“CheckMate—providing businesses with data collection solutions since 1984.”
Start from the beginning and take the full tour, or jump to a certain section via the buttons below. TAKE THE TOUR!!! SETTING UP PART LOCATE REORDER PARTS REORDER PARTS ADDING A PART ADDING A PART ADDING A BADGE ADDING A BADGE COMMON IDENTIFIERS COMMON IDENTIFIERS RUN A QUERY RUN A QUERY PORTABLE BAR CODE READER PORTABLE BAR CODE READER RECEIVE AN ORDER RECEIVE AN ORDER RUN A REPORT RUN A REPORT SERIAL # LOCATE SERIAL # LOCATE REINDEX/ CLEANUP REINDEX/ CLEANUP ACTIVITY CODES ACTIVITY CODES PHYSICAL INVENTORY PHYSICAL INVENTORY CREATE QUERY CREATE QUERY ADDING A VENDOR ADDING A VENDOR Use the navigator bar to go to the first, previous, next and last screens. It can be found in the upper right corner of each screen. CONTENTS
WHY WHY (a Training Module?): to give you a visual reference guide to the CheckMate program. WHAT WHAT (is it?): visual instructions on how to initially setup the program, maintain database integrity, perform activities, etc. WHO WHO (is it for?): people who will use the program. WHEN WHEN (can it be used?): when training a new employee on how to use the program; any time a visual reference to the program is. WHERE WHERE (can it be used?): at your personal computer or laptop. HOW HOW (do you use it?): Click Here for Instructions Click Here for Instructions Purpose of Training Module
Instructions: Using the Training Module Navigator Bar: The navigator bar in the upper right hand corner allows you to go to the first, previous, next or last slide by pressing the corresponding buttons.Navigator Bar Go To Menu: You may also right click anywhere on the screen (except for a button) to get the “Go To” menu.Go To Menu
1) First Slide- takes you to the beginning of the show. 2) Previous Slide- takes you to the previous slide in the show. 3) Next Slide- takes you to the next slide in the show. 4) Last Slide- takes you to the end of the show. Navigator Bar
Go To Menu To the right is the “Go To” Menu. You may use this to go to the previous or next screen, but more importantly, you may click the Go button to go to other screens. You may also change the arrow, or pointer, to a pen and then change the pen color. Lastly, to end the show without watching all of it you must click the End Show button.
Go To Menu (CONT.) After you click “Go” you may choose to click either Slide Navigator, By Title, or Previously Viewed.By Title Previously Viewed Go-Slide Navigator- shows you a numbered list of all of the slides in the show. You can scroll down the list or type in the number of the slide you wish to see and it will automatically find it for you.
Go To Menu (CONT.) Go-By Title- a list of the titles of slides 1-60. From here you will be able to choose which slide you want to go to by scrolling up and down the list of titles. You must use the Slide Navigator to get to Slides 61-141 as they are not included on the Go- By Title list of slides.
Go To Menu (CONT.) Go-Previously Viewed- This takes you back to the last slide you viewed. This is particularly useful when you use a link or button to get to a slide then want to return to the slide you just left. The Navigator Bar merely allows you to go to the previous slide in the overall order, not the last slide viewed. The Hidden Slide and Custom Show options are grayed out because they have no use in this training module.
CheckMate Inventory Now that you are familiar with the training module’s options let’s go on. You may go back to the Contents Screen by clicking the ‘Contents’ button and use the buttons there to go to the section of your choice or you may continue taking the full tour now by clicking ‘Continue Tour.’ CONTENTS Continue Tour
OVERVIEW CheckMate Inventory is a versatile program designed to answer the following questions: 1) What parts do I have? 2) How many do I have? 3) Where are the parts located? 4) What parts do I need to reorder?
How to Use CheckMate Inventory After installing CheckMate on your computer, open the program. When you type in your password in the following box, you will open the Main Window. admin
System Options The system options must be set before you run CheckMate Company Name- appears at the tops of screens and reports Receive Location- default location given to recently received parts Transit Location- default location given to parts in transit Event Interval- number of days added to today’s date to compute the next event date Online Timeout- the number of seconds CheckMate waits before clearing information on the Main Window Activity Default- issue or receive for primary activity online New Stock Default- choose to edit, initialize, or reject new stocks Reader Port- serial COMport to which portable bar code reader is connected. Now you are ready to get started
Getting Started…Adding Badges To begin, Badges may be created for those customers who will be issued supplies and parts. To add a Badge, click Maintenance then Badge.
Badge Data Entry To add a new Badge, hit the Add button. Fill in the necessary information for each Badge. Each person must have a unique Badge ID and a Badge Name. All other data is optional. When you have finished a Badge, hit the Add Button at the bottom of the Badge Maintenance Window to start another.
Badge Maintenance Manchester, Sterling P. 8/14/200000001 Fairbanks, Alaska in January 973-0121 1706 116 th Dr. NE Lake Stevens WA 98258
Adding Parts Now add Parts into the database. From the Main Window, click Maintenance then Part.
Part Data Entry To start adding Parts, click the add button at the bottom of the screen. Now fill in the necessary information for the Part: the AKA (usually the name that the part is also known as or the UPC), Part Number (bar code), and Description. All other data including Group/Common ID, Unit of Issue, Case Size, Standard Storage, Qty In, Reorder, Target, Critical, On Order, Price, and Cost are optional and can be added at another time, or not at all. When you wish to add another Part, hit the add button. When you are finished adding Parts, hit the OK button.Group/Common IDUnit of IssueCase SizeStandard StorageQty In ReorderTargetCriticalOn OrderPrice Cost
Part Maintenance 85455552 000001 HAMMER, 16”, BLACK WORK CTR. AC09 A BLACK 16” SMITH AND DELK HAMMER Eagle Hardware ea 1 HAMMERS Product A10 interchangeable 06/10/00 $20.00 $15.95
Click on an activity button for detailed instructions on performing that activity. RECEIVEISSUELOCATE P.O. RECEIVE CLEAR SCREEN EVENT DATE MOVE Work Order ISSUE >NEXT> Activity Codes
How to Receive Parts To Receive Parts, first scan the letter ‘R’ from the Activity Codes List. RRR R
How to Receive Parts Next scan in the Part number. After this, click on the ‘Serialized’ toggle at the bottom right if you are receiving items that have individual serial numbers.
How to Receive Parts Now enter the quantity to receive for unserialized/ serialized items.
UNSERIALIZED-FINISHED SERIALIZED How to Receive Parts If you are receiving unserialized parts you are finished. If not, add the serial numbers now.
How to Issue Parts To Issue parts, from the Main Window, scan the letter ‘I’ from the Activity Codes List. RRR I
How to Issue Parts (CONT.) Scan the part number now or click ‘Serialized’ if you wish to issue items by their serial numbers.
How to Issue Parts (CONT.) Now enter the quantity for issuing w/o S.N., or the quantity then serial #’s for issuing with serial #’s. UNSERIALIZED SERIALIZED
How to Locate a Part To locate a part, scan the letter ‘L’ on the Activity Codes List (see also Locate a Part).Locate a Part LLL L
How to Receive with a P.O. To receive parts with a P.O., scan the letter ‘P’ from the Activity Codes List. *P * P
How to Receive with a P.O. Next, enter an eight digit Purchase Order number (as described here) then click the OK button.here
How to Receive with a P.O. Scan a part bar code, and then enter the quantity of parts.
How to Receive with a P.O. Now enter the multiplier, the number in the case by which you multiply the quantity.
How to Receive with a P.O. The Receive is now done and will be posted on the Main Window and shown on reports.
How to Clear Main Window Data To clear data on the Main Window, scan the letter ‘C’ from the Activity Codes List. *P**P* C
How to Set an Event Date for a Part To set an Event Date for any number of parts, scan the letter ‘E’ from the Activity Codes List. *P * E
How to Set an Event Date for a Part (CONT.) Enter the next event date (the number of days added to today’s date to compute the next event) and click OK.
How to Set an Event Date for a Part (CONT.) Lastly, scan the desired part number.
How to Set an Event Date for a Part (CONT.) Now the event date is set for the part and will show up on the Main Window and reports.
How to Move a Part To move a part, first scan the letter ‘M’ on the Activity Codes List. *M8*M8 M
How to Move a Part (CONT.) Now enter the locations from which the part is leaving and to which the part is going. Click OK.
How to Move a Part (CONT.) Now scan in the part that is to be moved.
How to Move a Part (CONT.) Lastly, enter the quantity to be moved.
How to Move a Part (CONT.) Now the part is moved and will show the new location on the Main Window and on reports.
How to Issue a Work Order To issue parts to a work order, scan the letter ‘W’ from the Activity Codes List. 8W 8 W
How to Issue a Work Order (CONT.) Now you may enter the Work Order number and Badge number.
How to Issue a Work Order (CONT.) You may choose the Badge number from a list by typing in the beginning of the badge name.
How to Issue a Work Order (CONT.) Now CheckMate will allow you to peruse the information that you entered before you issue the order.
How to Issue a Work Order (CONT.) Next scan a part number, followed by a quantity.
How to Issue a Work Order (CONT.) Now the work order is completed and will show up on the transactions screen as well as on reports.
Taking Inventories Before life with CheckMate, taking inventory was a bothersome, exhausting task that had to be drudgingly carried out at least once a month. Breathe easy now fellow inventory takers. CheckMate has reduced taking inventory to scanning bar codes with a portable bar code reader and then uploading the data into the program for complete analysis. No more time wasted on drawn out inventory sessions; now you can take inventory at laser speed.
Portable Bar Code Reader A portable bar code reader is a hand-held device that runs a simplified version of the CheckMate program and is used to collect data and record transactions away from the computer. Prior to using the portable bar code reader, a connection called an Initialization must be made between CheckMate and the bar code reader. After the reader is initialized, you may then collect data.Initialization When all the data is collected, you’ll bring the portable back to the CheckMate computer. Then select Upload and Process, a quick series of procedures that will incorporate the new data into the CheckMate database.Upload and Process
Physical Inventory When a physical inventory is taken on a portable bar code reader, you may view, edit, or update the inventory by clicking Maintenance then Physical Inventory.
View All Collected Data To view all data collected in a physical inventory, click Maintenance, then Physical Inventory, then Report, then All Collected Data.
View All Collected Data (CONT.) CheckMate will now ask you to enter a first and last date of inventories you wish to view. Do so and press Enter.
Edit Physical Inventory To edit a physical inventory, click Maintenance then Physical Inventory and then Edit.
Edit Physical Inventory (CONT.) CheckMate will now ask you to enter a first and last date of inventories you wish to edit. Do so and click OK.
Edit Physical Inventory Report You may wish to edit data from the physical inventory here. Items that show up red have counted quantities different than those recorded in the database.
Update and Process Physical Inventory After you have viewed and edited the physical inventory, you may update your CheckMate database. From the Main Window, click Maintenance, then Physical Inventory, then Update.
Update and Process Physical Inventory Now enter a first and last date of inventories you would like to update. Press the OK button.
Update and Process Physical Inventory Now the update is complete and CheckMate will say how many FIFO Records were adjusted. Click OK.
Reorder Parts To reorder parts, from the Main Window go to Maintenance then Reorder.
Reorder Parts (CONT.) Now type in the name of the Vendor that you are reordering from or select from the list and click OK.
Reorder Parts (CONT.) Next, look through the order form and make sure the info is correct. When you are done, click Post.
Reorder Parts (CONT.) Now enter a P.O. number, up to twenty digits in length. Click OK when finished.
Reorder Parts (CONT.) Finally, choose whether or not to print the order. Even if you choose no, the order will be posted.
Common Identifiers To add a Common Identifier, from the Main Window click Maintenance then Common Identifiers.Common Identifier
Common Identifiers (CONT.) Interchangable parts may be assigned to a Group. To add a Common Identifier or Group, click the add button. Each identifier needs an ID, description, and reorder, target, and critical numbers. When you are finished click OK.
Add a Vendor To add a vendor, from the Main Window, click Maintenance, then Vendor.
Add a Vendor (CONT.) When you enter the form, click the Add button. A new vendor ID number will appear in the ID box. Enter information about the vendor. After you have finished entering info, either click the Add button to add more vendors, or click the OK button to save the information and exit back to the Main Window.
Locate a Part To locate a part, from the Main Window click Query, then Part Locate.
Locate a Part To locate a Part, you need to know one of the following pieces of info: the Part Number, the AKA, the Description or the Group. Click the Search For radio button that matches the info you know. Enter the beginning of one of these pieces of information in the “Start with” box. Click OK. CheckMate will bring up a list of all the parts with info that matches the data in your query.
How to Create a Query (CONT.) When selecting data for a query, you are allowed to use any of the Available Fields on the left side of the window. In addition, you may search by one field or a varied combination of fields. These fields can be narrowed down in terms of “greater than” or “equal to” when searching for a certain amount or “starts with” when searching for a certain word or phrase. Each field has a prefix, either the letter ‘s’ or ‘f’. The fields that begin with the letter ‘s’ are in the part form, and the fields that begin with the letter ‘f’ are in the FIFO Grid.
How to Run a Query To run a previously saved query, from the Main Window, go to Query then Run Query.
How to Run a Query (CONT.) Once in the Run Query form, click show to choose a query.
Run a Query Locate the drive the query is saved in, then find the file name and click OK.
Run Query Now you can view the data which you specified on a previous query.
How to Run a Report To run a report from the Main Window, click on Reports, then choose a report. Click on one of the reports below for a preview, or click outside the Report Menu to continue on to the next section.
Maintaining Database Integrity Just as any motor or other machine working with different parts needs regular maintenance to continue running smoothly, CheckMate also needs to be regularly maintained. The tools to maintain the integrity of your database are called Reindex and Cleanup.ReindexCleanup Lock the System- you must do this before using any of the tools. When you lock the system, no other users may use CheckMate until you have it unlocked again. To lock the system, click on Utilities, then Lock. The words ‘System Locked’ should appear in the upper right corner of your Main Window. Now you may Reindex or Cleanup.
Reindexing Stock Records To reindex your Stock Records means to rebuild your index files. COSTEA, M. ALLEN, T. FOSTER, D. The index files control the sequencing of your data. For instance… INDEX FILE ALLEN, T. COSTEA, M. FOSTER, D. These records aren’t in correct order, but after you reindex, they are. INDEX FILE
Reindexing Stock Records (CONT.) If a power outage or other failure occurs while you are using CheckMate, YOU WILL WANT TO REINDEX.
Reindex Stock Records To reindex from the Main Window, first click Utilities, then click Lock. You cannot reindex without locking the system first. You will especially want to reindex if you have worked with the data in some other program.
Reindex Stock Records (CONT.) Reopen Utilities and click on Reindex. Click “yes” on the box below. CheckMate will automatically reindex all of the Stock Records. Click OK.
Cleaning Up Stock Records Cleanup removes from the database stock records that have been deleted by the user. To gain more free space for your data files, the Cleanup option can be used. (NOTE: You should always reindex before cleanup). 31 F=32 37293 324 478 32438 3454443 1234… 9475 011010010100111 010 445354 283771 3729 21 37282910 37 4937349373 Cleanup deleted records? 289347201 = free space cleanup
Cleanup Stock Records You can Cleanup Stock Records by entering Utilities, locking the system (if it isn’t already), and then clicking on Cleanup.locking the system
Cleanup Stock Records CheckMate will ask you if you want to proceed. You may click yes to do a regular Cleanup, or With Check to do a thorough Cleanup.
UNIT OF ISSUE AND CASE SIZE Unit of Issue is the usual number of items that you issue for the specific part. CheckMate will auto-suggest this number as a quantity whenever you issue this item. Case Size is the usual number of items that come in one case when you receive a shipment of this item. CheckMate will auto-suggest the number you put here as a multiplier whenever you receive this item.
STANDARD STORAGE/QTY IN Standard Storage is the usual place where you store this part. When you receive a shipment of items CheckMate will automatically place this storage location in the storage field for the new item. Qty In is the number of items you have in stock at the moment. This number will change automatically when you receive or issue an item.
REORDER/TARGET/CRITICAL Reorder Point is the point at which you need to order more items. If the quantity gets lower than this, you need to reorder. Target is the optimal number of items to have on hand. When you reorder, CheckMate will suggest that you reorder enough items to get you back up to the target level. Critical is the least number of items you may have on hand. When you run a critical report CheckMate will check if any items have quantities that are below critical level. It will then show these to you so you know which items need to reorder first.
ON ORDER/PRICE/COST On Order is the number of parts you have on order but have not yet received. The number of parts you receive from an order will automatically be deducted here. Price is the amount of money you sell this part for, or what a customer pays when you issue him this part. Cost is the amount of money you buy this part for, or what you pay when you receive this part.
Common Identifiers A common identifier is a description or quality of an item that can be used as a link between items with similar qualities but separate part forms. A common identifier is also known as a group. You can reorder parts by group. Click to see Reorder by Group Report.Click to see Reorder by Group Report When you add a part you may enter an identifier in the group field. If it is a new identifier you will be asked if you want to add a new group. If it is in use the part will be linked to the other parts with the same (or common) identifier in their group field.
Upload and Process Upload and Process is a series of events that incorporate the collected data from the portable bar code reader into the CheckMate database. To do an Upload and Process, click File, Portable Bar Code Reader, then Upload and Process. You may also do each of these events separately, at different times. (click here for more info. on Upload and Process).click here
Upload and Process ADDITIONAL INFORMATION The user must do both the upload AND the process together when entering collected data into CheckMate. If the user only uploads (doesn’t process), then the next time another upload takes place the data will be lost. If the user uploads and does not want to process the data right away, he may save the uploaded data to a disk by going to the CheckMate root directory and copying the file “collect.dat” to a disk/other directory. When the data is ready to be processed, the user may copy the file from the disk back to the CheckMate root directory for processing. If bad data is collected--data that doesn’t meet the required specifications for your program--CheckMate will give some type of warning during the process.
Receive an Order Here are the steps you must take to receive an order: 1) Import the orderImport 2) Adjust the order (if you need to)Adjust 3) Print PO Status reportPrint 4) Initialize the portable bar code readerInitialize 5) Receive the orderReceive 6) Compare the order and the actual receipt for discrepancies using the PO Status report.Compare
Import an Order The first step in receiving an order is to import it. To import an order, first go to Maintenance, the click on the submenu “Import Order.”
Import an Order (CONT.) Next you need to locate the file to import. Click on the find file button to locate this file.
Import an Order (CONT.) Find the order you want to import, highlight it by clicking it once and then click the open button.
Import an Order (CONT.) Now you can press the start button and CheckMate will start to process the order. When the procedure is finished CheckMate will tell you how many records were added to the database.
Adjust an Order To adjust an order, go to Maintenance, then click on the Adjust Order submenu.
Adjust an Order (CONT.) Now enter the P.O. number for the order you wish to adjust. After you have entered the P.O. number, press OK.P.O. number
Adjust an Order (CONT.) When adjusting an order you can add or delete an item, refresh the order after you have made the necessary changes, and finally print the order.
Print PO Status Report Go to the Reports menu and click on the submenu PO Status. Fill in the PO number in the report setup box, like the one you see below. You also have the option to view Lots, groups of receipts, if you used them receiving. Click Preview or Print.
After you have printed the PO Status report, you will go out with your portable bar code reader and start receiving the order (unless you have already received the order and are using the PO Status report as a discrepancies list for your receipt. If that is the case, click here). First, however, you must make sure that the portable is initialized and ready to go. If you haven’t initialized your reader yet, follow the directions here. If you have initialized the reader already, click here to learn how to receive the order.here
Initialize Portable Bar Code Reader To initialize the portable bar code reader, you must first go into the Setup window under Utilities and select the Reader Port.
Initialize Portable (cont.) Next, from the Main Window, click File, Portable Bar Code Reader, then Initialize Reader, and you will be given complete step-by-step instructions on how to initialize your bar code reader.
How To Receive Parts Once the reader is initialized, you may begin to receive parts by pressing the F2 key on your portable bar code reader. Next you will enter the PO number. After you do this, press enter and the data collection screen will come up.
How To Receive Parts Enter stock number (FIC, NSN or Vendor Part Number), and then the number of cases, or scan the barcode on each box. For catch-weight items, you may scan the barcode, then press the * key and enter the exact weight. CheckMate will add them up for a total weight. Press the Esc button in the lower right hand of the bar code reader to return to the Activity Selection menu.
Discrepancies List Now that you have finished receiving you must compare the list of items that were supposed to be received with the list of all of the items actually received. However, instead of comparing the receipt and order yourself, CheckMate will compare them and then print a discrepancies list. To see this discrepancies list, go to the PO Status report which now, instead of being used as a list of expected items, will be used as a list of those items which are missing from the order.PO Status report
Other Functions CheckMate’s other portable functions are Issuing, Moving (Move To and Move From on the portable) and Count. Click on one of these activities for an explanation on how to correctly perform the procedure on the portable bar code reader. IssuingMovingCount
How To Issue Parts Once the reader is initialized, you may begin to issue parts by pressing the F3 key on your portable bar code reader. Next you will enter a Work Order number if one is available. After you do this, press enter and the data collection screen will come up. All of the information that you need to enter for each part will be on this screen: part location, part number, quantity, serial number and multiplier (when applicable). CheckMate will prompt you to enter each of these at the right times. For detailed information on issuing parts, click here.
How To Move Parts To move a part you must do two things. First you must complete a Move From activity. Then you have to complete the Move To activity. Move From and Move To are F5 and F4, respectively. In a Move To or Move From activity, not as much data needs to be entered as when you are doing other more in depth activities, such as receipts, issues, or inventories. All that needs to be entered is the part number, location (new or old), and the quantity of parts being moved. Move To and Move From activities are shown separately on activity reports.
How To Take Inventory To take an inventory press F6, Count, on the portable. After you do this, press enter and the data collection screen will come up. All of the information that you need to enter for each part will be on this screen: part location, part number, and quantity. When you are ready to take inventory, scan the bar codes of the parts that are missing and enter all the other information CheckMate asks you to enter. After you do this, Upload and Process the information and then see if there are any differences between what CheckMate shows as checked out and what you found to be checked out.
CheckMate Inventory Congratulations! You have finished the training module and are now prepared to use your CheckMate program. If any questions should arise, you can do one of three things: 1)Use the online help function on your Main Window, 2)Write us an e-mail at firstname.lastname@example.org, or 3)Call us at (425) 771-3796 or (800) 778-3782. We are glad to answer any questions or be of assistance whenever possible. Thank you for choosing CheckMate as your inventory email@example.com
P.O Number Information The eight digit PO number is comprised of the five digit UIC code and the 3 digit Julian date. The Julian date is the number of days gone into the year. For instance, the Julian date for January 1 st would be 001, and December 31 st would be 365, except on leap years, when it would be 366. Back To P.O. ReceiveBack To Adjust An Order