CHECKMATE CAPITAL ASSETS Presented by Dynamic Systems Inc. and EDP Systems Services Contact Us: or

Introduction CheckMate Capital Asset Tracking is a versatile program that uses cutting-edge barcode technology and the economy and power of the personal computer to answer these two questions for businesses worldwide: 1) What assets do I have? 2) Where are they located?

This slide show will step you through the program from installation to design and generation of reports. You can move through the topics at any time by using the arrows on the upper right of the slide. Checkmate Capital Assets

Start from the beginning and take the full tour, or jump to a certain section via the buttons below. TAKE THE TOUR!!! SETTING UP ADD YOUR LOCATIONS RUN REPORTS ADD YOUR ASSETS CREATE YOUR OWN QUERIES GET ONLINE HELP CONTACT DSI REPS PRINT BAR CODES CHECKMATE UTILITIES ADD PHRASES RUN A QUERY ADD GLOSSARIES 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 subsequent screen HINT: YOU CAN JUMP TO ANY SCREEN IN THE PRESENTATION IF YOU KNOW THE SCREEN #. JUST PRESS THE SCREEN NUMBER THEN PRESS ENTER AND YOU WILL AUTO- MATICALLY GO TO THAT SCREEN CONTENTS

After installing CheckMate on your computer, open the program. After typing in your password in the following box, you will open the Main Window. How to Use CheckMate Capital Assets admin

Main Window

Setting Up Before using CheckMate, you must set several program options. To set the program options, click Utilities, and then Setup.

Setup Window

Program Defaults In the Setup Window you will set your Program Defaults- Company Name Backup Interval Building and Room Lengths Keep History Checkbox Portable Bar Code Reader/Printer Ports Now you are ready to get started adding assets.

Program Settings Company Name- type the name of your company here; it will show up on reports and the Main Window. Backup Interval- the number of days between CheckMate’s warnings to backup your system. Building/Room Lengths- The number of digits you want in the building and room location codes. History Checkbox- keep this box checked if you want your assets’ history to be kept for reports.

Getting Started…Adding Assets To start using CheckMate, the first action that must be taken is to add all of the company’s assets to the program. This is can be done by hand, but it is done most efficiently using the portable bar code reader.portable bar code reader In the next few sections, you will learn about three types of identifiers, Glossaries, Phrases, and Locations. When you have added these, you will print bar codes for each of them, then start scanning these with your bar code reader to make assets.GlossariesPhrasesLocationsprint bar codes After your assets are added you will learn to utilize all of CheckMate’s functions including running specialized reports on your assets, creating your own queries, running those queries, and using CheckMate’s utilities,running specialized reportscreating your own queries running those queriesusing CheckMate’s utilities

Adding Glossaries A glossary is a collection of asset descriptions, identified by glossary code. Using the portable, a description can be attached to an asset by scanning the asset tag and scanning a glossary code.

Glossary Maintenance Window

Glossary Data Entry To add a new Glossary, first hit the add button. Fill in the necessary information for each Glossary, including Glossary # and Description. All other data is optional and can be added at a later time, or not at all. Each field on the glossary form corresponds to a field in the asset maintenance form; when you scan a glossary for a certain part, the data stored in that glossary code will automatically be added into the new parts’ data fields when that part is entered into CheckMate’s database via the portable bar code reader.

Add Phrases Phrases are descriptive items, such as “Black” or “Wooden” or “Viewsonic”.

DESK131WOODEN Add Phrases (CONT.) Add the phrase in the “phrase” box and press Add or Enter. To add a new Phrase, first give the phrase a title, then a three-digit group number. At any time you may Add, Renumber, Delete, Clone, or Search for phrases. STEEL

Add Locations Use the Maintenance|Location window to enter location codes and pseudonyms for locations.

Add Locations (CONT.) To add a location, enter first a building code, then a room code, and then a location name. Click Add to enter the new location into the list.

How to Print Capital Asset Bar Codes After you have added your Locations, Glossaries and Phrases, print bar codes for each of these. You will use the bar codes with the portable to capture information about your assets.

How to Print Asset Bar Codes (CONT.) In the preview box, specify the range of Assets, Glossaries, Locations or Phrases that you want to print. You can hit preview to have a quick look over what is to be printed.

Print Preview

Portable Using a combination of user-specified Locations, Glossaries and Phrases, the portable enables you to perform a quick, accurate and comprehensive initial population of your CheckMate database. Refer to user manual for more instructions on populating your CheckMate database.

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 to the right for a preview of a sample report, or click outside the Report Menu to continue on to the next section.

Standard Reports Available There are 15 reports that come standard with Checkmate Asset Tracking including… History Report Asset List Serial Number List Current Location Report Cost By Location Cost By Responsible Party And more…

COST BY LOCATION Sample Report

How to Create a Query From the Main Window, click on the Query heading, then Create Query.

Create Query

Query Data Selection 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. The 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.

Show Query Data When you want to see the results of your query, click the Show button. Click Output to save the query.

How to Run a Query To run a query from the Main Window, click Query, then Recall.

Run Query (CONT.) Locate the drive the query is saved in, then find the file name and click OK.

Run a Query Now you can view the data which you specified on a previous query.

CheckMate Utilities Click on a utility button for detailed instructions on using that utility. BackupReindexCleanup TransferPurgeMove PasswordNext Slide Contents Screen f

Backup CheckMate Data To make a backup of CheckMate data, first lock the system, click Utilities then Backup.

Backup CheckMate Data (CONT.) Choose a drive and file name and click OK.

Backup CheckMate Data (CONT.) CheckMate will ask you to confirm your drive and file name selection. You are also given the option to Cleanup. The default setting is to Cleanup after every backup. Click OK when you have chosen.

Backup CheckMate Data (CONT.) CheckMate will tell you that the backup and cleanup were successful. Click OK.

Reindexing Asset Records To reindex your Asset Records means to rebuild your index files. CURDEUS, B. APSEM, I. FANAWAY, P. The index files control the sequencing of your data. For instance… INDEX INDEX INDEX INDEX APSEM, I. CURDEUS, B. FANAWAY, P. These records aren’t in correct order, but after you reindex, they are.

Reindexing Asset Records (CONT.) If a power outage or other failure occurs while you are using CheckMate, YOU WILL WANT TO REINDEX.

Reindex Asset 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 added or deleted records while using CheckMate.

Reindex Asset Records (CONT.) Reopen Utilities and click on Reindex. Click “yes” on the box below. CheckMate will automatically reindex all of the Asset Records. Click OK.

= Cleaning Up Asset Records Cleanup removes from the database asset records that have been deleted by the user. To gain more free space for your data files, the Cleanup option can be used. Remember, always reindex before doing a Cleanup. free space cleanup

Cleanup Asset Records You can Cleanup Asset Records by entering Utilities, locking the system (if it isn’t already), and then clicking on Cleanup.

Cleanup Asset 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.

How to Purge Assets To purge assets, from the Main Window, click on Utilities and then Purge.

How to Purge Assets Next CheckMate will ask you to enter a location. Be careful! All of the assets at this location will be permanently erased from CheckMate’s database.

How to Purge Assets Because you cannot take back a purge that has already taken place, CheckMate will ask you to confirm your choice to purge these assets.

How to Purge Assets Once the assets have been deleted, CheckMate will tell you the number of assets that were deleted and the location at which they were deleted.

How to Move Asset Records To move assets, from the Main Window click Utilities and then Move. Choose whether you want to move by Current, Future or Arbitrary Location.

How to Move Asset Records In this example we will move by current location. The future location field must be filled in on the part form for the move to take place.

How to Move Asset Records After you click OK, CheckMate will move the part. Then it will tell you the move is complete, along with the location the part was moved from.

How to Transfer Responsibility To transfer responsibility for an asset from one person to another, go to Utilities, then Transfer.

How to Transfer Responsibility (CONT.) Enter the name of the transferor and then the name of the transferee. Click OK when you are ready to transfer asset responsibility.

How to Transfer Responsibility (CONT.) CheckMate will ask you to confirm your choice to transfer asset responsibility.

How to Transfer Responsibility (CONT.) CheckMate will tell you when the transfer is complete and how many assets were transferred.

How to Change Passwords To add/delete/edit a password, from the Main Window click Utilities then Password.

How to Change Passwords Enter your supervisor password now, as only supervisors may change password information.

How to Change Passwords Choose the password level (Supervisor, User, or View Only) and the Activity (Add, Delete, or Edit).

How to Change Passwords Enter the password in the Password text box. Below we are adding a new User password.

How to Change Passwords Re-type the password for verification. CheckMate will tell you if the password is valid.

How to Change Passwords Once the password is deemed valid, type in the new user name and then click OK.

How to Change Passwords CheckMate will tell you that the password addition was successful and who the password was added for.

If you need help… All CheckMate programs come with an online Help file to make sure that our customers are never left in the dark. It’s definitely 14 th century gothic writing, but what does this all…mean? I don’t get it. What? Oh, gosh! I understand! Thanks, CheckMate! I don’t get it. What?

CheckMate Help Our extensive context sensitive Help can answer many questions you may have about the program. Help is divided into three sections: 1)Overview; 2)How To; and 3)Reference. Each section presents a different view of CheckMate.

Checkmate Capital Assets For further information or a quotation please contact Dynamic Systems Inc Checkmate Capital Assets Copyright 2002 EDP Systems Services, Inc.