ToolWatch Enterprise Training Manual

Training Manual
ToolWatch Enterprise
©2015 ToolWatch Corporation — All Rights Reserved.
Table of Contents
Important Notice
Your right to copy this ToolWatch manual is limited by copyright laws. Making copies,
adaptations, or compilation works without prior written authorization of ToolWatch
Corporation is prohibited by law and constitutes a punishable violation of the law.
Copyright © 2015 ToolWatch Corporation
All Rights Reserved
Trademark Acknowledgements
ToolWatch® is a Registered Trademark of ToolWatch Corporation
Microsoft and Windows are Registered Trademarks of Microsoft Corporation
Printed in the Unites States of America
2015
Version G12.E18.S13.P7.J21.M10
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Table of Contents
TABLE OF CONTENTS
Page Links
TOOLWATCH BASICS........................................................................................................... 14
Introduction.................................................................................................................................15
Welcome .......................................................................................................................................15
Current ToolWatch Services ......................................................................................................15
Getting Started with ToolWatch Enterprise ........................................................................... 16
Basic Concepts ........................................................................................................................... 17
Welcome .......................................................................................................................................17
ToolWatch Enterprise System Overview ............................................................................... 17
Logging into ToolWatch Enterprise ........................................................................................ 18
Synchronization.......................................................................................................................... 19
Navigating ToolWatch Enterprise ........................................................................................... 20
Dashboards ................................................................................................................................. 22
Training Activity #1: Favorites ............................................................................................... 23
The Message Center ................................................................................................................... 24
Number Blocks ........................................................................................................................... 25
Block Size Explanation .............................................................................................................. 26
Setting Up the Number Blocks................................................................................................. 27
Number Blocks when Transitioning from ToolWatch SE .................................................... 28
Training Activity #2: Number Blocks .................................................................................... 30
Managing List Information....................................................................................................... 30
Create a New List Item.............................................................................................................. 31
Training Activity #3: Create Lists Items ................................................................................ 32
Editing an Existing Line Item ................................................................................................... 32
Status Codes................................................................................................................................ 33
Data Merge Utility ..................................................................................................................... 35
Locations & The Org Tree ......................................................................................................... 35
Organization Tree ...................................................................................................................... 35
Org Tree ....................................................................................................................................... 36
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Stock Locations vs. Jobs (Non-Stock Locations) .................................................................... 37
Creating a Stock Location ......................................................................................................... 38
Creating a Job (Non-Stock Location)....................................................................................... 38
Training Activity #4: Create Locations .................................................................................. 39
Modifying Visibility................................................................................................................... 40
Training Activity #5: Modify Visibility ................................................................................. 40
Employees and Permissions ..................................................................................................... 41
Creating a Standard Employee ................................................................................................ 41
User Role Permissions ............................................................................................................... 41
Default User Roles ..................................................................................................................... 42
Creating a New User Roles....................................................................................................... 42
Creating a ToolWatch Enterprise User ................................................................................... 43
Training Activity #6: Create User and Standard Employees ............................................. 45
Managing Existing Users of ToolWatch Enterprise .............................................................. 46
Changing Your Password or Security Question ................................................................... 47
ENTERPRISE ESSENTIALS................................................................................................... 48
Introduction ................................................................................................................................ 50
Tools & Equipment .................................................................................................................... 50
Tool Tracking Methods ............................................................................................................. 50
Unique Tools ............................................................................................................................... 50
Quantity Tools ............................................................................................................................ 51
Model Records vs. Tool Records.............................................................................................. 51
Model Records ............................................................................................................................ 51
Tool Records ............................................................................................................................... 52
Creating a New Tool Model (Unique or Quantity) Record ................................................. 53
Adding Images to Tool Model Records .................................................................................. 56
Adding Unique Tools to Enterprise ........................................................................................ 57
Creating a Unique Tool Record from an Existing Model Record ....................................... 58
Training Activity #7: Create Unique Tools ........................................................................... 59
Adding Quantity Tools to Enterprise ..................................................................................... 60
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Creating a Quantity Tool Record from an Existing Model Record .................................... 60
Training Activity #8: Create Quantity Tools ........................................................................ 62
Working With Tool Records in ToolWatch Enterprise......................................................... 63
Copying a Model Record .......................................................................................................... 63
Creating Attachments................................................................................................................ 63
Managing Retired Tools ............................................................................................................ 65
Retiring a Tool ............................................................................................................................ 65
Reinstating a Retired Tool ........................................................................................................ 66
Training Activity #9: Retiring Tools ...................................................................................... 67
Supplemental Vehicle Information ......................................................................................... 67
Leased/Rented Tools & Equipment........................................................................................ 68
Tool Browser ............................................................................................................................... 70
Opening the Tool Browser ........................................................................................................ 70
Viewing Tools & Equipment .................................................................................................... 70
Searching for Tool Model Records .......................................................................................... 73
Searching for Tools & Equipment ........................................................................................... 73
Printing Search Results ............................................................................................................. 74
Training Activity #10: Using the Tool Browser .................................................................... 74
Materials & Consumables ....................................................................................................... 75
Introduction ................................................................................................................................ 75
Material Records vs. Material Inventory Records ................................................................. 77
Creating a New Material Model Record................................................................................. 79
Creating a New Material Record ............................................................................................. 81
Training Activity #11: Create Materials ................................................................................ 83
Material Browser ........................................................................................................................ 84
Viewing Materials & Consumables ......................................................................................... 84
Explorer Tree .............................................................................................................................. 85
Searching for Material Model Records ................................................................................... 86
Searching for Materials & Consumables ................................................................................ 87
Low Level Browser .................................................................................................................... 87
Set Inventory Levels for a Material Model Record ............................................................... 88
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Searching for Items Using the Low Level Browser ............................................................... 89
Training Activity #12: Set Inventory Levels for a Material Record................................... 91
Transfer Tickets ......................................................................................................................... 92
Pick Tickets & Transfers: An Overview .................................................................................. 93
A Transfer Ticket Explained ..................................................................................................... 93
Creating a Transfer from the Transfer Browser .................................................................... 97
Creating a Transfer from the Tool Browser ........................................................................... 97
Creating a Transfer from the Material Browser .................................................................... 97
Adding Tools or Materials to a Transfer Ticket..................................................................... 98
Assigning a Tool as Personal Issue (PI) .................................................................................. 98
Searching for and Viewing Transfer Tickets .......................................................................... 99
Editing Historical Transfer Tickets ........................................................................................ 100
Deleting a Transfer Ticket ....................................................................................................... 100
Printing Transfers .................................................................................................................... 101
Printing Transfers as They are Processed ............................................................................. 101
Printing Transfers After They Have Been Processed.......................................................... 101
Training Activity #13: Transfer Tools and Materials ........................................................ 102
Express Check-In...................................................................................................................... 102
Express Check-Out .................................................................................................................. 104
Pick Tickets .............................................................................................................................. 104
Introduction .............................................................................................................................. 104
Creating a Pick Ticket .............................................................................................................. 104
A Pick Ticket Explained .......................................................................................................... 105
Adding Tools to a Pick Ticket ................................................................................................ 108
Adding Materials to a Pick Ticket ......................................................................................... 109
Editing a Pick Ticket ................................................................................................................ 109
Searching for Pick Tickets ....................................................................................................... 109
Viewing a Pick Ticket .............................................................................................................. 110
Deleting a Pick Ticket .............................................................................................................. 110
Picking a Pick Ticket ................................................................................................................ 110
Training Activity #14: Create and Pick a Pick Ticket ........................................................ 112
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Kits and Templates ................................................................................................................. 113
Kits ............................................................................................................................................. 113
Locating an Existing Kit .......................................................................................................... 114
Creating a Kit ............................................................................................................................ 114
Creating a Kit from the Tool and Material Browsers ......................................................... 115
Transfering a Kit and Items within a Kit .............................................................................. 115
Templates .................................................................................................................................. 115
Training Activity #15: Create a Kit....................................................................................... 116
Creating a Template from the Template Browser ............................................................... 116
Copying an Existing Template ............................................................................................... 117
Finding an Existing Template ................................................................................................ 117
Adding a Template to a Pick Ticket ...................................................................................... 118
Training Activity #16: Create a Template ........................................................................... 118
Count Inventory ...................................................................................................................... 120
Introduction .............................................................................................................................. 120
Creating a Count Ticket .......................................................................................................... 121
Count Ticket Tabs .................................................................................................................... 123
Count Summary Tab ............................................................................................................... 123
Count Summary Tab Explained ............................................................................................ 123
Counted Items Tab................................................................................................................... 125
Counted Items Tab Explained ................................................................................................ 125
Viewing a Count Ticket........................................................................................................... 126
Editing a Count Ticket............................................................................................................. 127
Printing a Count Ticket ........................................................................................................... 128
Training Activity #17: Create and Print Count Tickets ..................................................... 129
Using a Count Ticket to Inventory a Location ..................................................................... 130
Using a New Count Ticket to Inventory a Location ........................................................... 130
Using an Existing Count Ticket to Inventory a Location ................................................... 132
Training Activity #18: Taking Inventory Using Count Tickets ....................................... 132
The Inventory Adjustments Browser .................................................................................... 133
Viewing All of Your Tool or Material Count Lines ............................................................ 134
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Viewing Count Lines for Counted vs. Uncounted Items ................................................... 134
Viewing Count Lines by Employee, Location or Category ............................................... 135
Using Inventory Adjustment to View Multiple Count Results......................................... 135
Posting Count Results ............................................................................................................. 136
Training Activity #19: Post Inventory Adjustments .......................................................... 137
Count Inventory Reports ........................................................................................................ 138
Physical Inventory Count Sheet ............................................................................................. 138
Count Ticket Report................................................................................................................. 140
Count Inventory Project Report ............................................................................................. 141
SERVICE & CALIBRATION ................................................................................................ 142
Introduction .............................................................................................................................. 143
Service Plans ............................................................................................................................ 143
Creating a Service Plan for a Tool Model Record ............................................................... 143
Creating a Recurring Service Plan ......................................................................................... 144
Service Plan Event Detail Window........................................................................................ 144
Work Order Details Tab .......................................................................................................... 144
Tasks Tab ................................................................................................................................... 145
Creating Tasks in a Service Plan ............................................................................................ 145
Instructions Tab ........................................................................................................................ 148
Required Tools Tab .................................................................................................................. 148
Adding Required Tools to a Service Plan ............................................................................. 148
Parts Tab .................................................................................................................................... 149
Adding Repair Parts to a Service Plan .................................................................................. 149
Charges Tab .............................................................................................................................. 150
Adding a Charge to a Service Plan ........................................................................................ 150
Training Activity #20: Create a Recurring Service Plan.................................................... 151
Adding a Service Plan to a Tool Record ............................................................................... 152
Adding an Existing Service Plan ........................................................................................... 152
Adding a Unique Service Plan ............................................................................................... 153
Service Schedule ..................................................................................................................... 154
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Browsing the Service Schedule .............................................................................................. 155
Printing the Service Schedule ................................................................................................. 155
Training Activity #21: Adding an Existing Service Plan to a Tool .................................. 156
Set Meter/Mileage Reading Interval .................................................................................... 157
Import Meter/Mileage Readings........................................................................................... 158
View Meter History & Tool Meter Exception Report ........................................................ 161
Training Activity #22: Update & View Meter/Mileage Information ............................. 162
Service Requests & Work Orders ........................................................................................ 163
Creating a Service Request ..................................................................................................... 164
Training Activity #23: Create a Service Request ................................................................ 165
Converting a Service Request into a Work Order ............................................................... 166
Creating a Work Order ........................................................................................................... 168
Viewing a Work Order ............................................................................................................ 169
Editing a Work Order .............................................................................................................. 170
Completing a Work Order ...................................................................................................... 170
Training Activity #24: Create and Complete a Work Order ............................................ 173
PURCHASE & RECEIVING ................................................................................................. 175
Introduction .............................................................................................................................. 176
A Purchase Order Explained ................................................................................................. 176
Creating Purchase Orders ....................................................................................................... 179
Creating a New Purchase Order ............................................................................................ 179
Adding Purchase Order Details ............................................................................................. 179
Adding Items to a Purchase Order ........................................................................................ 180
Adding Tools to a Purchase Order ........................................................................................ 180
Adding Materials to a Purchase Order ................................................................................. 181
Adding a New Item to a Purchase Order ............................................................................. 181
Adding a Template to a Purchase Order .............................................................................. 182
Training Activity #25: Create a Purchase Order ................................................................ 183
Creating a Purchase Order from the Low Level Browser .................................................. 184
Editing Purchase Orders ......................................................................................................... 185
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Purchase Order Editing Rules ................................................................................................ 185
Purchase Order Browser ......................................................................................................... 186
Viewing an Existing Purchase Order .................................................................................... 187
Deleting a Purchase Order...................................................................................................... 187
Printing a Purchase Order ...................................................................................................... 187
Training Activity #26: Adding a Template to a Purchase Order ..................................... 188
Receiving Tickets .................................................................................................................... 189
Receiving Items from a Purchase Order ............................................................................... 189
New Tool Wizard ..................................................................................................................... 192
Viewing a Receiving Ticket .................................................................................................... 192
Purchase Order Tabs ............................................................................................................... 193
Training Activity #27: Receive Against a Purchase Order ............................................... 195
JOB COST & BILLING .......................................................................................................... 197
Introduction ............................................................................................................................. 199
The Company Calendar ......................................................................................................... 199
Establishing Default Hours .................................................................................................... 199
Adding Company Holidays ................................................................................................... 200
Training Activity #28: Creating a Company Calendar ..................................................... 201
Cost Centers and Cost Codes ................................................................................................ 201
Creating Cost Codes ................................................................................................................ 202
Training Activity #29: Creating Cost Codes ....................................................................... 203
Creating a Cost Center ............................................................................................................ 203
Attaching Rate Sheets to a Cost Center ................................................................................ 204
Editing the Project Calendar................................................................................................... 204
Training Activity #30: Creating Cost Centers .................................................................... 207
Rate Sheets ............................................................................................................................... 208
The Rate Sheet User Interface................................................................................................. 208
Rate Migration .......................................................................................................................... 210
Rate Sheet Rules ....................................................................................................................... 210
Migration Points ....................................................................................................................... 211
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Calculation Methods................................................................................................................ 212
Column Headings .................................................................................................................... 215
Creating a Tools & Equipment Rate Sheet ........................................................................... 225
Training Activity #31: Create Tools & Equipment Rate Sheet ......................................... 227
Creating a Materials & Consumables Rate Sheet ................................................................ 234
Training Activity #32: Create Materials & Consumables Rate Sheet .............................. 235
Copying a Rate Sheet ............................................................................................................... 237
Deleting a Rate Sheet ............................................................................................................... 237
Publishing and Importing Excel Rate Sheets........................................................................ 238
Initiating Job Cost & Billing Charges ................................................................................. 238
Training Activity #33: Attach Rate Sheets to Cost Centers .............................................. 239
Cost Centers and Transfer Tickets ......................................................................................... 240
Editing Transfers Using Job Cost & Billing Information.................................................... 241
Training Activity #34: Initiate Job Cost & Billing Charges ............................................... 241
Billing Streams .......................................................................................................................... 242
The Billing Browser ................................................................................................................ 244
Billing Browser Interface ......................................................................................................... 244
Billing Browser Columns ........................................................................................................ 246
Billing Browser Workflow ...................................................................................................... 248
Calculating Transactions ......................................................................................................... 249
The Equipment Usage Log ..................................................................................................... 249
Adding A Related Item Charge ............................................................................................. 251
Calculating Un-Posted Charges ............................................................................................. 251
Training Activity #35: The Equipment Usage Log & Creating a Related Charge ........ 254
The Transaction Detail Window ............................................................................................ 256
Example of Calculating Un-Posted Charges ........................................................................ 260
Training Activity #36: Calculate & View Un-Posted Job Cost & Biling Charges .......... 261
Stopping Job Cost & Billing Charges .................................................................................... 262
Training Activity #37: Stop & View Un-Posted Job Cost & Biling Charges .................. 263
Adjusting Un-Posted Charges................................................................................................ 264
Training Activity #38: Reporting & Miscellaneous Adjustments .................................... 265
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Posting Job Cost & Billing Transactions ............................................................................... 266
Training Activity #39: Post Job Cost & Billing Transactions ............................................ 268
Exporting Job Cost & Billing Data ...................................................................................... 269
Export Templates Types ......................................................................................................... 269
Transaction Summary Export Templates ............................................................................. 269
Transaction Detail Export Templates .................................................................................... 269
Creating An Export Template ................................................................................................ 270
Exporting Data Using A Custom Export Template ............................................................ 271
Training Activity #40: Create a Custom Export Template & Export JC&B Data .......... 272
Invoice Browser ........................................................................................................................ 274
Generating New Invoices ....................................................................................................... 274
Browsing Invoices .................................................................................................................... 276
Invoice Options Tab ................................................................................................................. 277
Printing Invoices ...................................................................................................................... 278
Training Activity #41: Create an Invoice............................................................................. 280
Job Cost & Billing Reporting Options ................................................................................... 282
ROI Report ................................................................................................................................ 282
Billing Comparison Report ..................................................................................................... 284
Custom Reporting Options..................................................................................................... 286
API & Reporting Cloud .......................................................................................................... 286
MOBILE SCANNER ............................................................................................................... 287
Introduction ............................................................................................................................. 288
Basic Concepts for the Mobile Scanner ................................................................................. 288
Logging into the Mobile Scanner ........................................................................................... 288
Mobile Home Tab ................................................................................................................... 290
Search for a Tool or Material Item ......................................................................................... 290
Editing Tool or Model Record Information ......................................................................... 291
Transferring Items.................................................................................................................... 292
Modifying Cost Center and Cost Code on a Transfer ........................................................ 294
Adding or Editing a Cost Center or Cost Code for an Individual Item........................... 294
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Editing Return Date, Meter and Status Information in a Transfer ................................... 295
Express Check-In...................................................................................................................... 295
Pick Tickets ............................................................................................................................... 296
Picking a Pick Ticket ................................................................................................................ 297
Removing a Picked Item from a Pick Ticket ........................................................................ 298
Transferring Picked Items....................................................................................................... 299
Saving a Pick Ticket ................................................................................................................. 300
Viewing Line Details ............................................................................................................... 300
Count Inventory ....................................................................................................................... 301
Conducting an Inventory Using a Count Ticket ................................................................. 301
Using an Existing Count Ticket to Inventory a Location ................................................... 302
Using a New Count Ticket to Conduct an Inventory ......................................................... 304
Mobile Admin Tab ................................................................................................................. 306
Adding New Tool Records to an Existing Tool Model Record ......................................... 306
Creating a New Tool Model Record and Tool Record ....................................................... 308
Creating a New Material Model Record and Material Record ......................................... 309
Adding Kits ............................................................................................................................... 310
APPENDIX ............................................................................................................................... 312
One: If You Need Assistance ................................................................................................. 312
Two: Getting Started with ToolWatch Enterprise............................................................... 313
Three: Transitioning from ToolWatch SE ............................................................................ 316
Four: Number Type Explanations ......................................................................................... 317
Five: Descriptions of the Tools & Materials Lists Fields .................................................... 318
Six: Explanations of Each Role Permission .......................................................................... 321
Seven: Fundamentals of Reports ........................................................................................... 336
Eight: Advanced Billing Stream Management .................................................................... 349
Nine: Job Cost & Billing Scenarios ........................................................................................ 356
ANSWER KEYS....................................................................................................................... 361
GLOSSARY .............................................................................................................................. 420
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ToolWatch Basics
TOOLWATCH
BASICS
This section introduces users to ToolWatch Enterprise. It covers the fundamental
concepts around (1) implementing and establishing the program, (2) navigating and
using it, and (3) developing and planning a foundation of use for your company.
Upon successful completion of this Section, the learner will be able to:
• access and utilize all training resources (e.g., ToolWatch University, Sandbox, Training
Manual) provided
• download, install and log into the correct version of the Enterprise software
• describe the significance of Reprovision to logging in, including when to use it
• discuss Synchronization as it applies to users of Enterprise and devices like the Mobile
Scanner
• given a typical Browser window, identify each of the following: module, button, tab, header
information
• locate and summarize the 6 Dashboards and each of the following: Favorites, Message Center,
Charts & Graphs, Key Performance Indicators, Gauges
•
•
•
•
•
•
•
•
recall the 4 possible messages found in the Message Center
locate and assign initial values to the Block Size and Current Number of the Number Blocks
find the Lists items and be able to create new and edit existing Lists information
generate and/or assign a Status Code to an asset
distinguish between Stock and Job Locations and be able to create, edit and delete them
discuss the Organization Tree concept and relate it to the Org Tree in Enterprise
explain the concept of being pinned to the Org Tree diagram
Modify Visibility status of Lists items based on how and when you wish them to be viewed
• create a Standard Employee and
Enterprise User and assign them to a
Stock Location
• assign a default User Role to or create
a new User Role for an Enterprise User
• set the appropriate Role Permissions
for a new User Role
•
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manage the settings for an existing
ToolWatch Enterprise User
ToolWatch Enterprise Training Manual
ToolWatch Basics
Introduction
Welcome
Welcome to ToolWatch Enterprise. This system is designed to help you track and manage your
company’s inventory of tools, equipment, materials and consumable items. Other modules can help
you manage the inspection, calibration, and service of equipment; automate and streamline your
ordering and purchasing; and calculate both job cost and billing information.
This Training Manual consists of the following sections:
•
•
•
•
•
Essentials that will teach you how to use the core features necessary to manage tool and material
inventory
Service & Calibration that will help you to manage service-related plans, work orders and a variety of
service tasks
Purchasing & Receiving that will show you how to create and process purchase orders and to receive
against them
Job Costs & Billing that will train you on the extensive tools available to develop a robust billing plan
for your company
Mobile Scanner that will demonstrate how and when to use the handheld scanning devices
In many ways, our customers have contributed to the creation of this current generation of the
ToolWatch system. We have listened to your needs and responded with a product you have
requested. Enterprise brings many new and exciting features to your desktop. We thank you for
your continued input and hope that you find our system easy - maybe even fun - to use.
We appreciate hearing from you, and we need your input to provide continual improvement of our
products. If you have any questions or suggestions, please call us at 1-800-580-3114, Monday
through Friday, from 7:00 AM to 4:00 PM Mountain Standard Time, to speak to a member of our
Support Team. We always love to hear from you!
Previous users will note many changes between this document and our earlier User Guide. Beyond
updates to Enterprise features, we have tried to make it easier for you to find what you need. All
bold-faced terms, for example, are included now in a newly created Glossary, found in the rear of
this manual; here you will be able to locate a term, its definition, and a page reference - all in one
spot.
As well, you will notice scattered throughout the manual, short passages, outlined in framing such
as this, that provide helpful tips on a variety of features in Enterprise. These will assist you in your
day-to-day usage of the program.
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ToolWatch Basics
Current ToolWatch Services
Training Services
We offer a variety of delivery methods (training courses, ToolWatch University at
http://toolwatch.exceedlms.com) to train your organization quickly and cost-effectively.
Whatever format you choose, you'll always receive instruction to implement successfully
and maintain your ToolWatch software.
To learn more visit our website at:
www.toolwatch.com/services.php or contact your ToolWatch Sales Representative
@ 1-800-580-3114.
Professional Services
Whether you’re a new client or a legacy user of ToolWatch SE, moving into the Enterprise
product may require extra attention. We offer services such as:
•
•
•
Data Migration (to help merge existing inventory data into your new Enterprise
system)
Integration Consulting (to help integrate your ToolWatch system with other business
applications such as ERP or accounting software)
Business Process Consulting (specialized consulting services such as designing
custom reports, building integration into other applications to help you develop and
implement business processes, and best practices for your company)
To learn more about any of this, visit:
www.toolwatch.com/professionalservices or contact your ToolWatch Sales Representative.
Technical Support
See Appendix 1: If You Need Assistance in this manual for a summary of these services.
Getting Started with ToolWatch Enterprise
Getting started with ToolWatch Enterprise occurs in two general phases:
Phase 1 Get all of your company’s data into ToolWatch
Phase 2
Learn how to use ToolWatch to track and manage your company’s tools, equipment,
materials and consumables
In Basics Concepts, we will cover the steps in Phase One (i.e., getting all of your
company’s data into ToolWatch). When we say “your company’s data”, we are referring
to all of your company’s tools & equipment, materials & consumables, job sites,
warehouses, employees, etc. It is recommended that these steps be completed in the
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ToolWatch Basics
order outlined in Appendix 2: Getting Started with ToolWatch Enterprise as these steps
build upon one another. Then in Enterprise Essentials, we will examine the steps
involved in Phase Two. This is the most dynamic and exciting part of the program,
where you will layout and execute those actions necessary to create your company’s
profile.
Users, especially those new to ToolWatch, are encouraged to use the training resources
found in ToolWatch University. Here you will find a structured program for learning
Essentials as well as many other self-paced lessons. Login information is provided to
users purchasing training courses or annual subscriptions.
Basic Concepts
Welcome
This section will introduce you to some of the more critical concepts you should
understand fully before moving forward in the ToolWatch software.
ToolWatch Enterprise System Overview
ToolWatch Enterprise is a complete tracking and management system for tools,
equipment, consumables, and materials. Combined with the easy-to-use Barcodes and
Mobile Scanners, you can capture real-time data, streamlining your operations and
improving your company’s efficiency.
Following is a brief overview of how the components of the ToolWatch system are used
to track and manage your assets.
Barcodes
Durable, industrial grade barcode labels are attached to tools, equipment, vehicles or any
item you would like to track. As the items are handed out or loaded onto trucks (etc.),
each item is scanned with a Mobile Scanner. Each time an item is scanned, the system
automatically captures such information as the date, time, the item being assigned and
where the item is being assigned. This all happens instantly, without any typing or
paperwork.
Mobile Scanner
Periodically the Mobile Scanner synchronizes the newly scanned data with the
ToolWatch Enterprise-hosted service over the internet. All of this information is now
instantly available to everyone in your organization, anywhere in the world, if they have
been granted permission to access it.
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ToolWatch Basics
Now that your Enterprise data is stored in your ToolWatch system, you can easily search
for tools by employee, job location, etc. You can print reports and copies of Transfer
Tickets that provide detail or summarize the location and condition of your inventory.
Naturally, there are additional steps involved in the processes described here. This
overview attempts to provide only some insight into the tracking of tools and equipment.
In the pages that follow, we explain the concepts of this system in much more detail by
taking a closer look at the software and what it can do.
Downloading Enterprise Software
ToolWatch Enterprise software can be found online at:
http://enterprise.toolwatch.com or contact ToolWatch Tech Support @ 1-800-676-4034.
Once there, you will be asked to install either the (a) 32-bit or (b) 64-bit version. Be sure
to select the correct version for your operating system. Run the installer - ToolWatch
Enterprise will be installed onto your computer and should automatically open to the
login screen.
Logging into ToolWatch Enterprise
When using ToolWatch Enterprise, all users are required to have a unique Username and
password. Usernames in ToolWatch must be legitimate e-mail addresses. While the
system does not require that they be valid and active e-mail accounts, it does require that
they be in unique and in a valid e-mail format. You cannot duplicate or reuse e-mail
addresses within ToolWatch Enterprise.
We encourage that the e-mail addresses be active for your users as ToolWatch Enterprise
provides some self-service functions, including “forgot my password” type functionality,
that are dependent on e-mail messaging.
NOTE:
The licensing model for ToolWatch Enterprise is based on concurrent users so
you are not limited in the number of users that you create, however you are
limited by the number of users connected to, and who can use, the system at one
time.
1. Log into the ToolWatch software.
2. Enter in the credentials (email and password) that were given to you by a ToolWatch
representative or by your company’s Administrator.
3. Enterprise creates a database file of the type .sdf in a local directory: Data is stored
here, updated during each synchronization event (see next section). There may be
times when it is necessary to access this file.
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ToolWatch Basics
Typically find it by following this path:
C:\Users\(Windows User login name)\AppData\Local\Apps\2.0 - then Search
using the characters *.sdf
4. When logging in for the very first time, a new user
may need to check the Reprovision box (see image).
As a first-time user will not have any data
yet, this step effectively downloads a copy of your
company’s database from the ToolWatch server to
your local machine.
5. If you are unable to gain access to the system with
the credentials you were provided, contact your
System Administrator or send an e-mail to support@toolwatch.com outlining your
problem and providing a phone number where you can be reached.
CAUTION: Reprovisioning always OVERWRITES and REPLACES existing data on
your computer. As such, do not check this box again unless our technical support
staff directs you to do so.
Once you have successfully logged in, you should not need to check the Reprovision box
again.
Synchronization
In ToolWatch Enterprise, data entered from workstations will be shared across an
organization with other workstations also connected to the ToolWatch Enterprise Server.
Every 5-7 minutes, data from that workstation will synchronize (or sync) with the main
Enterprise Server, allowing all users to access and see the updated information (see image
next page).
This also applies to any Administrative changes,
such as adding new Lists items and Users. While
this occurs automatically and regularly, you can
manually sync your machine at any time by doing a
manual sync (see image).
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NOTE: It is important that you ensure regular and consistent synchronization with each
workstation using ToolWatch Enterprise. If you do not log in and sync your production
account within a 21-day period (2-3 days for Mobile), ToolWatch will drop your sync
link.
This means that, in order to preserve any data entered since your last sync, you will need
to contact Support and arrange for an online meeting to pull your database for a manual
upload.
To check when your last sync occurred,
open the Synchronization Monitor and
look under the progress bar (see image).
Navigating ToolWatch Enterprise
The ToolWatch Enterprise software employs an intuitive interface, allowing the user to
navigate between several options with just a click of the mouse.
In looking at navigating Enterprise (see image next page) from a top-down perspective
(meaning broad to specific):
1. Enterprise is composed of modules (or broad, umbrella categories)
2. Each module contains its own set of buttons
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3. Selecting a particular button opens its corresponding tab
•
Tabs function just
like windows do
in Microsoft XP,
Vista or 7. Tabs
are independent
of one another.
•
Closing or
opening a tab
does not affect
any of the
surrounding tabs.
•
You cannot have
multiples of the
same tab type
(e.g., Transfer)
open
simultaneously.
4. Header information (top strip of window) informs:
•
Name of person logged in
•
Location of Org Tree in which user is located (“pinned”)
5. Drop-down menu items include:
•
File - Import, Export, Database Utilities & Logout
•
Go - Dashboard shortcuts
•
Layout - tabs for Lists, Navigator & Org Tree, Dashboard (Enabled)
•
Help - Online Help, Documents & manual Synchronization
NOTE: Under the File drop-down
menu is an important database
utility called Rebuild Data Caches.
Use it whenever ToolWatch
appears to be running slowly,
hesitantly or simply for routine
maintenance (see image).
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Dashboards
Dashboards in ToolWatch Enterprise provide high-level information for each of the
different areas in the system. Each Dashboard gives you a quick overview of your
important tool and material details with easy-to-read graphics and information.
There are 6 functional Dashboards:
•
System Dashboard
•
Tools Dashboard
•
Materials Dashboard
•
Assignments Dashboard
•
Service Dashboard
•
Purchasing Dashboard
Here is a screenshot of the default System Dashboard:
Dashboard
Modules
The Favorites screen allows you to configure
shortcuts to your most commonly used
screens. Each Dashboard allows for unique
favorites.
The Message Center provides a variety of notifications in
response to user pre-set values (e.g., low levels) or when a user
is being prompted to perform an action (e.g., return a tool).
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Gauges (see image) are used in ToolWatch
Enterprise as warning indicators to monitor
tools’ status and day-to-day activities Each
Dashboard has unique Gauge detailing
different inputs.
The Key Performance Indicators pane
(see image) shows financial information
about tool and material values, where
resources are concentrated and
distributed, etc.
It allows you to compare current data with data from other periods of time. KPI’s are
pre-set and not customizable.
Charts and Graphs (see image) can chronicle
data patterns over time and identify daily,
monthly or seasonal trends that help you
forecast for future needs.
NOTE: You can disable the Dashboards by
unchecking the “Enabled” box in the
Layout drop-down menu. Disabling the Dashboards may save time by
speeding up processing because it eliminates Dashboard calculations.
Training Activity #1: Favorites
To review the procedures for this activity, see the following:
•
TOOLWATCH BASICS > Basic Concepts > Dashboards
Add the following Favorites to all of your 6 Dashboards:
• Browse Tools
• Create Transfers
When done, compare your work to the Answer Key.
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The Message Center
The Message Center appears on all 6 Dashboards, and can contain any combination of
4 messages (see image):
•
•
•
•
There are tools out past their return date
There are assets with low levels
There are tools needing to be serviced
There are Locations to be decommissioned
These messages will appear only once they have been set up and only after they have
been triggered. Additionally, messages respect where the user is pinned in the Org
Tree (see Org Tree), thus they only appear where relevant.
Message 1:
There are tools out past their return date
In a Transfer Ticket, when you are transferring items from a Stock Location, you can
specify a return date. This is essentially their due date, meaning the day that you expect
to have the particular items transferred back to the stock location (or any other, for that
matter).
This Return Date is depicted in 2 places:
a) In the item’s Tool Record
b) In the Tool Browser, under the Returning column
If this day passes, and the items have not been transferred back to the designated Stock
Location, a hyperlinked message appears in the Message Center of all Dashboards
stating, "There are tools out past their return date". When you click on this hyperlink, it
brings you to the Tool Browser, listing the items that are outstanding.
Note: If you cannot see the Returning column in the Tool Browser, click the
“Expanded View” checkbox on the bottom of the window to expand it.
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Message 2: There are assets with low levels
You can set up designated Low Levels for your materials, consumables, tools and
equipment (see Low Level Browser).
For example, let's say that your company uses a lot of oil, and you want to always have
at least 30 quarts available. You could set up a Low Level of “30” in this item's Model
Record. By doing so, if ever you were to drop below 30 quarts of oil, the message
"There are assets with low levels" would appear in all Message Centers.
When you click on the link to this message, you would be brought to a list of the items
that are below the designated low levels that you have set so that you can re-stock your
inventory.
Message 3:
There are tools needing to be serviced
Using the Service & Calibration features, you can set up recurring Service Plans for
your tools and equipment.
For example, let's say that you have a fleet of Ford F-250's, and you'd like to receive a
reminder to service them every 5000 miles. After you set-up the Service Plan, when
each of your F-250's hits say a 5000 mile mark, the message "There are tools needing to
be serviced" will appear in all Message Centers.
When you click on this message, you will be brought to a list of open Work Orders for
the tools and equipment that are due to be serviced.
Message 4:
There are locations to be decommissioned
In the Location Lists item, you can select sites that are scheduled to end (be
Decommissioned) on or by a specified date.
Once you have identified a site and
project end date, you can choose a
Location that is associated with this site
then have a message displayed in the
Message Center to remind you of this.
Clicking on this message will provide
you with a Decommission Reminder
list (see image) of all such sites and related dates.
Number Blocks
Most Enterprise users will work with thousands of TW records, list items, etc. The
purpose of the Number Blocks is to help you avoid having duplicate numbers for any
of these entries. As a best practice, you should allow ToolWatch Enterprise to generate
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unique numbers for you. So that you may take advantage of this feature, you will need
to establish these “blocks of numbers” that serve to prevent duplication of numbers.
Number Blocks are part of your initial set-up of ToolWatch Enterprise; therefore, once
your company's ToolWatch administrator has set them up, they should not need to be
altered ever again.
Block Size Explanation
We'll explain how Block Size
works through an example, as
shown in the image below:
•
•
•
We have a Material block
Block Size is set to 100
Current Number is 500, meaning that the next block of numbers issued will
begin at (500+1) 501
After the Number Blocks have been set up, as they are in this example, let's say that 3
employees are working with Materials.
John begins by creating new Material records. Picking up at 500 (already present),
ToolWatch issues him the numbers 501 - 600. Next, Alex creates new Material records,
and ToolWatch, beginning after 600, issues him the numbers 601 - 700. Lastly, Susan
enters in, creating yet more Material records. ToolWatch, beginning after 700, issues her
the numbers 701 - 800.
Note that each user gets his/her unique block of 100 numbers (from the Block Size you
set earlier). This ensures that there will be no duplication of numbering, regardless of
when syncing occurs.
To take this example one step further, if John were to use all 100 of his numbers, based
on the example above, then ToolWatch would issue him the numbers 801 - 900, the next
available block of 100 numbers after those from Susan.
We recommend that you set your Block Size to 100 as we find it works best in most
situations. You may set your blocks to whatever size works best for you: This is purely
a recommendation based on our experiences.
NOTE:
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If you will be the only user using ToolWatch Enterprise, or if you are using
only one site, you probably will not need to set up Number Blocks.
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Setting Up the Number Blocks
If you are new to ToolWatch, and you are not migrating existing data into ToolWatch
Enterprise, follow the steps below to set up your Number Blocks. If you are (1) not new
to ToolWatch (i.e., meaning you are transitioning over from ToolWatch SE) or you are
(2) migrating existing data into ToolWatch Enterprise, see the next topic, “Number
Blocks – Transitioning From SE”.
1.
2.
3.
4.
5.
From the Lists tab, click on Number Blocks - Find the top line, Barcode.
In the Block Size column, type 100; in the Current Number column, type 1.
Save your work then re-open your Number Blocks window.
Type 100 in all remaining cells for the Block Size column.
In the Current Number column, type in the highest, most recent number you have
used for that particular Number Type.
• For example, if you currently have 525 kits that you are tracking, and they are
numbered 1 – 525, you would type 525 into the Kit Current Number.
• This ensures that numbers 1 – 525 will not be duplicated, and the system will
always offer you a unique number greater than 525.
• If you have no existing records, type in “0” or “1”, even “100” if you wanted to
start with triple-digit numbers, and so on.
6. Fill in every row. Do not leave any fields blank. If you do track the area in question
and are unsure of the number, then arbitrarily choose a Current Number. If you
leave this column blank, ToolWatch won’t save any changes to this column.
7. While unlikely, sometimes multiples do occur. For example, here in this Transfer
Ticket (see image), the number “800” was entered into the Scan field, bringing up 3
items:
•
•
•
a vehicle with a Tool Number of 800 (see Item field in the Number Blocks)
a drill with a Barcode of 800 (see Barcode field in the Number Blocks)
a Material/Consumable with the number 800 (this is from the Material field in
the Number Blocks)
When this occurs, a “Select Item” window appears. This window prompts you to select
exactly which item you want to populate that field.
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Number Blocks When Transitioning from ToolWatch SE
If you are transitioning over from ToolWatch SE, or you are migrating existing data into
ToolWatch Enterprise, then you will need to set up your Number Blocks based on your
existing data.
After all data has been migrated into Enterprise, then you will follow these steps:
1. From the Lists panel, click on Number Blocks.
2. In the Block Size column, type “100” all the way down the column.
3. Determine what to place in the Current Number columns by going to 1 of 2
general places in Enterprise:
a. Lists or
b. a “relevant” Browser (e.g., Tool or Transfer)
4. As you can see from this image, highlighted items are created and managed
in the Lists.
To determine these values:
a. open a particular Lists item
b. sort amongst items to find the
highest number present
c. use this value as the Current Number
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5.
The remaining items from the Number Types column will need to be determined
using their “relevant” browsers (see image):
a. open a browser for a Number Type of interest (e.g., Work Orders)
b. search for all records (All Search OR All Categories > All Tools)
c. sort the column for highest
number (a la Step 4)
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Training Activity #2: Number Blocks
To review the procedures for this activity, see the following:
•
TOOLWATCH BASICS > Basic Concepts > Number Blocks
•
Set the Block Size to 100 for every row.
•
Set the Current Number to 1 for every row.
•
Remember: Do 1-3 rows first, save your work, then re-open window.
When done, compare your work to the Answer Key
Managing Lists Information
Throughout the ToolWatch Enterprise system you will
encounter numerous drop-down lists such as the one
shown here for Category. Most of these lists are
populated by you as you create your own company
profile. For the information to appear in these lists, it
must first be added to the appropriate Lists item. Some
common examples are Categories, Manufacturers,
Employees and Locations.
All Lists are created and maintained in one location, located
under the Lists tab at the upper left-hand corner of the main
Enterprise window (see image).
(If the Lists tab is not present, click Layout then choose Lists.)
Lists is where you go to create and manage the main
information for your company.
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Lists are grouped into 5 areas (see image):
1.
2.
3.
4.
5.
Tools & Materials
Purchasing & Receiving
Job Cost & Billing
List Utilities
Service
Create a New Lists Item
If you want to create a new Lists item you would:
1. From the Lists panel, select an item (say Categories).
2. From the window that opens
up, select the Create New
button.
3. Fill in the desired information
on the right side of the
window.
4. Select Save > Finished.
5. Check under the Lists item to
see that your entry has been
created.
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Training Activity #3: Create Lists Items
To review the procedures for this activity, see the following:
•
TOOLWATCH BASICS > Essential Concepts > Managing List Information
1. Create the following 2 Tool Categories:
•
Vehicles
•
Screwdrivers
2. Create the following 2 Material Categories:
•
Oil
•
Fasteners
3. Create the following 4 Manufacturers:
•
•
•
•
Ford
Mobil 1
Craftsman
Grip-Rite
When done, compare your work to the Answer Key.
Edit an Existing Lists Item
If you want to edit an existing Lists
item you would (see image):
1. From the Lists panel, select an
item (say Customers).
2. From the window that opens up,
find an item on the left side to edit.
3. Select this entry by clicking once to
highlight it.
4. Update/modify any of the
information on the right side of the
screen.
5. Select Save > Finished.
As a best practice, the first time you
create something new, you should check to see that your work has been modified.
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Status Codes
Status Codes are used to assign a particular status to tools and equipment. This enables
you to filter out items by status in the Tool Browser and in Reports. Statuses can also
affect whether an item can or cannot be transferred or if it can initiate the retirement of
an item. For example, by changing the status of an asset to "Needs Repair", you may
trigger a rule that prevents that asset from being transferred again until it has been
repaired and the status updated.
Here are steps in creating a Status Code:
1. From the Lists panel, click on Status Codes...
2. In the Status Codes window, click the “Create New” button (see image).
3. In the Code field, enter in a short abbreviation for the status you are creating (e.g.,
NR for Needs Repair)
• Note that it is
recommended to
create only a Status
Code when there is
a need – for
example, do not
create one for “OK”
if everything is fine.
4. In the Description
field, enter a
summary of the Status.
NOTE:
Status Codes applied to tool records will appear on transfers, in browsers
and on selected reports.
5. In the Items given this status... area, you can associate rules with this Status. (Rules
are optional.) So, when you give a tool this Status, the rule(s) you’ve scheduled will
be executed.
Below are the rule choices explained:
• Can't be transferred or moved (No Xfer): Once an item has this status, when you
attempt to place the item on a Transfer Ticket, a window appears saying, "This Item
has a Status of Do Not Transfer". Consequently, ToolWatch prompts you with a
reminder indicating its status - and a chance to change the status so that you can
transfer the item.
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Need Service or Repair (Service): Each time a tool record is viewed with a status of
“Needs Service or Repair,” the user will be prompted with a request that says, "Do
you want to schedule service for this tool?"
•
• Destroyed beyond repair (Destroyed): Each time a tool record is viewed with a
Status of “Destroyed beyond repair”, the user will be prompted with a request that
says, "Do you want to retire this tool?"
• Will be retired and sent to Lost & Found (L&F): Each time a tool record is viewed
with a Status of, ‘Will be retired and sent to Lost & Found”, the user will be
prompted with a request that says, "Do you want to retire this tool?"
6. Click the Save > Finished buttons.
Assigning a Status Code to a Tool
There are many places in ToolWatch Enterprise where you can assign, or update, a
tool's Status. They are:
a) directly on the item's Tool Record
b) by way of a Transfer Ticket
c) when completing a Work Order
d) using the Tool Browser – right-click on
the tool’s line item
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Data Merge Utility
The Data Merge Utility allows you to combine two or more similar Lists items down to
one. For example, let’s say that you have created the following 3 Manufactures: Ford,
FMC, and Ford Motor Company. Using the Data Merge Utility, you can merge these
Manufacturers into one, for example merging them all into the “Ford” Manufacturer.
By doing so, all models having either the “FMC.” or “Ford Motor Company” will now
have their Manufacturer listed as “Ford”. Furthermore, the FMC and Ford Motor
Company Manufacturer choices will no longer be present in the Lists.
Here are the steps in using the
Data Merge Utility:
1. From the Lists, select the Data
Merge Utility… the Data
Merger window opens (see
image).
2. On the left of this window,
highlight the area where you
need to merge items (here it
would be Manufacturers).
3. In the center column, highlight
the first relevant item (FMC or
Ford Motor Company), and
then click the Add to button.
4. Repeat Step 3 until all of the items you would like to merge have been added to the far right
column.
5. In the far right column, place a checkmark next to the name that you would like to keep
(here “Ford” from the example above).
6. Click the Merge button
7. Click Save > Finished buttons. You will see the changes after your next sync is completed.
Locations & the Org Tree
Organization Tree
The Organization Tree enables you to organize your data into logical
groups to match the physical structure of your company. This is
similar to how a company may create a hierarchal management
structure.
Here is a simplified Organization Tree. In this example, the
Sigma Company is organized with a main corporate
warehouse (top level) and 2 geographically separated groups
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Sigma
Warehouse
Portland
West Region
Trailer 1
Phoenix
Warehouse
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(one in Portland and one in the West Region). Those 2 groups are further divided
downward.
Now, let us show our Organization Tree as an Org Tree
like those in Enterprise. The organization tree displays
each of the company’s Stock Locations. Other (Job)
Locations are not represented here. The Org Tree looks
like an Organization Tree turned 90 degrees counterclockwise (see image).
Here is yet another example (see diagram) of a typical Organization Tree. We will use
this diagram to introduce the concept of being pinned in TW Enterprise.
*
**
If you were pinned (*) in the Eastern Region,
you would be able to see and manage only
the inventory assigned to or owned by the:
•
Eastern Region
•
Boston Tool Crib
•
New York Tool Room
and
Similarly, if you were pinned (**) at Trailer 1227, you would be able to see and manage
only the inventory at Trailer 1227.
Finally, if you were pinned at the ACME Corporation level, you would be able see and
manage all inventories at every location throughout the entire Organization Tree.
Org Tree
ToolWatch Enterprise builds on the Organization Tree concept with its own Org Tree
interface. The Org Tree utilizes the idea of being “pinned” to control what items an
individual can see and manage.
The Org Tree can be viewed by:
1. opening up the Layout menu
2. selecting Org Tree
The Org Tree is comprised of Stock Locations.
A Stock Location in ToolWatch Enterprise is the
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equivalent of a warehouse or tool crib from which tools are received and delivered.
Here, the Stock Location “Trailer 1227” is pinned: This is illustrated by it being listed in
the header information (see image - circled).
Many organizations have a single Stock Location, for example one warehouse. Or your
organization may have multiple Stock Locations, as in the ACME Corporation example.
The Organization Tree gives an organization with multiple Stock Locations the ability
to select, view and track their inventories at each Stock Location. To be pinned at a
given Stock Location, open the Org Tree and click on it – It will be highlighted.
If you are pinned (see image) at the ACME Corporation level, you would be able to see
and manage all of the inventories at all of the Stock (and non-Stock) Locations shown
throughout the entire Org Tree.
Conversely, if you were pinned at the Seattle Warehouse,
you would only be able to see and manage the inventories at
the:
•
Seattle Warehouse
•
Trailer 1227 and
•
Trailer 1902
NOTE:
You can always tell where you are currently pinned in the Org Tree by looking
at the Header (top bar) in the Enterprise window.
Stock Locations vs. Jobs (Non-Stock Locations)
ToolWatch Enterprise supports multiple Stock Locations where tools and materials are
stored and managed. A Stock Location is usually manned with a staff whose
responsibility it is to manage and assign tools and materials to job sites and workers.
Small job sites served with gang boxes and unmanned trailers are not typically
configured as Stock Locations.
Some examples of Stock Locations are warehouses, manned job trailers or manned tool
containers, and trucks that carry a perpetual stock of inventory.
ToolWatch also supports multiple Jobs (job sites), also referred to as Non-Stock
Locations. There are a couple of critical differences between Stock Locations and other
locations.
When items are assigned to a Stock Location, an inventory quantity is maintained as “In
Stock” for each item at that location. However, when items are assigned to a job, the
assignment is recorded but items such as materials are considered consumed when they
are assigned; as such, no inventory level is tracked at the location.
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Only create Stock Locations for actual warehouses, manned tool trailers, etc. where
items are held in inventory before they are actually used, and then eventually assigned
to job sites or workers.
Creating a Stock Location
Stock Locations are your warehouses, tool cribs, tool rooms, manned trailers, etc. or
places where you store, stock, and distribute tools, equipment, materials, and
consumables.
Here are the steps in creating a Stock
Location:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Go to the Lists panel
Click the Locations... button
Click the Create New button
Place a check mark in the box labeled, "This is a Stock Location" (see image).
In the Description field, type in the name of the Stock Location, here say “Denver
Warehouse”.
From the Parent Location drop-down menu, choose the appropriate “parent” Stock
Location under which this “child” Stock Location should fall directly.
• For example, if you have an existing Denver Warehouse, and you are creating a
new Tool Crib in Denver, the Parent Location of the new Tool Crib would be the
Denver Warehouse. (This concept is explained in further detail in the
Organization Tree.)
Fill out any optional remaining fields (i.e. address, phone, the job's supervisor, etc.).
Click the Save button
Click the Finished button
Creating a Job (or Non-Stock Location)
Jobs (or Regular, Non-Stock Locations), are your job sites, projects, etc. where inventory
is not stored perpetually.
Here are the steps in creating a Job:
1.
2.
3.
4.
38
Go to the Lists panel
Click the Locations... button
Click the Create New button
In the Description field, type in the name and/or job number of this Job.
• If your company uses Job Numbers, we recommend that you enter the Job
Number in both the Description and the Location Number fields. This will
ensure that the Job Number will appear in the relevant drop-down menu as well
as in reports.
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5. From the Parent Location drop-down menu, choose the appropriate Stock Location
with which this Job should be directly associated (i.e., its parent).
• This only applies if your company has more than one Stock Location.
6. Fill out any optional remaining fields (i.e. address, phone, the job's supervisor, etc.).
7. Click the Save button
8. Click the Finished button
Training Activity #4: Create Locations
For this activity, you will create 1 Stock and 2 Jobs in Enterprise.
To review the procedures for this activity, see the following:
•
TOOLWATCH BASICS > Basic Concepts > Locations & The Org Tree
1. The Description (or title) of your Stock Location will be:
•
Wood River Warehouse
•
Be sure to designate it as a Stock Location
•
Select the Main Warehouse as the Parent Location
2. The Description (or title) of your first Job will be:
•
10411-Legacy
•
Be sure to designate it as a Non-Stock Location
•
Select the Wood River Warehouse as the Parent Location
3. The Description (or title) of your second Job will be:
•
Stoneybrook
•
Be sure to designate it as a Non-Stock Location
•
Select the Main Warehouse as the Parent Location
When done, compare your work to the Answer Key.
Modifying Visibility
As an Administrator, when you create an entry in a List item such as a new tool
Category, you can see immediately the Category you created. However, other users
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logged into the system below your current position in the Org Tree may not see this
new Category until they are allowed to view the new Category.
Modify Visibility enables you to display List items relevant only to specific users or
groups of users. An example may be to show Customers in NY City only to Employees
pinned at the NY City Warehouse.
1. As an Administrator, you assign (or “pin”) yourself to a Stock Location of interest.
2. Select the appropriate Lists item (e.g., Manufacturers).
3. Click on that Lists’ Modify Visibility button.
4. The Visibility window opens up.
5. Choose the items (here, it would be Manufacturers) you would like to be visible at
this level (Stock Location) by:
a. checking (or unchecking if checked) individual items
b. selecting Check All or Uncheck All for shortcut
6. Select Save then Finished.
Keep in mind that Modify Visibility does not only impact you but it affects everyone
that is pinned to the same level of the Org Tree as you.
Training Activity #5: Modify Visibility
To review the procedures for this activity, see the following:
•
TOOLWATCH BASICS > Basic Concepts > Modify Visibility
1. Be sure you are pinned at the top of your Org Tree.
2. Modify Visibility so that all of your Locations and Manufacturers are visible
at this level.
3. Pin yourself to the Wood River Warehouse location.
4. Modify Visibility so that only your (a) 10411-Legacy Location and your
(b) Ford and Mobil 1 Manufacturers are visible at this level.
5. Pin yourself back to the top of the Org Tree – Close the tree.
When done, compare your work to the Answer Key.
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NOTE:
If you want employees to be able to transfer, receive from, etc. your main
warehouse, you will want to include this location in your employees’
visibilities at those Stock Locations to which they’re pinned.
Employees and Permissions
There are two types of employees in ToolWatch Enterprise:
•
•
Standard Employees (or Non-Users)
Users of ToolWatch
Standard Employees work for your company and are people to whom you transfer
tools and materials; however, they do not have access to sign into ToolWatch Enterprise
and therefore are considered Non-Users.
Users of ToolWatch fit the same description as Standard Employees with one exception:
They do have the ability to access and sign into ToolWatch Enterprise.
Creating a Standard Employee
1. From the Lists panel, click on the Employees list.
2. Click on Create New at the bottom of the Employee List screen.
3. From the Assigned Stock Location drop-down menu, select the main Stock Location
assignment for the Employee. This is from where the Employee will be working or
the main Stock Location from which he will be assigned tools.
4. Fill in First Name and Last Name for the employee and any other optional fields
necessary.
5. Click Save.
6. Click Close.
User Role Permissions
Prior to creating a User of ToolWatch, you first need to create a User Role for him.
This is a set of Permissions that you, as the company’s ToolWatch Administrator,
have created specifically for this person’s role in your company. A User Role outlines
exactly what a User can and cannot do while he is logged into ToolWatch.
Examples of User Roles might be:
•
•
•
•
Project Manager
Executive
Warehouse Manager
Tool Crib Manager
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Default User Roles
There are two roles that come pre-loaded with ToolWatch Enterprise. They are the:
•
•
Administrator User Role
Tool Manager User Role
A person given the Administrator User
Role (see image) can do anything and
everything in ToolWatch Enterprise. Any
Permission that is available to be granted,
now and in the future, is granted. You'll also
note that all of the checkboxes are grayedout, meaning nothing may be altered.
We recommend that you have two (2) Administrators assigned in ToolWatch.
You do not want to have only one because if something happens, say with the
password of that Administrator, it requires yet another Administrator to re-issue the
password.
Additionally, you can issue the Administrator role to more than two people at your
company but be cautious of doing so: Because of the breadth and depth of what an
Administrator can impact, they are able to do anything in the system.
A person given the Tool Manager User
Role (see image) can do most everything in
the software. The difference between the
Tool Manager role and the Administrator
role is that the Tool Manager does not have
access to any Permission on the System tab
nor does he have access to Permissions on
the Job Cost & Billing tab.
Creating a New User Role
1. From the Navigator panel, select the Administration module.
2. Under the Administration module, select Configure User Roles.
3. Click on the Add tab at the bottom of the User Roles window.
4. Click in the Role Name field and assign a name for the new
User Role.
5. On each tab under Role Permissions, click in those boxes ( ) granting Permissions
you want Users with the role to be able to perform (see image). Every time you
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place a checkmark in a box, you are granting Permissions for that particular
function.
NOTE:
Depending on the
Permission, only the View,
Add, Edit and Delete boxes
will be available. Others will
have only the Execute
function available, meaning
it is a function that the User
will be able to perform, such
as (see checkmarks to right):
• Adjusting Inventory
• Reinstating a tool
• Retiring a tool
The Permissions discussed here can be found at Appendix #8: Explanations of Each
Role Permission.
Creating a ToolWatch Enterprise User
1. From the Lists panel, click the Employees... button.
2. From the list of Employees, select the
Employee who you want to make a
User: Enter his email address in the
Email field (see image).
•
If this is a new Employee, select
Create New then fill in all relevant
details.
3. Click the Save button.
4. Click the Close button
5. From the Help menu, manually sync by
choosing Synchronization Monitor (see image).
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6. In the Synchronization Monitor window, click
the Start Sync button (see image).
7. Once the sync has finished (follow the progress
bar), close the Synchronization Monitor window.
8. From the Lists panel, click the Employees... button.
9. From the list of Employees, select (highlight) the employee in question.
10. Click on Create ToolWatch User Account
button (see image).
11. In the ToolWatch User Account Administration window, the following selections
are required (see image):
a. User Type– Users can access the Desktop
application, the Mobile Device, or both
a
b. Password– at least 5 characters long; this IS
case-sensitive
c. Security Question– this is optional; choose
one of the three security questions available
b
and type the answer to the security question
in Answer field.
c
d. Available Roles – choose one of the two
default roles OR choose one of the User
Roles you created
d
12.
Click the Submit button (“e” on image)
and do a final sync.
e
13.
Open Employees again and manage this
new user as discussed in the next section. After
your next sync, this User will be able to log into ToolWatch Enterprise using the new
credentials (email and password) you just entered into the system.
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Training Activity #6: Create User and Standard Employees
To review the procedures for this activity, see the following:
•
TOOLWATCH BASICS > Basic Concepts > Employees & Permissions
1. First create a User Role with the Role Name of “Inventory Manager”.
a. randomly assign 6 Permissions of your choice from 3 different tabs
2. Create the following 3 Employees in Enterprise. A Standard Employee is one to
whom you transfer tools and materials while a User can log into ToolWatch.
a. Jane Doe
b. Tom Smith
c. Susan Jones
3. Make Tom Smith and Jane Doe Standard Employees.
4. Assign Parent Locations to each as follows:
a. Susan Jones and Tom Smith
Main Warehouse
b. Jane Doe
Wood River Warehouse
5. Make Susan Jones a ToolWatch User
a. give her the newly created User Role of Inventory Manager
b. create an email address for her & assign a password of “toolwatch”
c. be sure she is both a Desktop and Mobile Device User
5.
Do not forget to Save before you do a manual sync.
6.
Revisit 5c above and re-check the buttons if undone. Save your work again.
When done, compare your work to the Answer Key.
Managing Existing Users of ToolWatch Enterprise
Managing existing Users of ToolWatch involves changing their:
•
•
•
•
•
User Type (i.e. Desktop, Mobile Device, or
both)
Email Address
Password
Security Question
User Role
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This is also where you go to Deactivate a User Account (see image):
To manage an existing User:
1. From the Lists panel, click the Employees... button.
2. From the list of Employees, select (highlight) the
Employee.
3. Click on the Manage ToolWatch User Account
button (see image)
4. In the ToolWatch User Account Administration window, make any desired
changes.
5. Click the Submit button.
6. Save and Close
After the next sync, your changes will take effect.
NOTE:
You can also Inactivate an Employee or Location by
clicking on the Inactive button found in the Lists >
Employee (or Location) and then in the “Status” field
(see image).
An Inactive employee (or location) is removed from all
drop-down lists and all related functions. Tools
assigned to this employee (or location) keep that
assignment as do all previous records (e.g., transfers,
service) with this name or location.
Keep in mind that a root Stock Location (i.e., the top
location in your Org Tree) cannot be made inactive.
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Changing Your Password
1. From the Navigator panel, click on the
Administration module.
2. Click on the Change My Password
button.
3. This message will appear (see image).
We suggest you write down this new
password.
4. Clicking on Yes will close the program and require logging in again using the NEW
password.
Changing Your Security Question
1. From the Navigator panel, click on
the Administration module.
2. Click on the Change My Security
Question button (see image).
3. In the Change reset options...
window, enter your Password in the
Password field.
4. Click on the Question drop-down
arrow and select one of the 3
Security Questions listed.
5. Enter the answer to the Security Question in the Answer field.
6. Click Submit
7. Following the next synchronization, password retrieval will require the user to
answer the new Security Question.
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Administering ToolWatch: Setting Up ToolWatch Enterprise
ENTERPRISE ESSENTIALS
Enterprise
Essentials
In this section, Users will learn the integral steps involved in identifying then tracking and
transferring your company’s tools & equipment along with its materials & consumables.
Upon successful completion of this Section, the learner will be able to:
• identify & distinguish between the 2 main categories tracked in Enterprise: Tools &
Equipment and Materials & Consumables
• recall the 2 methods by which tools and equipment are tracked: (1) individually with a
unique ID Number and (2) in groups by quantity
• discuss 2-3 characteristics of Unique Tools and advantages of tracking resources this way
• list the 3 types of numbers associated with a
Unique Tool
• discuss 2-3 characteristics of Quantity Tools and
some advantages of tracking resources this way
• distinguish between a Tool Model Record and a
Tool Record
• for a given inventory item (Unique Tool,
Quantity Tool), perform the following tasks:
a. create a new Tool Model Record
b. locate an existing Tool Model and/or Tool
Record
c. create a Tool Record from an existing Tool
Model Record
• retire an asset from active inventory using the
Retire Item function as well as reinstating an
asset using the Reinstate Item feature
• describe the layout of the Tool Browser window and
how you can use it to navigate through various forms
of tool identification
• describe the layout of the Material Browser window
and how you can use it to navigate through various forms of materials information
•
•
•
•
from the Tool or Material Browser, demonstrate how to search by (a) category & (b) criteria
discuss when and how Kits are applied
create a new Kit as well as locate and edit an existing one using the Kit Browser
utilize the Low Level Browser to identify items whose current inventory levels are below
their designated Low Inventory Levels
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• outline the steps in setting High, Target & Low Inventory Levels for a Material Record
• distinguish between Materials and Consumables and explain how they are tracked in
Enterprise
• distinguish between a Material Model Record and a Material Record
• for a given inventory item (Materials, Consumables), perform the following tasks:
a. create a new Material Model Record
b. locate an existing Material Model and/or Material Record
c. create a Material Record from an existing Material Model Record
• define Material Inventory Record and explain when you would use it in your inventory
• create and stock multiple Material Inventory Records for different Stock Locations and
remove unwanted records
• explain what a Bin is and how you would enter Bin information into your inventory records
• discuss the significance of Transfer Tickets in Enterprise, especially as they pertain to Pick
Tickets
• designate Tools & Materials for transfer by creating a Transfer Ticket
• generate a Transfer Ticket from any one of the following: Tool Browser, Material Browser,
Transfer Browser
•
•
•
•
•
•
•
•
•
•
•
•
•
•
search for and view historical Transfer Tickets using the Transfer Browser
print a Transfer Ticket or export its data to a spreadsheet
explain what a Personal Issue (PI) item is and how to assign a tool as PI
utilize the Express Check-In & Express Check-Out features to expedite inventory transfers
explain the role Pick Tickets have in Enterprise
create, populate and edit a Pick Ticket
search for and browse historical Pick Tickets using the Pick Ticket Browser
select (or “Pick”) a Pick Ticket and transfer it out to fulfill the Pick Ticket request
discuss when and how Templates are applied (e.g., to Pick Tickets & Purchase Orders)
create a new Template and add it to an existing Pick Ticket
develop an inventory plan using the Count Inventory feature
use the Count Ticket Browser to manipulate (create, search, edit, print Count Tickets
use a Count Ticket to conduct a Count Inventory for a location
review and adjust final inventory results using the Inventory Adjustment Browser function,
including the Posting of final results
• prepare and print a Count Inventory Report relevant to your inventory
• locate and print reports appropriate to your needs from the Reports & Graphs module (or
any other module in the program)
• generate reports in the following file formats: printed copy, .csv & .pdf
• export data from any database window using the Export Data feature
• attach an artifact using the Attachments function
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Introduction
Tools & Equipment
ToolWatch software manages tools separately from consumables. Any resource that is
to be assigned, tracked and then returned, is for our purposes a “tool”. “Equipment”
items are managed with the same set of software windows, reports, etc. There appears
to be no clear definition that states the difference between the words “tool” versus
“equipment.” This seems to be a personal preference from one organization to the next.
Some organizations use the words “consumable” and “materials” interchangeably;
others make matters more confusing by calling a small tool a “consumable.”
Throughout this guide we will use the terms “tools” and “equipment” interchangeably;
we will do likewise with the terms “materials” and “consumables”. We prefer to place
items that are actually consumed (i.e., used up while working) and not expected to be
returned (e.g., duct tape, oil) and building materials (e.g., PVC pipe, lumber - items that
are installed), into the broad group of “materials & consumables”.
Tool Tracking Methods
ToolWatch Enterprise is capable of tracking tools and equipment using 2 approaches:
1. Tracking unique items via a unique Identification Number
2. Tracking groups of similar tools by their quantity
When creating a tool record, you must choose one method for the type of tool you are
tracking. As an example, you may wish to track each of your vehicles with a unique ID
number or a barcode but track long-handled shovels by quantity. You must make this
choice when you are creating your tool data. If later you decide to change your tracking
method, the records for those tools must be deleted and re-created.
Unique Tools
Unique Tools can be tracked by a unique Identification (ID) Number. There are three
such numbers that can be associated with a Unique Tool:
1. Tool Number
2. Barcode Number
3. Serial or Manufacturer Number
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These tool records contain much information, some of which may include:
•
•
•
the exact history of the tool including (1) date purchased, (2) purchase cost, (3)
warranty and (4) service information
locations where the tool has been assigned throughout its life in inventory
the usage history for the tool
Most power tools are ideal candidates for unique ID number tracking. Other common
Unique Tools are vehicles or other engine-driven equipment that require scheduled
service. Tools that require inspections or certifications to meet certain safety regulations
should be tracked uniquely also.
Quantity Tools
Tracking tools by quantity is suitable for smaller items or those to which it is difficult to
assign a unique number or affix a tool label. Some examples of tools typically tracked
by quantity include inexpensive drill bits, hand tools like screwdrivers or personal
items (PPE) such as hard hats and leather gloves.
While tracking tools by quantity is often a good decision, in some situations it has
serious limitations. One common problem is that the quantities reported in the
database are seldom correct after the initial setup for reasons such as:
• tools are moved between projects
• tools become lost or stolen
• tools are returned to the warehouse or crib without knowing from where they came
If an actual count is not critical, and if the history of the individual tool is not important,
then tracking by quantity may be an acceptable method to consider. Using Quantity
Tools also may be appropriate to track larger numbers of items that are issued in bulk
or not serviced.
Model Records vs. Tool Records
Model Records
ToolWatch Enterprise supports the use of Model Records. Model Records reduce the
amount of data you must enter to track items of the same type. Using Model Records
also promotes the consistency of data among many users (e.g., streamlined tracking of
50 cordless drills of the same Manufacturer and Model).
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A Model Record window (see
image) – in the upper portion (A) contains the record’s information,
an optional photo, appropriate
Tracking Method, and other
information that would be
redundant for tools of the same
type.
A
The lower portion (B) of the
window displays a list of all tools
currently being tracked, tools that
were created using the Model
Record.
B
Tool Records
Once a Model Record has been created for an item, tool record(s) is/are created to
represent and track each item. The Tool Record contains specific information about
each tool on the Model Record (e.g., Tool Number, Service history, the date it was
purchased, meter information).
The top portion (A)
of the Tool Record
window (see image)
displays information
imported over from
the Model Record
while the lower
portion (B) of this
window displays
information specific
to the actual tool you
are tracking.
A
B
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Creating a New Tool (Unique or Quantity) Model Record
1. From the Navigator panel, click on the Tools & Equipment module.
2. Select the Tool Models button. A new window appears with the tab Tool Model
Records.
3. Click on the Add Model Record button - This should reveal a new window with the
tab Tool Model Record (see image). Note the difference between the Tool Model
Records and Tool Model Record tabs: As they differ by only one letter (“s” on the
end), they are often mistaken.
4. In the new Tool Model Record window, fill in the following REQUIRED
information (see image):
a. Record ID
ToolWatch automatically populates this field; however you may change it to
whatever system value you prefer. Once chosen, after the Model Record is saved,
it cannot be changed.
•
b. Manufacturer
If you have not created any Manufacturers yet, the Lists > Manufacturers will be
empty. You should add at least one entry here before you create your Model
Record. (See Managing List Information for information about working with
Lists items.)
c. Category
Categories enable you to group tools for searching and reporting, such as
“Vehicles” and “Ladders”. As before, you will need to create your Category
items in the Lists tab so as to finish your Model Record.
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d. Model
•
Best practices here would be to enter the exact Model Number established by
the Manufacturer for this item.
•
Note that while this is a drop-down menu, it is also dynamic in that any
information you enter is stored for you to use in the future.
e. Descriptions
•
The field “Your Description” enables you to create your own generic
description for an item as opposed to using a manufacturer’s description that
may be very long and unfamiliar to others. (The latter can be entered in the
field “Manufacturer’s Description” below.)
•
As information like Category does not always appear (e.g., on the line of a
transfer), it is a good idea to begin the description with a term that defines
rather than describes the item (like Drill, Backhoe or Screwdriver). Then
include features (such as size) that are searchable and distinguish this record
from other drill model records.
•
Measurements in a description are best in a hyphenated format, especially
between similar-looking measurements (e.g., 1-1/16” instead of 1 1/16”.
•
Searchable terms should be written as they would be used in search criteria
(e.g., typing in “bolt cutter” will cause the record to show up in searches for
both “bolt” and “cutter”; type in “boltcutter” and it will show up in neither)
5. Select the appropriate Tracking Method:
•
It is important that you choose the correct Tracking Method you will use
before you save the new Model Record. You cannot change this Tracking
Method after you save the record. If you need more information about
Tracking Methods, see Tool Tracking Methods.
•
Select Unique ID for a Unique Tool or Quantity for Quantity
Tools (see image). By default, all new Tool Model Records are set Unique ID.
Optional
6. If at any time you plan to use ToolWatch
Enterprise for its other modules (e.g.,
Service & Calibration and especially Job
Cost & Billing), then fill out the
information under the Cost Info tab (see image).
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a. Item Base Value is the value of one item; this is used as the “Base Value” in the
Job Cost & Billing Rate Sheets.
b. MSRP field or Manufacturer’s Suggested Retail Price; this populates the Cost
column in a Purchase Order.
c. Replacement Cost is the cost to replace one item taking into account time,
delivery fees, effort, etc.
i.
drives the financial figures (KPI’s, Graphs) in the Dashboards
ii.
drives the Cost Info tab of the tool records (“Cost Information”)
iii.
is used in many of the Tool Reports
7. Components (see image)
Components are the individual items that comprise a single item (tool). Therefore,
you should include all of the components when the tool is transferred.
One example of a tool that is comprised of components is a drill
index. Each of the individual drill bits represents the components
whereas the entire drill index is the tool.
8. Accessories
Accessories are items that are often used with the tool in question but are not
required. These optional accessories, along with any Components, appear on each
of the Tool Records associated with this Model Record.
e.g., here are some Accessories for a Ridgid 300-brand Pipe Threading Machine:
Ridgid 300C Pipe Threading Machine
Optional Accessories
(1) pipe reamers
(2) pipe cutters
(3) various threading dies
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9. Adding Images to Tool Model Records
Tool and Model Records, along with some Lists (Employees,
Manufacturers) have an area designated for insertion of an
image file. Use the computer’s Clipboard to insert image
files into this space using the Copy, Paste and Cut buttons
(see image).
a. Search on a web browser (e.g., Google) to find a typical image. Most browsers
have an “Images”-type option page exclusively for image files.
b. Choose an image with a light, neutral background and with little distracting
detail (is a small field for the image).
c. Right-click on the image to get a “Copy Image” option - this saves the image onto
the computer’s Clipboard.
d. Using the image field on the Model Record, click on “Paste” button to move
image from Clipboard into the field. To remove image after placement, click
“Cut”.
e. To import an image file (e.g., gif or jpeg), you will need to open the image file in
another program, such as Windows Paint, select and copy image onto Clipboard,
then paste it into image field.
10. Click Save to save any changes from above.
11. After the new Model Record is saved, Enterprise
will ask you if you would like to create a new
Tool Record based on the model you just created
(see image). Follow along below as we create a
new Tool Record.
You should see now the message asking if you would like to create a new tool.
a. Click the Yes button. A new Tool Record will appear. Notice that the top portion
of the window now contains the information from the Model Record you just
created.
b. Tool Number
ToolWatch will suggest the next available Tool Number based on your Number
Blocks. You can change this Tool Number to a
number of your choice or you can accept this
number (see image). At this point, you can save
this new Tool Record as is or enter additional information before saving your
work.
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c. Click the Save button to save the new Tool Record (along with its assigned Tool
Number).
NOTE:
Upon saving, the Tool Record is closed and not visible. (The same occurs when saving
the Model Record.) If you plan other work with this record, do one of the following:
•
•
•
write down the Tool Number or Model Record ID to use in a Search
click the “View Model Information” link on the Tool Record to have the Model
Record tab available
save the Tool Record on a Tool Browser Search so it is available later
Adding Unique Tools to Enterprise
Creating a Unique Tool Record from an Existing Model Record
As we created the new Model Record, recall that you saw a message asking if you
would like to create a new tool. Inadvertently, if you saved the Model Record without
saving the Tool Record, or if simply you wish to add more Tool Records now or at a
later time, here is what to do:
1. From the Navigator panel, click on the Tools & Equipment module.
2. Select the Tool Models button and scroll through the Explorer list to the Tool Model
Record from which you want to create a Tool Record. Click once to highlight this
record.
3. Once you have highlighted your Tool Model
Record, you can either (see image):
a. right-click and select Create New Tool
From This Model
or
b. select the Create New Tool button from
the menu bar
4. A new Tool Record window appears.
5. In the Tool Number field, either accept the number or replace it with an alphanumeric entry of your choosing.
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6. Optional: In the Bar Code field, scan or enter in the
appropriate Barcode Number from an existing
barcode.
7. Fill in any of the remaining optional fields.
8. Click Save to create the Tool Record.
NOTE: One of the biggest mistakes made by Enterprise users working with unique
tools is to create only one Tool Record for each Tool Model Record. You can –
and should – create multiple Tool Records for each Tool Model Record and
thus each unique tool.
When creating new tool records, having them stem from a single model saves
lots of time spent re-typing the same information and searching through many
records needlessly.
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Training Activity #7: Create Unique Tools
In ToolWatch Enterprise, you are going to begin by creating 1 new unique Model
Record and 6 new unique Tool Records for the Ford truck shown here.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
ENTERPRISE ESSENTIALS > Adding Unique Tools to Enterprise
1. Initially you will create a unique Vehicle
(Category) Model Record for this tool:
a. add this information to the record of a Ford,
Model F-150 XL, V6, 4x2, 2-door
i. go to Lists > Units of Measure > add “$”
and “dollars” > Save
ii. Cost Info tab > select “dollars” for Units >
add $26000 to all 3 fields > Save
b. from this new Model Record, create 6 new
unique Tool Records > Save each
2. After the 6 Ford truck records are created, your
Ford Vehicle Model Record should reflect them in
the Tool List tab as it does in this example (see
image). Check to see if this is the case.
3. Create Model and Tool Records for the following
items:
a. DeWALT Drill Model Record, Model DW140, ½”, D-Handle
•
•
•
•
•
unique tools
Category = Drills
Cost Info tab: all 3 fields @ $188.00
create 3 Tool Records
use your browser to locate, copy and paste proper image
for this drill in the Model Record
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b. Caterpillar Earthmoving Equipment Model Record, Model 450E, 13-ton,
backhoe loader
•
•
•
•
unique tools
Category = Vehicles
Cost Info tab: all 3 fields @ $115,000.00
create 1 Tool Record
4. Moving forward, best practices would involve reviewing your work to ensure that
all records are created correctly.
When done, compare your work to the Answer Key.
Adding Quantity Tools to Enterprise
Creating a Quantity Tool Record from an Existing Model Record
1. Perform Steps 1 – 10 in the previous session, Creating a New Tool (Unique or
Quantity) Model Record.
2. View the newly created Model Record and double-click on this record.
3. From this Model Record, click on the Tool List tab (see image)
a. double-click on the newly created Tool Record, here #92
4. Click on the Tool Information tab,
then click the Adj. (Adjust) button
(see image).
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a. Alternatively, from the Tool Browser, you can
right-click on any highlighted quantity tool
and select “Adjust Inventory” as a shortcut
(see image).
5. On the Adjust Inventory window that
opens up, in the New Quantity field,
input your current quantity (see
image).
6. Click Save (for the inventory).
7. Click Save (for the Tool Record).
NOTE:
All Quantity Tools from the same Tool Record will be assigned the same
Tool Number. As such, individual Quantity Tools are difficult to track –
If you wish to track a tool, create it as a Unique Tool.
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Training Activity #8: Create Quantity Tools
In ToolWatch Enterprise, you are going to create 2 new Quantity Tool (Model) Records
for the screwdrivers and extension cords shown here.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
ENTERPRISE ESSENTIALS > Adding Quantity Tools to Enterprise
1. Initially you will create a Quantity Tool Screwdrivers (Category) Model
Record for the screwdrivers:
a. add this information to the record of a Craftsman, Phillips,
Model 47114, No. 2 x 4”
i. go to Lists > Units of Measure > add “$” and “dollars” > Save
ii. Cost Info tab > select “dollars” for Units > add $13.00 to all 3 fields > Save
b. from this new Model Record, create a new Tool Record > Save
c. from this new quantity Tool Record, Adjust Inventory to reflect 25
screwdrivers in stock
d. save your work
2. After the screwdriver Tool Record is
created, the Tool Record’s “Tool
Information” tab should reflect this (see
image). Check to see if this is the case.
3. Make another Quantity Tool Extension Cord Model Record for Coleman,
Model EC504930, 10/3, 50 ft.
•
•
•
•
•
quantity tools
Category = Extension Cords
Cost Info tab: all 3 fields @ $65.00
create 1 Tool Record
25 extension cords in stock
When done, compare your work to the Answer Key.
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Working with Tool Records in ToolWatch Enterprise
Copying a Model Record
Let’s say you are producing a number of records that differ in only 1-2 features. Instead
of re-creating the data for each record, it is much easier to copy the record and then
make these few changes.
So, after finding a specific tool Model Record in the Models browser, here is how to
create a copy of that record for another tool.
1. Select the Model Record and highlight it.
2. Click on the Copy Model Record button
(or right-click on the record and select “Copy Model”).
from the menu bar
3. Make changes to the fields in this new record that match the new tool information.
4. Click Save.
Once you have clicked Save, Enterprise will prompt you to see if you wish to create a
Tool Record using this new Model Record. Click “Yes” to do so.
Creating Attachments
At the top of a Tool or Model Record window is an Attachment button.
This button appears at many other places throughout Enterprise. It enables you to
attach virtually -and not merely link- to any file (e.g., manuals, MSDS’s, invoices) or
web addresses (URL) of your choosing to a ToolWatch record.
An attachment is specifically bound to the location you choose. For example, if you
attach a user’s manual to a drill’s Model Record, it will only be accessible from that
record and not from any other place or Attachment button in ToolWatch Enterprise.
1. Click the Attachments button.
The Attachments window
appears.
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2. Click the Add button. The Add
Attachments… window appears (see
image).
3. Identify what you would like to attach:
a File or Web Address (URL).
4. If the File button, click Browse:
a. Browse your computer to find the file you’d like to attach and then click Open.
b. In the Summary field, type in a
description summarizing the contents
of the attached file (see image).
c. Click Ok. This returns you to the
Attachments window (see image).
d. Your file is now attached, allowing you a variety of additional operations.
5. If you select the URL button:
a. type in the complete web address (beginning at http://)
b. In the Summary field, type in a description summarizing the contents of the
website.
c. Click Ok. This returns you to the Attachments window showing the
description of your website.
6. Click on the Close button to close the Attachments window.
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Managing Retired Tools
Often you will encounter tools in your inventory that are lost, stolen, misplaced or have
become unusable. Enterprise allows you to “retire” such assets to a Lost and Found
folder until further action is taken on them.
Retiring a Tool
1. Click on the Tools & Equipment module.
2. Click on the Tools button.
3. a. In the Tool Browser window, on the Explorer panel, select
the tool(s) you want to retire either by looking through All
Categories > All Tools
OR
b. by selecting the specific Category and looking through all the tools for that
Category (e.g., Drills > All Drills) OR
c. using the Search feature (discussed later in browsers)
4. Highlight the tool(s) on the Browser window to retire and either
(a) right-click then select Retire Tool (see image) OR
(b) click the Retire Item button on the menu bar.
5. After choosing to retire the tool, you will see this window (see
image):
6. a. Optional: To have the retirement of this tool close the billing stream or apply a
Loss Charge to a particular Cost Center/Code, select it in the Cost Center and/or
Cost Code fields.
b. Optional: Add Notes in the Notes field regarding the retirement of this asset.
7. Click OK. At this point, the Tool Record is removed from inventory including any
Service Records or Purchase Orders actions.
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Reinstating a Retired Tool
1. Click on the Tools & Equipment module.
2. Click the Manage Retired Tools button.
3. a. Type the Tool
Number of the
item being
reinstated in the
Item No. field
and click Search
OR
b. Enter your search criteria in the Retired Tools Browser (see image) then
click on the Search button. Highlight the tool from the list to be returned.
4. Once you have selected the tool,
click the Reinstate Item button
on the menu bar. The Reinstate
Tools window will appear (see
image).
Also, a right-click on the
highlighted item will create a
shortcut (Reinstate).
5. Click OK to reinstate the tool. The tool is reinstated to the last known
assignment including browsers and any service reports where it existed
previously.
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Training Activity #9: Retiring Tools
Your company has decided, for different reasons, it needs to retire a few assets from
inventory.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
ENTERPRISE ESSENTIALS > Managing Retired Tools
1. The very first Ford truck you entered into ToolWatch is showing
signs of wear. As such, your foreman has asked you to go into
ToolWatch and retire this truck until the Service Department can get to
it. Retire this asset.
2. On a similar note, the second DeWALT drill that you entered into ToolWatch
has been vibrating, at times quite violently. Before someone gets hurt, your
manager tells you to retire it until it too can be repaired. Retire this asset
well.
as
3. After a few very productive months, your Service Department is able
to repair all retired tools, including your truck and drill.
As such, go into the Retired Tools browser and reinstate both of these
tools.
4. Find one of these tools in the Tool Browser - Highlight them item, right-click and
select “View Transaction History”. Note the presence of both Retirement and
Reinstatement dates. Use this powerful feature of ToolWatch in future work.
When done, compare your work to the Answer Key.
Supplemental Vehicle Information
Overview
ToolWatch Enterprise allows you to document additional details for your vehicles at the
Tool Record level. For each vehicle you own, you can track such fields as the:
•
license plate/tag number
•
state of registration
•
date of registration expiration
If a company issues fuel cards to its employees, relevant fuel card information can be
listed as well.
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Where to Add Vehicle Information
1. From the vehicle’s Tool Record, click the Tool Information tab.
2. In the Vehicle Information area, enter in your vehicle's details (see image).
Leased/Rented Tools & Equipment
Overview
ToolWatch Enterprise allows you to track contractual details on your leased/rented
tools & equipment. Let's say that you lease a backhoe from a leasing company. This
requires a contract between you and the leasing company. You can document this
contract's details in ToolWatch Enterprise, associating it specifically with the backhoe
being leased.
Create a Contract for Leased/Rented Tools & Equipment
1. From the item’s Tool Record, click the Lease/Rental tab (see image).
2. Here are some of the contract’s details that you can document:
•
Vendor's Name – this is a Lists item so
to create it go to Lists > Vendors >
Create New
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•
Contract Number & Type
•
Contract's Start, End & Reminder Dates
•
Lease Term & Lease Amount
•
Rental Rate
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3. Click the Add Contract button. The Contract Details window appears (see image).
4. Document all relevant information.
5. You can add in additional contracts if you lease and/or rent the same tool again in
the future. Simply repeat these steps.
6. Click the Save button. The contract’s details now appear under the Lease/Rental tab
(see image).
7. Save
changes to
the Tool
Record.
Edit a Tool's Existing Lease/Rental Contract
1. From the item's Tool Record, click the Lease/Rental tab.
2. Highlight the contract you would like to edit.
3. Click the Edit Contract button (next to the Add Contract button).
4. Make the desired changes in the Contract Details window.
5. Click the Save button. The contract's updated information now appears under
the Lease/Rental tab.
6. Save changes to the Tool Record.
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Tool Browser
Opening the Tool Browser
1. From the Navigator panel, click on the Tools & Equipment module.
2. Select the Tools button to view the Tool Browser window.
Viewing Tools & Equipment
1. The Tool Browser is the easiest and fastest way to locate tools and equipment that
have been assigned to a warehouse, job site, employee, etc.
a. You can navigate directly by groups
of tools or you can search for specific
items using the Search button.
b. You can print Tool Reports directly
from the Tool Browser as well as
export the report data into a ".csv"
file used by most popular
spreadsheets applications.
c. Most significantly, you can access
many common actions such as:
• setting up a transfer
• count inventory
• viewing a tool’s transaction and
meter histories
right from the Tool Browser by rightclicking many items (see image).
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2. The browser window is divided into two areas: The area on the left (A) is the
Explorer tree while the area on the right (B) displays the list of tools (see image).
B
A
The Explorer tree provides an easy way to navigate directly to tool information without
entering search information. It displays a list of your tool categories: Each category is
further divided into:
•
•
•
Locations
Employees
Tools
3. To view all Tool Records in your system, in the Explorer, click on All Categories >
All Tools (see image).
4. Enterprise will display a list of all of the tools and equipment currently visible to
you in your system. (Recall that what you see is based on where you are pinned in
the Org Tree as well as your Visibility settings.)
5. Double-click on an entry to open that particular Tool Record.
The following examples will explain how to display tools in various situations. The
examples use simulated tool data.
Viewing Tools by Category
If you would like to view a list of all tools in one category, such as “Extension Cords”,
follow along with your own tool data.
1. In the Explorer tree, you would click on the “Extension Cords” Category.
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2. Next, you would click on “All Extension Cords”. Enterprise would display a list of
all extension cords for which it has Tool Records.
Viewing Tools Assigned to Employees
In this example, we will display a list of all tools assigned to “Al Burris.”
1. In the Explorer tree, you would click on the “All Tools” category
2. Next, you would click on “Employees” to display a list of all employees.
3. Next, you would click on “Al Burris” to view a list of all tools assigned to him.
Viewing Tools Assigned to Locations
In this example, we will display a list of all tools assigned to the “Stoneybrook”
location.
1. In the Explorer tree, you would click on the “All Tools” category.
2. Next, you would click on “Locations” to display a list of all locations where tools
could be assigned.
3. Next, you would click on “Stoneybrook” to view a list of all tools assigned to that
location.
Sorting Information
With each example, when the list of tool records appears, you can click on any column
header to sort the list. Clicking once will sort in ascending order; clicking twice sorts in
descending order.
You can also rearrange the order of columns
in the list by clicking on a column and
dragging it to where you want it to appear:
two arrows will appear, bracketing its new
location (see image).
Columns will return to their original position when you log out and back into
Enterprise.
You can also nest (i.e., sort 2 headings in one column)
your sorting by dragging one column header directly
over another; arrows appear anew to show the
nesting order (see image).
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Searching for Tool Model Records
The Tool Model Records Browser (called Tool Model Records) is used to organize and
display your Model Records. Model Records are grouped by their tool category (i.e., all
Model Records for Grinders would be assigned typically to the “Grinders” tool
category).
The window is divided into two areas: The area
on the left (A) is the Explorer tree. It displays a
list of your tool categories. Each category is also
further divided into manufacturers - but not
locations or employees as in Tool Records.
A
B
The area to the right (B) displays the individual
Tool Model Record entries. Each column
heading here can be sorted also by clicking on it
(see image).
There are two ways to find a Tool Model Record in Enterprise:
1. Look through All Tools in All Categories.
a. From the Navigator panel, click on the Tools and Equipment module.
b. Click the Tool Models button to display the Tool Model Records (or browser).
c. In the Explorer tree, click on All Categories to browse through the complete list
of Tool Model Records.
d. In the right side, double-click the Tool Model
Record you want to open it.
2. Look through All Tools in a specific Category (e.g.,
Air Tools, Drills and Saws).
a. In the Explorer tree, click on specific Category to
view all the Tool Model Records listed. Then click
on the “All…” link to expand your selection.
b. In the right side, double-click the Tool Model Record you want to open it.
Searching for Tools & Equipment
ToolWatch also provides you the ability to search for specific
tools or groups of tools by using the Search button at the
bottom of the Tool Browser window. Clicking the Search
button will display a search criteria window at the top of the Tool Browser.
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1. Click on the Search button at the bottom of the Tool Browser. This will open the
Search window.
2. a. If you would like to search by specific information (such as Item Number), simply
enter your search criteria into one of the fields (see image) and click the “Go” button.
Results will be displayed in the Tool Browser window below.
b. When you are finished searching, click the “Clear” button in the search criteria
area to clear the window contents for a new search.
c. To return to the Explorer-only view, click the Close button.
Printing Search Results
In Enterprise, many data-based windows, such as a populated Browser (e.g., Search
results), can be printed; some of these can even have their data exported to a .csv file.
Once you have data you would like to print, select the Print button
and
either drop-down to (1) Print All (which will print out ALL data shown in the window)
or (2) Print Selected. For the latter, you will need to highlight selected data from the
window before choosing this option.
Alternatively, you can click on the Export Data button
to save the on-screen
data as a database file. This file will be in the .csv format, a commonly recognized
format by such applications as MS Excel and Timberline. Once created, you may save
this new file, editing or merging it with another database at a future date.
Training Activity #10: Using the Tool Browser
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
ENTERPRISE ESSENTIALS > Tool Browser
In your Tool Browser, find each of the following by using your Explorer tree:
1. all of your tools records in one list
2. all of your truck records
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3. the screwdrivers located at your Main Warehouse
4. Now, use the Search… feature to find the first truck you created. Assume that the
first of many similar records is the one with the smallest Tool Number.
5. Return to Step #1 and display the results.
a. Use the Export Data feature to create a .csv file of this data. Name this file
“Browse Data” and save to your Desktop.
b. If possible, open this file in Excel or another program and compare the output to
that of Enterprise. Are all columns present? How are checkboxes like PI shown?
When done, compare your work to the Answer Key.
Materials & Consumables
Introduction
The ToolWatch Enterprise Materials & Consumables module enables you to track
materials or consumable items. Recall from our discussion in Enterprise Essentials the
distinctions made for these terms.
Applying the terminology “material” or “consumable” to an item is only a personal or
organizational preference. In Essentials, the terms are often used interchangeably.
ToolWatch software manages tools & equipment differently than it does materials &
consumables; it does not manage the latter two differently, however.
Defining Materials & Consumables
In ToolWatch Enterprise, the primary distinction between tools & equipment as
opposed to materials & consumables is:
•
Materials & Consumables are either installed (materials) or consumed
(consumables) and, as such, are not returned to inventory once assigned.
•
Tools & Equipment are returned to inventory; you can expect them to be returned
(i.e., checked back in) to stock.
Here are some common examples of Materials & Consumables:
•
Materials – nails, screws, lumber, drywall, insulation and concrete
•
Consumables – glue, oil, paint, (less expensive) drill bits, gloves and eye protection
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Tracking Method
All materials and consumable items are tracked in inventory records by quantity,
similar to how quantity tools are tracked. Keep in mind that when such items are
transferred to an employee, a job or a location that is not a Stock Location, the items
are considered “consumed”. Inventory levels are reduced and usage recorded
regarding when and to whom or where items were sent (consumed).
A
B
Model Records
ToolWatch Enterprise uses Model Records to reduce the amount of data you must
enter when creating inventory records at various Stock Locations. Model Records also
promote greater efficiency and reliability of data. Each Stock Location can use the same
organization-wide Model Record when establishing its own inventory levels.
A Model Record window contains the manufacturer and category information, tracking
method, and other information that would be redundant information for every Stock
Location that keeps an inventory of the same item. This information is found in the
upper (A) portion of the window (see image).
The lower portion (B) of the window displays a list of all Stock Locations that currently
have an inventory record for this model: Each of these represents a separate repository
for the total inventory of a given Material item.
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Material Records vs. Material Inventory Records
Material Records
Once a Model Record has been created for an item, you can begin creating the actual
record(s) needed to track inventory levels at each Stock Location. The Material Record
contains specific information about the material item you have in your stock (e.g., Bar
Code number, Bin location, stock levels) in addition to general information from the
Model Record.
The top portion of the Material Record window (A) displays the manufacturer model
information that was created in the Model Record. The lower portion (B) of the
window displays information, etc. that is specific to the actual inventory of the item you
are tracking (see image).
A
B
This record reflects where you are pinned in the Org Tree: The Material Record and its
inventory represent but one “placeholder” for the overall Material inventory.
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Material Inventory Records
Imagine that you had 100 quarts of oil that were divided at these Stock Locations:
•
•
•
•
35 qts at National HQ
28 qts at Eastern Region Warehouse
20 qts at Central Region
17 qts at LA Warehouse
ToolWatch allows you to create separate “records of inventory” for Materials &
Consumables. Think of these records as “placeholders” for a given material; each record
contains a set of all inventory found at one of the numerous Stock Locations.
These are created at the Material Record level by
using the Add Inventory Record feature; this
button is found in the top menu of the Material
Model Records tab (see image).
So, for the example above, you would:
1. first pin yourself to the top (here, the “National HQ” Stock Location) in the Org Tree
2. select (highlight) the oil Model Record that you wish to create an inventory record
3. click on the Add Inventory Record button
4. adjust inventory to “35” on newly created Material Inventory Record
5. save and repeat for 3 additional Stock Locations, being sure to re-pin yourself to
each different Stock Location
6. last, re-pin yourself to the top of your Org Tree
NOTE:
When pinned to the
top of your Org Tree,
you should have a
Material Model Record
that shows all 4
inventory locations,
one for each Stock
Location (see image).
Note that all records
have or share the
same Item No. – This
is important to note for
tracking purposes.
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Creating a New Material Model Record
Just as with tools, a Material Model Record must be created first. The subsequent
Material Record is created from the Material Model Record.
1. Under the Navigator panel, click the Materials & Consumables module.
2. Click on the Material Models button – a new window should appear with the tab
“Material Model Records”.
3. Click on the Add Item button.
4. In the new Material Model Record window, fill in the following required
information:
a. Record ID
ToolWatch automatically populates this field; however you may change it to
whatever value you prefer. Once chosen, after the Model Record is saved, it
should not be changed.
b. Manufacturer
If you have not created any Manufacturers yet, the Lists > Manufacturers will be
empty. You will need to add at least one entry here before you can create your
Model Record. (See Managing List Information for information about working
with Lists items.)
c. Category
Categories enable you to group tools for searching and reporting, such as
“Vehicles” and “Ladders”. As before, you will need to create your Category
items in the Lists tab so as to finish your Model Record.
d. Model
•
Best practices here would be to enter the exact Model Number established by
the Manufacturer for this item.
•
Note that while this is a drop-down menu, it is also dynamic in that any
information you enter is stored for you to use in the future.
e. Descriptions
•
The field “Your Description” enables you to create your own generic description
for an item as opposed to using a manufacturer’s description that may be very
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long and/or unfamiliar to others. (The latter can be entered in the field
“Manufacturer’s Description”.)
•
Given the limited space, descriptions should display only important
(searchable) information, running left to right. Include features such as size that
distinguish this item’s record from other similar records and can be used in a
search.
•
Once the Description has been entered and the record saved, you may use the
Description with other Model Records as many times as you choose by selecting
it from the drop-down list.
Optional Information
5. Under the Cost Info tab, you can enter the MSRP, Item Base Value and
Replacement Cost information for the material: The latter will appear on
subsequent Material Records you create from this model.
6. Under the Stock Info tab, if you are using Bins in your warehouse, you may enter
information regarding the Bin (e.g., location, tracking number), potentially creating
multiple Bins in the process.
a. Depending on where you are pinned, a Bin has a unique location (e.g., East
Region Bin).
b. To create Bins under the same Material Model Record but different locations:
i.
pin yourself in the Org Tree
ii.
open Material Model Record, click > Stock Info tab
iii.
type in Bin information
iv.
save Model Record – close out of window
v. re-pin to new Org Tree location
vi. open same Material Model Record > Stock Info tab again
vii. type in new Bin information
viii. save Model Record – close out of window
ix.
repeat for each new Bin, being careful to save using the menu Save button
7. Add optional image to your Model Record.
8. Click Save to save all Model Record edits.
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After the new Material Model Record is saved, Enterprise will ask you if you would
like to create a new Material Record based on the model you just created. As with
Quantity Tool Model Records, each Material Model Record has only ONE Material
Record associated with it.
NOTE:
If you are moving from one Stock Location (or Bin) to another using the
Org Tree, you will be asked each time you pin yourself to a different
location if you want to save your changes. Click No so that your data is
left intact.
Creating a New Material Record
You should see now the message asking if you
would like to create a new Material Record for
this Model Record (see image).
NOTE:
1.
You will need one Material Inventory Record at each Stock Location
where you intend to stock this item.
Click the Yes button to display a new Material Record.
a. A new Material Record will appear. Notice that the window displays a tab that
says “Material Record”.
b. If you ever click the No button, you can still add a Material Record at any time.
Simply find this existing Model Record, highlight and right-click the “Create
Material from this model” option in the window that appears. A new Material
Record is created, complete with all information from the Model Record.
2. In the new Material Record window, fill in the following information:
Item Information tab
a. Item Number
Accept the assigned number or enter an appropriate value. This is a required
field.
b. Bar Code
Scan or enter in the appropriate Bar Code number (if using Barcodes)
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3. Product Equivalents tab
a. This allows you to substitute comparable items for the primary material.
b. For example, if you are tracking Duracell AA batteries in the Product
Equivalents tab, you can enter in the information for Energizer AA batteries,
Maxell AA batteries or Kroger AA batteries. Moving forward, you can scan or
enter any one of these 4 items into a Transfer Ticket.
Simply type your information into each cell (UPC, Descriptions,
Manufacturer – the latter came from your Lists tab). As you begin one entry,
a new one opens up.
c. To delete an entry, highlight the line and hit the Delete key on your
keyboard.
4. Purchase & Cost Info tab
a. From the Preferred Vendor field, choose a default
Vendor for use in replenishing your stock when the
time comes.
b. If a Vendor is not in the drop-down menu, go to Lists >
Vendors > Create New
c. All other Cost Information (besides Replacement Cost)
is generated by a Purchase Order and a Transfer Ticket. When items of this
Material Record are purchased and received against, Purchase Cost data is
averaged and updated in these fields.
5. Click Save after making all edits.
6. In order to adjust your inventory numbers, you will need to save and then reopen this Material Record; only then can you modify the Quantity field, found in
the Item Information tab.
a. You may wish to jot down the Item No for your Material Record – You will
need this to search for your record after you click on Save.
b. Save your Material Record. It will disappear from your screen so don’t panic!
c. Use the search feature of the Material Browser to find this record. Enter the
Item No. into the Number search field and hit the Go button to find your
record.
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7. Once you find the record, double-click on it (see image). (You can also right-click
and use Adjust Inventory option here.)
8. In the Material Record, on the Item Information tab, click the Adj. Quantity
button.
9. In the New Quantity window that appears, enter your inventory numbers in the
“New Quantity” field.
10. Click Save to save the new quantity.
11. Click Save to save your changes to the Material Record.
12. As a best practice, return to your Model Record to ensure that your quantity is
updated.
Training Activity #11: Create Materials
In ToolWatch Enterprise, you are going to create 3 new Material (Model) Records for
the paint, fasteners and oil shown here.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
ENTERPRISE ESSENTIALS > Creating a New Material Model Record (also
Material Record)
1. Now create a Material Model Paint Record for Krylon, Model
52101, red spray paint purchased in 12 oz. cans:
•
•
•
•
Category = Paint
Cost Info tab: all 3 fields @ $9.59
create 1 Material Record
30 cans of paint in stock
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2. Next, create a Material Model Oil Record for Mobil 1, Motorcycle
Motor Oil, Model MX4T, 10W-40, stored in quarts.
•
•
•
•
Category = Oil
Cost Info tab: all 3 fields @ $6.50 each
create 1 Material Record
18 containers of oil in stock
3. Lastly, create another Material Model Fasteners Record for Grip-Rite, Model
212CDWS5, 2 ½”, #8 Drywall Screws, kept in stock as 5 lb boxes.
•
•
•
•
Category = Fasteners
Cost Info tab: all 3 fields @ $21.97 each 5 lb box
create 1 Material Record
25 boxes of fasteners in stock
When done, compare your work to the Answer Key.
Material Browser
Viewing Materials & Consumables
The Materials Browser is the easiest and fastest way to locate materials and
consumables that are stocked. You can navigate directly to specific categories of
materials or you can search for specific items using the Search feature. As well, you
can print reports directly from the Browser and/or export the report data directly
into a file format (.csv) that is used by most commercial spreadsheet applications.
1. Under the Navigator panel, click the Materials & Consumables module.
2. Select the Materials button to view the Materials Browser window.
3. In the Material Browser window, you will begin your search in the Explorer tree.
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The Materials Browser is divided into two areas: The area on the left (A) is the
Explorer tree while the area on the right (B) displays the list of Material Records
(see image).
B
A
Explorer Tree
The tree provides an easy way to navigate directly to material inventory information
without entering search information. It displays a list of your materials categories:
Each category is further divided into Stock Locations where these items may be
stocked.
1. To view all Material Records with Explorer Tree, click on All Categories in the
Explorer Tree (All Categories > All Materials).
2. Enterprise will display a list of all Materials Records currently visible to you.
3. Double-click on an entry to open that particular Material Record.
The following examples will explain how to display material inventory records in
various situations. The examples use simulated data.
Viewing Materials by Category
If you would like to view all materials in one category, such as “Air Filters”, follow
along with your own data.
This scenario would be helpful if you were trying to locate an item or view inventory
levels across multiple warehouses.
1. In the Explorer tree, you would click on the “Air Filters” category.
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2. Next, you would click on “All Air Filters”. Enterprise would display a list of all Air
Filters for which it has Material Inventory Records.
Viewing All Materials at Specific Stock Locations
In this example, we will display a list of all materials at a specific Stock Location.
1. In the Explorer tree, you would click on the “All Categories” category.
2. Next, you would click on “Stock Location”, then on the Stock Location of your
choice to display all of the materials at the location you selected.
Searching for Material Model Records
1. To display all of your Material Model Records, from the Navigator panel, click on
the Materials & Consumables module.
2. Click on the Material Models
button to display the Material
Model Browser window.
a. The window is divided into
two areas. The area on the
left (A) is the Explorer tree
while the area on the right
(B) displays the individual
Material Model Records
(see image).
b. Each category is also
further divided into
Manufacturers.
3. To view all of your Material Model Records, click on All Categories in the Explorer
tree.
4. Click on All Materials.
A
B
If you only want to see the Model Records for one category, say “Anchors”, simply
select that category and then click “All Anchors”, and ToolWatch will display a list of
all “Anchor” Model Records currently visible to you.
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Searching for Materials & Consumables
ToolWatch also provides you the ability to search for
specific materials or groups of material records by using
the Search button at the bottom of the Material Browser
window.
Clicking the Search button will display a search criteria window at the top of the
Material Browser.
a. Click on the Search button at the bottom of the Material Browser (see image).
This will open the search window.
b. a) If you would like to search by specific information, simply enter your search
criteria into one of the fields and click the “Go” button. Results will be displayed
in the Material Browser window below.
b) When you are finished searching, click the “Clear” button in the search criteria
area to clear the field contents window for a new search.
c. To return to the Explorer-only view, click the Close button.
Low Level Browser
In Enterprise, you can set a specific number (“low level”) of an item, where, if stock
drops to or below this point, a message is generated warning you of low level status.
This status will display in these locations:
•
the Low Level Browser
•
notifications in the Message Center of all 6 Dashboards
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Set Inventory Levels for a Material Model Record
1. Under the Navigator panel, click the Materials & Consumables module.
2. Click on the Material Models button to display the Material Model Records
browser window (see image).
3. You will perform your search in the Explorer tree of this window.
4. Using the Explorer tree, find a particular Material Model Record:
a. Under Categories, select All Categories > All Materials to view a list of all
Material Model Records in Enterprise
OR
b. Select one of the specific categories listed under the Explorer window to look
for all the Material Model Records for this category or other selected
manufacturers.
5. Double-click on the model record of interest.
6. In the Material Model Record window,
click the Stock Info tab (see image).
7. Manually adjust these 3 Levels:
a. High Level represents the maximum
inventory count you would like to
have on hand for this item – any more
and you are wasting resources on
stocking this excess.
b. Target Level represents your ideal inventory count for this item.
c. Low Level represents that figure where if your inventory drops below it,
Enterprise will display this status at those locations outlined earlier.
8. Click Save to save these levels.
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NOTE:
You can set inventory levels for tools as well as materials - Go to Tool Model
Records and click on the Stock Info tab, following the same guidelines as for
materials.
Searching for Items Using the Low Level Browser
The Low Level Browser allows you to see a list of items that are currently below their
designated Low Level inventory quantities.
1. Under the Navigator panel, click the Materials
& Consumables module.
2. Click the Low Level Browser button to open
the Low Level Browser window.
3. Click the Recalculate button to refresh/update
the window (see image).
4. The list that appears (see image) represents those materials that have dropped below
their designated Low Levels. For each material, you are provided with its:
•
Category
•
Description
•
Model Record Number
•
Current Level
•
3 Designated Levels (Low, Target, High)
•
The preferred Vendor who you have designated to re-order this material
(if using a Purchase Order)
5. Double-clicking on any line item will open its Material Model Record > Stock Info
tab > Levels.
6. Highlighting and right-clicking on any line item will allow you to set up this
material directly onto a Purchase Order (see image).
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a. If you set up a Purchase Order for this item, ToolWatch will automatically
calculate the difference between your Target Level and your Current Stock and
then populate this purchase order with the difference.
b. For example, if your Target Level = 20 units and your Current Stock = 3 units,
your Purchase Order will reflect an order of (20 – 3) or 17 units.
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Training Activity #12:
Create Inventory Records and Set Levels for
a Material Record
Part One
You wish to divide your Mobil 1 Oil inventory between Bin locations at your two Stock
locations. As such, you will need to create a Material Inventory Record for the Wood
River Warehouse.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
ENTERPRISE ESSENTIALS > Materials & Consumables > Material Inventory
Records
1. Open the Mobil 1 Oil model record and click the Stock Info tab.
2. Name the Bin here Main Bin. Notice the Inventory Information location.
3. Save your work.
4. Pin yourself at the Wood River Warehouse location in the Org Tree.
5. Go to the Material Model Records and highlight the Oil model record.
6. Click on Add Inventory Record to create a new inventory record.
7. Open the model record to view the new Material Inventory Record.
8. Stock it with 25 units of oil.
9. Save your changes for this record.
10. Find this record on the model browser and open it.
11. Go to Stock Info tab and name this Bin Wood River Bin.
12. Save your work.
13. Now, re-pin yourself back to the Main Warehouse.
14. Open the model record again to view both of your newly stocked records.
Part Two
For your Main Warehouse, you want to manage inventory levels to ensure you do not
run out of oil stock.
•
ENTERPRISE ESSENTIALS > Materials & Consumables > Low Level Browser
1. You should be pinned at the Main Warehouse to open the Mobil 1 Oil model record.
2. For your oil, set these Levels:
•
•
•
High = 40 units
Target = 30 units
Low = 20 units
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3. Save these changes.
4. Go to the Message Center (click Refresh) of any Dashboard to see if a message was
triggered - Click on it.
5. At the Low Level Browser, click the Recalculate button.
6. Double-click to adjust your Current Inventory of Mobil 1 Oil from its present level
to 25.
7. a) Return to Low Level Browser and click on Recalculate. What happened? Why?
b) Return to your Dashboard Message Center and refresh. What happens to the
message? Why?
When done, compare your work to the Answer Key.
Transfer Tickets
Introduction
The ToolWatch Enterprise Pick Tickets & Transfers module provides the features
necessary to pick, transfer and count tool and material inventory items. Keep in mind
that ToolWatch is a digital representation of a physical world: It is a medium to record
all events that occur with your tools and materials.
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Pick Tickets & Transfers: An Overview
Electronic Pick Tickets provide warehouse staff with a quick and accurate method for
selecting the tools and materials necessary to fulfill a request, such as one that may
come in from a field supervisor for certain tools (see image).
Pick Tickets can be assigned to a warehouse employee who can see a list, maybe on his
wireless Mobile Scanner, of all tickets for which he is responsible
Pick Tickets include information about who requested the items as well as when and
where the items are to be delivered. The Pick Tickets can be printed for processing or
delivered electronically using a Mobile Scanner. After the items are picked, ToolWatch
generates a Transfer Ticket automatically, ready for processing.
In ToolWatch, Transfer Tickets play a critical role: They record the movement of all
inventories. Items assigned to project locations, employees or other Stock Locations
should be processed and recorded on Transfer Tickets. Transfer Tickets (see image)
generate the data necessary for Job Cost and Billing, historical reporting, etc.
A Transfer Ticket Explained
Required fields for a Transfer Ticket are
indicated by an asterisk (*).
Number
1*
Explanation
Transfer Number
2
Date and Time of when
transfer was generated
3*
select type of transfer
4
keeps window open for
multiple transfers
(otherwise transfer closes
after being processed)
5*
From field, includes
“Stock” button that, when
clicked, fills in Stock
Location of where pinned
ToolWatch Enterprise Training Manual
Number
6
Explanation
Cost Center & Code – for
Job Cost & Billing use only
7*
To field, includes “Stock”
button as before
8
auto-populated with name
of person creating transfer
9*
official Date and Time of
when transfer was
processed - can pre-date
10
list of Employees who can
be assigned to Deliver
transfer
11
designate a Return Date,
will trigger note in
Message Center if items
not returned in time
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Number
12
94
Explanation
assign an alternate
identifier to transfer
Number
15
Explanation
Signature is captured with
Mobile Scanner & viewed
13*
Scan field for entry of
items to be transferred
16
sets transfers to print each
time they are processed
14
optional Notes area
17
keeps a running total of
items being transferred
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Kit
Kit Number
Status
Status Code (if present)
Item
Item Number
Meter
Qty
adjust quantity for
Quantity Tools, Materials
Meter information, can
update on transfers
PI
check if Personal Issue
item, assigned only on
transfers
Description from Tool/Material
Records
From
for multiple items with
different locations
Cost Center used with Job Cost
From
& Billing module
Process
Transfer
click to initiate transfer
Add Tool
Record
allows for tools to
populate transfer
Add Model allows for materials to
Record
populate transfer
Remove
Item
highlight line item and
click to delete item for
transfer
Cancel
click at any time to cancel
entire transfer ticket
ToolWatch Enterprise Training Manual
Cost Center used with Job Cost
To
& Billing module
Cost Code
used with Job Cost
& Billing module
Edit
Transfer
use with historical
transfers, allows editing of
Job Cost & Billing fields
for un-posted transactions
Previous
Next
click to advance or retreat
from an historical transfer
to next
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Creating a Transfer from the Transfer Browser
1. From the Navigator panel, click on the Pick Tickets & Transfers module.
2. Click the Transfer Ticket button to open the Transfer Browser window.
3. Click on the Create Transfer button
to open a new Transfer Ticket.
4. Populate the From field using one of the following methods:
a. click the Stock button to select the main Stock Location (wherever user is pinned)
b. select an Employee or Location from the drop-down menu (to the right of From)
(see image)
NOTE:
Type the first letter of an Employee or Location in the From field then select
from the drop-down menu results
5. Populate the To field using one of the following methods:
a. click the Stock button to select the main Stock Location (wherever user is pinned)
b. select an Employee or Location from the drop-down menu (to the right of To)
(see image)
NOTE:
Type the first letter of an Employee or Location in the To field then select
from the drop-down menu results
Creating a Transfer from the Tool Browser
1. From the Navigator panel, click the Tools & Equipment module.
2. Click on the Tools button to open the Tool Browser window.
3. Select items from the Explorer Tree using one of the following methods:
a. All Categories > All Tools > highlight tool(s) on browser
b. All Categories > select a specific tool category then select an Employee or
Location for a specific item > highlight tool
4. Right-click on the highlighted entry.
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5. Select Add to Transfer from the pop-up menu. This will open a new Transfer Ticket
and add the highlighted item to the ticket.
6. On the Transfer Ticket, select the destination (To) for the item(s) by:
a. clicking the Stock button to select the main Stock Location
OR
b. selecting an Employee or Location from the drop-down menu
7. Click Process Transfer to execute the transfer process.
Creating a Transfer from the Material Browser
1. From the Navigator panel, click the Materials & Consumables module.
2. Click on the Materials button to open the Material Browser window.
3. Select items from the Explorer Tree using one of the following methods:
a. All Categories > All Materials > highlight material(s) on browser
b. All Categories > select a specific material category then select a Stock Location
for a specific item > highlight material
4. Right-click on the highlighted entry.
5. Select Add to Transfer from the pop-up menu. This will open a new Transfer Ticket
and add the highlighted item to the ticket.
6. On the Transfer Ticket, select the destination (To) for the item(s) by:
a. click the Stock button to select the main Stock Location
OR
b. selecting an Employee or Location from the drop-down menu
7. Click Process Transfer to execute the transfer process.
NOTE:
Immediately after such actions as a transfer, you might wish to see the results.
Typically, in order to view such a change, you will need to Refresh the
window to update any recent changes.
The easiest way to refresh is to complete some other action like one of these:
•
doing a Browser search and clicking the “Go” button
•
processing another transfer by clicking the “Process Transfer” button
•
clicking “Save” to create a record
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Adding Tools or Materials to a Transfer Ticket
1. From the Transfer Ticket, click on either the Add Tool Record or Add Material
Record button.
This will open the
respective Browser, either the Tool or Material Browser.
2. From the resulting Browser window, Explorer Tree, locate tools using one of the
following methods:
•
selecting All Categories > All Tools > choose tool(s) of interest
•
selecting All Categories and the specific tool category
3. Highlight the tool(s) of interest, and then click the Add Item button, located on the
menu bar.
4. To remove an item from the Transfer Ticket, highlight the item and then click on the
Remove Line button
found on the menu bar.
5. Any items placed onto a Transfer Ticket can have their Meter and Status
information updated. Simply edit these fields prior to processing the transfer.
Assigning a Tool as Personal Issue (PI)
There are circumstances where Employees work with tools or items that are assigned or
issued to them throughout their tenure (e.g., keys, cell phone, PPE). These items are
designated as “Personal Issue” (or PI) in ToolWatch; this assignment is reflected in the:
Tool Browser (left)
and in
Tool Records (right)
along with being on Transfer Tickets, Count Tickets and some
reports.
PI tools do not appear automatically on Express Check-In tickets as do non-PI items but
can still be transferred if added manually.
NOTE:
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Use transfer tickets to designate (or un-designate) a tool as Personal Issue.
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1. Open a Transfer Ticket.
2. Add the tool of interest to this transfer.
3. Find the tool on the Transfer Ticket. Click on the box under the column “PI” to
assign this tool as Personal Issue. You should see a checkmark in the box.
4. Process this ticket. This tool now shows the PI designation in its Tool Record, on
future transfers, etc.
5. To remove the PI assignment, place the tool on a new Transfer Ticket: From there,
you can (a) un-click the box and (b) process the transfer to remove the designation.
Searching for and Viewing Transfer Tickets
1. From the Navigator panel, click on the Pick Tickets & Transfers module.
2. Click the Transfer Ticket button to open the Transfer Browser.
3. Under Browse Transfers, add search criteria by one of the following methods:
a. enter a specific Transfer Number
b. select a drop-down list in one or
more of the fields provided
NOTE:
If you want a transfer with a
particular Transfer Number, say
#12, then enter that number (here
“12”) in BOTH fields of the
search (i.e., both sides of the dash
after Transfer No.)
4. Click the Search button.
•
To clear previous search results so as to perform another search, click the Clear
button.
5. Highlight a transfer from the list: Double-click on it or click on the View Transfer
button to open the Transfer Ticket.
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Editing Historical Transfer Tickets
Once a transfer is complete, its ticket becomes “historical”. As such, it can be found by
searching the Transfer Browser. At first glance, all fields are greyed out, giving the
appearance that it can no longer be edited. Clicking on the Edit Transfer
button suggests otherwise. A window appears reminding the user that any changes to
Job Cost & Billing can involve only unposted entries (i.e., transfers). What this means to
you is that once data for a transfer has posted, changes will not affect Job Cost & Billing
information.
Here is what can be edited:
1. a Return Date for this transfer may be assigned (or changed) - it will still generate a
message in the Message Center as appropriate
2. a Cost Center can be assigned (or changed)
3. a Cost Code can be assigned (or changed)
If a Cost Center or Code is added (i.e., one did not exist prior), the next calculation will
apply this Cost Center (Code) as long as no charges have been posted based on this
transfer.
If a Cost Center (Code) is changed (from a previous one on the ticket), any transactional
data generated previously by this transfer will apply to the new Cost Center (Code) and
be removed from the old one. It is important to note here that this will occur only to
entries that have NOT been posted - Once posted, transactional data cannot be
replaced, making any future troubleshooting quite difficult.
1.
2.
3.
4.
5.
6.
Using the Transfer Browser, search for a historical transfer of interest.
Open this Transfer Ticket.
Click on the Edit Transfer button - Read and click OK to the subsequent window.
Add/Edit the appropriate Cost Center, Cost Code and/or Return Date fields.
Click the Process Transfer button to initiate the transfer and any edits you made.
Perform a manual sync to affect any further billing calculations.
Deleting a Transfer Ticket
1. From the Transfer Browser, select and highlight a Transfer Ticket of interest.
2. Click the Delete Transfer button to delete this transfer.
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Printing Transfers
Printing Transfers as They are Processed
Printing a Transfer Ticket can be done in one of two ways:
1. as they are processed and
2. after they have been processed
Before clicking to process your transfer (i.e., clicking
on the Process Transfer button), select the “Print
transfer ticket when processed” box down in the
lower right corner of the Transfer Ticket (see image).
This will print – automatically – a copy of your Transfer Ticket as it is being processed.
This is useful if a number of tickets are being processed at the same time; in this case,
each Transfer Ticket will be printed as it is processed and the transfer window will
remain open between transfers, saving considerable time.
Printing Transfers After They Have Been Processed
Leaving the “Print transfer ticket when processed” box un-selected allows for you to
choose what Transfer Ticket and when this ticket will be printed.
1. From the Transfer Browser, highlight a Transfer Ticket and select
the Print button.
2. Click on the drop-down arrow from the Print button and select the
“Print Selected” option (see image).
3. The Report Options window opens. Click on the Report
Layout drop-down menu and select the Transfer
Ticket option (see image).
4. This will enable the View Report button at the bottom.
Click on this button to have the ticket open in a new window.
5. Select the Print icon
on the menu (at the top of the
window) to print the transfer.
6. Alternatively, you can click on the Export Data button
to save the
report as a database file (i.e., in a .csv format). You can choose to save or print this
new file.
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Training Activity #13: Transfer Tools and Materials
You work in the Main Warehouse. One of your responsibilities is to fulfill any requests
involving transfers of tools and materials in and out of the warehouse.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
ENTERPRISE ESSENTIALS > Transfer Tickets
•
NOTE: For the following transfers, try to use your browser to populate the tickets.
As well see if you can perform each numbered exercise using only a single
transfer ticket.
1. The Stoneybrook job site needs a truck transferred to it from your Main
Warehouse immediately. One of your trusted employees is going to manage the
delivery of this truck. Transfer out one of your trucks, documenting the name of
the employee that delivered it.
2. The Legacy job site needs 2 trucks and 3 screwdrivers. One of these trucks is
being transferred from the Stoneybrook site; the other truck, along with the
screwdrivers, will come from your Main Warehouse. Make the appropriate
transfers.
3. The Legacy job site is returning 1 of the trucks and 2 of the screwdrivers that they
received earlier. On the returning truck, the odometer reads “47605”. Transfer
these items back to the Main Warehouse, correctly documenting the updated
Meter information for the truck.
4. Employee Foreman Tom Smith needs 2 screwdrivers, 2 units of oil and 1 truck
from the Main Warehouse. You require these items returned back in 3 days.
Transfer these items to Tom; be sure to include a Return Date on the transfer for
these items.
When done, compare your work to the Answer Key.
Express Check-In
The Express Check-In feature takes all of the tools currently assigned to a specific
Employee or non-Stock Location and transfers them back to a designated Stock
Location. This can be useful in a Tool Crib environment to transfer all items assigned to
an Employee back to the Tool Crib after he is reassigned, leaves the company, etc.
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Consider that where you are pinned in the Org Tree affects the To and From choices
available to you. Employees or Locations that are visible at the level pinned in the Org
Tree will populate the To and From drop-down lists.
1. From the Navigator panel, click on the Pick Tickets & Transfers module.
2. Click the Transfer Ticket button to open a Transfer Browser window.
3. Click on the Create Transfer button to open a Transfer Ticket window.
4. On the new Transfer Ticket, select the Express Check-In radio button.
a. The To field auto-populates with the Stock Location where you are currently
pinned in the Org Tree.
b. The From field auto-populates by choices that are visible at this Org Tree
position. If an Employee is selected, any items assigned to this individual will
appear on the Transfer Ticket.
NOTE:
Unless the Express Check-In button is un-checked, all future transfers will
have this radio button selected.
5. Select the Employee or non-Stock Location of the tools being transferred in the From
drop-down menu.
NOTE:
In the Mobile Scanner, only Employees populate the From drop-down
menu versus the desktop, where Locations also populate it.
6. You can indicate that any or all items listed on the Transfer Ticket are present by
checking them in. There are 2 ways to accomplish this:
a. Placing a checkmark in the
All box will select all items
automatically and adjust the
In and Out quantities.
b. Placing checkmarks in the
individual item boxes
allows you to indicate items that are/not present. This way you manually adjust
quantities that are present (In) or not present (Out) at the time of the transfer.
7. When ready, click on the Process Transfer button. All the tools currently assigned to
the designated Employee or non-Stock Location will be re-assigned to the Stock
Location.
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Express Check-Out
This feature automatically populates the From field with the Stock Location wherever
you are currently pinned in the Org Tree.
1. Fill out this transfer and process as you would a normal Transfer Ticket.
2. a. The “To” field is populated with those Employees and Locations that are visible at
this Org Tree position.
b. The “From” field is populated with the Stock Location where you are currently
pinned in the Org Tree.
Pick Tickets
Introduction
Electronic Pick Tickets provide warehouse staff with a quick and accurate method for
selecting the tools and materials necessary to fulfill a request, such as one that may
come in from a field supervisor for certain tools.
Pick Tickets can be assigned to a warehouse employee who can see a list, maybe on his
wireless Mobile Scanner, of all tickets for which he is responsible.
Pick Tickets include information about who requested the items as well as when and
where the items are to be delivered. The Pick Tickets can be printed for processing or
delivered electronically using a Mobile Scanner. After the items are picked, ToolWatch
generates a Transfer Ticket automatically, ready for processing.
Creating a Pick Ticket
Pick Tickets (see image) create groups of tools and materials, in one batch, to be picked
from the warehouse a la a “shopping list”. Once items are picked, they can be placed
onto a Transfer Ticket, resulting in the transfer of requested items to their final
assignment(s).
Enterprise Essentials
1. From the Navigator panel, click on the Pick Tickets & Transfers module.
2. Click the Pick Tickets button to open a Pick Tickets Browser window.
3. Click the Create Ticket
in Draft status.
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button to open a Pick Ticket. Notice that it is
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A Pick Ticket Explained
Required fields for a Pick Ticket are
indicated by an asterisk (*).
Number
1*
2*
Explanation
Pick Ticket Number
Pick From field, includes
“Stock” button that, when
clicked, fills in Stock
Location of where pinned
Number
6
Explanation
Employee designated as
person requesting Pick
Ticket
7
date specified as to when
Pick Ticket is due
8
Employee assigned to
completion of Pick Ticket
3
Cost Center & Code – for
Job Cost & Billing use only
9
date specified as when
Pick Ticket is closed
4*
Pick For field, includes
“Stock” button
10
5
non-functional – for future
development (?)
Pick List tab lists items to
be picket; Picked Items
tab lists those items that
have been picked already
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11
as items are entered into a
Pick Ticket, this field
designates quantity of
each item as entered
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Number
12*
13
Explanation
Scan field for entry of
items to be transferred
Number
14
Explanation
keeps a running total of
items being transferred
Generic
check if OK to give person
picking ticket permission
to substitute an item from
a similar Model Record
than the Model requested
Pick From
represents location from
which item was originally
assigned to Pick Ticket
Bin
Bin location of item (from
Model Records)
NOTE:
If you add a Material item
that contains Bin data to a
Pick Ticket, it will not
appear initially – After
you save the ticket, it will
show up in the Bin area.
optional Notes area
T**
Type of item entered
Req
number of items requested
(before being picked)
Picked
number of items picked
(after being picked)
Description from Model Records
Manufacturer from Model Records
Model
from Model Records
**
= Material/Consumable
= Quantity Tool
= Unique Tool
= Kit
= Template
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Q
T
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Required Fields
4. Populate the Pick From field (is similar to the From field on a Transfer Ticket) as
you would any other drop-down menu.
•
field contents reflect what is visible to where you are pinned in the Org Tree
5. Do likewise for the Pick For field (is similar to the To field on a Transfer Ticket).
•
field contents reflect what is visible to where you are pinned in the Org Tree
Optional Fields
6. You can populate the Requested By and Assigned To fields by selecting one of the
Employees listed here. All active Employees in ToolWatch are found here,
irrespective of where you are pinned.
7. Cost Center and Cost Codes are used only in Job Cost & Billing.
8. As well, you can designate a Due Date and/or assign a Date Closed to your Pick
Ticket.
Adding Tools to a Pick Ticket
Adding items to a Pick Ticket in ToolWatch Enterprise adds general Model Record
information for a tool or material item, not more specific Tool/Material Record
information. This allows for greater flexibility in selecting those items that are “picked”
when completing the Pick Ticket.
By way of example, let’s look at a request from the field for a 3/8” drill. A Pick Ticket
is created and using Model Record information, a Bosch (Manufacturer) 1000 VSR
(Model) 3/8” drill is added to the Pick Ticket.
Since the request is not for a specific drill, any drill within this Model Record can be
picked to fulfill this request. If you check the
Generic option on the Pick Ticket (see image),
a (1) DeWalt, (2) Black & Decker or (3) Milwaukee
(etc.) 3/8” drill can be selected as a viable
alternative.
NOTE: A new Pick Ticket begins in Draft status. This is important because it is one of
only 2 states (Draft and In Progress) where items can be added to a Pick Ticket.
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1. Using your open Pick Ticket, click on
the Add Tool Record button. This
will open the Tool Model Records
window (see image).
2. From this Tool Model Records
window, locate tools using one of the
following methods:
a. In Explorer, select All Categories
> All Tools
b. In Explorer, select the specific tool
Category > All Tools
3. Highlight the Tool Model Record and click OK to add this Model Record
information to the Pick Ticket.
NOTE:
You can populate a Pick Ticket from both Tool and Material Browsers by
right-clicking selected items and “Add to Pick Ticket” option.
4. Click the Generic box where appropriate.
5. Click Save. After saving, Enterprise asks if the new Pick
Ticket is ready for picking (see image):
•
selecting No saves the Pick Ticket in Draft status
•
selecting Yes saves the Pick Ticket in the Ready to Pick status
Adding Materials to a Pick Ticket
1. Using your open Pick Ticket, click on the Add Material Record button. This will
open the Material Model Records
window.
2. From this Material Model Records
window, locate tools using one of the
following methods (see image):
a. In Explorer, select All Categories >
All Materials
b. In Explorer, select the specific tool
Category > All Materials
3. Highlight the Material Model Record and
click the Add Item button to add this
Model Record information to the Pick Ticket.
4. Click the Generic box where appropriate.
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5. Click Save. After saving, Enterprise asks if the new Pick Ticket is ready for picking:
•
selecting No saves the Pick Ticket in a Draft status
•
selecting Yes saves the Pick Ticket in the Ready to Pick status
Editing a Pick Ticket
1. The Pick Ticket must be in Draft status. (The only edits that can be done In Progress
are adding items to the ticket.)
2. You can edit any of the information on the top of the ticket even after it is saved.
3. You can remove an item by highlighting the item then clicking the Remove Line
button.
4. You can view an item either by double-clicking on it or highlighting the item, then
clicking the View Line
button.
5. You can adjust the quantity of a non-unique item by going to the Req value
and clicking the up/down button.
6. Click the Save button.
Searching for Pick Tickets
1. From the Navigator panel, click on the Pick Tickets & Transfers module.
2.
Click the Pick Tickets button to open the Pick Tickets Browser window.
3. Just right of Browse Pick
Tickets, select one of the radio
buttons to search for Open, Closed or All Pick Tickets.
4. Add search criteria using one of the following methods (see image):
a.
enter a specific Pick Ticket
Number
b.
select a drop-down list in one or
more of the fields provided
5. Click the Search button to conduct
your search.
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Viewing a Pick Ticket
1. Begin with a list of Pick Tickets in the Pick Ticket Browser. To view a given ticket,
either:
• double-click it or
highlight the row and click on the View Ticket
bar.
2. Viewing a Pick Ticket in Ready to Pick status
displays the following message:
•
button in the menu
a. clicking Yes will open up the ticket and set it
to the In-Progress status
b. clicking No will open up the ticket in Ready to Pick status, allowing you to add
items to or view the ticket
Deleting a Pick Ticket
1. From the Pick Ticket Browser, select (highlight) any Pick Ticket in Draft,
In-Progress or Ready to Pick status.
2. Click the Delete Ticket
previously, it will be deleted.
button: If this ticket has not been picked
Picking a Pick Ticket
The act of “picking” a Pick Ticket represents a warehouse employee, Pick Ticket in hand
(or Mobile Scanner), locating items on the Pick Ticket, pulling them from inventory and
transferring them out via a Transfer Ticket.
1. From the Navigator panel, click on the Pick Tickets & Transfers module.
2. Click the Pick Tickets button to open the Pick Ticket Browser.
3. Add search criteria using one of the following methods:
a.
enter a specific Pick Ticket Number
b.
select a drop-down list in one or more of the fields provided
4. Highlight a Pick Ticket in the Ready to Pick status.
5. Click the Pick This Ticket
button. Once selected the Pick Ticket
opens and will change to the In Progress status when you next save it.
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6. In the Pick List tab, select and
highlight one of the line items from
the Pick Ticket (see image).
7. In the Qty field, enter a quantity of
items to be picked (for Qty Tools and
Materials only). This number should match, if possible, the number in the Req field.
8. Either (a) enter an Item Number in the Scan field or (b) scan a number using a
Barcode, then click the Enter button. It is here where using the Mobile Scanner has a
distinct advantage over the desktop platform.
NOTE:
The number that you use should reflect an Item Number that is found in
the Model Record highlighted in Step #6. If it does not, it will be added to
your Pick Ticket as a new line item (which you can delete).
9. Click on the Picked Items tab to
view the list of items you have
picked (see image).
10. Repeat Steps #6-8 for each of the
line items on the ticket.
11. Click Save and indicate whether you wish to:
a. transfer the picked items
b. close the Pick Ticket
or
Keep the ticket Open until all items are picked and transferred out
to their respective job sites.
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Training Activity #14: Create and Pick a Pick Ticket
You work in the Main Warehouse. One of your responsibilities is to fulfill any requests
involving transfers of tools and materials in and out of the warehouse.
You receive a request from a Project Manager to have some items transferred out to 2 of
his sites.
To review the procedures for the 1st part of this activity, see the following section in the
ToolWatch Enterprise Training Manual:
ENTERPRISE ESSENTIALS > Pick Tickets > Creating a Pick Ticket
•
Part One
Begin by creating a Pick Ticket for one of the 2 sites, the Legacy job site. The items
requested here:
1. are due tomorrow
2. include the following items:
a. 2 DeWALT DW140 drills
b. 3 Craftsman Phillips screwdrivers
c. 1 can of red Krylon spray paint
Continue by creating a Pick Ticket for the other of the 2 sites, the Stoneybrook job site.
The items requested here:
1. are due in 3 business days
2. include the following items:
a. 1 Ford truck
b. 2 containers of Mobil 1 oil
c. 3 50 ft Coleman extension cords
You finish creating the Pick Tickets but cannot complete the order just yet. Save these
tickets, in the “Ready to Pick” status – Do NOT begin picking them.
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Part Two
To review the procedures for the 2nd part of this activity, see the following section in the
ToolWatch Enterprise Training Manual:
•
ENTERPRISE ESSENTIALS > Pick Tickets > Picking a Pick Ticket
Time allows you to complete your earlier work (i.e., picking the 2 Pick Tickets you
created). Since they are sitting in “Ready to Pick” status, they can be picked now.
Pick both tickets and transfer out all of the items to each of the Legacy and Stoneybrook
job sites. Close out both tickets.
When done, compare your work to the Answer Key
Kits and Templates
Introduction
Kits and Templates represent discrete packages of tools and/or materials that are
grouped together to be used on a recurring basis. While this has the potential to save
time and increase efficiency, most importantly arranging items this way should
minimize errors in selecting items repeatedly.
Some distinctions between a Kit and a Template are:
•
Kits are made up of Tool/Material Records; Templates are composed of
Tool/Material Model Records
•
Kits show up as a Tool Type of “K” whereas Templates are “T/M”
Kits
One of the advanced features in Enterprise is the ability to group any combination of
tools, materials and consumables together; this combination of items is called a Kit.
In many ways, kits can be treated like tools: They can be transferred, placed on a Pick
Ticket and picked, and added to a Count Ticket, to name a few actions.
Kit items are designed to associate together regardless of their location. Additionally, it
is possible to transfer kit contents away from the kit while still maintaining their
association with the kit. So, an item can be loaned temporarily from a kit or it can be
transferred to a Service Center while still keeping track of its association to the kit.
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Locating an Existing Kit
1. From the Navigator panel, click on the Tools & Equipment module.
2. Click on the Tool Kits button to open the Kit Browser window.
3. In the Explorer window, click on All Categories > All Tools. A Kit will be
represented by a red tool box icon.
4. Click on any of the column headers to sort the varied lists and scroll to find a
particular Kit. Alternatively, you could use the Search button and search for a Kit
using any relevant fields (e.g., Kit No.).
Creating a Kit
1. From the Navigator panel, click on the
Tools & Equipment module.
2. Click on the Tool Kits button to open the
Kit Browser window.
3. Click the Add Kit button to open a Kit
Detail window.
4. Note the user’s current pinned location
in the Assigned To field (see image). This is where the kit will be created.
5. Select or type in a Description, Category and Bar Code Number as appropriate for
your new Kit. (Categories are from Tool Category in Lists.)
6. Populate the Kit by doing one or more of the following:
a. Click the Add Tool Record or Add Material Record button and select items
using the appropriate Browser.
b. Type in a Tool or Material Item Number representing the item(s) you wish to
add then click Enter.
c. Scan in or enter a Bar Code Number representing each item you wish to add.
7. Optional: As a best practice, include a Note describing special conditions relative to
your kit contents. For example, if Item #3652 is a consumable and will be removed
from this kit if transferred from Stock, include a note informing others to replace this
item (include Item # and quantity) when transferred.
8. Click Save to save your new Kit.
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Creating a Kit from the Tool and Material Browsers
1. From the Navigator panel, click on the Tools & Equipment module.
2. Click on the Tools button to open the Tool Browser window.
3. In the Explorer window, click on All Categories > All Tools.
4. Click on any of the column headers to sort the tool lists and scroll to find the tools
you want to add to your Kit.
5. When you find the tool(s) you want to add to your Kit, highlight them, right-click,
and select Add to Kit.
6. Repeat the above steps until you have added all of the tools you want to your new
Kit. You can do this for materials as well using the Material Browser.
7. In the Description field, type in the title you want for the new Kit.
8. Select the Category representative of this Kit.
9. Optional: Add a Bar Code Number in the Bar Code field.
10. Optional: It is a best practice to add descriptive notes in the Note field.
11. Click Save to save your Kit.
Transferring a Kit and Items within a Kit
1. If you wish to transfer the entire contents of a kit, go to the Kit Browser, highlight
the Kit of interest, and right-click Add to Kit. All items (i.e., the Kit and its contents)
will be re-assigned to the To location on your transfer. (Alternatively you can add a
Kit or items within a Kit by typing in those numbers onto a transfer.)
2. To transfer items within a Kit, go to the Tool Browser. Click on the Explode Kits
button at the bottom of the window. This will remove all items within the Kits
displayed on the browser.
3. Highlight those tools of interest and rightclick Add to Transfer. This window appears
(see image). Here you can transfer the tool by
either: (1) removing the item from the Kit or
(2) keeping the association between the tool
and its kit.
4. When done, click Process Transfer to transfer the tool(s).
Templates
Often times, items will travel together, much like they do in kits, but for the express
purpose of having them ordered or purchased together. One example would be the
regular purchase by a Safety Trainer of PPE (e.g., hard hats, gloves, eye wear); another
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example might be the items commonly assigned to multiple new hires (e.g., cell phone,
keys, ID card).
In each case above, a Template represents the feature that allows such a group of items
to populate either a Pick Ticket (for transfer) or a Purchase Order (for purchase).
Templates can be created at any time, saved for future use and used multiple times.
Training Activity #15: Create a Kit
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
ENTERPRISE ESSENTIALS > Kits And Templates > Kits
You will create, transfer and return a kit.
1. Kit Details:
a. Description = General Repair Kit*
b. Category = Drills
c. Bar Code = 123123
d. Note = *After assignment, re-stock with 3 units of paint #___ (insert the # of your
paint)
e. Contents:
i. 1 drill
ii. 2 extension cords
iii. 2 screwdrivers
iv. 3 cans of red paint
2. When finished creating the kit, save and transfer it to your Stoneybrook location.
3. Locate your kit and transfer it back to stock (i.e., Main Warehouse).
a. Use the Kit Browser to find it; open the kit and examine its contents.
b. Note in particular the “missing” paint - Re-stock the paint in this kit for its next
use.
When done, compare your work to the Answer Key.
Creating a Template from the Template Browser
1. You will need to create a Template Category from the Lists > Categories… before
creating a Template.
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2. From the Navigator panel, click on the Pick Tickets & Transfers module.
3. Click on the Templates button
to open the Template Browser.
4. Click on the Create Template button in
the menu bar to open the New Template
Type window (see image).
5. In the New Template Type dialog box, select “Tools & Materials” from the dropdown list and click OK.
6. This opens up a New Template
window (see image).
7. From the Category drop-down
menu, select a Category for this
template.
8. Type in a Description for the new template. This should be descriptive enough to
inform what all items in the template have in common.
9. Click either Add Tool Record or Add Material Record on the menu bar to open the
Tool or Material Model Record window. Select tools using the Explorer in each
window. Click OK when finished.
10. Click Save to save this template to the Template Browser.
Copying an Existing Template
1. From the Navigator panel, click on the Pick Tickets & Transfers module.
2. Click on the Templates button to open the Template Browser.
3. Search for templates by clicking on All Categories > All Types or by selecting a
specific template category from the Explorer.
4. Highlight the template to copy and click on the Copy Template button
in the menu bar. This opens the template you just highlighted.
5. Type in a new name for the template copy. Make any adjustments to the other
information, especially the items already entered.
6. Click Save to create and save this new template.
Finding an Existing Template
1. From the Navigator panel, click on the Pick Tickets & Transfers module.
2. Click on the Templates button to open the Template Browser.
3. Look for an existing template by clicking on All Categories > All Types or by
selecting a specific template category from the Explorer.
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Adding a Template to a Pick Ticket
NOTE: A Template can only be added to a Pick Ticket in Draft status.
1. From the Navigator panel, click on the Pick Tickets & Transfers module.
2. Click on the Pick Tickets button to open the Pick Tickets Browser.
3. Click on the Create Ticket button to open a new Pick Ticket. Complete the required
information to begin a new ticket (e.g., Pick From/For).
4. Click on the Add Template button
window.
to open the Template Browser
5. From the Explorer, select a Template, highlight it, and click the Add… button. This
will populate the Pick Ticket with those items contained in the template.
6. Complete filling in the Pick Ticket and click the Save button to process the ticket.
Training Activity #16: Create a Template
To review the procedures for this activity, see the following sections in the ToolWatch
Enterprise Training Manual:
•
•
ENTERPRISE ESSENTIALS > Kits And Templates > Templates
ENTERPRISE ESSENTIALS > Pick Tickets > Adding a Template to a Pick Ticket
Part One
1. Go to Lists > Categories… and create a Template Category called “Starter Sets”
2.
Go to Pick Tickets & Transfers module > Templates button > Create Template >
select Tools & Materials >click OK
3.
Choose Template Category = “Starter Sets”
4.
Template Description = “New Starter Set”
5.
Add these items to your Template:
• 2 screwdrivers
• 1 drill
• 3 containers of oil
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6.
Create a Pick Ticket with items:
a. coming from your Main Warehouse
b. requested by the Legacy job site
c. ticket was requested by Jane Doe
d. it is due one week from today
7.
Add the template “Starter Sets” to the Pick Ticket and save your work.
8.
Once saved, pick this Pick Ticket.
9.
Move the contents onto a Transfer Ticket.
10.
Indicate that the items are due back in 5 days.
11.
Process the transfer.
Part Two
So, you are now responsible for purchasing inventory for your company. As part of
your duties, you order some items on a regular basis.
The “New Starter Set” template will be used as part of the next module, Purchasing &
Receiving.
1. Create a new Template Category called “Standard Orders”.
2. Template Type = Tools & Materials
3. Choose Templatee Category = “Standard Orders”
4. Template Description = “Monthly Warehouse Purchases”
5. Add these items to your template:
• 2 containers of oil
• 2 screwdrivers
• 1 drill
6. Save but do not process – You will use this template for a future purchasing activity.
When done, compare your work to the Answer Key.
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Count Inventory
Introduction
The Count Inventory feature allows you to establish an accurate inventory count of the
tools and materials that you currently have in a particular location. Recall that, in
ToolWatch, locations can be a(n):
•
•
•
Jobs (or Regular Location) (e.g., a job site)
Stock Location (e.g., a warehouse)
Employee (i.e. what he currently has in his possession)
In Enterprise, there are 3 different approaches that you may take when counting a
location’s inventory:
1. Computer Checklist
Within ToolWatch Enterprise, you can create a checklist of all items that “should” be at your
location by using a Count Ticket. This computer checklist (or Count Ticket) is stored in the
software. Using the Count Ticket as a checklist on your computer or Mobile Scanner, you walk
around the location, scanning or adding in each and every inventory item. Any items not on
the Count Ticket originally can be added, too.
2. Paper Checklist
You can print off the Count Ticket (see above) and have your employee(s) walk around the
location with a paper form of this checklist, writing down what is/not present at the location.
If you encounter an item not on the checklist, it can be added to the checklist as before.
At some later time, data from the paper checklist completed by hand can be input into
ToolWatch.
3. No Checklist
You can walk around a location, sans checklist, and use your Mobile Device to scan/add in
your inventory into an empty Count Ticket.
Irrespective of the approach you choose, either one employee or many may collaborate
in the counting effort. Once the results have been compiled into ToolWatch Enterprise,
you can review them for accuracy and discrepancies. In this manner, you can update
systematically your quantities in ToolWatch to reflect the true inventory count.
NOTE: In order to use the Count Inventory feature, be sure to update your Role
Permissions to allow for its use. Go to Administration module > Configure User
Roles > Pick Tickets & Transfers tab > check “Execute” for Count Inventory.
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Creating a Count Ticket
A Count Ticket is an interactive form designed to, based on a particular location:
• list those items and their quantities that “should” be present
and
• collect information on items that are being inventoried
Here we will cover the steps involved in populating a Count Ticket with a list of tools
and materials that “should” be available at a given location.
1. From the Navigator panel, click on the Pick Tickets & Transfers module.
2. Click on the Count Inventory
Browser.
3. Click on the Create Count Ticket button
Count Ticket (see image).
button to open up the Count Ticket
to open up a new
4. Note the Count Ticket Number: Enterprise will display the next Count Ticket
Number available based on Number Block rules. You may change the ticket number
at this time.
5. In the Count Location field’s drop-down menu, choose the location that you would
like to inventory. This field is populated automatically with the assignment of items
you add to the ticket.
NOTE: Once a Count Ticket has been saved, you will no longer be able to change
the Count Ticket Number nor the Count Location.
6. In the Summary field, type in a short description of this inventory count (e.g.,
Annual Physical Inventory, North Side Warehouse Inventory).
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7. The Status field is used to signify that the ticket is “Open” or “Closed”. Closed
tickets are not displayed on Mobile Scanners; they may be reopened by changing the
ticket’s Status.
8. The Created field displays the date and time the ticket was created. You cannot edit
this field.
9. You can add items to the ticket either using the Scan field or through the
Tool/Material Browser. In order for items to populate the ticket, they must be from
the same location as the Count Ticket.
a.
From the Tool or Material
Browser, highlight the Count
Location tools that you would like
to have inventoried (see image).
b.
You can only inventory materials
and consumables that are at a
Stock Location. This is because
materials and consumable are stored only at Stock Locations.
c.
Right-click on the highlighted tools and/or materials and select
the Add to Count Ticket option (see image).
•
If a ticket is already open, and the Count Location selected
matches the assignment of the highlighted items, the items
will be added to the ticket.
•
If a ticket is not already open, one will be opened, and the
Count Location field will be populated.
•
By leaving the Tool Browser and Material Browser tabs
open, you can add both tools and materials to the same
Count Ticket. Simply select the items on one browser, rightclick them onto your ticket, then repeat using the other
browser.
10. The list of tools/materials now
appears on the Count Ticket,
under the Count Summary tab
(see image):
•
•
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lines in black are counted
lines in green are uncounted
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11. Click the Save and Close button.
12. This Count Ticket can be used now as a computer checklist for the tools and
materials that you would like to have inventoried at this location.
NOTE: You can designate a Count Ticket as “Closed” by selecting this option in the
Status menu of the Count Ticket. This is only for accounting purposes,
however, as the ticket may still be modified when Closed.
Count Ticket Tabs
1. Count Summary Tab
The Count Summary tab has two functions:
a. It provides a summary view of items that have been counted already.
b. It displays a list of items yet to be counted.
c. Count Summary Tab Explained
* information comes from Model Record
Number
1*
Explanation
name of the Category with
which the item is
associated
2
the Item Number of the
item being counted
3
symbol representing the:
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Number
3
Explanation
Item Type
T = Unique Tool
Q = Quantity Tool
M = Material/Consumable
4*
Description of the item
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Number
124
Explanation
Number
Explanation
10*
the Model Number of the
item
displays the Owner
(where the item
originated) of the item
11
this is the current value (in
stock or assigned) for the
item
If the item is in a Kit, the
Kit Number will be
displayed here
12
8
Total Count for the item
as it is being counted
displays the current Status
Code of the item
13
9
+/- or Variance
represents the difference
between the Expected and
Total Count columns; a
Variance of zero means the
2 values are equal
displays a “Y” or “N”,
depending on whether
item has been designated
Personal Issue status
14*
displays Bin Number if
provided on Model Record
5*
name of the item’s
Manufacturer
6*
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2. Counted Items Tab
The Counted Items tab displays one line
for every item where a count quantity is
entered. The information displayed is
more detailed than the Count Summary
tab information. If multiple people are
counting the same item using Mobile
Scanners, you will see one line for each
count entered.
Counted Items Tab Explained
* information comes from Model Record
Number
1
2*
Explanation
displays the individual
count values for each
count transaction that has
been recorded
name of the current
assignment for the item
being counted
If a uniquely tracked item
is scanned or entered, this
column should match the
Count Location for the
ticket; if it does not match,
this indicates the item has
moved to this location
without a transfer.
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Number
Explanation
3
optional Note entered by
person submitting count
4
date and time for each
individual count value
5
name of the person who
submitted count
transaction
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Viewing a Count Ticket
1. From the Navigator panel, select the Pick Tickets & Transfers module.
2. Click on the Count Inventory button. This
opens up the Count Ticket Browser
window (see image).
3. Use the Browse Count Tickets search fields to find the Count Ticket(s) of interest.
NOTE:
The Created Date always defaults to 30 days prior to today. This is
because Count Tickets created in the last 30 days are stored locally on your
computer, which is where the search begins; Count Tickets that are more
than 30 days old are stored remotely in the ToolWatch database (server).
4. In the search results, highlight the Count Ticket to be viewed. To open this ticket:
a. click on the View Count Ticket button
b. right-click to View Ticket option (see image)
OR
c. double-click on the line
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Editing a Count Ticket
Once you have created a Count Ticket, you have many editing options available to you.
Use the diagrams below to explore these options.
• Change the quantity of a counted item
• Add in a note regarding the item
• Delete items
before or after
being counted
• View an item’s Tool or
Material Record
Browser > highlight items > right-click >
Add to Count Ticket
• Add items to new Count Ticket
• Add items to existing Count Ticket
(if already open)
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Printing a Count Ticket
Once you’ve created a Count Ticket containing items for a particular location that you
would like to inventory, you can print the ticket. This provides you with a paper
checklist that can be filled out by hand as you inventory the location in question.
1. Repeat Steps #1-4 of Viewing a Count Ticket.
2. Click on the Print button and choose the
“Selected” option (see image).
3. The Print window appears.
4. Choose your desired Report Layout as
well as any additional report options.
Click OK.
5. A preview of your report appears in a new window (see image). Here you can do
the following:
a. print the document by clicking the Print icon
b. save the document in a variety of formats (e.g., pdf, jpeg) by clicking the
Save icon
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Training Activity #17: Create & Print Count Tickets
Scenario: You’re a manager in your company, and you need to have a current inventory
taken of your Main Warehouse. Since your Main Warehouse is so large, you will split
the inventory into two sections; half of the items (tools, materials) will be inventoried by
one employee, and the second half by another employee.
As such, you will create 2 Count Tickets, one for the north side of the warehouse and
the other for the south side.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
ENTERPRISE ESSENTIALS > Count Inventory > Creating a Count Ticket; also
Printing a Count Ticket
** Before you can proceed, you will need to transfer all tools and materials currently
not assigned to the Main Warehouse back to there. Review Training Activity #13
for additional help.
1. Create Count Ticket #1
a. Location = Main Warehouse
b. Summary = “Quarterly Warehouse Check – North Side”
c. Items to be inventoried:
• all trucks
• all screwdrivers
• all paint
d. Save and Close Count Ticket #1
2. Create Count Ticket #2
a. Location = Main Warehouse
b. Summary = “Quarterly Warehouse Check – South Side”
c. Items to be inventoried:
• all drills
• all extension cords
• all oil
d. Save and Close Count Ticket #2
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3. Create a paper copy of the items your employees are set to inventory.
a. From the Count Ticket Browser, use the Print Selected feature to view the North
Side inventory in the Count Sheet Report Layout. View output ONLY - DO NOT
PRINT!
b. From the Count Ticket Browser, use the Print Selected feature to view the South
Side inventory in the Count Ticket Report Layout. (Note that, as nothing has
been counted yet, no items will appear on this printout.) View output ONLY DO NOT PRINT!
When done, compare your work to the Answer Key
Using a Count Ticket to Inventory a Location
In addition to providing a list of items that “should” be at a particular location, Count
Tickets may be used also to conduct a physical inventory. There are 3 basic steps
involved in conducting an inventory with ToolWatch Essentials:
1. Open up a Count Ticket
2. Scan or enter in the item’s Barcode or Tool/Item Number
3. Key in the correct quantity of the item being inventoried
A Count Ticket may consist of either:
• a new, empty Count Ticket
or
• an existing Count Ticket which contains inventory already that “should” be present
at the location
Using a New Count Ticket to Inventory a Location
In this example, we will cover using a new, empty Count Ticket to inventory a location.
1. Begin at Step #10 in Creating a Count Ticket.
2. There are 2 ways to count an item using this Count Ticket.
Option #1: In the Enter or scan
item field (see image):
a. input the correct quantity of
the item in the Qty box (“1” is the default value)
b. in the < scan here > field, input the Barcode or Tool/Item Number
c. click the Enter button
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Option #2: On the Count Summary tab:
a. highlight and right-click on the line item of interest (should be green, uncounted)
b. select “Count” option
c. in the Line Detail window, input the Count number (quantity) for any value
other than “1”
d. you may enter an optional Note regarding the count
e. click OK to close the window
3. The results of your count are immediately reflected in two locations:
a. in the Count Summary tab, under the
Total Count column (see image)
b. in the Counted Items tab, each line represents an item that has been counted
already (see image)
4. Repeat Step 2 until you have
completed counting the list of
items in the Count Survey tab.
NOTE:
If you mistakenly enter a value while counting, click on the Counted Items
tab, find the item in question, and adjust the number in the Count column to
reflect the correct value.
5. For any items that are NOT found on the Count Summary tab but are physically at
your location, repeat Step 2-Option 1a. This will inventory the additional items,
adding them to the Counted Items tab (should be black, counted).
6. If any items are added whose Assignment
differs from the Count Location, a Wrong
Assignment window will appear (see
image), reminding you of this discrepancy.
7. If you are counting a very large inventory, multiple people can collaborate on the
counting effort.
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In this event, each team member would open up the same Count Ticket (e.g., Count
Ticket #48) and then execute Steps #2-4.
8. When finished, click the Save and Close button.
Using an Existing Count Ticket to Inventory a Location
In this example, we will cover using an existing Count Ticket to inventory a location.
1. From the Navigator panel, select the Pick Tickets & Transfers module.
2. Click on the Count Inventory button. This opens up the Count Ticket Browser
window.
3. Use the Browse Count Tickets fields to find the Count Ticket of interest.
4. Highlight this Count Ticket and, to open it, either:
•
•
•
click on the View Count Ticket button
right-click and select “View Ticket”
double-click on the line
5. In the Enter or scan item field:
a. in the < scan here > field, input the Barcode or Tool/Item Number
b. input the correct quantity of the item in the Qty box (“1” is the default value)
c. click the Enter button
6. The results of your count are immediately reflected in the 2 locations mentioned
earlier (i.e., in the Count Summary tab, under the Total Count column, and in the
Counted Items tab).
7. Repeat Step 5 until you have completed taking inventory of the entire location.
8. When finished, click the Save and Close button.
Training Activity #18: Taking Inventory Using Count Tickets
Scenario: Your two employees will use the Count Tickets that were created earlier in
order to inventory your Main Warehouse.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
ENTERPRISE ESSENTIALS > Count Inventory > Using a Count Ticket to Inventory
a Location
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1. Open the North Side Count Ticket:
a. Count all of your:
• trucks
• paint
b. Count your screwdrivers but show one is missing from inventory
c. View the Counted Items tab to ensure accurate counts
d. Save and Close this ticket
2. Open the South Side Count Ticket:
a. Count all of your:
• drills
• extension cords
b. Count your oil but show two are missing from inventory
c. View the Counted Items tab to ensure accurate counts
d. Save and Close this ticket
When done, compare your work to the Answer Key.
The Inventory Adjustments Browser
As items are counted and the inventory count values are entered into ToolWatch via the
Count Tickets, count data will appear also in the Inventory Adjustments Browser
window. The Inventory Adjustments Browser displays a summarized list of individual
count lines that were recorded on all Count Tickets during the counting process. These
new counts represent the most recent – and final – inventory values pending review
and approval by a supervisor.
The Inventory Adjustments Browser has two main purposes:
1. To display all items that are to be and have been counted. It will provide a quick
overview of the counting projects you are managing. With this information, you
will see which items have been counted and which need to be counted.
2. To provide you with a means of reviewing all count information collected from
Count Tickets before posting any adjustments to final inventory values. Here, you
can view all of the count lines across multiple Count Tickets or you can view just the
count lines for a particular category or count location.
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Viewing All of Your Tool or Material Count Lines
1. From the Navigator panel, select the Pick Tickets & Transfers module.
2. Click on the Count Inventory button to open the Count Ticket Browser window.
3. Click on the Inventory Adjustments Browser button.
4. In the Explorer tree, select the Tools radio button
(see image).
5. In the Explorer tree, expand All Categories >
highlight All Items.
6. This brings up a list of all of your Tool count lines in the
Search results, both Counted and Uncounted.
7. On the right-hand side of the Inventory Adjustments Browser, select the All radio
button.
•
Uncounted refers to items that “should” be
present and that are listed in a Count Ticket’s Count Summary tab (green text)
•
Counted refers to items that have been inventoried on Count Ticket (black text)
8. To view all of your Material count lines, repeat the above
steps save for Step 4; there, select the Materials button and
All Categories > highlight All Materials (see image).
Viewing Count Lines for Counted vs. Uncounted Items
1. From the Navigator panel, select the Pick Tickets & Transfers module.
2. Click on the Count Inventory button to open the Count Ticket Browser window.
3. Click on the Inventory Adjustments Browser button.
4. In the Explorer tree, select either the Tools or Materials radio button.
5. In the Explorer tree, expand All Categories > highlight All Items or All Materials.
6.
On the right-hand side of the Inventory Adjustments Browser, select either the
Counted or Uncounted radio button.
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Viewing Count Lines by Employee, Location or Category
If you are viewing your Tool or Material count lines, you can choose to narrow your
Search results further by Employee, Location or Category. Follow Steps #1-6 in
Viewing All of Your Tool or Material Count Lines.
1. To view count lines by Employee, click the (+) next to the
word Employees (see image).
a. only tools - not materials - can be searched
b. click on the employee in question
c. Search results appear in the window
2. To view count lines by Location, click the (+) next to the
word Locations
a. click on the location in question
b. Search results appear in the window
3. To view count lines by Category, click the (+) next to the
Category of interest (e.g., Drills)
a. click on All Drills, or select a specific category
b. Search results appear in the window
Using Inventory Adjustment to View Multiple Count Results
Each time an item is counted and saved in a Count Ticket, the line will appear in the
Inventory Adjustments Browser. If more than one count entry for the same item has
been saved on the same count ticket, they will be tallied and displayed as one line in the
browser.
To view information on multiple count lines that has been aggregated into one line in
the Inventory Adjustments Browser:
1. From the Navigator panel, select the Pick Tickets & Transfers module.
2. Click on the Count Inventory button to open the Count Ticket Browser window.
3. Click on the Inventory Adjustments Browser button.
4. In the Explorer tree, select either the Tools or Materials radio button.
5. On the right-hand side of the Inventory Adjustments Browser, select the Counted
radio button.
6. Use the Explorer window to find the count line in question. Highlight and rightclick on this count line.
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7. Select Edit Line (see image) or double-click on the
count line. Selecting View Ticket will open a
window containing the Count Ticket where this
item is found.
8. The Adjustment Detail window appears showing
each of the individual counts (if more than one) that
make up the singular count line in the Inventory Adjustments Browser (see image).
a. Click the Add Line button (see image) to add a new individual count to the
existing count line.
b. Changes here will not show in the current inventory until results are posted.
Posting Count Results
After you (or a supervisor) have reviewed the count lines in the Inventory Adjustments
Browser, you can select the lines you would like to process – and post - as inventory
adjustments. Once you’re processed them, the updated inventory counts are reflected
immediately throughout ToolWatch Enterprise.
1. In the Inventory Adjustments Browser, view your Counted items for a particular
location by following the steps in Viewing Count Lines for Counted vs. Uncounted
Items.
NOTE:
As a general rule, only counted data is posted. Certainly this is true for
unique tools. However, with quantity tools and materials, posting
uncounted inventory is one way to zero-out quantities at Stock Locations.
2. Place a checkmark in the box next to each count line
representing an item that you would like to post (see
image).
a. Place a checkmark in the All box to select all of the
count lines in your window.
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3. Click on the Post Adjustments button
to post all selected items.
a. Once a counted line is posted, it is removed permanently from the Inventory
Adjustments Browser until a newer count is undertaken.
Training Activity #19: Post Inventory Adjustments
Scenario: As the supervisor of your two employees, it is your responsibility to review
their count results of the Main Warehouse. First, using the Inventory Adjustment
Browser, you will review what has, and has not, been counted.
After you have viewed and verified these inventory counts, you will post the
adjustments.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
ENTERPRISE ESSENTIALS > Count Inventory > The Inventory Adjustment
Browser, also Posting Count Results
1. Open the Inventory Adjustment Browser:
a. view all tools being counted at the Main Warehouse
b. place checkmarks by everything already counted except for the screwdrivers
c. click the Print button to view the Inventory Project Report
d. click the Post Adjustments button to post your results
2. Repeat the above:
a. for all materials being counted at the Main Warehouse
b. place checkmarks by everything that has been counted
c. click the Print button to view the Inventory Project Report
d. click the Post Adjustments button to post your results
When done, compare your work to the Answer Key.
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Count Inventory Reports
ToolWatch Enterprise offers three different reporting options for Count Inventory
projects (see images on next 3 pages):
•
Physical Inventory Count Sheet
•
Count Ticket Report
•
Count Inventory Project Report
ToolWatch Enterprise comes with over 100 prepared, archived reports from which you
may choose. These particular reports focus on various aspects involved in inventory
counting and management.
Physical Inventory Count Sheet
This report (see image) is designed to be used for manual (i.e., pencil and paper) entry
of data, say attached to a clipboard and counts entered as an employee walks about a
warehouse. Later, this information would be transferred into ToolWatch to update
inventory.
It could function also as a checklist or guide for someone using a Mobile Scanner. As it
is updated when count data is entered into ToolWatch, newer versions could be printed
throughout the progress of a counting project.
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This report can be printed from two
locations:
1. Through the Count Ticket Browser
2. Through the Tool Browser
a. Navigator > Pick Tickets &
Transfers module
a. Navigator > Tools & Equipment
module
b. Count Inventory button > Count
Ticket Browser window
b. Tools button > Explorer > search
for items of interest (Category,
Employee or Location)
c. Use the Browse Count Tickets
fields to find the Count Ticket to
print > highlight Count Ticket
c. Print button > Print All option
d. Print button > Selected option
d. Report Options window > Count
Sheet
e. Print window > Report Layout >
Count Sheet
e. Choose any additional report
options > View Report
f. Choose any additional report
options > OK
f. Physical Inventory Count Sheet
window
g. A preview of your report appears
in a new window. Here you can
either:
g. Print or Save as before
•
•
print the document by
clicking the Print icon
save the document in pdf,
jpeg or other formats
by clicking the Save
icon
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Count Ticket Report
Essentially, this report is a printed copy
of the Count Ticket. When printed, it
reflects the current status of the ticket
(i.e., it is populated only by counted
items).
This report can be printed only one way:
1. Through the Count Ticket Browser
a. Navigator > Pick Tickets &
Transfers module
b. Count Inventory button > Count
Ticket Browser window
c. Use the Browse Count Tickets
fields to find the Count Ticket to
print > highlight Count Ticket
d. Print button > Selected option
g. A preview of your report appears
in a new window. Here you can
either:
•
•
print the document by
clicking the Print icon
save the document in pdf,
jpeg or other formats
by clicking the Save
icon
e. Print window > Report Layout >
Count Ticket
f. Click OK
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Count Inventory Project Report
This report is
designed to be
used within
inventory
counting
projects.
Inventory data
is presented,
both counted
and uncounted,
in summary
form – much
more usable
than the Count
Ticket Report. As the project
progresses, you can see easily which
items have been counted and which
remain.
This report can be printed only one way:
1. Through the Count Ticket Browser
a. Navigator > Pick Tickets &
Transfers module
b. Count Inventory button > Count
Ticket Browser window
c. Click the Inventory Adjustment
Browser button > Explorer tree
d. Tools (or Materials) button >
select one
e. Counted - Uncounted - All
buttons > select All
f. Explorer tree > select a Location
g. Print button > Inventory Project
Report window
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NOTE:
You can only print this report BEFORE
you post your data: Once any Count
Inventory data are posted, they will
appear no longer on this report.
h. A preview of your report appears
in a new window. Here you can
either:
print the document by
clicking the Print icon
• save the document in pdf,
jpeg or other formats
by clicking the Save
icon
•
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SERVICE &
Service
& Calibration
CALIBRATION
In this section you will learn how to create and execute features typical of many
Service Departments such as Service Plans, Service Requests, Inspection events and
Work Orders. Related tasks include those emphasizing fleet-related functions will be
introduced such as updating and importing meter information and generating Meter
Exception Reports.
Upon successful completion of this Section, the learner will be able to:
• create a customizable recurring Service Plan for Tool Model Records to include the following
features:
a.
b.
c.
d.
adding Recurrence
creating Service (also Inspection, Calibration) Tasks
linking Tools & Parts
adding & editing Charges
• add to a Tool Record:
a. an existing Service Plan
b. a unique Service Plan
• use the Service Schedule to view and search
for upcoming Service Events
• produce a Service Schedule Report
(including printable or exportable formats)
• set intervals for the collection of
Meter/Mileage readings from your inventory
• use a spreadsheet to import Meter readings
into Tool Records
• manage tool inventory using View Meter
History and the Meter Exception Report
• create a Service Request and convert it into a
Work Order
• perform the following functions with regards
to Work Orders:
a. create an empty Work Order
b. create a Work Order from a Tool Record
c. search for Work Orders using the Work
Orders Browser
d. complete an Open Work Order by
performing Tasks
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Introduction
Enterprise simulates the job functions of many Service Departments by including
common features such as Service Plans and Work Orders. Clients can integrate
inventory (tool) records with recurring or on-demand service events, creating schedules
and reports for Service Managers to help them manage their workloads.
Labor and material costs can be monitored along with time needed to complete service
tasks. Calibration events – to spec – can be scheduled, performed and reported,
especially significant for compliance tracking.
Service Plans
A Service Plan is a proactive, preventative maintenance plan created for the purpose of
keeping your tools in proper working order. Typically this plan is represented by a
recurring event or events over the course of the tool’s life. Common examples would be
an oil change, the calibration of a balance or a tire inspection.
Creating a Service Plan for a Tool Model Record
As we did earlier for creating Tool and Material Records, we will create the Service Plan
first for the Model Record and then create it again for the actual Tool Record.
1. From the Navigator panel, click on the Tools & Equipment module.
2. Select the Tool Models button – A new Tool Model Records browser appears.
3. Using the Explorer tree, find the Tool Model Record of interest - Double-click on it
to open the Tool Model Record.
4. Click first on the Service tab then on the
Service Plan tab.

5. Click the Add button found in the lower left
corner: The Service Plan Event Detail window opens (see image).
6. Click on the Work Order Details tab;
in the Requested Service field:
• use the drop-down box to select
from a list (if any) of existing titles
OR
• type in a title summarizing the
requested service
7. Click Save to close the window.
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These steps are required in order to create a basic Service Plan at the Model Record
level. There are many ways to customize this Service Plan - and later for individual
items at the Tool Record level. Next we will discuss some of the most significant
optional tabs and fields within the Service Plan Event Detail window and how to use
them to refine further your custom Service Plan.
Creating a Recurring Service Plan
Initially, we begin by establishing the Recurrence settings to create a Recurring Service
Plan.
1. Follow Steps #1-6 in Creating a Service Plan for a Tool Model Record.
2. Click on the Recurrence button to open
the Event Recurrence window (see
image).
3. Select a Recurrence Type:
•
If you choose By Date, you will need
to set a Recurrence pattern based on
the criteria given
•
If you choose By Meter, you will need
to set an Odometer/Meter Recurrence
•
If you choose By Turns, you will need
to set a Usage Recurrence. One Turn
(here, “assignment”) is defined as a tool being transferred from a Stock Location
to an Employee or Job Location and then returning to the originating Stock
Location.
•
If you choose Whichever Occurs First, you will fill in at least 2 of the 3
recurrence choices stated above
4. Click OK to close the window.
5. Click Save to save these changes to your Service Plan.
Service Plan Event Detail Window
1. Work Order Details Tab
The Work Order Details Tab allows you to (see image):
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a. create a title which summarizes
the Requested Service (required
field)
b. record and communicate any
Request Notes regarding the
requested service
c. record and communicate a PO
(Purchase Order) Number
d. assign the requested service to be
performed by a particular employee (Assigned To)
e. assign an Urgency level to the requested service of Low, Normal or High
f. establish a customized Recurrence for the requested service (required field)
2. Tasks Tab
Creating Tasks in a Service Plan
You can add specific tasks to your overall Service Plan. There are 3 different types
of tasks that can be added:
•
Service
•
Inspection
•
Calibration
a. Creating a Service Task
A Service Task enables a user to designate a specific service to be performed
on the tool.
1. Follow Steps #1-6 in Creating a Service Plan for
a Tool Model Record.
2. Click on the Tasks tab to open a Required tab.
3. Click on the Add Task… button
open the Task window (see image).
to
4. From the Task Type drop-down menu, select
Service.
5. In the Description field either:
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•
use the drop-down menu to select from a list of existing descriptions OR
•
type in a description summarizing the service
6. Optional: Enter the estimated number of hours that will be required to complete the
service task in the Est. Hrs. field.
7. Click Save to close the Task window.
8. If done with the Service Plan Event Detail window, click Save to close it.
b. Creating an Inspection Task
Inspection Tasks instruct a person to inspect some feature of the tool within a
specified acceptable range of values.
1. Follow Steps #1-6 in Creating a Service Plan for a Tool Model Record.
2. Click on the Tasks tab to open a Required tab.
3. Click on the Add Task… button to open the Task window.
4. From the Task Type drop-down menu,
select Inspection (see image).
5. In the Description field either:
•
use the drop-down menu to select from
a list of existing descriptions OR
•
type in a description summarizing the service
6. In the Pass/Fail value field, enter a value that determines whether a tool passes
inspection. This could be a number (35 psi), a metric (no leak visible) or something
as simple as “Visual Inspection OK”.
7. Optional: Enter the estimated number of hours that will be required to complete the
service task in the Est. Hrs. field..
8. Click Save to close the Task window.
9. If done with the Service Plan Event Detail window, click Save to close it.
c. Creating a Calibration Task
The Calibration Task allows a Tool Manger (etc.) to set the necessary requirements
for calibrating a tool to specific tolerances.
NOTE:
146
Prior to setting up a Calibration Task, the Calibration Specifications need to
be established on the tool’s Model Record.
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1. From the Navigator panel, click the Tools & Equipment module.
2. Select the Tool Models button – A new Tool Model Records browser appears.
3. Using the Explorer tree, find the Tool Model Record of interest - Double-click on it
to open the Tool Model Record.
4. Click first on the Service tab then on the
Calibration Specs tab (see image).
5. Click the Add button found on the lower left
corner. The New Calibration window appears
(see image).
6. Fill in these 3 fields:
•
Description of the calibration
•
the calibration Standard range for the tool – Enter the lower limit value (use only
numbers, no units) in the left field, the upper limit value in the right field. If you
are calibrating to a single value, use the same number for both fields.
•
the Unit of measure
7. Click OK to close the window.
8. Follow Steps #1-6 in Creating a Service Plan for a Tool Model Record.
9. Click on the Tasks tab of the Service Plan Event Detail window.
10. Click on the Add Task… button to open the Task window.
11. From the Task Type drop-down menu,
select Calibration (see image).
12. In the Calibration Task drop-down, select a
Calibration Task; if your desired Calibration
Task is not available, repeat Steps #1- 7
again, making sure that your changes are
saved.
13. Optional: Enter the estimated number of hours that will be required to complete the
calibration task in the Est. Hrs. field.
14. Click Save to close the Task window.
15. If done with the Service Plan Event Detail window, click Save to close it.
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3. Instructions Tab
As illustrated many times over,
Enterprise provides opportunities to
include non-standardized information
(i.e., notes) throughout the program.
Here (see image) the user can include
instructions relative to the Service Plan,
any tasks involved, parts or tools
needed, etc. As well, attachments such
as a parts list or calibration spec sheet
can be associated with this Service Plan by use of the Manage Attachments button.
4. Required Tools Tab
Adding Required Tools to a Service Plan
If you require any unique tools from your inventory to perform tasks for a particular
Service Plan, you can specify them when creating your plan. For example, if you
need to set the timing on a Chevy engine, likely you would need a specific Chevy
engine timing tool.
You must have the Required Tool entered into ToolWatch Enterprise before
moving on.
1. Follow Steps #1-6 in Creating a Service Plan for a Tool Model Record.
2. Click on the Required Tools tab
(see image).
3. Click on the Add Tool…button.
The Tool Model Records browser
appears.
4. Using the Explorer tree, find any
tool(s) you wish to add - Highlight
it/them and click OK to add them.
5. If done with the Service Plan Event Detail window, click Save to close it.
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5. Parts Tab
a. Adding Repair Parts to a Service Plan
If there are certain existing resources (namely materials and consumables) that you
know will be needed for a particular Service Plan, you can add them to the plan
itself. In doing so, when the service is performed, these items automatically will be:
•
brought to the attention of the Service Manager as Required Parts
•
deducted from your company’s inventory
•
charged out under the Charges tab on a Work Order and in Service History
1. Follow Steps #1-6 in Creating a Service Plan for a Tool Model Record.
2. Click on the Parts tab (see image).
3. Enter a part by either (a) scanning
or typing in an Item Number
(yellow field) or (b) clicking on the
Add parts… button.
For the latter, use the Explorer tree
of the Materials Inventory window to find any tool(s) you wish to add - Highlight
it/them and click OK. Adjust quantities using Est. Qty field.
NOTE:
By default, any Repair Parts
that you have added to the
Repair Parts tab of the Tool
Model Record will appear in
the Materials Inventory if the
“Just repair parts for this asset”
radio button is checked (see
image).
If you would like to add repair
parts that are not on this list,
click the “All” radio button.
4. If done with the Service Plan Event Detail window, click Save to close it.
b. Adding Repair Parts to a Model Record
In addition to populating the Service Plan with parts, you can do likewise and
add them to the Tool Model Record directly. Doing so makes them available
immediately when populating Repair Parts to the Service Plan.
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1. From the Navigator panel, click the Tools & Equipment module.
2. Select the Tool Models button – A new Tool Model Records browser appears.
3. Using the Explorer tree, find the Tool Model Record of interest - double-click on it to
open the Tool Model Record.
4. Click on the Service tab then on the Repair Parts
tab (see image).
5. Click on the Add button. The Material Model
Records Search window appears.
6. Using the Explorer tree, find any Repair Parts you wish to add - Highlight it/them
and click Add Item to close the window. Your parts have been added to the model.
NOTE:
If you want prices for your Repair Parts to migrate over to your Service Plan,
be sure that there is a value in the Item Base Value ea. field; this is found
under the Cost Info tab of the Material Model Record used to source the
Repair Part (see image).
7. Click Save to save your changes to the Tool Model Record.
6. Charges Tab
Adding a Charge to a Service Plan
1. Follow Steps #1-6 in Creating a Service Plan for a Tool Model Record.
2. Click on the Charges tab
(see image).
NOTE: If any Repair Parts have
been added to the Model
Record, they will appear
here.
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3. Click the Add Charge…button. The Additional
Charge window appears (see image).
4. Enter a Charge Description for the charge.
5. Enter the Qty (quantity), Cost (no units) and Unit
of measurement (populated in drop-down menu)
for the charge.
6. Click Save to close the Additional Charge window
and to populate the Charges tab.
7. If done with the Service Plan Event Detail
window, click Save to close it.
Training Activity #20: Create a Recurring Service Plan
Scenario: You have a fleet of new Ford trucks and wish to put them on individualized
service plans. As they will share many of the same service events, you decide to start
with a model-level Service Plan.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
SERVICE & CALIBRATION > Service Plans
Create a recurring Service Plan for the maintenance of your trucks; call it “Ford Truck
Maintenance Schedule”. Include the following details in this Service Plan:
1. The notification appears every 3000 miles, or 3 months, whichever occurs first.
2. One task for changing the oil which you think should take about an hour to do.
3. Another task to check out the tread on the tires. Ensure that there is a tread depth of
at least 1.7 mm.
4. And one final task to calibrate the engine timing: This should be at exactly 10
degrees. You believe this task will take about 90 min to complete.
5. This service will require 2 containers of oil. Add this amount to both the Repair Parts
for this Model Record as well as a required material for this service task.
When done, compare your work to the Answer Key.
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Adding a Service Plan to a Tool Record
Service Plans associated with a specific tool record can be either:
•
an existing Service Plan that has been created previously at the Tool Model Record
level
OR
•
a unique Service Plan, new to this particular tool record
Adding an Existing Service Plan
Once you have created a Service Plan at the tool model level, you will be able to add
that Service Plan to any of the model’s associated, individual tool records – but only to
tools belonging to this model. (Keep in mind that this only applies to unique and not
quantity tools.)
To add this plan, you will open a tool record of interest and opt-in to the Service Plan
from that tool’s model record.
1. Set up a Service Plan at the Tool Model Record level (see Creating a Service Plan for
a Tool Model Record).
2. From the Navigator panel, click the Tools & Equipment module.
3. Select the Tools button – A new Tool Browser window opens.
4. Using the Explorer tree, or the Search function, find the tool record of interest Double-click on it to open this record.
5. Click on the Service tab then on the Service Plan tab.
6. Click the Add Event From Model
button to open the Select Service
Event(s) window (see image).
7. In the Select Service Event(s) window,
highlight the desired Service Plan (see
image) and click OK to close the
window.
The Service Plan should now appear in the tool record.
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8. In the Service Plan tab, either double-click on the Service Event in question or
highlight it and click the Edit button in order to open and edit it. This will bring up
the Service Plan Event Detail window from
earlier.
9. Click the Recurrence button to open the
Event Recurrence window (see image).
Note that the Range of recurrence section
appears now.
10. From this Range of recurrence:
In the Start field, set the Start date in
keeping with your Recurrence pattern;
the Start date should be set to when you
want to receive your first notification for
this Service Event.
ii. Choose and complete your End Date, or
when notifications are set to finish.
iii. Click OK to close the Event Recurrence
window.
i.
11. Click Save to close the Service Plan Event Detail window.
12. Click the Tool Record Save button in order to save all changes to your Service Plan.
Note that these changes apply uniquely to the tool record and not to the overall
model record.
Adding a Unique Service Plan
1. From the Navigator panel, click the Tools & Equipment module.
2. Select the Tools button – A new Tool Browser window opens.
3. Using the Explorer tree or the Search function, find the tool record of interest Double-click on it to open this tool record.
4. Click on the Service tab then on the Service Plan tab.
5. Click the Add button to open the Select Service Event(s) window.
6. Set up a Service Plan unique to this tool record (see Creating a Service Plan for a
Tool Model Record).
7. Click the Save button in order to save the Service Plan you just created to this
tool record.
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Service Schedule
The Service Schedule allows a Service Manager (and others) to view, plan for and
report on any future service work. The Service Schedule contains service events that
are triggered by one of three criteria, all from the Recurrence field of a Service Plan:
•
an upcoming date that was entered into Range of recurrence
•
upcoming meter information
•
an upcoming turn
The Service Schedule provides you with the following information regarding any
upcoming service events (see image):
1. current Work Order Number (if assigned)
2. date created
3. next assigned service date
4. next meter reading (requires a service event)
5. current meter reading
6. priority (if assigned)
7. a summary of the requested service
8. general information on the tool in question (Item [Tool] Number, Description,
Manufacturer, Model and current Assignment)
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Tools for which Service Plans are created, and especially which involve assigned tasks,
will generate entries on the Service Schedule. Each Service Plan may generate one
service entry, dependent only on the plan and the next upcoming date, not the number
of tasks created under that Service Plan.
Tools with multiple Service Plans may have
multiple entries in the Service Schedule. Such
entries are removed either (1) when a user
completes the tasks that are considered “due”
based on their Recurrence or (2) if the scheduled
tool is deleted or retired. If they are not removed,
a message in the Message Center is triggered,
displaying “There are tools needing to be
serviced” (see image).
Browsing the Service Schedule
1. From the Navigator panel, click the Service & Calibration module.
2. Click the Browse Service Schedule button to
open the Service Schedule browser window.
3. Enter any specific information in the Search
fields in order to refine your search (see
image).
4. Click on the Search button. You can sort the columns by clicking on the headers as
with other browsers in Enterprise.
Printing the Service Schedule
1. From the Service Schedule browser, you can click on the Print button to generate a
report called “Service Schedule”. This report will consist of all entries resulting from
your Search parameters.
2. To generate a Service Schedule with user-defined parameters, click
on the Reports button in the Service & Calibration module.
3. Choose “Service Schedule” and then fill in
your Options (see image).
4. Click the Next>> button to generate a
report that may be printed or saved in a
pdf format.
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5. From the Service Schedule browser, you can click on the Export Data
button to generate a spreadsheet of your data. This document will consist of all
entries resulting from your Search parameters.
6. In the Save As window, you need to save your file in the .csv format – Specify a
location to create this file and click Save.
Training Activity #21: Adding an Existing Service Plan to a Tool
Scenario: You want to apply the Service Plan created earlier to your Ford trucks. As
such, add this plan to your fleet, following these instructions.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
•
SERVICE & CALIBRATION > Service Plans
SERVICE & CALIBRATION > Service Schedule
Part One
Add this Service Plan to all of your Ford truck Tool Records:
1. a) Set the first truck’s notification to appear 4 months and 3 weeks from today with
No End Date.
b) Set this truck’s meter to 47674 miles.
2. a) Set the second truck’s notification to appear 5 months and 1 week from now with
an End Date of 10 years from today.
b) Set this truck’s meter to 51222 miles.
3. a) Set the third truck’s notification to appear 6 months from today an End Date of
31 December 2025.
b) Set this truck’s meter to 48105 miles.
4. For your remaining trucks:
• set notifications to Start today
• No End Date
• no change to meter readings
5. Perform a manual sync after all Service Plans have been added.
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Part Two
Print out a report for your Service Manager of the following:
1. Browse Service Schedule and perform a Search of All scheduled events using each
Ford truck’s Item Number.
2. In Reports for Service & Calibration, choose “Service Schedule”. Select “All”, leave
all other defaults.
3. Click the Next >> button to “print” the Service Schedule. VIEW ONLY - DO NOT
SEND TO THE PRINTER!
4. Click the Export Data button to export this Service Schedule data to a .csv file.
Label this file “Service Test” and save it to your desktop. If possible, open and view
this file with an appropriate program.
When done, compare your work to the Answer Key.
Meter/Mileage Readings
Set Meter/Mileage Reading Interval
Overview
Before importing meter/mileage readings, you need to lay out a recurring time frame
for collecting this information. The recurrence interval is established at the Model
Record level, and it applies to all of the tool records to which it is associated.
Let's look at an example using a fleet of 50 Ford F-250 trucks. Your Service Manager
would like to have the mileage of all 50 trucks updated in ToolWatch at least one time
every 30 days. While the Import feature helps greatly in accomplishing this, it does not
establish a time frame for these readings.
To do this, in the Model Record for these Ford F-250 trucks, he would set up a
meter/mileage reading interval of 30 days. This would, in turn, apply to all 50 Ford F250 trucks as well as any future F-250 trucks stemming from this Model Record.
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Setting a Meter/Mileage Reading Interval
Begin by selecting a Tool Model Record whose tools will have set meter/mileage
reading intervals. In this example, we will use the model record for our 50 Ford F-250
trucks.
1. From the Navigator panel, click the Tools & Equipment module.
2. Select the Tool Models button – A new Tool Model Records browser appears.
3. Using the Explorer tree or the Search function, find the Tool Model Record of
interest - Double-click on it to open the Tool Model Record.
4. In the Meter Reading Interval box, click the
Change button (see image).
5. The Meter Interval window opens.
6. In the Require meter reading every ____
days field, fill in the recurrence to have your
meter readings updated (e.g., reading will be
updated one time every 30 days).
7. Click OK to close the window.
8. Click Save to save these changes to the Tool
Model Record.
Likely, at some point, a few of these trucks will miss a meter update. To determine
which of the fleet trucks have missed their updates, the Service Manager can run a
report that will tell him which of the 50 trucks have not had their mileages updated
during the most current 30-day interval. This report is called the Meter Exception
Report, and we will look at it shortly.
Import Meter/Mileage Readings
Overview
The ToolWatch Enterprise meter/mileage features are designed to help you track your
tool and equipment usage more efficiently. For example, this feature allows a user to
record the mileage of an entire fleet of vehicles -with just a single import. Additionally,
Enterprise will report on those vehicles that may have been “missed” (i.e., vehicles
whose mileage was not updated within a designated time period).
Meter/mileage readings are imported using a .csv (spreadsheet) file. This is a
universally accepted format used by most spreadsheet applications.
Any tool tracked using ToolWatch’s Unique ID tracking method is eligible for a meter
update. To do so is quite simple:
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1. Create a spreadsheet with the required fields and information.
2. Import it into Enterprise.
3. The updated tool records will display the new meter values from the spreadsheet.
This method is far superior to importing each meter/mileage update, one at a time,
record-by-record.
Importing Meter/Mileage Information
1. Create a spreadsheet using the exact three
columns displayed below (see image). Do not
include any additional columns.
2. Populate the spreadsheet with current tool and
meter information.
Be sure to place the columns in the correct order, name the columns as highlighted
above, and set the date to this format: (mm/dd/yyyy)
3. Here are a few things to remember when creating the .csv import spreadsheet:
a.
The Item Number must be a valid Tool Number already in Enterprise for a
unique tool; it is (caSe seNsitiVe).
This Item (Tool) Number cannot be a duplicate of another tool; it must be a
unique number.
b.
The meter value you import must be GREATER than the value already stored in
the Tool Record. Remember, this is an update so values should go up!
c.
The import Date must be GREATER (i.e., more recent) than the last meter
import date.
4. When you save the spreadsheet,
save it in the .csv file format
(see image). Keep track of
where it is saved.
5. From the Enterprise File drop-down menu, select the Import Meter option (see
image). This will open the Meter Import window.
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6. Click the Browse button to choose the .csv file
to import (see image).
7. If the file you imported does not contain any
errors, the Status message for each tool will display the word "Valid” (see image).
8. If the imported file does contain errors, the Status field will
contain a message describing the error(s) and providing
feedback so that you can correct these errors and resubmit
for updating (see image).
9. Once your values are Valid, highlight the line (item) you wish to update and click
on the Import button. The lines will disappear from view as they are imported.
10. Close the window when finished.
Meter Exception Report
Overview
The Meter Exception Report works in conjunction with establishing the recurring
meter/mileage reading interval of a Tool Model Record. As an example of how this
feature works, consider our fleet of 50 Ford F-250 trucks. You have set the
meter/mileage reading interval at 30 days for these trucks. This means that you want to
have the meter/mileage reading:
•
•
•
updated in ToolWatch
for all 50 of these trucks
once every 30 days
The Meter Exception Report will report which trucks (if any) have not had their mileage
readings updated in the current 30 day interval.
NOTE:
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Only tools that have had at least one Meter reading will show a value for
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Running the Meter Exception Report
1. From the Navigator panel, click the Reports & Graphs module.
2. Under Report Groups, click on the Tool Reports icon.
3. Under Reports, click on Meter Exception
Report (see image).
4. Click the Next >> button to open the Meter
Exception Report window (see image).
5. Either Print OR Save the report (as a pdf file).
View Meter Exception Report
Note that the Meter Exception Report (see image) displays all tools that have
established values for the meter interval on the
Model Record, regardless of whether any
meter information has been entered onto the
tool record. Of course, if no meter information
has been updated to a particular tool’s record,
Enterprise will consider this omission as an
exception, and that tool will appear on the
report until the meter information is
added/updated, within the established Meter
Interval.
View Meter History
Another tool in Enterprise to manage meter/mileage readings is View Meter History.
This window displays all updates to a given tool’s meter information (entered into the
Meter field on the Tool Information tab of the Tool Record) (see image). Data shown in
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this history of a tool’s meter updates, along with the Meter Exception Report, can help
explain any discrepancies in the meter readings of a given tool over time.
1. From the Navigator panel, click the Tools & Equipment module.
2. Select the Tools button – A new Tool Browser opens.
3. Using the Explorer tree or the Search function, find the Tool Record of interest –
Highlight it and right-click.
4. A pop-up menu appears: Click on the View Meter
History option (see image).
5. The Meter History window open, showing all incidents of
this tool’s meter readings. View and click OK to close the
window (see image).
Training Activity #22: Update and View Meter/Mileage Information
Scenario: You wish to import mileage updates for some of your Ford fleet vehicles.
Afterwards, you want to observe these updates using the View Meter History feature
of Enterprise.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
SERVICE & CALIBRATION > Meter/ Mileage Readings
Part One
Set a meter reading interval for the first three (3) Ford trucks used in Training
Activity #21.
1. Find the Tool Model Record for these fleet trucks.
2. Require a meter reading every 90 days.
3. Save your changes to this Model Record.
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Part Two
Create a spreadsheet to update your fleet meter readings for these trucks. Use the
Import feature to import these updates.
1. Use a spreadsheet application to create a file such as shown in Import
Meter/Mileage Readings. Be sure to save this in the .csv format.
2. Add 3000 miles to the meter values for each of these 3 fleet trucks to simulate
90 days of usage.
3. Use tomorrow’s date as the import date for your Import Value readings.
4. Import these updated values into the Tool Records for your fleet. Fix any Status
errors and resubmit until all read “Valid”.
5. Perform a manual sync when all import values are “Valid”.
Part Three
View the Meter History for each truck in this fleet.
1. Open the View Meter History for each Tool Record from Part One.
2. There will be 1-2 entries for each history:
• meter value entered manually in Training Activity #21 and/or
• meter value imported in Part Two
3. If you are missing any values, your syncs may not have completed.
When done, compare your work to the Answer Key.
Service Requests & Work Orders
You create a Service Request when work needs to be performed NOW on a particular
tool. This differs from a Service Plan in that a Service Plan is more of a pro-active,
typically recurring, service event. A Service Request, however, is more of a
spontaneous request that you are bringing to the attention of your Service Department
or Service Manager for immediate attention.
Similarly, a Work Order is an interactive form that the Service Department uses to
detail the service work to be performed. A Work Order results from work involving
either a Service Request or a Service Plan. Such work may include:
•
specific tasks
•
detailed instructions to be considered during the service
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•
tools required to execute the service
•
parts used to complete the service
•
charges assessed as a result of the service
Creating a Service Request
There are 2 ways to create a Service Request. The first method creates an empty Service
Request form for you to complete while the second method allows you to pre-populate
key fields.
1. From the Navigator panel, click the Service & Calibration module.
2. Click on the Service Requests button
Browser appears.
3. Click on the Create Service Request button
Request window appears (see image).
- a new Service Request
– a new Service
4. You can enter a unique tool in one of 3 ways:
a. manually enter a Tool Number into the
<scan here> field
b. scan a barcode into this scan field
c. click the Browse… button to use the Tool
Browser to enter a tool
5. Fields  and  will be automatically
populated based on Step # 4.
6. In the Service Request or Problem field, enter
a title summarizing the service request
/problem. You can also choose one of the
existing descriptions found in the drop-down
menu (if available).
7. Optional: From the Urgency drop-down menu, choose an Urgency level.
8. Optional: In the Note field, enter detailed notes that you would like to share with
the Service Department performing the work.
9. Click OK to close the window. The completed Service Request now appears in the
Service Request Browser.
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The second method allows you to create a Service Request directly from the (unique)
Tool Record.
1. From the Navigator panel, click the Tools & Equipment module.
2. Select the Tools button – a Tool Browser window appears.
3. Using the Explorer tree or the Search function, find the Tool Record of interest –
highlight and right-click it.
4. Select the Create Service Request option (see image).
5. The Service Request window appears, populated with
relevant details from the Tool Record.
6. Follow Steps #6-9 in Creating a Service Request.
Training Activity #23: Create a Service Request
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
SERVICE & CALIBRATION > Service Requests & Work Orders > Creating a
Service Request
1. One of your Ford trucks won’t start. From the Tool Browser, create a Service
Request for it to be repaired with normal Urgency. Leave a note for your Service
Department to let them know the truck is stuck in the northwest corner of the
employee parking lot.
2. One of your drills has a severed power cord. From the Service & Calibration
module, create a Service Request for it to be repaired. Alert the Service Department
that this is the only drill you have, and that it is urgent that it be repaired as soon as
possible.
When done, compare your work to the Answer Key.
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Converting a Service Request into a Work Order
Once a Service Request is created, it is converted next into a Work Order for someone to
perform the requested service(s).
1. From the Navigator panel, click the Service & Calibration module.
2. Click on the Service Requests button – a new Service Request Browser appears.
3. In the Browse Service Requests search engine (see image), locate your Service
Request by:
•
selecting Open, Closed or All and then clicking the Search button OR
•
to refine your search, enter information into the various fields and then click
Search
4. From the search results, highlight the Service Request of interest and click the
Convert to Work Order button
. A new Work Order window
appears, populated with key information (see image).
•
This updates the Status of any Service Request that is In-Progress.
5. Be sure fields from these sections are completed before moving on:
•
•
Work Order Summary
Schedule
6. Click the Tasks tab to add tasks to the Work Order.
a. Click the Add Tasks… button:
i.
to create a Service task:

ii.
to create an Inspection task:

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follow Steps #4 – 7 in Creating a Service Task
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iii.
to create a Calibration task:

follow Steps #1 – 8 in Creating a Calibration Task then

Save the Model Record then

follow Steps #11 – 14 in Creating a Calibration Task
7. Optional: Add Required Tools to the Work Order
a. click on the Required Tools tab
b. click on the Add Tool… button
open Tool Model Records window
c. browse for any Tool Model(s) you wish to add - highlight them and click OK
8. Optional: Add Repair Parts to the Work Order
a. click on the Parts tab
b. click on the Add parts… button to open the Materials Inventory window
c. By default, any repair parts that were added
at the
model level will appear if the “Just repair parts for this asset” radio button is
checked:
•
Highlight the part you want to add to this Work Order and click OK.
d. If you would like to add repair parts that
on this list, click the All radio button:
•
are NOT
Highlight the part you want to add to this Work Order and click OK.
9. Optional: Add additional Charges to the Work Order
a. click on the Charges tab
b. click on the Add button - the Additional Charge
window appears (see image)
c. enter the Charge Description (or select from the
drop-down menu)
d. enter the Qty, Cost, and Unit (of measurement) for
the charge
e. click Save to close the window
10. Optional: Apply a Cost Center, Cost Code and/or Service Class to the Work Order
a. click on the Charges tab
b. In the “Work Order
Defaults”(see image), choose a Cost Center, Cost Code, and/or Service Class
c. click Save to close the window
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NOTE:
As of this version, Cost Centers and Cost Codes are notation only fields in
Service functions and do not affect charges in Job Cost & Billing.
11. Save
the Work Order. You will be asked
to update the Meter and Status of this tool (see
image). Choose one (or Skip Update) and
proceed.
•
This also updates the Work Order Status if
Pending to In-Progress.
12. When the “Close work order?” window appears:
a. click No if further processing remains
b. click Yes only if everything is finished for this Work Order
Creating a Work Order
You do not need to have a Service Request in order to create a Work Order. As with
Service Requests, there are 2 ways in which to create a Work Order:
•
•
create it from scratch
and
create it directly from a (unique) Tool Record
Create an Empty Work Order
1.
From the Navigator panel, click the Service & Calibration module.
2. Select the Work Orders button –
3. Click the Create Work Order button
4. In the Item ID field,
a new Work Orders Browser appears.
– a new Work Order appears.
scan or enter in Tool Number of interest:
a. hit the Enter key on your keyboard
b. the Description, Manufacturer, Model and Year (if entered) fields populate
automatically
5. In the Requested Service field, enter in a summary of the work that needs to be
done. You can also choose one of the existing summaries from the drop-down list.
6. Follow Steps #5 – 12 in Converting a Service Request Into a Work Order.
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Create a Work Order from a Tool Record
1. From the Navigator panel, click the Tools & Equipment module.
2. Select the Tools button– a new Tool Browser appears.
3. Using the Explorer tree or the Search function, find the Tool Record of interest –
highlight and right-click it.
4. Select the Create Work Order option (see image).
5. The Work Order window appears, populated with relevant
details from the Tool Record.
6. Follow Steps #5 – 12 in Converting a Service Request Into a
Work Order.
Once a Work Order is created for a tool, it will be documented
in the Tool Record for that tool. To view this, under the
Service tab of the Tool Record, click on the Open Work Orders
tab (see image). To view this Work Order, simply double-click
on this line.
Viewing a Work Order
You can use the Work Orders Browser to search for any open or closed Work Orders.
1. From the Navigator panel, click the Service & Calibration module.
2. Select the Work Orders button– a new Work Orders Browser appears.
3. In the Browse Work Orders search engine
(see image), locate your Work Order by:
•
selecting Open, Closed or All and
then clicking the Search button OR
•
to refine your search, enter
information into the various fields then click Search
4. From the search results, highlight the Work Order of interest and double-click to
open and view it.
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Editing a Work Order
1. Follow Steps #1-4 of Viewing a Work Order.
2. Click on the Tasks tab.
3. To add a task, click on Add Task… button and follow Creating Tasks in a Service
Plan. The task now appears under the Required
tab of the Tasks tab (see image).
4. Edit any of the other tabs (e.g., Instructions,
Parts, Charges) as shown earlier in creating a
Service Plan (Creating a Service Plan for a Tool Model Record).
5. Save changes to the Work Order.
Completing a Work Order
1. Follow Steps #1-4 of Viewing a Work Order.
2. Click on the Tasks tab.
3. Highlight a task to complete and either:
a. click on the Perform Task button
OR
b. right-click and select “Perform Task” - the Task window appears.
NOTE: Clicking on a task’s ”Done” checkbox will provide the same result as
Steps #a and b above.
4. For a Service Task Type:
a. in the Completion Information section of the Task window, document the
following:
•
the Performed By information (as appropriate)
•
the Actual Hrs required to complete the task
•
any Note(s) regarding completion of the task
5. For an Inspection Task Type:
a. Pass/Fail status for Inspection tasks
b. in the Completion Information section of the Task window, document the
following:
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•
the Performed By information (as appropriate)
•
the Actual Hrs required to complete the task
•
any Note(s) regarding completion of the task
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6. For a Calibration Task Type:
a. enter values for As Found and As Left using assigned Unit as a reference Enterprise will automatically assign a “Pass/Fail” value
b. in the Completion Information section of the Task window, document the
following:
•
the Performed By information (as appropriate)
•
the Actual Hrs required to complete the task
• any Note(s) regarding completion of the task
7. Optional: In the Charges section, assign a Cost Center and/or Cost Code to this
task.
8. If the task is:
a. COMPLETED, click the Save, Task Complete button.
now appears in the History tab of the Tasks tab (see image).
The task
b. NOT completed, click the Save button so that you can work on this task at a later
date.
9. Click on the Parts tab. Any parts added via the item’s model record or to this Work
Order will appear here.
a. If an item was used for service, click on the checkbox; if all items were used, click
on the Check All button.
b. Adjust the quantities of these parts that were used.
10. Click on the Charges tab. All potential charges related to this Work Order appear
here.
a. For M Type (Parts) charges, edit them by highlighting the line and either
•
clicking the Edit button
OR
•
right-clicking and selecting Edit Charge…
b. For L Type (Labor) charges, edit as in (a) above
•
Qty represents Actual Hours worked
•
Cost represents Charges Per Hour of labor
c. For O Type (Other) charges, edit as above
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11. Click on the Assignments tab if you wish to re-assign this item to a different
location or employee.
a. Click on the Reassign This Item… button and a transfer ticket appears.
b. All relevant fields on this ticket are populated save for the new assignment (To).
12. Under the Completion Details (on the Work Order Details tab) of the Work Order:
a. enter a Completion Date (required field)
NOTE: This date will be assigned automatically when the Work Order is closed.
b. Optional: select an Employee for the Completed by field
c. Optional: include any relevant notes in the Note field
13. Click Save to save changes to the Work Order.
14. Update Meter and Status information as appropriate.
15. When the Close Work Order window appears:
a. click No if you are not completely finished with the Work
Order
b. click Yes if you are all done with the Work Order
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•
This will populate the Completion Date of the Work Order with the date.
•
As well, it will populate the Service History tab of the Tool Record with the
completion of this Work
Order (see image).
ToolWatch Enterprise Training Manual
Service & Calibration
Training Activity #24: Create and Complete a Work Order
Scenario: Your Service Department Manager is looking through this week’s Service
Requests in the Service Request Browser. He comes across some requests for items
that need repairs.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
•
SERVICE & CALIBRATION > Service Requests & Work Orders > Converting a
Service Request Into a Work Order
SERVICE & CALIBRATION > Service Requests & Work Orders > Creating a Work
Order
1. From the Service Request Browser:
a. search for all Open Service Requests
b. find the Service Request for your Ford truck
c. convert this into a Work Order
2. Inside of this Work Order, create these 2 tasks:
•
•
Service Task: replace ignition switch, estimate 1.5 hours to complete
Inspection Task: check battery - Pass/Fail value = holds a charge, estimated
1.0 hour to complete
3. Add 1 container of oil for the repair.
4. Save changes to the Work Order.
a. Skip the Meter update
b. do NOT close the Work Order at this time
5. From the Tool Browser, open up the Tool Record of the truck on which you are
working.
6. Under the Service tab, verify that the Work Order is Open and In-Progress in the
Open Work Orders tab.
7. Open the Work Orders Browser and open this truck’s Work Order.
8. Open the Tasks tab and perform both tasks.
a. it took 1.0 hour to replace the ignition switch
b. it took 30 minutes to determine the battery passed
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9. Open the Parts tab and confirm that 1 container of oil was used.
10. Open the Charges tab:
a. edit the Cost of each labor event to $10 per hour
b. ensure that a Parts Fee of $6.50 was assigned to the oil
11. On the Work Order Details tab, document that the work was completed by YOU.
12. Save the Work Order.
a. In the Update Tool Record window, in the New Meter field, add 100 miles
to the existing mileage.
13. Close the Work Order.
14. Open up the Tool Record for this truck.
a. verify that the Meter value has been updated.
b. Under the Service tab, verify that the Work Order is no longer in the Open Work
Order tab but is now in the Service History tab.
15. In the Reports module, under Service Reports, run a Work Order Charges Report.
Leave all defaults except:
a. type in the Tool Number of this truck or its Work Order Number
b. enter Today’s Date for both Start and End Dates
c. create a pdf of this report called “Truck Service Charges” to send to the truck’s
Project Manager
When done, compare your work to the Answer Key.
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PURCHASING &
Purchasing
& Receiving
RECEIVING
ToolWatch has created an interactive format that connects Purchase Orders and
Receiving Tickets seamlessly along with your inventory of tools and materials.
In this section, you will learn how to use this interface effectively, helping you to
save time and money during your purchasing process.
Additionally, you will integrate such features as the Low Level Browser and the
New Tool Wizard to take full advantage of this module.
Upon successful completion of this Section, the learner will be able to:
• create a new Purchase Order from all appropriate browsers
• populate a Purchase Order with the following information:
a. tools (unique and quantity)
b. materials
c. items not currently tracked in ToolWatch
d. add an Attachment
• add the contents of a previously created Template to a Purchase Order
• adjust low inventory levels using the Low Level Browser to create a Purchase Order
• distinguish between the following, focusing on when a Purchase Order can be edited
a. these States: Open and Closed
b. these Statuses: Draft, Waiting for Receipts and Done Receiving
• work within the Purchase Order Browser to perform these tasks with/on an existing
Purchase Order:
a.
b.
c.
d.
view
edit
delete
print (paper, pdf)
• receive against a Purchase Order using
Receiving Tickets
• use the Receiving Browser to view and
search for existing Receiving Tickets
• demonstrate how to apply the New
Tool Wizard when adding new unique
tools to inventory from a Purchase
Order
• locate and view these tabs of a Purchase Order:
a. Receipts tab
b. Record Info tab
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Introduction
A Purchase Order Explained
The focus of this module is on issuing
Purchase Orders and charging
Receiving Tickets against them.
Mastery of this module will enhance
your ability to manage your
consumables inventory and to track
tools and equipment from point of
purchase to retirement.
Number
1
The Purchasing & Receiving module
consists of several features that work
together to make purchasing and then
receiving tools and consumables quick
and easy. It uses your Cost Info and
Preferred Vendor information to create
quickly and easily a Purchase Order, to
receive tools and materials into Stock,
and ultimately to create records for new,
unique tools.
Required fields for a Purchase Order are
indicated by an asterisk (*).
2
3
4
5
6
7*
176
Explanation
Add Template button
adds contents of a
Template
Attachments button
attaches documents or
web address
Add Tool Item button
adds tools
Add Material Item button
adds materials
Add Item button adds tool
or material item not in
inventory currently
Edit or Delete Line button
edit or remove selected
line
P.O. Number field shows
unique number assigned
to P.O.
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Purchasing & Receiving
Number
Explanation
8*
P.O. Status indicates current
status (Draft, Waiting for
Receipts, Done Receiving)
9
Keep window open box is
checked to keep P.O. window
open after you Save
10*
Vendor field – select Vendor
from drop-down menu
11*
Ship To – select Stock
Location where item(s) on
P.O. will ship
12
Charge To Notes field – select
Cost Center/Code if using Job
Cost & Billing
13
Ordered By field – select
employee from drop-down
menu who is responsible for
P.O.
14
Requisition field type in Requisition Number
assigned to P.O.
15
Ship Via field – select method
of shipment from drop-down
menu
16
Order Date field – select date
from calendar when P.O. was
ordered
ToolWatch Enterprise Training Manual
Number
Explanation
17
Expected Date field – select
date from calendar when P.O.
expected to be delivered
18
Document Number field –
type in document number
associated with P.O.
19
P.O. tabs – discussed later in
chapter
20
Scan field – type in, scan
items to populate P.O.
21*
Item field – line items of tools
and materials that populate
P.O
22
Items field – running total of
number of (line) items on P.O.
23
Sub Total field – running
total of P.O. items’ costs
24
Shipping charges field
25
Tax charges field – shows
tax charges from P.O.
26
Total field – sum of Sub
Totals, Shipping and Tax
charges fields
27
Notes field – allows for entry
of relevant text messages
shows shipping charges
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Purchase Order Columns
Number
1
2**
** M
Q
T
K
T/M
178
Explanation
Model ID from model record of item on P.O.
Type – Item Type of item
= Material/Consumable
= Quantity Tool
= Unique Tool
= Kit
= Template
3
4
5
6
7
8
Manufacturer info from model record of item
Model – Model Number from model record of item
Item Description from model record
Stock Keeping Unit number of item
Quantity of items being purchased
Received – checkbox indicating was received after purchase
9
10
11
12
13
14
15
16
Cancelled – allows item to be cancelled beyond Draft status
Cost – populates with MSRP from model record
UOM or Unit of Measure, from model record
Extended Cost = Quantity x Cost
Closed – checkbox indicating item has been received against
Cost Center allows for assignment of Cost Center
Cost Code allows for assignment of Cost Code
Bill – reserved for future use
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Creating Purchase Orders
In ToolWatch Enterprise, a Purchase Order is an interactive form that allows you to
order tools and materials quickly from a desired vendor or vendors. A Purchase Order
can be generated in a number of ways - Some of these include:
•
•
•
Tool and Material Browsers
Model Browsers
Low Level Browser
From the electronic Purchase Order, a physical one can be printed and used when
ordering.
Creating a New Purchase Order
1. From the Navigator panel, click the Purchasing & Receiving module.
2. Click the Purchase Orders button –
window appears.
3. Click the Create Purchase Order button.
window opens.
the Purchase Order Browser
A new Purchase Order
Adding Purchase Order Details
1. You may change the value of the Purchase Order field or allow ToolWatch to select
the number.
Required Fields:
2. Select a Vendor from the drop-down list. Note that “Vendor” is a Lists item (Lists >
Purchasing & Receiving > Vendors).
3. Select a Ship to location from the drop-down list. These represent the Stock
Locations in your organization.
Optional Fields:
4. If using Cost Centers (Codes) for Job Cost & Billing, select a Cost Center (Code)
from the drop-down list.
NOTE: As of this version, Cost Centers and Cost Codes are notation-only fields in
Purchase Orders and do not affect charges in Job Cost & Billing.
5. In the Ordered By field, select a name from the drop-down menu for who placed the
Purchase Order.
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6. In the Requisition field, type the name of the person in charge of the requisition of
the Purchase Order.
7. Select a Shipping Method (Lists > Shipping Methods) from the Ship Via dropdown menu.
8. You may designate an Order Date for when the Purchase Order is first submitted
and/or a Return Date specifying when items should be received.
NOTE: The values for Order Date and Expected Date will default to the LAST date
the Purchase Order was created so you may need to adjust for this.
9. If you have another related document that is tied to the Purchase Order, type that
Document Number in the designated field.
NOTE: Many of the above fields can be linked together such that when one is chosen,
the other automatically populates the Purchase Order. For example, go to
Lists > Vendors, highlight a Vendor of interest, and then select a Shipping
Method under the Account Info tab. Now, whenever that Vendor is selected
on a Purchase Order, this Shipping Method will populate the Ship Via field.
Adding Items to a Purchase Order
Items (tools and materials) can be added to a Purchase Order by either:
1. scanning the barcode or typing the Item Number in
the Scan field OR
2. using the 3 buttons at the top of the Purchase Order,
just above the P.O. Number
Adding Tools to a Purchase Order
1. Click on the Add Tool Item button
opens.
– the Select Items window
2. Choose whether to display (a) Only items for this vendor
or (b) All items.
a. You will need to have designated already your inventory to have a select
vendor. To do this, on a Tool or Material Record, under the Purchase & Cost
Info tab, use the Preferred Vendor drop-down menu to choose a vendor.
Once done, only items whose designated vendor matches the vendor you
have selected will populate this window.
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Use the Explorer tree to choose items for your Purchase Order.
b. All items will allow you to view all Tool Model Records in your inventory.
Use the Explorer tree to choose items for your Purchase Order.
3. When you have selected (highlighted) your items, click the OK button to close this
window and populate the Purchase Order.
Adding Materials to a Purchase Order
1. Click on the Add Material Item button
appears.
– the Select Items window
2. Follow Steps #2 and 3 from Adding Tools to a Purchase Order, substituting
“Material” wherever “Tool” is offered. Respond in similar fashion for all else.
3. When you have selected (highlighted) your items, click the OK button to close this
window and populate the Purchase Order.
Adding a New Item to a Purchase Order
You can add a tool or material item to your Purchase Order that will NOT be part of
any existing inventory; as such, it will not be tracked in ToolWatch. You might do this
for one-time purchases like specialized fasteners for a particular job.
1. Click on the Add Item button
- this will bring up the Item window
(see image). Note: You can also highlight an existing line on the Purchase Order
and right-click to Add Item.
2. Fill in the following information for the item:
•
•
•
•
•
•
•
Item Number *
Item Description *
SKU#
Qty *
Cost (* in order to set Extended Cost on
P.O.)
Unit of Measure (e.g., each, feet, inches)
Cost Center/Code information (select if
using this module)
* = required fields
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3. Click the Ok button to close this window. Once purchased, these items will NOT
be added to inventory nor can they be tracked in Enterprise.
When you finish adding items to - or doing any edits on - a Purchase Order, click the
Save button. You will be asked if you are ready to purchase:
a. clicking Yes will change the Status of your Purchase Order from Draft to
Waiting for Receipts, visible upon the next Save
b. clicking No will keep the Purchase Order in Draft Status
Adding an Attachment to a Purchase Order
See earlier section on Creating Attachments for additional information.
Adding a Template to a Purchase Order
Templates allow users such as a Tool Manager to list and order specific items that are
used or purchased on a recurring basis. Templates can be reused, are editable over time,
and can have their contents manipulated when used in a Purchase Order.
Recall from earlier work that templates were created for use with Pick Tickets. We can
use those very same templates here in purchasing. (For more information on templates,
see the section on Templates.)
1. Click the Add Template button
appears (see image).
- the Template Browser window
2. In the Explorer tree, browse to find a
template of interest.
3. Select (highlight ) this template and click
on the Add… button. The contents of this
template populate the Purchase Order.
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Training Activity #25: Create a Purchase Order
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
PURCHASING & RECEIVING > Creating a New Purchase Order
Create a new Purchase Order based on the following details:
1. In the Lists tab, create the following items - IN THIS ORDER:
a. Shipping Method(s)
• FedEx 2-Day
• UPS Ground
b. Vendor = Grainger
• 12350 E Arapahoe Road - Suite C Centennial CO 80112
• add Web URL = www.grainger.com
• under Account Info tab > select Shipping Methods > FedEx 2-Day
2. Add the following features to this Purchase Order:
a.
b.
c.
d.
e.
f.
Vendor = Grainger
Ship To = Main Warehouse
Ordered By = Jane Doe
Ship Via = FedEx 2-Day
Order Date = Today
Expected Date = 2 business days
3. Purchase the following items using this Purchase Order:
a. 3 extension cords at $71.25 per (Note: You will need to edit the default
value of $65)
b. 1 truck at $26,000
c. 4 cans of spray paint at $9.59 per can
d. 1 drill at $188
4. Add an item that you will not be tracking in ToolWatch:
a. Scott 10-roll multipurpose shop towel packages at $25.98 per package
b. Quantity = 5 packages
c. Item Number = 44455
d. SKU = 345345345
e. Unit of Measure = dollars
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5. Save the Purchase Order. When asked “Is this order ready for purchase?” click No.
6. Open the Purchase Order Browser and search for this Purchase Order by using at
least one of these criteria:
• Order Date
• Vendor
• Ship To
Note that the Purchase Order is in Draft Status - Do NOT open the Purchase Order.
When done, compare your work to the Answer Key.
Creating a Purchase Order from the Low Level Browser
A Dashboard Message Center window reminds you when your inventory of selected
tools and/or materials falls below target levels. When this occurs, you can create a
Purchase Order directly from the Low Level Browser. (For more information, see the
Low Level Browser section.)
1. From the Navigator panel, click the Materials & Consumables module.
2. Click the Low Level Browser button to open the Low Level Browser window.
3. Click the Recalculate button to refresh the list of items.
4. Highlight the line item(s) to be added to a Purchase Order.
5. Right-click on the highlighted item(s) and select the Add to Purchase Order button –
a Purchase Order window opens.
6. The Purchase Order is Open and in Draft
status (see image).
7. While in Draft status, you may edit the
Purchase Order to change Vendor, Shipping Info, etc. To edit line items, highlight
a line and then:
a. click on the Edit Line button
OR
b. right-click to Edit Line to make your edits.
8. Save the Purchase Order after completing your edits.
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Editing Purchase Orders
Purchase Order Editing Rules
Purchase Orders can exist in 2 States
•
•
Open
Closed
and with 3 different Statuses
•
•
•
Draft
Waiting for Receipts
Done Receiving
A Purchase Order can be edited as long as the following 2 criteria are met:
Rule 1:
The Purchase Order is Open and in the Draft Status.
Rule 2:
The person editing the Purchase Order is also the person who created it.
When editing a Purchase Order, you can add additional items, delete existing items or
make changes to existing items. Before doing any editing, however, you will need to
browse for an existing Purchase Order to edit.
1. To edit an existing P.O. line item:
a. highlight the line item of interest
b. either click the Edit Line
button
or right-click to Edit Line - the Item window
appears (see image).
c. The Item Detail fields will be filled in with
the information for the item.
d. Make changes to any of the following fields:
•
Item No.
•
SKU #
•
Qty
•
Cost
•
Unit of Measure
•
Cost Center or Cost Code
e. Click the Ok button to close the Item window.
2. To delete an existing Purchase Order line item:
a. highlight the line item of interest
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b. either click the Delete Line button
or right-click to Delete Line
Purchase Order Browser
The Purchase Order Browser organizes and displays historical and existing Purchase
Orders. You can use this browser to create, delete, edit and print Purchase Orders. You
can also search for Purchase Orders that need to be received, beginning the receiving
process using the Purchase Order Browser (see image).
Purchase Order Browser Details
Number
186
Explanation
1
Order Date – date when items on Purchase Order were first ordered
2
Po No – Purchase Order Number
3
Vendor – from where items are to be purchased
4
Charge To – Cost Center to which costs are charged
5
Ship To – Stock Location where items are to be delivered
6
Status of Purchase Order
7
State of Purchase Order (Open or Closed)
8
Expected Date on which purchased items are to be delivered
9
Requisition Number assigned to Purchase Order
10
Document Number assigned to Purchase Order
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Purchasing & Receiving
Viewing an Existing Purchase Order
1. From the Navigator panel, click the Purchasing & Receiving module.
2. Click the Purchase Orders button – the Purchase Order Browser appears.
Select one of the following options:
a. To view any active Purchase Orders, click on the Open or All radio buttons, and
then click the Search button.
b. To view a specific Purchase Order, or a
range of Purchase Orders, fill in any of
the following fields (see image), and
then click the Search button:
c. Click the More Search Options…button
and enhance your search (see image):
3.
From your search results, highlight the
Purchase Order of interest and double-click to
open it – the PO Detail (or Purchase Order)
window opens.
Deleting a Purchase Order
To delete a Purchase Order from the Purchase Order Browser:
1. Search for a Purchase Order, of any Status, by following Steps #1 – 3 in Viewing an
Existing Purchase Order.
2. From the search results, highlight the Purchase Order of interest.
3. Click the Delete Purchase Order button.
Printing a Purchase Order
You can print a Purchase Order from either of 2 windows:
•
•
Purchase Order Browser
OR
PO Detail (Purchase Order)
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1. Search for a Purchase Order, of any Status, by following Steps #1 – 3 in Viewing an
Existing Purchase Order.
2. To print from the Purchase Order Browser:
a.
highlight the Purchase Order of interest
b.
click the Print button’s drop-down menu
c.
click the Print Selected option – the Report Options
window opens
d.
choose Purchase Order Detail for your Report Layout
e.
click View Report button to generate a hard copy of your Purchase Order
3. To print from the PO Detail (Purchase Order) window:
a.
click the Print button
b.
choose Purchase Order Detail for your Report Layout
c.
click View Report button to generate a hard copy of your Purchase Order
Training Activity #26:
– the Report Options window opens
Editing a Purchase Order to Include
Adding a Template
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
ESSENTIAL CONCEPTS > Creating a Template from the Template Browser
PURCHASING & RECEIVING > Adding a Template to a Purchase Order
•
•
1. Open the Purchase Order you created in Training Activity #25.
It should be in Draft Status still.
2. Add to this Purchase Order the Template “Monthly Warehouse Purchase” you
created in Training Activity #16.
You should now have these items in your Purchase Order:
•
•
•
•
•
•
•
188
3 extension cords
1 truck
4 cans of spray paint
5 packages of shop towels
2 screwdrivers
2 drills
2 containers of oil
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3. Add a Note to deliver the drills to the Legacy job site immediately
4. Adjust the final costs of these items to:
•
•
container of oil = $5.59
screwdriver = $11.60
5. Delete the truck and one of the drills from this Purchase Order.
6. Print the Purchase Order, saving it as a pdf on your desktop. View the document
to ensure that all information you entered is present. Close the Print window
when done viewing.
7. Save the Purchase Order. When asked “Is this order ready for purchase?” click
Yes. It will now be saved to the browser in Open – Waiting for Receipts Status.
When done, compare your work to the Answer Key.
Receiving Tickets
The Receiving Ticket window is designed to record each item received against a
Purchase Order. As items are received, the corresponding Purchase Order is updated
automatically by the Receiving Ticket.
You can receive against an item as many times as necessary, against one Purchase
Order, until all of the (line) items have been received or canceled.
As well, you can record the actual amount charged for each item if it differs from the
Purchase Order value. When this actual amount is recorded on the Receiving Ticket,
Enterprise will calculate and update the Average Purchase Cost and the Last Purchase
Cost (found on the Tool and Material Records) for each item received.
Receiving Items from a Purchase Order
Begin by finding an existing Purchase Order, one in the Waiting for Receipts Status, in
the Purchase Order Browser.
1. Search for a Purchase Order, in the Open-Waiting for Receipts Status, by following
Steps #1 – 3 in Viewing an Existing Purchase Order.
2. From the search results, highlight the Purchase Order of interest and click on the
Receive Purchase Order button
window (see image).
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– this opens a Receiving Ticket
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Purchasing & Receiving
a. Alternatively, from the search results, double-click on the same Purchase Order.
The following message appears:
b. Click the Yes button to open a Receiving
Ticket window.
3. To receive all the items on the Receiving Ticket click either the:
•
Receive All box
•
Check All box
, located just above the column headers (see image)
, located just above the Receiving Ticket Number
4. If some items are not included, manually check the box next to each item that has
been received.
a. For partial receipts, place the cursor arrow in the Received column field and
adjust the number using either the arrows or typing in the correct number (see
image). Press the Tab key.
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5. As appropriate, add notes in the Note field at the bottom of the window.
6. If the actual price paid differs from the Actual Price that is listed on the Receiving
Ticket:
a. In the Actual Price column of the item in question, click on the price and modify
as needed.
b. Press the Tab key on your keyboard for the corrections to take place.
NOTE: The Actual Price column drives data from
the Purchase & Cost Info tab (see image):
•
on the tool and material records
(Total Quantity Purchased, Average
Purchase Cost, Last Purchase Cost)
•
on all relevant tool and material
reports
7. If the items are to be received at a Stock Location different from the original, edit the
Received At field. When you save, all checked items will be assigned here; this will
be reflected also on the Receiving Ticket but NOT on the Purchase Order.
8. Add in any Shipping or Tax values for this Purchase Order. Tab out for each value
entered.
9. Each time you partially receive a Purchase Order, a Receiving Ticket is generated.
All Receiving Tickets, whether complete or partial, are given a Status of Closed and
can be found on the Receiving Browser.
10. When finished receiving any Receiving Ticket, click the Save button.
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New Tool Wizard
The New Tool Wizard automatically adds new unique tools received from a Purchase
Order and Receiving Ticket into the Tool Browser. This panel gathers information
necessary for ToolWatch to create a new Tool Record to an existing Model Record for
each new unique tool received into Enterprise.
Each tool must (1) be unique and (2) have a Permanent Tool Number assigned to it
before it can be added to your inventory. The Bar Code and Serial Number fields are
optional. The New Tool Wizard is a quick and accurate means of adding new Tool
Records from your purchases.
Enterprise can generate and assign Tool Numbers to new tools by clicking on the Auto
Number Tools button. It applies Number Block rules, picking up from the next
available number for a given Number Type.
If you would
prefer to number
the tools yourself,
you can enter
information into
the New Tool
Wizard... window
(see image). Then
click on the Create
Tools button to
have these tool
records created
using your data.
NOTE:
Clicking on the Cancel button of the New Tool Wizard will result in a failure
to process the transaction and a loss of any changes to the ticket you made.
Viewing a Receiving Ticket
1. From the Navigator panel, select the Purchasing & Receiving module.
2. Click the Receiving Tickets button
192
to open the Receiving Browser.
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3. To search for:
a. a specific Receiving Ticket
b. a range of Receiving Tickets
OR
enter information in the available fields (see image). Click on the Search button
when done.
4. Click More search options… to uncover further search fields (see image). Click the
Search button when done.
5. Double click on the Receiving Ticket of interest to open it.
NOTE:
At any time while a Receiving Ticket is
open, you can view the Purchase
Order on which it is based by clicking
the View PO… button (see image).
Purchase Order Tabs
1. PO Items Tab
The Purchase Order window opens to the first of 3 tabs
called PO Items (see image). With this tab selected, you can
add tools or materials from your existing Tool Model Records, Material Model
Records or even add an item not in your current inventory. Neither of the other 2
tabs allow for data entry.
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2. Receipts Tab
The Receipts tab displays a list of all items that have been received against a given
Purchase Order. It is populated automatically when a corresponding Receiving
Ticket for this purchase is created and saved.
a. From the Navigator panel, select the Purchasing & Receiving module.
b. Click the Purchase Order button – the Purchase Order Browser appears.
c. From the Purchase Order Browser, select the Closed radio button and choose
the Status “Done Receiving”. Click Search to produce all Closed Purchase
Orders with the “Done Receiving” Status. (For more information, see Viewing an
Existing Purchase Order.)
d. Double-click the Purchase Order of interest to open it.
e. Click on the Receipts tab to review all purchased and
received items from this Purchase Order. Here, actual
Item Numbers are given for the Model ID numbers referenced in the
PO Items tab.
3. Record Info Tab
The Record Info tab displays information about who created and modified the
Purchase Order as well as the Creation date and when it was last Modified.
Here is a summary of the information included in the Record Info tab (see image);
•
Created On – the date the Purchase Order was created
•
Created By – the name of the person who created the Purchase Order
•
Modified On – the
date the Purchase
Order was last
modified
•
Modified By – the
name of the person
who modified the
Purchase Order
•
Status – the current status of the Purchase Order
•
Last Received On – the date the Purchase Order was last received against
•
Last Received By – the person who last received against the Purchase Order
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Training Activity #27: Receive Against a Purchase Order
Scenario: The tools and materials from your Purchase Order have been shipped by the
suppliers. You will now receive against those Purchase Orders in order to add the new
items into your inventory.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
PURCHASING & RECEIVING > Receiving Tickets
1. Find and open the existing Purchase Order from Training Activity #26:
a. use the Purchase Order Browser
b. search by Open and Waiting for Receipts Status
c. When asked if you would like to receive against this Purchase Order, click the
Yes button.
2. Receive against this Purchase Order:
a.
b.
c.
d.
e.
Receive only the extension cords, drill, shop towels & oil.
Change the Actual Cost of the drill on the Receiving Ticket to $195.
Save your changes to the Receiving Ticket.
Allow the New Tool Wizard to auto-number any unique tools.
Open your Purchase Order and, on the Receipts tab, review all of your
current received items.
3. Close the Purchase Order.
4. From the Purchase Order Browser, open and receive against the same
Purchase Order yet again. (Note that this generates a new Receiving Ticket.)
a. Receive all remaining items.
b. Change the Actual Cost on the Receiving Ticket of these items to:
i. can of spray paint = $11.00
c. Add a Shipping charge of $33.50.
d. Add a Tax charge of $18.59.
5. Click on the View PO button to open the Purchase Order.
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6. Save and Close the open Receiving Ticket. It should have now a Closed Status.
7. Observe the Purchase Order. On the Record Info tab, review the available data:
It should be populated with relevant information.
8. Close the Purchase Order.
9. Use the Purchase Order Browser to ensure that this Purchase Order is now Closed
and in Done Receiving Status.
10. Within the Purchasing & Receiving module, click on the Reports button.
a.
Click once on the Vendor Discrepancy Report: This is a useful report to assess
how well a particular vendor holds to its posted costs.
b.
Observe its description in the Note field (see image).
c.
In the Options section, enter these values:
Begin Date = leave blank
End Date = leave blank
Group By = “Vendor and PO”
Sort By = “Discrepancy”
Vendor = “Grainger”
d.
Click the Next >> button to open the report.
e.
Compare results to see if the Discrepancy values correlate with the cost
adjustments you made earlier.
f.
Close the Report window.
When done, compare your work to the Answer Key.
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JOB COST & BILLING
Job
Cost & Billing
The robust accounting features of ToolWatch Enterprise enable you to generate not only
concurrent Job Cost & Billing charges for any project but it also accommodates multiple
billing calculation methods. You will learn how to customize such critical tools as Rate
Sheets and Cost Centers to best fit your company’s unique business model.
Later you will explore different ways to represent both posted and un-posted
transactions including reports and exported data.
Upon successful completion of this Section, the learner will be able to:
• describe how the Job Cost & Billing module could meet their company’s tool inventory needs
• implement a company Calendar that reflects accurately the following:
a. a project’s Eligible Billable Hours
b. company Holidays
c. any changes to default Working
Hours
• create, edit and remove a Cost Center
• distinguish between a Cost Center and a
Cost Code
• create, edit and remove a Cost Code
• identify these as key features of a Rate
Sheet:
a.
b.
c.
d.
e.
•
set at Model Record level
Rate Sheet Browser (also how to use it)
2 types of (tools, materials)
Job Cost and Billing tabs
Base Value column
create Rate Sheets for each of the following:
a. Tools & Equipment
b. Materials & Consumables
c. illustrate how to create a Rate Sheet from a
copy
• set up Rate Sheet Rules including when
and how to establish Migration Points
• explain how each of these Calculation
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Methods is determined and when it is used in Job Cost & Billing:
a. Assignment
b. Calendar
c. Hourly Usage
• compare each of these Groupings in terms of when they are used and how they are applied:
a. Idle Rate
b. Maintenance
c. Return Credit
d. Minimum and Maximum Charge
e. Loss Charge
• list the requirements for accrual of Job Costs and Billing Charges
• attach a Rate Sheet to a Cost Center
• set up a Transfer Ticket to initiate a Billing Stream, correctly placing locations and Cost
Centers
•
•
•
•
•
•
distinguish between Open and Closed Billing Streams
describe the Billing Browser, its interface and list 2-3 of its key functions
diagram the Billing Browser workflow
discuss the role of the Equipment Usage Log in generating charges
add a Related Item Charge to a Rate Sheet
outline the main procedures involved in each of these tasks:
a.
b.
c.
d.
calculating un-posted Job Cost and Billing Charges
viewing and analyzing un-posted charges
stopping Job Cost and Billing Charges
posting Job Cost and Billing transactions
• match each of the tasks above with the relevant window listed below:
a. Cost Center Calculation
b. Billing Browser
c. Transaction Detail
d. Posting
• state at least 2 conditions that would result in a Closed Billing Stream
• adjust calculated charges by Adding in Miscellaneous Charges
• determine the type of reporting option that best represents posted data (e.g.., stock Report,
custom Export Template)
• create a custom Export Template and export Job Cost & Billing data into it
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Introduction
As was the case with our study of Enterprise, we begin this module, Job Cost & Billing,
in Phase One of two similar phases. (Please note that this module requires a solid
understanding of Enterprise for success.) Here in Phase One, the focus is on learning
about and setting up the “rules” of Job Cost & Billing; these rules include such tasks as
the Company Calendar, Cost Centers and Rate Sheets. After mastery of these rules, we
move onto Phase Two wherein we learn how to “play by these rules”, using the module
on a regular basis.
Ultimately, the Job Cost & Billing module will enable you to track easily and accurately
the costs of your tools and materials, and concurrently to generate customer billing
charges. Generally such charges are the result of items being transferred (assigned) to
various Stock Locations, job sites, or employees: Literally, this is where virtually all
related calculations begin, with the click of the “Process Transfer” button.
The Company Calendar
Establishing Default Project Hours
The first step in using the Job Cost & Billing module is to set up your company’s default
project hours in the Company Calendar. This is typically done by a ToolWatch
Administrator. The Company Calendar enables you to establish the regular working
days and working hours for your company.
ToolWatch Enterprise uses either the general Company Calendar or a more specific
Project Calendar (discussed later) to determine the total hours that are eligible to be
charged during a specified billing period.
1. From the Navigator panel, click the Administration module.
2. Click the Company Calendar
Calendar window.
button to open the Company Default
3. Click the Manage Project Defaults… button.
4. From the Working Hour Defaults window that appears, set your default project
days and hours (see image).
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•
•
these represent days and hours that are eligible and billable
values may be edited at any time
5. When finished, click the Set button to set your changes.
6. Click Save on the Company Default Calendar to close the window.
Adding Company Holidays
The holidays an organization observes are established in the Company Calendar.
Charges do not accrue for any project on a holiday.
1. From the Navigator panel, click the Administration module.
2. Click the Company Calendar button to open the Company Default Calendar
window.
3. On the calendar, click once on the day in question (e.g., July 4th) to highlight it.
4. Click the Set as Holiday button this
opens the New Holiday window (see image).
5. Enter in the name of the holiday referenced in Step #3.
6. Click Save twice to close out.
NOTE:
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As holiday dates change from one year to the next, it is necessary for your
ToolWatch Administrator to revisit these settings at the beginning of each
new year.
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Training Activity #28: Create a Company Calendar
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > The Company Calendar > Establishing Default Project
Hours
1. The majority of your projects work a 6-day week with Sundays off. Typical work
hours are Monday to Friday from 7:00am to 4:00pm; Saturdays are from 10am –
3pm.
2. Your company recognizes the following non-billable holidays:
•
New Year’s Day, January 1st
•
Independence Day, July 4th
•
Thanksgiving, last Thursday in November
3. Set-up your Company Calendar to follow the above details.
When done, compare your work to the Answer Key.
Cost Centers and Cost Codes
The next step in using the Job Cost & Billing module is to establish your Cost Centers
and Cost Codes. All Job Cost & Billing charges accrue in user-defined spaces called
“Cost Centers” that can be associated with locations or employees. Each Cost Center
can be further subdivided into multiple “Cost Codes” for greater specificity of charge
tracking and reporting.
By way of example, here we see a Cost Center that
accrued $10K in charges for the month of January
2013. All of these charges came from 4 areas:
(1) concrete removal, (2) demolition, (3) rentals
and (4) security. For this Cost Center, these areas
would represent Cost Codes, providing better
representation of how these charges were
distributed.
An important concept to note is that when creating various transactions for tools and
materials (e.g., transfers and work orders), the items are not actually assigned to Cost
Centers per se but rather they are assigned to locations (such as projects and
warehouses) and/or employees. It is done this way because the transaction must
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contain information that designates which Cost Center is to be charged along with
where, for whom, etc.
There is no limit to the number of locations or employees that can be linked to any one
Cost Center. One benefit to this is that while the actual locations of the tools and
equipment on a large site can be broken down into smaller areas, all of their associated
charges will land in just one Cost Center account.
Creating Cost Codes
Job Cost & Billing information can be grouped into Cost Codes for more specific
reporting or compatibility with your accounting system. Each Cost Center can have
any number of Cost Codes to help divide the charges. When you create a Cost Code,
you can use it with multiple Cost Centers and share it with others within your
organization.
1. Click on the Lists tab.
2. Under the Job Cost & Billing section, click on Cost Codes…
3. On the Cost Codes window, click the Create New button.
4. In the Description field, enter in a description of the new Cost Code(s).
5. Click on Save then Finished to close the window.
Editing a Cost Code
1. Click on the Lists tab.
2. Under the Job Cost & Billing section, click on Cost Codes…
3. On the Cost Codes window, highlight the
Cost Code to be edited (see image).
4. In the right-hand panel, edit the Cost Code’s
relevant information.
5. Click on Save then Finished to close the window.
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Training Activity #29: Create Cost Codes
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > Cost Centers & Cost Codes > Creating Cost Codes
Create 3 Cost Codes. The Descriptions for each are as follows:
•
•
•
General Conditions
Service
Trucking & Hauling
When done, compare your work to the Answer Key.
Creating a Cost Center
1. Click on the Lists tab.
2. Under the Job Cost & Billing section, click on Cost Centers…
3. On the Cost Centers window, click the Create New button.
4. In the Cost Center Description field, enter in a description of your new Cost Center.
5. Click on Save then click on Finished.
NOTE:
Be sure to Save each new Cost Center BEFORE doing any further editing on it
or you may generate an error message and/or lose your work.
General Info Tab
All data on this tab is optional, for
communication and notation purposes
only (see image). To illustrate this point,
if a given Cost Center were used prior
to a selected Start Date, or after a selected
Completion Date, charges would still
accrue.
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Attaching Rate Sheets to a Cost Center
You can designate which Rate Sheets are to be used by a given Cost Center during Job
Cost & Billing calculations; the Rate Sheets you designate will furnish the rates and
charge “rules” to the calculation algorithms.
Consider that a Rate Sheet must be created already to attach it to a Cost Center.
1. Click on the Lists tab.
2. Under the Job Cost & Billing section, click on Cost Centers…
3. In the list of Cost Centers, highlight one of interest.
4. Click the Project Rates tab and:
a.
from the Tools & Equipment Rate Sheet drop-down menu, select a Rate Sheet
(already created)
b.
from the Materials & Consumables Rate Sheet drop-down menu, select a Rate
Sheet (already created)
5. Click on Save then click on Finished.
Project Billing Rules
Say you are billing out quantity tools such as screwdrivers that are indistinguishable
from one another. One screwdriver goes out on Monday, another on Wednesday. On
Thursday, one of the 2 screwdrivers being billed is returned for billing credit. Which
one? Is it the one that went out on Monday? Or the one that went out on Wednesday?
LOFI (Last Out-First In) and FOFI (First Out-First In) represent your order choices to
deal with such situations. As you cannot always anticipate these circumstances, we
suggest that unless you know which one benefits you, simply choose one and let the
law of averages take over from there.
Editing the Project Calendar
ToolWatch Enterprise uses either the Company Calendar or the Project Calendar to
determine the total hours that are eligible to be charged during a billing period. The
Company Calendar serves as the default. If you would like a particular Cost Center to
have its hours determined by anything other than the Company Calendar, you will
need to make those edits in the Project Calendar.
NOTE:
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If you use Edit Project Calendar for a particular Cost Center, any saved
changes made will supersede those made to the default Company Calendar.
Also, any changes to the Company Calendar moving forward will NOT occur
in the Project Calendar - Those changes will need to be made manually.
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a. Tools Assigned or Returned Rules
By checking the appropriate box, and
filling in a time (AM or PM), you can
designate rules for when a tool is billed
for a given day (see image). To
manipulate the time, place the cursor onto
each of the 3 lines, then use the up/down
arrows to edit these values.
b. Establishing Default Project Hours for a Particular Cost Center
1. Follow Steps #1-3 in Attaching Rate Sheets to a Cost Center.
2. Click the Project Calendar tab.
3. Click the Edit Project Calendar… button
window.
to open the Calendar
4. Click on the Manage Project Defaults… button.
5. From the Working Hour Defaults window that appears, set your default project
hours for this particular Cost Center. (NOTE: These will override your previous
Company Calendar settings.)
6. When finished, click the Set button then Save to close the window.
c. Recording Actual Hours Worked
If the actual (or expected) hours worked for a particular window of time differ from
the default hours that were established in the Project Calendar, you can override the
defaults manually.
1.
Follow Steps #1-3 in Attaching Rate Sheets to a Cost Center.
2. Click the Edit Project Calendar… button to open the Calendar window.
3. Click the Set Working Hours button
the Set working hours window (see image).
to open
4. Using the 1st set of Start and End fields, choose the
appropriate Start and End days for the Cost Center.
5. Using the 2nd set of Start and End fields, designate the
appropriate Start and End time of day for the Cost Center.
(NOTE: These will override your previous Company
Calendar settings.)
6. In the Notes field, document any additional relevant
information.
7. When finished, click the Set button then Save to close the window.
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d. Creating Project Holidays
The holidays an organization observes are usually established in the Company
Calendar and then inherited by each Project Calendar. When you edit the Cost
Center’s Project Calendar, you can add or delete additional holidays.
1. Follow Steps #1-3 in Attaching Rate Sheets to a Cost Center.
2. Click the Edit Project Calendar… button to open the Calendar window.
3. Click once on the day in question (e.g., December 25th).
4. Click the Set as Holiday button
the New Holiday window (see image).
to open
5. Enter in the name of the holiday in question.
6. When finished, click the Save button then Save again to close the window.
e. Pausing Project Job Cost & Billing
When you create a Pause event on the Project Calendar, all of the time from the Start
date to the End date will be deducted from the total possible hours during the
calculations for Job Cost & Billing.
1. Follow Steps #1-3 in Attaching Rate Sheets to a Cost Center.
2. Click the Edit Project Calendar… button to open the
Calendar window.
3. Click the Pause Project Billing button
open the Pause window (see image).
to
4. Choose appropriate Start and End dates.
5. In the Notes field, document any additional relevant information.
6. When finished, click the Set button then Save to close the window.
f. Removing Cost Centers
There are currently 2 ways to “remove” a Cost Center:
(1) modify its visibility or (2) delete it (see image). Both
of these methods will remove the Cost Center from the
Billing Browser of Job Cost & Billing. Additionally,
deleting it will place the Cost Center in the Recycle Bin
and make it unavailable for further use.
NOTE:
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As of the date of this writing, the Inactive (and
Both) radio buttons in the Cost Centers window
are solely placeholders for an upcoming feature.
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Training Activity #30: Create Cost Centers
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > Cost Centers & Cost Codes > Creating a Cost Center
Create 3 Cost Centers such that:
For your 1st Cost Center
1. The Cost Center Description is the title of your first location, 10411 – Legacy.
2. The Project Rates will be completed at a later time.
3. Issue credits for your quantity tools based on FOFI.
4. The crew will be working overtime next Wednesday due to a concrete pour.
Note this. Adjust the eligible billing hours to 6:00am – 7:00pm.
For the 2nd Cost Center
1. The Cost Center Description is the title of your second location, Stoneybrook.
2. The Project Rates will be completed at a later time.
3. Issue credits for your quantity tools based on FOFI.
4. There was a flood at your project last week. Note this. Pause project billing from
last Tuesday through last Thursday.
For your 3rd Cost Center
1. The Cost Center Description is Stoneybrook Subproject.
2. The Project Rates will be completed at a later time.
3. Issue credits for your quantity tools based on LOFI.
4. Indicate that tools assigned after 4:30 pm will NOT be billed for that day.
When done, compare your work to the Answer Key
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Rate Sheets
The third step in using the Job Cost & Billing module is to set up your Rate Sheets.
Rate Sheets are a critical component of this module. They enable you to establish the
rates by which tools and materials will be charged. Each Rate Sheet stores these rates
independently for both Job Cost and Billing charges.
NOTE: You must have a live internet connection to access Rate Sheets.
Rate Sheets allow you to establish not only costing and billing rates, they enable you
also to configure such items as: (1) miscellaneous charges, (2) idle time, (3) minimum
and maximum charges, (4) maintenance rates and (5) loss charges associated with each
and every piece of equipment in inventory.
Rate Sheets can be created specifically for each job or they can be shared across your
entire organization. Most companies create shared Rate Sheets to support their
standard rates, adding with other Rate Sheets more specific to certain jobs. There is no
limit to the number and type of Rate Sheets you can create and configure, enabling you
to support virtually any contract situation your business may encounter.
In ToolWatch Enterprise, there are 2 types of Rate Sheets you may create:
•
Tools & Equipment Rate Sheets for any tools (unique or quantity) or related
equipment
•
Materials & Consumables Rate Sheets for material inventory or consumable items.
Although different, each type of Rate Sheet described here shares a number of features.
We will explore some of the most significant of those here.
The Rate Sheet User Interface
Rate Sheet Tabs
Each ToolWatch Enterprise Rate
Sheet contains 2 tabs: One,
labeled “Job Cost”, is for Job Cost
rates; the other, “Billing” is for
Billing rates (see image). Because
ToolWatch Enterprise
simultaneously accrues Job Cost
and Billing charges, we will use the term “charge” when the conversation is common to
both types. In reality, both types are treated identically by the software even though
they accrue data independently and can be configured equally.
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Unlike their different color schemes, both tabs contain much the same information in
their rows and columns. Rates and other calculations are configured differently for each
tab. Many organizations will configure the Job Cost tab with rates that reflect their true
costs (i.e., what is paid out) and configure the Billing tab with rates that generate
greater amounts for internal or external customers (i.e., what is being collected).
Consider this point: If both tabs were configured with exactly the same rates, each
would generate data identical to the other.
NOTE:
Think of Job Costs as how much it COSTS YOU for others to use your tools,
etc. – your maintenance and purchase costs. On the other hand, think of
Billing as how much YOU CHARGE others to use your tools, etc. – your
revenue.
Line Items Load Dynamically
The horizontal rows displayed on a Rate Sheet represent Model Records in your
database – one row per each model. When you are connected online, the list of Model
Records is built dynamically each time the Rate Sheet is opened for viewing or editing.
The dynamic loading of the Rate Sheet guarantees that all Model Records are
represented on the sheet. If someone creates a new record after the Rate Sheet has been
created, it will be displayed the next time the Rate Sheet is opened. Essentially, the Rate
Sheet must be edited somehow to establish the changes for the new model.
Another benefit of having each row on a Rate Sheet represent a Model Record, and not
a specific item, is this: Tools that are being charged to a project dynamically take on all
of the attributes of the Rate Sheet being used for that project.
For example, your company may have 50 generators of the same make and model
number. You establish a rate of $100.00 per day for that model on a Rate Sheet. When
any one of the 50 generators representing that model is assigned to a project, using that
Rate Sheet, it will be charged $100.00 a day.
Now if that same generator that was on the first project is moved to a different project,
one using a different Rate Sheet with a rate set at $80.00 per day, that project will be
charged $80.00 per day for the same generator.
Item Base Value
This is the single most important value on the Rate Sheet as it is the basis for many
subsequent calculations performed by the Rate Sheet. This value can be populated in
1 of 2 ways: (1) manually and (2) when the Rate Sheet loads.
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Recall that the Item Base Value represents a value
entered onto either a Tool or Material Model Record
(see image) when it was created initially. If this
value is on the Model Record before a Calculation
Method is chosen, any changes to it will be placed
onto the Rate Sheet automatically; once a Calculation
Method is chosen, that value will remain fixed. If no
value is entered, it will need to be entered manually onto the Rate Sheet for a
calculation to occur.
NOTE:
Any subsequent changes to the Item Base Value on the already created Model
Record, after selection of a Calculation Method, will NOT be updated onto
the Rate Sheet.
This is a common misconception among ToolWatch users. As well, changes to the Rate
Sheet will not affect the Model Record – this is a one-way only communication.
Navigation Tips
Moving among the cells composing the Rate Sheet can be a bit tricky. The easiest way
to avoid any problems is to remember to “tab-tab-tab” (i.e., use the Tab key to move
forward from one cell to the next). NEVER use the arrow or Enter keys!
When you tab into a cell, the existing value should be
highlighted (see image).
To edit any cell values, be sure the number is highlighted
completely; then re-type the newer number in that space. You
may use a decimal point but DO NOT include other characters such as $ or %.
After making your changes, be sure to TAB OUT of the cell – This is what activates the
change at the code level.
Rate Migration
Rate Sheet Rules
When setting up a new Rate Sheet, you are asked first to define your Rate Sheet Rules.
These settings are critical to how Enterprise will apply its billing strategies to those
circumstances over which they apply. Firstly, these rules apply ONLY when the
Calendar Calculation Method is selected.
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The Calendar Calculation Method determines which rate to charge (i.e., Hourly Rate,
Daily Rate, Weekly Rate or Monthly Rate) an item based on how long it has been
assigned to a project.
When ToolWatch Enterprise calculates the charges for an item using any of the
Calendar calculation methods, it first determines the total billable time to charge. The
appropriate rate used for the item is determined by the item’s Rate Sheet. Here, rates
are calculated as hourly, daily, weekly and/or monthly. Enterprise chooses the rate
based on the number of billable hours the item has accrued since being assigned to the
project.
To set your rates (rules) for a particular Rate Sheet, open up the Rate Sheet of interest
and click the Set Rate Sheet Rules
Rate Sheet Rules window appears (see image).
button near the top: The
If you would like the billing rate to remain constant,
simply establish the same effective rate per hour for
each rate type (i.e., Hourly, Daily, Weekly and/or
Monthly) – see image.
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Migration Points
Enterprise will migrate up from the Hourly Rate to the Daily Rate when an item has
been assigned to a project more than one workday (as established by the organization
or Rate Sheet Rules; default 8 hours).
Enterprise will migrate up from the Daily Rate to the Weekly Rate when an item has
been assigned to a project at least one full work week (as established by the
organization or Rate Sheet Rules; default 40 hours).
Enterprise will migrate up from the Weekly Rate to the Monthly Rate when an item has
been assigned to a project at least one full work month (as established by the
organization or Rate Sheet Rules; default 160 hours).
As shown earlier, you can manipulate the billing rate by establishing different effective
rates (or rate per hour) for the various rate types – Here is an example showing how to
do so in conjunction with Migration Points:
Calculation Methods
ToolWatch Enterprise provides 3 methods for calculating Job Cost and Billing charges.
Each Calculation Method allows for additional attributes (e.g., Minimum Charge, Idle
Rate Charge) that can be applied to modify the calculation. Each Calculation Method
has at least one required grouping to go along with others that can be added
optionally.
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Once you have selected a Calculation Method, a few other things occur as a result:
1. The cell must be populated by a Calculation Method (i.e., it can no longer be empty).
2. Once selected, this Calculation Method can be changed but not removed.
3. The Base Value is “locked” into place such that any updates to the Item Base Value
on the Model Record will not be updated on the Rate Sheet – Now only a manual
change of the value directly onto the Rate Sheet will result in altering the value.
a. Assignment Method
The Assignment Calculation Method will generate a fixed charge each
time the item is assigned, regardless of the assignment’s duration.
Required: Initial Charge Grouping
Optional (common): Return Credit Grouping
b. Calendar Method
The Calendar Calculation Method will charge based on the length of time an item is
assigned to a job. Charges continue to accrue until the item is: (a) returned to the
Stock Location from which it was assigned, (b) reassigned to a different project, or
(c) retired from inventory.
Enterprise calculates the elapsed time between the starting transaction (or when an
item is assigned to a project) and the ending transaction (when the item is returned
or reassigned) to determine the total elapsed time between the two transactions. It
then deducts all non-work days and hours (from the Company and Project
Calendars) to arrive at the item’s total billable time.
While Enterprise calculates all charges to the accuracy of minutes, you can choose
from 3 levels of rounding for the results: Minutes, Hours and Days.
For example, if you want to see the charges rounded up to full days, select
“Calendar (Days)”, and Enterprise will round the charges up to full days. All
charges are rounded up to the FULL unit chosen, so if you choose Calendar (Days),
then one day plus one minute will be charged as two full DAYS.
Required: Daily, Weekly, Monthly Rate Groupings for Calendar (Days)
Daily, Weekly, Monthly and Hourly Usage Rate Groupings for Calendar
(Minutes, Hours)
Optional (common): Maintenance Rate Grouping
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c. Hourly Usage Method
The Hourly Usage Calculation Method will generate a charge only when the actual
hours used for a unique (not quantity) tool have been recorded in the Equipment
Usage Log or if an Idle Rate has been established. Typically, this method is used for
large equipment where the actual usage hours are recorded and reported by an
operator.
Required: Hourly Usage Rate Grouping
Optional: Idle Rate Grouping (common)
Calculation Method Groupings
Each Calculation Method can have additional Rate Sheet Groupings that can be
applied to the calculation. The availability of the grouping depends on the Tracking
Method used for the item (e.g., tracked by Unique ID or Quantity).
The table below displays which groupings can be applied to the various Calculation &
Tracking Methods on the Rate Sheet. (Y = yes it can be applied)
Calculation and Tracking Methods
Groupin
gs
Calculation Methods Grouping Table
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Column Headings
The labels at the top of each column, and the behavior of each column, are identical on
both the Job Cost and the Billing tabs, so we will discuss them together here.
a. Non-Grouping Headings
1. Category
The Category column displays the name of the Category from the Model
Record. The model categories are set initially on the Model Record and
created as a Lists item.
2. Item Description
The Item Description column displays the Description of the Model
Record. The descriptions are set initially on the Model Record.
3. Model
The Model column displays the Model Number information entered on the
Model Record.
4. Model ID (on Job Cost tab only)
The Model ID column displays the
Model ID information found on the Model Record. This number, unless
otherwise indicated, is generated by ToolWatch.
5. Do Not Charge
Selecting the check box in this column for a single row will cause the model
in that row to be skipped during the Job Cost and Billing calculation
process. NO tools that share this Model Record - and this Rate Sheet - will
generate a charge when they are assigned.
6. Base Value
The Base Value cell is likely the most significant cell of all cells on a row.
It represents the value referenced by many cells involved in rate sheet
calculations.
For example, all percentage cells on the Rate Sheet use the Base Value to calculate
their related cells. If a Base Value of $1,000 is established, and 80% is entered into
the Initial Charge% cell, the Rate Sheet will calculate $800 (or 80% of $1000) into the
Initial Charge cell. However, if $800 is entered into the Initial Charge cell, the Rate
Sheet will calculate and display 80%($1000/$800) in the Initial Charge% cell.
If the Base Value for a model has been established on the Model Record (the Item
Base Value field), before a Rate Sheet is created AND before a Calculation Method is
assigned, the Base Value will be populated dynamically into the Rate Sheet each
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time it is created. Once a Calculation Method is assigned, the Base Value will be
“locked” into the last Item Base Value uploaded.
Any changes to the Base Value moving forward will have to occur manually (i.e.,
overwriting the value on the Rate Sheet). This communication is one-way: Such
changes will not be communicated to the Model Record.
b. Required Grouping Headings
1. Hourly Usage Rate Grouping
The Hourly Usage Rate is used when the Job Cost and Billing
module calculates charges for tools and equipment that use the
Hourly Usage Calculation Method. This rate is also used for tools
using the Calendar Calculation Method when the Hours or Minutes
selection is made.
The first cell in this group (of 2) (Hourly Usage Rate%) enables you to
enter a percentage value and then let the Rate Sheet calculate and
display the actual Hourly Usage Rate.
The second cell in this group (Hourly Usage Rate) is the actual rate that will be used
when the calculations are performed. If you know the amount of the Hourly Usage
Rate, enter it into this cell, and the Rate Sheet will calculate and display the value of
the other cell.
Required With: Hourly Usage Calculation Method,
Calendar (Hours, Minutes) Calculation Method
2. Daily Rate Grouping
The Daily Rate is used when the Job Cost and Billing module
calculates charges for tools and equipment that use any of the
Calendar Calculation Methods. This rate will be applied to items
that have exceeded the Hourly Rate time period but have not yet
migrated to the Weekly Rate.
Calculations here always distill all accrued calendar time down to hours for the
purposes of calculating the charges. If you already know the Daily Rate for an item,
you can simply enter it into the Daily Rate cell and let the Rate Sheet convert this
value and then display it into the Effective Daily Rate Per Hour cell.
The first cell in this group (of 3) (Effective Daily Rate Per Hour%)
enables you to enter a percentage value, and the Rate Sheet will
calculate and display the Effective Daily Rate Per Hour and the
Daily Rate.
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The second cell in this group (Effective Daily Rate Per Hour) enables you to enter a
Rate Per Hour value, and the Rate Sheet will calculate and display the Effective Daily
Rate Per Hour% and Daily Rate.
The third cell in this group (Daily Rate) is the actual Daily Rate. If you know the
value of the Daily Rate, enter it into this cell, and the Rate Sheet will calculate and
display values for the 2 previous cells.
Required With: All Calendar Calculation Methods
3. Weekly Rate Grouping
The Weekly Rate is used when the Job Cost and Billing module calculates charges
for tools and equipment that use any of the Calendar Calculation Methods. This
rate will be applied to items that have exceeded the Daily Rate time period, but
have not yet migrated to the Monthly Rate.
Calculations here always distill all accrued calendar time down to hours for the
purposes of calculating the charges. If you already know the Weekly Rate for an
item, you can enter it into the Weekly Rate cell, and the Rate Sheet will convert this
value and then display it into the Effective Weekly Rate Per Hour cell.
The first cell in this group (of 3) (Effective Weekly Rate Per
Hour%) enables you to enter a percentage value, and the Rate
Sheet will calculate and display the Effective Weekly Rate Per
Hour and the Weekly Rate.
The second cell in this group (Effective Weekly Rate Per Hour) enables you to enter a
Rate Per Hour value, and the Rate Sheet will calculate and display the Effective
Weekly Rate Per Hour% and Weekly Rate.
The third cell in this group (Weekly Rate) is the actual Weekly Rate. If you know the
value of the the Weekly Rate, enter it into this cell, and the Rate Sheet will calculate
and display values for the 2 previous cells.
Required With: All Calendar Calculation Methods
4. Monthly Rate Grouping
The Monthly Rate is used when the Job Cost and Billing module calculates charges
for tools and equipment that use any of the Calendar Calculation Methods. This
rate will be applied to items that have exceeded the Weekly Rate time period.
Calculations here always distill all accrued calendar time down to hours for the
purposes of calculating the charges. If you already know the Monthly Rate for an
item, you can enter it into the Monthly Rate cell, and the Rate Sheet will convert this
value and then display it into the Effective Monthly Rate PerHour cell.
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The first cell in this group (of 3) (Effective Monthly Rate Per
Hour%) enables you to enter a percentage value, and the Rate
Sheet will calculate and display the Effective Monthly Rate Per
Hour and the Monthly Rate.
The second cell in this group (Effective Monthly Rate Per Hour) enables you to enter a
Rate Per Hour value, and the Rate Sheet will calculate and display the Effective
Monthly Rate Per Hour% and Monthly Rate.
The third cell in this group (Monthly Rate) is the actual monthly rate. If you know
the value of the the Monthly Rate, enter it into this cell, and the Rate Sheet will
calculate and display values for the 2 previous cells.
Required With: All Calendar Calculation Methods
5. Initial Charge Grouping
The Initial Charge is a flat charge generated each time an item is
assigned. The duration of the assignment does not impact the charge
calculation. This attribute can be used with items tracked by Unique or Quantity ID.
The first cell in this group (of 2) (Initial Charge%) enables you to enter a percentage
value, and the Rate Sheet will calculate and display the Initial Charge.
The second cell in this group (Initial Charge) is the actual charge that will be applied
when calculating the Initial Charges. If you know the amount of the Initial Charge,
enter it into this cell, and the Rate Sheet will calculate and display the previous cell.
Required With: Assignment Calculation Method
c. Optional Grouping Headings
1. Idle Rate Grouping
The Idle Rate will generate a charge for all unbilled, working hours on a project.
Let’s look at a project that is configured to have 40 working hours in each week. An
item is assigned to the project but for only 8 hours of actual usage time. This
information is then recorded in the Equipment Usage Log, where the Job Cost and
Billing module calculations will generate an Idle Time charge for the balance of the
week (i.e., 32 hours) using the Idle Rate.
The first cell in this group (of 3) (Use Idle Rate) is a check box that
tells the Rate Sheet to charge for any idle time. Clicking the
check box will enable the next 2 cells.
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The second cell in this group (Idle Rate %) enables you to enter a percentage, and the
Rate Sheet will calculate and display the Idle Rate Per Hour based on Base Value.
The third cell in this group (Idle Rate Per Hour) is the actual rate that will be applied
when calculating the Idle Time charges. If you know the value for the Idle Rate,
enter it into this cell, and the Rate Sheet will calculate and display the previous cell.
Used With: Hourly Usage Calculation Method
2. Maintenance Rate Grouping
The Maintenance Rate migrates a tool’s rate, automatically, from a higher, revenuecapturing value to a lower, more sustenance rate. This lower rate is intended to
support the ongoing maintenance of an item
that has already earned its ROI.
ToolWatch tracks the accrued charges that
each tool or piece of equipment earns over its
life as well as the accrued charges it generates during each assignment. Either one of
these charges can be used to trigger the Maintenance Rate Per Hour.
The first cell in this group (of 6), Use Maint. Rate Item Charge, is a check box that tells
the Rate Sheet to trigger the Maintenance Rate, relative to the accrued charges from
that Rate Sheet and earned by an ITEM over its total life. When any item accrues an
amount equal to the value entered into the Promote to Maint. Rate at$ cell, subsequent
charges for this item will be calculated using the Maintenance Rate Per Hour cell
value.
The second cell in this group, Use Maint. Rate Job Charge, is a check box that tells the
Rate Sheet to trigger the Maintenance Rate, relative to the accrued charges earned by
an item within a given Cost Center. When any item accrues an amount equal to the
value entered into the Promote to Maint. Rate at$ cell, subsequent charges for any tool
of that model will be calculated using the Maintenance Rate PerHour cell value.
The third cell in this group, Promote to Maint. Rate at%, enables you to enter a
percentage value, and the Rate Sheet will calculate and display the Promote to Maint.
Rate at$.
The forth cell in this group, Promote to Maint. Rate at$, is the threshold or trigger
point at which the Maintenance Rate will become effective.
The fifth cell in this group, Maint. Rate%, enables you to enter a percentage value,
and the Rate Sheet will calculate and display the Maint. Rate Per Hour.
The last cell in this group, Maint. Rate Per Hour, is the actual Maintenance Rate that
will be applied when calculating the maintenance charges. If you know the amount
of the hourly Maintenance Rate, enter it into this cell, and the Rate Sheet will
calculate and display the previous cell.
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See Calculation Method Groupings for information about which Calculation
Methods can use this grouping.
3. Return Credit Grouping
The Return Credit is a flat credit generated each time an item is (a)
returned from one assignment or (b) moved to another assignment.
It can be used with items tracked by either Unique or Quantity ID.
The first cell in this group (of 2) (Return Credit%) enables you to enter a percentage
value, and the Rate Sheet will calculate and display the Return Credit.
The second cell in this group (i.e., Return Credit) is the actual credit that will be
issued. If you know the amount of the Return Credit, enter it into this cell, and the
Rate Sheet will calculate and display the previous cell.
Used With: Assignment Calculation Method
NOTE:
To receive a Return Credit,
once the grouping has been
set up in the Rate Sheet, the
From Cost Center on the
upper left of the Transfer
Ticket has to be populated
with the appropriate Cost
Center that is due this Return
Credit (see image).
4. Minimum Charge Grouping
The Minimum Charge is a flat charge generated when a tool or piece of equipment
is assigned but has not yet reached a set minimum amount by the time the charge is
calculated.
For example, a tool has a Daily Rate of $12.50 and a Minimum Charge of $50.00. The
tool is assigned, returned, and the calculated charge is for 3 days. Instead of
charging $12.50/day x 3 days ($37.50), the charge will be $50.00 as the minimum had
not been attained yet.
To enable this grouping, click on the Use Minimum Charge check
box. The Minimum Charge threshold can be established by
entering a value into either of the 2 Minimum Charge cells
(i.e., Min. Charge% and Min. Charge), and the Rate Sheet will calculate and display
the other.
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See Calculation Method Groupings for information about which Calculation
Methods can use this grouping.
4. Maximum Charge Grouping
The Maximum Charge feature will automatically stop charging an item when the
charge reaches a threshold maximum that you establish. ToolWatch tracks the
accrued charges that each tool or piece of equipment earns over its life as well as the
accrued charges it generates during each assignment. Either one of these charges
can be used to trigger the Maximum Charge.
The first cell in this group (of 4) (i.e., Use Maximum Item
Charge) is a check box that tells the Rate Sheet to stop
charging an item after it reaches a certain threshold value,
relative to the accrued charges from that Rate Sheet and
earned by an ITEM over its total life. The Maximum Charge is established by
entering a value into either of the 2 Maximum Charge cells (Max. Charge% or Max.
Charge), and the Rate Sheet will calculate and display the other.
The second cell in this group (i.e., Use Maximum Job Charge) is a check box that tells
the Rate Sheet to stop charging an item after it reaches a certain threshold value,
relative to the accrued charges earned by an item within a given Cost Center. The
Maximum Charge is established by entering a value into either of the 2 Maximum
Charge cells (Max. Charge% or Max. Charge), and the Rate Sheet will calculate and
display the other.
See Calculation Method Groupings for information about which Calculation
Methods can use this grouping.
5. Loss Charge Grouping
The Loss Charge enables you to charge the cost of an item, as well as any additional
usage surcharges, when it is not returned after an assignment. Retiring the tool
triggers the Loss Charge when this feature is enabled. As well, you can tell the Rate
Sheet to consider any charges that may have already accrued.
The first cell in this group (of 4) (i.e., Use Loss Charge) is a
check box that tells the Rate Sheet to enable it. You will
need to enter a value into one of the 2 Loss Charge cells
(Loss Charge% or Loss Charge) that represents how much
is charged for the “retired” tool; the Rate Sheet will calculate and display the other.
The last cell in this group (i.e., Charge Net Loss) is a check box that enables Charge
Net Loss. When charges are calculated for an item that was retired, this feature will
cause any accrued charge to be deducted from the Loss Charge. In this way, the
final charge will not exceed the value established for the Loss Charge. If this box is
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not checked, and the Use Loss Charge box is, the Loss Charge will be added to any
accrued charges, regardless of how much has already accrued.
Used With: All Calculation and Tracking Methods
As an example, consider the
$188 drill below (see image). A
Loss Charge of $216.20 is
established at 115% of its value
to cover the cost of replacing the drill and any additional expenses. This drill was
assigned out to a project and captured $100 in usage charges before it was lost. The
Use Loss Charge box is checked, enabling the Loss Charge, while the Charge Net Loss
box is left unchecked.
Once the lost drill was recorded in ToolWatch as retired, then BOTH the Loss
Charge AND the usage charges would be billed to the project (i.e., $100 + $216.20 or
$316.20).
Now, let’s say the Use Loss
Charge check box remains
checked while the Charge Net
Loss check box is checked
(see image): Here, only the new charge for the loss of the drill billed to the project
would be the established Loss Charge ($216.20) less any previous charges against
this drill (here $100), or a sum of ($216.20 - $100 or $116.20).
7. Cost Code
Cost Codes are used to group costs within a Cost Center. Cost Codes can
be entered directly onto transactions (e.g., Transfer Tickets, Work Orders)
or the Rate Sheet can provide the Cost Code information where none have been
entered into a transaction.
There are 3 ways to include Cost Code information with your Job Cost and Billing
charges:
a. Enter the Cost Code in the header (top) section of a transaction (e.g., a transfer).
At processing time, it is assumed that all lines in the transaction will apply this
Cost Code information entered into the transaction header
b. You may override the header Cost Code by entering a Cost Code on any lines
that do not match the information in the header.
c. Without any Cost Code information either at the header or line level, the Cost
Codes may be entered directly onto the Rate Sheet. In this way, it will be
included with each Job Cost or Billing charge.
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By allowing the Rate Sheet to provide the Cost Code information, your users in the
warehouse and in the field will not be required to enter (or even know of) Cost Code
information into any transactions.
Used With: All Calculation and Tracking Methods
8. GL Accounts
The General Ledger (or GL) Charge Account & General Ledger (or GL)
Credit Account cells can be used to map exported transaction data from
ToolWatch Enterprise to your accounting system or other related
application.
When exporting Job Cost and Billing transactions after posting, the contents of these
cells can be included in the export.
Used With: All Calculation and Tracking Methods
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Calculation Method
Available Rate Sheet Columns
There are 2 types of Rate Sheets: Tools & Equipment and Materials & Consumables.
The former allows for all 3 Calculation Methods: Assignment, Calendar and Hourly Usage.
The latter calculates strictly by the Assignment Calculation Method.
This table summarizes exactly which Rate Sheet columns are available for each of the
Calculation Methods.
Tools & Equipment Calculation Method
Rate Sheet Columns
Assignment
Calendar
 (Required for
Hourly Usage
Hour & Minute
Methods only)
Daily Rate
 (Required)
Weekly Rate
 (Required)
Monthly Rate
 (Required)
Hourly Usage
Materials &
Consumables
Calculation
Method
Assignment
 (Required)

Idle Rate

Maintenance Rate

(Unique Tools only)
Initial Charge
 (Required)
 (Required)
Return Credit



Minimum Charge



(Unique Tools only)
(Unique Tools only)
Loss Charge



Cost Code




GL Charge Account




GL Credit Account




Maximum Charge
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Creating a Tools & Equipment Rate Sheet
1. From the Navigator panel, click the Job Cost & Billing module.
2. Click the Rate Sheets button
to open the Rate Sheet Browser window.
3. Click the Add Tools & Equipment Rate
Sheet button.
4. The Rate Sheet Rules window appears, populated with values for the default hours:
a. either accept the default hours OR modify them to fit your specific business
practices and
b. click Save
For more information on this topic see Rate Migration.
5. In the Rate Sheet Number field, enter in a number to identify this particular Rate
Sheet (see image). You can use a combination of numbers, letters and characters
here.
6. In the Description field, enter in a description to title and summarize this Rate
Sheet.
7. Decide on how you will use this Rate Sheet. Accordingly, fill out these tabs:
•
Job Cost or
•
Billing or
•
both tabs
For more information on this topic see The Rate Sheet User Interface.
8. Find the first Model Record on this Rate Sheet for which you would like to accrue
charges (e.g., Model DW140).
9. In the Base Value column, be sure there is a Base (dollar) Value for this item:
Numbers only – Do not enter in a $ symbol. If this field is empty, enter in a value.
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10. In the Calculation Method column, select your desired Calculation Method. For
more information on this topic see Calculation Methods.
a. If you choose the Assignment Calculation Method, fill out the following 2 columns
(at minimum):
•
Initial Charge %
•
Initial Charge
b. If you choose the Calendar (Days) Calculation Method, fill out the following 3
Groupings (at minimum):
•
Effective Daily Rate Per Hour %, Effective Daily Rate Per Hour, and Daily
Rate
•
Effective Weekly Rate Per Hour %, Effective Weekly Rate Per Hour and
Weekly Rate
•
Effective Monthly Rate Per Hour %, Effective Monthly Rate Per Hour and
Monthly Rate
c. If you choose the Calendar (Hours) or Calendar (Minutes) Calculation Method, fill
out the following Grouping in addition to those from 10(b) above (at minimum):
•
Hourly Usage Rate %, Hourly Usage Rate
d. If you choose the Hourly Usage Calculation Method, fill out the following 2
columns (at minimum) AND the Equipment Usage Log:
•
Hourly Usage Rate %
•
Hourly Usage Rate
•
Equipment Usage Log (see The Equipment Usage Log)
11. Repeat Steps #8 – 10 for each Model Record for which you would like to accrue
charges.
Optional: If you would like to accrue charges for BOTH Job Cost and Billing tabs,
you must repeat the above steps for each tab.
12. When finished, click the Save And Close button.
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Training Activity #31: Create Tools & Equipment Rate Sheets
Scenario: You would like to calculate both Job Cost and Billing figures for 2 of the jobs
on which you are working. Both projects are performing under contracts; each contract
is unique, with slightly different billing outcomes. As such, you will begin by creating a
Tools & Equipment Rate Sheet.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > Rate Sheets > Creating a Tools & Equipment Rate Sheet
Tools & Equipment Rate Sheet #1
1. In the Rate Sheet Rules window, accept the defaults settings by clicking on Save.
2. Type in Rate Sheet Number = 555.
3. Type in (for the) Description =10411 - Legacy Tools & Equipment Rate Sheet.
4. Check to see that all items have the values shown here in the Base Value column of
the Rate Sheet – If not, enter them manually.
5. Click on Save
Assignment Calculation Method – Job Cost tab
1.
Extension Cord Model Record
Job Cost tab
Base Value
Calculation
Method
Initial Charge
Grouping
Return Credit
Grouping
$65
Assignment
100% Initial Charge
80% Return Credit
2.
Screwdriver Model Record
Job Cost tab
Base Value
Calculation
Method
Initial Charge
Grouping
Return Credit
Grouping
$13
Assignment
100% Initial Charge
80% Return Credit
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Assignment Calculation Method – Billing tab
3.
Extension Cord Model Record
Billing tab
Base Value
Calculation
Method
Initial Charge
Grouping
Return Credit
Grouping
$65
Assignment
100% Initial Charge
85% Return Credit
4.
Screwdriver Model Record
Billing tab
Base Value
Calculation
Method
Initial Charge
Grouping
Return Credit
Grouping
$13
Assignment
100% Initial Charge
85% Return Credit
Calendar Calculation Method – Job Cost tab
1.
Drill Model Record
Job Cost tab
Base Value
Calculation
Method
Daily, Weekly, and Monthly Rate Groupings
$188
Calendar (Days)
$0.09/hour for each grouping
2.
Vehicle Model Record
Job Cost tab
Base Value
Calculation
Method
Daily, Weekly, and Monthly Rate Groupings
$26,000
Calendar (Days)
$2.65/hour for each grouping
3.
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Earthmoving Equipment Model Record
Job Cost tab
Base Value
Calculation
Method
Hourly, Daily, Weekly, and Monthly Rate
Groupings
$115,000
Calendar (Hours)
$12/hour for each grouping
Calendar Calculation Method – Billing tab
4.
Drill Model Record
Billing tab
Base Value
Calculation
Method
Daily, Weekly, and Monthly Rate Groupings
$188
Calendar (Days)
$0.13/hour for each grouping
5.
Vehicle Model Record
Billing tab
Base Value
Calculation
Method
Daily, Weekly, and Monthly Rate Groupings
$26,000
Calendar (Days)
$3.92/hour for each grouping
Hourly Usage Calculation Method – Billing tab
1.
Earthmoving Equipment Model Record
Billing tab
Base Value
Calculation
Method
Hourly Usage Grouping
$115,000
Hourly Usage
$110/hour
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Maintenance (Optional) Grouping – Job Cost tab
1.
Drill Model Record
Job Cost tab
Use Maintenance Rate
Promote To Maintenance
Rate
Maintenance Rate
Per Hour
Item (not Job) Charge
110%
$0.02/hour
2.
Vehicle Model Record
Job Cost tab
Use Maintenance Rate
Promote To Maintenance
Rate
Maintenance Rate
Per Hour
Item (not Job) Charge
115%
$1.22/hour
3.
Earthmoving Equipment Model Record
Job Cost tab
Use Maintenance Rate
Promote To Maintenance
Rate
Maintenance Rate
Per Hour
Item (not Job) Charge
120%
$6/hour
Minimum and Max Charge (Optional) Groupings – Billing tab
1.
Drill Model Record
Billing tab
230
Use Minimum Charge
Minimum Charge
Use Max
Max Charge %
Yes
$1.56
Job (not Item) Charge
110%
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2.
Vehicle Model Record
Billing tab
Use Minimum Charge
Minimum Charge
Use Max
Max Charge %
Yes
$46.80
Job (not Item) Charge
115%
Loss Charge (Optional) Grouping – Job Cost tab
1.
Drill Model Record
Job Cost tab
Use Loss Charge
Loss Charge %
Charge Net Loss
Yes
110%
No
2.
Vehicle Model Record
Job Cost tab
Use Loss Charge
Loss Charge %
Charge Net Loss
Yes
115%
Yes
3.
Earthmoving Equipment Model Record
Job Cost tab
Use Loss Charge
Loss Charge %
Charge Net Loss
Yes
120%
Yes
4.
Extension Cord Model Record
Job Cost tab
Use Loss Charge
Loss Charge %
Charge Net Loss
Yes
115%
No
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5.
Screwdriver Model Record
Job Cost tab
Use Loss Charge
Loss Charge %
Charge Net Loss
Yes
105%
No
Loss Charge (Optional) Grouping – Billing tab
1.
Drill Model Record
Billing tab
Use Loss Charge
Loss Charge %
Charge Net Loss
Yes
110%
No
2.
Vehicle Model Record
Billing tab
Use Loss Charge
Loss Charge %
Charge Net Loss
Yes
115%
Yes
3.
Earthmoving Equipment Model Record
Billing tab
Use Loss Charge
Loss Charge %
Charge Net Loss
Yes
120%
Yes
4.
Extension Cord Model Record
Billing tab
232
Use Loss Charge
Loss Charge %
Charge Net Loss
Yes
115%
No
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5.
Screwdriver Model Record
Billing tab
Use Loss Charge
Loss Charge %
Charge Net Loss
Yes
105%
No
6. Click Save and Close the Rate Sheet.
When done, compare your work to the Answer Key.
Tools & Equipment Rate Sheet #2
As there are just a couple of differences between Rate Sheets #1 and #2, you will begin
by creating a copy of Rate Sheet #1 (Rate Sheet 555).
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > Rate Sheets > Copying a Rate Sheet
1. In the Rate Sheet Browser, highlight and copy Rate Sheet Number 555.
2. Accept default settings for Rate Sheet Rules.
3. Type in Rate Sheet Number = 333.
4. Type in (for the) Description = Stoneybrook Tools & Equipment Rate Sheet.
5. There are no Job Cost tab differences.
Billing tab Differences:
1.
Drill Model Record
Billing tab
Daily, Weekly, and
Monthly Rate Groupings
Minimum Charge
Use Max
$0.16/hour for each
grouping
$1.75
No Max Charge
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Vehicle Model Record
Billing tab
Daily, Weekly, and
Monthly Rate Groupings
Minimum Charge
Use Max
$4.26/hour for each
grouping
$52
No Max Charge
6. Click Save And Close the Rate Sheet.
When done, compare your work to the Answer Key.
Creating a Materials & Consumables Rate Sheet
1. From the Navigator panel, click the Job Cost & Billing module.
2. Click the Rate Sheets button to open the Rate Sheet Browser window.
3. Click on the Add Materials & Consumables Rate Sheet
button.
4. The Rate Sheet Rules window appears, populated with values for the default hours:
a. either accept the default hours OR modify them to fit your specific business
practices
b. click Save
For more information on this topic see Rate Migration.
5. In the Rate Sheet Number field, enter in a number to identify this particular Rate
Sheet. You can use a combination of numbers, letters and characters here.
6. In the Description field, enter in a description to title and summarize this Rate
Sheet.
7. Decide on how you will use this Rate Sheet. Accordingly, fill out the tabs:
or
•
Job Cost
•
Billing tab or
•
both tabs
For more information on this topic see The Rate Sheet User Interface.
8. Find the first Model Record on this Rate Sheet for which you would like to accrue
charges.
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9. In the Base Value column, be sure there is a Base (dollar) Value for this item:
Numbers only – Do not enter in a $ symbol. If this field is empty, enter in a value.
10. In the Calculation Method column, select Assignment. For more
information on this topic see Calculation Methods.
11. Fill out the following 2 required columns:
a. Initial Charge %
b. Initial Charge
12. Repeat Steps #8 – 11 for each Model Record for which you would like to accrue
charges.
Optional:
If you would like to accrue charges for BOTH Job Cost and Billing tabs, you
must repeat the above steps for each tab.
13. When finished, click the Save And Close button.
Training Activity #32: Create a Materials & Consumables Rate Sheet
Scenario: You would like to calculate both Job Cost and Billing figures for 2 of the jobs
on which you are working. Both projects are performing under contracts, and both
contracts adhere to the same terms for materials and consumables; therefore, you will
create only one Materials & Consumables Rate Sheet.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > Rate Sheets > Creating Materials & Consumables Rate
Sheet
1. Type in Rate Sheet Number = 444.
2. Type in (for the) Description = Company’s Master Materials & Consumables Rate Sheet
Various Edits – Job Cost tab
1.
Oil Model Record
Job Cost tab
Base Value
Calculation Method
Initial Charge Grouping
$6.50
Assignment
100% Initial Charge
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2.
Paint Model Record
Job Cost tab
Base Value
Calculation Method
Initial Charge Grouping
$9.59
Assignment
100% Initial Charge
Various Edits – Billing tab
3.
Oil Model Record
Billing tab
Base Value
Calculation Method
Initial Charge Grouping
$6.50
Assignment
100% Initial Charge
4.
Paint Model Record
Billing tab
Base Value
Calculation Method
Initial Charge Grouping
$9.59
Assignment
100% Initial Charge
3. Click Save And Close the Rate Sheet.
When done, compare your work to the Answer Key.
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Copying a Rate Sheet
You can save a great deal of time when creating a Rate Sheet if, instead of starting with
a new, blank canvas, you take a complete, existing document and make a copy of it.
Then you make a few edits and, Voila!, a completely new Rate Sheet containing your
exact specifications.
1. From the Navigator panel, click the Job Cost & Billing module.
2. Click the Rate Sheets button to open the Rate Sheet Browser window.
3. Click on either the Tools & Equipment Rates or Materials & Consumables Rates
Rate Sheet, depending on the type you wish to copy.
4. Select the Rate Sheet of interest by highlighting it.
5. Click on the Copy Rate Sheet button.
A window will appear
indicating that your selection has been copied. Click OK.
6. A new Rate Sheet line will appear on the browser, just below the original. It will
have the original name along with “COPY” and the date appended. Double-click to
open it.
7. Change the Rate Sheet Number and Description to match the new Rate Sheet. Click
Save.
8. If necessary, click the Set Rate Sheet Rules… button to edit the rules. Otherwise,
make no changes here.
9. Go through the line items on both tabs and make any needed corrections to this new
Rate Sheet.
10. When finished, click Save And Close.
Deleting a Rate Sheet
1. From the Navigator panel, click the Job Cost & Billing module.
2. Click the Rate Sheets button to open the Rate Sheet Browser window.
3. Click on either the Tools & Equipment Rates or Materials & Consumables Rates
Rate Sheet, depending on the type you wish to copy.
4. Select the Rate Sheet of interest by highlighting it.
5. Click on the Delete button.
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The Rate Sheet will no longer appear in the
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Publishing and Importing Excel Rate Sheets
This feature allows for the publishing of Rate Sheet data to an Excel (.xlsm) spreadsheet.
This data can be modified, outside of ToolWatch, and then (re-)imported back into that
same ToolWatch Rate Sheet. One significant advantage of modifying Rate Sheet data in
this manner is that you can use features of Excel (e.g., copying multiple cells) not
available for editing in the ToolWatch environment.
Publishing to Excel
1. From the Rate Sheet Browser, open a Rate Sheet.
2.
3.
4.
5.
Within the Rate Sheet, click on the
button.
In the Save As window, give this file a name and location then click on Save.
Open and edit this file within Excel (i.e., outside of the ToolWatch environment).
Save your changes.
Importing from Excel
1. From the Rate Sheet Browser, open the same Rate Sheet representing the Excel file
described under Publishing to Excel.
2.
3.
4.
5.
Within the Rate Sheet, click on the
button.
In the Open window, find and select the Excel file from Step #1 and click on Open.
All edits from the Excel file will be imported into the Rate Sheet.
Save or Save And Close this file.
Initiating Job Cost & Billing Charges
Three Rules for Initiating Charges
At this point in the Job Cost & Billing module, we are ready to begin the process of
capturing revenue from our inventory. Whether internal or external in nature, all such
transactions start by initiating charges.
In order for transactional charges to accrue, there are 3 rules that must be true for each
item involved:
1. The item’s rates (as defined by the Calculation Method and relevant Groupings)
need to be set on the appropriate Rate Sheet.
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2. This Rate Sheet must be attached to the proper Cost Center (see Attaching Rate
Sheets to a Cost Center).
3. This Cost Center should be specified and located correctly on any Transfer Ticket
involving the designated item.
Recall that any Rate Sheet you create can be used multiple times and even be assigned
to multiple Cost Centers at the same time. As well, Cost Centers can be created once yet
used over and over, even simultaneously.
Training Activity #33: Attach Rate Sheets to Cost Centers
In order to initiate Job Cost and Billing charges, first you need to attach your Rate
Sheets to your Cost Centers.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > Company Calendar > Attaching Rate Sheet to a Cost Center
1. Edit your 10411 - Legacy Cost Center by setting the Project Rates to your:
a. 10411 - Legacy Tools & Equipment Rate Sheet
b. Company’s Master Materials & Consumables Rate Sheet
2. Edit your Stoneybrook Cost Center by setting the Project Rates to your:
a. Stoneybrook Tools & Equipment Rate Sheet
b. Company’s Master Materials & Consumables Rate Sheet
3. Edit your Stoneybrook Subproject Cost Center by setting the Project Rates to your:
a. Stoneybrook Tools & Equipment Rate Sheet
b. Company’s Master Materials & Consumables Rate Sheet
When done, compare your work to the Answer Key.
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Cost Centers, Cost Codes & Transfer Tickets
Associating Cost Centers and Cost Codes with the Transfer Ticket is quite simple and is
more a matter of identifying the correct ones and then placing them properly onto the
transfer. Recall that any Cost Center selected should already have attached to it any
relevant Rate Sheets.
Before populating the Transfer Ticket with items, it is customary to complete the To and
From fields (see Creating a Transfer from the Transfer Browser). Generally, for a roundtrip transfer, items will be coming
from a Stock location and going
out to a job site, etc. As such, the
To location will be billed, and the
Cost Center (here, Legacy) located
under it on the Transfer Ticket (see
image).
For multiple items being billed to more than one Cost Center, it is customary to identify
those Cost Centers in the “Cost Center To” column, next to their respective items:
The same rules above apply to the application of Cost Codes.
Likewise, there is a certain hierarchy to the placement of Cost Centers (and Cost Codes)
onto the Transfer Ticket.
•
•
If a Cost Center and/or Cost Code is indicated on the top of the transfer, and none
is/are indicated on the bottom of the transfer, then the Cost Center and/or Code
from the top will be applied to all items (i.e., on the bottom) of the transfer.
If there is a Cost Center or Cost Code indicated on the top of the transfer AND for
items on the bottom of the transfer, then the Cost Center and/or Cost Code on the
bottom supersede any from the top of the transfer.
NOTE:
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You can set Enterprise such that when you select any location on a transfer,
either a Cost Center, Cost Code or both will auto-populate on the top. To do
this, go to Lists > Locations > highlight the Location. Now, select a Cost
Center/Cost Code from the drop-down menu and click Save then Finished.
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Editing Transfers Using Job Cost & Billing Information
Most transfers are established completing Job Cost & Billing details at the time of the
transfer. However, you may add, delete or change Cost Center and Cost Code details on
a Transfer Ticket at any time, even after the transfer has occurred, as long as charges
from that transfer have never posted.
Say that after you have completed billing for a job, some details on the Rate Sheet
change or you decide to apply a different Cost Center for that project - As long as
charges related to that transfer have not posted, you can make those edits to the
Transfer Ticket and update the billing.
1. From the Navigator panel, click the Pick Tickets & Transfers module.
2. Click the Transfer Tickets button to open the Transfer Browser window.
3. Search for the ticket of interest and open it.
4. Click the Edit Transfer button
- A window appears reminding you
that edits will only be applied to un-posted entries. Click OK.
5. Make edits only to Cost Center and/or Cost Code fields.
6. Click the Process Transfer button to submit your edits and close the transfer.
7. Perform a manual sync to update your changes before doing any calculations in the
Billing Browser.
Training Activity #34: Initiate Job Cost and Billing Charges
In order to initiate or accrue charges for a select set of items, you will set up and process
2 transfers from your Stock to the Legacy and Stoneybrook job sites.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > Rate Sheets > Initiating Job Cost & Billing Charges
1. Process a Transfer Ticket with the following details:
a. Transfer To: 10411 – Legacy site
b. Select 10411 – Legacy Cost Center
c. Transfer these items from Stock:
i. 1 truck
ii. 1 drill assigned to Cost Code of General Conditions
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iii. 2 extension cords
iv. 3 screwdrivers assigned to Cost Code of Service
v. 2 containers of oil
vi. 2 cans of paint
2. Process a second Transfer Ticket with the following details:
a. Transfer To: Stoneybrook site
b. Select Stoneybrook Cost Center
c. Transfer these items from Stock:
i. 1 truck assigned to Cost Code of Service
ii. 1 drill
iii. 2 extension cords
iv. 3 screwdrivers
v. 2 containers of oil
vi. 2 cans of paint
3. Perform a manual sync to update your changes.
When done, compare your work to the Answer Key.
Billing Streams
The transferring of tools from one location to another is the primary way that a Billing
Stream is created in ToolWatch. By definition, a Billing Stream is “an open transaction
that accrues charges against a given Cost Center”. These billing streams are in response
to initiating charges and, as such, they can be considered as having a status of either
“open” or “closed”, depending on their assignment over time.
Let’s look at the following examples to understand the differences:
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In the first diagram (see image), an organization
has two Stock Points (A, B) and 3 non-Stock
Points (A1, B1 and B2). A tool is transferred from
A to A1 with Cost Center 1 (CC1) charged: This
action results in the opening of a Billing Stream.
Charges will continue to accrue in CC1 until this Billing
Stream is closed (see image).
For those companies with one Stock Point, there should be no condition that could
allow for more than one open Billing Stream, at a time, for a given asset (tool).
For organizations with two Stock Points, there is the potential for no more than two
open Billing Streams for a given asset. For more than two Stock Points, see
Appendix 10: Advanced Billing Stream Management for help.
There are a few ways to close the Billing Stream shown here:
1. if the asset is transferred back to the Stock Point from which it originated
2. if the asset is transferred to another site subsequent to its original assignment, the
original Billing Stream will be closed (and a new one opened if a Cost Center is
specified)
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The Billing Browser
Introduction
Once you have initiated charges for your assets, some of them will already exist (e.g.,
those for Assignment Calculation Method) while others will continue to accrue until
their Billing Streams are closed and their charges finalized. The Billing Browser is a
tool that provides visibility into pending job costs and billing charges for each Cost
Center used in Job Cost and Billing.
Some of the actions you can do with the Billing Browser include:
•
•
•
•
•
calculate and post charges
view transaction details
add miscellaneous job costs and billing charges to a Cost Center
place charges on Hold if a dispute or question arises
Lock charges from further calculations prior to posting
NOTE:
Given the nature of the data it processes, the Billing Browser requires an active
internet connection to function optimally.
The Billing Browser Interface
Cost Centers
The Cost Center Selection list on the left of the window (see image)
enables you to choose which Cost Center, whose transactional data
has been calculated, you would like to view.
You can select All or only those you wish to view. Selecting which
Cost Center(s) you view will not affect any other data to be
calculated or posted: Each of those functions has its own selection
list.
View Details
Once the field is populated, you can choose to view specific line items in greater detail.
Just highlight the line entry and either right-click and select View Details or click on the
View Details button
at the bottom of the window: This will open a
Transaction Detail window. We will discuss this feature later in the chapter.
Hold
As well, once you highlight a line entry, you can place a “Hold” on the transaction –
This prevents it from being posted or edited if, for example, a charge is being disputed.
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Either right-click and choose Place Hold or click on the Hold button
(next
to View Details). To remove the Hold, highlight the line item and either right-click and
select Remove Hold or click on the Remove Hold
button.
Tabs
There are 3 tabs that display the list of transaction charges:
(1) The Job Cost tab will display all charges for a Cost Center
that have been calculated using the Job Cost tab of that Cost
Center’s Rate Sheet.
(2) The Billing tab will display all charges for a Cost Center that have been calculated
using the Billing tab of that Cost Center’s Rate Sheet.
(3) The All tab will combine both charge types and display all charges.
Header Buttons
Clicking on the Calculate button
will generate updated calculations
involving those Cost Centers you select. Ultimately, you can choose to post selected
Cost Center data by clicking on the Post button.
To create or delete selected miscellaneous charges or credits, choose either the Add
Misc Charge/Credit or Delete Misc Charge/Credit buttons.
For larger jobs that require additional time, you can update progress by clicking on the
Refresh button;
calculated data.
clicking on the Cancel Billing Browser Update button
will stop any ongoing calculations without saving any
Select either (or both) checkboxes to display data for Tools & Equipment or Materials
& Consumables items.
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The Billing Browser Columns
Placing Transactions on Hold
This first column shows by way of a checkmark which items have been placed on Hold.
Cost Center and Cost Code
These columns display (1) the Cost Centers for which transactions have been calculated
and (2) any Cost Codes associated with them.
Transaction Start Date
This column displays the initial dates on which the transactions occurred.
Transaction End Date
Note that not all transactions have a value here. Only tools and equipment that have
been assigned AND returned will generate an End Date. When tools are returned to
the assigning Stock Location or to another assignment, the dates of these transactions
will be displayed in this column. If the transaction type requires an End Date, the
transaction will remain in the Billing Browser until an End Date is generated by a
corresponding return transaction.
Item Category
This column displays the Category designated in Model Record for each item.
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Item Type
Each transaction charge (or credit) is tagged with an Item Type:
T= Unique Tool
Q= Quantity Tool
M= Material & Consumable
Item No.
This column displays the Item Number (source Tool or Material Record) of the item.
Item Model
This column displays the item’s Model Number.
Item Description
This column displays the item’s Description (from Model Record).
Charge Type
This column describes the type of charge for the transaction.
•
Initial Charge designates Initial Charge associated with a tool using the Assignment
Calculation Method
•
Return Credit designates a Return Credit associated with a tool using the Assignment
Calculation Method
•
Loss Charge designates a charge associated with retiring tools (such as those that are
classified as Lost)
•
Reinstatement Credit designates credit associated with reinstating retired (Lost) tools
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•
(Usage) Charge designates a charge associated with tools using the Calendar and/or
Hourly Usage Calculation Methods
•
Idle Charge designates a charge associated with a tool using the Hourly Usage
Calculation Method, for Calendar time not in use
•
Related Charge designates a charge related to an item’s model on the Rate Sheet
•
Item Charge designates a charge associated with issued materials
•
Item Credit designates a credit associated with returned materials
•
Labor Charge designates a charge associated with labor events
•
Misc. Charge designates a charge associated with a Miscellaneous Charge added to
Billing Browser
•
Misc. Credit designates a credit associated with a Miscellaneous Credit added to Billing
Browser
Calculation Method
This column displays the method used to calculate the charges for each transaction.
Amount Each
This column displays the single unit charge (or credit) for the item.
Qty.
Each item being charged has a quantity associated with it. This column displays the
number of units being charged.
Extended Total
This column displays the total charge (or credit) amount that will be applied to this
transaction.
Billing Browser Workflow
Once Job Cost and Billing transactions have
been initiated, you will want to know how
much revenue is coming in (or going out)
at any given time. As well, likely you will
need to generate reports detailing these
transactions and their subsequent unposted charges.
The diagram here illustrates the cyclical,
repetitive nature – or workflow - in using
the Billing Browser. Key steps are outlined here:
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1. You should first calculate un-posted charges; do this to get an idea of how
successful the Cost Centers and Rate Sheets are representing your interests.
2. Next, view and analyze these un-posted charges: ToolWatch has a variety of
reports and exports that allow you to represent your data in many ways.
3. When you (and others) have had the opportunity to view and analyze all relevant,
un-posted charges, and you (all) agree that the charges are representative and
acceptable, then post the charges.
Once again, there are many different means by which the now-posted data can be
exported or reported for a variety of business audiences.
Calculating Transactions
Hourly Usage
A backhoe is transferred to a
job site for a week (5 days),
from 8:00 am on Monday to
5:00 pm on Friday. The
operator informs the backhoe
owner that it was used for
2 hours on Wednesday
afternoon but sat unused the
remainder of the week (40 –
2 hours or 38 hours total).
The Rate Sheet for this backhoe had the Calculation Method as Hourly Usage, with a
(required) Hourly Usage Rate of $85.00 and an (optional) Idle Rate of $8.00/hr.
The backhoe’s Cost Center will accrue Idle Rate charges of (38 hrs x $8/hr or $304) but
ToolWatch has no way of knowing how to charge out the Hourly Usage charge without
being “told” the number of hours.
This is where the Equipment Usage Log becomes a valuable tool.
The Equipment Usage Log
The Equipment Usage Log provides a means to record the hourly usage of equipment.
The entries you record in this log will be used to generate Job Cost & Billing charges for
equipment that is calculated using the Hourly Usage Calculation Method.
Note that equipment using the Hourly Usage Calculation Method will not generate
charges unless the hours used are recorded in this log.
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1. Ensure that the Tool Model Record of interest is using the Hourly Usage Calculation
Method in its Rate Sheet (see Creating a Tools & Equipment Rate Sheet).
2. From the Navigator panel, select the Job Cost & Billing module
3. Click the Equipment Usage Log button
Usage Log window (see image).
to open the Equipment
4. In the Enter item number < scan here > field, enter in the item’s Tool Record
Number. Click the Enter button.
5. Fill out the required fields:
•
Start Date and End Date
The Start Date and End Date are used by Enterprise to calculate Idle Time
charges. If the Idle Time feature has been chosen on the Rate Sheet, all eligible
project hours between the Start Date and End Date that are not recorded as
Hours Used will be charged as Idle Time.
For example, let’s say the project is configured for 8-hour days. You enter the
Start and End dates as the same day and log 6 hours as usage time. Now, 2 hours
will be calculated as Idle Time charge for that day.
•
Cost Center – select Cost Center to be charged
•
Hours Used - enter the number of hours (only numbers, no characters) the
equipment was actually in use during the specified time period
6. Click Save.
NOTE:
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Once the log entries have been calculated and posted by the Billing Browser,
they are removed from the Equipment Usage Log window.
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Adding a Related Item Charge
ToolWatch Enterprise enables you to create additional charges for any of the (unique)
tool model records listed on the Rate Sheet. For example, if you would like to charge
for a cleaning or delivery charge each time the unique item is assigned, you can create a
Related Charge and associate it with the appropriate Model Record listed on the Rate
Sheet.
1. Create a new Rate Sheet OR open an existing Rate Sheet.
2. Highlight the Model
Record to which you
would like to add a
Related Charge (see
image).
3. Right-click and select OR click the Add Related Charge button.
A new line appears on the Rate Sheet.
4. In the Item Description
field of the new line, enter
in a description of this
Related Charge (here a Cleaning Charge). Click the Tab key.
5. In the Base Value field, enter in a value for the item’s charge. Click the Tab key.
6. In the Calculation Method field, select Assignment. Click the Tab key.
7. Fill out the Initial Charge Grouping. Click the Tab key.
8. Click the Save And Close button.
Calculating Un-Posted Charges
The Billing Browser will not display transaction charges until they have been calculated.
You can calculate transactions as often as you like in order to view the most updated
charges accrued to your Cost Centers.
1. From the Navigator panel, select the Job Cost & Billing module.
2. Click the Billing Browser button
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to open the Billing Browser window.
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3. Click the Calculate button
(see image).
to open the Cost Center Calculation window
4. Begin in the Select cut-off date and time
field by selecting your desired cut-off date
and time.
a. You can select the date and time that you want Enterprise to respect when gathering
and calculating transactions. All transactions that have been synchronized by the
ToolWatch hosted services will be included if they occurred before the date and time
you specify (see image).
b. Transactions from disconnected desktop workstations or mobile devices that have
not been synchronized will not be available for calculation until after they have
synchronized with the ToolWatch hosted services.
c. ToolWatch Enterprise uses both the Calendar (date) and the clock (time) to determine
tool and equipment charges when the Calendar Calculation Method has been selected
on a Rate Sheet. So, if you are using the Calendar Calculation Method, we recommend
that you select the actual time of day that your business closes for the calculation
cut-off period.
d. You can also calculate charges into the future for the purposes of estimating future
charges. Future charges can be projected out to one year however they cannot be
posted.
5. In the Calculate column (see image), place a checkmark next to each
Cost Center that you would like to have calculated.
a. If you would like charges calculated for ALL of your Cost Centers,
place a checkmark in the All box at the bottom of the column.
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6. The optional Lock column
allows you lock Cost Centers during the calculation
period, thereby preventing others from running any future calculations until you
have un-locked them.
a. Before you calculate one or more of the Cost Center(s) displayed in the Cost
Center Calculation window, you may want to consider locking those that you
want to freeze from further calculations.
b. In the Lock column, place a checkmark next to any Cost Center(s) you would like
to have locked. When you lock a Cost Center before calculating it, you
essentially become the “owner” of that calculation data (i.e., no one else can
recalculate the data unless you release the lock). Others, however, can view the
information if they have been granted the appropriate User Permissions.
c. Locking a Cost Center enables you to print and distribute reports to obtain a
review of the charges or approvals by others, if required before posting the data.
7. Click the Calculate button
to begin calculating Cost Center data.
a. The amount of time required for ToolWatch Enterprise to calculate the Cost
Center charges will depend on the number of Cost Centers you are submitting
and the number of transactions to be calculated. Most requests are calculated in
a few minutes.
b. Click the Close button
to close the calculation window and return at a
later time to view the status of your calculation requests. If you prefer to wait,
you may click on the Refresh button
times to update your status.
a few
c. At first, you should see the message Received; this should
progress to Queued and then Completed. Once the word
Completed appears in the Status column(s) (see image), your
calculations are eligible to be reviewed.
8. Click the Close button to close the Calculate window.
9. Once your calculation requests are complete, select the Cost
Center(s) in the Cost Center Selection list (see image):
a. that have been calculated and
b. for which you would like to view charges
10. Click on the tab(s) which you are interested in viewing:
a. Job Cost
b. Billing
c. All (both Job Cost and Billing tabs)
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11. From here, you have a few options available to you:
a. look in the lower right corner of the window to get a rough comparison of job
costs and billing charges (see image); Billing Amt should be greater than Job
Cost Amt by convention
b. you can export raw data
or generate reports for analysis from the
Reports button
c. view transactional details (see The Transactional Detail Window)
Training Activity #35: The Equipment Usage Log &
Creating a Related Charge
Scenario: At your Stoneybrook job site, your contract dictates that you bill the
earthmoving equipment only for the hours that it is actually used and not just for how
long it is sitting at the site.
In addition, you need to adjust the Rate Sheet to account for a delivery charge.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > Rate Sheets > Adding a Related Item Charge
Part 1
On your Stoneybrook Tools & Equipment Rate Sheet (No. 333), on the Billing tab,
enter in the details below:
1. Find the Earthmoving Equipment Model Record
2. Confirm a Base Value of $115,000.00
3. Be sure Calculation Method is set to Hourly Usage
4. Confirm Hourly Usage Rate is $110.00
5. Set up Idle Grouping to charge out at $11.50/hour
6. Add a Related Charge to the model:
a. Name it “Delivery Fee”
b. Set the Base Value at $200.00
c. Select Calculation Method of Assignment
d. Set the Initial Charge at 100%
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7. Perform a manual sync to update all changes
8. Save And Close the Rate Sheet.
Part 2
Create a new transfer and send the backhoe to the Stoneybrook job site; then you will
simulate that one business day elapses before setting a return transfer for this backhoe.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > Calculating Transactions > The Equipment Usage Log
1. Create a Transfer Ticket for the backhoe.
2. Set up this transfer with the following details (to simulate an elapsed day):
a. Transfer To: Stoneybrook job site (From: Stock or Main Warehouse).
b. Select Cost Center = Stoneybrook Subproject.
c. Change the Assigned On field
such that the date/time is
24 hours prior to now; if today is Monday, then change it to 72 hours prior.
d. Populate this Transfer Ticket with your backhoe.
3. Process this transfer.
4. Create another Transfer Ticket with the following details:
a. Transfer From: Stoneybrook back To: your Stock (Main Warehouse).
b. As you are doing a circular transfer, you do not need to select a Cost Center.
c. Leave the Assigned On date and time at default settings.
d. Populate this Transfer Ticket with your backhoe.
5. Process this transfer.
6. Manually sync ToolWatch Enterprise to force an update of all recent changes.
Part 3
The Stoneybrook site manager informs you that they only used the backhoe for 2 hours
all week. Now, you will need to enter that information into ToolWatch.
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1. Fill out the Equipment Usage Log as follows:
a. Type in your backhoe’s Tool Number (Item No.) in <scan here> - Click Enter.
b. Select the Cost Center as Stoneybrook Subproject
c. Enter your Start Date at one working day/time prior to its transfer to the
Stoneybrook site.
d. Enter your End Date to accept the default day/time (should be current).
e. Enter the Hours Used as 2.00 - Tab out.
2. Click Save.
3. Perform a final manual sync to update your changes.
When done, compare your work to the Answer Key.
The Transaction Detail Window
You have initiated charges, run calculations, and showed your Manager your
preliminary results. She tells you that she wants to see more detail on each transaction,
information not readily available using this view or even on some of the reports you
have discovered. What to do?
In the Billing Browser, each row represents a transaction such as a transfer, charge or
credit. To view more details about a particular transaction, first select (or highlight) the
row and then either:
(1) double click the transaction line
(2) click the View Details button
at the bottom of the window or
(3) right-click the transaction line and select View Details
(see image). Each will result in the opening of the
Transaction Detail window.
The fields displayed on the Transaction Detail window
depend on the type of transaction involved (i.e., your
selection). Many of the fields displayed on this window are represented also on the
Billing Browser window.
On the next pages are descriptions of those fields not described earlier in this chapter:
Cost Center Information
This section provides summary information on the Cost Center, Cost Code(s) and Rate
Sheet used for these calculations.
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Calculated On
This field displays the date and time this transaction was first calculated.
Cut Off Date
This field displays the date & time assigned on the Cost Center Calculation window.
Item Information
This section provides summary information of the item being charged, taken from the
Model Record and Rate Sheet (Item Calculation Method).
Effective Usage & Rate Information
This section provides summary information about the data – mostly time based - used
in calculating charges for this transaction.
Effective Duration Fields
The Effective Duration fields represent the billable units represented as Months,
Weeks, Days and Hours.
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Potential Hours
The Potential Hours are the maximum hours between the starting and ending
transactions, or between the starting transaction and the cut-off date if the latter dates
differ. These hours are derived from the Company or Project Calendars, before any nonworking (e.g., work stoppage) hours are deducted.
For example, if a Project Calendar is configured for 5 working days per week, with 8
working hours in each day, the total eligible (or Potential) hours for this period would
be 40 hours.
Chargeable Hours
The Chargeable Hours are the hours remaining after non-working hours have been
deducted from the Potential Hours. The Chargeable Hours should be identical to the
Potential Hours; if they are not, a pause or similar event is impacting the Chargeable
Hours.
As in the example above, a Project Calendar is configured for 40 hours. However, if this
project were paused for one day, say due to a flood, the Chargeable Hours would equal
(40 – 8) or 32 hours.
Item Rate Level
This field displays the rate level (Hourly, Daily, Weekly, Monthly) used to calculate the
charges for this transaction. See Rate Migration for more information about how rate
levels migrate.
Item Effective Rate
The Item Effective Rate equals the rate per hour representative of the rate level
displayed in the Item Rate Level Column.
Charges
This section provides summary information about the charge indicated in the selected
line.
Transaction Information
This section provides summary information about the starting and ending points of this
transaction.
Type
This is the type of transaction (e.g., Transfer, Work Order) associated with this billing
transaction.
ID
This is the identifying number for the actual transaction associated with this billing
transaction.
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(Starting Transaction) From
This field displays the location or person where the tool was assigned prior to this
transaction on the Start Date.
(Starting Transaction) To
This field displays the location or person where the tool was assigned to end the
transaction.
(Ending Transaction) From
This field displays the location or person where the tool was assigned prior to this
transaction on the End Date.
(Ending Transaction) To
This field displays the location or person where the tool was assigned to end the
transaction.
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Example of Calculating Un-Posted Charges
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Training Activity #36:
Calculate and View Un-Posted Job Cost
& Billing Charges
The first step in viewing job cost & billing charges is to calculate un-posted charges.
Here we will calculate un-posted charges for all 3 of our Cost Centers.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > The Billing Browser > Calculating Un-Posted
Transactions
1. Begin by doing a manual sync to update all billing data:
Help menu > Synchronization Monitor > Start Sync
2. Calculate charges for your 10411-Legacy, Stoneybrook and Stoneybrook Subproject Cost
Centers.
a. leave the Cut-Off Date/Time set at default values
b. calculate for both (1) Tools & Equipment and (2) Materials & Consumables
3. View these charges in the Billing Browser as outlined below. Compare each to
images found in the Answer Key.
a. 10411-Legacy Cost Center – Job Cost tab
b. 10411-Legacy Cost Center – Billing tab
c. 10411 Legacy Cost Center – Billing and Job Cost Amount to Post
d. Stoneybrook Cost Center – Job Cost tab
e. Stoneybrook Cost Center – Billing tab
f. Stoneybrook Cost Center – Billing and Job Cost Amounts to Post
Stoneybrook Subproject Cost Center – Job Cost tab
Stoneybrook Subproject Cost Center – Job Cost tab – Transactional Detail window
Stoneybrook Subproject Cost Center – Billing tab
Stoneybrook Subproject Cost Center – Billing tab – Idle Charge – Transactional Detail
window
k. Stoneybrook Subproject Cost Center – Billing and Job Cost Amounts to Post
g.
h.
i.
j.
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Stopping Job Cost & Billing Charges
When a project closes, or anytime a tool accruing charges is returned to its original
assignment, it is necessary to stop any charges that have been accruing up to that point.
In essence, all open billing streams being billed to a Cost Center must now be closed. In
most cases, transferring the billing items back to their last assignment(s) is sufficient to
close those open billing streams.
For unique tools accruing charges via a Calendar-based (Minutes, Hours, Days)
Calculation Method, start by placing the items on a Transfer Ticket. If they are being
re-assigned (often directly back to their previous assignment), that is enough to stop
charges; if other transfers or Cost Centers have been involved, the rules are slightly
different. (See Appendix 10: Advanced Billing Stream Management for help.)
For quantity tools accruing charges via a Calendar-based Calculation Method, start as
above. There are 2 significant differences, however, from unique tools (see image):
1. be sure the From site, at the top of the Transfer Ticket, matches the From site(s)
shown on the tool line item(s) below
2. on the From side, select the same Cost Center used to open the Billing Stream
If a Return Credit is being issued to ANY tool, unique or quantity, apply the same rules
above given for quantity tools using a Calendar-based Calculation Method. (See Return
Credit Grouping for additional information.)
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Training Activity #37: Stop and View Un-Posted Job Cost
& Billing Charges
The last step in viewing un-posted Job Cost & Billing charges is to stop and then recalculate un-posted charges. Here we will first stop billing and then calculate un-posted
charges anew for all 3 of our Cost Centers.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > The Billing Browser > Stopping Job Cost & Billing
Charges
1. Both Legacy and Stoneybrook are done with the items assigned to them. Begin by
transferring ALL tools back to stock (i.e., Main Warehouse). Do not worry about
materials.
a. Legacy > Main Warehouse transfer
i. In the From Cost Center field, enter 10411-Legacy.
ii. Make sure all quantities & Cost Codes match those of the previous transfer.
iii. Process the transfer
b. Stoneybrook > Main Whse transfer
i. In the From Cost Center field, enter Stoneybrook.
ii. Make sure all quantities & Cost Codes match those of the previous transfer.
iii. Process the transfer
2. Do a manual sync to update all billing data.
3. Calculate charges for your 10411-Legacy and Stoneybrook Cost Centers.
a. leave the Cut-Off Date/Time set at default values
b. calculate for both (1) Tools & Equipment and (2) Materials & Consumables
4. View these charges in the Billing Browser as outlined below. Compare each to
images found in the Answer Key.
a. 10411-Legacy Cost Center – Job Cost tab
b. 10411-Legacy Cost Center – Billing tab
c. 10411 Legacy Cost Center – Billing and Job Cost Amount to Post
d. Stoneybrook Cost Center – Job Cost tab
e. Stoneybrook Cost Center – Billing tab
f. Stoneybrook Cost Center – Billing and Job Cost Amounts to Post
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Adjusting Un-Posted Charges
Before posting of charges, the Billing Browser Workflow provides an opportunity for
“final” un-posted charges (i.e., those calculated after stopping Job Cost & Billing
charges) to be reported and reviewed again.
If, after reviewing your charges, there are discrepancies that need adjustment, you can
do so in a manner similar to Adding a Related Item Charge to the Rate Sheet.
In as much as you cannot go back and change (delete, edit) your billing statements per
se, you can Add (or Delete) a Miscellaneous Charge/Credit to the Billing Browser. For
example, if a client indicated that he disputed a particular charge, you might:
(1) put that charge on Hold,
(2) find that the client was due a credit,
(3) Add a Miscellaneous Credit on the Billing Browser, and then
(4) release the Hold and post results.
Adding and Deleting a Misc Charge/Credit
1. From the Navigator panel, select the Job Cost & Billing module.
2. Click the Billing Browser button to open the Billing Browser window.
3. Click the relevant Cost Center from the Cost Center Selection panel.
4. Click the Add Misc. Charge/Credit button.
NOTE:
If you want to relate your charge or credit to a particular Cost Center charge,
highlight the line item of interest then right-click and select Create Related
Charge/Credit. It will auto-populate the information in 6a & g.
5. The Misc. Charge/Credit
window appears (see
image).
6. Fill in the fields indicated
on the window:
a. select the Cost Center
to be credited or
charged (Cost Code &
GL Accounts optional)
b. type in a Description of why the credit (or charge) is being issued
c. select Charge or Credit button
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d.
e.
f.
g.
type in amount (no $ sign) to be credited or charged - tab out
select Tools or Materials for type of item involved
select Billing or Job Costing button representing tab on Billing Browser
will be filled in if assigned to a particular charge (line item)
7. Click on Save to close window.
8. A new line should appear on the (bottom of) Billing Browser window.
Under Charge Type, it will be either Misc. Charge or Misc. Credit based
on information you provided.
9. To Delete a Misc. Charge or Credit, highlight the relevant line, then click
the
button.
Training Activity #38: Reporting and Miscellaneous Adjustments
The last step prior to posting Job Cost & Billing charges is to analyze un-posted data,
often by way of reports, then make adjustments to the data prior to posting it. Here we
will look at examples for each.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > The Billing Browser > Adjusting Un-Posted Charges
You have a business practice of sending your foreman a breakdown of the un-posted
billing charges from his job site, once a week. This gives him an opportunity to review
them prior to posting the weekly charges.
1. From the Navigator panel, select the Job Cost & Billing module.
2. Click the Reports button to open all reports available for that module.
3. From the Reports column, select the Un-Posted Billing Detail (All).
4. Select the 10411-Legacy Cost Center.
5. Make the Transaction Dates To/From for Today – Today.
6. Do NOT group or page break by anything.
7. Click on Next >>.
After reviewing this report, your foreman finds a discrepancy. The truck that was sent
to him broke down after about 4 hours of use. Consequently, he wishes to be credited
back a portion of this charge.
1. From the Navigator panel, select the Job Cost & Billing module.
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2. Click the Billing Browser button to open the Billing Browser window.
3. Click the 10411-Legacy Cost Center from the Cost Center Selection panel. Go to the
Billing tab.
4. Add a Miscellaneous Credit to this Cost Center: Highlight the Vehicle line and rightclick Create Related Charge/Credit. Include the following details:
a. the Cost Center should be 10411-Legacy
b. add a Description that “the truck broke down after 4 hours of use”
c. issue a $26.50 Credit
d. select Category to be Tools
e. select Billing
5. Save your work.
6. View these charges in the Billing Browser as outlined below. Compare each to
images found in the Answer Key.
a. 10411-Legacy Cost Center – Billing tab
b. 10411-Legacy Cost Center – Billing and Job Cost Amounts to Post
Posting Job Cost & Billing Transactions
Posting transaction charges will update each transaction with a Posting Date and Time
along with a Posting Number. The posting process is final: It will prevent the Billing
Browser transactions from being posted again. Posted transactions can be included on
reports but they CANNOT be edited or un-posted.
Once the transaction charges have been posted, they will be removed from the Billing
Browser window, usually for good. However, some transactions will continue to
display if billing on these items has not been stopped (e.g., if an item being charged is
using the Calendar Calculation Method and has not been returned or reassigned yet).
Said items will continue to generate charges and their corresponding transactions will
continue to be visible in the browser.
Examples of other transactions that may continue to be visible in the browser are:
•
transactions that have been calculated using future dates
•
transactions that have had a Hold placed on them
Of course, un-posted transactions have to be calculated before you can post them. To
calculate un-posted transactions see Calculating Un-Posted Charges.
To post a transaction, simply place it into the Billing Browser and click the Post button.
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1. From the Navigator panel, select the Job Cost & Billing module.
2. Click the Billing Browser button to open the Billing Browser window.
3. Click the Post button.
4. The Posting window appears displaying a list of Cost Centers that are ready for
posting (see image).
•
Notice (1) the date and time the Cost Center transactions were calculated
(Calc Date) and (2) the Cut-Off Date. If these dates are not appropriate, close
the window and recalculate the Cost Center transactions including the correct
Date and Time.
5. In the Post column, select the individual check boxes for these Cost Centers you
would like to post; select all rows by clicking the Check All box.
6. Click on the Post button
to post transactions for the selected Cost Centers.
a. Posting requests will be submitted to the ToolWatch Enterprise online services
for processing.
b. You can close the Posting window (a la when doing calculations) and return at a
later time to view the status of the process. Likewise, you can click repeatedly on
the Refresh button
at the bottom of the window to update the status.
7. Once the Cost Centers have been posted, they will be removed from the Posting
window. Likewise, the calculations will disappear from the Billing Browser window.
8. Click the Close button.
NOTE:
Once transactions have been posted, they cannot be edited or un-posted.
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Training Activity #39: Post Job Cost & Billing Transactions
Once your un-posted charges have been reviewed and verified, it is time to post them.
Post all 3 of your Cost Centers and then view the posted data in a few Enterprise
reports.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > The Billing Browser > Posting Job Cost & Billing
Transactions
1. From the Navigator panel, select the Job Cost & Billing module.
2. Click the Billing Browser button to open the Billing Browser window.
3. In the Billing Browser, click the Post button – The Posting window opens.
4. Place checkmarks by all 3 of your Cost Centers.
5. Click the Post button.
6. Click the Refresh button a few times until all 3 Cost Centers have disappeared from
the window.
7. Click the Close button.
Once the individual Job Cost & Billing charges, for all 3 Cost Centers, have disappeared
from the Billing Browser, the charges have been posted successfully. This may take a
few minutes – Click the Refresh button to speed things up if need be.
8. Using the Reports button
in this module, create a Posted Billing Detail
(All) report for your 10411-Legacy Cost Center.
a. Make the Posting Dates To/From for today – today
b. Note: Be careful to interpret To as the more recent time & From as the more latter
c. Do NOT group or page break by anything
9. Likewise, create a Posted Billing Summary (All) report for your Stoneybrook Cost
Center.
a. Make the Posting Dates To/From for today – today
b. Do NOT group or page break by anything
10. Create a Posted Billing Transaction (All) report for your Stoneybrook Subporoject
Cost Center.
a. Make the Posting Dates To/From for today – today
b. Do NOT group or page break by anything
11. Note the differences in output between Detail, Summary and Transaction reports.
When done, compare your work to the Answer Key.
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Exporting Job Cost & Billing Data
Introduction
Reporting out of ToolWatch Enterprise follows along 2 general lines:
•
•
using stock reports available in Reports
creating customized templates to export raw transactional data
ToolWatch provides you with the ability to export Job Cost & Billing transactional data
both before and after they have been posted. You can export summary data or detailed
line item data. You can establish the format of the export data using templates you
configure around your requirements.
Export Templates Types
The Export Templates List window enables you to create and modify templates that are
used during the Job Cost & Billing data export process. The templates enable you to
configure the output of transactional data to match your accounting system, even for
other legacy systems.
You can choose (1) which data is exported, (2) the order in which this data is exported,
(3) whether it is to be in a single- or double-line format, (4) the record delimiter symbol
and other user-definable attributes. You can create templates that provide transaction
summary information as well as transaction line item detail information. These
templates can be saved, copied and modified, and then reused each time data is
exported.
Cost Center summary data can be exported in a single line format representing one line
for each Cost Center. The single-line format is usually used when you intend to match
the exported data with your job cost system. You can also export the data as a doubleline format that is usually intended to match double-entry general ledger systems.
1. Transaction Summary Export Templates
The Transaction Summary Templates enable you to export a summary of the charges
generated and posted to each Cost Center. The export does not include data about
individual transactions. (See Transaction Detail Export Templates below for more
information about exporting transaction details.)
2. Transaction Detail Export Templates
The Transaction Detail Templates enable you to export the details about each transaction
that has been posted to a Cost Center. The export does include data about individual
transactions.
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Creating an Export Template
1. From the Navigator panel, select the Job Cost & Billing module.
2. Click on the Export Templates button.
3. The Export Templates List
window opens (see image).
4. In the Template Type dropdown list, select either
(a) Transaction Summary or
(b) Transaction Detail
5. Click the New button to open
the Summary Export Template
window (see image).
6. In the Name
field, enter a
title to
identify this
template.
7. In the Record
Delimiter
field, choose
the record
delimiter that
will be used
to delimit
each record in the export file. Choosing the Record Delimiter field is required
before saving the template. (Comma is the most frequently used.)
8. In the Record Format field, choose either Job Cost or Accounting. The data can be
exported in a single-line format (Job Cost) or a double-line format (Accounting).
•
The single-line format is used typically when you intend to match the exported
data with your job cost system.
•
The double-line format is usually intended to export data to match double-entry
general ledger systems.
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9. From the Available Fields column, find the field(s) you would like added to your
template, highlight and click on the Add to Export button.
10. Repeat Step #9 until you are finished adding fields to your template. (These are
displayed in the Export Layout column.) You can change the order of these fields
here by using the up/down arrows
at the bottom.
11. Click Save to create your template. It appears now in the Export Template List.
12. Click Close to exit the Export Templates List window.
Exporting Data Using a Custom Export Template
Before you can export data, you must have done the following already:
•
•
generated at least one transaction
have created a template to format the data
1. From the Navigator panel, select the Job Cost & Billing module.
2. Click on the Export Data button.
File > Export > Job Cost & Billing Data
NOTE: You can get here also by:
3. The Job Cost Data Export window opens (see image).
4. In the Cost Centers field, place checkmarks next to these Cost Centers for which you
would like to export data.
5. In the Export Source field:
a. use the drop-down menu to choose either Posted or Un-posted Transactions
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b. select a data type:
•
Job Cost Data
•
Billing Data
•
Job Cost and Billing Data
6. In the Data Format field, choose the appropriate template type: Summary or Detail.
7. In the Export Templates field:
a. from the drop-down menu, select the desired custom export template
b. select Include Column Headings
8. In the Data Parameters field, select the Posting Date Range that Enterprise will use
when searching for eligible data to export
•
IMPORTANT FOR POSTED DATA – The date parameters should be set to
capture the moment in time the data actually posted. It is not based on when
the transactions actually occurred. In essence, the parameters must be set to
capture that moment in time the Post button was pressed.
9. Click the Export button to send the data to the template file.
10. Choose a File Name and Location on your computer to save the .csv file.
11. Click Save > OK > Close.
12. Open your file and observe for completeness & accuracy.
Training Activity #40:
Create a Custom Export Template &
Export Job Cost Data
Your supervisor asks you to create a detailed export template for your business unit
and then use it to export data from one of your Cost Centers.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > Exporting Job Cost &Billing Data > Creating an Export
Template, Exporting Data Using a Custom Export Template
1. In the Job Cost & Billing module, click on Export Templates button.
2. Create a template with the following features:
a. Template Type = Transaction Detail
b. Name = Your 1st Name + Detail Template (e.g., Bob’s Detail Template)
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c. Set up your template to look like the one here (see image):
3. Save your work.
4. Close the window.
5. Using the Export Data button,
Cost Center.
export data from your Stoneybrook
6. Select the Detail Template you just created.
7. Set up your template as shown here (see image):
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a. Set your Posting Date Range to cover your most recent posting.
8. Click the Export button to move your data into this template.
9. Open your exported data in Excel (or other spreadsheet application): It should
appear similar to this (see image):
When done, compare your work to the Answer Key.
Invoice Browser
Invoices
Invoices may be generated, displayed and printed using the Invoice Browser button.
Either posted or un-posted data may be used to create these
invoices. As well, invoices may be customized to include important information such
as Terms, Tax % and Payment Due. Invoices are assigned numbers and dates for ease in
tracking and reporting.
In order to generate a new invoice, Job
Cost and/or Billing data will need to be
available to capture from the Billing Browser.
By default, the Invoice Browser will generate
invoices using data from the Job Cost tab of the
rate sheet.
Generating New Invoices
1. From the Navigator panel, select the Job
Cost & Billing module.
2. Click on the Invoice Browser button – the
Invoice Browser window opens (see image).
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3. Click on the Generate
Invoices button – the
Generate Invoices window
opens.
4. Specify a Date Range for
the data you want
included on the invoice.
If you wish to target a
single date, merely set each
field to the same date.
Note that your billing data must fall within this date range.
5. Choose which type of data – Posted or Unposted – you want for the invoice.
• Posted (default): Date Range here determines which posting dates are used
• Unposted: Date Range here determines which transaction dates are used for
data from Billing Browser
6. Clicking the Include Retired Tools box will incorporate Job Cost and Billing data
from tools with existing charges in the time period that you specified, regardless of
when the tool was retired in ToolWatch. Tool status (Active, Inactive) is not
affected. If unsure about checking this box, go ahead and do so.
7. Invoice Date will default to today’s date but can be changed to any other date; this
date is reflected on the invoice.
8. Payment Due date, also reflected on the invoice, represents the date that payment is
expected from the client. As with the invoice, it can be changed to another date.
9. Select which Cost Centers you want used to create the invoice. One invoice is
generated per Cost Center selected. Choose them individually or click the button at
the top of the column to select All.
10. When done, click on the Generate button to process data and create invoices. You
will see a window appear informing you if any and how many invoices were
generated.
11. To cancel any changes without being saved, click on the Close button.
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Browsing Invoices
1. Invoices are selected from the Invoice Browser window, providing that invoices
have been created previously using the Generate Invoices function.
2. To retrieve a summary of all generated invoices, click on the Search button, leaving
all other search fields empty. Otherwise, determine your search criteria and then
click the Search button.
3. Display an invoice of a particular number by typing that number into both sides of
the Invoice No. search fields; display invoices within a given range by entering
those numbers into both fields. Note that these Invoice Numbers are unique to the
Invoice Browser and are not used anywhere else in ToolWatch.
4. Filter by Cost Center using the drop-down Cost Centers menu.
5. To specify invoices generated on a particular date, enter that date into the left-side
of the Invoice Dates From field; for a range of dates, enter those into both fields.
6. When ready, click on the Search button to populate the line items with invoice data.
To clear the search filters, click on the Clear button.
7. Columns are sortable here like other similar ToolWatch windows: Click on column
headers to sort:
•
•
•
•
•
•
•
•
Number – Invoice Number
Date – Invoice Date from Generate Invoices
Due – Payment Due from Generate Invoices
Billing Period Start/End from Date Range in Generate Invoices
Terms – from Invoice Options
Sales Tax – from Invoice Options
Cost Center – selected in Search filter
CreatedBy – person logged in to generate invoice
8. Line items cannot be opened as in other similar ToolWatch windows nor do they
have right-click functionality.
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To view a single line entry:
• highlight the line
• click on the Print Invoices button
• manipulate the standard print window that appears to optimize viewing, save
file, print, etc.
Invoice Options tab
1. In order to set the
invoice preferences, it is
necessary to go into the
Invoice Options tab,
located under Lists >
Locations.
Note: This tab will be
visible only for Stock Locations
2. Click on this tab to reveal the Invoice Options fields, which will be empty initially.
• Select the Location that represents the Stock Location for your Job Cost & Billing
transactions – highlight this line. (You can tell if it is a Stock Location by looking
at the Location Details tab, while highlighted, to see if the “This is a stock
location.” box is checked.)
All of the following appear on any invoices generated using the Invoice Browser:
• assign a Business Unit
• provide payment Terms
• typing in a Tax % value generates a Sales Tax calculation on the invoice
• include any Special Instructions or a Dunning Message
3. When done, click first on the Save button and then the Finished button located at
the bottom of the window.
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Printing Invoices
1. Invoices are selected from the Invoice Browser window, providing that invoices
have been created previously using the Generate Invoices function. (See Browsing
Invoices)
2. To print a single invoice, highlight the invoice line item and then click on the Print
Invoices button; to select multiple invoices, either click and drag (for consecutive
lines) or Ctrl-click each line (for random lines) then click on the Print Invoices
button. Multiple invoices will appear consecutively but in one document.
3. Printed invoices are in the standard ToolWatch report document format. A pop-up
window appears with options to print or save in a variety of formats (e.g., pdf, doc,
xls, txt, rtf).
4. Shown here are images of the top and bottom of the invoice and the information
they contain:
• Customer Information
Customer data assigned to the
Cost Center being used (Cost
Center > General Info tab >
Customer)
• Invoice Number
Invoice Browser > Number
• Invoice Date
Generate Invoices > Invoice Date
• Billing Period
Generate Invoices > Date Range
• Payment Due
Generate Invoices > Payment Due
• Terms
Invoice Options > Terms
• Business Unit
Invoice Option > Business Unit
• Project Contact
Cost Center > Manager
• Telephone
Manager (above) > Employee
> Phone No.
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• Quantity
Billing Browser > Qty
• Transaction Type
Billing Browser > Calculation Method
• Hours
Billing Browser > Transaction Detail
• Effective Rate/Hr
Billing Browser > Transaction Detail
• Unit Price
Billing Browser > Amount Each
• Total = Unit Price x Quantity
Billing Browser > Extended Total
• Description
1. Item Number – Billing Browser > Item Number
2. Model Number – from Billing Browser (by way of Model Record > Model
Number)
3. Manufacturer Description – Model Record > Manufacturer Description
4. Serial Number – Tool Record > Serial Number
5. Assignment – Location from Tool Record, Address from Lists > Locations
6. Start Date – represents the starting date from the Billing Browser or, for
Posted data, the start date of the charge
7. End Date – this will apply only if the item was returned; as with Start Date,
it will come from the Billing Browser or, for Posted data, the end date of the
charge
• Please Remit to
address of Stock Location to where you are pinned when invoice is created
• Special Instructions
from Invoice Options tab - also includes Dunning Message
• Rental Charges
sum of charges in Total column
• Sales Tax
Rental Charges x Tax % (Invoice Options>Tax %)
• Net Due Upon Receipt
sum of Rental Charge and Sales Tax
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Training Activity #41:
Create an Invoice
You have calculated and posted the data from your Stoneybrook Subproject Cost Center.
Now you would like to produce an invoice from this data that could be sent to the
client.
To review the procedures for this activity, see the following section in the ToolWatch
Enterprise Training Manual:
•
JOB COST & BILLING > Invoice Browser > Invoices
1. Be sure that the data you are using is updated - Sync ToolWatch before you begin
2. In order to populate certain fields on the invoice, it is necessary to enter information
in a number of places within ToolWatch.
a. To establish Remit To information for your invoice:
•
•
Lists > Locations > Location Details tab > highlight Main Warehouse >
Address enter “400 Inverness Pkwy, Suite 450, Englewood, CO, 80112”
Supervisor > select your name
b. Set the following information on the Invoice Options tab:
•
•
•
•
•
•
•
•
Lists > Locations > highlight Main Warehouse > Invoice Options tab
Stock Location = enter Main Warehouse
Business Unit = enter Heavy Equipment
Terms = enter Net 30 days
Tax % = enter 8 (do not enter %)
Special Instructions = enter “contact Susan Jones with questions”
Dunning Message = enter “payment begins upon receipt”
Save > Finished
c. To establish a Project Contact for your invoice:
•
•
Lists > Cost Centers > highlight Stoneybrook Subproject Cost Center > General
Info tab > Manager > enter Susan Jones
Save > Finished
d. To establish a Telephone for your (Project Contact) invoice:
•
•
Lists > Employees > highlight Susan Jones > Phone 1 > enter 720-252-7654
Save > Close
e. To establish Customer Information (i.e., a billing address) for your invoice:
•
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Lists > Customers > Create New > Name enter Jones & Company
Construction > Save
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•
•
•
•
f.
Lists > Customers > highlight Jones & Company Construction > enter “7569
Lumberjack Road, Sedalia, CO, 80135”
Lists > Customers > Contact enter Susan Jones > Save > Finished
Lists > Cost Centers > highlight Stoneybrook Subproject Cost Center >
Customer > select Jones & Company Construction
Save > Finished
To establish a Manufacturer’s Description for your invoiced item:
• Tool Model Records > Categories Backhoe > All Backhoe > open Backhoe
Model Record
• Manufacturer’s Description > enter “Caterpillar backhoe 450E, bucket
loader, 137 hp, 13.5 ton, 4WD”
• Save
g. To establish a Serial Number for your invoiced item:
•
•
•
Tool Browser > Categories Backhoe > All Backhoe > open Backhoe Tool
Record
Serial Number > enter CB450E389652
Save
h. To establish an address for the Assignment of your invoiced item:
•
•
Lists > Locations > highlight Stoneybrook > Address enter 10752 Rolling
Hills Road, Wray, CO, 80758
Save > Finished
3. Sync up all of the above changes before proceeding.
4. Now you are ready to create an invoice with all appropriate fields populated with
data.
a. Navigator > Job Cost & Billing > Invoice Browser > Generate Invoices button
• Set your Date Range: From one week prior to billing date - To Today
• Select Posted data
• Do not Include Rental Tools
• Leave Invoice Date at default
• Set Payment Due date to one week in future
• Select Stoneybrook Subproject Cost Center
• Click Generate button
• Click OK on invoices generated window
b. Click the Search button on your Invoice Browser to populate the window with
any invoices you have generated. It may take a few minutes for the invoice to
appear in the browser.
5. To view your invoice, highlight the item in the browser and click on the Print
Invoices button. Expand the window to see the invoice detail more closely.
When done, compare your work to the Answer Key.
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Job Cost & Billing Reporting Options
Introduction
As discussed in Appendix 7: Fundamentals of Reports, there are over 100 prepared
reports in ToolWatch Enterprise from which you may choose. Reports within the Job
Cost & Billing module are arranged in logical groupings, such as:
•
•
•
•
posted vs. un-posted
billing vs. job costs
summary vs. detail vs. transactions
Tools & Equipment vs. Materials & Consumables
Here we will look more closely at 2 such Job Cost & Billing reporting options: ROI and
Billing Comparison Reports
ROI Report
The ROI Report calculates your Return On Investment for your tools and equipment. It
calculates both flat dollar and percent returns. This report compares an item’s
purchase price to its posted Job Cost & Billing totals, with and without any service
work done against the item(s).
This report can also roll up ROI figures, providing you with both Model and Category
totals, such as the ROI figures on (1) all of your Ford F-250’s, (2) all of your Toyota
Tundras as well as (3) all of your vehicles.
The ROI Report is found in the
Billing Report Groups (see image)
and can be run in one of 3 ways:
1. Calculating the ROI for a single
item, here Tool #22731:
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2. Calculating the ROI for a
single Category of items, here
all Vehicles
3. Calculating the ROI for all
of your tools & equipment
4. Here is the ROI Report for a single item, Tool #22731 (see #1):
Comes from the item’s Tool Record  Purchase
& Cost Info tab  Purchase Date field
Comes from the item’s Tool Record 
Purchase & Cost Info tab  Purchase Cost
field
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Comes from the Billing Report entitled
“Posted Cumulative Tools & Equipment
Charges”  Combine the Total Accrued
Job Cost & Billing Charges
Comes from the item’s Tool Record 
Service tab  Service History tab  Total
Charges
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Job Cost & Billing
Net Amount = Total Revenue minus Purchase Price
Net % = Net Amount divided by Purchase Price
Net Amount With Service = Total Revenue minus Purchase Price minus Total Service
Net % With Service = Net Amount With Service divided by Purchase Price
Further discussion of this report shows that the Net Return Amount and Percentage
are both negative ( - $24,755.00 and - 95.21% ), respectively. Negative figures mean that
you have not made back yet the money you invested on purchasing this item. Once
your revenue exceeds your purchase price, these net figures will no longer be negative,
thereby illustrating a positive return on your investment (ROI).
Billing Comparison Report
The purpose of the Billing Comparison Report is to tell you which checked-out tools &
equipment are not generating charges presently. These tools must fit into 2 criteria:
1. The Stock Location selected for the report is either the current Owner or Manager of
the tool (see images).
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2. The tool is currently assigned to a Location, Employee or Stock Location other than
the one selected for the report.
3. Image of Billing Comparison Report showing that the 2 criteria “fit”
Stock Location = current Owner
Billing Comparison Report
Stock Location = current Manager
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Cost &
Billing
Mobile
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Custom Reporting Options
API
Most clients of ToolWatch Enterprise who have an annual subscription package have
access to additional integration services. These tools allow for third-party software
applications to integrate, to varying degrees, with ToolWatch software.
One of these tools, an API (Application Programming Interface), involves having our
ToolWatch developers work with IT personnel from your company to develop scripts
that “push/pull” ToolWatch data through. Find out more at:
developer.toolwatch.com/API
Reporting Cloud
Another subscription-based service option is our Reporting Cloud, found at
developer.toolwatch.com/ReportingCloud
Relevant to Job Cost & Billing, one of the main uses for Reporting Cloud is allowing for
export of Job Cost & Billing data for integration with other common accounting systems
(e.g., Timberline, QuickBooks, SAP).
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Mobile Scanner
THE MOBILE
SCANNER
The mobile device is an abridged, handheld version of ToolWatch Enterprise desktop.
In this chapter, you will learn how to navigate the ToolWatch Mobile Scanner.
This includes basic navigation, various Search functions, requesting and transferring
items using Pick Tickets, conducting inventory and creating new items.
Upon successful completion of this Section, the learner will be able to:
• set up a user for the ToolWatch Mobile environment, pinning him to the correct location
• describe how the Mobile Scanner communicates and exchanges data with other devices,
including synchronization
•
•
•
•
•
•
•
•
•
log into ToolWatch software for the Mobile Scanner
navigate the Mobile interface and exchange information with the Enterprise interface
search for and edit both Tools and Materials Records
scan Barcode data properly and place it into relevant ToolWatch fields
search for and edit both Tool and Material Records
create and process a Transfer, including the capture of a Signature
edit Transfer Ticket information (e.g., Cost Centers and Codes, Meter and Status)
utilize the Express Check-In feature for returning tools
perform the following functions of a Pick Ticket:
a. Pick it
b. Save it
c. Transfer it
• apply the Count Inventory function to a given location:
a. using new and existing Count Tickets
b. using the Search screen to find existing Count
Tickets
• execute the following Mobile Admin tab operations:
a. add new Tool Records
b. add new Tool Model Records
c. add new Tool Records to existing Tool Model
Records
d. add new Material Records
e. add new Material Model Records
f. add and populate a Kit
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Mobile Scanner
Basic Concepts for the
Mobile Scanner
Logging into the Mobile Scanner
1. Here is an image of the mobile startup screen. Tap once on:
Introduction
ToolWatch Mobile Scanner is designed
to bring Enterprise technology from the
office to the warehouse and into the
field. ToolWatch Mobile software
employs virtually full functionality
between desktop and mobile platforms.
And the unit works even through spotty
internet connectivity.
As the mobile comes pre-installed with
the necessary software, all you will need
to get started aside from the device is an
internet connection (to sync regular
updates via the cloud) and a database of
your inventory, provisioned to your
mobile. Generally, your ToolWatch
administrator will take care of all of this
for you.
NOTE: Recall that your Assigned Stock
Location (from the desktop) is where
you will be located (“pinned”) in the
Mobile. You can edit this on your user
profile at Lists > Employees > Assigned
Stock Location.
If you wish for a user to access multiple
locations using the Mobile, we suggest
creating multiple user profiles where
each profile has as its Assigned Stock
Location one of these locations. The user
then can log in and have immediate
access to Pick Tickets, Count Tickets,
etc. for these locations.
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2. From the drop-down menu, tap once
on the TWMobile Enterprise icon.
3. The login screen
appears.
Click on Utilities to
open 3 options:
•
•
•
Synchronize
Check For Updates
Reprovision
Recall there is a 2-3
day limit on
Synchronize for the
Mobile Scanner:
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After 2-3 consecutive days wherein a
device does not sync, contact Tech
Support for help with Reprovision.
4. Select a name from the User ID list.
•
•
If an employee's name is not in
this drop-down list, s/he will
need to be added and made a
Mobile Device User.
Once you are logged in you will be
brought to the ToolWatch Mobile Home
screen. The Home screen has two tabs
on the bottom of it: Home and Admin.
7. Here is a view of the options from
the Home tab:
8. Here is a view of the options from
the Admin tab:
Your ToolWatch administrator
can do this from ToolWatch
Enterprise by following this path:
Lists > Employees > highlight or
create the Employee > Manage
ToolWatch User Account button
> check Mobile Device User box
5. Enter a Password (see your
ToolWatch administrator).
NOTE: To type, click on the
keyboard icon on the bottom of the
screen, using the stylus. (Click on the
Enter button on the keyboard to
enter information you type in.)
6. Tap the Login button.
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Mobile Home Tab
Search for a Tool/Material Item
1. From the Home tab, tap on the
Tools & Materials button.
iv. Double-tap the item to
view/edit
b. Search by Category
i. Tap the drop-down arrow in
the Category field
ii. Select a Category
iii. Tap the Search button
2. Determine if you would like to
search for Tools or Materials
3. The Mobile has 3 different ways to
Search for tools:
iv. Double-tap the item to
view/edit
c. Search by Assignment
i. Tap the drop-down arrow in
the Assigned field
a. Search by Item #
i. Tap into the Item # field to set
the cursor
ii. Select a Location or Employee
iii. Tap the Search button
ii. Enter data using either:
(1) the scanner’s number pad or
(2) by tapping on the keyboard
iii. Tap the Search button
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iv. Double-tap the item to
view/edit
d. To clear all search fields, tap on
the Clear button.
e. Tap the Done button to return to
the Home tab.
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Editing Tool or Material Record
Information
1. Search for the Tool or Material
Record (see previous section Search
for a Tool /Material Item).
2. Make and save any desired edits.
3. To save your work, either tap Save
or tap the Back button.
2. Tap on the Option button
3. Tap on the Edit Model button
4. Edit the relevant information on the
Model Record.
a. Tapping the Back button opens
the Save Item Record window.
5. Tap Save to save these changes. The
information will be uploaded the
next time the device syncs with the
Enterprise server.
b. Tap Yes to save
Editing Tool Model Record
Information
Editing Model Record information will
modify all Tool Records associated
with that model. To edit Model Record
Information:
1. Search for the Tool Record of interest
(see Search for a Tool or Material
Item).
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6. Tap on the Tool List tab to display
all tools represented by the model of
interest.
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a. Select either an Employee,
Stockpoint or Location.
i. With cursor in either field, tap
on the Stock button to populate
the From or To field with the
user’s designated Stock
Location.
Transferring Items
Transfers allow users to move tools,
materials or kits from one location or
employee to another. Transfer Tickets
can be created on the Mobile but not
saved nor stored. Historical transfers
may be found on the desktop.
1. From the Home tab, tap on the
Transfer button.
ii. If neither the location nor
employee is
listed, you
can also
select
<NEW>
and follow
the prompts
to create a
new location
or employeeClick Save.
3. Tap the Next
button
4. The Assign Date
reflects the
(current) day and
time the transfer is created.
2. Tap on the drop-down menus to
populate the From and To fields.
5. If you wish to designate a day for
items to be returned, add a Return
Date
(optional).
a. The other
fields on
this screen
(Document
# and
Delivered
by) are
optional
also.
6. Tap the Next button.
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7. Tap in the Item No. field to set the
cursor.
8. Enter a number in the Item No.
field either by:
a. scanning an item’s Barcode
b. typing in the item’s Tool or
Material Number using the
scanner’s number keys or the
keyboard
c. click the scanner’s Enter key to
enter items onto transfer
12. Tap the Transfer button
13. The person submitting the transfer
signs inside of the white box. This
optional signature will also show up
on the Transfer Ticket when it
synchronizes with the desktop
application.
9. Repeat Step #9 until you have
finished adding all of your items.
10. To make edits to Cost Center or
Code information, click on the
Credit/Charge tab.
11. To edit line
item details
such as
Return
Date,
Meter,
Status or to
delete a line,
click on the
Line Detail
tab.
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14. Tap Clear to clear the signature.
15. Tap Done. By doing so, you are
officially executing the transfer..
16. A Transfer Complete message
appears on the device. Tap OK.
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Modifying Cost Center and Cost
Code on a Transfer
There are 2 ways to add a Cost Center
and Cost Code to a transfer on the
handheld device.
•
•
The first method sets the Cost Center
and Cost Code for ALL of the items
being transferred.
The second method allows you to
alter the Cost Center and Cost Code
for an INDIVIDUAL item, leaving
the rest of the items unchanged.
1. Create a
transfer
(follow Steps
#1–3 in
Transferring
Items)
2. You can add
a Cost
Center and
Cost Code
for where
the items are
coming
from, going
to or both.
3. Below the From field, tap on the
Cost Center drop-down menu.
4. Select a Cost Center:
a. If the Cost Center is not listed,
you can tap on <NEW> and
follow the prompts to create a
new Cost Center.
5. For adding a Cost Code, repeat
Steps #2–4 using the Cost Code
drop-down menu.
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Adding or Editing a Cost Center
and Cost Code for an Individual
Item
You can add or edit the Cost Center
and/or Cost Code for an individual
item from a Transfer Ticket. If you do
so, the remaining items will default to
the Cost Center and Cost Code
previously set for the entire transfer.
1. Create a transfer (follow Steps #1–8
in Transferring Items)
2. While on the Line Items pg. tab, tap
once on the line that contains the
tool/material in order to highlight it.
3. Tap the Credit/Charge tab.
4. Change the Cost Center and/or Cost
Code by tapping
on the appropriate
drop-down arrow.
5. When done, tap
the Line Items pg.
tab to go back for
more edits.
6. To change
additional line
items, repeat
Steps # 2–5.
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Editing Return Date, Meter and
Status Information in a Transfer
You can add a Return Date for an item,
add Meter information (miles, hours),
change the Status of the tool or delete a
line entirely from a transfer. This
optional information is edited through
the Line Detail tab.
1. Create a transfer (follow Steps #1–8
in Transferring Items)
2. While on the Line Items pg. tab, tap
once on the line that contains the
tool/material in order to highlight it.
5. Optional: Enter current Meter
information on the tool (current
mileage or hours used) in the Meter
field. Type only numbers - no
units!
6. Optional: Enter the current Status of
the tool in the Status field. If your
desired Status is not present, you can
add/edit a Status on the desktop:
Go to Lists > Status Code.
7. Optional: Tap the Delete Line
button to delete the highlighted
tool/material from the Transfer
Ticket.
3. Tap the Line Detail tab.
Express Check-In
Often times throughout the year, there
will be cause to close a project and/or
job site and a subsequent need to
reclaim the inventory kept there….
…or if someone departs the company
with little notice, and a rather sizeable
cache of tools is freed up, needing to be
re-stocked….
4. Optional: Enter in the Return Date
field a date by which the item in
question returned is to be returned.
For just this item, the date you enter
will replace the Return Date entered
for the entire Transfer Ticket.
Express Check-In allows for the
gathering and return of a number of
tools, from one employee or location, to
a single Stock Location.
NOTE: Unlike the desktop, only
Employees (and not Locations) can be
selected using the Mobile and Express
Check-In.
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1. From the Home tab, tap on the
Express Check-In button.
2. Be sure the Check In button is
checked (it is the default).
3. Tap the Personnel drop-down menu
and select the employee from whom
you are receiving items.
5. Optional: Tapping the None button
unchecks all checked items.
6. You can adjust manually the In and
Out quantities of quantity tools.
a. Tap the open checkbox next to
the item
b. Highlight the item
c. Tap on the Line Detail tab
4. Check-in the items either by:
a. tapping the open box next to an
individual item - this places a
checkmark next to this one item
b. or tapping the All button - this
places a checkmark next to each
of all outstanding items
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d. In the Quantity field, tap on the
up and down arrows to adjust for
the number of items being
checked-in.
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7. When finished, tap the Transfer
button. This is the same as the
Process Transfer button on the
desktop.
cannot create a Pick Ticket – It can only
open ones already created on the
desktop.)
NOTE: In order for an employee to have
access on the Mobile Scanner to a Pick
Ticket being picked from Stock Location
X, either (a) his Assigned Stock Location
must match Stock Location X or (b) Stock
Location X would need to be a location
with this (i.e., the user’s Assigned Stock
Location) as its Parent Location.
8. The person submitting the transfer
signs inside of the white box. This
optional signature will also show up
on the Transfer Ticket when it
synchronizes with the desktop
application.
1. From the Home tab, tap on the Pick
Tickets button.
9. Tap Done. By doing so, you are
officially executing the transfer.
Otherwise, tap Clear to cancel.
10. A Transfer Complete message
appears on the device. Tap OK.
Pick Tickets
2. Tap once on one of the listed Pick
Tickets to select and pick it.
Picking a Pick Ticket
Pick Tickets create groups of tools and
materials in a batch to be picked from
the warehouse, almost like a shopping
list. Once items are picked, they can
then populate a Transfer Ticket.
To “pick” a Pick Ticket (i.e., select
requested items from a warehouse, for
example), you begin by viewing the list
of items and Pick Tickets that are ready
for picking. (Recall that the Mobile
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NOTE: Pick Tickets must be ready to
pick (i.e., In Progress status) in order to
be visible on the Mobile as you will
want only access to those tickets ready
to be processed.
3. Tap the Pick button.
4. Tap the Pick List tab.
5. Tap once on the line of the item you
are picking, in order to select it.
c. adjust quantities in Qty box
d. tap the Enter key on the Mobile
7. Repeat Steps # 5–6 until you have
finished picking all of the items for
this Pick Ticket.
8. Items with a checkmark next to them
have already been picked.
a. View picked items on the
Picked tab
9. It is possible to pick items not listed
in the Pick Ticket.
a. If an item is scanned that does
not match the item listed on the
Pick Ticket, the following
message appears:
b. Selecting Yes will add the item
under the Picked tab with any
other items picked. This is the
list that will show up on the
Transfer Ticket when you are
ready to convert your Pick List to
a Transfer.
Removing a Picked Item from
a Pick Ticket
6. For this item you are picking either:
a. scan the item’s Barcode into the
Item field
or
b. enter the Item No. (not Model)
into the Item field
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If you mistakenly pick an item on a Pick
Ticket, you can easily remove the picked
item. You can only do this if the item
has not been transferred yet.
1. To get to this point, you will have
already performed Steps #1–7 in
Picking a Pick Ticket.
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2. Tap the Picked tab on the Pick Ticket
3. Highlight the item you want to
remove by tapping once on it.
4. When the “Close this ticket?”
window appears…
4. Tap Remove Line. The item returns
to the Pick List of the Pick Ticket.
a. Select Yes if you:
have already picked ALL of the
items on the Pick Ticket AND
ii. are ready to transfer them
i.
Transferring Picked Items
Once items are added to the Picked list
on the Mobile, they can be transferred
immediately.
1. Pick a Pick Ticket by performing
Steps #1–7 in Picking a Pick Ticket.
2. Tap the Pick List tab.
3. Tap the Transfer button.
b. Select No if you:
i. have picked SOME of the items
on the Pick Ticket AND
ii. want to transfer some or all of
these selected items AND
iii. want to be able to get back into
the Pick Ticket at a later date to
continue picking any remaining
items.
c. Select Cancel if you:
would like to go back a step and
cancel the transfer of the items
that are checked
5a. If you selected Yes above, then move
forward with your transfer. (See
Steps #10–13 in Transferring Items)
b.If you selected No above, go forward
with the transfer of the selected
items (see Steps #10–13 in
Transferring Items) and finish
picking (and transferring) the
remaining items at a later date.
i.
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Saving a Pick Ticket
Viewing Line Details
You save a Pick Ticket when: (1) there
are other items to be picked from it or
(2) if the items on the ticket are not
ready to be transferred yet.
Line Details displays the Model
information for an item as well as data
regarding Required to pick and Picked
items.
1. Pick a Pick Ticket by performing
Steps #1–7 in Picking a Pick Ticket.
1. Pick a Pick Ticket by performing
Steps #1–4 in Picking a Pick Ticket.
2. Tap the Pick List tab.
2. Highlight the item of interest by
tapping once on it.
3. Tap the Save button.
3. Tap the Line Detail tab.
4. If more than one item is required to
fulfill the Pick Ticket, the Required
field will show the quantity to pick.
As well, the number of items already
Picked is shown.
4. When “Close this ticket?” appears,
you will select either:
a. No
This will save the ticket as is,
available to be further picked in its
current Status at a later date.
b. Cancel
This will take you back to the
previous screen with no changes
saved.
c. Yes
Selecting Yes on the Mobile will
remove the Pick Ticket from your
device without allowing for further
picking or transferring of items. It
will remain as a historical, closed
ticket on the desktop, however.
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Count Inventory
The Count Inventory feature allows you
to establish an accurate inventory count
of the tools and materials that you
currently have assigned to a particular
location or employee.
There are 2 different approaches you
can take when counting a location’s
inventory using the Mobile:
• count from a previously created
“Computer Checklist” OR
• count without a checklist
NOTE:
In order for you or others to use the
Count Inventory feature, be sure to
update the Role Permissions for users
in the Enterprise desktop:
Administration module > Configure
User Roles button > select User Role >
assign Permissions to Pick Tickets &
Transfers tab
a.
Computer Checklist
Using the ToolWatch Enterprise desktop,
you assemble a checklist of all items that
“should” be in your location; this is
called a Count Ticket. This Count
Ticket is created and stored within
Enterprise.
After syncing, the Count Ticket will
appear on your Mobile. Then you will
walk around the location and conduct
your inventory, scanning (or adding
manually) each and every item you
encounter into the Mobile. If you come
ToolWatch Enterprise Training Manual
across an item that is not listed on the
Count Ticket, you can add it as well.
b.
No Checklist
You can walk around a location, using
your Mobile and, without a Count
Ticket, scan/add each item into a new
empty Count Ticket you create on the
device.
You can “see” only Count Tickets that
are set up to inventory:
•
the location from where the user was
created (i.e., his Assigned Stock
Location)
•
any other locations whose Parent
Location is the same as the location
above
Conducting an Inventory Using
a Count Ticket
Count Tickets are used to conduct a
physical inventory of a particular
location. The 3 basic steps involved in
conducting any such inventory are:
1. open a Count Ticket
2. scan (or enter) in the item’s Barcode
or Tool/Item Number
3. key in the correct quantity of the
item being counted
In looking at the first step, bear in mind
that this Count Ticket can be either:
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•
a new, empty Count Ticket
or
•
an existing Count Ticket that already
contains a list of tools and materials
that “should” (i.e., is expected to) be
present at the location
3. Tap the Count button.
4. From the Ticket Info screen, verify
the ticket’s information, then tap the
Next button.
For all inventory examples, be sure
your Assigned Stock Location is
appropriate for the Count Ticket you
are using.
Using an Existing Count Ticket to
Inventory a Location
In this example, we will cover using an
existing Count Ticket to inventory a
location.
5. Optional: Using the Search screen,
you can limit which items will be
visible on the Count Ticket. For
example, if the Count Ticket contains
drills, generators, and air tools, you
can use the Search screen to show
only the drills are to be counted
1. From the Home tab, tap the Count
Inventory button.
2. From the Count Ticket List, tap to
highlight the existing Count Ticket
you wish to inventory.
a. You can narrow your search by:
•
•
•
302
Type (tools or materials)
Category (user-defined)
Progress (counted items,
uncounted items or both)
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You may use none, one or
multiple criteria to produce your
desired search results.
•
•
update the Status
enter in a related Count Note
b. Tap the Next button
6. There are 2 ways you can count
(inventory) a Unique Tool on a
Count Ticket. From the Summary
tab:
a. Scan or enter the item into the
Item field - If entering data into a
field manually, click the Enter
button on the scanner OR
c. Tap the Save button
7. To inventory a Quantity Tool, from
the Summary tab, highlight the item
being counted, then tap on the
Count button.
a. Enter in
the
Quantity
counted in
your
inventory
b. (Tap) highlight the item being
counted then tap Count
b. Optional:
Update the
Status or
enter in a
Count Note
c. Tap the Save button
i. Additionally for this tool you
can:
• update the Meter value
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8. There are 2 ways you can count
(inventory) a Material on the Count
Ticket. From the Summary tab:
a. Scan or enter the item into the
Item field - If entering data into a
field manually, click the Enter
button on the scanner OR
b. (Tap) highlight the item being
counted then tap Count
c. Regardless of the method used,
be sure to enter in the Quantity
being counted.
11. For any items that are not on your
Count Summary tab but are
physically at your location, repeat
Step #6a, #7 or #8a.
This will inventory the additional
items and add them under Lines tab.
NOTE:
If you are counting a large facility,
multiple people can collaborate on the
counting effort.
d. Tap on the Save button
9. Repeat Steps# 6–8 until you have
completed of your inventory count.
10. The results of your inventory are
immediately reflected in 2 locations
within Enterprise:
a. in the Summary tab, under the
Count column
b. in the Lines tab, where each line
represents an item that has been
counted
Each team member, individually, would
open up the SAME Count Ticket and
then execute Steps#6 – 11.
12. Tap the Done button
Using a New Count Ticket to
Conduct an Inventory
In this example, we will cover using a
new, empty Count Ticket to inventory a
location.
1. From the Home tab, tap the Count
Inventory button.
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2. From the Count Ticket List, tap the
New Ticket button.
6. Scan or enter the item into the Item
field - If entering data into a field
manually, click the Enter button on
the scanner.
3. From the Count At drop-down
menu, choose the location or
employee to be inventoried.
4. In the Summary field, type in a short
description for the purpose of this
inventory count (e.g., Annual Drill
Inventory or July Project Count).
5. Tap the Next button
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7. Repeat Step #6 until you have
completed taking inventory of the
location.
8. When completed, tap the Done
button.
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Mobile Admin Tab
Adding New Tool Records to an
Existing Tool Model Record
3. From the Category field, tap on the
drop-down menu and select a
Category (e.g., Drills).
A user can create new Tool Records for
existing Model Records on the Mobile
Scanner.
1. From the Admin tab, tap on the
New Tool button.
4. From the Model field, tap on the
drop-down menu and select the
existing Model Record to which you
are adding a new Tool Record (e.g.,
DW130).
2. From the Manufacturer field, tap on
the drop-down menu and select a
Manufacturer (e.g., DeWalt).
NOTE: If you do not choose from the
drop-down list, and you enter a Model
Record different than one you have
created already, you will be creating a
new Model Record and Tool Record
rather than adding a new Tool Record
to an existing Model Record.
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5. Once you’ve selected a Model,
ToolWatch will recognize the
existing Model Record.
a. The top 6 fields will be populated
8. Complete any remaining optional
fields (fields with an * are required).
9. Tap the Save button.
with the appropriate information.
b. Your cursor will move to the
Item # field, offering you a
number for the soon-to-becreated Tool Record.
10. If you wish to copy an existing Tool
Record, it can be done only for the
last new Tool Record that was
created.
a. Open the New Tool window
6. Select this new Item # or enter your
own value; do the same for the
Barcode, if applicable.
b. Tap Option and select New Tool-
Copy Last
7. In the Assigned field, tap on the
drop-down menu and select a Stock
Location for the new tool’s
assignment.
c. Enterprise will create a copy of the
LAST Tool Record that was
created.
d. Make any edits to this record
e. Tap the Save button
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Creating a New Tool Model
Record and Tool Record
A user can create a new Tool Record,
and simultaneously a new Tool Model
Record, on the Mobile.
4. Tap cursor into the Model field
5. Enter in or select appropriate Model
information (e.g., MK2301).
1. From the Admin tab, tap on the New
Tool button.
2. In the Manufacturer field, enter
(<NEW>) or select an existing
Manufacturer (e.g., Makita).
6. Tap your cursor into the Description
field.
7. Enter an appropriate description
either:
a. from the drop-down menu (if
available) or
b. by typing in a description using
the keyboard (e.g., Drill, Cordless,
1/2”, 18 Volt).
3. In the Category field, enter
(<NEW>) or select an existing
Category (e.g., Drills).
8. In the Item Type field, select if this is
a Unique tool or a Quantity tool.
9. In the Item # field, ToolWatch will
offer you a number for your aboutto-be-created Tool Record. Choose
this or type in your own value.
10. Choose a Barcode #, if applicable
11. In the Assigned field, tap on the
drop-down menu and select a Stock
Location for assignment of the new
tool (e.g., National HQ).
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1. From the Admin tab, tap on the New
Material button.
12. Complete any remaining optional
fields (only fields with an * are
required).
13. Tap the Save button. A New Tool
record will open - If done creating
records, tap Done.
2. Enter the necessary information for
the new Material.
a. Fields with an * are required
b. Fields recommended are
illustrated here:
•
•
•
•
•
•
•
Item # (assigned by ToolWatch)
Manufacturer
Category
Model
Description
Manuf. UPC
(Barcode)
Quantity
3. Tap the Save
button.
Creating a New Material Model
Record and Material Record
A user can create a new Material Record
and, simultaneously a new Material
Model Record, using the Mobile
Scanner.
ToolWatch Enterprise Training Manual
NOTE:
Adding a new Material Record
to an existing Material Model
Record can only be done using
the desktop version of
Enterprise.
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Mobile Scanner
Adding Kits
A user can create a new Kit on the
Mobile Scanner as well as edit existing
ones.
1. From the Admin tab, tap on the
New Kit button.
4. In the Add Item field either:
a. scan the Barcode of a tool or
material
b. enter manually the tool or
material’s Item Number and
click Enter on the Mobile
c. if you wish to remove an item,
highlight and tap Remove Line
2. Add the following information to the
new Kit:
a. Kit # (manually assign in Mobile)
b. Bar Code # (can scan this in)
c. Category (select from drop-down
menu)
5. To edit the Quantity of a
Quantity tool or Material item:
a. highlight the item
d. Description
b. tap the Edit Line button
e. Assignment (the default Stock
Location will appear in this field)
c. in the Quantity field, adjust
the quantity of the item
d. adjust Status as appropriate
e. tap the Back button
3. Tap the Kit Contents…button.
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6. Repeat Steps #4–5 until you have
completed adding items to the kits.
7. Tap the Back button to return to Kit
Contents
8. To save your work:
a. tap the Back button again
b. tap the Done button on Kit
Detail
c. When asked to save, tap Yes
d. Clicking on No will remove the
Kit and leave its contents
unchanged
9. Once the device syncs, the new Kit
will appear on the Enterprise
desktop.
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APPENDIX
Appendix
APPENDIX
Appendix 1: If You Need Assistance
For Technical Support in the United States and Canada
1. Call Us:
In the U.S. and Canada, call ToolWatch Corporation Technical Support from Monday
through Friday, 8:00 AM - 5:00 PM MST (Mountain Time) at 800-580-3114.
2. Send Us an E-mail:
You can send an e-mail to: support@toolwatch.com
3. Send Us a FAX:
You can send a FAX to: 303-799-0209 - Address it to Technical Support.
4. Write Us at:
ToolWatch Corporation - Technical Support
400 Inverness Parkway - Suite 450
Englewood, CO 80112
5. Visit our Web Site:
Look for answers to Frequently Asked Questions (FAQs), ToolWatch tips and
techniques, product updates, feature articles and information about other ToolWatch
products on our web page at http://www.toolwatch.com/
For Technical Support Outside of the United States and Canada
Outside the U.S. and Canada, contact your local Customer Support Representative for
information regarding technical assistance.
APPENDIX
Appendix 2: Getting Started with ToolWatch Enterprise
Minimum Hardware & Software Requirements
In order to run the ToolWatch Enterprise desktop client you must have a computer with
access to the Internet that meets these minimum requirements:
•
•
•
•
Intel® Pentium® Dual Core or equivalent processor
Windows XP Professional, Windows 7 or Windows 8
4GB of RAM (8GB recommended)
10GB of available hard-disk space
ToolWatch Enterprise also requires the Microsoft .NET Framework Version 2.0 or later
to be installed. This will be downloaded and installed automatically by the ToolWatch
Smart Client installation (if not already present on the target workstation) or it may be
downloaded free of charge from Microsoft’s web site.
Installing the ToolWatch Smart Client
The ToolWatch Enterprise system uses Microsoft’s Smart Client technology. We chose
the Smart Client technology for ToolWatch Enterprise because it delivers four
important benefits to you:
•
•
•
•
It provides a richer user interface than a Web browser
It delivers better performance than a Web browser
It enables installation via download with easy updates
Your data is automatically synchronized & stored over the internet to the
ToolWatch Data Center
You can install the ToolWatch client software onto your workstation by simply
downloading it from the ToolWatch web site (enterprise.toolwatch.com). This
technology also automatically manages any updates to your software by notifying you
and installing the updates when they become available.
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APPENDIX
Synchronization
In ToolWatch Enterprise, data entered from workstations will be shared across an
organization with other workstations also connected to the ToolWatch Enterprise
Server. Every 5-7 minutes, data from that workstation will synchronize (sync) with the
main Enterprise Server, allowing all users to access and see the updated information.
This also applies to any Administrative changes, such as adding new Lists items and
Users. While this occurs automatically and regularly, you can manually synch your
machine: Help > Synchronization Monitor > Start Sync
1. Open up your internet browser and go to the following web address:
enterprise.toolwatch.com
2. Install the appropriate version, based on your computer:
a. 32-bit version OR
b. 64-bit version
c. While you can located this information on a Windows machine via the
Control Panel, consult your IT person if you are not sure which to choose.
3. Click Run
The Smart Client installation will determine if the
necessary components are present on your workstation
(Microsoft .NET Framework 2.0 or later) and will
automatically download and install any missing or
needed components.
Once the installer has confirmed that the required
framework is in place, you will be prompted with a
request to install the ToolWatch Smart Client.
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APPENDIX
4. Click Install
When the installation has completed, the Client will
connect to the service to verify if there are any
updates to install. You will then be presented with a
login to the application, indicating that the Client has
been successfully installed and you are ready to begin
using ToolWatch Enterprise
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APPENDIX
Appendix 3: Transitioning from ToolWatch SE
ToolWatch Enterprise takes the original ToolWatch SE functionality to entirely new
levels. Its cloud-based platform gives you ever-greater flexibility and new capabilities.
Enterprise enables authorized users from anywhere in the world to access real-time
updates and information when they need it.
Here are just a few of the new features found in ToolWatch Enterprise:
•
•
•
•
•
•
•
•
•
•
•
•
•
Enterprise runs on our servers, allowing you to sign on from any internetconnected laptop or PC
Access to all of ToolWatch modules
Multiple Stock Locations and the Org Tree
Upgraded Security rights and Permissions controls
Reporting from the Tool Browser
Create Attachments
Number Blocks
Kits & Templates
Import Meter (update mileage in a spreadsheet format)
Pick Tickets
Improved Mobile capabilities
Completely revamped, more robust Job Cost & Billing module
Leasing and Renting tools and equipment
Additionally, we have created a tool to help you find where common features from
ToolWatch SE can be found in Enterprise. This resource is a browser-based system that
is available for transfer to your desktop.
This resource is available upon request: ToolWatch Training
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APPENDIX
Appendix 4: Number Type Explanations
Refers to Units of Measure, found in the Lists, under Units of Measure
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APPENDIX
Appendix 5: Descriptions of the Lists Fields
Tools & Materials
Here are descriptions and examples of the List items found under Tools & Materials:
1. Categories
•
•
There are three types of Categories: (1) Tool Categories, (2) Material Categories
and (3) Template Categories.
When creating a Category, click on the appropriate radio button (see image).
a. Examples of Tool Categories: Drills, Air Compressors, Vehicles, Extension
Cords, Pliers
b. Examples of Material Categories: Oil, Paint, Drywall, Filters
c. Examples of Template Categories: Cable Puller Setup, Cutting Torch Set
2. Certifications
•
This field is used for communicating if a person requires a Certification in order
to operate the tool model in question (e.g., Forklift Operator Certification).
3. Classes
•
•
Broadly used to classify your tools and materials for reporting purposes. This
enables you to filter out items by Class in the Tool Browser and in Reports.
Examples: Capital Tool, Expensed Tool, Rented Equipment
4. Contractors
•
•
318
Used in conjunction with Employees to identify if a particular employee in your
Lists is a Contractor and with whom.
Once a Contractor has been created, he can be used here: Lists > Employees… >
Employee Info tab.
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APPENDIX
5. Customers
•
•
Used in conjunction with Cost Centers to identify if a particular Customer is
associated with a given Cost Center.
Once a Customer has been created, she can be used here: Lists > Cost Centers..>
General Info tab.
6. Departments
•
•
Used to group your tools and equipment for reporting purposes. This enables
you to filter out items by Department in the Tool Browser and in Reports.
You can also associate an Employee with a particular Department (e.g., Electrical,
Construction).
7. Employees
•
•
By assigning a status of “Inactive” to an Employee list item, that individual no
longer appears in any drop-down lists such as those for Transfers or Purchase
Orders. As such, he cannot be selected to send or receive items. Additionally, the
Employee can no longer log into ToolWatch until returned to “Active” status.
See Employees for a complete discussion on Employees.
8. Employee Types
•
Used for communication purposes; enables you to assign a type to an Employee
for reporting purposes (e.g., Supervisor, Laborer).
9. Locations
•
•
See Locations & The Org Tree for a complete discussion on Locations.
Can set Decommission Reminder in Message Center to end selected projects, jobs
or worksites by a specified date.
10. Manufacturers
•
Manufacturers from which your company owns or operates tools, equipment,
materials & consumables (e.g., DeWALT, Caterpillar, Craftsman, Bosch).
11. Number Blocks
•
See Number Blocks for a complete discussion on the Number Blocks.
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APPENDIX
12. Shipping Methods
•
List of methods by which you frequently ship items when purchased through the
Purchase Order feature in the Purchasing & Receiving module (e.g., UPS
Ground, FedEx 2-Day).
13. Status Codes
•
See Status Codes for a complete discussion on Status Codes.
14. Units of Measure
•
•
320
Used to communicate what unit (e.g., miles, dollars, each) a particular number is
referencing.
Units of Measure can be used in: unique tool records, Work Orders, Purchase
Orders and Reports.
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APPENDIX
Appendix 6: Explanations of Each Role Permission
Here are explanations of the
Permissions found in the Roles
Management window
(Administration module >
Configure User Roles button >
Roles Management window).
Note: Permissions are laid out in
a grid format. Due to the nature of this formatting, some fields that appear are not
applicable. These are represented in ToolWatch Enterprise by a grayed-out checkbox.
Tools & Equipment
PERMISSION
VIEW
ADD
EDIT
DELETE
EXECUTE
Adjust Inventory
N/A
N/A
N/A
N/A
• Applies to
quantity tools
only
• On the Tool
Record tab or in
the Tool
Browser
• Ability to adjust
the quantity of
tools present at
a particular
assignment
Components
• Ability to view
the associated
components on
all of the tool
model’s tool
records
• This is used for
documentation
purposes only
• On the tool’s
model record
• Ability to add
associated tools
you are tracking
in ToolWatch
with this model
record
• Used for
documentation
purposes only
• On the tool’s
model record
• Ability to edit
associated tools
you are tracking
in ToolWatch
with this model
record
• Used for
documentation
purposes only
• On the tool’s
model record
• Ability to delete
components
from a tool’s
model record
• Does not delete
any tool model
records
N/A
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APPENDIX
PERMISSION
VIEW
ADD
EDIT
DELETE
EXECUTE
DataSource
• Button on the
Tool Model
Record tab
• Ability to see the
tool models that
are stored in the
Online
DataSource
• Button on the
Tool Model
Record tab
• Ability to import
tool models
from the Online
DataSource into
your company’s
ToolWatch
Enterprise
N/A
N/A
N/A
Kits
Ability to view
the contents of
a kit from either
the Kit Browser
or the Tool
Browser
Ability to create
new kits from
the Kit Browser
Ability to
browse, search,
and view retired
tools in Manage
Retired Tools
N/A
N/A
N/A
N/A
Low Level
Browser
Ability to view
tools and
materials found
in the Low Level
Browser
N/A
N/A
N/A
N/A
Recycling Bin
Ability to view
the contents in
the Recycle Bin
tab
Placeholder
N/A
Lost and Found
(Refers to
Manage Retired
Tools)
Reinstate Tool
322
N/A
Ability to delete
tools from the
Manage Retired
Tool area and
send them to
the Recycle Bin
N/A
Ability to change
the contents of
a kit from either
the Kit Browser
or the Tool
Browser
Ability to View
Detail of an item
in the Recycle
Bin tab
N/A
Ability to delete
a kit from the
Kit Browser
N/A
N/A
• Ability to
reinstate a tool
from the Retired
Tools tab back
into the Tool
Browser
• Ability to
Reinstate a tool
from the
Recycle Bin??
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APPENDIX
PERMISSION
VIEW
Repair Parts
• On the Tool’s
Model Record
and the Tool
Record
• Ability to view
the repair parts
that have been
associated with
this Model
Record
ADD
EDIT
• On the Tool’s
Model Record
• Ability to add
and associate
any of your
materials &
consumables as
repair parts for
this particular
Model Record
• On the Tool’s
Model Record
• Ability to edit
the required
quantity of the
repair parts that
are associated
with this
particular Model
Record
DELETE
• On the Tool’s
Model Record
• Ability to
remove any
materials &
consumables
from the Repair
Parts tab in a
particular Model
Record
EXECUTE
• Same as ADD
• Redundant
privilege
Retire Tool
N/A
N/A
N/A
N/A
• From the Tool
Browser or the
Tool Record
• Ability to retire a
tool, and
thereby remove
it from the tool
browser, and
send it to the
Retired Tools
tab
Stockpoint
Specific
Placeholder
Placeholder
Placeholder
Placeholder
N/A
Ability to open
up any Tool
Records
• From the Tool
Model Records
tab
• Ability to create
new Tool
records
• Ability to add
Inventory
Records
• On a Tool
Record tab or
from the Tool
Browser
• Ability to edit
fields in an
item’s Tool
Record
Ability to open
up any Tool
Model Records
• From the Tool
Model Records
tab or the Tool
Browser
• Ability to create
new Tool Model
Records
• On a Tool Model
Record tab or
from the Tool
Model Records
tab
• Ability to edit
fields in a Tool
Model Record
Tool Detail
Tool Model
ToolWatch Enterprise Training Manual
• Ability to delete
a Tool Record
• From the Tool
Browser or from
the Tool Record
itself
• On the Tool
Model Records
tab
• Ability to delete
a Tool Model
Record
N/A
N/A
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APPENDIX
Materials & Consumables
PERMISSION
Material Detail
Material Model
VIEW
Ability to open
up any Material
Records
Ability to open
up any Material
Model Records
ADD
EDIT
• From the
Material Model
Records tab
• Ability to create
new Material
Records
• Ability to add
Inventory
Records
• On a Material
Record tab or
from the
Material
Browser
• Ability to edit
fields in an
item’s Material
Record
• From the
Material Model
Records tab or
the Material
Browser
• Ability to create
new Material
Model Records
Pick Tickets & Transfers
PERMISSION
Count Inventory
324
VIEW
• From the Count
Ticket Browser
tab
• Can browse or
search for open
or closed Count
Tickets
• Ability to view
the Inventory
Adjustments
Browser tab
DELETE
Ability to edit
fields in a
Material Model
Record
• From the
Material
Browser
• Ability to
remove an
Inventory
Record
• On the Material
Model Records
tab
• Ability to delete
a Material
Model Record
EXECUTE
N/A
N/A
ADD
EDIT
DELETE
EXECUTE
• From the Count
Ticket Browser,
Tool Browser, or
Material
Browser
• Ability to create
new Count
Tickets
• From the Count
Ticket Browser
tab
• Ability to open
and edit existing
Count Tickets
• Ability to edit an
existing count
from the
Inventory
Adjustments
Browser
• From the Count
Ticket Browser
tab
• Ability to delete
an existing
Count Ticket
• Ability to count
items in a Count
Ticket
• Ability to Post
Adjustments in
the Inventory
Adjustments
Browser
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APPENDIX
PERMISSION
Pick Ticket
Transfers
VIEW
• From the Pick
Ticket Browser
tab
• Ability to view
open or closed
Pick Tickets
ADD
• From the Pick
Ticket Browser
tab, Tool
Browser, or
Material
Browser
• Can create new
Pick Tickets
• From the
Transfer
Browser tab
• Ability to search
for and view
closed Transfer
Tickets
Service & Calibration
EDIT
Ability to open
and edit existing
Pick Tickets in
the Draft status
DELETE
EXECUTE
• From the Pick
Ticket Browser
tab
• Ability to delete
an open Pick
Ticket
• Ability to pick a
Pick Ticket
• Ability to
transfer picked
items from a
Pick Ticket
• Ability to close a
Pick Ticket
N/A
N/A
• From the
Transfer
Browser tab
• Ability to delete
closed Transfer
Tickets
• This does not
impact the
transfer that
occurred,
meaning its new
assignment or
its billing stream
• Ability to create
a transfer ticket
from the Tool
Browser,
Material
Browser, or
Transfer
Browser
• Or when
transferring
items when a
picking a pick
ticket
• Ability to use
the Process
Transfer button
in an open
Transfer Ticket
PERMISSION
VIEW
ADD
EDIT
DELETE
EXECUTE
Service Browsers
• Ability to view
the Service
Request
Browser and
• Ability to view
the Work
Orders Browser
N/A
N/A
N/A
N/A
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PERMISSION
VIEW
ADD
Service Event
• From the Tool
Model Record
or the Tool
Record
• Ability to view
existing Service
Events
• From the Tool
Model Record
or the Tool
Record
• Ability to create
new Service
Events
Service Log
(Refers To Service
Requests)
• From the
Service Request
Browser tab
• Ability to view
open or closed
Service
Requests
• From the
Service Request
Browser tab or
the Tool
Browser
• Ability to create
new Service
Requests
Service Schedule
• From the
Service
Schedule tab
• Ability to view
Open or
Scheduled
events
Service Ticket
(Refers To Work
Orders)
• From the Work
Orders Browser
• Ability to view
open or closed
Work Orders
326
Placeholder –
not currently
used
• From the Work
Orders Browser
tab, or Tool
Browser
• Ability to create
new Work
Orders
EDIT
DELETE
• From the Tool
Model Record
or the Tool
Record
• Ability to edit
existing Service
Events
• From the Tool
Model Record
or the Tool
Record
• Ability to delete
existing Service
Events
Ability to open
and edit existing
Service
Requests in the
Pending status
Ability to delete
an open Service
Request from
the Service
Request
Browser tab
Placeholder –
not currently
used
Placeholder –
not currently
used
Ability to open
and edit an
existing Work
Order that is in
the Open state
Placeholder
EXECUTE
• From the Tool
Model Record
or the Tool
Record
• Ability to save a
new Service
Events
• Ability to Add
Event From
Model
Ability to
convert a
Service Request
into Work Order
Placeholder –
not currently
used
• Ability to save a
Work order
• Ability to close a
work order
ToolWatch Enterprise Training Manual
APPENDIX
Purchasing & Receiving
PERMISSION
VIEW
ADD
EDIT
DELETE
EXECUTE
PO Browser
• From the
Purchase Order
Browser tab
• Ability to view
open or closed
Purchase Orders
• From the
Purchase Order
Browser tab
• Ability to create
new Purchase
Orders
• From the
Purchase Order
Browser tab
• Ability to open
and edit existing
Purchase Orders
in the Draft
status
• From the
Purchase Order
Browser tab
• Ability to delete
open or closed
Purchase Orders
Ability to use
the Receive
Purchase Order
button
• From the Tool
Browser,
Material
Browser, or Low
Level Browser
• Ability to create
new Purchase
Orders
Ability to edit
existing
Purchase Orders
in the Draft
status
Placeholder –
not currently
used
PO Ticket
Pricing Plans
Product Vendors
Receiving Browser
Receiving Ticket
Placeholder –
not currently
used
Ability to save a
Purchase Order
Placeholder –
for future use
Placeholder –
for future use
Placeholder –
for future use
Placeholder –
for future use
Placeholder – not
currently used
Placeholder –
not currently
used
Placeholder –
not currently
used
Placeholder –
not currently
used
Placeholder –
not currently
used
Placeholder –
not currently
used
Placeholder –
not currently
used
Placeholder –
not currently
used
Placeholder –
not currently
used
• Ability to receive
items into your
inventory
• Ability to use
the New Tool
Wizard
• From the
Receiving
Browser tab
• Ability to view
closed Receiving
Tickets
• Ability to see an
open or closed
Receiving Ticket
• Ability to open
the Purchase
Order,
associated with
this Receiving
Ticket, from this
Receiving Ticket
• From the
Purchase Order
Browser tab,
• Ability to
Receive Against
A Purchase
Order, thereby
adding/creating
a new Receiving
Ticket
ToolWatch Enterprise Training Manual
Ability to edit an
open Receiving
Ticket
N/A
Placeholder –
not currently
used
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APPENDIX
Job Cost & Billing
PERMISSION
Billing Browser
VIEW
Ability to open
and see the
Billing Browser
tab
ADD
EDIT
DELETE
EXECUTE
N/A
N/A
N/A
N/A
Calculate Job Cost
& Billing
N/A
N/A
Calendar Company
Ability to open
and see the
Company
Calendar
N/A
Calendar – Cost
Center
• Inside of a Cost
Center
• Ability to open
and see the
Project
Calendar
Export Job Cost &
Billing
Hourly Usage Log
(Refers to the
Equipment Usage
Log)
328
N/A
N/A
N/A
Ability to open
and see the
Equipment
Usage Log
Ability to add
tools &
equipment to
the Equipment
Usage Log
N/A
N/A
Ability to edit
the Company
Calendar
• Inside of a Cost
Center
• Ability to edit
the Project
Calendar
N/A
Ability to edit
lines in the
Equipment
Usage Log
• In the Calculate
window, from
the Billing
Browser
• Ability to use
the Calculate
button to
calculate unposted charges
N/A
N/A
N/A
N/A
N/A
Ability to use
the Export Data
button in the
Job Cost &
Billing module
Ability to delete
tools &
equipment from
the Equipment
Usage Log
N/A
ToolWatch Enterprise Training Manual
APPENDIX
PERMISSION
Misc
Charge/Credit
Post Job Cost &
Billing
Rate Sheets
VIEW
• In the Billing
Browser tab
• Ability to see
existing unposted
miscellaneous
charges or
credits
ADD
• In the Billing
Browser tab
• Ability to create
new un-posted
miscellaneous
charges or
credits
N/A
• In the Rate
Sheet Browser
tab
• Ability to see
existing
Materials &
Consumables
and Tools &
Equipment rate
sheets
N/A
PERMISSION
Assignment
Reports
(Refers to
Transfer Reports)
Bar Code Labels
• In the Billing
Browser tab
• Ability to edit
existing unposted
miscellaneous
charges or
credits
N/A
• In the Rate
Sheet Browser
tab
• Ability to create
new Materials &
Consumables
and Tools &
Equipment rate
sheets
Reports & Graphs
EDIT
• In the Rate
Sheet Browser
tab
• Ability to edit
existing
Materials &
Consumables
and Tools &
Equipment rate
sheets
DELETE
• In the Billing
Browser tab
• Ability to delete
existing unposted
miscellaneous
charges or
credits
N/A
• In the Rate
Sheet Browser
tab
• Ability to delete
existing
Materials &
Consumables
and Tools &
Equipment rate
sheets
EXECUTE
N/A
• In the Billing
Browser tab
• Ability to Post
existing unposted charges
N/A
VIEW
ADD
EDIT
DELETE
EXECUTE
• From the Reporting
tab
• Ability to run, print,
PDF, and/or export
data for the selected
report
N/A
N/A
N/A
N/A
• From the Reporting
tab
• Ability to run, print,
PDF, and/or export
data for the selected
report
N/A
N/A
N/A
N/A
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PERMISSION
ADD
EDIT
DELETE
EXECUTE
Billing Reports
• From the Reporting
tab
• Ability to run, PDF,
and print the
selected report
N/A
N/A
N/A
N/A
Consumable
Reports
• From the Reporting
tab
• Ability to run, print,
PDF, and/or export
data for the selected
report
N/A
N/A
N/A
N/A
Custom Reports
Placeholder –
reserved for future
use
N/A
N/A
N/A
N/A
Graph Reports
Placeholder –
reserved for future
use
N/A
N/A
N/A
N/A
List Reports
• From the Reporting
tab
• Ability to run, print,
PDF, and/or export
data for the selected
report
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Purchasing
Reports
Service Reports
Tool Reports
330
VIEW
• From the Reporting
tab
• Ability to run, print,
PDF, and/or export
data for the selected
report
• From the Reporting
tab
• Ability to run, print,
PDF, and/or export
data for the selected
report
• From the Reporting
tab and from the
Tool Browser
• Ability to run, print,
PDF, and/or export
data for the selected
report
ToolWatch Enterprise Training Manual
APPENDIX
List Maintenance
PERMISSION
VIEW
ADD
EDIT
DELETE
• From the Lists
panel
• Ability to create
new tool,
material, or
template
categories
• From the Lists
panel
• Ability to edit
existing tool,
material, or
template
categories
• From the Lists
panel
• Ability to delete
existing tool,
material, or
template
categories
EXECUTE
Categories
• From the Lists
panel
• Ability to see
existing tool,
material, or
template
categories
Certifications
• From the Lists
panel
• Ability to see
existing
certifications
• From the Lists
panel
• Ability to create
new
certifications
• From the Lists
panel
• Ability to edit
existing
certifications
• From the Lists
panel
• Ability to delete
existing
certifications
N/A
Classes
• From the Lists
panel
• Ability to see
existing classes
• From the Lists
panel
• Ability to create
new classes
• From the Lists
panel
• Ability to edit
existing classes
• From the Lists
panel
• Ability to delete
existing classes
N/A
Contractors
• From the Lists
panel
• Ability to see
existing
contractors
• From the Lists
panel
• Ability to create
new contractors
• From the Lists
panel
• Ability to edit
existing
contractors
• From the Lists
panel
• Ability to delete
existing
contractors
N/A
Cost Centers
• From the Lists
panel
• Ability to see
existing cost
centers
• From the Lists
panel
• Ability to create
new cost
centers
• From the Lists
panel
• Ability to edit
existing cost
centers
• From the Lists
panel
• Ability to delete
existing cost
centers
N/A
Cost Codes
• From the Lists
panel
• Ability to see
existing cost
codes
• From the Lists
panel
• Ability to create
new cost codes
• From the Lists
panel
• Ability to edit
existing cost
codes
• From the Lists
panel
• Ability to delete
existing cost
codes
N/A
Customers
• From the Lists
panel
• Ability to see
existing
customers
• From the Lists
panel
• Ability to create
new customers
• From the Lists
panel
• Ability to edit
existing
customers
• From the Lists
panel
• Ability to delete
existing
customers
N/A
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APPENDIX
PERMISSION
VIEW
ADD
EDIT
DELETE
Cycle Count
Placeholder –
reserved for
future use
Placeholder –
reserved for
future use
Placeholder –
reserved for
future use
Placeholder –
reserved for
future use
Data Merge
Utility
N/A
N/A
N/A
EXECUTE
N/A
N/A
Ability to merge
data that is
available in the
Data Merger
window
Departments
• From the Lists
panel
• Ability to see
existing
departments
• From the Lists
panel
• Ability to create
new
departments
• From the Lists
panel
• Ability to edit
existing
departments
• From the Lists
panel
• Ability to delete
existing
departments
N/A
Descriptions
Placeholder –
reserved for
future use
Placeholder –
reserved for
future use
Placeholder –
reserved for
future use
Placeholder –
reserved for
future use
N/A
Employee Types
• From the Lists
panel
• Ability to see
existing
employee types
• From the Lists
panel
• Ability to create
new employee
types
• From the Lists
panel
• Ability to edit
existing
employee types
• From the Lists
panel
• Ability to delete
existing
employee types
N/A
Employees
• From the Lists
panel
• Ability to see
existing
employees
• From the Lists
panel
• Ability to create
new regular,
non-user
employees
• From the Lists
panel
• Ability to edit
existing
employees
• From the Lists
panel
• Ability to delete
existing
employees
N/A
Locations
• From the Lists
panel
• Ability to see
existing
locations
• From the Lists
panel
• Ability to create
new locations
• From the Lists
panel
• Ability to edit
existing
locations
• From the Lists
panel
• Ability to delete
existing
locations
N/A
Manufacturers
• From the Lists
panel
• Ability to see
existing
manufacturers
• From the Lists
panel
• Ability to create
new
manufacturers
• From the Lists
panel
• Ability to edit
existing
manufacturers
• From the Lists
panel
• Ability to delete
existing
manufacturers
N/A
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PERMISSION
Number Blocks
Shipping Methods
Status Codes
Units of Measure
Vendors
VIEW
ADD
EDIT
DELETE
EXECUTE
N/A
• From the Lists
panel
• Ability to add
and edit data in
the Numbers
window
N/A
N/A
• From the Lists
panel
• Ability to see
existing shipping
methods
• From the Lists
panel
• Ability to create
new shipping
methods
• From the Lists
panel
• Ability to edit
existing shipping
methods
• From the Lists
panel
• Ability to delete
existing shipping
methods
N/A
• From the Lists
panel
• Ability to see
existing status
codes
• From the Lists
panel
• Ability to create
new status
codes
• From the Lists
panel
• Ability to edit
existing status
codes
• From the Lists
panel
• Ability to delete
existing status
codes
N/A
• From the Lists
panel
• Ability to see
existing units of
measure
• From the Lists
panel
• Ability to create
new units of
measure
• From the Lists
panel
• Ability to edit
existing units of
measure
• From the Lists
panel
• Ability to delete
existing units of
measure
N/A
• From the Lists
panel
• Ability to see
vendors
• From the Lists
panel
• Ability to create
new vendors
• From the Lists
panel
• Ability to edit
existing vendors
• From the Lists
panel
• Ability to delete
existing vendors
N/A
• From the Lists
panel
• Ability to open
and see the
Numbers
window
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APPENDIX
System
PERMISSION
Change Q&A
Company Defaults
Manage
ToolWatch Users
VIEW
N/A
ADD
N/A
N/A
N/A
Placeholder –
reserved for
future use
Placeholder –
reserved for
future use
• From the Lists
panel
• From the Lists
panel
• Ability to see the
content in the
ToolWatch User
Account
Administration
window
• From the Lists
panel
• Ability to create
new users of
ToolWatch using
the ToolWatch
User Account
Administration
window
• Ability to pin
employees to
different stock
locations in the
Org Tree
Scanner
334
DELETE
Placeholder –
reserved for
future use
• In Mobile
Mobile Devices
(Refers to Mobile
Scanner)
EDIT
Ability to login
and view
information in
Mobile Scanner
• Ability to add in
new
information, in
accordance with
the permissions
you have been
granted
elsewhere
• Ability to edit
existing users of
ToolWatch using
the ToolWatch
User Account
Administration
window
• Ability to edit
where an
employee is
pinned in the
Org Tree
Placeholder –
reserved for
future use
N/A
panel
• Ability to
Deactivate an
existing User
Account from
the ToolWatch
User Account
Administration
window
• In Mobile
Scanner
Scanner
existing
information, in
accordance with
the permissions
you have been
granted
elsewhere
Provides user
with ability to
change
identifying
question
• From the Lists
• In Mobile
• Ability to edit
EXECUTE
N/A
• Ability to delete
existing
information, in
accordance with
the permissions
you have been
granted
elsewhere
N/A
ToolWatch Enterprise Training Manual
APPENDIX
PERMISSION
VIEW
ADD
EDIT
DELETE
EXECUTE
• From the Lists
panel
• Ability to
Reset Password
N/A
N/A
N/A
N/A
Roles
(Refers to
Configure User
Roles)
Ability to open
and see the
Roles
Management
window
Ability to
create new
roles in the
Roles
Management
window
Ability to edit
existing roles in
the Roles
Management
window
Ability to delete
existing roles in
the Roles
Management
window
Stockpoint
Default
(Refers to Stock
Locations & The
Org Tree)
• Refers to the
Org Tree
• Ability to see the
content in the
Org Tree
• Refers to the
Org Tree
• Ability to
create new
stock locations
for the Org
Tree
ToolWatch Enterprise Training Manual
• Refers to the Org
Tree
• Ability to edit
existing stock
locations for the
Org Tree
• Refers to the
Org Tree
• Ability to delete
existing stock
locations for the
Org Tree
Change Account
Password for
existing users of
ToolWatch using
the ToolWatch
User Account
Administration
window
• Ability to
Change Your
Own Password
from the
Administration
module
N/A
N/A
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APPENDIX
Appendix 7: Fundamentals of Reports
ToolWatch Enterprise contains over 100 prepared, archived reports from which you
may choose. Most of these reports are customizable, allowing you to be as general or as
granular in your reporting as you need to be. This enables you to report on anything
from a particular tool’s activity to a billing breakdown at a job site.
While there are many places in ToolWatch Enterprise that you can access reports, the
following three (3) locations are the best places to begin:
•
through the Tool and/or Material Browsers
•
at the bottom of each module and
•
in the Reports & Graphs module
Reporting From the Tool Browser
When you are viewing a list of items in either of the Browsers, you can print certain
reports based on the list of items you are viewing (e.g., Consumable Browser Report).
As an added feature, you may choose to export the list you are viewing directly into a
".csv" file, a format common to commercial spreadsheets applications, such as Microsoft
Excel and Timberline.
Let us begin by reviewing the steps to print a report from the Tool Browser.
1. In the Navigator panel, select the Tools & Equipment module.
2. Click the Tools button to open the Tool Browser window.
3. Use the Explorer tree to view the tool(s) of interest in the Search results.
a. Highlight the individual tool line item if interested in only
that record.
4. Click the Print button (see image).
5. Choose the Print All option.
a. Choose the Print Selected option if only one tool is
involved.
6. The Report Options window appears (see image). This
window enables you to choose between various reports
formats.
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7. Choose the desired Report Layout.
8. Choose any additional report options that appear depending on the report selected.
9. Click the View Report button.
10. A window opens with a Title the same as the report selected (see image).
a. Click the Print icon if you with a printed copy of the report.
b. Click the Save icon to produce a document in one of the following format types:
pdf, xls, rtf, jpeg, gif, tiff, png
Reporting From the Material Browser
1. In the Navigator panel, select the Materials & Consumables module.
2. Click the Materials button to open the Material Browser window.
3. Use the Explorer tree to view the material(s) of interest in the Search results.
a. Highlight the individual material line item if interested in only that record.
4. Click the Print button.
5. Choose the Print All option.
a. Choose the Print Selected option if only one
material is involved.
6. The Report Options window appears (see image).
Only one option is available to you: Consumable
Browser Results.
7. Choose any additional report options.
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APPENDIX
8. Click the View Report button.
9. The Consumable Browser Results window opens (see image).
a. Click the Print icon if you with a printed copy of the report.
b. Click the Save icon to produce a document in one of the following format types:
pdf, xls, rtf, jpeg, gif, tiff, png
Reporting from Individual Modules
1. From the Navigator panel, select the module of interest (e.g., Service &
Calibration module).
2. Using the respective button choices, click on the Reports button (see
image).
3. From the Report Groups, click on the Report icon of interest.
4. Highlight the Report of interest in the Reports area.
5. From the Options area, fill in the appropriate options details.
6. Click either of these buttons:
a.
b.
button – brings up a standard Print window named
after the Report you selected in Step 4
format
•
•
338
button – allows you to export data only in the .csv file
specify a file name
indicate where on your computer to save the file
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APPENDIX
Reporting from the Reports & Graphs Module
This module contains all reports in ToolWatch Enterprise, organized by each of the
individual modules discussed earlier (see image).
1. From the Navigator panel, click on the Reports & Graphs module.
2. From the Reporting tab
, and using the respective button choices, click on the
appropriate icon from the Report Groups
.
3. Highlight the Report of interest in the Reports area
.
a. As the reports are highlighted, many of them will show a representative image of
the first page in the Preview window
.
4. From the Options area, fill in the appropriate options details
5. Click either of these buttons
a.
button
b.
button
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.
:
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APPENDIX
Survey of Key Reports
With over 100 reports available, it is a difficult task to learn what each one can be used
to represent. Much of your familiarity with these reports will come with direct
experience over time. As different projects require specialized reporting options, you
will explore what is available in Enterprise – The more you explore, the more
knowledgeable you will become of the Reports & Graphs module.
To get you started, here are some of the more commonly used Reports and descriptions
for each as to what they are used for:
Tool Reports Group
1. Tools by Employee Report
Report groups tools by the employee to whom they are issued. Specify any
employees for the report. Purchase Cost information is available for unique tools.
2. Tools by Location Report
Report groups tools by their current locations (assignments). Specify any of
locations (stock, regular) for the report. Purchase Cost and Delivered by
information are available.
3. Tools by Location Detail Report
Same report as Tools by Location except that it contains more detailed tool
information such as Serial Numbers and images.
4. Tool By Department Report
Report groups tools by user-created departments and includes Purchase Cost &
Date and Delivered by information.
5. Tool Activity Report
Report shows transfer activity for a Category of tools over a specified time period.
Meter and Status information are available.
6. Tool Aging Report
Report shows a list of tools based on how long it has been since they were last
transferred or counted. Multiple other criteria and sort fields available such as
Category, Location and Bin #.
7. Tool Certification Report
Report of tools requiring a specified Certification. (Renewal period included.)
Multiple sort fields available including Category and Class.
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8. Tool Meter Report
Report providing current meter levels of tools sorted by multiple criteria and sort
fields. These include Assignment, Category and Class.
9. Tool Summary Report
Report showing single-line summary of selected (e.g., Location, Category & Status)
tools. Multiple sort criteria available. May include Purchase Cost & Date
information.
10. Tool Valuation Report
Report showing the total value of selected tools. Both Purchase and Replacement
Cost information are provided. Multiple criteria and sort fields available such as
Location and Category.
11. Tool Stock Report
Report displaying the Qty In/Qty Out (Model Record) stock levels of unique tools
relative to the Stock Location. Multiple criteria (Category, Status, Class) and sort
fields available.
12. Meter Exception Report
Report listing all tools assigned a Meter Reading Interval that have not had their
meter readings updated; these updates are based on the Meter Reading Interval
value assigned to the tool’s model record.
13. Retired Tool Report
Report presenting all tools retired within a defined date range. Includes Last Known
Assignment and Replacement Cost. Multiple criteria and sort fields available.
14. Model Catalog List
Report listing tool model information by Category and/or Manufacturer. Includes
Cost (Base Value) and printed UPC labels. Print Images and bar code features do
not function. Limited sort fields.
List Reports Group
1. Category List Report
Prints a list of tool, material and template categories. Sorted by Category description
and number.
2. Employee Certification Report
Prints a list of employees assigned a Certification including dates for Certified On
and Expires On. Sorted by Employee Name, Certification Description and
Expiration Date.
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3. Certification List Report
Prints a list of Certifications. Sorted by Code, Description and Renewal period.
4. Class List Report
Prints a list of Classes. Limited sort fields.
5. Cost Center List Report
Prints a list of Cost Centers (also inactive option). Limited sort fields. Can select to
view Customers.
6. Cost Code List Report
Prints a list of your Cost Codes.and descriptions.
7. Customer List Report
Prints a list of Customers.along with contact information.
8. Department List Report
Prints a list of Departments (includes phone and fax numbers). Limited sort fields.
9. Employee List Report
Prints a list of Employees (also inactive option) including Employee Type and
phone numbers. A detail report is available that prints all recorded information
about an employee, including bar codes.
10. Employee Type List Report
Prints a list of Employee Types along with their codes.
11. Location List Report
This report displays a detailed list of all Locations created including demographic
information (City, State, Zip and Phone).
12. Manufacturer List Report
Prints a list of Manufacturers including phone, FAX and internet address.
13. Shipping Method List Report
Prints a list of Shipping Methods.
14. Status Code List Report
Prints a list of Status Codes including 4 optional action items, where appropriate.
Option to include bar codes.
15. Unit of Measure Report
Prints a list of Units of Measure.
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16. Vendor List Report
Prints a list of Vendors including contact information. A detail report is available
that prints all recorded information about a vendor, including Discrepancy
Variance.
Transfer Reports Group
1. Inventory Reconciliation Report
Report detailing all potential sources of changes in an item’s inventory quantity
(e.g., purchases, transfers, retired tools). Can view tools and consumables separately.
Multiple sort fields including item vs. category, date range and assignment.
2. Transfer History Report
Report summarizing historical transfer data. Specify where transferred to and date
range to limit the report. Information is provided about tools such as Item Type,
Status and Quantity.
Bar Code Labels and Badges Group
1. Employee Labels Report
Allows for printing of bar code labels for Employees. Two sizes, available at office
supply stores, are available: Avery Label #5260 (1" x 2 5/8") & Avery Label #5267
(1/2" x 1 3/4"). Labels can represent either Item Number or Bar Code number,
assigned in Lists > Employees.
2. Location Labels Report
Allows for printing of bar code labels for Locations. Two sizes, available at office
supply stores, are available: Avery Label #5260 (1" x 2 5/8") & Avery Label #5267
(1/2" x 1 3/4"). Labels can represent either Item Number or Bar Code number,
assigned in Lists > Locations.
3. Status Code Labels Report
Allows for printing of bar code labels for Status Codes. Two sizes, available at office
supply stores, are available: Avery Label #5260 (1" x 2 5/8") & Avery Label #5267
(1/2" x 1 3/4"). Labels represent codes, assigned in Lists > Status Codes.
4. Bin Labels Report
Allows for printing of bar-coded Bin (or shelf) labels for quantity tools and
consumables. Three sizes, available at office supply stores, are available: Avery
#5162 (1 1/3" x 4"), Avery Label #5260 (1" x 2 5/8") & Avery Label #5267 (1/2" x 1
3/4"). Labels can represent either Item Number or Bar Code number.
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Consumables Reports Group
1. Current Inventory Report
Report listing information about consumables currently stocked. Includes various
costs, last count, Bin and Bar Codes. Select by Category and Manufacturer.
2. Consumables Detail Report
Report detailing information on consumables including Replacement Cost and
Stock info. Select by Category and Manufacturer.
3. Consumables Summary Report
This report provides a summary of all Consumables with multiple criteria and sort
fields available. Low, Target and High Level values are on report.
4. Consumables Usage Report
This report outlines the total amount of Consumables used over a specified date
range; it includes Cost information and is broken down by Location.
5. Consumables Category List Report
Prints a list of all consumable Categories.
Service Reports Group
1. Service Totals by Date Report
Report showing amount of Service performed, as measured by total number of
Work Orders, by date. Costs associated with work orders are included in report.
Employee Assigned to, tool category and date range are available to limit selection.
2. Service Schedule Report
Displays listing of tools that are scheduled for Service based on dates from Service
Plans or Service Requests. Sortable fields include Current Work Order Number,
Priority and Item Number (etc.).
3. Work Order Charges Report
Report summarizing charges from Work Orders specified by multiple criteria
including work order number, date range, cost center and cost code.
4. Warranty Status Report
Report showing Warranty Expiration Date along with no. days prior/subsequent.
Selection criteria include expiration date range and tool category. Limited sort fields.
5. Work Order History Report
Report displaying Service History (no. of work orders) for tools. Selection criteria
include description and type of service requested, various date ranges, tool category.
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Purchasing Reports Group
1. Purchase Order Summary Report
This report summarizes each Purchase Order by Status, relevant dates, Cost and
Amount Received, among other fields.
2. Purchase Order Detail Report
This report summarizes detail of acutal Purchase Order. Can be grouped by
vendor. Multiple sort fields available.
3. Receiving Ticket Summary Report
This report summarizes each Receiving Ticket by Vendor, Received By, relevant
numbers and Amount Received, among other fields.
4. Receiving Ticket Detail Report
Report showing detail of Receiving Tickets. Can be grouped by vendor. Multiple
sort fields available.
5. Purchases by Item Number Report
Report showing purchases grouped by Item Number and Vendor. Additional
groupings include date range and PO Status. Multiple sort field available.
6. Purchases by Item Report
Report showing receipts for items grouped by Item Number and Vendor.
Additional groupings include date range and category. Multiple sort fields
available.
7. Vendor Discrepancy Report
Report detailing items from a Vendor that were received at a price different than the
price on the Purchase Order. Can be grouped by vendor or PO with multiple sort
fields available.
Billing Reports Group
This group is used exclusively with the Job Cost & Billing module in Enterprise. It has
the most extensive selection of reports of all modules. You can pair the following in
many different combinations to arrive at reports that are very specific:
•
•
•
•
•
Posted vs. Un-Posted
Job Costs vs. Billing
Tools & Equipment vs. Materials & Consumables vs. All
Summary vs. Detail
Cost Centers vs. Cost Codes
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1. Unposted Job Cost Summary (All/Tools/Materials) Report
Report summarizing unposted Job Cost charges for specified cost center(s). Totals
include Charges on Hold, Ready to Post & Total Unposted; displays tools and
consumables together or separately along with Adj/Misc Charges. Additional
groupings include date range and cost code.
2. Unposted Job Cost Detail (All/Tools/Materials) Report
Report detailing unposted Job Cost charges for specified cost center(s). Totals
include Charges on Hold, Ready to Post & Total Unposted; displays tools and
consumables together or separately along with model info and Calc. Method.
Additional groupings include date range and cost code.
3. Unposted Job Cost Transactions Summary (Tools) Report
Report summarizing transaction information from unposted Job Cost charges for
tools only. Additional groupings include date range and cost code.
4. Unposted Job Cost Transactions (All/Tools/Materials) Report
Report detailing transaction information from unposted Job Cost charges for tools
and consumables together or separately. Additional groupings include date range
and cost code.
5. Unposted Billing Summary (All/Tools/Materials) Report
Report summarizing unposted Billing charges for specified cost center(s). Totals
include Billing on Hold, Ready to Post & Total Unposted; displays tools and
consumables together or separately along with Adj/Misc Charges. Additional
groupings include date range and cost code.
6. Unposted Billing Detail (All/Tools/Materials) Report
Report detailing unposted Billing charges for specified cost center(s). Totals include
Billing on Hold, Ready to Post & Total Unposted; displays tools and consumables
together or separately along with model info and Calc. Method. Additional
groupings include date range and cost code.
7. Unposted Billing Transactions Summary (Tools) Report
Report summarizing transaction information from unposted Billing charges for
tools only. Additional groupings include date range and cost code.
8. Unposted Billing Transactions (All/Tools/Materials) Report
Report detailing transaction information from unposted Billing charges for tools
and consumables together or separately. Additional groupings include date range
and cost code.
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9. Posted Job Cost Summary (All/Tools/Materials) Report
Report summarizing posted Job Cost charges for specified cost center(s). Totals
include Posted to Date only; displays tools and consumables together or separately
along with Adj/Misc Charges. Additional groupings include date range and cost
code.
10. Posted Job Cost Detail (All/Tools/Materials) Report
Report detailing posted Job Cost charges for specified cost center(s). Totals include
Posted to Date only; displays tools and consumables together or separately along
with model info and Calc. Method. Additional groupings include date range and
cost code.
11. Posted Job Cost Transactions Summary (Tools) Report
Report summarizing transaction information from posted Job Cost charges for tools
only. Additional groupings include date range and cost code.
12. Posted Job Cost Transactions (All/Tools/Materials) Report
Report detailing transaction information from posted Job Cost charges for tools and
consumables together or separately. Additional groupings include date range and
cost code.
13. Posted Billing Summary (All/Tools/Materials) Report
Report summarizing posted Billing charges for specified cost center(s). Totals
include Posted to Date only; displays tools and consumables together or separately
along with Adj/Misc Charges. Additional groupings include date range and cost
code.
14. Posted Billing Detail (All/Tools/Materials) Report
Report detailing posted Billing charges for specified cost center(s). Totals include
Posted to Date only; displays tools and consumables together or separately along
with model info and Calc. Method. Additional groupings include date range and
cost code.
15. Posted Billing Transactions Summary (Tools) Report
Report summarizing transaction information from posted Billing charges for tools
only. Additional groupings include date range and cost code.
16. Posted Billing Transactions (All/Tools/Materials) Report
Report detailing transaction information from posted Billing charges for tools and
consumables together or separately. Additional groupings include date range and
cost code.
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17. Cost Center Job Cost Totals Report
Report showing Job Cost totals for designated cost centers. Can be subtotaled by
cost code and date range. Totals include Charges on Hold, Ready to Post, Posted to
Date and Total Charges; displays tools and consumables separately (also
Adjustments/Misc Charges).
18. Cost Center Billing Totals Report
Identical report to Cost Center Job Cost Totals except that the Billing totals are
shown.
19. Cost Center Posting Summary Report
Report summary of all postings that have accumulated for designated Cost Centers.
Displays tools and consumables separately. Can be subtotaled by cost code and date
range.
20. Posted Cumulative Tools & Equipment Charges Report
Report showing all posted charges (Job Cost and Billing) for tools; charges broken
down by cost center and total amount accrued. Additional groupings include
category and tool number.
21. Billing Comparison
This report tells which items currently on assignment are not calculating charges.
Selected items must fit 2 criteria: (1) Stock Location of report is either tool’s current
Owner or Manager and (2) Tool is assigned currently to Stock Location other than
one chosen for report.
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Appendix 8: Advanced Billing Stream
Management
Billing Stream Management – Concurrent Billing Streams
The transferring of tools from one location to another is the primary mechanism to
affect the “opening” and “closing” of Billing Streams (i.e., open transactions accruing
charges against a given Cost Center). The behavior of transferring a tool from Stock
Point A to a Stock Point B vs. the behavior of transferring a tool from Location/
Employee A to Location/Employee B may have different impacts on open Billing
Streams for that given asset but they should be consistent in their application as defined
below. Meeting this requirement may require changes to the way in which Billing
Streams are “opened” and “closed” for Calendar-based charges. (NOTE – This is not
relevant for Assignment or Hourly Billing.)
Important Rules & Concepts:
1. Conceptually, the managing entity for a given Billing Stream is the “Stock Point”
and as such:
a. No one Stock Point can have more than one concurrent Billing Stream for a given
item, and therefore:

Any transfer of an item FROM a non-Stock Point entity will result in closing
the Billing Stream that was opened when the item was initially transferred
TO that entity.
•
Any transfer activity of an item TO/FROM the managing Stock Point
TO/FROM subordinate non- Stock Point entities will always result in the
opening/closing of Billing Streams (i.e., no concurrent Billing Streams within
the realm of a single Stock Point).
•
Only transfers from a Stock Point to another Stock Point have the potential to
open a new Billing Stream without closing an existing one (i.e., concurrent
Billing Streams).
•
Opening and closing of Billing Streams is tied to the rules surrounding the
transfer itself (To and From locations/Charge and Credit Cost Centers)
regardless of who physically transfers the item(s).
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b. For the purpose of illustrating each of
the use cases and their impact on
Billing Streams, the following sample
organizational hierarchy will be used
for each scenario. This sample
organization has 2 Stock Points, the
root Stock Point (or Stock Point A) and a
subordinate Stock Point (or Stock Point
B). There is one non- Stock Point
entity (Employee or Location) related
to Stock Point A (Job/Employee A1) and 2
non-Stock Point entities related to
Stock Point B (Job/Employee B1 and B2).
Stock Point A
Job/Employee A1
Stock Point B
Job/Employee B1
2. As presented earlier, there is a concept that
only one Billing Stream may be open (for a
given asset) within the realm of a single
Stock Point.
If an organization has only one Stock
Point, there should be NO condition that
could allow for more than one open Billing
Stream at a time for a given asset.
Job/Employee B2
A
B
A1
B1
B2
For an organization with two Stock Points,
there is the potential for no more than 2
open Billing Streams for a given asset.
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Use Case Scenarios:
Scenario 1 – Stock Point to Non-Stock Point
A
An item is transferred from Stock Point A to Job A1 with the Cost
Center CC1 specified. This results in a new, open Billing Stream
for the item accruing charges against Cost Center CC1
CC1
X
CC1
B
A1
The item is transferred from Job A1 to Stock Point A with NO
Cost Center specified. This results in the open Billing Stream for
the item against Cost Center CC1 now being closed.
B2
B1
A
Scenario 2 – Stock Point to Stock Point
CC2
An item is transferred from Stock Point A to Stock Point B with
the Cost Center CC2 specified.
X
CC2
B
A1
These results in a new, open Billing Stream for the item accruing
charges against Cost Center CC2.
The item is transferred from Stock Point B to Stock Point A with
NO Cost Center specified. This results in the open Billing
Stream for the item against Cost Center CC2 being now closed.
B1
Scenario 3 – Non-Stock Point to Non-Stock Point
A
An item is transferred from Stock Point B to Job B2 with the Cost
Center CC3 specified. This results in a new, open Billing Stream
for the item accruing charges against Cost Center CC3.
The item is then transferred from Job B2 to Job B1 with the Cost
Center CC4 specified. This results in a new, open Billing Stream
for the item accruing charges against Cost Center CC4, and closes
the open stream for the item against Cost Center CC3.
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B
A1
X
CC3
B1
B2
CC4
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NOTE: In Scenario 2, should NO Cost Center be specified in the
Transfer Ticket moving the item from B2 to B1, then the
resulting action would be simply to close the open Billing
Stream for the item against Cost Center CC3 with no new open
Billing Stream being created.
Scenario 4 – Non-Stock Point to Stock Point (issuing)
A
An item is transferred from Job B2 to Job B1 with the Cost Center
CC4 specified. This results in a new, open Billing Stream for the
item accruing charges against Cost Center CC4.
B
A1
The item is then transferred from Job B1 to Stock Point B with
NO Cost Center specified. The results in the open Billing Stream
for the item against Cost Center CC4 being closed and no new
Billing Stream is opened (i.e., the asset is returned to the issuing
Stock Point).
B1
B2
X
CC4
Scenario 5 – Stock Point to Non-Stock Point (concurrent
Billing Stream)
A
CC2
An item is transferred from Stock Point A to Stock Point B with
the Cost Center CC2 specified. This results in a new, open Billing
Stream for the item accruing charges against Cost Center CC2.
B
A1
CC3
The item is then transferred from Stock Point B to Job B2 with the
Cost Center CC3 specified. This results in a new, open Billing
Stream for the item accruing charges against Cost Center CC3 IN
ADDITION to keeping the original Billing Stream against Cost
Center CC2 open.
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Scenario 6 – Non-Stock Point to Non-Stock Point (concurrent
Billing Stream)
A
CC2
An item is transferred from Stock Point A to Stock Point B with
the Cost Center CC2 specified. This results in a new, open Billing
Stream for the item accruing charges against Cost Center CC2.
B
A1
X
CC3
The item is then transferred from Stock Point B to Job B2 with the
Cost Center CC3 specified. This results in a new, open Billing
Stream for the item accruing charges against Cost Center CC3 in
addition to keeping the original stream against Cost Center CC2
open.
B2
B1
CC4
The item is then transferred from Job B2 to Job B1 with the Cost
Center CC4 specified. This results in a new, open Billing Stream
for the item accruing charges against Cost Center CC4, and it
closes the open Billing Stream for the item against Cost Center
CC3. The open Billing Stream against Cost Center CC2 remains
open as well (i.e., the concurrent Billing Stream opened by the
original transfer from Stock Point A to Stock Point B).
Scenario 7 – Non-Stock Point to Stock Point (NON-ISSUING concurrent streams)
A
X
CC2
Building on Scenario 6 – The item is then transferred from Job
B1 to Stock Point A (bypassing Stock Point B, who would be the
current manager of the asset and, for all intent and purpose, the
“issuing” Stock Point to that current assignment) with NO Cost
Center specified. The resulting action is to close all of the open
Billing Streams for that item between the originating transfer
and this “closing” transfer – closing the stream against CC2 and
CC4 in this case.
B
A1
B1
B2
X
CC4
In the case of concurrent Billing Streams, a transaction such as
this which returns the asset somewhere higher in the chain of
custody (this is not necessarily tied to organization hierarchy
but rather sequence/timeline of open Billing Streams) should
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roll up all those Billing Stream between the 2 points. For
example, assume that an asset travels from Stock Point A to B to
C to D, each time opening a new Billing Stream. If the asset were
returned to Stock Point B, the Billing Stream s opened during the
transfers from B to C, and from C to D should be closed, leaving
the Billing Stream that was opened during the transfer from A
to B. Essentially “collapsing” open Billing Streams to the highest
(or “oldest”) point in the chain.
Scenario 8 – Non-Stock Point to Non-Stock Point
(NON-ISSUING - Concurrent Billing Streams)
A
X
CC2
Further Building on Scenario 6 – The item is transferred from
Job B1 to Job A1 (not returning to either of the most recent issuing
Stock Points or the originating Stock Point) with the Cost Center
CC1 specified. The resulting action would be to create a new,
open Billing Stream for the item accruing charges against Cost
Center CC1 and closing the Billing Stream against CC4.
B
A1
CC1
In this case, as the item is now transferred to a location
subordinate to Stock Point A which falls within its realm, and as
there can be only one open Billing Stream for an item within a
given “realm”, the open stream against CC2 must also be closed,
essentially rolling up the Concurrent Billing Stream for the item
just as though it had been transferred back to the originating
Stock Point.
B1
X
CC4
Scenario 9 – Stock Point to Non-Stock Point (Concurrent Streams
“uphill” in the Org Hierarchy)
A
CC5
CC1
To further exemplify that concurrent streams are technically
timeline-based and not necessarily hierarchically-based, here is
an example where an item is sent from Stock Point B to Stock
Point A, with the CC5 specified. This results in a new, open
Billing Stream for the item accruing charges against Cost Center
CC5.
The items transferred from Stock Point A to Job A1 with the Cost
Center CC1 specified. This results in a new, open Billing Stream
for the item accruing charges against Cost Center CC1 while
keeping the concurrent Billing Stream against CC5 open.
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B
A1
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Scenario 10 – Non-Stock Point to Stock Point (Non-Issuing Concurrent Streams “Uphill” in the Org Tree)
A
X
X
CC5
CC1
Building on Scenario 9 – The item is then transferred from Job
A1 to Stock Point B, bypassing the “Issuing” Stock Point and
returning it to the “Originating” Stock Point. The resulting
action is to close all those Billing Streams that were opened
between the Originating transaction and the Closing one (i.e.,
open Billing Stream against CC5 and CC1), as the process is
timeline-based and not necessarily hierarchically-based.
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B
A1
B2
B1
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Appendix 9: Job Cost & Billing Scenarios
Here are some real-life scenarios illustrating how some of the powerful features in Job
Cost & Billing work. In these scenarios we highlight various features, using real tools
and materials, and real-time tables. We hope these help in your understanding of the
capabilities of ToolWatch Enterprise’s Job Cost & Billing module.
Scenario 1
Tool Rate Sheet Feature:
Max Charge Grouping
Tools Involved:
2 DeWALT DW140s, Tools #1375 and #1380
Calculation Method:
Assignment, with an Initial Charge of $100
Max Charge Grouping:
Max Job Charge of $250
Locations Involved:
Main Warehouse; Legacy job site
Cost Center Involved:
Legacy Cost Center, using Legacy Rate Sheet
FIGURE 1
Sequence Of Events
1.
2.
3.
4.
5.
In August, you transfer Tool #1375 back and forth from the warehouse, to the Legacy jobsite, 1 time, using the
Legacy Cost Center (with the Legacy Rate Sheet)
In August, you also transfer Tool #1380 back and forth from the warehouse, to the Legacy job site, 2 times,
always using the Legacy Cost Center (with the Legacy Rate Sheet)
At the end of August, you calculate your un-posted charges for the Legacy Cost Center
• You have $300 in total un-posted charges:
$100 from Tool #1375
$200 from Tool #1380
At the end of August, you POST charges for the Legacy Cost Center:
• You have $300 of posted charges appear in your reports
In September, you transfer Tool #1375 back and forth from the warehouse, to the Legacy job site, 2 times,
always using the Legacy Cost Center (with the Legacy Rate Sheet)
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6.
In September, you transfer Tool #1380 back and forth from the warehouse, to the Legacy job site, 2 times,
always using the Legacy Cost Center (with the Legacy Rate Sheet)
7. At the end of September, you calculate your un-posted charges for the Legacy Cost Center
• You have $400 in total un-posted charges:
$200 from Tool #1375
$200 from Tool #1380
8. Then, at the end of September, you POST charges for the Legacy Cost Center
• You have $200 of posted charges appear in your reports:
$150 from Tool #1375 ($250 max minus $100 already posted in August)
$50 from Tool #1380 ($250 max minus $200 already posted in August)
9. In October, you transfer Tool #1375 back and forth from the warehouse, to the Legacy job site, 2 times, always
using the Legacy Cost Center (with the Legacy Rate Sheet)
10. In October, you also transfer Tool #1380 back and forth from the warehouse, to the Legacy job site, 2 times,
always using the Legacy Cost Center (with the Legacy Rate Sheet)
11. At the end of October, you calculate your un-posted charges for the Legacy Cost Center
• You have $0 in total un-posted charges:
Tool #1375 has already reached its POSTED max of $250, and therefore is no longer accruing charges
Tool #1380 has already reached its POSTED max of $250, and therefore is no longer accruing charges
12. Then, at the end of October, you POST charges for the Legacy Cost Center
• You have $0 of posted charges appear in your reports
Note: The same concept would apply using the Calendar Calculation Method
Scenario 2
Tool Rate Sheet Feature:
Max Charge Grouping
Tools Involved:
2 HR5021 generators, Tools #3615 and #3622
Calculation Method:
Calendar (Days), with a Daily Rate of $50
Max Charge Grouping:
Max Job Charge of $300
Locations Involved:
Main Warehouse; Legacy job site
Cost Center Involved:
Legacy Cost Center, using Legacy Rate Sheet
FIGURE 2
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Sequence Of Events
1.
2.
3.
4.
5.
6.
7.
8.
9.
In August, you transfer Tool #3615 from the warehouse, to the Legacy job site, using the Legacy Cost
Center (with the Legacy Rate Sheet)
Tool #3615 is transferred back to the warehouse 10 days later
In August, you also transfer Tool #3622 from the warehouse, to the Legacy job site, using the Legacy Cost
Center (with the Legacy Rate Sheet)
Tool #3622 is transferred back to the warehouse 8 days later
At the end of August, you calculate your un-posted charges for the Legacy Cost Center
• You have $900 in total un-posted charges
$500 from Tool #3615
$400 from Tool #3622
Then, at the end of August, you POST charges for the Legacy Cost Center
• You have $600 of posted charges appear in your reports
$300 from Tool #3615 (because of the $300 max)
$300 from Tool #3622 (because of the $300 max)
In September, you repeat the exact same thing as August
At the end of September, you calculate your un-posted charges for the Legacy Cost Center
• You have $0 in total un-posted charges
Tool #3615 already reached its POSTED max of $300, and therefore is no longer accruing charges
Tool #3622 already reached its POSTED max of $300, and therefore is no longer accruing charges
Then, at the end of October, you POST charges for the Legacy Cost Center
• $0 of posted charges appear in your reports
Note: The same concept would apply using the Assignment Calculation Method
Scenario 3
Tool Rate Sheet Features:
Loss Charge Grouping
Tools Involved:
One DeWALT DW140 drill, Tool #1375
Calculation Method:
Calendar (Days), with a Daily Rate of $2
Loss Charge Grouping:
Loss Charge of $200
Locations Involved:
Main Warehouse; Legacy job site
Cost Center Involved:
Legacy Cost Center, using Legacy Rate Sheet
Sequence Of Events
1.
2.
3.
4.
5.
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In August, you transfer Tool #1375 from the warehouse, to the Legacy job site, using the Legacy Cost
Center (with the Legacy Rate Sheet)
The tool is on the job for most of the year, to the point it accrues $300 in charges, then they lose it
The tool is retired in ToolWatch, specifying the Legacy Cost Center when retired
If there was NOT a checkmark in the “Charge Net Loss” box on the Rate Sheet, the charge amount = $500
a. $300 for using it, and an additional $200 charge for losing it
If there WAS a checkmark in the “Charge Net Loss” box on the Rate Sheet, the posted amount = $300
a. $300 is large enough to account for loss of the tool
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Scenario 4
Tool Rate Sheet Features:
Loss Charge Grouping
Tools Involved:
One DeWALT DW140 drill, Tool #1380
Calculation Method:
Calendar (Days), with a Daily Rate of $2
Loss Charge Grouping:
Loss Charge of $200
Locations Involved:
Main Warehouse; Legacy job site
Cost Center Involved:
Legacy Cost Center, using Legacy Rate Sheet
Sequence Of Events
1.
2.
3.
4.
5.
In June, you transfer Tool #1380 from the warehouse, to the Legacy job site, using the Legacy Cost Center
(with the Legacy Rate Sheet)
The tool is on the job for a few months, to the point it accrues $100 in charges, then they lose it
The tool is retired in ToolWatch, specifying the Legacy Cost Center when retired
If there was NOT a checkmark in the “Charge Net Loss” box on the Rate Sheet, the charge amount = $300
a. $100 for using it, and an additional $200 charge for losing it
If there WAS a checkmark in the “Charge Net Loss” box on the Rate Sheet, the posted amount = $200
a. $200 is large enough to account for loss of the tool
Scenario 5
Tool Rate Sheet Features:
Max Charge Grouping used with the Loss Charge Grouping
Tools Involved:
2 DeWALT DW140s, Tools #1375 and #1380
Calculation Method:
Calendar (Days), with a Daily Rate of $50
Max Charge Grouping:
Max Job Charge of $500
Loss Charge Grouping:
Loss Charge of $250
Locations Involved:
Main Warehouse; Legacy job site
Cost Center Involved:
Legacy Cost Center, using Legacy Rate Sheet
FIGURE 3
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APPENDIX
Sequence Of Events
1.
2.
3.
4.
5.
6.
In August, you transfer Tool #1375 from the warehouse, to the Legacy job site, using the Legacy Cost
Center (with the Legacy Rate Sheet)
Tool #1375 is sitting on the jobsite for 8 days
th
At the end of the 8 day, Tool #1375 is lost
Tool #1375 is then retired in the Tool Browser, indicating the Legacy Cost Center
You then calculate your un-posted charges for this Cost Center
• You have $400 in un-posted charges
You then post your charges for this Cost Center
• If there were NO checkmark in the “Charge Net Loss” box on the Rate Sheet, posted amount = $500
It would have been $650 ($400 + $250), but the Max Charge is $500
• If there WAS a checkmark in the “Charge Net Loss” box on the Rate Sheet, posted amount = $400
$400 > $250 Loss Charge; therefore, $400 is posted
Note: The same concept would apply using the Assignment Calculation Method
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ANSWER KEY
Answer Keys
ANSWER KEYS
Here you will find illustrations and/or explanations depicting the correct answers or
responses for all of the Training Activities found in this Training Manual. After
viewing each one, click on the “Return to the Activity” link to return you to the page
last visited.
Training Activity #1: Favorites
Return to the Activity
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361
ANSWER KEYS
Training Activity #2: Number Blocks
Return to the Activity
Training Activity #3: Create Lists Items
Return to the Activity
362
ToolWatch Enterprise Training Manual
ANSWER KEYS
Training Activity #4: Create Locations
Return to the Activity
Training Activity #5: Modify Visibility
Return to the Activity
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363
ANSWER KEYS
Training Activity #6: Create User and Regular Employees
Training Activity #7: Create Unique Tools
364
Return to the Activity
ToolWatch Enterprise Training Manual
ANSWER KEYS
Training Activity #7: Create Unique Tools (cont’d.)
Return to the Activity
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365
ANSWER KEYS
Training Activity #8: Create Quantity Tools
Return to the Activity
366
ToolWatch Enterprise Training Manual
ANSWER KEYS
Training Activity #9: Retiring Tools
After tools are reinstated, use browser to see if the items were returned to inventory
Return to the Activity
Training Activity #10: Using the Tool Browser
All Tools & Assignment
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ANSWER KEYS
Training Activity #10: Using the Tool Browser (cont’d.)
All Trucks
Screwdrivers at Main Warehouse
Search for First Truck (lowest #)
368
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ANSWER KEYS
Training Activity #10: Using the Tool Browser (cont’d.)
Export All Tools Data
Training Activity #11: Create Materials
ToolWatch Enterprise Training Manual
Return to the Activity
369
ANSWER KEYS
Training Activity #11: Create Materials (cont’d.)
Return to Activity
Training Activity #12: Create Inventory Levels & Set Levels for a
Material Record
Part One
370
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ANSWER KEYS
Training Activity #12: Levels for a Material Record (cont’d.)
Part Two
After you have adjusted
your inventory to 25 units,
you are no longer below
the designated Low Level
that you set; therefore,
your oil should no longer
appear in the Low Level
Browser: Nor should the
message appear any
longer in the Message
Center.
Return to the Activity
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ANSWER KEYS
Training Activity #13: Transfer Tools & Materials
1.
2.
3.
372
ToolWatch Enterprise Training Manual
ANSWER KEYS
Training Activity #13: Transfer Tools & Materials (cont’d.)
4.
Return to the Activity
Training Activity #14: Create and Pick a Pick Ticket
In these browser views, the Pick Tickets go from Ready to Pick to Closed status; the
transfers below show the results of these Pick Tickets being picked then transferred.
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373
ANSWER KEYS
Training Activity 14: Create and Pick a Pick Ticket (cont’d.)
Return to the Activity
Training Activity #15: Create a Kit
Kit Contents
374
ToolWatch Enterprise Training Manual
ANSWER KEYS
Training Activity #15: Create a Kit (cont’d.)
Transfer to Stoneybrook
Transfer to Main
Warehouse
Return to the Activity
Training Activity #16: Create a Template
Creation of Template
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ANSWER KEYS
Training Activity #16: Create a Template (cont’d.)
Creation of Pick Ticket
Creation of Transfer Ticket
Creation of New Template
Return to the Activity
376
ToolWatch Enterprise Training Manual
ANSWER KEYS
Training Activity #17: Create & Print Count Tickets
Count Ticket #1
Count Ticket #2
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ANSWER KEYS
Training Activity #17: Create & Print Count Tickets (cont’d.)
South Side –
Count Ticket
North Side – Count Sheet
Return to the Activity
378
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ANSWER KEYS
Training Activity #18: Taking Inventory Using Count Tickets
North Side - Counted Items Tab
South Side – Counted Items Tab
Return to the Activity
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379
ANSWER KEYS
Training Activity #19: Post Inventory Adjustments
All-Tools Post Inventory Adjustment
Pre-Post view
After Post view
All-Materials Post Inventory Adjustment
Pre-Post view
380
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ANSWER KEYS
Training Activity #19: Post Inventory Adjustments (cont’d.)
After Post view
Return to the Activity
Training Activity #20: Create a Recurring Service Plan
Service Plan
Model Record
view
Service Plan
Recurrence View
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ANSWER KEYS
Training Activity #20: Create a Recurring Service Plan (cont’d.)
Service Plan – Tasks view
382
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ANSWER KEYS
Training Activity #20: Create a Recurring Service Plan (cont’d.)
Service Plan – Parts views
Return to the Activity
Training Activity #21: Adding an Existing Service Plan to a Tool
Part One
Steps to associate Service
Plan with individual
Tool Records
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ANSWER KEYS
Training Activity #21: Adding an Existing Service Plan to a Tool (cont’d)
Truck #1 views
Truck #2 views
384
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ANSWER KEYS
Training Activity #21: Adding an Existing Service Plan to a Tool (cont’d)
Truck #3 views
Trucks #4 - 6 views
Part Three : Service Schedule
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ANSWER KEYS
Training Activity #21: Adding an Existing Service Plan to a Tool (cont’d)
Service Schedule Report
Export Service Schedule
Return to the Activity
Training Activity #22: Update and View Meter/Mileage Information
Part One
386
ToolWatch Enterprise Training Manual
ANSWER KEYS
Training Activity #22: Update and View Meter/Mileage Information (cont’d)
Part Two
Part Three
Return to the Activity
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ANSWER KEYS
Training Activity #23: Create a Service Request
Return to the Activity
388
ToolWatch Enterprise Training Manual
ANSWER KEYS
Training Activity #24: Create and Complete a Work Order
Step 1
Step 2
Step 3
Step 4
ToolWatch Enterprise Training Manual
389
ANSWER KEYS
Training Activity #24: Create and Complete a Work Order (cont’d)
Steps 5-6
Step 8
Step 9
390
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ANSWER KEYS
Training Activity #24: Create and Complete a Work Order (cont’d)
Step 10
Step 11
Step 12
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391
ANSWER KEYS
Training Activity #24: Create and Complete a Work Order (cont’d)
Step 14
Step 15
392
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ANSWER KEYS
Training Activity #24: Create and Complete a Work Order (cont’d)
Step 15 (cont’d)
Return to the Activity
Training Activity #25: Creating a Purchase Order
Step 1
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393
ANSWER KEYS
Training Activity #25: Creating a Purchase Order (cont’d)
Steps 2-3
changing cost of extension cords
Step 4 - use Add Item to add towels
Step 5
394
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ANSWER KEYS
Training Activity #25: Creating a Purchase Order (cont’d)
Step 6
Return to the Activity
Training Activity #26: Editing a Purchase Order to Include Adding a Template
Step 1
Steps 2-3
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ANSWER KEYS
Training Activity #26: Editing a Purchase Order to Include Adding a Template
Step 4
Step 5
Step 6
396
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ANSWER KEYS
Training Activity #26: Editing a Purchase Order to Include Adding a Template
Step 6 (cont’d)
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397
ANSWER KEYS
Training Activity #26: Editing a Purchase Order to Include Adding a Template
Step 7
Return to the Activity
Training Activity #27: Receive Against a Purchase Order
Step 1
398
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ANSWER KEYS
Training Activity #27: Receive Against a Purchase Order (cont’d)
Step 2
ToolWatch Enterprise Training Manual
399
ANSWER KEYS
Training Activity #27: Receive Against a Purchase Order (cont’d)
Steps 4-5
Step 6
Step 7
Step 9
400
ToolWatch Enterprise Training Manual
ANSWER KEYS
Training Activity #27: Receive Against a Purchase Order (cont’d.)
Step 10
Return to the Activity
Training Activity #28: Create a Company Calendar
Return to the Activity
Training Activity #29: Create Cost Codes
Return to the Activity
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401
ANSWER KEYS
Training Activity #30: Create Cost Centers
Legacy CC
Stoneybrook CC
Stoneybrook
Subproject CC
Return to the
Activity
402
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ANSWER KEYS
Training Activity #31: Create Tools & Equipment Rate Sheets
Legacy Rate Sheet #555 - Job Cost Views
Legacy Rate Sheet #555 - Billing Views
Return to the Activity
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403
ANSWER KEYS
Training Activity #31: Create Tools & Equipment Rate Sheets (cont’d.)
Stoneybrook Rate Sheet #333 – Billing Views
Return to the Activity
Training Activity #32: Create a Materials & Consumables Rate Sheet
Job Cost View
404
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ANSWER KEYS
Training Activity #32: Create a Materials Rate Sheet (cont’d)
Billing View
Return to the Activity
Training Activity #33: Attach Rate Sheets to Cost Center
Return to the Activity
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ANSWER KEYS
Training Activity #34: Initiate Job Cost and Billing Charges
Return to the Activity
406
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ANSWER KEYS
Training Activity #35: The Equipment Usage Charge and Creating a
Related Charge
Part One
Part Two
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ANSWER KEYS
Training Activity #35: The Equipment Usage Charge etc. (cont’d.)
Part Three
Return to the Activity
Training Activity #36: Calculate & View Un-Posted Job Cost & Billing
Charges
408
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ANSWER KEYS
Training Activity #36: Calculate/View Un-Posted JC&B Charges (cont’d.)
10411-Legacy CC – Job Cost tab
10411-Legacy CC - Billing tab
10411-Legacy CC – Billing & Job Costs to Post
Stoneybrook CC – Job Cost tab
Stoneybrook CC - Billing tab
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ANSWER KEYS
Training Activity #36: Calculate/View Un-Posted JC&B Charges (cont’d.)
Stoneybrook CC – Billing & Job Costs to Post
Stoneybrook Subproject CC – Job Cost tab
Stoneybrook Subproject CC – Job Cost tab – Transactional Detail
Stoneybrook Subproject CC – Billing tab
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ANSWER KEYS
Training Activity #36: Calculate/View Un-Posted JC&B Charges (cont’d.)
Stoneybrook Subproject CC – Billing tab – Idle Charge - Transactional Detail
Stoneybrook Subproject CC – Billing & Job Costs to Post
Return to the Activity
Training Activity #37: Stop & View Un-Posted Job Cost & Billing
Charges
10411-Legacy CC – Job Cost tab
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ANSWER KEYS
Training Activity #37: Stop & View Un-Posted JC&B Charges (cont’d.)
10411-Legacy CC – Billing tab
10411-Legacy CC – Billing & Job Costs to Post
Stoneybrook CC – Job Cost tab
Stoneybrook CC – Billing tab
Stoneybrook CC – Billing & Job Costs to Post
Return to the Activity
412
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ANSWER KEYS
Training Activity #38: Reporting & Miscellaneous Adjustments
Un-Posted Billing Detail (All) Report
Create Misc Charge/Credit by right-clicking on Vehicles line
10411-Legacy CC – Billing tab
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ANSWER KEYS
Training Activity #38: Reporting & Miscellaneous Adjustments (cont’d.)
10411-Legacy CC – Billing & Job Costs to Post
Return to the Activity
Training Activity #39: Post Job Cost & Billing Transactions
10411 Legacy CC - Posted Billing Detail (All) Report
Stoneybrook CC - Posted Billing Summary (All) Report
414
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ANSWER KEYS
Training Activity #39: Post Job Cost & Billing Transactions (cont’d.)
Stoneybrook Subproject CC - Posted Billing Transaction (All) Report
Return to the Activity
ToolWatch Enterprise Training Manual
415
ANSWER KEYS
Training Activity #40: Post Job Cost & Billing Transactions
Custom Export Template - Details
Export Template List
Return to the Activity
416
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ANSWER KEYS
Training Activity #41: Generate an Invoice
Remit To information
Invoice Options tab
Cost Center information
ToolWatch Enterprise Training Manual
417
ANSWER KEYS
Customer information
Tool/Model Record information
Generate Invoice information
418
ToolWatch Enterprise Training Manual
ANSWER KEYS
Training Activity #41: Generate an Invoice (cont’d.)
Print Invoice information
Return to the Activity
ToolWatch Enterprise Training Manual
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GLOSSARY
Glossary
In Adobe Acrobat, you can search for any term by Ctrl-F; then type in your term into the Find box
and hit Return. Continue to click on the Next box to find multiple uses of your term.
Glossary Term
Definition
Page
Accessories
items often used but not required with a tool
55
Actual Price
price actually paid upon receipt of items, recorded on Receiving
Ticket; drives the values for Total Quantity Purchased, Average
Purchase Cost and Last Purchase Cost
191
Add or Delete
Misc Charge/Credit
allows for creation or deleting of miscellaneous charges or credits
in Job Cost & Billing
245
264
Adjust Inventory
a button (Tool, Material Records) or feature (Tool, Material
Browsers) that allows for adjustments to quantities
61
Adjustment Detail
shows all individual inventory counts that make up a singular
count line in the Inventory Adjustment Browser output
136
Administration
module containing actions for security, creating User Roles
and Company Calendar for Job Cost & Billing
42
Administrator User Role
a User Role that grants the greatest level of Permissions to User
42
API
Application Programming Interface, a service provided by
ToolWatch to allow developers from other company to work
with ToolWatch developers to help with integration issues
286
Assigned To
field on Tool Record populated with current assignment (location)
Assignment
refers to the physical location of a resource, also one of the
tabs on a Work Order and a column on numerous browsers
37
Assignment Method
one of Calculation Methods, generates charge each time an item
is assigned
any document, file web address that can be associated to a Tool
or Model Record
213
Attachment
420
63
ToolWatch Enterprise Training Manual
GLOSSARY
Average Purchase Cost
one calculation of Purchase Cost found on tool & material records 189
based on events involving purchasing and receiving items
Barcodes
tracking system involving unique numbers and labels
17
Base Value
represents values imported into a Rate Sheet from Item Base
Value field on Model Record - see “Item Base Value”
55
210
Basic Concepts
the preliminary steps involved in entering data into ToolWatch
17
Billing
amount collected when tools are assigned
200
Billing Amount to Post
running totals on Billing Browser showing updated amounts from 254
selected Cost Centers that are ready to post
Billing Browser
tool that provides visibility into pending job costs and billing
charges for given Cost Centers
244
Billing Browser
Workflow
the cyclical, repetitive nature of work involving the Billing
Browser
248
Billing Comparison
Report
report that provides you with a list of checked-out tools that are
not calculating charges
284
Billing Stream
open transaction that accrues charges against a given Cost Center
242
Bin
area in a warehouse where quantity tools or materials are kept
80
Button
variety of related features within a module
20
Calculate
generates updated calculations involving Cost Center charges
252
Calculated On
field displaying date and time transaction first calculated
257
Calculation Method
one of three methods for calculating Job Cost & Billing charges,
can be Assignment, Calendar-based or Hourly Usage
212
Calendar Method
one of Calculation Methods – are 3 types (Minutes, Hours
and Days), based on length of time at item is assigned to a job
213
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421
GLOSSARY
Calibration Task
a service-related activity where a tool’s settings are adjusted
to fall within specific tolerances
146
Cancel Billing
Browser Update
stops any ongoing Billing Browser calculations without saving
any calculated data
245
Cancelled
on a Purchase Order, indicates some items to be purchased are no 178
longer wanted before purchasing so they are cancelled
Category
one of the Lists items used to describe groups of items
30
Chargeable Hours
hours remaining after non-working hours are deducted from
the Potential Hours
258
Charges
any costs associated with a labor event when assigned to a
Service Plan; also results from calculations in Job Cost & Billing
150
199
Gauges/Charts/Graphs variety of features found on Dashboards to help user monitor,
Key Performance Indicators
compare, analyze, etc. various ToolWatch data
23
Closed
on a Purchase Order, Count/Receiving/Pick Ticket, indicates
that item has been received against; also indicates State of many
forms such that they can no longer be edited or processed
Company Calendar
allows for establishing regular working days and hours of a
company that will be used in billing - and not a project
199
Components
individual items that comprise a single item under certain cases
55
Concurrent Use
counts the number of users using ToolWatch simultaneously
18
Copy Model Record
feature that allows a Model Record to be copied, later modified
63
Copy Rate Sheet
feature that allows creation of a new Rate Sheet as a copy of an
an existing one
237
Cost Code
subdivision of a Cost Center allowing for better tracking and
specificity
201
422
123
178
ToolWatch Enterprise Training Manual
GLOSSARY
Cost Center
user-defined space where job cost and billing charges accrue,
akin to a project and involving locations and/or employees
201
Cost Center Selection
in Billing Browser, allows for selection of Cost Centers to be
viewed after being calculated
244
Count Inventory
feature used to establish an accurate count of all items in
inventory, also a button of the same name
120
Count Inventory Reports set of 3 reporting options for Count Inventory projects
138
Count Ticket
computer checklist generate to perform a count inventory event
121
CSV (.csv) Format
common format used with spreadsheets making them universally 74
accepted with most spreadsheet applications; means comma
separated variables
Cut-off Date/Time
date and time used to determine when Billing Browser calculation 252
are scheduled to run
Daily Rate
rate assigned to Daily Rate Grouping when using Calendar
Calculation Method
216
Daily Rate Grouping
grouping used on a Rate Sheet to calculate charges between
the Hourly and Weekly Rates
216
Dashboard
topic-specific window in Enterprise – are 6 of these
22
Data Merge Utility
used to merge multiple Lists items into one item
35
Deactivate
action taken in managing Users wherein User account info is
deleted from ToolWatch
46
Decommission Reminder list of locations that have been declared “decommissioned”
25
Descriptions
user-created to describe features of a given Tool/Material Record
54
Do Not Charge
column heading in Job Cost & Billing – when clicked, causes
model to be skipped
215
Done Receiving
indicates Status of a Purchase Order where items have been
received against
format used to export Cost Center summary data – used with
double-entry general ledger systems
185
Double-Line Format
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423
GLOSSARY
Draft
status assigned to certain documents when they are first being
created – in this status, they can be modified
108
Edit Transfer
button that allows for editing of Cost Center/Cost Code
information on completed transfers that have not been posted
100
Effective Duration
represents the billable units (e.g., minutes, days, weeks)
257
Employees
individuals entered into ToolWatch, often working for company
41
Enterprise
newest version of ToolWatch software
17
Enterprise Essentials
the core set of features of the ToolWatch software
48
Equipment
items managed similarly to tools in ToolWatch
50
Equipment Usage Log
feature that allows for recording hourly usage of equipment
250
Expanded View
checkbox on Tool Browser to expand view of window
24
Explorer Tree
allows for navigation of Browser data without using Search
71
Export Data
clicking this button saves designated data to a database file
in the .csv format only
74
Export Data
button used to export transactional data to a template file in
Job Cost & Billing module
271
Export Templates
button used to create template used to export transactional data
in Job Cost & Billing module
269
Export Templates List
window where you can create and modify templates used to
export transactional data
269
Express Check-In
feature that takes all tools currently assigned to a location or
employee and transfers them back to currently-pinned Stock
102
Express Check-Out
feature that automatically populates From field of a Transfer
Ticket with currently-pinned Stock Location
104
Favorites
Dashboard shortcuts to frequently-used activities
22
FOFI
one of the 2 Project Billing Rules, meaning First Out-First In
204
Gauges/Charts/Graphs variety of features found on Dashboards to help user monitor,
Key Performance Indicators
compare, analyze, etc. various ToolWatch data
424
23
ToolWatch Enterprise Training Manual
GLOSSARY
Generic
designation that when selected, allows an employee permission
to substitute for a similar item when picking a Pick Ticket
106
GL Charge Account
General Ledger value used to map exported transactional data
from one accounting system to another
223
GL Credit Account
General Ledger value used to map exported transactional data
from one accounting system to another
223
Header
strip at top of Enterprise window containing key information
21
High Level
inventory above this value is deemed excessive for business needs 88
Hold
prevents transactional data from being edited or posted
244
Holiday
day or days set aside in Enterprise as non-billable
206
Hourly Usage Method
one of Calculation Methods, generates charge for actual hours
an item is used on assignment
214
Hourly Usage Rate
rate assigned when using Hourly Usage Calculation Method
216
Hourly Usage
Rate Grouping
grouping used on a Rate Sheet to calculate charges for items
using Hourly Usage Method
216
Identification Number
unique number used to track a unique tool
50
Idle Rate (Per Hour)
rate assigned to an item when using Idle Rate Grouping
219
Idle Rate Grouping
grouping used on a Rate Sheet to calculate unbilled charges
219
Import Meter
Enterprise feature allowing for import of spreadsheet (in .csv
format) containing meter/mileage data, updating all values
for associated Tool Numbers
158
Inactivate
action taken on Employee or Location records in Lists wherein
Employee/Location no longer appears in drop-down menus
46
Initial Charge
charge assigned to an item when using Initial Charge Grouping
218
Initial Charge Grouping
grouping used on a Rate Sheet to calculate charges when an item
is assigned to a different location
218
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425
GLOSSARY
Initiating Charges
the process of capturing revenue from inventory, usually
beginning with the transfer of an item
status assigned to certain documents after they have been created
and saved – in this status, generally they cannot be modified
further
238
Inspection Task
a service-related activity in which some feature of a tool is
examined within a specified range of acceptable values
146
Inventory Adjustment
Browser
all preliminary inventory counts receive final authorization here
from an administrator before final posting back to inventory
133
Item Base Value
value of an item added to Model Record and used by Rate Sheet
in Job Cost& Billing calculations; see “Base Value”
55
209
Item Effective Rate
the rate per hour of the Item Rate Level
258
Item Rate Level
the rate level used to calculate the transactional charges
258
Job
a non-stock location; unlike Stock Location, inventory not
managed here
37
Job Costs
amount paid out to purchase, maintain, repair, etc. tools
209
Job Cost Amount to Post
running totals on Billing Browser showing updated amounts from 254
selected Cost Centers that are ready to post
Job Cost & Billing
ToolWatch module focusing on job costs, billing and related
calculations
199
Job Cost Data Export
window allowing you to dump Cost Center calculations into a
template already created
271
In Progress
107
Gauges/Charts/Graphs variety of features found on Dashboards to help user monitor,
Key Performance Indicators
compare, analyze, etc. various ToolWatch data
23
Kit
group of items from any location(s) that are designed to associate
and travel together
functions as other browsers but for kits
113
charge associated with labor events for Billing Browser
calculation purposes
248
Kit Browser
Labor Charge
426
114
ToolWatch Enterprise Training Manual
GLOSSARY
Last Purchase Cost
one calculation of Purchase Cost found on tool & material records 189
based on events involving purchasing and receiving items
Lease/Rental
tab that allows for entry of data regarding a tool’s leasing or
rental status
68
Lists
it is here that all drop-down menus are populated, customized
30
Lock
(also Unlock)
feature that allows you to prevent selected calculations from being 253
edited or posted
LOFI
one of the 2 Project Billing Rules, meaning Last Out-First In
204
Loss Charge
value representing amount charged for item that is lost, etc.
221
Loss Charge Grouping
grouping used on a Rate Sheet to generate a charge for when an
item is lost, stolen or damaged beyond repair
221
Low Level
inventory dropping below this value generates message in
Message Center
25
Low Level Browser
feature where user can set 3 different levels of inventory for
material items – message generated for stock below lower level
87
Maintenance Rate
(Per Hour)
rate assigned to an item when using Maintenance Rate Grouping
219
Maintenance Rate
Grouping
grouping used on a Rate Sheet to convert a charge at one rate to
to another “maintenance” rate after a specified value
219
Manufacturer
one of the Lists items used to identify item manufacturers
53
Materials
along with Consumables, any items that are consumed and
not expected to be returned
75
Material Browser
used to navigate through existing records or search using
characteristics found in Material or Model Records
84
Material Inventory
Record
Maximum Charge
allows for the distribution of different Material quantities among
multiple inventory sites (Stock Locations)
value representing threshold when using Maximum Charge
Grouping
77
Maximum Charge
Grouping
grouping used on a Rate Sheet to stop charging at item after it has 221
attained a set maximum threshold
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427
GLOSSARY
Message Center
Dashboard location where 4 key messages are displayed
24
Meter
measure of tool use, often miles (odometer) or hours (e.g., drill)
157
Migration Point
time after which one rate being charged to an item switches over
to another (higher) rate, determined by Rate Sheet Rules
212
Minimum Charge
charge assigned to an item using Minimum Charge Grouping
220
Minimum Charge
Grouping
grouping used on a Rate Sheet to generate a charge when an item
is assigned but has not reached a set minimum amount
220
Mobile Scanner
handheld computer that runs ToolWatch Mobile software
288
Model Record
system employed by ToolWatch to reduce amount of data
used to track items of the same type
51
Modify Visibility
describes what individuals in Enterprise can see, access at the
level to which they are pinned
40
Module
general group of functions combined – are 6 of these
20
Monthly Rate
rate assigned to Monthly Rate Grouping when using Calendar
Calculation Method
217
Monthly Rate Grouping
grouping used on a Rate Sheet to calculate charges that have
exceeded the Weekly Rate
217
New Tool Wizard
feature that allow for automatic creation of unique tool records
when received against a Purchase Order
192
Number Blocks
means by which Enterprise prevents number duplication
25
Open
on a Purchase Order, Count/Receiving/Pick Ticket, indicates
that item can still be edited, processed; also indicates State
of many forms such that they can be edited or processed
122
185
Open Work Orders
tab on Tool Record>Service tab that lists Work Orders that
have been opened but not completed
169
Organization Tree
structure used to illustrate how a company (etc) is organized
35
Org Tree
a stylized Organizational Tree used in Enterprise
36
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Owner
field on Tool Record specifying Stock Location where tool
(record) was created
Parent Location
Pause
when assigning locations, this is the level to which location is
38
assigned
allows you to stop billing on a project for a designated time period 206
Permissions
set of rules that defines the User Role
41
Personal Issue
designation that an item is assigned to an individual as
“personal” issue versus normal issue
98
Pick(ing) a Pick Ticket
when Pick Ticket is in warehouse and items are being pulled for
transfer out, this process is called “picking”
110
Pick Ticket
an electronic list of items requested by field employee for
fulfillment, typically in a warehouse environment
93
Pinned
term used to describe an individual’s location within Org Tree
36
PO Detail
window showing previously created Purchase Order beyond
Draft Status
one of Purchase Order Tabs where items can be added and the
Purchase Order can be edited
187
Post
(in Job Cost & Billing) results in posting of Cost Center charges
that have been calculated
266
Post Adjustments
click on this button to post final, adjusted inventory counts
back to inventory
137
Posted Charges
charges that have been calculated in the Billing Browser and have 266
Posting Window
allows for selection of Cost Centers whose calculated charges will
be posted
267
Potential Hours
maximum number of hours between starting and ending
transactions
allow for substitution of similar items for a given material
258
PO Items
Product Equivalent
Preferred Vendor
124
194
83
works with Purchasing & Receiving; can select a vendor of choice 83
(1st create in Lists) under Purchase & Cost Info tab on Model Record
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GLOSSARY
Print
clicking this button gives the option of sending an individual
document, field, record, etc. or multiples to the local printer
75
Project Billing Rules
options available when deciding how your billing is to handle
quantity tools that are assigned and returned at different times
205
Project Calendar
allows for establishing variations to Company Calendar for
billing of a project (Cost Center)
205
Purchase Order
document allowing for the purchasing of items from desired
vendors and subsequent tracking of them in inventory
177
Purchase Order Browser
Search window to locate Purchase Orders
188
Purchase Order Tabs
tabs on a Purchase Order (PO Items, Receipts, Record Info)
193
Purchasing & Receiving
ToolWatch module centered around Purchase Orders and
Receiving Tickets
175
Quantity Tools
tools tracked by their quantities not unique ID Numbers
51
Range of Recurrence
from a newly created Service Event, includes the start date
and end date for the Recurrence
153
Rate Sheets
feature of Job Cost & Billing that allows for establishing rates by
which tools & equipment are billed on assignment
208
Rate Sheet Rules
settings that govern how Rate Sheet governs charges for an item
using a Calendar Calculation Method
210
Ready to Pick
status assigned to a Pick Ticket that is ready to be picked – can be
picked only in this status
110
Reassign
in a Work Order, Assignments tab sets up a transfer to change
the assignment (reassign) of a tool – reassign applies to any
change in an asset’s assignment
database utility used to improve performance of ToolWatch
213
Receipts Tab
Purchase Order tab that provides information on items done
purchasing and being received
194
Received
after an item is purchased on a Purchase Order, this designation
indicates that the item was delivered and invoice should be paid
178
190
Rebuild Data Caches
430
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Receiving Browser
Search window to locate Receiving Tickets
193
Receiving Ticket
records all items from a Purchase Order that have been received
190
Record Delimiter
setting that defines how data will be distinguished (delimited)
in the export file
270
Record ID
unique number used to track an item; auto-populated by
ToolWatch or can be manually assigned
53
Record Info Tab
Purchase Order tab that displays information about who created
and modified Purchase Orders
194
Recurrence
pattern of service assigned to a tool based on Date, Meter or Turn
144
Recurrence Pattern
the date information entered in the Recurrence for a Service
Plan on a Tool Model Record
144
Refresh
some action that updates a change in Enterprise (e.g., a recent
transfer) so that this change becomes visible immediately; also
buttons used in Job Cost & Billing used to update information
97
245
Reinstate Item
returns retired tool to un-retired status
66
Reinstatement Credit
credit associated with reinstating (returning) a retired tool for
Billing Browser calculation purposes
247
Related Charge
a charge created in addition to existing tool model record charges
251
Repair Parts
any materials or consumables from existing inventory used as
part of, and assigned to, either a Tool Model Record or a Service
Plan
cost to replace an item, found on Model Record
149
Reprovision
the process by which ToolWatch downloads a copy of your
company’s database onto a local machine via an .sdf file
19
Report Groups
different subsets of all reports in Enterprise, grouped by topic
161
Reporting Cloud
another subscription-based service to help with integration of
data from outside sources and ToolWatch
286
Required Tools
any unique tools from existing inventory used as part of, and
assigned to, a Service Plan
148
Replacement Cost
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Retired Tool
any resource that is unusable – retiring it places it into temporary
“Lost and Found” until it can be un-retired later
65
Return Credit
charge assigned to an item when using Return Credit Grouping
220
Return Credit Grouping
grouping used on a Rate Sheet to generate a charge when an item
is returned after assignment
220
Return Date
specified date found on a Transfer Ticket stating when an item or
items is/are to be returned
24
ROI Report
Essentials report that calculates a tool’s Return On Investment
282
Scan field
entry box on many documents where tools and materials can be
added by use of an item number, barcode or model number
111
Select Item
window that appears when >1 entry share a number
27
Service & Calibration
ToolWatch module involving service-related functions
142
Service Event
created when a Service Plan from a Tool Model Record
is opted-in to a Tool Record
154
Service History
tab on Tool Record>Service tab that is populated with details of
Work Orders when they are completed
172
Service Plan
proactive, preventative maintenance plan to keep inventory
in working order, found on Tool Record>Service tab
143
Service Plan Event Detail window with features that allow user to define a Service Plan
144
Service Request
request made when a service event is required immediately as
opposed to a more calculated Service Plan
163
Service Request Browser
Search window to locate Service Requests
164
Service Schedule
a searchable database of all future service events based on tasks
outlined in Service Plans; also the name of a report showing all
of these same service events either in printable form or as a
.csv file
154
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Service Task
a service-related activity assigned as part of a Service Plan or
Work Order
set up as Shipping Methods in Lists, is a drop-down menu on a
Purchase Order
145
Single-Line Format
format used to export Cost Center summary data – used when
you intend to match exported data with job cost system
269
Sorting
clicking or dragging column headers allows for information in
columns to be organized
72
Standard Employee
individual (employee) who cannot log into/use ToolWatch
41
Status
column heading for Status Code; also field on Meter Import
window indicating whether import data is acceptable (Valid)
and will be imported or not
95
Status
condition of a Purchase Order indicating what actions can be
taken with it (Draft, Waiting for Receipts, Done Receiving)
177
Status Codes
created for a tool to assign it some form of sortable condition
33
Stock
button found on many tickets that automatically populates field
with Stock Location where individual is pinned
96
Stock Location
a main stockpoint (e.g.,warehouse) where inventory is tracked
37
Stopping Charges
act of closing open billing streams to ensure item (Cost Center)
is no longer being charged
262
Summary Export
Template Window
allows for the creation of a transactional template
270
Synchronization
means by which devices using ToolWatch communicate using
the most current data available
19
Ship Via
177
160
Synchronization Monitor window that shows progress of a manual sync event
20
Tabs
navigable indicators showing which windows are open
21
Target Level
value of inventory that is optimum for business purposes
88
Template
similar to a kit but created so that groups of items are purchased
or ordered together
115
Template Browser
functions as other browsers but for templates
117
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Tool Manager User Role
User Role similar to Administrator save for fewer Permissions
in the System and Job Cost & Billing
42
Tool
any resource to be assigned, tracked and then returned
50
Tool Browser
used to navigate through existing records or search using
characteristics found in Tool or Model Records
70
Tool Number
number assigned automatically to a Tool Record, can be changed
50
Tool Record
contains specific details regarding individual items grouped
within a Model Record
52
Tool Type
symbols used to indicate what type of tool, etc. is present available types include M (Material or Consumable), Q (for
Quantity Tools), T (Unique Tool), K (Kit) and T/M (Template)
113
Tracking Method
how ToolWatch will track given item, either as a unique tool
or as a quantity tool
50
Transaction Detail
Export Templates
enables you to export the details about each transaction posted
to a Cost Center
269
Transaction Detail
Window
provides a detailed view of all transactions calculated for Cost
Centers in the Billing Browser
244
Transaction Start
and End Date
the initial and final dates of a particular transaction for Billing
Browser calculation purposes
246
Transaction Summary
Export Templates
templates that enable you to export a summary of charges
generated and posted to each Cost Center
269
Transfer Browser
functions as other browsers but for transfer records (Transfer
Tickets)
96
Transfer Ticket
electronic document used to record transfer or move items from
one location to another
93
Turn
represents the time period from when a tool is assigned to a site
or employee and then returns to site of first issue
144
Unique Tools
tools tracked by a unique Identification Number, have a history
of service, may contain warranty information and usage history
50
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Unit of Measure
represents list of units used to delineate values assigned to fields
containing numbers (also UOM)
181
Un-posted Charges
charges that have been calculated in the Billing Browser but have
yet to be posted
251
Urgency
145
User
level assigned for an requested service; can be Low, Medium
or High
employee who can log into and use ToolWatch
41
User Role
defined role that outlines what a User can/not do in ToolWatch
41
User Type
designation used when setting up a User account; can be either
Desktop User or Mobile Device User (or both)
44
Valid
Status message from Meter Import window indicating data to be
imported is acceptable
160
Variance
difference between the Expected and Total Count values in a
Count Ticket; + means more counted than expected, - means less
124
Vehicle Information
various fields in Tool Record dedicated to data from a vehicle
67
Vendor
designated business from where items on a Purchase Order are
purchased
82
View Details
opens Transactional Detail window, allowing for viewing of
line items in greater detail
244
View Meter History
feature in Enterprise that generates a running history of all meter
updates for a particular tool
161
Waiting for Receipts
indicates Status of a Purchase Order where items have been
purchased but not received against
183
Weekly Rate
rate assigned to Weekly Rate Grouping when using Calendar
Calculation Method
217
Weekly Rate Grouping
grouping used on a Rate Sheet to calculate charges between
the Daily and Monthly Rates
217
Work Order
interactive form completed by an individual performing work
established on a Service Request or Service Plan
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GLOSSARY
Work Orders Browser
Search window to locate Work Orders
169
Work Order Details
tab in Service Plan Event Detail window with information that
transfers over when converted into a Work Order
144
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