OPTUS Services Ltd

A tour of the PC software for Easy Trak

All selections are made from the main menu. Click on File, Database, Reports or Tools to see what they offer. You can repeat this process for all subsequent screens.

File Menu

Compact Database

Optimises the database for maximum operational efficiency.

Empty Database

File compacts a database and then files it away to a location of your choice using a few simple mouse clicks. Open new databases for different sets of assets, or for groups of assets at different locations.

Backup Database

File compacts a database and then files it away to a location of your choice using a few simple mouse clicks. Open new databases for different sets of assets, or for groups of assets at different locations.

Restore Database

Restore a backed up database and make it ready for further work.

Export Database

Compact a database, then export it in csv format for use by another program. The csv format is acceptable to most spreadsheet or database programs.

Supervisor Mode

Password protect access to many parts of the software, protecting your database from accidental misuse by untrained users.

Database Menu

Edit Users

You can add, delete, or edit users at any time. Users are the people responsible for carrying out the asset checking. If you have purchased the label printer option, print the bar coded user ID label. Otherwise, use one of the 10 pre-printed user ID labels supplied. There is no limit to the number of users you can add.

Edit Rooms

Create new rooms as required, or edit or delete existing data. If you have purchased the label printer option, print the bar coded room label yourself, on demand. Otherwise, use one of the 50 pre-printed room labels supplied. Affix to the inside of the door well for the room. There is no limit to the number of rooms you can add.

Edit Makes / Models

Create your asset database, categorising your assets into makes and models. You can have up to 2048 different categories.

To help you set up your assets database in the first place you can use Print to print out a bar coded report of your makes and models. Using Tools - Select scanner fields you can set up the portable terminal so that you can enter new assets as you go along, using the bar coded makes / models report to enter the data accurately, and without needing to key in any alpha information.

Edit Assets

You can configure the asset data any way you like, using up to two list fields, four text fields, two numeric fields, two currency fields, two date fields, two boolean fields and a notes field. Configure the field usage and labels using Tools / Asset Field Names. There is no limit to the number of assets you can store.

Find

Find an existing asset in the database. If the asset label is accessible you can enter it quickly using the bar code scanner.

New

Click this button to enter a new asset. If you have set Tools - Options to automatically assign bar codes, the next available asset number will automatically be generated. You can then peel the corresponding asset label off the supplied roll and fix to the asset.

Duplicate

Duplicate the details of the asset that is currently displayed and create a new asset. This is a very quick way if entering multiple assets of the same type.

Edit

Edit the details of the currently displayed asset.

Delete

Delete the currently displayed asset from the database. Remember you can safeguard your data by password protecting access to this screen via Tools - Options

Print

Print the full details of the currently displayed asset to your line printer.

Label

If you have purchased an Easytrak label printer you can click this button to produce a single label for the currently displayed asset. This is very convenient for replacing damaged or missing labels.

Manual Scan

If you are using the Laptop Version of Easytrak (ie you are running the software on a laptop and do not have the portable terminal), this is the main data entry screen when you are tracking your assets. First you must scan a user ID. Use the CCD scanner attached to your laptop. No key pressing is required. Next go to the first room or area where you want to track your assets. Scan the Room ID bar code. Then scan the asset labels of each asset in that room.

When you have finished, move to the next room and scan the room ID code and repeat the process. No key presses are required during tracking, keeping the time required to a bare minimum.

Synchronise Scanner

A quick and easy way to transfer the captured the tracked asset data back to your PC. Just place the portable terminal in its docking station and click the scanner synchronisation wizard. Once the data has been downloaded the wizard identifies (for each room entered) bar codes scanned, but not found in the database, which items have not been scanned, and which have been found in the wrong location.

Reports Menu

User Summary

View or print an activity summary for any user. It details all the assets they have checked, and when.

Room Summary

View or print a summary of all the assets in a given room.

Model Summary

A detailed view of the makes and models database.

Asset Summary

View or print full details of all assets, or for a group of assets selected by date last scanned, date purchased, colour, make, etc. Both sets of price and quantity fields are linked, so that you can use Easytrak to provide a summary value of the assets queried. This appears at the end of the asset report. The first quantity field is linked with the first price field, and the second quantity field links with the second price field. Once you have completed your asset track, you produce a valuation in seconds. If you select a subset of assets (using the 'Just show assets where ...' filter), the value of the queried assets only will be reported.

Compact Asset Summary

View or print details of all assets in a compact report suitable for external organisations such as insurers.

Missing Assets

For a selected number of rooms, view or print a list of all missing assets

(assets not scanned since a selected date).

Scanned Assets

For a selected number of rooms, view or print a list of all assets scanned since a selected date.

Unscanned Assets

For a selected number of rooms, view or print a list of all assets that have not been scanned

(since a selected date).

System Statistics

View or print a summary of the number of users, rooms and assets held on the database.

Tools Menu

Data Description

If you plan to create multiple asset databases, enter a differentiating description of each database here. It may be the name of each client you retain asset registers for, for example.

Asset Fieldnames

Tailor the assets screen to your requirements. Re-name any field you like by typing in the relevant box. The name you give will be the prompt that appears in the main asset screen. You can use up to 16 characters. Leave unwanted fields blank; they will not appear on the assets screen.

Text Fields

Any text format data can be entered into these fields.

Number Fields

Only numeric data be entered into these fields. The number fields can be linked to the currency fields.

Currency Fields

Any text format data can be entered into these fields. The currency fields can be linked to the number fields. This allows asset valuations to be calculated and reported in a full asset summary. The total value of your assets can thus be reported in seconds. Uncheck the 'Multiply by number' box if you don't want the fields to be linked.

List Fields

Data can only be entered if it selected from a drop down list. You can enter as many items into the list as you like by clicking the Edit List values button. You can print out a bar coded list of the values you enter. This can be used to scan them in to the portable terminal when entering new assets on the move. This allows new assets to be entered quickly and conveniently.

Date Fields

Only dates can be entered into these fields.

Dates can be automatically entered from a calendar style dialogue box.

Boolean Fields

These are effectively check boxes to set a logical condition.

In the example, the box is checked if an asset is damaged.

Options

If you check the 'Automatically assign' box, the last asset number will be incremented each time a new asset is added. Protect the database menus by entering a password here. Leave blank to allow full access to the menus. Select the communications port to which the scanner is connected.

Label Options

If you purchase the optional label printer you can print your own asset labels, room labels or user ID labels. This lets you print labels of any size with your own headings, on demand. Damaged or missing labels can easily be replaced.

Select scanner fields

This allows you to configure the application running in the portable terminal to your specific requirements. There are two data collection options on the portable terminal, Custom and Track. With Custom, the program will prompt you for user ID, room ID, asset ID, then each of the fields you select using the Select scanner fields box. For the Make/Model and list fields you can print our bar coded lists to allow you to scan in the data easily. You can select as many fields as you like. If you are using the Custom option to enter new assets, make sure you keep the Make/Model box checked. This is a mandatory field for new assets, without it your newly captured records will be ignored when downloaded to the database. Custom can also be used to track assets where a quantity input is required. In this case, uncheck the Make/Model box and check the relevant quantity field instead. The Track option is used to capture user ID, room ID and asset IDs only.

Update Scanner

This option allows you to re-load the portable terminal software in the event damage or an operational problem. Just place the terminal in its cradle and click the option. If you download a software upgrade from the web, this will ensure updates are also posted to the portable terminal.

Register

Unless you register your software it will only work in demo mode (the number of assets you can store will be restricted). When you purchase the software, specify the name you require (it will appear on all the reports), and your supplier will give you a license key. Enter both here and the software will be unlocked.