up in red in the inspection table. As an example. Expendable items can be issued with no turn-in expected. You may often issue more than one of a particular tool to a single employee. Checking the No Turn-In box for any tool causes the program to respond to its barcode differently. This feature works both for expendable tools (No Turn-in checked) or regular tools that have the Multiple tools with this same barcode number check box checked. You can enter the number of this item that you want to issue then press ENTER. The software is fully compatible with Microsoft® Access 97. Child Overdue or Missing Warnings Whenever a parent tool is issued that generates an overdue or missing warning due to one of it’s children. The following screen is displayed. Setting Your Preferences the First Time you run TCMax® The first time that you run TCMax® you should take the time to set the mode of operation which revolves around the number of characters in your tool barcodes and the number of characters in your employee ID cards. Any tool with a user employee number caused the missing warning to issue. click in the Password box and type “FOD” or “FIRE” to log in. Any tool with a calibration due date that has passed caused the overdue calibration warning. Enter your employee number and your password (With the ‘blank’ database type 01 {zero one} for an employee number and 01 {zero one} for the password). The following screen is displayed. Start TCMax® by clicking on the TCMax icon on your computer’s desktop. TCMax will also warn you that you need to define your printers. If you are using TCMax with a totally blank database. Leave the employee number blank. Click on Maintenance again then click on Preferences. Clicking this button causes the tool log grid to display a list of all of those tools that caused the warning. Click on Maintenance again then click on Preferences. Start TCMax® by clicking on the TCMax icon on your computer’s desktop. The TCMax Label Maker section will explain details of label setup and printer setup on page 73. a Show Child Details button appears in the lower left portion of the tool information area. Click on Maintenance and then Log In/Out. 20 . Click on Maintenance and then Log In/Out. If you are using TCMax preloaded with our default demo data. Do not put any numbers in the toolbox’s parent barcode number box.number in each tool’s parent barcode number box. General Req 2. Check to require someone to be logged in. General Requirements.There are six tabs. and Label Setup. The label printer is where you print your individual labels. Company Information & License Password. Pocket PC TCMaxMobile user note: Any time that you make a change to the Preferences area you MUST follow the instructions on page 83 that will completely turn off and re-start TCMax mobile on your pocket pc. Check this box and someone will have to be logged in before any tools can be issued or turned in. Printer names You can print single labels directly from the TCMax screen. 21 . General Requirements. General Req 2. Your page printer is the printer that you will send all reports to. Select the appropriate printers with these three combo boxes. ID Card and Tool Barcodes. The receipt printer is only used if you print tool receipts to an optional thermal receipt printer. General Req 3 These first three tabs offer a number of options. Tool Captions. then a dozen are added to inventory. When you receive the items.Check if a second person is required to check in tools This option when not checked allows a person to check in his or her own tools. When first adding tools to TCMax it is very important that this shop code box be filled in appropriately. The text box and check box are set individually on every computer. So. Shop code used to filter displays and reports The shop code entered in this box comes into effect if the next check box is checked (Filter reports and displays with the shop code above). All tool transactions are entered in the LOG table. If the box is not 22 . if a person tries to check in their own tools a warning audio is heard “Second Person Required for Turn-In” and the tool is not turned in. seeing only their own data. To disable this feature. Purchases as units rather than each check box This box sets up one of the purchasing features. The shop code can be changed within each field later however the LOG table would also have to be updated. This number is added to today’s date when tools are checked out. hundred. set this number to the number of days from now until the end of the trip. when you receive an item it calculates the number received based on the unit. Hide Employee Numbers on main screen Check this box to remove all employee numbers from the main screen (default). The Below Minimum Inventory report will tell you how many items you need to order. or what ever rather than in single each quantities. Warning lead time in days for Calibrations The default is zero days. The Shop Code is also tracked within the LOG table so that you see only transactions from your shop. and you receive one. if you are packing tools for a trip and you want a warning if any tool will go out of calibration or overdue inspection during the trip. In that way any number of computers can filter by their own shop code. When checked. Warning lead time in days for Inspections This works just like calibrations above except it monitors inspection dates and will give you an “Inspection Overdue” audio warning telling you that something is expiring within the period of now plus the number of days in this box. If you manually enter tools in the database you must also put the word “Default” in the SHOP_CODE column of each tool. set the days to zero. The default entry is “Default”. If the unit is a dozen. But any shop can un-check the box and see everyone’s data. Often when you purchase items they come in a pack of a dozen. if this box is checked. You only need to use these two items if you have multiple shops sharing a common database. A quality assurance shop may want to have the box un-checked while everyone else has the box checked and their own shop code entered. Any tool scanned after the preferences are saved will cause an “Overdue Calibration” warning to fire if the calibration due date is before the end of your trip. Show ‘Physical Inventory’ menu option on main screen The physical inventory menu option when clicked allows you to issue the children or children and grandchildren of any parent. Show Quick Turn @ Shift Change check box The Quick Turn @ Shift Change menu item is used when you have a multi-shift operation and want to allow tools to be transferred without actually scanning each individual tool. You then scan everything back in. a log appears in the bottom left of the screen showing you what tools the employee has issued to themselves. and issuing the item to a special location such as “Long Term” or “Permanent” or whatever. and adding that same text to a filter in the Show tools that are out screen. listening for “Turn In”. The items that remain issued are missing and any item that says “Issue” is something that belongs in a different location. then one is added to inventory. This begins the Physical Inventory process by issuing everything in the box. crib. It allows you to pick all tools issued to an individual or to a location and transfer them to the employee already on the main screen. Long term items can be automatically hidden by checking the box above. Log display is filtered by filters in Show Tools that are Out screen Check this option and the filters that are applied in the Show tools that are out screen apply to the employee log table. room. The latter is the default and the suggested mode of operation. 23 . When an employee number is entered.checked and you receive one. or trailer. Default that multiple tools can have the same barcode number If the majority of your tools are allowed to have multiple tools with the same barcode number and therefore allowed to be issued to multiple employees under a single tool barcode number then you should check this box. Army regulations. Ask for ‘Expected Return Date’ when entering Employee / Location This option was designed to meet U. If your computer doesn’t have a serial port. Enter a 0 (zero) to disable this feature.Vendor Names Place your vendor names in this table if you plan to enter vendor names in the main tool screen. It allows you to monitor tools that are to be issued for more than one day and warn you via a report when tools have not been returned by that expected return date. etc. To determine the Comm port number you must first have a serial port that you will hook your lock to. This requires a Comm Port to be entered. etc. The number that you select in this option will match the number in the wave file. Comm port number for Serial Port Lock Mechanism Certain versions of TCMax have the ability to communicate with a serial lock mechanism that when unlocked will automatically place the employee number on the screen of the person that opened the lock. When new tools are created the Multiple tools with this same barcode number box will automatically be checked. When new tools are created the Issue multiple of this tool with single scan check box will automatically be checked for you. You can force TCMax to use only one of the sets of files each time you start by selecting a number from 1 to 6. Then perform the following steps to find your Comm port number. The files are titled “Issu1.wav”.S. each time that you start TCMax the program randomly picks one of the six sets of wave files to use to say the words “Issue” and “Turn In”.wav”. Wave files ending with this number are used This option defaults to “Random”. Then you can rely on TCMax choosing that set if files with each start. “Issu2. The Below Minimum Inventory report will automatically break up the report based upon the vendor name to make ordering easier. It adds the requirement to enter an expected tool return date after entering an Employee number and a Work Location. 24 . In random mode. Default new tools to allow multiple issue with single scan If the majority of your tools are issued in quantities of more than one at a time then check this box. New Tool Defaults The next two items are used to help you save time when you create a new tool. install a USB to Serial adapter. Number 7 gives you Spanish. the employee simply enters his or her employee number. Each time you start TCMax communications with the port will be tested. a) Click on the Start button b) Click on Control Panel c) Click the System icon d) Click the Hardware tab e) Click the Device Manager button f) Click the + next to Ports (COM & LPT) Next to your COMM port you will see the port number. Show Button and enable setting of default locations for individual employees Check this box and you turn on the ability to set a default location for individual employees. Enter this in the Comm port number box. The Set Default button appears just to the right of the Location text box. and they are ready to issue tools to that location. enter an employee number and enter a location as normal. To set a default location. disable the port software. Click the 25 . Hide Cost for all tools on screen and in reports This menu option changes the cost on the main screen to asterisks and makes cost columns in reports invisible. and continue to work normally without lock communications. When set. If the communications fails TCMax will warn you. the default location automatically appears. button. the default is set. and license password. street address or post office box. When entering the three items pay particular attention to typing them EXACTLY without changing case or adding punctuation. ID Card and Tool Barcodes This tab tells TCMax® how to process scanned inputs and how to decide whether you are entering a tool barcode or an employee number. 26 . Without the appropriate entry your TCMax® software will be limited to thirty tools and will display “30 Tool Demo” on the main screen. Inc. and the button changes to Un-Set Default. serial number. To un-set the default location for this employee. Soaring Software Solutions. Company Information & License Password This tab requires your company name or unit name. provides the license password upon purchase of a license to use TCMax®. just click the Un-Set Default button. When you click it TCMax looks in the database for the next available barcode number and then creates the new blank tool with this barcode number. The default is blank. New tools can be created simply by entering a tool barcode number that the system does not recognize. If you want to use three digit barcodes and want to start with the barcode number one then you should enter 001 in the suffix box.New Tool Barcode Numbers There is a menu option under Maintenance titled Create New Tool. The top two boxes of this preferences screen tell you what that next barcode number will be. 27 . The prefix can be alpha/numeric. TCMax automatically checks the database entry each time you click the Create New Tool menu option. then you should simply hit the ESC key and the new tool vanishes and the next available tool barcode number is reset to the old number if possible. If you want your barcodes to be six digits long but want to start with the number one thousand then you should enter 001000 in the suffix box. This way you can be entering new tools from multiple computers and there will be no conflicts. for the next barcode number. If you want your tool barcode numbers to be all numeric then leave the prefix box blank. If you should accidentally click the Create New Tool option or decide not to enter it at this time. A second way to create a new tool entry is to click the Create New Tool menu option (or hit the F3 key). The suffix must be numeric. Once these changes are made and you click OK the main TCMax screen will reflect those changes. The second is the location. telling TCMax users how to run TCMax.Employee and Instruction Screen Captions Change these items if your application requires you to issue tools to something other than an employee or that the tools are going to something other than a work location. For example. you may want to issue tools to a Machine rather than an Employee. And as long as an employee number remains on the screen. So you would put “Machine Number” in the box titled “Who or what is taking the tool” and you would put “Enter Machine Number” in the box titled “First Issue Instruction (Enter Employee Number). TCMax® will simply always expect that the first thing you will scan will be an employee number. Checking the bottom box causes TCMax to recognize the opposite. Allow ID Cards and Tool barcodes to be the same length Do NOT use this mode unless you absolutely must! Check the first box if you have employee ID card barcodes that have the same number of characters as your tool barcodes. The advantage of this mode is that your tools and employee ID cards can all have any length of characters. any other scan deals with the issue or turn-in of a tool. Tool on first character These two boxes allow you to tell TCMax the first character style of all employees. If the length matches any of 28 . Hit Esc to cancel the new employee request. This instruction appears at the top left of the screen. The number of characters in the ID cards must NOT be the same as any of your tools. If you want to track tools by job number rather than a location you could change the “Where the tool is going” option to “Job Number” and you would also want to change the “Second Issue Instruction” to “Enter Job Number”. In this mode of operation. when anything is scanned TCMax® counts the characters. You can have four lengths of ID cards. that is anything beginning with an alpha character must be an employee and anything beginning with a number must be a tool. The Best Mode If you have not checked the upper checkbox or either of the two between the dashed lines then you are allowed to specify the number of characters in your ID cards. Employee ID Card #2. Use these to base Employee vs. Anything beginning with an ‘a’ to ‘z’ or ‘A’ to ‘Z’ is a tool. Employee ID Card #1. The only disadvantage with this mode of operation is when you are checking in tools you will have to enter an employee and location BEFORE you can turn-in a tool. If you should scan a tool without first identifying an employee. Checking the top box causes anything scanned that’s first character is a number between zero and nine to be recognized as an employee. etc. TCMax® will assume that you are trying to enter a new employee barcode and will respond “New Employee”. The Set Default button simply changes the captions back to the original TCMax captions. This mode of operation fully maintains all computerized automation and is OK to use. The next two boxes are better if they fit your numbering scheme. in reports. (Default mode) If your employee ID barcodes and tool barcodes are a different length then enter the number of characters in the employee ID card and leave both of the upper check boxes NOT checked. Tool Captions All tool captions on the screen. 29 . and you scan a tool. then TCMax® assumes you want to turn the tool in and does so. Scan the barcode and the character count will appear to the right of the box. In this mode of operation.the numbers in these four boxes then TCMax® assumes it is an employee. and you don’t have the first tab’s Second Person Required to Turn-In Tools box checked. Anything else must be a tool. click in the box in the lower left corner of this tab. if you don’t have an employee on the screen. and on printed labels are fully customizable by you. New copies of TCMax® are shipped with this mode enabled and expect 5 characters or 2 characters in an ID card. How many characters are in your ID cards or tool barcodes? To check the number of characters in any barcode. Which mode do I use? If your employees ID barcodes and your tool barcodes are the same length you must check the first check box. If you want this item to print on the tool labels click in the Print on Label check box. Standard single dimension barcodes as seen in the back of this manual are Code 128 which covers the entire alphabet both upper and lower case and is used by default. The newer 2-D barcodes like the PDF 417 and Data Matrix have built in error correction so that a significant amount of the label can be destroyed and the label can still be read. However. The Barcode Type is also selectable. these 2-D barcodes require a 2-D scanner that can decode them. 30 . defines the layout of labels printed directly from the TCMax screen.Looking at the selections above you will see the default captions. Note that only a few captioned items are available for print on a tool label. Label Setup The last tab. 2-D scanners are usually more expensive than 1-D scanners. Employee and Tool labels have separate definitions. Label Setup. See page 73 for a list of Printer Definitions and the numbers that should work for your printer. The definition shown above matches the requirements for a Dymo® LabelWriter® label printer and a small return address label. When printing to this type of printer in the landscape mode you have to add a Top Margin that moves the print area to the left within the printer. 31 . See page 72 for additional information on how TCMax deals with the special characters and why you might use them. Smaller numbers make smaller barcodes. Inc. can provide special imagers that will read a smaller DataMatrix barcode. The default is 15. 15 to 30 can be used for normal imaging barcode readers. When printing small DataMatrix barcodes be sure to set your laser printer on its highest resolution! The Special tool character text box is normally left blank. If you want all of your printed tool barcode labels to be preceded with a special character that is recorded in the LOG table next to the employee name then enter the character here.The Distance barcode top to description box allows you to adjust the position of the description. but one character only. It usually should be set a little larger or equal to the Barcode Height. Soaring Software Solutions. below the barcode. The number 8 produces a barcode that is approximately .1 inch square for a 9 digit code. The number represents the small cell size of a DataMatrix barcode in mils. anything alpha-numeric will work. The DataMatrix Cell Size box requires a number between 5 and 30. . If this employee is turning in tools that belong to someone else then the table displays the list of tools that are issued to that employee. press CTRL-R. Enter the location that you are taking the tools 3. and 01 (zero one) for the password and hit enter. Log in The ‘blank’ database contains a few employees and requires that you log in before issuing or turning in tools. Press CTRL-L and the table will switch display modes. The receipt will automatically print whenever you clear the screen. 5. Type 01 (zero one) for the employee number. The table can also display a list of expendable things that the current employee has ever had issued. Create a barcode label with the word “print” in barcode and you can print the report by scanning that barcode. Enter the tool number(s) 4. hit TAB or ENTER. Press Ctrl-P (hold the control key down and press P) to print a list of tools that the current employee has issued. Enter an employee number 2. Hit the F12 key and type an employee number and password to log in. 32 . The upper left corner of the screen will display the name of the logged in employee. If you have installed an optional thermal receipt printer then you can press CTRL-R to print a receipt containing a list of the tools that this employee currently has issued. or switch to a different employee. All you need to do to check out a tool is: 1. You can also type the word “print” in upper or lower case to print the report. Instructions appear in the upper left portion of the screen. The table in the lower left portion of the screen displays the list of tools issued to the current employee.TCMax Operation Starting TCMax Start the program by clicking (or double-clicking) on the TCMax icon. Issuing Tools Enter Employee Number 1. Enter the location that the tool is being taken (press enter key). b. the log table switches modes and displays all of the tools that this employee currently has issued. you can use this entry to document the name of the person that performed final the check of the tools on turn in. This greatly speeds the turn-in process as you know immediately if that employee has not turned in all of their tools. If you do enter an employee number. If you are turning in tools. Your blank database contains a few employee numbers 01 (zero-one) is one of them. The LOG table will always reflect an issue to the turning in employee’s number instantly followed by a turn in (employee number of zero indicates the tool is turned in) Enter Location 2. 33 . a. Enter an employee number. When an employee is displayed. it is not necessary to enter an employee number (unless the Second Person Required for Check In feature is enabled). Create a barcode label with the word “print” in barcode and you can print the report by scanning that barcode. From now on when this employee’s name is entered the location will automatically be placed on the screen. If the tool that you are issuing has a “child tool” that has already been issued (like a torque wrench sent to the calibration lab) then the Caution-Tool Removed audio warning is heard followed by the Issue audio. such as 112 (press enter key). Our blank database contains a few tool barcode numbers. If the tool that you are issuing is overdue calibration or has a “child tool” that is overdue calibration then the Overdue Calibration audio warning is heard followed by the Issue audio. then the audio Issue is heard telling you that the tool is issued to you. if the data input box in the upper left corner of the screen is red you will NOT be allowed to issue tools. If the tool was previously issued and no one properly turned it in. a. If the tool that you are issuing has an inspection that is overdue then the Inspection Overdue audio warning is heard followed by the Issue audio. To be able to issue tools the data input box must be green. b. You can also assign an individual “default” location for every employee. . f. Enter Tool Barcodes 3. 34 . Enter the alphanumeric tool number then press enter. You can also type the word “print” in upper or lower case to print the report. then the software responds with the audio Turn In telling you that the tool has now been returned to the tool crib. c. 4. Enter the appropriate quantity and press ENTER key. If the tool was shown as stored in the tool crib. 5. The Label Maker program will print barcodes that translate into the locations that you normally use. hit the ESC key to clear out the current employee number. The Issue audio is now heard and the tool is properly issued in your name. Click the Set Default button next to the Location text box. To unset the default location simply click the Un-set Default button. See page 26 for instructions to turn this feature on. speeding the tool issue process. To set the default location. In this case immediately re-scan the tool. See page 70 for an example of how to use the Label Maker to print barcodes for your locations. d. enter an employee number and location as directed above. Note in the screen above. When turning tools in you enter a negative number. If the tool’s Issue multiple of this tool with single scan check box is checked then you will hear the audio Enter Quantity and an input box will appear on the screen asking you how many tools do you want. e. After issuing all tools to this employee. Press Ctrl-P (hold the control key down and press P) to print a list of tools that the current employee has issued. if you first enter an employee #.Turning Tools In 1. Tools that have the Issue Multiple and Multiple Tools boxes checked as you see below may require a slightly different turn in process. all you need to do is enter the alphanumeric tool number. The screen displays everyone that has the item that you are attempting to turn in. a. If you are turning in someone else’s tools. if the employee number is first entered then the Log table switches to display the list of tools that are out. Also. 35 . and turns theirs in. TCMax must know who’s tools you are turning in. b. c. If you are turning in someone else’s tools. the data input box in the upper left of the screen must be either yellow or green before you can turn in tools. 3. AND you have NOT already turned in something of theirs then TCMax must ask you who’s tools you are turning in. while turning in tools. This helps spot tools that the employee failed to turn in … optional) If you happen to be turning in someone else’s tools then after turning in the first of their tools the table will display the list of tools still issued to the OTHER person helping to show you if they forgot to give you all of them. Entering the employee name on turn in also can be used to document the person performing the turn-in tool inspection. If you are turning your own items in and your employee number is on the screen then TCMax will automatically turn yours in. AND you have already turned something of theirs that doesn’t have these boxes checked then TCMax assumes that you are turning in things issued to the other employee. 2. to track who turned it in. the tool will be assigned to that employee then immediately assigned to no one. To check in a tool. If it is light red then you must login before you can do much of anything. Note the screen above. (Optionally. Click in the row of the person/location that had the item and click the Turn in tools from selected row button. It does so by displaying the following screen and says “Please select employee”. After that logging in only requires that you hit the F12 key and type FOD in the password box. Editing Tool or Employee information. Once a tool barcode number or employee number is entered. In the Calibration Due Date box. If you want all security removed you must go into the Employee Permissions screen and un-check all boxes for all employees. To cancel changes. You will be required to log in using the F12 key and using your employee number and your password. To cancel a new tool or new employee that was created by mistake. Be sure that the next barcode number is properly preset from within Preferences before using this option. when logging in is not required This capability is hidden and disabled unless the user logs in through the Maintenance and Log In/Out menu item in the menu bar at the top of the screen. The new data is stored in the database for future use. You can click Maintenance/Create New Tool or hit the F3 key to automatically create a new tool with the next available barcode number. Clicking on the Edit button opens text boxes over the tool/employee data. Pressing a minus subtracts one day from the date in the box.New Tools / New Employees Whenever a tool or employee is entered that is not in the database TCMax® opens text boxes allowing the user to enter the new data. Once properly logged in. Make any changes that you want at this time. requiring you to be logged in to do anything. Then click the X in the upper right corner to exit the permissions screen. Press ENTER or TAB to get through the text boxes and the new data is automatically saved. pressing the letter T enters today’s date. This is the default mode. 36 . Pressing a plus adds one day to the date in the box. Pressing an M or a Y adds a Month or a Year to the date in the box. Fill in each text box as necessary and press ENTER or TAB to move to the next text box. simply hit the ESC key before completely filling out the new tool / new employee information. Edit buttons appear in the Employee and Tool areas. press the ESC key. the appropriate Edit button is enabled. and Max Qty. The ‘blank’ database has tool number 141. Tools that have the Do Not Reorder check box checked and that have minimum quantity in stock and maximum quantity in stock entered will appear on this report when you are required to reorder the item. Three new text boxes open up just above the tool check boxes. back into inventory. this number is used as a maximum level for inventory. The reorder expendables report calculates how many to order based upon the maximum quantity minus the number in stock.Issue Identical Tools with same Barcode Number to Different Employees When you issue a tool that has the “Multiple tools with this same barcode number” box checked the program simply issues the tool to the new employee without turning in the same tool already issued to other employees. 37 . If you issue an expendable with no valid employee shown then the tool’s quantity text box opens up expecting you to enter the new total quantity that is in stock. Expendable Items If you have checked the No Turn-In check box of any tool. In conjunction with the Purchase Orders tab you are told exactly what to order and from whom. Issue Multiple Tools with a Single Scan If you should issue tools that have this box checked then TCMax® needs to know how many you want to issue or turn in. Reorder Qty. Note that you should not use this feature with tools that require calibration or inspections. They are: Qty. Each tool is tracked separately. the minimum number of tools required for inventory at any one time. Simply enter a negative number when the Issue Quantity prompt comes up. The Expendable Items Reorder Report provides you a quick and easy means to keep the proper quantity of expendable items in stock at all times. If you should scan the same tool again against an employee that already has this tool issued then TCMax® will turn this tool in for this employee only. The program gives you an Enter Quantity audio warning then presents an input box on the screen that asks you to enter the quantity that you want. Entering -3 turns in three of the item. as an example. and says the word ISSUE. Any expendable tool that falls below this number will appear in the Reorder Expendables Report. the quantity of the tool or item that currently is in stock. that tool no longer is expected to be turned in. When you issue an expendable tool with an employee already displayed TCMax® simply reduces the total quantity in stock. If you already have at least one of these issued to this employee then enter a positive number if you wish to issue more “3” (issue three more) or a negative number if you want to turn some in “-3” (turn in three). This is how you add newly received expendables to TCMax®. rags. You can turn in the expendable items if you wish. You will find an example of this with tool number 140 in the ‘blank’ database. the quantity on order will reflect in the Reorder report. Press the Escape key to cancel. b. Once on order. If you have logged in. Any alphanumeric tool barcode number that is entered that is not in the system causes the New Tool prompt to be heard. enter employee numbers a. Running the TCMax program. TCMax® is shipped with a blank database that has preferences defaulting to a five character employee barcode number. Check the Do Not Reorder box and this item will be removed from the Reorder report. Now you can type the next employee number and name. Once you have tabbed beyond the last box the new tool will be 38 . If you have logged in a text box opens allowing you to enter the employee’s name. Enter the appropriate data in each box then press Enter or TAB.Enter purchase order number. You must be logged in to enter new employees or new tools. Type the employee name then press enter. Press the Escape to cancel. Any employee number that is not in the system causes the New Employee prompt to be heard. the cursor moves to the Parent Barcode Number box. How do I start entering data? Once the software is installed and preferences are set (see page 26) in your computer you must enter employee and tool data. This can be done two ways. 1. If you have NOT logged in. date ordered and quantity ordered. the New Employee audio is heard but the new employee text box does NOT open. employees are located in the “My Employees” table. Deleting Demo Tools 1. First you should look in the “Show Tools that are Out” screen and write down the barcode numbers of the few tools that are currently issued. turning the tool in. 2. Make sure that you add the SHOP_CODE filed value to match your shop code. The default location and name of the database is c:\program files\soaring software solutions\TCMax\TCS. This is not the recommended method. click on Maintenance/Database Maintenance to display the database maintenance screen. . This defaults to “Default”. this will cause TCMax to say “Turn In” with each one. By default. Employee numbers MUST (unless you checked the box in preferences that allows the same number of characters) have a certain number digits (the default is two or five) so if you give an employee the number one you must enter 00001. highlighting the entire line. You can use the Maintenance/Create New Tool menu option for creating new tools. The line disappears and the tool is gone forever. Open the table and enter employee names and employee numbers. There are twenty or so tools loaded as a demonstration. and hit your delete key. Look at the other field names and you will easily see the type of data you can enter. stored in the database. You also MUST delete the demo data in the database. Do this with all of our demo tools. 39 . the New Tool audio is heard but the new tool text boxes do NOT open. Enter barcodes in the BARCODEID field. 2. a. Since alpha/numeric barcodes are allowed then there is a difference between 000001 and 0000001. You must be logged in to enter new employees or new tools. Without the appropriate shop code the item will not be seen by TCMax. or simply hit the F3 key. If you decide to give a tool the number one you must enter 000001.mdb. The database is password protected. The second method involves opening the database with Microsoft® Access and enter the data directly. Delete each of these tools by clicking in the left edge of the table (this highlights the ENTIRE LINE) and hit your delete key. Tool information is stored in the STOCK table. b. Exit this screen and simply type the barcode number (and hit Enter) of each tool currently issued. Click in the left edge of the table again for the next tool. If you have NOT logged in. c. Next. what boxes do I check? There are a few ways that a tool or item can be setup in TCMax. A picture of the “Issue Qty & Purchase Orders” tab is displayed for each type of tool. a detailed explanation . • Tools like this might be anything taken to an aircraft where if lost you must know exactly which tool was lost so you know who lost it and exactly where to search. If the tool is already issued when scanned then the tool is turned in. The following paragraphs attempt to explain each type of tool or item.Types of Tools & Equipment. • Use this when only one tool has this barcode number. Tools that must have a separate barcode for each tool • No boxes are checked. Pay particular attention to the check boxes as they define how TCMax will process the tool. if the tool is in the crib when scanned then the tool is issued. • Examples: o any tool going to an aircraft o weapons o radios & walkie-talkies o equipment items o expensive tools like skill saws 40 . • In this case if you have several identical tools you must assign a different barcode number to each tool. If already issued to one person. it is turned in even though the employee on the screen is different. • When a valid employee is on the screen. and in this case the issue log begins showing you the remaining tools that the other employee has issued to them. logs track who took it and where it went. the no turn-in box makes it expendable. 41 . • Make an entry in the Max In Stock and Reorder Qty boxes and the Reorder Report will tell you when you need to reorder the item and it will calculate how many to order • Examples: o Safety glasses o String for a weed eater Tools that are expendable and issued in multiple quantities • No Turn-In box is checked • Issue multiple of this tool with single scan box is checked • As before. If the qty on hand falls equal to or below the Reorder Qty level then the Reorder Qty turns red.Tools that are expendable and issued one at a time • No Turn-In box is checked • Anything that you want to issue in single quantities. the item is issued. • One is deducted from the Qty on Hand box. TCMax tracks who received the item and where they are taking it but it does not show up in the issued tools screen and they are not required to return it. and it does not show up on the issued tools screen. and that you want to have returned • When a valid employee is on the screen and the item is scanned. • The appropriate quantity is deducted from the Qty On Hand box. • Examples: o Toilet paper o Lumber o Batteries for a flashlight o Rolls of tape o Rubber gloves o Rags when you don’t want them back Tools or items that you have more than one of but don’t require separate barcode • Multiple tools with this same barcode number is checked • Use this for items that anyone can have. TCMax then says “Issue” telling you that the item was issued. Type or scan the number of these you will take and hit the ENTER key. that they can only have one of. if this employee already has one then TCMax will say “Turn In” and turn the item in. • When scanned the Issue Multiple check box causes TCMax to say “Enter Quantity” and a box appears on the screen asking you how many you are taking. canteens o Masks 42 . removing it from the Issued Tools screen. • Examples: o Helmets o Flashlights o Pagers o Web Belts. If this employee doesn’t have one than one is issued to them. Tools or items that you have more than one of. but employees can have more than one • Multiple tools with this same barcode number box is checked • Issue multiple of this tool with single scan box is checked • Use this for items that anyone can have.5” turns in five. uniforms o Tools used in general construction i. you enter an employee number.e. “. wrenches for a bridge builder Tracking issued items issued for a long term When you issue something for a long period such as a pager or uniforms enter a special “location” such as “Long Term” when issuing the item. don’t require separate barcode. pants. • The items will show up on the Show tools that are out screen • Examples: o Shirts. and “Long Term” for the location (or a location that makes sense for your organization). hammers. and you want the items returned • When a valid employee is on the screen and the item is scanned TCMax always says “Enter Quantity” asking how many you want. 43 . they can have more then one. o To issue some type a positive number. then issue the items. You can use the TCMax Label Maker program to create such a barcode to save typing it in. So. “6” issues six o To turn them in type a negative number. you MUST assign a different barcode number for the item for EACH vehicle! In each tool/item place in the Parent Barcode Number box the barcode number of the vehicle that the items are in. 44 . clicking the Stop Filter button will display all issued tools.Then go into the Show tools that are out screen and enter “Long Term” in a line of the right hand Filters table. In the Show tools that are out screen. Avery® labels work in many shops however you may want to consider printing on vinyl labels or purchasing pre-barcoded plastic or metal labels. Scan all items in the vehicle. Contact us for our current recommended sources of supply. and they will also disappear from the Employee Log screen if the appropriate Preferences box is checked. Items in vehicles and performing their inventory If you must perform periodic inventories of items in vehicles. Barcodes that have six digits make a conveniently small barcode label. turning them in 4. Issue the Parent barcode number. 2. Click the Issue the Children of this Parent menu option a. (See above) The items with this location will disappear from the Show tools that are out screen. Issue everything in the vehicle 3. When done. Label material is available pre-barcoded from a number of companies in a number of formats. Tool Barcode Marking Ideas If you have a small tool crib or tools that won’t stand having a barcode number consider simply writing the barcode on the tool with a black magic marker then simply typing the tool “barcode” number in. Then when you start the inventory you will: 1. Most tool cribs benefit by having an actual barcode either attached to the tool or to the drawer that the tool is stored in. This will turn in the parent vehicle b. anything missing or broken will appear in the Show tools that are out report. probably the vehicle number. temporarily removing the filtering action. Barcodes that are over 12 digits start to need a label at least two inches long. the top box below must be checked. How to track them It is easy to track broken tools. make sure that the word Broken is listed in the Locations Filtered table in the upper right. Enter a work location d. This causes the tool to appear on the “Broken Report”. upper or lower case. the Broken check box is automatically un-checked. Once checked. The broken tool remains issued until replaced or repaired. Certified Employees tab Certain tools may require that an employee be certified before they can use the tools. you enter your employee numbers of certified employees via the Certified Employees tab. A complete history of all broken tools is available by running the History of Issue Turn in by Location report and enter the location “Broken”. b. The Show Tools that are Out screen or the Broken Report will show you the broken tools that currently need attention. Enter the date that you expect the tool to return e. When issued to the work location “Broken”. You can even make an employee number up for your local tool salesman and issue the broken tools to them if you like but it is not necessary. Issue the tool to anyone but in the Work Location box enter the word Broken. 45 . In the Show Tools that are Out screen. Enter tool barcode numbers Entering this date allows you to view a report of all tools that have not returned as expected. Note that the Employee side (left) of the screen has an additional item after Work Location titled Return Date. When the tool is repaired or replaced and you turn the tool in. Enter an employee number c. This date defaults to today’s date. Issuing tools is very similar to the previous example.Broken Tools. TCMax allows you to check the Certification before use check box on the Inspections & Misc. tab of tools. TCMax automatically checks the Broken check box in the lower part of the tool information screen. If the Option has been selected to Enter Expected Return Date from Preferences If you have selected the Expected Return Date option from within preferences you will see a slightly different main screen. Employees whose certification has lapsed are highlighted in RED as you see above. and that employee is removed from the list for this tool only. Separate entries must be made for every tool and every employee certified for that tool. Scan the tool barcode. 4. CD-R.mdb database file to another computer’s hard drive. Click in the box in the upper right of the Certified Employees tab as you see above. 46 . CD-RW. Enter the date certified and the date that the certification expires. If the certification never expires simply enter a date 30 years from now such as 1/1/2035. Hit the Delete key. When you try to issue a tool to an employee that is not certified TCMax responds by playing a “Employee Certification Required” audio warning and the tool is NOT issued. 3. first enter the edit mode as in steps 1-3 above. or tape. in the column that you see the black arrow above. To delete employees from the list. Click the Edit button to be allowed to edit tool information. Warning … Backup the Database Regularly Please backup your database on a regular basis. Copy the TCS. the employee’s name appears in the table. The entire row is highlighted. at least once a week and preferably once every day. 5. Click in the very left edge of the table.To enter an employee in the list of employees that are certified to use a tool: 2. 6. to a floppy drive. Backup often. Scan or enter the employee number. Menu Items The menu bar across the top of the main screen offers the following features: Exit As it says. click here and the program terminates Maintenance … Some of the following menu items require a password to allow editing or printing. 47 . the password is entered by clicking here. In the example above. To issue the tool you must enter its barcode again. If you make any mistakes. hit the Esc key before you change rows. This same search screen is available in the Label Maker program to ease the selection for printing groups of labels. The tool is NOT issued. The password FOD will not work if you have set employee permissions (the default). Then click the Display this tool on main screen button. Tool Search This menu option brings up a search screen that allows you to see all of your tools and filter them by the fields as shown below. 48 . Then you will be required to enter your employee number and your password. To log out just press F12 and ENTER. Enter text in any of the filter text boxes and hit TAB or ENTER and the table below immediately shows you only the entries that have matching text somewhere in that field.Log In/Out: Click the Log In/Out menu item or press F12 and enter your employee number (press TAB or ENTER) and enter your password and press ENTER (the blank database has an employee 01 with a password of 01 (zero one). The search screen disappears and the main screen gets this tool displayed. as you can in the Database Maintenance screen. If you have permission to access the Database Maintenance screen then you will be allowed to Edit and Update data from this tool search table. Log Search This menu option brings up a search screen that allows you to see log entries created by any issue or turn in action and filter them by the fields as shown below. anywhere in the row. The password FOD in upper or lower case can be used only if all permissions have been removed from all employees. Once you change rows the data is permanently changed. entering “SOCK” in the Tool Name box causes the grid to immediately reduce to any tools that have the word Socket in the tool name. If you want to display that tool in the main tool screen simply click in its row first. The prefix can be alpha/numeric.Enter text in any of the filter text boxes and hit TAB or ENTER and the table below immediately shows you only the entries that have matching text somewhere in that field. If you should accidentally click the Create New Tool option or decide not to enter it at this time. TCMax automatically checks the database entry each time you click the Create New Tool menu option. If you want your barcodes to be six digits long but want to start with the number one thousand then you should enter 001000 in the suffix box. 49 . In the example above. If you want your tool barcode numbers to be all numeric then leave the prefix box blank. entering “5/30” in the Date box causes the grid to immediately reduce to any actions that happened on 5/30. Click the Print button to print a matching report. This way you can be entering new tools from multiple computers and there will be no conflicts. The suffix must be numeric. The top two boxes of this preferences screen tell you what that next barcode number will be. New tools can be created simply by entering a tool barcode number that the system does not recognize. New Tool Barcode Numbers There is a menu option under Maintenance titled Create New Tool (F3). for the next barcode number. A second way to create a new tool entry is to click the Create New Tool menu option or hit the F3 key. The default is blank. When you click it TCMax looks in the database for the next available barcode number and then creates the new blank tool with this barcode number. then you should simply hit the ESC key and the new tool vanishes and the next available tool barcode number is reset to the old number if possible. If you want to use three digit barcodes and want to start with the barcode number one then you should enter 001 in the suffix box. You can get to this screen by first enabling the edit features. Database Maintenance: The easiest way to maintain the database is to use Microsoft® Access. Enter the number of days that you want to retain. or change calibration warning lead time. or delete records. Clicking this menu item causes the Permission to Access Screens display to appear. However. a menu option appears at the top of the screen that will start the process of allowing you to delete old LOG records. Enter their password. Select the appropriate table from the drop down box and edit your tables as necessary. the sixth item down in the list. click on Maintenance/Log In/Out. then click the Delete Log Records button. the default is 180. Set Employee Access Permissions Access to the items listed below will only be allowed when an employee “logs in”. Be sure you are logged in. Another password box will appear for you to confirm the password. Then click on the menu items Maintenance/Database Maintenance. Be sure to give at least one employee rights to “this screen”. an employee with the appropriate access level must login before that feature will be allowed. Start typing an employee name and the name will appear. change screen size. You may ‘drag’ column widths and the program will remember the width for the next time you select database maintenance. Click the “Delete old LOG table records” menu option and the following appears on the screen. If you accept that message box then the selected LOG records will be deleted. Once you click Done. To login. we have included a screen that allows you to edit. See page 21 for details on setting your preferences. add. When you select the LOG table. You will be given one more chance to cancel this operation. setup your employee barcode requirements. You must retain at least 30 days of records.Preferences: Select Preferences to enter your License Password. The employee that is logged in will appear just above the main 50 . Enter your employee number in the User Name box and your password in the Password box. etc. Inspection. It also adds all new records to the other database. in both directions. For Employee names and LOG entries it only copies data from the Source to the Destination database. This simply copies your current database (usually found in c:\Program Files\Soaring Software Solutions\TCMax and creates a new directory titled “\TDY Database\” within your current directory.input box in the upper left corner of the screen. and Quantity changes. The MERGE method is intended for customers that must monitor remote TCMax installations. 51 . The COPY method is generally intended for our military customers to be able to easily combine databases when deploying multiple tool cribs. It will automatically merge Calibration Due Date. To begin you should create a TDY database. The Duplicate from Source method will duplicate a set of tools using a different set of barcode numbers and a different shop code all within the Source database. You can also press the F12 key rather than clicking on the menu. There are many ways to build a TDY database. This can most easily be done by clicking the “Create copy of current TCS. it will instantly log out anyone logged in.mdb database in a separate TDY directory” button. Import / Export Clicking Import/Export brings you to a screen that can be used to merge or copy TCMax® databases. corporate facilities in other locations. The F12 key will bring the login box if no one is logged in. It is used when an organization has duplicate sets of equipment spread out between large areas such as county response equipment. always choosing the one that was changed last. 52 . TCMax compares the dates that changes were made to all STOCK records and updates either database as necessary. This shop code keeps the data separate in the master database. Then it copies all new employees from the Source to the Destination.mdb database. Source and Destination. Last it copies all new LOG entries from the Source to the Destination. All database records maintain this shop code.There are two databases that you will work with. If you have multiple remote locations that you will periodically merge their source data into your master destination database then you should assign each remote location their own “shop code”. Type the shop code of the Source database in the box just to the right of “MERGE”. If you manually enter data be sure that each record gets their appropriate shop code.mdb database. The destination will be your master TCS. Merge Merging is based upon your “shop code”. navigate to the database and double click on the database. Click on the “Merge two databases” button. You need to select source and destination databases by clicking the appropriate button. The source database will be a copy of a remote user’s TCS. TCMax® will not duplicate items with the same BARCODEID or Employee Number. Scroll down the LAST_WORK_LOCATION column until you find a “RED FLAG” entry. Then click the Copy all tools with matching selected cell to destination database button. and the barcode prefix and suffixes to be used. copy the TCS. Once you complete this synchronization you must bring up Microsoft® ActiveSync® and click the Sync button which will place the updated data back into the pocket pc. It then clears out the pocket pc log and updates all tool and inspection data with any changes made in TCMax itself. USER. Clicking in any text field such as STORAGE. The duplicate data will be generated. Synchronize Pocket PC This menu item will bring in to your TCS. “RED FLAG” and “Red flag” are the same. When this employee is coming on the new shift and wants to take control of all of the tools of another employee without having to scan them all through the system then click on this menu item. Duplicate in Source Database To create a duplicate set of data that can be used in a different location you select a Source database. Once done. Note.mdb destination directory to the computer that you will use when deployed. if you are using this option. lets say that you issue all of your tools to a location called “RED FLAG”. 53 . You can also select to take control of all tools that have been previously issued to a certain location. keeping the parent/child relationships correct. Tool Quick Turn @ Shift Change This menu item is only enabled if you have a valid employee number already showing. enter the New Shop Code that the duplicate data set is to be assigned to.Copy To select the tools that should be copied you must click in a field in the Source table. This screen is displayed. The computer will make no distinction based on capitalization. LAST_WORK_LOCATION causes the program to be prepared to copy all records with a similar entry. Once you enter an employee number or a location (flightline in example below) then the grid fills. Then click the “Duplicate Tools” button.mdb main database all of the changes that result from scanning or entering tools with your Pocket PC. you are not allowed to duplicate barcode numbers. For example. Click in that cell. Then enter the SHOP CODE that is to be duplicated. and you want all of those tools to be copied to your TDY database. and the matching records will be copied into the Destination database. Un-check any tools that you don’t want to transfer. Show Tools that are out … Click here and a screen opens that displays all of the tools that have been issued but not turned in. Click the Transfer Checked Tools button and the tools in the table that were checked disappear from this table and now appear assigned to the employee on the main screen. If you want a printed list you must click the Print This List button before transferring the tools. A menu item in the upper left corner allows the user to print this report. 54 .The cursor is waiting for you to scan or enter an employee number or scan an ID card. The Check to Transfer box of each tool is already checked. See page 91 for an example report. Once a valid employee is entered the table below fills with the tools that the employee already has issued. No password is required. Alternately you can enter a location in the Location to Transfer Tools From box. meaning that you now only see those items that are listed in the filter boxes. Entering 99998 in the Filter table causes all PMEL items to disappear from the tools issued report. Click the button again REVERSES the filter. Performing a physical inventory of your tools or other assets Physical Inventory.The report is “filtered” by employee numbers and/or locations that appear in the tables in the upper right of the screen. This temporarily removes the filters and displays all tools. confusing anyone wanting to know what needs to be turned in on shift change. If 99998 is not in the filter table then all of the PMEL items appear in the report. For example. two methods One method (best mode when some of the items are already issued to someone) used to perform an inventory is to change the “mode” of operation to the Inventory 55 . To quickly see all tools that are issued (remove the filter) click on the Stop Filter button. Once you enter employee numbers and/or locations you must click the Refresh Table button. You can issue tools to the employee PMEL (99998) when they go to the lab. lets say you use 99998 as the user named “PMEL”. If you don’t want certain issued tools to appear in the report simply add their employee number to the Filter: Remove These Users from Report table or add their current location to the Filter: Remove These Locations from Report table. Clicking the button again causes the original filter to be immediately restored. simple example 1. you MUST use this mode if any of the items that you are inventorying are already issued to someone! A second mode (to be used only when the items that you are inventorying are not already issued to anyone and do not appear in the Show Tools that are Out screen) can be used when all things that you plan to inventory have the same parent barcode number. 3. This works well when inventorying items in a room. Whenever you “turn in” a quantity that is more than you already have on hand. Also. room. Now you scan the barcodes of everything in the box or room. Click Yes. turning everything in and listening for Turn In to be played with each barcode scan. if in the Physical Inventory mode. This does not issue any tools. It will show you anything that you missed. You can look at the inventory reports to see items that have or have not been inventoried. If you decide to leave the item in this room or box you can immediately scan it again so that you hear Turn In and edit the Parent Barcode Number to the current parent. 2.Mode. Click on the Perform Inventory menu option then the Issue Children of this Item menu option or the Issue Children and Grand Children of this item menu option. or all of the tools in a single tool box. building. vehicle. The Pocket PC version of TCMax has this same mode of operation! The Physical Inventory mode. if you should scan anything that does not belong in the box or room then TCMax will say “Issue” prompting you that it does not belong there! It does this because the item that you just scanned doesn’t have the same parent barcode number as the tool box or room. trailer. tool box. However. Again. only when in the Physical Inventory mode. TCMax reports the items that you missed or that are unserviceable or missing. It does update the total quantity of tools in stock. The Pocket PC version. When you are complete you can look at the Show tools that are out screen. TCMax will increase the quantity field appropriately. This causes all of the tools in the box or things in a room (children) to be issued and the box or room itself (parent) is turned in. Turning them back in one at a time by scanning their barcode is an amazingly fast and efficient way to perform the inventory. TCMax also tells you by saying “Issue” rather than “Turn In” that an item belongs in another box or room (has a different parent). answer Yes to the prompt. Scan the tool box number or room number (the parent of all items that you are about to inventory) and issue it to yourself. Enter or scan your container number (building. etc. issuing the children of the parent allows you to quickly issue all items in a room or tool box. TCMax is taken out of the Issue/Turn In mode and placed into the Physical Inventory mode. will say “Yes to issue Children”.) 56 . 1. Expendable (No Turn In) items will issue and be placed in the Issued Tools list as well. See the Mode menu items on page 62. change the Parent Barcode or move it to the proper container. That is all there is to it. you click Yes and everything in the container is instantly issued to you 2. faster. Everything that you missed (or is missing) is on this list. it will display how many of that item should be there. you don't even need to look at the computer screen. Scan every barcode in sight listening to the computer say "Turn In" If the computer says "Turn In".The computer says "Yes to issue Children?". Count them and enter the number that you found. When you think that you are done click the "Show tools that are out" screen. Scan it again so it says “Turn In” If the computer says "Enter Quantity". Performing a complete physical inventory can not possibly be easier. just scan the next item's barcode If the computer says "Issue" than this item belongs in a different container. 3. or more accurate! Reports: 57 . TCMax will ask you where you want to save the reports. locate the c:\program files\Soaring Software Solutions\TCMax\PDFPath. scan the deployment employee. then enter the pallet number or increment number for it’s location. sorted by the employee that they were issued to. in any folder. There must be at least one file of some kind located wherever you want them saved.xls when report closes check box. create a fake employee with the name of the deployment. the oldest at the top of the list. Those reports have an asterisk (*) in front of their title. Then scan the equipment. When packing your tools. run this report entering the employee number that was used to issue all of the equipment and tools. TMDE Status … The status of all TMDE (equipment requiring calibration) items is displayed. For example. If you decide at some later time to save them someplace else.ini file. Certain reports may be limited to a certain date and time. and delete it. if you change the TMDE check box caption to “Frozen” because this item must be kept frozen. then the TMDE Report above becomes the “Frozen Report”. The report develops a separate page for each pallet.xls format by checking the Create Report. The first time that you check this box. The Fixed Assets box can be used to limit the reports to items above a certain value. All reports can be saved in Adobe . It reports all tools. Tools issued to a particular location Use this report when you have issued a number of tools to one location. Enter a date and optionally a time in the boxes to the mid right of the screen then run your report. 58 . Tool Inventory with Separate Page per Location This report groups tools by location. sorted by Cal Due Date. This can be located on any drive. Editing of the data and printing are not allowed unless the password was entered through the Maintenance screen. When you finish packing. Each time you load a piece of equipment or toolbox on the pallet. See page 65 for details.Many of the reports are automatically titled differently if you change the tool’s caption for that field. It also calculates the total weight an cube for each pallet. printing a complete inventory of all tools in the database Tools issued to a particular employee Use this report to print packing lists when you deploy.pdf and Excel . Military units packing for a deployment can use this report as a packing list complete with total weight and cube. Use the Open File dialog box to navigate to that location and double click on the file.pdf & Report. Editing of the data and printing are not allowed unless the password was entered through the Maintenance screen. No password is required. Expendable Items Reorder Report Tools that have the Do Not Reorder check box checked and that have minimum quantity in stock and maximum quantity in stock entered will appear on this report when you are required to reorder the item. Broken Tool Report and Warranty Tool Report These list either broken tools or warranty tools. Trace down that broken tool given the location the part was found in. giving the location and it tells you every tool ever taken to the location. Enter the barcode number then press the Run Report key. History of issue/turn-in by location Find part of a tool in a location? Run this report.CACRL List The status of all CACRL (Air Force acronym for accountable equipment) items is displayed. 59 . History of issue/turn-in This report allows a user to display and/or print the entire history of any tool from the tool issue LOG. The report displays date and time that any user issued the tool or turned it in along with the location that was entered. Pressing Tool History brings up a small screen that asks you to enter a barcode number. The broken tool report gives you a total value of the broken tools. Inspection Report Simply a list of tools that require an inspection. sorted by mobility increment number. sorted by the one most overdue. and who took it. Once on order. 60 . the quantity on order will reflect in the Reorder report. Check the Do Not Reorder box and this item will be removed from the Reorder report. date ordered and quantity ordered.Enter purchase order number. In the Physical Inventory mode TCMax will prompt you with the quantity of items that it expects you to find at that location. If an item is in the wrong location (has the wrong Parent Barcode number) then you will hear “Issue”. When you shut down TCMax and re-start TCMax. proceeded with a minus symbol.Inventory and Special Inventory Reports These reports react to your scanning tools while in the Inventory or Special Inventory modes. 61 . listing for “Turn In” confirming that the item was found in the database correctly. in the issue/turn in mode it always prompts you with the number one (1) guessing that you want one issued. if you have four hoses. When an item has the Multi tool box and Issue Multiple boxes checked then you are prompted with “Enter Quantity” and the correct number of items already in the box ready for turn in. If one is missing then you change the -4 to -3 and hit enter. see page 62. In this case TCMax says “Enter Quantity” as it would in the issue/turn in mode. TCMax will ask you to Enter Quantity and have -4 in the box. Performing an Inventory and Modes of Operation Issue / Turn In Mode This is the normal mode used for all issuing and turning of anything. Once you switch to another mode of operation you can return to the normal Issue / Turn In mode by clicking this menu option. TCMax must be placed in the inventory or special inventory mode. Then you scan everything is sight. For example. Physical Inventory Mode This works the like the Issue/Turn in mode except when scanning an item that has the Issue Multiple and Multiple barcodes menu options checked. The Physical Inventory mode was designed to quickly issue everything in a building/trailer/truck/tool box with one click. If all four are there you just hit enter. However. Clicking the Mode= menu option reveals the various modes of operation. it always reverts to the default Issue / Turn In mode. The goal was to make physical inventories as fast and accurate as possible. The database can be moved and placed in any directory. Receive Inventory Mode Select the Receive Inventory mode when you are receiving existing items into stock. From there you can click on a single inspection and update it by clicking on the Update Selected button. The computer’s speakers respond with “Inspection updated”. The quantity entered will be placed in the “Quantity in stock” value for that tool.ini file. These dates are reflected in four inventory reports and will show you tools that have had and have not had an inventory within a given period. There is a file named "Tpath. you must locate the TCS. including a shared directory on your network but you must also move the DatabasePassword. to a floppy drive.mdb database in your C:\Program Files\Soaring Software Solutions\TCMax directory.ini" located in your tool control programs 62 . When a tool is scanned that has a valid inspection requirement the inspection date is automatically updated to today’s date plus the interval displayed for that inspection. When you scan or type a barcode TCMax will respond with “Enter Quantity”. Backup often. The Pocket PC version of TCMax works exactly the same way. or tape. all accessing the same database located on your network. CD-R.mdb database file to another computer’s hard drive. Copy the TCS. Other Features Cal Due Date The calibration due date is entered in the format mm/dd/yyyy … meaning Month/Day/Year or the format specified by your Windows® Regional Settings. It also updates the quantity in stock. CD-RW. This quantity will be added to the value already in stock and the computer will say “Inventory” Inspection Update Mode Select this mode to quickly update any inspection requirements for any tool.Inventory and Special Inventory Mode When either of these modes are selected. If the “Multiple tools with this same barcode number” box is checked then the quantity in stock becomes the total of the quantity entered plus the total number of these tools already issued. TCMax updates the inventory date or special inventory date in the tool table. Multiple shops can run this software on their computers. or you can update them all by clicking on the Update All button. tools are NOT issued when scanned. If there are multiple inspections assigned to this tool then TCMax goes into the Edit mode and the inspections table is displayed. If the item has the “No Turn In” box checked TCMax will ask “Enter Quantity”. Warning … Backup the Database Regularly (have we said this enough?) Please backup your database on a regular basis. at least once a week and preferably once every day. Network Capabilities and Location of the database By default. That file must always be located in the same directory as the TCS. all other resolutions have been implemented in this version. the scanning of barcodes for tools. very slow.0 gig and 512 meg of ram is ideal. locations) at any time. You will see the following: ' The following is the path to the TCS. This file must be modified on each computer to point to the location of the TCS. or XP. Again. Double click on it.2 Ghz and 512 meg of ram. During the use of other tool control software.mdb database .mdb database file. ' Each computer must be told the location of the database from the ' of the individual computer. however. I.mdb file and the new Tpath. or equipment locations always required looking at the computer monitor to be sure that we were entering the correct thing. The alternate method of telling TCMax where your database is located is to delete the “Tpath. you must also move the file titled DatabasePassword. Y:\LG\AGS\TOOL The above example tells the tool control software to look in that directory for the database. C:\Program Files\Soaring Software Solutions\TCMax Leave the commented (') lines alone. A Pentium® 2. 2000. sound card and speakers should be considered a minimum requirement. 63 .ini.. there is no limit to the number of computers or shops that can access the same database simultaneously.ini will automatically be created and updated. employees. Hardware requirements This software will run on a 486 computer but it will be very. TCMax provides audio feedback so the operator can hear a response from the computer and continue scanning items as quickly as possible.directory (default C:\Program Files\Soaring Software Solutions\TCMax). navigate to the Tpath. Double click on the TCS..mdb database. is happier with a Pentium and plenty of RAM. Start Windows® Explorer. you can manually enter the data (tools. The next time you start the TCMax program it will tell you your database is missing. which prompted this program’s development.E. Click OK then use the file selector box to navigate to the location of the database. It requires Windows® 98 second edition. Like all modern Windows® software. Change the last line to point to the location of your database.ini file. A Pentium® 1. NT.ini” file. employee numbers. Wherever you move the database. Your display should be set for 800 x 600 resolution. A sound card is considered mandatory. Although TCMax is designed to use barcodes for all entries. Database modifications for your tools. The information for each tool is located in the table named “STOCK”. You can examine the data in this table.ini that will contain an encrypted form of your password. We will return a file titled DatabasePassword. Before running TCMax® click on Start\Programs\Soaring Software Solutions\TCMax and click on 64 . While they are at it. That file must be placed in the same directory as your TCS. After placing the DatabasePassword. delete all of STOCK’s records.Barcode. If you are converting from another company’s software. Program Updates When you receive an update to the TCMax® programs you may have to make changes to the database.ini file there you can change the database password. Database Compatibility and Password Both TCMax and TCMax Label Maker are compatible with Office 97 and Office 2003 versions of Microsoft Access databases. This service will be provided to any licensed TCMax® user with a current annual service agreement. Install the changes. Inc and give us the password that you intend to use. Locations Locations for tool use can be entered simply by typing a location and pressing ENTER or TAB. the TCMax software does not care which barcode type you use. Employee #. Then delete all of the records in the LOG table. The database is shipped with a password assigned.25” x .5”.mdb database file. Organizations that will share tools with others should coordinate the barcodes for tools for these organizations. You can assign a different password if you like however you MUST FIRST contact Soaring Software Solutions. and allows the printing of labels as small as . email us a copy of your database and we will attempt to convert the data for you. have them import your unit’s employee names and employee numbers into the MY_EMPLOYEES table. Location conventions Barcode types Code 128 allows all of the characters that this software requires. find one of your local computer experts and get them to import your old data into the STOCK table. The only requirement is that the scanner must read the barcode and send a carriage return! Tools TCMax® is designed to use any alphanumeric numbers to identify tools. When you are comfortable with the design of this program. If you are currently running tool control software. The blank database shipped with this software is in Office 2000 format but you can convert it to Office 97 if you like. Duplicate tool barcodes are not allowed. The TCMax Label Maker may be used to make barcodes that speed the entry of locations. However. using it to evaluate this software. CD- R. in the “Location” block. For proper operation of the TCMax software your barcode scanner must be programmed to send a carriage return after all scanned characters. or tape. Issue all equipment as it goes out the door to be loaded on the pallet. It will perform all necessary updates to your database for the new version of TCMax®. 65 .TCMaxDatabaseUpdate. Click the run button. An Inspection Report is available from the Other Reports menu item. then the scanner is NOT programmed properly. You can test the programming by starting one of your word processing programs such as Microsoft Word and scan any UPC code from an inventory item. Programming your Barcode Scanner to allow Scanning of ID Cards If you purchased a barcode scanner from Soaring Software Solutions. If you have taken the time to place height.mdb database file to another computer’s hard drive. each increment getting a separate page. For example. if you scan 1239876 three times you should see: 1239876 1239876 1239876 If you see: 123987612398761239876. width. length. Inspections that are overdue are displayed in RED and also cause the Inspection Overdue audio to be heard. for your software package. it will have been programmed before it was delivered to you and you can skip this section. Warning … Backup the Database Regularly Have we said this enough? Please backup your database on a regular basis. Enter the pallet number or increment number that you are putting the equipment item on. to a floppy drive. at least once a week and preferably once every day. CD-RW. Backup often. for our military customers This software provides you the capability to print complete packing lists including total weight and cube for the increment or pallet. The total weight and cube will be found on the bottom of the report. You should see the UPC numbers appear with breaks between numbers and without special characters. Inspection Requirements Table Enter the text description and next due date in the Inspection Requirements table. and weight in each of your equipment’s tool entries then use the following process: Assign an “employee number” with the name of your deployment. Inc. It will sort all equipment by increment number. Copy the TCS. Run the Tools issued to a particular employee grouped by location report. Packing for Mobility. Auto Translate=True. Create a blank Text file and save it as a .Initial Catalog=TCS.Workstation ID=DELL2R4.ini file … you should remove the word Sample from the name of the file if necessary. there should be a carriage return after each set of characters. The next paragraph is an example. Provider=SQLOLEDB. SQL Server Database Setup on the Server If you are using SQL Server for a database rather than our Microsoft Access database use the following as a guide to install the database.Use Procedure for Prepare=1. Click the “Connection” tab. Title the SQL Server database “TCS” (to match the catalog= statement above) . 3. Each computer with TCMax installed must have a file titled TCSSQLCONNECT.ini file must remain in your TCMax directory. Select the server name that the database is on d.Use Encryption for Data=False. Remember that the DatabasePassword. 1.ini file with an encrypted version of your password. Use the Upsizing Wizard to create a copy of this database in your SQL Server.Packet Size=4096. Create a “User” named TCMax and give them full rights with our standard database password. Connect to the data source by: a.User ID=TCMax.Again. Click the “Provider” tab and select SQL Server b.udl (like Connect. Click “Use a specific user name and password” e. Enter “*******” (Obviously enter the password. SQL Server Connection String for client computers A SQL Server connection string can be built on client computers by using the following instructions on the client: If you use the following instructions it should develop a connection string that you can paste into my TCMaxSQLCONNECT. c. Select All Tables when you do this.mdb Access database using Microsoft Access. not just a bunch of stars) in the password box. You can give a different password if you like but we must supply the DatabasePassword. Enter TCMax in the User name box f.exe.ini located in the directory where you find TCMax.1.Persist Security Info=False. Double click to open the file and then a Data Link Properties dialog box will appear on the screen. The connection string must NOT include any passwords.Data Source=DELL2R4. In this text file you must place the connection string to the server and the database.Tag with column collation when possible=False Open the TCS. A sample was included in your installation titled TCSSQLCONNECTsample. or what ever password your IT person set.udl) on the desktop of the client computer. 66 . 2.ini. Inc. Please note that we automatically generate the Password by reading our encrypted version of the password out of our DatabasePassword. and give us the password. If you should choose to change the password then you must notify Soaring Software Solutions.ini file. Start TCMax and all should be well. 67 .ini file located in the TCMax program directory. If it was successful then proceed with the following instructions. We will encrypt that and send you the new DatabasePassword. 7. Select the database on the server by clicking the dropdown and clicking on TCS (the name of the database) or whatever your IT person named the database 4.ini you must save it and re-name it by removing the word sample from within the file name. If the connection was not successful then your IT person setup the TCS database differently or didn’t setup a user as instructed. Test connection by clicking the Test Connection button. 5. and the connection string to the data source appears. Copy this and paste it into our TCMaxSQLCONNECT. Click OK to close. 6. g.ini file back. If you find this file named TCMaxSQLCONNECTsample. 8. Open the file with notepad (right click on the file and click on Open With). Label Maker Program Operation of the label maker program requires three basic steps 1. When going from one type of printer to another you should only have to adjust left and top margins. Load or define the label dimensions. 68 . Load Label Definition Pre-Defined Labels Included with the TCMax® Label Maker Program A number of label definitions are included with your Label Maker program. 2. Load or enter data to be printed on the labels 3. Print the labels Step 1. Use them as examples to help you define your labels. If you select the Barcode – Description format then the TCMax Label Maker uses the label setup as you see on your screen. Avery 5267 Tool Label This is used to print inventory labels. There is a Tool Search screen that you can use to select tools.com. Step 2 Loading Data: Tools. We also can provide custom polyester labels. Put the employee name in the second column. The left column of the grid is where you enter the information that the barcode scanner will read. TCMax Label Maker can be setup for any type of label on any printer that has a Windows® driver. right after the barcode number.375 by 1.There are many label material manufacturers and types of label sizes. The third column tells the printer how many labels to print of this particular barcode label. designed to print single labels. Use this if you want more than the barcode number and description to appear on your tool labels. Employees. water and heat resistant and available in many sizes. The label setup displayed on the previous page is for the Dymo® LabelWriter 330 Turbo that allows you to print individual labels quickly without wasting paper. Use this same definition to print Locations. See page 73 for a list of Printer Definitions and the numbers that should work for your printer. Employees This defines a label size used when printing sets of employee names used for quick entry with the TCMax program. TCMax tool label format then the label maker uses the label definition that is in your TCMax program. When printed. your tool labels will automatically have your message for top of label on the top line above the barcode. Employee / Location style works for printing sheets of labels with employee 69 .barcodehq. You should always enter the number one in the quantity to print column. same as an Avery return address label.5” by 1. Tool Label Printing Format When you load tools another option appears on the Label Maker screen titled Tool Label Printing Format. or Locations Once you have your label dimensions defined you can load data. It is intended to print on plain 8 ½ x 11 paper. smudge-proof. They are strong.5 for special tool box inserts. not label stock. It prints barcodes which are to be made up of the unit designator (slash in the example) followed by the employee number. The Avery 5167 is ½ inch tall and 1¾ inch wide. This is the smallest commercial label currently available that has adequate space for a barcode and two lines of text. Tool barcodes and their descriptions can be loaded automatically by clicking on the menu item File/Load Inventory Barcodes & Descriptions. The center column information is displayed on the bottom of the barcode label. for example . If you click the other option. Their part number WP0571 is .75”. We highly recommend the Polyester laser labels from www. Employee Number labels Employee numbers and their names can be loaded into the grid automatically by clicking on the menu item File/Load Employee Names & Employee Numbers. Barcode Style You can also select the barcode style which defaults to Code 128. Label Definition Group Basic Label Definition The basic definition is entered using Title (for reference only). Inc. just whatever is in the description column. See the example below. or other 2-D barcodes however those take a special scanner typically with an imager. number of columns. A cell size of 8 produces a 9 digit barcode approximately . The margins will probably have to be changed to fit your printer’s physical limits. Usually the same text goes into the Barcode Number column and the Description column. This code handles alphanumeric characters well and creates a small barcode. Normal barcode imagers that are designed to read DataMatrix barcodes will require a cell size of 15 to 20. number of rows. Soaring Software Solutions. See page 73 for a list of Printer Definitions and the numbers that should work for your printer. Location Labels Location data may be manually entered into the grid. left margin. DataMatrix Cell Size This controls the size of a DataMatrix barcode. And the Barcode only format is used to drive a laser engraver. right margin and font size.numbers or locations as it doesn’t print the barcode number. Note these definitions may not work properly with newer print drivers. You can also select the PDF-417 or DataMatrix 2-D barcodes. can provide barcode scanners that will read much smaller barcodes. Just type your locations in both the barcode column and the description column and set the number of labels to one.1 inch square 70 . This feature was only added knowing that some customers will chance printer damage in order to save a tree. Distance from Barcode Top to Description Top This allows you to adjust the placement of descriptions below the barcodes. Just enter the number of COMPLETE ROWS remaining on the sheet. You should start with a value similar to the Barcode Height value. Once you are done. If you want to print more. Other features First Page Rows Remaining … use with caution! If you print labels and don’t use all of the rows on a sheet. and adjust from there. Select the first barcode number. 71 . you can click the Print Labels from Grid button to print your labels. Inc does NOT recommend re-using partially used sheets of label paper. The barcode numbers that you have in inventory are automatically loaded into the two combo boxes. Your printer may jam or may be damaged through the use of this feature. They will all be added. required for some printers and some barcode types. Center barcode on left edge This box causes the barcode to be centered vertically but aligned along the left edge of the label. You can Limit the selection drop down boxes to a parent barcode number or a location by entering the appropriate data into the Limit to this Parent or Limit to this Storage Location boxes then make your selection from the dropdown boxes. Now.but requires our special scanner. simply select their range and click the button again. This feature only works with the “Barcode-Description” and “Barcode number & Storage Location only” label formats. The printer will automatically begin printing on the first complete row to the end of the sheet. Following sheets start at row one as usual. Load Range from your inventory into grid Use this option to quickly print any sequences of barcode labels from items already in your inventory list. all text prints to the right of the barcode. Soaring Software Solutions. Then you set the next box “Distance from barcode left edge to text” box to what will be the left edge of all text. Those barcodes are loaded. and the last barcode number and click the Add sequence from inventory into grid button. you can put the partially used sheet back in your printer and use the rest of the labels. When printing small barcodes be sure to increase the resolution on your printer’s driver as high as possible. Column Spacing Definition Distance between columns and label width boxes sets the column spacing for your sheet of labels Row Spacing Definition Distance between rows and label height sets the row spacing for your sheet of labels. mdb database file to another computer’s hard drive. Hint: If you notice that the first number of descriptions seem to be out of alphabetical order. Look closely. The clear text of the barcode will appear on the label without the dash and character. Warning … Backup the Database Regularly Please backup your database on a regular basis. and it will place the dash and character in front of the employees name in the log entry. T. TCMax will automatically strip the dash and character when you scan this barcode. they probably have a “space” as the first character. Enter numbers or characters in the Prefix box as required for your barcodes. i. And if the employee simply types the barcode number you get nothing extra next to his name. Copy the TCS. Sorting Click the column header to sort the column. If you laser etch a barcode on your tools you may want to have them all start with a –T. at least once a week and preferably once every day. and if you also have printed polyester labels you may want them to begin with –L. 72 . If the employee scans the tool itself then you get the –T next to his name. CD-RW. Backup often. or tape.e.Print simple sequence of barcodes Use this to print general-purpose labels for other uses. Label Defined and Data Entered Once you have defined your label dimensions and entered data into the grid the screen will appear similar to the screen below. to a floppy drive. Special Hidden Character Preceding Barcode Place any character in this box. If the employee scans a label then you get a –L next to his name. if this is the case. CD-R. delete the space and sort them again. in the barcode. –T. i. This allows you to know automatically if the employee scanned a barcode or typed the barcode from the keyboard. if you click the Description column above will sort the table by the first letter of each person’s name. For example. This is an example of a series of barcodes selected from inventory. Clicking on the Print Labels from Grid button will cause labels to print from the default printer. This feature helps you track exactly how employees are issuing and turning in tools.e. one character only. When you print your barcode labels the Label Maker program will automatically imbed a dash and the character of your choice. 4 .2 .6 0 0 . Feed to 1/3”.8 between columns Label Width 1. Click OK to 73 . Click the Option button.5”.2 . Length to 2. Click the Printing Preferences button.3 .302 .18 0 0 0 . Set the Width to ½”.25 Height Brother P2600 note: You can save some serious tape by going into the driver and setting the following.3 .4 .25 from barcode top to description top Distance .75 2 2 1.25 between rows Barcode . We are using the 1/2" setting and 1/2" TZ tape.46 Font Size 8 8 6 6 8 8 Barcode 1.45 . Un-check the Auto Cut button.Table of Label Definitions: Title Avery / Avery 5520 Brother Dymo Employee Avery Worth Weatherproof P2600 330 / Location 5167 5267 Return sheets on for Address plain tools paper Number of 4 3 1 1 2 3 Columns Number of 20 10 1 1 10 20 Rows Left Margin .395 .3 Top Margin . Set the Width to the width of your tape or you will get an error upon printing.75 . Right click on the Brother P2600 driver within Printers and select Properties.3 .55 0 0 .25 .3 . Orientation is Landscape.3 .5 2 2 Distance .5 .2 .5 .1 0 0 2.625 2 1.5 2 2 Width Landscape? N N Y Y N N Distance .75 2. 5 ½x2 ½ inch ½ inch ¼ inch tape labels tape tape Number of 1 1 1 1 1 Columns Number of 1 1 1 1 1 Rows Left Margin 0 0 0 0 0 Top Margin 0 .15 .5 2 2 1.18 . Click on Properties.5 to 3 1.close each of the windows and you are done.2 emp .19 barcode top to .06 .15 tools description top Distance 0 0 0 0 0 between columns Label Width 1. Click on the Option button and check the Half Cut and the Chain Printing check boxes.18 .13 . Then click on the Printing Preferences button. length to 2 or 3 inches depending on your longest barcode number.5 for most tools.15 .5 2 2 1.06 . Set the Width to the width of your tape (TZS231 is ½ inch extra sticky tape).15 tools Brother PT9500PC note: After installing the printer driver and connecting the printer you must open Printers and right click on the Brother PT9500. In the settings in the table above you can set the Tool Label dimensions to 1.5 to 3 1.07 . and the Employee Label Dimensions to 3 inches 74 .2 .2 Emp .1 .15 tools Font Size 6 4 3.5 Landscape? Y Y Y N N Distance from . Title Brother PT Brother PT Brother PT Zebra Zebra 9500PC 9500PC 9500PC TLP TLP 3844Z 3844Z Tools Employee Tools 3/8 x 1.5 Distance 0 0 0 0 0 between rows Barcode Height .5 6 5 Barcode Width 1. then click OK 3 times to close all of the printer windows.1 emp . Remember that if you should change the tape width you must come to this driver & change the tape width again. as an example.50 in. Click the Printing Preferences button. Select the top item.5 inch label material 6.for 19 character employee numbers. Expand the Device Options tab 8. “User Defined” then change the Paper Sizes to Width = 1. Click OK to save all of these settings 75 . These settings are mandatory for our 3/8 x 1. Install the label material and ribbon provided by Soaring Software Solutions. Click on Start> Printers and Faxes then right click on the Zebra 3844Z and left click on Properties. Expand the Paper/Output tab by clicking the plus symbol 4. Click Paper Size and click Customize 5.44 in. 1. Expand Head Settings and set Print Darkness to 25 9. 3. Inc. Be prepared to waste about 100 labels as it does its self test and alignment process.5 for 6 character employee numbers. Set your Brother PT9500 tape length to the same dimension as Label Width above. 2. Zebra TLP 3844-Z note: Install the latest Zebra driver on your PC. Press and HOLD the green button on the front of the printer until it FLASHES TWICE then let it go. and Height = 0. 7. 1. Click OK. Pocket PC Synchronization You should perform these synchronization procedures before you take your Pocket PC for TCMax use and every time that you return your Pocket PC to its docking cradle after TCMax use. The screen above shows a tool that has just been issued and has a calibration due date that is overdue. Missing appears when you issue a parent that has a child tool already issued. Inspection appears when issuing a tool that has an overdue inspection.Pocket PC version of TCMax (TCMaxMobile) A pocket PC and the new version of TCMax called TCMaxMobile can be used in lieu of a scanner to perform a multitude of tasks including: Issue / Turn in of tools and other assets Physical Inventories Inventories and Special Inventories Updating inspection dates of tools Operation of the pocket pc and TCMaxMobile is similar to the PC version of TCMax and it maintains the same preferences as TCMax. There are two other bold labels that can appear on the screen. 76 . causing the Calibration label to appear in the middle of the screen and also firing the “Overdue Calibration” audio warning. or a child that has an overdue inspection. Missing. and Inspection. Synchronization is a two step process. 1. Plug your Pocket PC into its docking station and wait for ActiveSync® to complete. 2. On TCMax on your PC, click Maintenance/Retrieve Pocket PC Data and prepare for ActiveSync. 3. That is all there is to it! After you use TCMaxMobile and have plugged the Pocket PC into the docking station Once the ActiveSync® is completed (after plugging the Pocket PC into the docking station), with the PC version of TCMax click on Maintenance/Retrieve Pocket PC Data and Prepare for ActiveSync. TCMax will ask you if that is what you really want to do. Click OK. TCMax will then read all of the data in the mobile database and appropriately update the PC database AND the mobile database. It always will clear out the LOG table in the Pocket PC. This is to keep the database as small as possible, the Pocket PC does not have an overabundance of memory. Once this completes you are free to take the Pocket PC and issue tools in exactly the same manner as you do on the PC. 77 TCMax Operation in the Pocket PC General Operation Logging In The screen above shows the File menu clicked. Click on Log In / Out. A prompt appears just below the Scanner Input box telling you to Enter Employee Number above. Then enter your employee number (or scan your employee number). If you manually enter the number, click the ENTER key located just above the ? on the screen’s ‘keyboard’. Next you are prompted to Enter Password above just below the Scanner Input box. Scan or type your password, clicking the ENTER key. If you have successfully logged in you will see your name followed by “logged in” below the Scanner Input box. Initialize menu option Use this option any time that you change options from within TCMax such as the number of characters that you recognize as an employee number or security options. The Pocket PC never really shuts down a program, even if you X out of it, the Pocket PC keeps the program running, to save time. Preferences are only loaded when the program first starts. TCMaxMobile will not automatically look for preference changes. So, if you change preferences on the PC, after synchronization, click File / Initialize, and the new preferences will all be read into the program. You do not have to be docked to use the Initialize menu option. 78 Show Issued Tools menu option Click the Show Issued Tools menu option to display all of the tools that are currently issued, who has them, where they went, when they were taken, and how many were taken. Click the OK button in the upper right corner to close this screen. Slide the slider on the bottom to see all of the information. You can resize each column by clicking and dragging the black bar between column headings. Show Issued Tools of this Parent menu option Clicking this option displays all tools currently issued to the parent on the main screen OR the items issued to the parent of this item, if this item has a parent. This option is very handy when performing routine inspections of things; a. Issue the parent item that you plan to inspect various ‘children’ items located in the parent b. If you are already in the Routine Daily Check mode then TCMaxMobile will ask you if you want to issue it’s children, answer Yes c. The parent is turned in, then you inspect and turn each child item. d. When done you click the Show Issued Tools of this Parent menu option to see the things that you missed, filtering out all other things that are currently issued Clearing the screen With the PC version of TCMax you simply hit the ESC key to clear the screen. In the Pocket PC version you click on the Edit button, then click the Clear Screen option. The tool and employee will instantly be removed from the screen. 79 proceeded with a minus symbol.Update a Storage Location Click Edit then Edit Storage Location on the menu at the bottom of the Pocket PC screen. Scanning tools results in issuing or turning in tools. followed by hitting the enter key. The children issue process may take a few minutes. Mode of Operation The Pocket PC version of TCMax operates in four different modes 1. do your physical inventory of the parent item. Your ‘parent’ item is automatically ‘turned in’ and all child items are issued. You can do this with the input panel. in the issue/turn in mode it always prompts you with the number one (1) guessing that you want one issued. if you have four hoses. However. Now. For example. depending on the number of items in your apparatus. Physical Inventory 3. In this case TCMax says “Enter Quantity” as it would in the issue/turn in mode. A message will appear at the top of the screen telling you to enter the new storage location. Issue / Turn In 2. Physical Inventory Mode This works the like the Issue/Turn in mode except when scanning an item that has the Issue Multiple and Multiple barcodes menu options checked. If all four are there you just hit enter. Inventory 5. Routine Daily Check You can switch to a different mode by clicking on the menu Mode = then click on the appropriate mode of operation Issue / Turn In mode The issue / turn in mode is the default mode that works exactly like TCMax for the PC. scanning each child item after you inspect it and find it serviceable. Inspection Update 4. Each time you scan an item you hear Turn in 80 . Performing the Physical Inventory To perform your physical inventory scan the barcode of the apparatus/trailer/room/building that you are inventorying. Any item that has children tools will give you an additional audio prompt saying “Yes to issue children?” Click Yes. In the Physical Inventory mode TCMax will prompt you with the quantity of items that it expects you to find at that location. TCMax will ask you to Enter Quantity and have -4 in the box. If one is missing then you change the -4 to -3 and hit enter. After a few seconds TCMaxMobile says “Issue”. Receive Inventory 6. When you finish anything that was broken. or you missed the item remains issued. and you find all 10. All ten will be removed from the list. This happens when you have a single barcode that has more than one item assigned to it. negative numbers turn them in.and the item is removed from the issued tools list. enter “-10”. Certain items will give you the audio prompt “Enter Quantity”. To see which items caused the warning click on File/Show Overdue Children. This should prompt you that this item is listed as having a different parent.) When you issue a Parent When you issue a parent TCMaxMobile checks for any ‘children’ that have an overdue calibration. To perform a physical inventory you click on File/Perform Inventory and then select from Issue Children or Issue Children and Grand Children. missing. or tools that are still issued and therefore ‘missing’ and warns you with the appropriate red letters on the screen plus audio warnings. If you scan an item that does NOT belong in this parent item then rather than hearing Turn In you hear Issue. Everything that you scanned is turned in. 81 . You can simply click the Edit Parent menu option and immediately change the Parent barcode number to the number of the parent item that the item is currently in. Positive numbers issue tools. So. Continue this process until you have completed the inspection. This causes the database to be updated. You will hear Issue and the item is placed back on the issued tools list. It is VERY IMPORTANT to know that to turn in these items and remove them from your list you MUST enter a NEGATIVE number. if you have 10 couplers in a stack. A screen appears showing you each overdue item. If you make a mistake and scan something that really is not serviceable. inspection overdue. or is shown in a different parent. depending on the depth of your physical inventory. Now you will always know the current location of all child items (except the ones moved in the last few minutes. simply scan it again. Slide the slider on the bottom of the screen to the right and you can see the type of inspection that failed and the number of missing tools. It also updates the total quantity of this tool if either the No Turn In box or the Multiple tools with the same barcode box is checked. If the Multiple tools with the same barcode box is checked then TCMax will add the quantity entered plus the total number of this tool already issued and place the total in the total quantity box. With the No Turn In box checked the quantity entered becomes the new value of the total in inventory. Inventory reports are based upon this date. The computer’s speaker respond with “Inspection updated”. Receive Inventory Scanning tools when in this mode puts today’s date in the Inventory field. Inventory. The reports are only available in the PC version of TCMax. or you can update them all by clicking on the Update All button. 82 . Select this mode to quickly update any inspection requirements for any tool. If there are multiple inspections assigned to this tool then the inspections table is displayed. If checked TCMaxMobile will ask you to Enter Quantity. This value is used to update totals. When a tool is scanned that has a valid inspection requirement the inspection date is automatically updated to today’s date plus the interval displayed for that inspection. From there you can click on a single inspection and update it by clicking on the Update Selected button. Inspection Update When you select this mode of operation. scanning a tool simply updates that tool’s inspection due date. part number. After the next synchronization you will find that the quantity entered was added to that already in stock. The Pocket PC responds with “Inventory”. New Employees and New Tools As with TCMax. When you enter an unknown employee number or tool number you will hear the “New Tool” or “New Employee” audio prompt and the screen will show a message box asking you if you want to add this new tool or employee. There are four reports in the PC version of TCMax that can give you a list of everything that either has been inventoried or everything that has not been inventoried in any given period. For this reason we limit the amount of information that you must enter for any new tool to barcode. 83 . Enter the quantity just received. The screen size of the pocket pc is very limited. Synchronization will cause this to be updated in the PC. Scan a barcode. parent barcode number. This prompt will tell you what you need to enter next. Click on the menu EDIT then click Edit Storage Location and you will be prompted to type in the new storage location. part number. tool name. Watch the prompt located just below the text input box. Once you have scanned the tool barcode. Click Yes to start the process. and whether it is expendable or not. and storage location.The Receive Inventory mode allows you to automatically add the quantity received to that already on hand. Storage Location update You can update the current location of any item easily. When a new tool is entered you will be prompted to enter the name/description of the tool. the tool is displayed on the Pocket PC screen. storage location. FireMAX says “Enter Quantity”. quantity on hand. the pocket pc version requires you to have permission before you can add new employees or new tools. Once entered you can enter the employee or tool number again to continue your tool issue process. If this is a re-installation then you only have to run TCMaxMobile_PPC. Run the TCMaxMobile. and Parent barcode numbers You can edit storage locations.exe.Editing Locations. inspection dates. calibration due date. Re-starting TCMaxMobile after a preferences change Whenever you make any change to the Preferences area of TCMax you must shut down TCMaxMobile in your pocket pc or the changes in TCMax will not take effect and you will probably experience strange operation of TCMaxMobile.CAB program. This installer places six files on your Pocket PC. You can remove it from its cradle if necessary a) Click on the Windows Flag in the upper left corner then click Programs b) Click on the File Explorer icon c) Navigate to the Program Files folder 84 . 2) All of the following instructions are performed from within your Pocket PC. When executed it will install files necessary to update TCMaxMobile. Installing a TCMaxMobile Update Run the TCMaxMobileInstall. This allows you to edit the information for the current tool. add new inspections. and parent barcode numbers by clicking Edit and the appropriate menu item. 1) The installer will ask if you want to “Install SSS TCMax Mobile using the default application install folder?” Answer Yes.exe program that you have on your new CD or that you have downloaded from our web site. Inspections. Use this when you move something from one parent location to another. Calibrations.ARM. wait 15 seconds. 1) Click on the Windows Flag logo 2) Click on Programs 3) Click on Socket Scan That enables your scanner. Having trouble with the Pocket PC? Windows® Mobile for the Pocket PC is reliable and fairly stable but there are times when the pocket pc locks up. then My Device. then do as above. ActiveSync doesn’t sync or takes longer than ten minutes If ActiveSync give you an error. This usually fixes ActiveSync problems. If ActiveSync starts and ten minutes later it is still syncing … and usually it only takes a few minutes. A soft reset simply stops all running programs. If you have a pocket pc that uses a Socket Scanner you must re-start Socket Scan first. then plug it back in. This happens far more often in the Pocket PC then it does on regular PCs running modern Windows®. remove your pocket pc from its docking station. click on the file titled TCMaxMobile_PPC. It will install the actual TCMaxMobile programs and wave files. Pocket PC is locked up and nothing runs If your pocket pc locks up all you need to do is use the stylus and press the reset button performing a Soft Reset. see page 14 item b. i) To do that on a new Pocket PC click on My Documents. This file will delete itself and disappear when finished. Next you re-start TCMaxMobile 1) Click on the Windows Flag logo 2) Click on Programs 3) Click on TCMaxMobile 85 .CAB. unplug your pocket pc. You should not have to re-program your buttons. then Program Files d) In the Program Files folder. then place it in the docking station again. wait 15 seconds.ARM. On an iPAQ it is on the bottom of the unit. or synchronization just doesn’t seem to work. It will also place a TCMaxMobile icon on your programs list. 86 . simply scan your employee name. 1. designed to fit the Avery® 5267 ½” x 1 ¾” return address label. You can enter your employee numbers and names in the label maker. The actual printed label is much sharper than this scanned image. Employee Labels These labels are designed to print on plain paper. rather than typing the employee number in the computer. When running the tool control software. Sample Labels Tool Labels These labels are actual size. Sample Reports Tools Issued to Specific Employee for Packing List for Mobility Tool Transfer Report 87 . Tool Inventory 88 . Issue History … Tools issued to a particular location Issue History … where has this tool been? 89 . TMDE Report (tools with calibration date) Inspection Report Tools Issued to Employee (Ctrl-P from main screen) 90 . Tools Issued to a specific location Expendable Items Reorder Report 91 . Open the TCMax database “TCS. The following set of instructions will walk you through one example of importing a spreadsheet. METRIC ALLEN WRENCH 00-1 5120-01-465-5079 SET CHESCO PRODUCTS 1 1 00-1 5110-00-449-7313 8PC. At a minimum look for a Description column. The exact steps will be different for your spreadsheets but the goal is the same. GASKET HOLE PUNCH SET DURSTON MFG 1 1 00-1 5120-P1436 HUB REMOVER HOMEMADE 1 1 00-1 5130-00-596-8404 ELECTRIC ENGRAVER RED HANDLE 3 3 00-1 4910-P63721 MANUEL TACHOMETER STUWARD-WARNER 1 1 00-1 1140 6PC. A password is required. and quantity on hand. remarks.mdb” with Microsoft Access. Microsoft Excel and Microsoft Access. Compare the column headings in your spreadsheet with the field names in Access. plus a little experience with both programs. Open the STOCK table in access (see below).Importing Tool Information from your Excel Spreadsheets To import Excel data into your TCMax database requires two tools. This example also shows blank lines of data that we will eliminate from within Access. 92 . contact us if you don’t know the password. 1. Open your spreadsheet using Excel. description. IMPACT DRIVER SET NAPA / K-D TOOLS 1 1 00-1 7127-B OIL PUMP SEAL REPLACER OTC 1 1 00-1 PKD2030 BRAKE GUAGE K-D MFG 1 1 CRANKSHAFT PULLEY 00-1 7127-A WRENCH OTC 1 1 SMALL BEARING/SEAL PULLER 00-1 KD2824 2PC SNAP-ON 2 2 00-2 KD2288 GREASE CAP PLIERS SNAP-ON 1 1 3. 2. In the sample below you will find part number. make/model. DRAWER# PART#/NSN DESCRIPTION MAKE/MODEL REMARKS QA QOH 14PC. A special field is the “SHOP_CODE” field that MUST contain the word “Default” or the shop code that you placed in the Preferences area of TCMax. Add three new fields at the top for the barcode numbers and shop code. 4. Re-name the headings in your spreadsheet to match those in Access.You will see something like the following when opened Note. The drawer or shelf that the tools goes on goes in the field titled “STORAGE”. The quantity goes in a field titled “QTY”. The part number goes in a field titled “PART_NUMBER”. Re-naming the headings just makes life a little easier once we import the information into Excel. The BARCODEID and PARENT_BARCODEID fields probably will not already be in your spreadsheet. the Description actually goes in a field titled “NAME”. We will re-name the headings in your spreadsheet and add the BARCODEID and PARENT_BARCODEID fields next. 93 . put the barcode number of the Parent in the PARENT_BARCODEID column. See the example below. if they belong in a tool box for example. In this case all of the tools belong to the same tool box. If these items have a “Parent”. you will see why later. 94 . GASKET HOLE 00-1 7313 PUNCH SET DURSTON MFG 1 1 00-1 5120-P1436 HUB REMOVER HOMEMADE 1 1 5130-00-596- 00-1 8404 ELECTRIC ENGRAVER RED HANDLE 110V 3 3 STUWARD- 00-1 4910-P63721 MANUEL TACHOMETER WARNER 1 1 NAPA / K-D 00-1 1140 6PC. Put your shop code or the word “Default” in the first SHOP_CODE column. METRIC ALLEN CHESCO 00-1 5079 WRENCH SET PRODUCTS 1 1 5110-00-449. 14PC. Make sure that your barcode number ends in something numeric.STORAGE PART_NUMBER NAME MANUFACTURER NOTES_ QTY QA BARCODEID PARENT_BARCODEID SHOP_CODE 5120-01-465. IMPACT DRIVER SET TOOLS 1 1 OIL PUMP SEAL 00-1 7127-B REPLACER OTC 1 1 00-1 PKD2030 BRAKE GUAGE K-D MFG 1 1 CRANKSHAFT PULLEY 00-1 7127-A WRENCH OTC 1 1 SMALL BEARING/SEAL 00-1 KD2824 PULLER 2PC SNAP-ON 2 2 00-2 KD2288 GREASE CAP PLIERS SNAP-ON 1 1 5. 8PC. Put the first available Barcode number in the first BARCODEID column. In the second row of the PARENT_BARCODEID column put the same Parent barcode number. STORAGE PART_NUMBER NAME MANUFACTURER NOTES_ QTY QA BARCODEID PARENT_BARCODEID SHOP_CODE 5120-01-465. It will fill each of the cells with the word Default. 9. METRIC ALLEN CHESCO J7EC12001 J7EC12000 Default 00-1 5079 WRENCH SET PRODUCTS 1 1 5110-00-449. GASKET HOLE J7EC12000 00-1 7313 PUNCH SET DURSTON MFG 1 1 00-1 5120-P1436 HUB REMOVER HOMEMADE 1 1 5130-00-596- 00-1 8404 ELECTRIC ENGRAVER RED HANDLE 110V 3 3 STUWARD- 00-1 4910-P63721 MANUEL TACHOMETER WARNER 1 1 NAPA / K-D 00-1 1140 6PC. Excel will automatically fill each of the cells with the NEXT barcode number! 7. 14PC. 95 . Notice the small box that appears in the lower right corner of the cell. click on the small box in the lower right corner and drag it down the page. You can also import COST_. Click in the SHOP_CODE cell with the first entry (“Default”). You will see that Excel will copy but NOT increment these values. IMPACT DRIVER SET TOOLS 1 1 OIL PUMP SEAL 00-1 7127-B REPLACER OTC 1 1 00-1 PKD2030 BRAKE GUAGE K-D MFG 1 1 CRANKSHAFT PULLEY 00-1 7127-A WRENCH OTC 1 1 SMALL BEARING/SEAL 00-1 KD2824 PULLER 2PC SNAP-ON 2 2 00-2 KD2288 GREASE CAP PLIERS SNAP-ON 1 1 6. Highlight the two top cells in the PARENT_BARCODEID column. In this case we don’t want Excel to automatically increment the PARENT_BARCODEID column. Now click in the first BARCODEID cell with a barcode number. Click and DRAG the box down to the bottom of the spreadsheet. Click in the small box in the lower right corner and drag it down. 8. and other values. 8PC. With both cells highlighted. Just compare your spreadsheet to the fields available in the database and make the heading changes accordingly in your Excel spreadsheet. Double click on the spreadsheet. Click on File/Get External Data/Import 13. 11. At the bottom of the file selection screen change “Files of type” to Microsoft Excel. 14PC. METRIC ALLEN CHESCO J7EC12001 J7EC12000 Default 00-1 5079 WRENCH SET PRODUCTS 1 1 5110-00-449. With Access and the TCS. 8PC. Save your spreadsheet. Then navigate to wherever you saved your spreadsheet. J7EC12005 J7EC12000 Default 00-1 4910-P63721 MANUEL TACHOMETER WARNER 1 1 NAPA / K-D J7EC12006 J7EC12000 Default 00-1 1140 6PC. GASKET HOLE J7EC12002 J7EC12000 Default 00-1 7313 PUNCH SET DURSTON MFG 1 1 00-1 5120-P1436 HUB REMOVER HOMEMADE 1 1 J7EC12003 J7EC12000 Default 5130-00-596. J7EC12004 J7EC12000 Default 00-1 8404 ELECTRIC ENGRAVER RED HANDLE 110V 3 3 STUWARD.STORAGE PART_NUMBER NAME MANUFACTURER NOTES_ QTY QA BARCODEID PARENT_BARCODEID SHOP_CODE 5120-01-465. IMPACT DRIVER SET TOOLS 1 1 OIL PUMP SEAL J7EC12007 J7EC12000 Default 00-1 7127-B REPLACER OTC 1 1 J7EC12008 J7EC12000 Default 00-1 PKD2030 BRAKE GUAGE K-D MFG 1 1 J7EC12009 J7EC12000 Default CRANKSHAFT PULLEY J7EC12010 J7EC12000 Default 00-1 7127-A WRENCH OTC 1 1 SMALL BEARING/SEAL J7EC12011 J7EC12000 Default 00-1 KD2824 PULLER 2PC SNAP-ON 2 2 00-2 KD2288 GREASE CAP PLIERS SNAP-ON 1 1 J7EC12012 J7EC12000 Default 10. or click on it and click Import. 96 .mdb database running do the following to import the Excel spreadsheet 12. Click Next 97 . select the appropriate worksheet and click Next. A list of worksheets comes up. Check the box that says First Row Contains Column Headings (If you have column headings in your spreadsheet. start over because this is much easier if you put the proper Field names as column headings at the top of your spreadsheet. If you don’t. 15.14. This last screen below. 18. 98 . 19. The next screen allows you to change field names. or simply use the default that they suggest. you can give a name to the new table that you are creating. The next screen below asks you if you want to add a Primary Key. You will be storing this data in a new table so simply click next. Click the Finish button. 17. Click the No primary key option box and click Next. If you renamed them as suggested earlier simply click Next.16. You can double click on it if you like to view the data. Click on the Queries button on the left of the Access screen and you will see the following. Before copying the data from this new table into the STOCK table. now with the new table titled “Sheet1”. 21. In our example we left the table named “Sheet1”. Now we will create a QUERY that will copy the data from this table into your STOCK table. 99 . be sure to review it. Then next screen displays the list of tables in the Access database.20. 22. At the top of the Access screen click on the menu option Query. Click on New and click OK to the Design View. You get the following screen 23. 24. Access will ask you what table to append to. and click on Append Query (as seen below). select the STOCK table and click OK 100 . Click on your new table name click the Add button. They will appear in the grid below. double click on each field. Now. (as seen below) in the upper part of the screen where you see the Sheet1 list of fields. matching their names to the field names in Access then this wizard will automatically select the proper Append To: row.25. If you took the time to properly name the columns. one at a time. 101 . 102 . Click OK to copy the rows. Click the exclamation mark (!) at the top of the screen. 26. you will not use it again. Your data is now in the STOCK table and TCMax should be ready to print labels or issue these tools. 103 .When you finish you will see something like the screen above. 27. Close and don’t save this Query. That will copy the data from your table to the STOCK table and report to you the number of rows about to be appended.
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