Truck Tracker 9.0 Version Customer Manual

Truck Tracker 9.0 Version Customer Manual
Truck Tracker ® Software
T A B L E
O F
C O N T E N T S
Table Of Contents ........................................................................................... 1
Chapter 1 ......................................................................................................... 5
RUNNING TRUCK TRACKER SOFTWARE........................................................................................ 5
Getting Started ......................................................................................................................................... 5
Login Screen ............................................................................................................................................ 6
SQL Server Name ..................................................................................................................................... 7
Advanced Connection Options ................................................................................................................. 8
Connection Failed Error Message ........................................................................................................... 9
Trial Mode...............................................................................................................................................10
Main Window ..........................................................................................................................................11
Toolbar ....................................................................................................................................................11
Client Area ..............................................................................................................................................11
Status Bar ................................................................................................................................................11
Main Menu ..............................................................................................................................................12
View Wizard ............................................................................................................................................13
Searching and Sorting .............................................................................................................................14
Query Wizard ..........................................................................................................................................15
Chapter 2 ....................................................................................................... 16
COMPANY INFORMATION & SETTINGS .........................................................................................16
License Activation Screen .......................................................................................................................16
Company Information .............................................................................................................................17
Global Settings ........................................................................................................................................21
TT Service Settings ..................................................................................................................................23
Site Contact Information .........................................................................................................................24
Service Settings .......................................................................................................................................24
Work Order / Invoice ..............................................................................................................................26
Vehicle Settings .......................................................................................................................................27
Parts Inventory Settings ..........................................................................................................................28
Configure Barcode Printer .....................................................................................................................31
Employee Settings ...................................................................................................................................32
Email Reminders Settings .......................................................................................................................32
Document Link Settings...........................................................................................................................33
Automatic Updates ..................................................................................................................................34
Listbox Settings .......................................................................................................................................35
Drop Down Lists .....................................................................................................................................36
Chapter 3 ....................................................................................................... 38
VENDORS LIST ........................................................................................................................................38
Managing Vendors ..................................................................................................................................38
Adding a Vendor .....................................................................................................................................38
Changing Vendor Information ................................................................................................................39
Deactivating a Vendor ............................................................................................................................39
Deleting a Vendor ...................................................................................................................................39
Chapter 4 ....................................................................................................... 40
CUSTOMER LIST ....................................................................................................................................40
Managing Customers ..............................................................................................................................40
Adding a Customer ..................................................................................................................................40
Truck Tracker ® Software
Changing a Customer .............................................................................................................................41
Deactivating a Customer.........................................................................................................................41
Deleting a Customer ...............................................................................................................................41
Chapter 5 ....................................................................................................... 42
EMPLOYEE LIST .....................................................................................................................................42
Defining Employees ................................................................................................................................42
Optional Employee Module.....................................................................................................................43
Employee Documents ..............................................................................................................................44
Employee Physicals .................................................................................................................................45
Employee Licenses and Certifications ....................................................................................................45
Employee Violations................................................................................................................................46
Employee Training ..................................................................................................................................47
Chapter 6 ....................................................................................................... 48
SERVICE CODE LIST .............................................................................................................................48
Defining Service Codes ...........................................................................................................................48
Service Code Links ..................................................................................................................................50
Part Assembly .........................................................................................................................................51
Chapter 7 ....................................................................................................... 53
VEHICLE LIST .........................................................................................................................................53
Defining Vehicles ....................................................................................................................................53
Vehicle Information: ...............................................................................................................................54
License Plate Information: ......................................................................................................................54
Miscellaneous Information: ....................................................................................................................55
Meter Information: ..................................................................................................................................56
Specifications: .........................................................................................................................................56
Vehicle Weights: .....................................................................................................................................56
Vehicle Assets ..........................................................................................................................................56
User-Defined Fields: ...............................................................................................................................57
Copy Vehicle Function ............................................................................................................................58
Batch Meter Update ................................................................................................................................58
Clear Reminders .....................................................................................................................................59
Vehicle Documents ..................................................................................................................................59
Chapter 8 ....................................................................................................... 61
PREVENTIVE MAINTENANCE (PM) SCHEDULE ...........................................................................61
Defining PM Schedules ...........................................................................................................................61
PM Schedule Groups...............................................................................................................................62
Adding Services to a Vehicle ...................................................................................................................63
Chapter 9 ....................................................................................................... 65
WORK ORDERS .......................................................................................................................................65
Managing Work Orders ..........................................................................................................................65
Adding PMs Due .....................................................................................................................................68
Adding Reported Problems .....................................................................................................................68
Adding Services to a Work Order ...........................................................................................................69
Work Order Parts Assembly ....................................................................................................................70
Adding Parts to a Work Order ................................................................................................................70
Work Order Documents ..........................................................................................................................73
Chapter 10 ..................................................................................................... 75
PARTS INVENTORY MANAGEMENT ................................................................................................75
Defining Parts .........................................................................................................................................76
Add a part ...............................................................................................................................................76
Printing Barcodes ...................................................................................................................................79
Parts Cross Reference .............................................................................................................................80
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Parts Check-In ........................................................................................................................................81
Adjustments .............................................................................................................................................83
Transfers (Multiple Sites Only) ...............................................................................................................85
Core Tracking .........................................................................................................................................87
Physical Inventory...................................................................................................................................88
Part Check Out (Usage) ..........................................................................................................................91
Average Costing ......................................................................................................................................92
Vehicle Parts Reference ..........................................................................................................................94
Parts Documents .....................................................................................................................................95
Purchase Orders .....................................................................................................................................96
Adding a PO ............................................................................................................................................96
Creating a PO for Vendor Reorder Amount ...........................................................................................97
Checking In an Entire PO .......................................................................................................................97
Chapter 11 ..................................................................................................... 98
SECURITY CONFIGURATION .............................................................................................................98
Users Setup .............................................................................................................................................99
Active Directory Integration .................................................................................................................100
Groups Setup .........................................................................................................................................100
Security Permissions .............................................................................................................................101
Chapter 12 ................................................................................................... 107
REMINDERS ...........................................................................................................................................107
Preventive Maintenance Reminders ......................................................................................................107
Vehicle Module Reminders ...................................................................................................................107
Employee Module Reminders ................................................................................................................108
Reorder Parts Reminder .......................................................................................................................108
Reminder Icons .....................................................................................................................................108
Email Reminders ...................................................................................................................................108
Chapter 13 ................................................................................................... 112
VEHICLE MAINTENANCE HISTORY ..............................................................................................112
Fuel .......................................................................................................................................................112
Daily Logs .............................................................................................................................................113
Reported Problems ................................................................................................................................114
Licensing and Permits ...........................................................................................................................115
Tires ......................................................................................................................................................116
Expenses ................................................................................................................................................117
Chapter 14 ................................................................................................... 119
FUEL INTERFACE MODULE..............................................................................................................119
Setup and Configuration .......................................................................................................................119
Importing Fuel History .........................................................................................................................121
Chapter 15 ................................................................................................... 123
QUICKBOOKS INTERFACE MODULE.............................................................................................123
Setup and Configuration .......................................................................................................................123
Preparing to Export the First Invoice ...................................................................................................124
Exported Data .......................................................................................................................................127
Tax Information.....................................................................................................................................128
Common Error Messages ......................................................................................................................130
Chapter 16 ................................................................................................... 132
DOCUMENT ATTACHMENTS ............................................................................................................132
Setting up a Document Library .............................................................................................................132
Viewing the Documents Library ............................................................................................................132
Attaching a Document ...........................................................................................................................133
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Chapter 17 ................................................................................................... 134
REPORTING ...........................................................................................................................................134
Performing Custom Queries in Reports ................................................................................................135
Chapter 18 ................................................................................................... 139
DATABASE BACKUP AND RESTORE ..............................................................................................139
Full Backup ...........................................................................................................................................139
External Backup ....................................................................................................................................139
Full Restore ...........................................................................................................................................140
Automatic Backup Service.....................................................................................................................141
Chapter 19 ................................................................................................... 142
IMPORTING, EXPORTING, AND EMAILING DATA .....................................................................142
Importing Data ......................................................................................................................................142
Numeric and Currency Codes ...............................................................................................................143
Scientific Notation Format Codes .........................................................................................................144
Date Format Codes ...............................................................................................................................145
Time Format Codes ...............................................................................................................................146
Pattern Codes ........................................................................................................................................146
String Codes ..........................................................................................................................................147
Exporting Data ......................................................................................................................................147
Import / Export Jobs..............................................................................................................................148
Exporting and Emailing Data using the “Send To” Button ..................................................................148
Reading Data directly from SQL Server ...............................................................................................150
User Manual Last Updated: 4/14/2014
Copyright © 2008-2013 FleetSoft, LLC. All Rights Reserved.
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C H A P T E R
1
Running Truck Tracker Software
Getting Started
When getting started with Truck Tracker software, it is recommended that you begin
by entering your data into the system in the following order, as much as possible:
1. Company/Site information
2. Vendor information
3. Customer information
4. Employee information
5. Service code information (and PM Groups)
6. Vehicle information
7. Preventive Maintenance Schedule information
8. Parts Inventory information
9. Work Orders (Services and Parts)
10. Other Modular Vehicle Data
You can enter any area of the software after logging in to the system by clicking an
icon on the toolbar or selecting an area from the “Lists” main menu. Areas of the
software can be disabled or hidden according to the user account and group security
settings. You can learn more about user and group accounts under the Security
Configuration section.
Within a given area, the software is laid out in a way that displays a list of your
information pertaining to that area of the software. For example, choosing the
“Vehicles” area will bring up a list of the vehicle records that you have put in the
system. You can separate this list by choosing a tab at the top of the list. For
example, there are tabs that read “All” “Inactive” and “Active.”
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Choosing the “Active” tab will display only the active vehicles in the list, and choosing
the “Inactive” tab will display only the inactive vehicles in the list. Choosing the “All”
tab will display all vehicles in the system, whether active or not.
Within a given area, you can add, change, or delete items within a list. Most lists will
have options available as buttons for you to “Add”, “Change”, or “Delete” items.
Certain lists may allow you “Deactivate” items when they are no longer in use, yet
related information is preventing it from being deleted.
When you are adding or changing a record within a list, certain types of information
are also grouped together by tabs. For example, when adding a vehicle, there will be
a separate tab for meter information from the general vehicle information. Most
records will also have a “notes” tab for you to put any notes concerning the item that
you wish. When an item has notes recorded, a special icon will be displayed next to
the item’s record in the list.
Login Screen
You can begin using Truck Tracker Software by double-clicking the icon on your
desktop or in the start menu. To connect to the system, you must specify the
username, password and server name.
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Truck Tracker software includes its own list of user accounts and passwords,
separate from any other Windows, Active Directory, or SQL Server accounts that you
might have. This list will determine what areas of the program can be accessed and
what operations can be performed in those areas. The software contains two
example user accounts:
 Manager (password is pass)
 Mechanic (has no password).
By default, the Manager account has access to change all data including the site
settings and security options for other accounts. The default Mechanic account
cannot remove data, change site settings, or access security options.
The “Username” and “SQL Server” fields are stored each time the program is closed,
but the Password field must be entered at each login attempt. User accounts can
have an empty password, and Active Directory-enabled user accounts do not require
a password (single sign-on).
SQL Server Name
Enter the full SQL Server name where the Truck Tracker database was installed.
Include only one backslash and no spaces. The format of this field is:
 ComputerName\SQLName (i.e. SERVER34\TRUCKTRACKER)
 IPAddress\SQLName (i.e. 192.168.20.111\MYSQLSERVER)
 IPAddress,Port\SQLName (i.e. 192.168.20.111,3456\SQLEXPRESS)
For standalone systems, or while accessing the database from the SQL Server
machine, the computer name can be abbreviated with a single dot (period).
The default SQL Server name is .\TRUCKTRACKER.
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Pressing the drop down arrow will query the network for SQL Servers that are
broadcasting via SQL Browser service and display them in the list. This function
requires SQL Server Native Client driver on the computer running the program.
Advanced Connection Options
If you choose Network Server installation type to manually administer your own SQL
Server, clients can connect to the TruckTracker database with custom credentials if
required.
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Enter the SQL Login account name and password or choose Windows
Authentication. If you choose “Save Login”, you will not need to enter your custom
credentials again, and the password will be encrypted in a text file in the user’s profile
storage.
All custom SQL Login accounts using the program must have VIEW SERVER
STATE permission, as well as the proper mapping to a Database User or Application
Role with INSERT, UPDATE, DELETE, and EXECUTE permissions on the
TruckTracker database. To restore or upgrade a database the Login account must
be a member of the SYSADMIN server role, or have CREATE DATABASE and
ALTER LOGIN permissions.
The Encryption option will encrypt all traffic before sending to the SQL Server. The
connection will attempt to use a self-signed server certificate (“trusted”) or another
certificate that you manually installed (“trusted”) on both the server and your system.
Connection Failed Error Message
08001-SQL Server Network Interfaces: Error Location Server/Instance Specified.
 If you installed the Standalone System (single user) option and you are
connecting for the first time, then the SQL Server Express software or other
prerequisites might not have installed properly. Check the installation guide
for system requirements and installation troubleshooting information.
 If you are having trouble connecting to the database over a network, first
make sure the network connection is working, and then verify the SQL Server
name and IP Address again. Next, verify the TCP/IP protocol using the SQL
Configuration Manager. If you still cannot connect, there is most likely a
firewall blocking the SQL port, which is actually one of the most common
network problems. Start by temporarily disabling the Windows Firewall and
try to connect again. SQL Server uses port 1433 by default.
 If multiple SQL Servers are running on the machine where TruckTracker
database is installed, SQL Browser service must be started for named
instances to be used. Try restarting all SQL services and connect again.
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28000-Login Failed for ‘TruckTrackerUser’.
 If you did not enter custom SQL credentials, the program will use the default
TruckTrackerUser Login account. It could be the case that the SQL Server
name is valid, but it’s not the correct SQL Server where TruckTracker
database is installed, so you would just need to find the correct SQL Server
name to login.
 It could also be the case that the database was moved or restored from
another computer and now the mappings between the login accounts and
database users are broken. To fix this situation automatically, you can run the
installation program again and choose “Repair”.
 If you entered custom credentials and you receive a login failed message,
then either the account doesn’t exist, password is incorrect, or the account is
disabled. You will need to fix this manually using SQL admin.
Trial Mode
Truck Tracker software requires a valid license activation code to use the full
unlocked version. Until you activate a full license, the software runs in “Trial Mode”.
This allows new users the ability to try out each area of the software in a limited way
before purchasing the full program.
The first time you login to the program using an unlicensed database, you will see the
Trial Version warning.
In addition to the record limits, Trial Mode also restrictions certain features of the
software, such as the ability to Restore a database and run the import and export
functions under the File main menu. You can still export the trial version data directly
from the lists and reports.
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Main Window
In the screenshot below, the Orange box is the Main Menu, the Green box is the
Toolbar, the Black box is the Client Area, and the Red box is the Status Bar.
Toolbar
Toolbar is the main way to open areas of the software. Each button is a security
door that can be granted or denied to each user. If you don’t see certain buttons
on the toolbar there is a chance that it is restricted security permission.
Client Area
Truck Tracker software utilizes a multiple screen interface to allow multiple areas
of the software to be open at once within the program. This means that you can
switch between different areas quickly without having to close and reopen them
each time. You can view multiple windows at once and Tile or Cascade them
within the program. To switch between screens or view multiple screens at once,
use the options under the “Window” menu.
Status Bar
The status bar is mostly static, but you will occasionally see system messages in
the section all the way to the left. Starting at the second section from the left, you
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will see your registered Company Name, the Site that you are currently logged
into, the User you are currently logged in as, and finally your system date and
time.
Main Menu
File
Switch Site – For multiple sites users only, change the site currently logged into
Settings – Change global, site and local machine settings
Printer Setup – Change the printer options for Truck Tracker reports
Barcode Printer Setup – Change the printer options for barcode printing
User Security – Change user and group security settings
Backup – Create a full database backup file
Restore – Restore a full database backup file
Database Tools – Some pre-canned database tools and server functions
Export – Export data tables to Excel or CSV files
Import – Import data from CSV files into tables
Restart – Close down and restart the software
Exit – Close down the software
Edit
Cut – Cut selected text to clipboard
Copy – Copy selected text to clipboard
Paste – Paste from clipboard
Lists
Depending on the software version and user security settings, this menu will include
links to all areas of the software, similar to the toolbar. This menu also provides
access to the drop down lists, document links, email reminders setup as well as
the batch meters update and month-end meters functions.
Reports
Depending on the software version and user security settings, this list will include
links to all reports in the software.
Window
Tile – if multiple windows are open, arrange them to fit the visible screen area
Cascade – if multiple windows are open, make all same size across screen
Help
User Manual – opens the user manual
Check for Updates – check the internet or file server for software updates
Chat Room – a simple chat client with other Truck Tracker users on your network
Register Item – opens the registration screen to activate your software license
About – shows version, copyright and license information
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View Wizard
The View Wizard allows you to use an intuitive wizard-driven interface to quickly
create and save an unlimited number of custom list box formats. List box format
refers to the visible columns and the order they are shown in.
To move a column on the fly, click in the field (not the header) and drag it to another
location. To modify the current format, reset to default format, or view of list of saved
formats, right-click anywhere on the list box. “Modify View” allows you to change
the current view on the fly, but changes will not be saved unless you press the Save
button as select a defined view. “Reset View” will reset the list box format back to the
default. Choosing “View” will open the list of previously saved views.
Press “New” to add a new view, “Copy” to make a copy of the selected view, “Modify”
to modify the selected view, and “Rename” to change the saved name of the view.
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Drag and drop the available fields or highlight the field and press “Add”. To hide a
field, place it back in the available fields list, or highlight the field and press “Remove”.
You can change the column heading by pressing “Advanced” and entering the new
heading. Lastly, define security on this View by pressing “Access”.
Unassigned means that all users will be able to modify this view. Owner mean that
only the current user (and full access users) can modify this view. Application
means only full access users can modify this view. Set visibility as Public to allow all
other users to select this view but not modify it, Private to keep it hidden from all
users.
When the screen is closed, the formatting of the list will be saved in an INI setting file
in the windows user’s roaming storage folder so that it will always be restored to the
previous state.
Searching and Sorting
For all lists in the software, you can sort any column in ascending or descending by
clicking on the column heading. To sort on multiple columns at once, hold down the
CTRL key while clicking additional sort columns.
Clicking a column header also resets the locator field and sets the column as the
active field for searching using the Find button. Once you click a column header, you
can type what you are looking for in that column and press ENTER or TAB key, or
press the Find button to locate the closest match. For example, once you’ve sorted
on the “Primary Bin” column, you can type in the first few characters of a bin number
and click the “Find” button (or press the TAB or ENTER keys) to find the parts that
match the entered text.
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Query Wizard
The Query Wizard allows you to use an intuitive wizard-driven interface to quickly
create and save an unlimited number of custom list box filters. Filtering refers to the
limiting of the records shown in the list box based on specific criteria.
Each list box will have a drop down list at the top of the list for quick access to filtering
features. From the drop down list choose “All Records” to clear the current filter,
“Custom Query” to create a new query on-the-fly, or choose one of the existing
queries that has been saved already.
To access a list of previously saved queries, right-click anywhere on the list and
choose “Query”. If a query is already activated you will also see the “Reset Query”
option in the right-click menu for clearing the active filter.
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C H A P T E R
2
Company Information & Settings
When you begin using the software, the first task is to setup your company
information and the default settings for your company. If you have multiple work
sites, you will also need to setup defaults for each individual site. In order to perform
this configuration, you will need to logon with Full Access user security privilege.
License Activation Screen
This registration screen will allow you, if you have purchased them, to activate
additional software modules, as well as add users and sites. If you have already
registered your software but have now purchased additional users, sites or modules,
you can update your registration with a new activation code by either selecting
“Register Item” from the help menu, or from within the global configuration window,
as described in the next section.
Fill in the appropriate information, and enter in the activation code supplied to you.
Once you have enter an appropriate activation code, you will see a window reporting
a successful activation, and you will need to exit the program and login again for the
changes to take effect.
If you need assistance in activating your software or require a new activation code,
please contact your FleetSoft representative by phone or email.
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Company Information
Once you have registered the software, you should perform an initial configuration
setup. From the “File” menu, choose “Settings”. This will bring up the Configuration
window.
Your company name is setup in your software licensing and registration information.
If you wish to update your registration information, choose the “Registration” button.
This will open the registration window shown earlier in this chapter.
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By default, the software comes configured for only one work site. If you have
purchased multiple sites, you can organize them by groups. For example, the two
default groups are Region & Business Type. To configure your site group variables,
choose “View Groups.”
If you wish to change the Group Types, choose the “Configure Group Types” button.
This will open a window allowing you to rename your group types.
Once you have defined your group types you can add, delete or change group codes
for each group.
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After you have completed setting up your group types, you can then setup your sites.
From the Groups List window, choose “close” and then choose “View Sites.”
This will bring up a window displaying the sites you have defined for your company.
If you need, you can modify a site by selecting it from the list and choosing the
“Change” button. You can add your additional sites by choosing the “Insert” button.
If you made a mistake and need to delete the site, choose the “Delete” button. You
can only delete a site if there are no records associated with it.
When adding or modifying a site record, you will need to supply a unique site code
and site name, as well as choose the appropriate codes for the group types setup
earlier (such as “Region” and “Business Type”).
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A pop-up window will appear once the system has processed the addition of the site.
Please record this information. If necessary, you can change these accounts.
Please refer to Security Configuration Chapter 12, for instructions concerning these
tasks.
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Global Settings
The “Global Settings” item on the left allows you to define further settings that will be
applied to every site in the software.
The Backup Location tells the Automatic Backup feature where to save the nightly
backups. This can be anywhere on the server or on the network as long as the
Truck Tracker Service and the Truck Tracker SQL service are ran under users with
permission to read, write and perform directory listing on that location. You may
need to consult your IT department for where this location should be.
You must define the Global Cost Method (Professional version only) for checking in
and checking out Parts Inventory. Using Average cost will charge out the part at the
average cost of all received/adjusted parts on hand. Using Actual cost will charge
out the part at the actual cost of the received/adjusted part. When the system is set
to Actual cost, the default behavior is to check out inventory in First In First Out
(FIFO) order, based on the received date. You may also choose a specific on hand
part regardless of the received date.
Truck Tracker allows you to customize global reminder settings. The following items
will be applied to all sites:
1. Days to Remind Before PM Due
2. Meter 1 Value to Remind Before PM Due
3. Meter 2 Value to Remind Before PM Due
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4. Days to Remind Before License/Tag Expire
5. Days to Remind Before Employee Items Expire
6. Meter 1 Value to Remind Before Tire Life Expires
There are two currency conversion buttons available that will help you convert
between currencies when entering part costs. The entire company must operate
from one base currency. This currency will be assumed when entering and
displaying monetary values throughout the software. You can enter the base
currency label and two other currency labels along with the exchange rates used to
convert each of the currencies back to the base currency.
Once you have finished setting up your sites and global settings, choose “OK.” At
this point, you can begin using other areas of the software, or apply settings for your
site.
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TT Service Settings
The “TT Service Settings” item allows you to configure and enable or disable features
related to the Truck Tracker Service agent. This is a separate program that is
running on the server.
Enable Automatic Backups – Leaving this checked enables Truck Tracker to perform
an automatic backup of your data once a day at time you specify.
Days to Run Backup – Select the days you want the backup to run. Leaving a day
unchecked means the backup will not run on that day.
Time of Day to Run Backup – Specifies the time of day the backup will occur. It is
recommended to have this set to at least one hour after the Email Reminders are
scheduled.
Number of Days to Retain Backups – Any backups older than the number of days set
here will be deleted. Set this to zero to retain all backups.
Enable Email Reminders – Enable this setting to for the daily email reminders service
to run. See Reminders, Chapter 13, for instructions on defining e-mail reminders.
Time of Day to Send Email – This specifies the time of day that Truck Tracker will
attempt send an e-mail for reminders in the system.
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Site Contact Information
To configure settings specific to your site, select “Program Setup” in the File menu
and choose the “Current Site Configuration” tab. You will notice the different site
settings broken up into different tabs.
The “Site Info” item includes information about the current site.
Service Settings
The “Service Record Settings” allow you to set default values and behaviors for
adding service records to a Vehicle or Work Order.
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Default Hourly Wage/Cost: value to fill hourly wage field if none is specified for the
given mechanic.
Default Actual Hours: value to pre-fill actual hours when adding service.
Default Hourly Rate: value to fill hourly invoice rate if none is specified for the given
customer.
Populate Actual Hours and Notes from Service Code: pre-fill service code defaults.
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Work Order / Invoice
Employee Type for WO – Only employees of this type will be selectable on a WO.
Last Work Order # -- The system auto assigns work order #’s in sequence. You can
modify this value so that the next Work Order you create will begin at the specified
number plus 1.
Default Parts Markup % -- The default percentage of markup to apply when printing
an invoice. This can be overridden by part (in professional version) or on the WO,
and only gets calculated on the invoice (charging a customer) and is not figured into
your costs (total cost report or WO reports).
Use Adjusted Standard Hours when Invoicing Services – By default the invoice
includes the actual mechanic hours. Check this checkbox if you would like to use the
(adjusted) standard service code hours instead.
Hide Hours and Rate column on the Invoice Report – By default the invoice includes
columns for Hours and Rate. Check this checkbox if you would like to hide these
columns and only show the Total Cost column for each service.
Show Current Vehicle Meters On Work Order – Leaving this checked will display the
current vehicle meters when adding or changing a Work Order.
Misc. Service Fee – Enable this setting to always include a percentage of the total
service cost as an additional fee on the work order and invoice. Enter the default
percentage required.
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Misc. Parts Fee – Enable this setting to always include a percentage of the total parts
cost as an additional fee on the work order and invoice. Enter the default percentage
required.
Tax 1 Name, Percent – name and percent of Tax 1 to be calculated on the invoice
and whether or not it is applied to Parts or Service (or both).
Tax 2 Name, Percent – name and percent of Tax 2 to be calculated on the invoice
and whether or not it is applied to Parts or Service (or both).
Tax 2 on Tax 1 - you can also choose to apply the Tax 2 rate on the Tax 1 total (tax
on tax).
Vehicle Settings
User Defined Fields – Here you can define up to 10 custom field labels for you
vehicle list.
Show Only Current Site’s Vehicles – If you have multiple sites registered, you can
toggle this checkbox to either show all company vehicles or show only the current
site’s vehicles.
Show Other Sites’ Reminders for Vehicle in List – If you are viewing Vehicles from all
sites, you can toggle this checkbox to show all reminders for these vehicles from
other sites as well.
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Round Total Costs To Nearest – Sets how Truck Tracker rounds the total fuel costs
in the system.
Pre-Fill Price Per Gallon – When a new fuel entry is made, this value will be put in the
Price per Gallon field by default.
Default Meter Types – Sets the default meter types when adding new vehicles.
Press “Reset to Default” button to set all Vehicles to the selected Meter 1 and Meter
2 types.
Parts Inventory Settings
Default UOM -- Select the default unit of measure for new part records from the drop
down list.
Formula Trend Divisor – This value represents the divisor for the inventory reorder
formula. See Parts Inventory, Chapter 11, for more information.
Last PO Ref # - the system auto assigns purchase order reference numbers in
sequence. You can modify this value so that the next Purchase Order you create will
begin at the specified reference number plus 1.
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PO Prefix – the purchase order has a PO # field that you can manually change. The
PO Prefix field will automatically populate the beginning of this field.
PO Suffix – The PO Suffix field will automatically populate the end of the PO # field.
PO Tax (%) – The default tax rate to apply when creating a Purchase Order.
Include PO Tax in Part Cost – use this option to include the amount of sales tax paid
with the actual price of the on-hand inventory. The system will determine the amount
of tax for each individual part and add it to the unit price of the received item.
Remember Last Vendor and Invoice # on Part Check-In – this option will pre-fill the
last entered Vendor and Invoice # fields when adding a part check-in.
Automatically Close PO when all parts are Received – When this option is enabled,
during the part check-in process, if the part was received from a purchase order, the
system will automatically reduce the quantity on order field and close the PO when it
has no more quantity on order.
Show Navistar Parts Information Links – applies to Navistar parts, if you have a
subscription to Navistar’s online parts and service tools, when this option is enabled
you will see an additional button on the parts forms, vehicle form and parts and
service sections of a works order. The button will link the current information to a
pre-determined Navistar website with parts and service information.
User Defined Fields – you can define up to 5 custom field names in the parts list.
Update Formula Trend routine will update the formula trend for all parts in the
system. The formula trend for a part is updated each time that part is used. If the
part is not used for a long time, this value can become stale. Use this utility to
manually initiate a recalculation of all part formula trends.
Use Decimals in (Suggested Quantity) Formula Trend – when this option is enabled,
the reorder formula will keep the decimal portion of the suggested reorder quantity
(formula trend). When this option is disabled, the formula trend calculation will be
truncated to the nearest whole number.
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Show Barcodes Message on Check In – when this option is enabled you can choose
to print barcodes for all checked-in parts.
Show Price on Barcodes – This option will print the price on the barcode label so it is
visible.
Show Date on Barcodes – This option will print the current date on the barcode label
so it is visible.
Legacy Barcode Support – This option if for backwards compatibility only. If you
need/want to continue using barcode labels that were printed out from a Diamond
Connection Solutions system or a version of Truck Tracker prior to 6.2.0.6, then
select this option. With this option enabled, all barcodes are printed with a pound
sign (#) in front of the part number, and the barcode scanner should not be
programmed to include any extra leading or trailing characters. With this option
disabled, barcodes are printed as the part number only.
Barcode Scanner Prefix Character – This option allows you to scan any barcode
from any manufacturer. On windows with the barcode image in the top right corner,
the ‘prefix character’ tells the window to process the following characters as a
barcode scan – until the Enter character is reached. This allows for more convenient
scanning features such as auto incrementing count and auto-add for multiple parts at
once. The chosen character will not be allowed when adding or changing a part
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number. You must program the barcode scanner to include the ASCII
character as the prefix of each scan. This can be done using the barcode’s
user manual. Lookup the word PREFIX and follow the instructions to set the
leading ASCII character to the character chosen in this setting.
Configure Barcode Printer
Use Windows Printer (USB Cable) – Select this option to choose an installed
windows printer driver and select the installed printer driver for your label printer. The
label size is 3 inches wide by 2 inches tall.
Use Windows Printer (USB Cable) – Select this option if you are using a serial cable
connected to a COM port, and choose the port number. The first time printing to this
label printer through a COM port, you must initialize the barcode printer first by
pressing the “Initialize Barcode Labels” button and waiting for a response from the
printer. You can test communications by printing a configuration label or resetting the
printer from this screen. (Left picture is printed from the COM port using Zebra EPL2.
Right picture is printed by using the windows printer driver. Both are Code 128
barcodes sized at 3x2 inches, and contain basically the same information.)
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Employee Settings
User Defined Fields – Here you can define up to 5 custom field labels for you
employee list.
Email Reminders Settings
The “Email Reminders” item allows you to configure Truck Tracker to connect to an
SMTP server and use it to send out reminder emails. The system requires the use of
an existing e-mail address to function. You can connect to any SMTP server such as
Gmail, Yahoo, AOL, or connect to an Exchange server. If you are not using your
own mail server you might need to check your outgoing SMTP mail limit.
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Hostname / IP Address – this is the name of the SMTP server (or IP Address) you
are connecting to.
Port Number – this is the port number on the server you are connecting to.
Server Requires SSL – enable this if your SMTP server uses SSL encryption.
Server is Microsoft Exchange – enable this setting will allow you to specify the
windows domain name required for authentication.
User Name – the account user name for connecting to the SMTP server, often this is
the same as the email address. If no authentication is required, leave blank.
Password – password required for connecting to the SMTP server. This setting is
encrypted before storing in the database. If no authentication is required, leave
blank.
Windows Domain Name – required to authenticate with Exchange server. You can
optionally leave this field blank and include the domain name in the username.
Email “From” Field – the address that the email will be sent from. Often this is the
same as the user name.
Default Resend Days – the number of days to wait before resending an active
reminder. For example, if set to 1, active reminders will appear in the email every
day. If set to 7, active reminders will appear in the email once every week.
Test Email Settings – This button can be used to test whether or not the e-mail
account you have specified for the E-mail Reminder settings works. Please note that
this is not the exactly the same as when Truck Tracker send e-mail alerts. The Truck
Tracker service uses the same credentials but may be located on a different server.
If you successfully send a test e-mail and you still aren’t getting e-mail alerts please
make sure the computer with the Truck Tracker service isn’t being blocked from
connecting to the SMTP server you are trying to connect to.
Document Link Settings
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Storage Directory – this location needs to have read and write access for all
users attaching or viewing documents to Truck Tracker.
If you have a standalone installation you can specify any directory on your
computer. If you have a network installation this location will need to be
accessible to all users.
Each site has its own Document Storage setting. Because each site may have
different physical locations it’s important to note that Documents may not be
accessible to all users. If this is the case you will receive an error when you try to
open the file.
Automatic Updates
Check for Updates on Startup – allows the program to check for updates when the
application is launched, before logging into the database.
Save Installation File After Download – allows the user to save the installation file at a
specific location.
Download Updates From –
Internet URL - check a predefined internet location for the latest updates.
Local Path (Network Folder) - check folder on your local network.
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Listbox Settings
These settings apply to each individual computer user, not the entire site.
Hide Reminder Icons in List – showing reminder icons requires an extra database
query and increases the load time of the list. If the load time becomes slow with
many reminders, select these options to increase the performance.
Launch on Startup – choose the windows to launch automatically on startup.
Scrolling Performance – for each screen, choose page-load or file-load records in the
lists. We recommend page-loading lists because it provides the most consistent load
times overall. Although File-loading improves scrolling performance, it can decrease
the overall performance because it refreshes the entire list into memory every time.
Clear All Listbox Formats – this function will reset all listbox properties back to the
default, including column ordering and width.
Reset All Windows Locations – this function clears the application settings files which
contain the last known window sizes and locations.
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Drop Down Lists
You may find it useful to do some additional configuration by creating list entries that
other areas of the software will re-use. This can help streamline the data entry and
enforce consistency across multiple users. For example, when you add a vehicle to
the system, you can tell the system what color the vehicle is by selecting a color from
a list of configured colors. To add or modify entries to lists of known types, select the
“Lists” menu, and then select “Drop Down Lists.” Or you can simply add the value on
the fly while you enter data into that field.
The categories of lists are:
Year – vehicle years
Make – vehicle makes
Model – vehicle models
Color – vehicle colors
Style – vehicle styles
Class – vehicle classes
Classification1, 2, 3 – part/service classification 1, 2, 3. Optionally enter a
description.
Group – vehicle groups
Fuel – vehicle fuel types
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Meter – vehicle meter types. Optionally enter a max daily average.
Engine – vehicle engines
Trans – vehicle transmissions
Front Axle – vehicle front axles
Rear Axle – vehicle rear axles
Axle Location– vehicle axle locations
WOType – work order types
Delay Code – work order delay codes
PMCategory – service code categories
PrimaryBin – part inventory primary bin
SecondaryBin – part inventory secondary bin
PartCategory – part inventory category
PartSubCategory – part inventory sub category
Staff – types of staff members, such as Driver, Mechanic, Manager, etc.
License – this is an optional component, relating to the optional module for
employee licensing
PhysReason – this is an optional component, relating to the optional module
for employee physicals
VenType – vendor type such as Parts, Fuel, Out Source, etc.
Meter entries also have a special field called “other.” This field exists to hold a
normal maximum daily limit that this meter type might accrue. For example, a
mileage meter might have a normal maximum daily limit of 1000 miles. If a user tries
to enter any information that exceeds this limit, the system will display a warning that
the user has exceeded the normal daily limit.
The system comes populated with default, common types for some categories. You
can add types by choosing “insert,” delete types that are not helpful by choosing
“delete,” or change any types by choosing “change.”
If you modify a list entry that has already been used, such as changing a color from
“red” to “maroon,” any vehicles that have already been entered in the system as “red”
will remain in the system this way, but any new vehicles will only be able to be
entered as “maroon.”
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C H A P T E R
3
Vendors List
Managing Vendors
Open the Vendor module by clicking the Vendors button on the toolbar, or select
Vendors from the Lists menu. To view related data, highlight a vendor and press
one of the areas on the right-hand side.
Adding a Vendor
Click the Add button, supply the required information about the vendor, and any
optional information you wish.
The required information when defining a vendor is a unique Vendor Code that will
be used to identify the vendor in the system, and the Vendor Name.
The optional information you may include for vendors:
Type – the system maintains a list of known vendor types
Address / Remit To information
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Contact information – websites and email addresses will be shown as hyperlinks on
the listbox. You can then click the hyperlink to launch a browser or email form.
Warranty information – either the time or the distance of warranty that the vendor
provides. These values will pre-fill the part warranty information when the vendor is
specified as the current supplier when defining new parts.
Purchase Order Tax – this value will override the default PO tax when a new PO is
created.
Changing Vendor Information
Once a vendor has been entered into the system, you can modify or update its
information by selecting it in the list and choosing the “Change” button.
Deactivating a Vendor
Once a vendor is used in the system, it cannot be removed unless the related fleet
data is removed or changed. Instead you must Deactivate it. Likewise, to reactivate
a vendor, select it from the list of inactive vendors and choose the “Activate” button.
Deleting a Vendor
If the vendor you wish to remove has not been used and does not have any other
data associated with it, highlight the vendor record and press Delete.
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C H A P T E R
4
Customer List
Managing Customers
Open the Customer module by clicking the Vendors button on the toolbar, or select
Vendors from the Lists menu. To view related data, highlight a customer and press
one of the areas on the right-hand side.
Adding a Customer
Click the Add button, supply the required information about the customer, and any
optional information you wish
The required information when defining a customer is a unique Customer Code that
will be used to identify the customer in the system, and the Customer Name.
The optional information you may include for customers:
Address information
Contact information
Accounting information
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Parts markup percentage – Will be applied to all Parts when specified on
WO/Invoice. It can be manually overridden on the WO/Invoice.
(Hourly) Labor rate - Will be applied to all Service when specified on WO/Invoice. It
can be manually overridden on the WO/Invoice.
You can store any additional information about your customers in the Notes tab.
Changing a Customer
Once a customer has been entered into the system, you can modify or update its
information by selecting it in the list and choosing the “change” button.
Deactivating a Customer
Once a vendor is used in the system, it cannot be removed unless the related fleet
data is removed or changed. Instead you must Deactivate it. Likewise, to reactivate
a vendor, select it from the list of inactive vendors and choose the “Activate” button.
Deleting a Customer
If the customer you wish to remove has not been used and does not have any other
data associated with it, highlight the customer record and press Delete.
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C H A P T E R
5
Employee List
The first step to maintaining a catalog of employees is to define your employees in
the system. You must have managerial privileges to define new employees.
Defining Employees
Open the Employees module
Add an employee
Supply the required information about the employee, and any optional information
you wish
The required information when defining an employee is a unique employee code that
will be used to identify the employee in the system, and the employee type. The
system will maintain a list of known employee types that you can select from.
The optional information you may include for employees:
First name
Last name
Once an employee has been entered into the system, you can modify or update
employee information by selecting an employee in the list and choosing the “change”
button.
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If you wish to deactivate an employee, you can select a record from the list of active
employees and choose the “deactivate” button. Likewise, to reactivate an employee,
select a record from the list of inactive employees and choose the “activate” button.
You can also separate the employee list to show only active or inactive employees by
selecting the appropriate tab.
Optional Employee Module
If you have purchased the optional full-featured employee module, extensive
functionality is added to managing your employees within the system.
The general procedures remain the same, but the system can now record much
more information, including notes, 5 user-defined fields, and document attachments.
Under the Employee section of the security module, there is a setting named ‘Show
Employee Sensitive Info’ that will allow you to show/hide certain fields from users of
the software such as SSN, birth date, hire date and employee’s hourly wage.
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Employee Documents
Truck Trackers allows you to attach documents to your employee records.
To attach a document to an employee, select the employee you would like to attach
a document to and press the Change button. Select the Documents tab and press
the “Add” button.
To view an attached document, click on the blue hyperlink in the File Name column.
This will open the file in the associated program. For example, a JPG file will open in
your default image viewer and a PDF will open in your default PDF reader.
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Employee Physicals
Employee physicals can be entered as historical records (a log), but additional
functionality is included to create reminders when another physical is due. To add an
employee physical record, choose the “insert” button. To change an existing record,
select it from the list and choose the “change” button.
Date of Physical refers to the date that the physical was performed. Expiration Date
refers to a date by which time another physical should be performed. The system
uses expiration date to calculate reminders. Once you have entered or updated
physical record information, choose “OK.”
To return from the Physicals area to the main Employee List, choose the “Back to
Employees” button.
Employee Licenses and Certifications
Employee licenses and certifications can be entered as historical records, but
additional functionality is included to facilitate a reminder when a certification has
nearly expired. To add an employee license or certification record, choose the “Add”
button. To change an existing record, select it from the list and choose the “change”
button.
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The only required information in a certification record is its Document Number. Once
you have entered the certification information, choose “OK.”
To return from the License/Certifications area to the main Employee List, choose the
“Back to Employees” button.
Employee Violations
Employee violations are for recording violations and maintaining driver and carrier
fitness ratings for CSA 2010.
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To add an employee violation record, choose the “Add” button. To change an
existing record, select it from the list and choose the “change” button.
Employee Training
Employee training can be entered as historical records, but additional functionality is
included to facilitate a reminder when training needs to be renewed. To add an
employee training record, choose the “Add” button. To change an existing record,
select it from the list and choose the “Change” button.
Employee training must be associated with the Vehicle Group field.
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C H A P T E R
6
Service Code List
Truck Tracker allows you the ability to maintain a list of service codes in your fleet.
Service codes are used to define PM schedules that will trigger an entry on the
reminders screen. Service codes are also used to define services performed on
work orders and reported problems.
Defining Service Codes
Service codes are global across all sites. If you add a service code at any site, it will
be available for all sites. You must have user permissions to define new service
codes.
Open the service codes module
Add a service code
Supply the required information about the service, and any optional information.
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The required information when defining a service code is a unique service code
number that will be used to identify the service code in the system, and a description
of the service.
The optional information for each service code is:
Classification 1, 2, 3 – user-configurable fields to classify and query a service code in
a VMRS-style coding. These values will be copied into the service form when this
service code is added to a work order.
Category – user-configurable field for grouping and querying service codes.
Standard Hours – this value can be automatically filled into the actual and adjusted
standard time fields on the service form when this service code is added to a work
order. A site setting is provided to enable or disable the automatic fill.
Standard Hourly Rate – this value can be automatically filled into the (Customer)
Rate field on the service form when this service code is added to a work order.
Tax Exempt – this value will pre-fill the tax exempt field on the service form,
exempting the line item from the total invoice tax.
Notes – the notes field can contain up to 8000 chars. For example, this field could
contain a checklist or a procedure for this service. These notes can be automatically
filled into the service form when this service code is added to a work order. A site
setting is provided to enable or disable the automatic fill.
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Preventive Maintenance (PM) service code information – If the PM checkbox is
selected, the service code will be available to add to your PM Schedule. Then, you
can optionally enter additional information about the service code’s schedule.
One-Time Schedule – if this option is selected, then any PM with this service code
will be deleted after the service is performed, instead of being rescheduled.
Interval Days – days between scheduling the service
Interval Meter 1 and 2 – meter 1 and 2 intervals between scheduling the service
Once a service code has been entered into the system, you can modify or update its
information by selecting it in the list and choosing the “Change” button.
You can also separate the service code list to show only active or inactive service
codes by selecting the appropriate tab in the list. If you wish to deactivate a service
code, you can select it from the list of active service codes and choose the
“Deactivate” button. Likewise, to reactivate a service code, select it from the list of
inactive service codes and choose the “Activate” button.
Service Code Links
Sometimes you might perform a service on a vehicle that implicitly includes other
services. For example, you might perform service “A” every 1000 miles and service
“B” every 3000 miles, and service “A” is implicitly performed in service “B”. If you
have a PM reminder for each, you might want the service “A” reminder to be
automatically rescheduled or reset each time service “B” is performed, without adding
both service codes to a work order. To accomplish this you could add service “A” to
the Service Code Link tab of service “B”.
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You can add any number of links to a service code and create a tree-like structure of
linked service codes, but you cannot add a link that would create a cycle in the
rescheduling process. All PM reminders will cascade down the links and be
automatically updated.
For example, if you have three service codes, “A”, “B” and “C”. You could add
service “A” to the Service Code Links tab of service “B”, and add service “B” to the
Service Code Links tab of service “C”. After these links are added you cannot add
service “C” to either service “A” or “B” because it would cause a cycle (it wouldn’t
make much sense to do this anyway). If you have a PM reminder for each of these
services, when you perform service “C”, the PM service “B” and PM service “A” will
automatically be rescheduled.
Part Assembly
If you have service codes that always include certain parts, you can associate those
parts with the service code by adding them to the Part Assembly list. When you add
a service code to the service form on a work order, you will have the option to
automatically check-out individual parts or all parts at once as well as print out the
part assembly list of for that work order. For more information about how Part
Assembly applies to a work order, see Work Orders, Chapter 10.
To maintain the part assembly lists, select the specific service code from the list and
press “Change”. On the service code form select the Part Assembly tab.
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On the Part Assembly form, you can Add, Change or Delete records like other areas
of the software.
Choose the part #, the quantity, and whether or not it’s a non-inventory part.
Optionally you can associate the part with a specific vehicle year, make, model, or
engine. If you specify a year, make, model, or engine the part will only apply to work
orders for vehicles with a matching year, make, model, or engine. If you leave any of
the fields blank, the part will apply to all vehicles with that year, make, model, or
engine.
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C H A P T E R
7
Vehicle List
Vehicles are held globally, meaning that if you add a vehicle at one site, all other sites
will be able to see this vehicle record. You can designate a primary site for a vehicle,
but service work performed on the vehicle at any site can be recorded in Truck
Tracker, and viewed at any site, depending on the site settings.
Defining Vehicles
Open the vehicles module
Add a vehicle
The required information when defining a vehicle is a unique vehicle number that will
be used to identify the vehicle in the system, the year the vehicle was manufactured,
the make and model of the vehicle, and the primary site where the vehicle resides.
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Vehicle Information:
Meter 1 – the current meter 1 reading for the vehicle
Meter 2 – the current meter 1 reading for the vehicle
VIN – vehicle identification number
Fuel type – user-configurable in drop down lists
Color – user-configurable in drop down lists
Style – user-configurable in drop down lists
Veh Group – user-configurable in drop down lists.
employee training. Also for GPS map group.
Class – user-configurable in drop down lists
License Plate Information:
Plate type – user-configurable in drop down lists
Plate number – license plate number
Expiration – license plate or sticker expiration date
Sticker number – license plate sticker number
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Miscellaneous Information:
Location/Yard – this field can help group your vehicles into separate locations.
Primary Customer – you can select a primary customer from your customer
list (this will pre-fill the customer section on a work order).
Primary Driver – you can select a primary driver from your employee list (this
will pre-fill the driver on a daily log and fuel entry).
PM Group – when you include a vehicle in a PM Group, the vehicle’s PM
schedules will automatically be added and removed when service codes are
added or removed in the PM Group.
Fuel Key 1, 2 – these fields are used for importing fuel records in the fuel
interface module. This unique key should match the data coming from your
fuel system.
Require Meter 1 on Work Order –this option will require a meter entry on work
orders for this vehicle.
Enable Parts Warranty Reminder –this option enables warranty reminders
when checking out parts to this vehicle.
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Meter Information:
Current Meter 1, 2 – the current meter reading for the vehicle; this is the same
data as the Meter 1 field on the Vehicle information screen.
Meter 1, 2 types – user-configurable meter labels, e.g. miles, hours, and
kiloms.
Meter 1, 2 totals – the sum of any replaced meters and the current meter
reading, minus the beginning meter reading.
Last Fuel Meter 1, 2 – this value is stored as the last entered meter value for
fuel entries. This will be used to fill the previous meter field on new fuel
entries.
Beginning Meter 1, 2 – this field is used as the lowest or first reading used on
the current meter.
If you choose the “Replace Meter 1” button, you can replace a meter that was
physically replaced in the vehicle, or that has rolled over. A module will pop up at the
bottom of the screen, where you can supply the end reading of the old meter, and the
starting value of the new meter. When you are finished, you can choose the
“complete” button. Your preventive maintenance schedule can automatically be
updated to reflect the new current meter.
Specifications:
Enter a description for Engine, Trans, Front Axle, and Rear Axle
Vehicle Weights:
Licensed For –weight that vehicle is licensed for
Axle Information –table to record axle weight information for as many axles as
needed.
Vehicle Assets
You can record information about assets, items or components you have stored on
or want to associate with the vehicle.
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User-Defined Fields:
Vehicle records allow for up to 10 user-defined fields to be used for whatever
purpose you wish. By default, these fields come labeled as User 1 through User 10.
To change these labels, go to the “File” menu, and choose “Program Setup,” and go
to the Site Configuration tab and then the Vehicle User Fields tab. Whatever label
you set for these fields will replace the label of the user-defined fields. The labels
apply to all list headings, custom query descriptions, export headings and the vehicle
information report.
Once a vehicle has been entered into the system, you can modify or update its
information by selecting it in the list and choosing the “change” button.
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You can also separate the vehicle list to show only active or inactive vehicles by
selecting the appropriate tab in the list. If you wish to deactivate a vehicle, you can
select it from the list of active vehicles and choose the “deactivate” button. Likewise,
to reactivate a vehicle, select it from the list of inactive vehicles and choose the
“activate” button.
Copy Vehicle Function
This feature allows you to add a new vehicle into the system by copying an existing
vehicle definition. This will save time re-entering the same information such as year,
make, model, etc. for a group of similar vehicles. Highlight the vehicle you want to
copy and then choose the Copy button. You must supply new values for vehicle #,
VIN #, license information, and meter values.
Batch Meter Update
This feature allows you to update the meter readings for all vehicles on a single
screen. You can launch this screen by pressing the button on the main vehicle
screen or by selecting it in the Lists main menu.
To begin, double-click the vehicle you want to update or choose the Begin Editing
button. You can navigate through the list by using the Enter, Tab or the Up/ down
arrow keys. To complete the update you must choose the Save and Finish
button. Otherwise your changes will be discarded.
The Difference Meter column will show you the difference between the current meter
and the updated meter. This difference will be flagged in red if the difference is
negative (adjusting the meter backwards) or greater than the average daily meter
limit as defined in the drop down lists for type “Meter” (see the end of Chapter 3 for
more information). The red text flag is only a warning. You may choose to ignore
this warning and those meters will still be updated to the value entered in the Revised
Meter field.
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Clear Reminders
This function allows you to clear reminders for tire life, licensing and permits, and
reported problems for all vehicles at once. Since PM reminders are based on the last
service performed date, they cannot be cleared, only rescheduled again based on
the current date and meter values for the vehicle.
To clear a specific reminder put a check in the box next to the reminder icon shown
in the list. Double click on the box to toggle the check mark. When you’re finished
selecting the items you want to clear, press the Clear Selected Reminders button.
Depending on your service code PM intervals and global reminder settings, some
PM items may not get removed from the reminders list.
Vehicle Documents
Truck Trackers allows you to attach documents to your vehicle records. You can
store a profile picture of the vehicle, reviews, contracts and anything else that
you might want to associate with a vehicle. To attach a document to a vehicle
click the Vehicles icon on the toolbar. Then select the vehicle you would like to
attach to the document. Press the Change button after that. On the window that
pops up you should see a Documents tab. The picture below is an example of
what you should see if you have Documents already associated with the vehicle
you selected.
To view one of your documents just click on the File Name. It should look similar
to a link you might see on a website. This should open the file in the appropriate
program. For example, an Accident 001.jpg file will open in Windows Picture and
Fax Viewer. To change a Document Link just select the item from the list and
press the change button. It should look similar to the image below:
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To add a Document Link select the Add button. Click the button with the ellipsis
(…) to select which file you would like to attach to the selected vehicle. Truck
Tracker maintains its own document library and will copy the selected file into
that document library when you press the OK button. So even if you delete the
document from your computer after you have attached it to this vehicle it will be
available because it is still in Truck Trackers document library. It will not be gone
until you delete it from the document library within Truck Tracker. This is a
permanent delete.
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C H A P T E R
8
Preventive Maintenance (PM) Schedule
Truck Tracker allows you the ability to maintain a preventive maintenance schedule.
This schedule will maintain a list of services to be performed on your vehicles, and
the interval in which they are due to be performed. The PM schedule can calculate
events based on meter readings, date, or whichever comes due first. If you have
setup PM Service codes, these records will already include default meter or date
intervals by which the PM schedule can calculate maintenance events.
The first step to managing your PM schedule is to gather all of the required
information for your fleet. Separate your vehicles into groups that will have the same
PMs established. You can define all of the PMs for one vehicle in each group and
then copy the entire schedule from that vehicle to each other vehicle in the group.
Truck Tracker allows you to attach documents to your vehicle records. You can store
a profile picture of the vehicle
Defining PM Schedules
Open the PM Schedule module by clicking its button on the toolbar,
select it from the Lists menu.
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To add a PM Schedule, click “Add”. The required information when scheduling a PM
is the vehicle the event pertains to, and the service code that the schedule pertains
to. You must have vehicles and service codes defined in their respective lists in
order to create a PM schedule. For each PM schedule, select the appropriate
vehicle and service code from the list.
The optional information you may include for PM schedules:
Last performed date – enter the date this service was last performed
Last meter 1 – enter the meter 1 value this service was last performed at
Last meter 2 – enter the meter 2 value this service was last performed at
Notes – enter optional notes about the PM
Once a PM Schedule has been entered into the system, you can modify or update its
information by selecting it in the list and choosing the “Change” button. The required
information – vehicle and service code information – cannot be modified once an
event has been created. Also, you cannot modify the “Next Scheduled” values since
these values will automatically be calculated according to the PM Service code
settings.
You can view all schedules when first opening the PM Schedule module. If you wish
to separate PM schedules by vehicle, you can choose a specific vehicle from the list.
You can return to the default view of PM schedules for all vehicles by choosing the
“View All” button. PM schedules will be updated to reflect completed work orders.
You can delete PM schedules by selecting it in the list and choosing the “Delete”
button.
You can also copy PM schedules from one vehicle to another, facilitating the quick
creation of a PM schedule. Once you have all of your PMs entered for one vehicle,
you can copy these PM schedules to another vehicle by selecting this vehicle in the
top right “Vehicle Code” field and then choose the “Copy From” button. The system
will then prompt you to select the source vehicle, and copy over all PM schedules
from that source vehicle to the currently selected vehicle.
PM Schedule Groups
To define a service code grouping, click the PM Schedule Group button. The top list
is the PM group names, and the bottom list is the service codes contained in the
selected group.
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First, add a group name by clicking “Add” button under the top list, then type in the
name and any additional notes and press enter. Now in the bottom list, add or delete
service codes you want to include in this PM group. I
If there are Vehicles associated to a PM Group, service codes added or deleted will
be added or deleted to the corresponding vehicles PM schedules.
When adding or removing a Vehicle from a PM group, the PM schedules will
automatically be added or removed as well.
Adding Services to a Vehicle
To add a Service record directly to a Vehicle, click the Services icon on the toolbar,
and then click the Add button. Or if you are on the Vehicles screen, highlight a
Vehicle record, click the Services/Parts button and then click the Add button.
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Enter the required Vehicle and Service Codes if not already pre-filled. Enter meter
readings and service date, as well as the mechanic or vendor performing the service
and actual hours of labor. Some of this information will already be pre-filled based on
the current user and site settings.
If the specified vehicle has a PM Schedule defined for this service code then it will be
rescheduled according to the service date and meter 1 and meter 2 fields.
The stopwatch function is a very simple timer to keep a running total time. When you
finish, the time will be added to the actual hours field. The smallest unit of time that
can be represented is .01 hours or 36 seconds.
To change information about a service, highlight the record and press Change. To
remove a service record, highlight the record and press Delete. If the service record
is associated with a closed work order, you cannot change or remove the service.
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C H A P T E R
9
Work Orders
Work Orders allow you to update your vehicle meters and track extensive details
about:

Services performed such as date and time, description, mechanic hours, cost per
hour, classification and notes.

Parts usage such as part number, quantity, cost, warranty, classifications, and
notes.

Invoice information such as customer, labor rate, parts markup and taxes.

Other information such as outside vendor, type of work, delay code, estimated
hours and PO reference number.
Managing Work Orders
Open the Work Order List
The work order window has a tabbed list. Work orders are organized in the system
by status “Open”, “Completed” or “Closed”. The normal progression for a work order
is to go from open to completed, and from completed to closed. Completed status
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represents that the work order has been performed, but not yet reviewed.
Completed work orders appear in the “ready to close” list. Closed status represents
that the work order has been reviewed.
Under the user security settings you can restrict users from closing and reopening
work orders or viewing certain tabs if needed. You can also restrict a user from
viewing sensitive employee information, such as mechanic’s wage.
Work order lists are linked on other screens such as the Vehicle list and Customer
list. For example, you can open the Vehicle list, choose a vehicle and then press the
Work Orders button for a list of work orders for only the selected vehicle. Or you
could open the Customer list, choose a customer and then press the Work Orders
button for a list of work orders for only the selected customer.
Open the Vehicle List
, select a vehicle and choose
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To add a Work Order from any of the work order lists, press the “Add” button. If a
vehicle has not been assigned yet, choose the vehicle that this work order is for and
enter the required meter readings.
When the work order is first created it will be assigned the next work order number in
sequence according the site setting for last work order number. Work order numbers
must be unique, but you can alter the last work order number site setting if you want
to advance this to a higher number.
The meter reading requirement can be disabled on a per vehicle basis under the
vehicle details.
By default the vehicle’s current meter fields are not shown on the work order, but this
can be enabled in the site settings.
If the work was performed in house, choose a mechanic. If the work was out
sourced, choose a vendor. Or just choose “Other”.
The opened date will default to the date that the work order is added, but you can
override this if needed.
Pressing the “Cancel” button while adding a new work order will discard the work
order and any services and parts associated with it. If parts were taken out of
inventory and placed on the work order they will be returned to inventory with the
same quantity, price and received date.
Pressing the Cancel button while changing an existing work order will not discard any
past services or parts added to the work order, it will only discard the recent changes
made to the work order itself.
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When you add parts and service, any outstanding changes made to the work order
are automatically saved before parts and service are added.
You can resize the work order form by clicking on and dragging the window border.
Adding PMs Due
If you choose the “PMs Due” button, a view only pop-up window will display pending
preventive maintenance event warnings for the vehicle. Choose “Add to Work Order”
to add the service record to the work order. At this point, the PM will be rescheduled
according to the work order’s meter 1 value, meter 2 and opened date and time.
Adding Reported Problems
If you choose the “Reported Problems” button, a view only pop-up window will
display incomplete reported problems warnings for the vehicle. Choose “Add to
Work Order” to add the service record to the work order. At this point, reported
problem status is changed to Completed.
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Adding Services to a Work Order
To add specific service codes to the work order, choose “Add” under the Services tab
on the lower left hand side of the work order.
The only required field on the service form is the service code field. The Mechanic
field will be filled from the main mechanic of the work order, but you can override this
and choose a different mechanic. Once a service code is selected, the description is
automatically filled in along with specified classification.
If you choose to insert a service code for the work order, you will need to supply the
following information.
The number of labor hours – pre-filled based on site setting
The hourly wage – pre-filled based on Employee module
The invoice labor rate – The invoice labor rate is determined as follows:
A manually entered labor rate will always be used if it is entered. Otherwise, if
a Customer has a labor rate associated with it, that labor rate will be used. If
the Customer selected doesn’t have a labor rate associated with it, then the
systems default labor rate will be applied even if it is 0.
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At any time, a manually entered labor rate will override any automatically
calculated labor rate.
Please note that these calculations are performed at the time a service is
added to the work order. Thus, for example, if you associate a work order
with a customer after you add service to a work order, these services may not
necessarily be marked up by the correct percentage, possibly using the
default percentage for the site rather than for the customer. A best practice
would be to first populate the customer field on a work order before adding
services.
Service Date – by default the service date will equal the WO Issued date, but
you can override it here.
Optional: classification
Optional: notes
Employee – this will default to the employee selected on the main work order
record screen, but can be overridden. If you have the employee module, the
employee’s hourly wage will be filled.
Work Order Parts Assembly
The part assembly tab shows all associated part assemblies for service codes added
to the Work Order. You can check out a selected part assembly or all at once. You
can also print a list of all part assemblies for the Work Order.
Adding Parts to a Work Order
You may add parts from inventory when recording service. If you are using the
Professional version, this will remove parts from inventory in a First In First Out order
(FIFO), or you can select a specific inventory record. In the Standard version you
can itemize a parts list on the work order, but they are recorded as non- inventory
and do not have warranty information associated with them.
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When checking out a part, the markup percentage is determined as follows:
A manually entered markup percentage will always be used if it is entered.
Otherwise, a markup percentage associated with a particular part will be used (if this
value exists). Otherwise, if a customer is associated with the work order before
adding parts, a markup percentage associated with this customer will be used (if this
value exists). (NOTE: If the vehicle being serviced has a default customer associated
with it, this customer is the default customer on the work order. Therefore, the
markup percentage associated with this customer (if this value exists) will be used
unless another customer is manually selected.) Otherwise, the default markup
percentage for the site will be used, even if it is 0.
At any time, a manually entered markup percentage will override any automatically
calculated markup percentage value.
Please note that these calculations are performed at the time a part is added to the
work order. Thus, for example, if you associate a work order with a customer after
you add parts to a work order, these parts may not necessarily be marked up by the
correct percentage, possibly using the default percentage for the site rather than for
the customer. A best practice would be to first populate the customer field on a work
order before adding parts.
If you insert a part to a work order that uses a core, you must credit a dirty core back
into inventory before you can complete this work order. The value of this dirty core
will then be subtracted from the final cost of the work order. The system will notify
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you if you have used any parts that require a core credit. If so, you can choose the
“credit core value” button that will appear to credit the core into the system.
Work Order Information (Optional):
Meter 2 – will optionally update the vehicle meter 2 value.
Additional work order information can be added by choosing the “other information”
tab.
Person requesting work order
Estimated downtime
Hour estimate
Reference number – Vendor Invoice Number
PO Reference number – Your company Purchase Order Number for work to
be performed by outside vendor or Customer’s Purchase Order Number for
work you are invoicing to customer.
Reason
Work order type
Delay code – the system maintains a list of all known delay codes
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Customer code – this refers to a customer defined in the customer list. At
this point, you can insert a new customer to your customer list if you wish.
Tax information – override customer tax info
Work Order Notes - this will be populated on the Work Order report.
Invoice Notes – this will be populated on the Invoice report.
Once you have completed the initial creation of a work order, it will appear in the
work order list. You can modify or update work order information by opening the
work orders module, selecting the appropriate work order in the list, and choosing the
“change” button.
To change a work order’s status, select it from a list and choose “change.” Then,
choose the appropriate status button. If you choose “closed,” the system will
automatically supply the date and time the work order is closed with the current date
and time, but you can override this information by typing it in by hand.
To remove a work order, select it from the list and choose “delete”. Deleting a work
order will remove it from the system and lower the total cost of the vehicle if costs
were recorded. Any services and parts tracked on the work order will be removed
and parts returned to inventory (if they were from inventory).
Work orders can be printed as a work order or as an invoice. When printed as an
invoice, the services will be calculated according to the labor rate hierarchy, the parts
costs are calculated according to the markup or retail hierarchy and the tax settings
can be customized and applied. The Bill To portion of the printed invoice will be filled
with the specified Customer on the Other Information tab.
Work Order Documents
Truck Tracker allows you to attach documents to your work order records. You
can store a profile picture of the repair order, installation guides and anything
else you may need to associate with a work order. To attach a document to a
work order click the Work Order icon on the toolbar. Then select the work order
you would like to attach a document to. Press the Change button after that. On
the window that pops up you should see a Documents tab. The picture below is
an example of what you should see if you have Documents already associated
with the work order you selected.
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To view one of your documents just click on the File Name. It should look similar
to a link you might see on a website. This should open the file in the appropriate
program. For example, an “Installation guide.pdf” file will open in Adobe Acrobat
Reader. To change a Document Link just select the item from the list and press
the change button. It should look similar to the image below:
To add a Document Link select the “Add” button. Click the button with the ellipsis
(…) to select which file you would like to attach to the selected part. Truck
Tracker maintains its own document library and will copy the selected file into
that document library when you press the OK button. So even if you delete the
document from your computer after you have attached it to this part it will be
available because it is still in Truck Trackers document library. It will not be gone
until you delete it from the document library within Truck Tracker. This is a
permanent delete.
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C H A P T E R
1 0
Parts Inventory Management
The software is designed to help maintain and optimize your physical inventory. This
includes defining parts and tracking their flow in and out of inventory. It is best to fill
out as much information as possible when defining parts, such as the cost, bin
numbers, warranty period and classifications.
For companies with multiple sites, the inventories will be completely separate and
can only be used while logged into that site. If multiple sites have the same part
number defined, then they can transfer inventory between the sites.
 Parts Global – Quick list of common part definitions available to all sites.
 Sites – Separate inventory and service locations.
 Parts – Part definitions to use for this site’s inventory.
 Parts On-Hand Inventory – Currently stocked inventory.
 Parts Check-In (Receipts) – Historical record of parts checked-in to
inventory.
 Parts Check-Out (Usage) – Historical record of parts checked-out to
vehicles or work orders.
 On Hand/Adjustments – Historical record of adjustments to on hand
inventory.
 Site Transfers – Historical record of parts moved between sites.
 Physical Inventory – Batch adjust full or partial inventory quantity.
 Cross Reference – Related parts for warranty flagging.
 Purchase Orders – Historical record of vendor purchases.
 Part Purchases (Purchase Order Details) – Line items of parts to be
purchased or returned.
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Defining Parts
The first step to maintaining an inventory of parts is to define your parts in the
system. You must have managerial privileges to define new parts.
Open the parts module
Add a part
Supply the required information about the part, and any optional information you
wish.
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The required information when defining a part is a unique part number that will be
used to identify the part in the system, a description of the part, and a default
supplier. This supplier will have already been set up in the vendors section of the
database. You may choose a different vendor than the default when entering parts
into inventory if you order the same type of parts from more than one supplier.
When using average costing, it is recommended that you DO NOT enter parts with a
cost of $0.00 as this can cause confusion with your costing calculations now and in
the future.
While checking in parts, if you have a barcode scanner and a part with a bar code
label on it, you can optionally scan the bar code and it will automatically create a new
part number from the decoded bar code label. However, any additional optional
information will still need to be entered manually if necessary.
After you have defined a part, you can later make changes by selecting that part in
the list and choosing the “change” button.
The optional information for each part you define includes:
Issued unit of measure – This field will use the default unit of measure as
earlier defined in your company defaults.
Markup percentage – percentage a part will be marked up by default when a
part is included on a work order invoice.
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Retail Price – fixed price for invoice.
Tax Exempt – excludes tax on the invoice for this part (pre-fills).
Core Tracking – True or false checkbox, designates whether the part requires
core tracking. If this is checked, you can supply a maximum core value. The
part value listed for a part with core tracking will be the sum of the value
of the part that contains a core and the value of a clean core. When you
add a part that requires core tracking, the system will automatically create a
second part signifying the dirty core. You can then modify information
concerning this dirty core separately from the part itself. In the list, the dirty
core will be designated with the same part number, with the suffix “Cr” added
– e.g. Part number 101144 will have a dirty core part number 101144Cr.
Primary & Secondary Bin – Warehouse bin locations where part is stored.
Category - this is a good field to use for using custom query on reports.
Subcategory – this is a good field to use for using custom query on reports.
Default Service Code – default service code to pre-fill parts usage with.
Warranty information – The warranty provider, as well as the terms (time
and/or distance) of the warranty. This information must exist at the time of
check-out in order for the warranty reminder message to show properly.
Classification – supports classification coding formats occurring with three
sets of three characters, such as 100-200-300, VMRS-style codes. Used for
warranty detection when preformed twice on same vehicle.
Reorder point information – Choose a restock option for this part. The restock
option allows you to choose between the formula trend, min/ max option, or
no reordering for a part.
Restock Option - Formula trend – the formula tracks parts over a 90-day
period to determine the average demand (default is 15 days demand, or 24
turns per year). The trend quantity is calculated by adding:

20% of parts usage from past 61-90 days

30% of parts usage from past 31-60 days

50% of parts usage from past 0-30 days

And then divides that sum by the formula trend divisor (the default
tend divisor is 2).
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
This standard trend quantity will certainly reduce if not eliminate
stock-outs on regularly carried inventory and in most instances
greatly reduce your inventory investment.
You can modify the trend divisor from File->Settings->Parts Inventory section.
If the trend divisor is set to 1, the result is a 30 day demand, or 12 turns per
year. If the divisor is 0.5, the result is a 60 day demand, or 6 turns per year. If
the divisor is changed to 3, the result is a 10 day demand.
When the Formula option is chosen, the system will use the Min/Max
reordering for the first 90 days while the system builds the standard trend
quantity. After the first 90 days the formula trend will be used.
Restock Option - Min/Max - minimum reorder point, maximum reorder
quantity
Maximum – maximum number of parts to be held in inventory.
Minimum – minimum number of parts to be held in inventory. When
the minimum number is reached, the system will indicate in the reorder
reports for you to order enough parts to reach the maximum number.
Restock Option – Do Not Order – this part will not be included on the
suggested reorder report.
With a setting of Min/Max, the maximum value must be greater than or equal to the
minimum value. By default, these values are set at a minimum of one, a maximum of
two.
You can separate your parts as either active or inactive from the main list of parts that
appears when you first click on the parts button. To deactivate a part, select it from
the list at the active tab, and then click the “Deactivate” button. Likewise, to
reactivate a part, select it from the list at the inactive tab, and click the “Activate” tab.
If you wish to remove a part record that does not have any other fleet data
associated with it, highlight the record and press the Delete button.
Printing Barcodes
First make sure to configure your barcode printer or choose the windows printer you
would like to use under the site settings.
To print a bar code(s) for a part already in the system, select it in the list and then
choose the “Print Barcode” button. This will print the bar code for the selected part
on your label printer. You can even print bar codes for all of your parts at once by
using the All Bar Code Labels report. This report is located under the Reports main
menu on the Inventory sub-menu.
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By default, the report will print only one label for every part in your inventory. By
selecting the All Parts on Hand option the report will print a label for every part on
hand. That means if you have 300 items on hand the report will print 300 labels.
You can use the custom query wizard to selectively print barcodes as needed.
Parts Cross Reference
Sometimes you will have multiple parts from different vendors or manufacturers that
are actually the same part, but they have different part numbers. You can reference
these alternate part numbers by adding a Cross Reference to one of the parts. By
cross referencing two parts, you can easily lookup alternate part numbers, as well as
receive warranty warnings when a matching cross-referenced part is put on the
vehicle within the warranty period.
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Parts Check-In
Once you have defined your parts, you can check them in and out of inventory.
Open the parts module
Open the parts check-in module
Add Parts to Check-in queue (either manually or select from open PO)
Complete and Print
Once you are in the parts check-in module, you can check in parts either by scanning
their barcodes, or manually selecting and entering them. If you scan a barcode, the
system will automatically open a new check-in record.
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Once you scan a barcode, you must select the vendor that supplied the part. The
default vendor defined for the part is supplied automatically, or you can select a
different vendor from the list. You must also supply an actual cost for the part. The
default cost is supplied from the bar code, but you can adjust it manually. You can
increment the quantity of a particular part being checked in by scanning that part’s
bar code again, or by manually modifying the quantity field. You have the option of
supplying a receipt reference number, such as a receipt number from the vendor.
If you Check-In a part that does not exist, it will be created automatically. Although
you can define new parts in the system on the fly as you check them in, this is not
recommended.
When you are finished checking in a particular part, you can complete the part checkin process by choosing the “OK” button. Or, if you scan a different part’s bar code,
the previous part check-in process will be completed in the system.
If you are receiving inventory from an existing open purchase order, press “Add PO
Details” button.
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Double click on parts to be received. When the parts are selected, press “Add to
Check-In Queue” button.
Each part that you check in will then be listed in the New Check In List. This list also
displays the total number of part numbers checked in. You can review and modify
this information by selecting the part in this list and choosing the “Change” button. If
you no longer wish to check-in a part in the list, you can remove it by selecting that
part and choosing the “Remove” button. Once you have all of the check-in
information correct, choose “Complete Check In and Print.”
Once you have completed check in, the system will ask you whether you wish to print
bar codes for all parts checked in. If you choose yes, the system will open a print
preview window and you can print bar codes on your label printer.
Adjustments
The adjustment module is an in-depth inventory list, allowing you to manually adjust
on hand inventory information. There are two ways to make adjustments.
To simply adjust the on hand quantity of a part, select the part from the list and
choose the “Adjust Quantity” button. This will bring up the simple adjustment window
where you can add or remove from the on hand quantity and include a comment.
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To adjust the vendor code, on hand quantities, or price, choose the “Adjustment”
button.
The adjustments module will display a list of parts that you currently have in
inventory. If you received identical parts from different vendors, there will be a
separate record for each part with respect to vendor. For example, if you receive part
number 1000 from Vendor A, and another part number 1000 from Vendor B, your
parts inventory list will show two part number 1000’s in inventory, but in the
adjustment module you will see separate entries for each part number 1000.
You can adjust inventory records by selecting them and choosing “Change”. If there
are no inventory records for a part, you can add an inventory record by choosing
“Add.” You can also delete an inventory record by choosing “Delete.” If you choose
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to delete an inventory record, any quantities associated in that record will be
subtracted from inventory.
If you add an inventory record, you will need to supply a vendor, quantity, an actual
cost per item, and comments.
When you have completed an adjustment, you can select another part to adjust if
you’d like, or choose “back to parts” to return to the main parts inventory window, or
choose “close” to exit the parts inventory area.
Transfers (Multiple Sites Only)
If you have multiple sites, you can request a parts transfer from another site to your
own. After you have requested a transfer, a manager at the requested site will need
to approve the transfer and arrange for parts shipment. Once you have received the
parts you can complete the transfer in the system, and all inventory quantities will
have been adjusted appropriately.
To request a transfer, from the Parts Inventory window, select “Transfer.” The
incoming transfers requested tab shows any part transfers that your site has already
made. You may edit an existing request by selecting it in the list and choosing “edit,”
or you can make a new request by choosing “request.” Then, you need to select the
part number that you wish transferred by typing in the part number, or by pressing
the ellipse button
and choosing it from the list. Once you have chosen a part
number, inventory quantities from other sites will be shown down in the list. Next,
choose a site from which to request the transfer. You can only choose a site that
currently has the part in inventory. Finally, choose the quantity you are requesting,
and add any optional comments you see fit.
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Once you have made a transfer request, it will appear in the outgoing transfers
requested list (tab) at the site from which you requested parts. If another site has
requested a transfer from your site, on the outgoing transfers requested tab you can
select it from the list and first choose “approve” to signify that the request is
approved. Then, once you are ready to process the request, choose the “check out
transfer” button. This will remove the quantity of items from your inventory in the
system, and the system will prompt you to arrange for shipping of the items. If you’d
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like, you can select a transfer from this list and choose the “print packing list” button
to generate a packing list to include with shipment.
Once a transfer request has been approved and checked out at the sending site, it
will appear in the incoming transfers requested list at the requesting site with status
“in transit.” When the parts arrive at your site, you can complete the transfer request
by choosing the “check in transfer” button. At this point, the items will be added to
your inventory.
A history of all completed transfers involving your site can be viewed on the
“completed transfers” tab.
Core Tracking

In Truck Tracker Software, cores are represented by two part numbers:
o (1) the part itself, which includes the clean core value
o (2) the dirty core, which has a (123Cr).

In Truck Tracker, when the core tracking option is selected:
o The dirty core is automatically created with the same number as the
part itself, followed by “Cr” at end of part number (123Cr). And with
the same quantity as the part itself.
o When the user first enters a price for the part (before indicating that
a core exists), that price is the cost of the part itself without the
value of the clean core.

Once core tracking is selected for that part and the
maximum value of the dirty core is entered, a notification will
be made to the user that the user needs to manually update
the cost of the part.

That updated cost of the part should then include the value
of the part plus the value of the clean core that is part of that
part.

NOTE: Because the value of the clean core is included
within the value of the part itself, any reporting that includes
that part will show the full cost of the part (including the cost
of the core).
o When a part that is set up for core tracking is charged out to a work
order, a red dot appears to advise that a credit should be entered
for the dirty core.

When the dirty core is added to the work order, the user has
the ability to change the value of that dirty core from the full
value established to any value, including zero.

A dirty core credit must be entered before the work order can
be closed.
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o Dirty cores cannot be added to purchase orders (i.e., to reflect in
the records the credit that the customer will receive for returning a
core). The parts Adjustment feature must be used to remove the
dirty core from inventory when that core is returned to the vendor.

Markups:
o Any markup for the part will be charged against both the part and
the (clean) core.
o When a dirty core is credited to a work order, that same markup will
be automatically added to the dirty core, so that if the maximum
value of the dirty core is entered, this will clear out the total cost of
the clean core.
Physical Inventory
With this feature, each site can perform a complete physical inventory with count
sheets and detailed reports. To launch the physical inventory module, choose
the “Physical Inventory” button on the parts window or select it from the Lists
main menu.
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The physical inventory functionality works in 3 steps.
Step 1:
Print Count Sheet(s) – this will print the count sheets and create a temporary
inventory work file for recording the counted quantities. You can perform a
physical inventory on a subset of parts by using the Custom Query option before
you print the count sheets.
After printing the count sheets, step 2 and 3 will be enabled and the Print Count
Sheet button will be disabled. You cannot print the count sheets again until you
complete Step 3 or start over by selecting the Clear button. Selecting the Clear
button will erase all of the counted quantities that have been entered thus far.
Step 2:
Enter Count – this window will update the inventory work file with the counted
quantities from the printed count sheets in step 1. You can edit the quantity on
hand by double-clicking the record or by selecting the Begin Editing button. Use
the Enter, Tab or Up and Down arrow keys to navigate the list. You can go back
and re-enter or update the counted quantities in this screen. Values with a “0”
entered in the Quantity on Hand will have their quantities set to 0 in stage 3. If
you leave a “_” in the Quantity on Hand field then the quantity will remain
unchanged in stage 3.
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Parts not Counted Report – this report will show all of the parts on the count
sheets that have not had an entry in the Enter Count window.
Part Variance Report – this report will show a list of all parts in the work file with
a comparison of the counted quantities to the current on hand quantities. The
unit cost is the cost of a single part on hand (actual or average - determined by
the costing method specified in the site configuration). The counted cost is the
unit cost multiplied by the counted quantity. The variance cost is the current on
hand cost (the cost of the parts currently in inventory) minus the counted cost
(the cost of the parts counted). This is a useful value that represents the total
dollar amount that your physical inventory is off by.
All buttons in step 2 (enter counts and both reports) can be run or re-run as many
times as you wish in any order before moving on to step 3.
Step 3:
Post Counts to Inventory – this is the final step and will update the on hand
records for only the parts with entries in the Enter Count screen. It will ignore
any parts that have not been counted (parts with a “_”). Adjustment records are
created for all modifications to the on hand records so that you will have a history
of the postings.
When the inventory is updated, you will get a summary report of the physical
inventory update.
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Part Check Out (Usage)
Parts can be checked out by using a work order. They can also be checked directly
out of inventory from the parts inventory window, but a vehicle selection is still
required . From the Parts list window, choose the “Part Check Out” button to begin
checking out parts.
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From here you must select a vehicle for which the part is being checked out. Once
you’ve selected a vehicle, you can begin checking out parts by scanning their bar
code labels or manually selecting them. Once you choose “OK” or scan a second
bar code label in succession the first part will be checked out, and the system will
remember the vehicle for which you are checking out parts.
When you select a part manually, by default the selected quantity will be checked out
sequentially in First in First out (FIFO) order. You can check out a specific inventory
part by highlighting the part and the specific on hand inventory record. If the quantity
chosen is greater than the selected on hand record, the system will remove the
remaining quantity in FIFO order.
Average Costing
Average cost method is used when the “Costing Method” site setting is set to
Average.
Average cost is recalculated when a part is received (Check-In), credited into the
system (Check-Out Credit Item), or manually adjusted into or out of the system
(Adjustments).
To see all transactions that affect the average cost for a part you can:
1. Open the Parts Inventory Screen.
a. Press the Parts button on the toolbar.
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b.
c.
d.
e.
Highlight a Part record.
Press the “Check-In” button and look at the costs for that part.
Press the “Adjustments” button and look at the costs.
Press the “Check-Out” button for items that were marked as “Credit
Items” which have a negative total cost.
2. Run the “Parts Transaction Log” report.
a. Go to Reports->Inventory->Parts Transaction Log.
b. Enter a date range or leave blank for all.
c. Enter a custom query if you wish for specific parts.
d. Press Go and wait for the report to generate.
Sometimes you can find a transaction that has an incorrect cost for some reason,
and this could be altering the average cost. Or maybe the whole transaction is
invalid. In this case you would want to Change or Delete the On Hand records
(creates an Adjustment) to get rid of the invalid data, and the average cost will be
reflected. Be aware that if you checked-out parts after the invalid transaction
occurred, it might not have the correct cost, and it won’t be changed automatically. If
the part was used with the wrong average cost on a work order that is now closed,
you might not be able to reopen it and change the cost. If the work order is open,
you can Delete the incorrect part check-out records, fix the cost, and then add the
parts usage back again. See the process below.
To alter the average cost for a part you can:
1. Change or Delete the On Hand record, which automatically creates an
Adjustment.
2. Delete a Check-in record, which automatically deletes the corresponding
On Hand record if it hasn’t been used yet. If it has been used already then
you need to Delete that Usage record first to put it back into the On Hand
table. Once the part is back in the On Hand table you can now perform
either option 1 or 2.
For example, if you somehow received or adjusted quantity 2 at $0 and quantity 2 at
$100, then it will check-out at average cost of $50 per part. If you then adjusted the
cost of the 2 parts from $0 to $100, or if you removed the quantity of 2 parts at $0,
then it will check-out at average cost of $100 per part again.
Hopefully you can now understand how the average cost is managed. Behind the
scenes it’s actually more complicated than it sounds because the system allows the
same part with different quantities at difference prices, and the average cost spreads
it all out equally in the end. You just have to be careful about adjustments because if
you are half way through the stock of a particular item, it hasn’t been fully spread out
yet, and an adjustment will wipe away the rest.
If you think there is a problem creating the adjustments or receipts, which is actually
creating the problem with the average cost, then we need to focus on why that is
happening and not the calculation itself. We need to reproduce the erroneous
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adjustment or receipts in a test environment so we can isolate the issue. In this case
it might also help to have a copy of the customer database backup file.
Vehicle Parts Reference
The Vehicle Parts Reference module allows you to track parts used on similar
vehicles, according to their year, make and model (or make & model only). To use
this module, first enter the vehicles module, and then select the vehicle you would
like to associate a part with. Then, choose the “Vehicle Parts Reference” button. A
list of any parts already associated with this vehicle’s year, make and model will
appear in the list. If you switch to the “Make and Model Only” tab, then parts
associated with all similar makes and models will appear in the list. This list will be
built up automatically as you use parts on vehicles. You can also Add, Change and
Delete records as needed.
To associate a part with a vehicle by year, make and model, choose the “add” button
and select the part from your parts list. This part will then show up for any other
vehicle of the same year, make, and model that you select from the vehicles list if you
choose “vehicle parts reference.” Similarly, any parts that you add to the “make and
model only” list will appear for any other vehicles of the same make and model.
There may be overlap between parts on the two lists for a particular vehicle.
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Parts Documents
Truck Trackers allows you to attach documents to your part records. You can
store a profile picture of the part, installation guides and anything else you may
need to associate with a part. To attach a document to a part click the Parts icon
on the toolbar. Then select the part you would like to attach a document to.
Press the Change button after that. On the window that pops up you should see
a Documents tab. The picture below is an example of what you should see if you
have Documents already associated with the parts you selected.
To view one of your documents just click on the File Name. It should look similar
to a link you might see on a website. This should open the file in the appropriate
program. For example, an “Installation guide.pdf” file will open in Adobe Acrobat
Reader. To change a Document Link just select the item from the list and press
the change button. It should look similar to the image below:
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To add a Document Link select the “Add” button. Click the button with the ellipsis
(…) to select which file you would like to attach to the selected part. Truck
Tracker maintains its own document library and will copy the selected file into
that document library when you press the OK button. So even if you delete the
document from your computer after you have attached it to this part it will be
available because it is still in Truck Tracker’s document library. It will continue to
exist until you delete it from the document library within Truck Tracker. This is a
permanent delete.
Purchase Orders
Truck Tracker has a purchase order module that provides additional functionality and
interfaces with the parts inventory module of the software. If you have purchased the
Professional version, you will be able to track parts purchases more closely with
purchase order records as well as automatically generate a purchase order based on
the current inventory needs. Additionally, special reports pertaining to the information
kept in this module are also available.
Adding a PO
To get to the PO System Module, first enter the Parts module. Then, choose the
“Purchase Orders” button.
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To create a PO, choose the “Add” button. The system defaults to the current date
and time, but you can override these if appropriate. You must also select a vendor
from which you are making a purchase. Next, choose the part you wish to order by
choosing the “Add” button, and choose a quantity to order. You can order multiple
parts on one PO. The sales tax may also be included on the purchase order.
Indicate by a check mark in the “Sales Tax” box and enter the percentage of sales
tax charge. This amount will be applied to the entire purchase order and if indicated
on the part line item entry, will also be included in the part cost when checked into
inventory. Supply any other relevant information that you have.
If you wish to print a PO, you can select it and choose the “Print PO” button.
Creating a PO for Vendor Reorder Amount
Use the “Add PO For Vendor Reorder” button to automatically generate and review a
purchase order for a selected vendor. This PO will be automatically created to order
any parts for which the selected vendor is the supplier and the current inventory has
fallen below the reorder level.
Checking In an Entire PO
If you wish to receive all of the parts from a purchase order into your inventory
quickly, you can choose that PO record from the list and press the “Check-In Entire
PO” button. This function will create receipts and on hand records for the quantity
remaining on order of each line item, then it will close the purchase order.
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C H A P T E R
1 1
Security Configuration
Truck Tracker allows you the ability to create unique login accounts, and maintain
unique security permissions for individual users or groups of users. This includes
defining users in the system, creating groups, and setting permissions. In order to
perform this configuration, you will need to logon with Full Access User
privileges.
To begin managing security, choose the Security icon on the toolbar, or select
Security under the File menu.
The system comes with two automatically created user accounts: manager and
mechanic. You may change the default accounts or create new user accounts and
then give them unique permissions.
User accounts are unique across all sites: you cannot have a “Mechanic” user for
more than one site. Each user will be linked to a specific site, or have the option to
select a site at login. After you login, the system will recognize what site the user is
setup to use and displays the appropriate site data.
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Users Setup
To add a new user account, choose the security button. Next, choose “configure
individual users.” Finally, choose “Insert”.
A username is determined by the user’s first and last name in conjunction. For
example, for a user named Anthony Anderson, this would be the username that
Anthony would supply to login to Truck Tracker. If you only supply information in the
last name field, this will be the username.
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You also need to supply a password for the username. Passwords are not case
sensitive, and are not masked from view. You also need to select what site the user
is at.
You can grant the user two additional levels of security. The “Allow Full Access”
setting will give the user the ability to change global company settings such as PM
reminder intervals and can also configure security for vehicles and service codes.
The “Allow Site Selection” (multi-site installations only) setting will give the user the
ability to select which site to log into after the logon information is verified.
If you wish to prevent this login from becoming active, or restrict it later, use the
“locked out” checkbox. When selected, this box prevents the account from
accessing the system.
To join a user to a group, choose the “Insert” button near the groups list. To remove
a user from a group, choose the “Delete” button near the groups list.
To specify security permissions, choose the appropriate area from the top list, and
the appropriate permission from the bottom list. It is recommended that you define
security for groups and then join users to these groups, rather define security
for each user. However, if you wish to use the “Deny” flag for any particular action
for a specific user, this will override any permissions allowed for a group. For more
information on specific security permissions, see the Appendix.
Active Directory Integration
To use single sign-on with windows active directory, select the “Active Directory
User” option. Enter the domain account name in the Last Name field and enter the
LDAP path to the domain. When a user is logged into active directory then they do
not need to enter a password to login to the software.
You must be currently logged into the domain with permissions to connect and
browse the list of accounts. To browse a list of active directory entries, enter the path
(i.e. LDAP://dc=yourdomain,dc=com), and press the Query AD button.
You can bulk import active directory accounts as Users or Employee records (they
are separate entities in the program). Simply highlight the records you want to import
and press the “Import as Users” or “Import as Employees” button.
Groups Setup
To simplify managing uniquely defined permission sets, you can create a group for
users with similar security permissions, define the permissions for this group, and
then add users to the group to effectively give them the appropriate permissions.
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To create a group, choose the “Configure Groups of Users” button within the security
module. Next, choose “Add”. Supply a name for the group, and define the group’s
site. You can also join user accounts to the group by inserting them into the list of
members.
Finally, define what permissions you would like users in this group to have, and grant
them these permissions.
Security Permissions
Users can perform functions or gain access within the software if they have been
granted the permission. Users can be granted this permission either directly, to their
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user account, or they can receive it through membership in any groups that have this
permission. However, any time a user is explicitly denied a function or access, deny
settings override any permissions. The end result is that even if a user belongs to
a group with permission to an area, but is explicitly denied this permission, the user
will not be able to work in this area of the software. Similarly, if a user belongs to a
group that is denied permission, the user will not be able to work in this area of the
software even if the user is granted permission on the user’s individual account. If a
user is neither granted nor denied permission to a function through either the user’s
individual account or group memberships, the user will not have access to that
function of the software.
Security permissions are organized by logical groups, called “Areas:”. Some areas
are related to optional modules, and are only available if these modules are
purchased and activated.
Each security area contains permissions, called “Doors:”. In order to deny
permission to modules that have multiple points of entry, you must deny each “Door”.
For example, to deny permission to Work Orders, you would need to deny the “Work
Order button” in both the Vehicles and the Toolbar areas.
Here is a list of all of the Areas and Doors available:

Customers
o
o
o
o
o

Document Attachments
o
o
o
o

Add/Change/Delete Customers
Inactivate Customer
Logs Button
Vehicles Button
WO/Invoices Button
Add/Change/Delete Document
View Employee Documents
View Part Documents
View Vehicle Documents
Drop Menu
o
o
o
o
o
o
o
Backup Database – ability to create a backup file of the database (accessed under
the File menu)
Batch Meter Update From Lists Menu – allows access to launch function from the
Lists menu (requires permission to access Lists menu)
Change Drop Down Lists – add / modify drop down list entries (for example “Fuel
Type” and “Meter Type”)
Custom Query Wizard – ability to add / modify / execute custom queries on reports
Database Tools – check database integrity, rebuild keys, recomputed statistics and
change the database Read-Only account password.
ExportDdata – ability to export data tables (accessed under the File menu)
Global Company Configuration – configure sites, groups for sites, inventory cost
method, reminder settings, and currency conversion settings. (Requires Site Setup
permission to have access)
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
E-mail Configuration
o

Employee Certifications
o

Add/Change/Delete Expense Records
Fuel
o

Add/Change/Delete Employee
Clear Warnings
Employee Certifications button
Employee Licenses Button
Employee Physicals Button
Employee Training Button
Inactivate Employee
View Sensitive Employee Information
Expenses
o

Add/Change/Delete Employee Training
Employees
o
o
o
o
o
o
o
o

Add/Change/Delete Employee Training
Employee Violations
o

Add/Change/Delete Employee Physicals
Employee Training
o

Add/Change/Delete Employee Certification
Employee Physicals
o

Add/Change/Delete E-mail Configuration
Add/Change/Delete Fuel Record
Parts Inventory
o
o
o
o
o
o
o
o
o
o
o
o
o
o
Add/Change/Delete Part Record
Adjust Quantity Button (Simple)
Adjustments (Advanced)
Change Parts Usage Button
Check Out Non-Inventory Parts
Delete Check-In Receipt Button
Delete Part Checkout
Inactivate Part Record
Multi-Site Part Transfers
Part Check-In
Part Check-Out
Part Cross Reference Button
Physical Inventory Button
PO System Button
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
Parts Transfer
o
o
o
o
o
o

Purchase Orders
o
o
o
o
o

Add/Change/Delete/Close Purchase Orders
Re-Open Closed Purchase Order
View All Purchase Orders
View Closed Purchase Orders
View Completed Purchase Orders
PM Schedule
o

Approve/Change a Transfer Request
Force Completion of Transfer Request
Part Check In from Transfer Request
Part Check Out from Transfer Request
Request Parts from Another Site
Void a Transfer Request
Add/Change/Delete PM Schedule
Reported Problems
o Add/Change/Delete Reported Problem

Service codes
o
o
o
o
o

Service Repair
o
o

Add/Change/Delete Service Codes
Inactivate Service Code
PM Group Button
View Standard Hourly Rate
View Standard Hours
Add/Change/Delete a Service
Show Adjusted Standard Hours
Toolbar
o
o
o
o
o
o
o
o
o
o
o
Customer Button
Expenses Button
Fuel Button – allows access to Fuel screen from the mail toolbar (should be used in
conjunction with Fuel button in Vehicles area)
Help Button
Fuel Interface Button
Licensing and Permits Button
Parts Check In Button
Parts Inventory Button
PM Schedule Button – PM schedule button
Reminder Button – access to the Reminders screen
Reported Problems Button
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o
o
o
o
o
o
o
o
o

Vehicle Licensing / Tags
o

o
o
o
o
o
o
o
o
Add/Change/Delete Vehicles
Batch Meter Update Button – perform batch meter updates from the Vehicles screen
Change Old Meter Fields
Clear Warnings
Expenses Button
Fuel Button – allow access if optional module is activated, should be used in
conjunction with Fuel button in Toolbar area
Inactivate Vehicle
Reported Problems Button – allow access if optional module is activated
Service/Parts Button
Vehicle Licensing/Tags Button – allow access if optional module is activated
Vehicle Logs Button – allow access if optional module is activated, should be used in
conjunction with Log button in Toolbar area
Vehicle Parts Reference Button – allow access if optional module is activated
Vehicle Tires Button – allow access if optional module is activated
Work Order Button – should be used in conjunction with Work Order button in Toolbar
area
Vendors
o
o

Add/Change/Delete Tire Records
Vehicles
o
o
o
o
o
o

Add/Change/Delete Vehicle Parts Reference
Vehicle Tires
o

Add/Change/Delete Vehicle Logs
Vehicle Parts Reference
o

Add/Change/Delete Vehicle Licensing /Tags
Vehicle Logs
o

Security Button – access to view / modify the user and group security settings
Service Code Button – access to the Service Codes screen
Service Screen Button
Staff Button – access to the Employees screen
Tires Button
Vehicle Button – access to the Vehicles screen
Vehicle Log Button – allows access to Logs screen from the mail toolbar (should be
used in conjunction with Daily Log button in Vehicles area)
Vendor Button – access to the Vendors screen
Work Order List Button – access to the Work Orders screen (should be used in
conjunction with the Work Orders button in the Vehicles area)
Add/Change/Delete Vendor
Inactivate Vendor
Work Orders/Invoice
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o
o
o
o
o
o
o
o
o
o
o
Add/Change/Delete Work Orders
Change Actual Hours in WO Service
Close work order
Credit Parts on Work Order - makes “Credit Item” checkbox available for Parts Used
Credit Service on Work Order – makes “Credit Item” checkbox available for Services
Override Default Invoice Information
Reopen Closed Work Orders
Record Work from Outside Sources
View All/Closed/Completed Work Orders
View The Invoice Labor Rate For WO Service
Void Work Orders
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C H A P T E R
1 2
Reminders
Truck Tracker allows you the ability to easily view reminders for Preventive
Maintenance, Tire Life, Reported Problems, Licensing and Permits, Employee
Physicals, Employee Licenses, Employee Violations, Employee Training, and Parts
Reorder that will soon be due. To see this list, choose the Reminders button.
Preventive Maintenance Reminders
The default view is to show PM events coming due for all vehicles, according to the
global reminder settings. You can separate this to show only PM events for one
vehicle by selecting it in the Vehicle field. Alternately, you can return to the entire list
by choosing the “View All” button.
Items shown in red are past due or coming due within the global time period.
The reminders list is view only.
Vehicle Module Reminders
There are additional reminders for optional modules such as Incomplete Reported
Problems, Vehicle Licensing and Permits about to expire, Tires that are coming close
to their expected life, and Employee Physicals, Licenses, Violations and Training are
about to expire.
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The Reported Problems reminders will trigger if the problem has not yet been
completed.
The Vehicle Licensing and Permits reminders will trigger if the expiration date is
greater than or equal to today’s date minus the global time period.
The Tire Life reminder will trigger if the Tire’s “Put in Service Meter 1” plus the current
vehicle meter is greater than or equal to today’s date minus the global time period.
Employee Module Reminders
The Employee Physicals, Licenses, Violations, and Training reminders will trigger if
the expiration date is greater than or equal to today’s date minus the global time
period.
Reorder Parts Reminder
The Reorder Parts reminder follows the same logic as the reorder report. Depending
on the reorder type, when the system sees that the part needs to be ordered, it will
show a reminder.
Reminder Icons
Truck Tracker now puts icons in certain lists to highlight the fact that a vehicle,
employee, or part has a reminder associated with it. The following are examples of
what reminder icons might look like:
These additional reminder icons require additional queries and can slow down load
time. If performance becomes an issue you can try turning off these icons under the
local settings.
Email Reminders
With the E-mail Reminders feature Truck Tracker can be configured to send an
e-mail alert when a new reminder is detected. Currently E-mail Reminders can
be set up for each alert in the software. If an alert shows up in the Reminders
screen it can potentially generate an e-mail alert.
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To define a new E-mail Reminder select the Lists menu and then choose E-mail
Reminders. Here you will see a list of all your e-mail reminders for the site you
are currently logged into. To view another sites E-mail Reminders you will need
to log in to that site.
To create a new E-mail Reminder click the “Add “button in the lower right of the
screen. Enter the required Config Name field and the Recipients email
addresses. You can manually enter any valid e-mail address or select it from the
lists of existing email address already entered into the software. Separate each
e-mail address with a semi-colon so the system can identify separate e-mail
addresses.
There are Included Alerts and there are Excluded Alerts. The Excluded Alerts
subtract from the Included Alerts. For example, to email alerts for all the reported
problems for this site, add an included alert for Reported Problems and specify
All Vehicles.
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However, if I wanted Jon to receive all alerts for reported problems except for
vehicles that are in the vehicle group Sales then I would add an included alert for
Reported Problems and specify All Vehicles. After that I would add an excluded
alert for Reported Problems and select Group Of Vehicles. Then specify which
group to exclude from. In this case that would be Sales. Truck Tracker will
exclude all vehicles with a group of type Sales while including everything else.
You can choose any combination of available alerts to be included or excluded.
If you want someone to receive all alerts for just their vehicle, then just select
Specific Vehicle and enter the vehicle code for the vehicle.
At this point you may have noticed that there is a disabled Employee tab when
you are creating a new alert. The reason is that some alerts are employee based
and others are vehicle based. PM Reminders, Reported Problems, Licensing
and Permits and Tires are vehicle based so you can select from Specific Vehicle,
Group Of Vehicles or All Vehicles. Physicals, Certifications/Licenses, Violations
and Training are employee based so you can select from Specific Employee,
Employee Type, or All Employees. Depending on which Reminder Type you
select Truck Tracker will enable/disable the appropriate tab.
Finally, when you are creating a new alert to be included there is an option to
specify Resend Days. This tells Truck Tracker how long to wait before sending
an e-mail notification after it has initially sent a notification of a reminder. In the
example above, Truck Tracker will wait seven days before resending the e-mail
alert. If the reported problem has been taken care of in that seven day time
frame then it will no longer show up in the Reminders window. If it no longer
shows up in the Reminders window, then Truck Tracker will not re-send an email for that reported problem even though the seven days are up. Truck
Tracker will only re-send the e-mail reminder for the reported problem in the
Resend Days time has elapsed and it is still in the Reminders window.
Truck Tracker is designed to attempt to send e-mails throughout the day or only
once a day. If the emails aren’t being received then open the Email Error Log
located at the lower right of the E-mail Reminder screen. It is designed to give
you insight into some of the reasons why e-mails may not be getting through. If
Truck Tracker has a problem connecting to the e-mail server or has been given a
bad e-mail address it will show up in here. If the e-mails are still not being sent
contact your network administrator and have them check the server’s application
log for messages from the event source “Truck Tracker Service.” If necessary
have them contact Truck Tracker Support.
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Truck Tracker allows you plenty of flexibility in configuring when and how often email alerts are sent. You can set it to occur once a day by selecting an e-mail
start time and the setting the “Time To Wait Between Each E-mail Reminder” to
“24 Hours”. You can also set it to occur every 5 minutes to get a closer to real
time alerts. If that is the case then the E-mail Start Time still needs to be set but
it doesn’t really matter when you set it. If you have a large number of e-mail
configurations you may want to set the wait time to more than 5 minutes. If you
have multiple sites the system will process all sites every 15 minutes in the
example below:
NOTE: When changing any Service settings it may take up to six hours to take
effect.
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1 3
Vehicle Maintenance History
Fuel
The Fuel module allows you to track fuel purchases. These purchase records also
allow you to update vehicle mileage, current to the last time you purchased fuel. (For
directions on interface with other fuel systems using the Fuel Interface Module see
Chapter 15)
To use the Fuel module, choose the “Fuel” icon from the toolbar or open the vehicle
list and choose the Fuel button.
To add a fuel purchase record, choose “Add.” (You can modify fuel purchase
records by choosing “Change” and delete them by choosing “Delete.”
When entering a fuel purchase record enter the vehicle and the fuel vendor. The
system will default to the current date and time, but you can override these with
accurate dates and times for the purchase. You also must supply the new current
vehicle meter 1 value. You can override the previous meter value if it is inaccurate
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for fuel /MPG calculations by checking the override box. The previous meter value is
filled in from the last fuel meter fields in the vehicle record form. If you enter in a
meter value that is higher than the actual meter value, the system will update the
actual meter. If you enter in a meter value that is lower than the actual meter value of
the vehicle, the system will not update the actual vehicle meter. If you enter meter
value in error that is higher than the current meter on the vehicle you can update the
current meter and the previous fuel meter values in the vehicle record form.
Supply fuel pricing information, and/or oil information and tax information if
appropriate.
Daily Logs
The Daily Logs module allows you to track daily vehicle mileage and employee drive
time, as well as certain FMCSA required fields and IFTA reporting fields. The Logs
module also allows you to update vehicle mileage, current to the end of the trip.
Reports are also available concerning daily logs.
To use the Daily Logs module, choose the “Logs” icon from the toolbar or open the
vehicle list and choose the “Daily Logs” button.
To add a new daily log record, choose “Add.” (You can modify log records by
choosing “Change” and delete them by choosing “Delete.” If you delete a log record,
any updates to vehicle mileage remain with that vehicle record.)
When entering a log record, choose first the vehicle, and the date of the trip. The
system will default to the current date but you can override these with the accurate
date of the trip. You can also supply the starting value and current vehicle meter 1 &
meter 2 values. These meter values are not automatically populated. If you
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enter in a meter value lower than the actual meter value of the vehicle, the system
will accept these records so that you can enter historical records, but will not update
the vehicle with the lower meter value.
You also have the option recording the following information based on the FMCSA
“Hours of Service” Regulations.
1. Hours/Remarks – driver records time and location when driving status
changes.
2. Shipments – driver records order numbers, freight and weight of shipments.
3. State Mileage – driver records total miles per state and amount of fuel
purchased in that state.
4. Customer Information – record any customer and expense info of the trip.
Reported Problems
The Reported Problems module allows you to track problems observed for a vehicle,
and alert service persons to these problems when they perform work orders.
To use the Reported Problems module, it can be accessed either by the Vehicle list
or by selecting the “Problems” icon in the toolbar. If accessing by Vehicle list, select
the vehicle for which you wish to report a problem. Next choose “Reported
Problems.”
To report a problem for this vehicle, choose “Add.” The date and time of the report
will automatically default to the current date & time, but you can override these if
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appropriate. You must supply a service code relating to the problem, as well as the
person reporting the problem.
You can also supply meter information at the time of the problem, and any other
information about the problem. If a problem has been corrected, you can check this
box to designate it as corrected, and it will then show up in the list on the “completed”
tab.
The same procedure is followed if accessed by clicking on the “Problems” icon in
toolbar. However, the vehicle code will need to be entered first when adding the
record.
If an open reported problem exists for a vehicle, any work order for that vehicle will
have a “reported problems” button that will pop-up a list of all open reported problems
for that vehicle. When a service code is added to the work order that designates
work has been done to fix that problem, the reported problem is automatically moved
to “completed” status.
Licensing and Permits
The Licensing & Permits module allows you to track vehicle licenses and sticker
permits, to ensure that you are aware when these items need to be renewed, etc. In
order to record a license or vehicle permit, first enter the vehicle module. Next, select
the vehicle with a license or permit, and then choose the “Licensing and Permits”
button. Finally, choose “Add” to insert a record of a license plate or vehicle permit.
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The only required information for a license / permit record is the application date, or
date the item was applied on the vehicle. If you supply an expiration date, the
Reminders module will show reminders for items expiring within the time span
indicated in your Global Settings.
Tires
The Tires module allows you to track tire information for each vehicle. In order to
record tire information for a vehicle, first enter the vehicle module. Next, select the
vehicle for which you want to add tire information, and choose the “Tires” button.
Choose “Add” to create a record for a tire.
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Each record requires a tire number. Optionally, you can add any other tire
information that is available, including warranty information and cost information.
You can receive Tire Life reminders when the tire is reaching the expected life. Tire
Life reminders will be triggered as follows:
If the sum of the “Put In Service Meter 1” and the “Expected Life” values is greater
than or equal to the Vehicle’s current meter 1 value minus the global reminder setting
for tire life value, then a reminder is shown.
Expenses
Truck Tracker allows you to associate various types of expenses with each vehicle.
The types of expenses you can add are Fuel, Parts, Service, Licensing, Insurance,
Depreciation and Other. To open a list of all expense records, click on the Expenses
icon on the toolbar or select it from the Lists menu.
To create a new expense click on the Add button and fill out the expense information.
You can also add a new expense from the Vehicle Screen as well. Just click on the
Expense button to view all expenses for a selected vehicle record.
If you enter in a current meter value that is greater than the actual value of the vehicle
meter, then the vehicle meter will be updated. If it is lower than the actual value then
the vehicle meter will not be updated.
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If you enter in a total meter value while adding an expense record, then it will always
get added to the actual vehicle meter value. If you change an expense record later
and alter the total meter value, the system will not update the actual vehicle meter
value.
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C H A P T E R
1 4
Fuel Interface Module
TT Software allows you the ability to import data from external fuel systems such
as Gasboy, FuelMaster Plus, Fuelman, Wright Express, Computrol, and
PetroVend through the purchase of a separate fuel interface module. The
module will allow you to import, review, adjust, and then merge your fuel system
data into your Truck Tracker database.
Setup and Configuration
To run the Fuel Interface module you must first specify the Interface Type
configuration in the site settings.
Select which system you’re using, and then type the path of the folder (not the
data file itself) where your fuel data is located. Alternatively, you can browse to
this folder by clicking the ellipse button and navigating to the folder.
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Gasboy (Gasboy for Windows software required)
 Gasboy for Windows software generates the rawtrans.dat file for 3rd party
software interfacing. See Gasboy manual for details on how to generate
this transaction file.
 Default Price per Gallon: rawtrans.dat file does not record price per gallon
in transaction data. You can specify the default price per gallon in the
configuration options or update individual records before the final import.
 Position of vehicle ID in transaction file. Vehicle ID is usually located at
position 121 of the Gasboy rawtrans.dat transaction file. If not, you can
modify this setting.
 Length of vehicle ID in transaction file. The field length is usually 8. If not
you can change this setting.
 Use Fixed Length Vehicle IDs (with leading zeros). If your vehicle number
scheme is such that each is the same length with leading zeros (i.e. 0001,
0002, 0003, 0004, etc.) then check this box and enter the fixed length of
your TT vehicle ID field. This is required because the transaction file uses
zeros instead of spaces, so by default all leading zeros are ignored.
 Odometer field has decimal place. Check this box if your transaction file
records odometer reading with a decimal place. Default is off.
Fuelman
 Imported as a .CSV file.
 First record contains column names.
 No advanced settings required.
FuelMaster Plus
 The only option you need to setup for FuelMaster Plus is whether or not
your Truck Tracker vehicle #’s are fixed length with leading zeros (i.e.
0001, 0002, 0003, 0004, etc.). If so the check the proper checkbox and
specify the fixed length in ‘Vehicle ID Length’.
Wright Express
 Imported as a .TXT file.
 First record contains column names.
 No advanced settings required.
PetroVend (Phoenix)
 The only option you need to setup for Phoenix is whether or not your
Truck Tracker vehicle #’s are fixed length with leading zeros (i.e. 0001,
0002, 0003, 0004, etc.). If so the check the proper checkbox and specify
the fixed length in ‘Vehicle ID Length’.
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Importing Fuel History
To begin importing fuel system data, open the module and select “Process Temp
Fuel Data”. This will open a dialogue window in which you can select the
particular fuel data file you will import. (By default, the system will ask you to
choose a file from the folder you indicated when you configured the Fuel
Interface Module, but you can choose a file in another folder location if
appropriate.)
The process will import all of the transactions from that file into a temporary table
where you can review and modify the data before the final import into your Truck
Tracker fuel database. This process will verify a number of things, such as the
vehicle codes exist, the transactions are in chronological order and the last meter
reading is within the daily range.
Note: If you want to import multiple files at once, you may select “Process Temp
Fuel Data” multiple times. Each time you perform the process, it will merge the
data from the file into the temporary table. This also means that you can
process the same file twice, so be sure to use care selecting the
appropriate files.
Once the processing is complete, the records will be divided into three separate
tabs to help visualize which transactions have errors and which do not. From
here you can delete transactions or change them to remove errors.
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You can delete any errant records by selecting a record in the list and choosing
“Delete.” If you wish to clear all of the records in the temporary file, choose
“Delete All” (along the lower left corner). This will undo all of your work, at which
point you will need to start over.
If you choose “Close” (without completing) the list will close but the temporary
table will remain intact, holding all of the information and changes you have
made.
Once you have finished reviewing and modifying the fuel records, choose
“Complete Fuel Import”. This will import the temporary fuel table into your live
Truck Tracker database.
The system will not import records flagged with errors. These records will
remain in the temporary table, and you must fix and then import them or
manually remove them. Otherwise these records will simply remain in the
temporary file. Records flagged with warnings will be imported, but records with
errors will not.
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1 5
QuickBooks Interface Module
To use the QuickBooks Interface Module, you will first need to register the
module. (You can register this module when you register the main application, or
later on if you’re purchasing it separately.) To register the module, choose
“Register Item” from the Help menu.
Once you have registered the module, you can begin using it to export your work
orders directly to QuickBooks as Invoices.
Setup and Configuration
Before you can begin exporting data, you must first configure the location of your
QuickBooks company file. Indicate this information by going to the File menu
and choosing Settings. Select the QuickBooks Interface section.
Select which QuickBooks company file you’re using, and then type the path of
the folder (including the data file itself) where your QuickBooks company file is
located. Alternatively, you can browse to this file by clicking the ellipse button
and navigating to the file.
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Note: By default QuickBooks installs itself into the C:\Program Files\Intuit folder
in a directory named for the current version of QuickBooks installed.
The second setting “Overwrite QuickBooks Customer Details” determines
whether or not QuickBooks customer information will be exported and overwritten
when an invoice is exported. With this option checked, any changes made to the
customer record will be carried over to QuickBooks whenever it is exported as
part of an invoice.
Preparing to Export the First Invoice
1. Install QuickBooks Foundation Class library (QBFC4_0Installer.exe). This will
be found on the installation disc in the ModuleSetup folder,
From the Windows start menu, click RUN and then browse the install CD,
double click the “ModuleSetup” directory, and then double click the
QBFC4_0Installer.exe file. The following example is if Drive E was your
CD-Rom.
Or it can be downloaded and installing it directly from Intuit software at:
http://developer.intuit.com/uploadedFiles/QuickBooks_SDK/QBSDK/Down
load/QBFC4_0Installer.exe
2. Open QuickBooks with the same company file selected in the Site
Configuration above.
3. The QuickBooks integration requires specific accounts and items to exist in
QuickBooks before an invoice can be exported. In the event these objects do not
exist, the QuickBooks Integration module will attempt to create these objects
automatically. If these objects already exist, then the QuickBooks integration
module will validate that the objects are configured properly and display an error
message for any that fail this test. These objects are defined as follows:
Accounts:
Sales
Name: Sales
Type: Income
Description: Sales
Services
Name: Services
Type: Income
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Description: Services
Sales Tax Codes:
Tax
Sales Tax Code: Tax
Description: Taxable Sales
Taxable: Yes
Non
Sales Tax Code: Non
Description: Non-Taxable Sales
Taxable: No
Vendors:
[Tax1Name]
Vendor Name: [Tax1Name]
Type: Tax agency
[Tax2Name]
Vendor Name: [Tax2Name]
Type: Tax agency
Note: [Tax1Name] and [Tax2Name] will be the actual name of the
taxes as set in Truck Tracker. They will not include the brackets.
For Example: If Tax1Name was ‘State IL’, then that is the name of
the Tax agency that will be created.
Items:
Part
Type: Non-inventory Part
Item Name: Part
Price: 0.00
Tax Code: Tax
Account: Sales
Info
Type: Non-inventory Part
Item Name: Info
Price: 0.00
Tax Code: Non
Account: Sales
Service
Type: Service
Item Name: Service
Price: 0.00
Tax Code: Non
Account: Services
Part Subtotal
Type: Subtotal
Item Name: Part Subtotal
Description: Part Subtotal
Service Subtotal
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Type: Subtotal
Item Name: Service Subtotal
Description: Service Subtotal
4. To begin exporting the first invoice, bring up the Work Order list screen by
clicking on the “WO List” button. Then press the “QuickBooks Export” button to
bring up the batch export screen.
Along the top are two tabs (Non-Exported and Exported) that specifically relate to
the QuickBooks integration.
Note: Before an invoice can be exported into QuickBooks, it must be in the
“Closed” state to appear in the Non-Exported browse. Also, each record must
have an associated Customer, as this is required by QuickBooks. Once the
record has been exported, it will move from the Non-Exported tab into the
Exported tab.
5. Select the Invoices (Work Orders) that you want to export by double clicking
the empty box, or press “Check All”. Then click the “Export to QuickBooks”
button.
At this time the QuickBooks interface will attempt to connect to the QuickBooks
company file. A screen similar to the one that follows will appear:
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QuickBooks now wants you to confirm that Truck Tracker is allowed to access
your company file. You determine the level of access for Truck Tracker by
selecting a choice from the “Do you want to allow this application to read and
modify this company file.
Once selected, these settings can later be modified in QuickBooks by going to
the Edit->Preferences menu and selecting the “Integrated Applications” section.
At this time, the program will then attempt to import the Truck Tracker invoice.
In the event a change needs to be made to the work order, it can be re-opened,
changed, and re-closed before clicking the “Re-Export to QuickBooks” button.
You can review or modify any record by double clicking on it, or by selecting it
and choosing “Change.”
Exported Data
Data exported from Truck Tracker will start from the Invoice and include all
aspects shared by QuickBooks. This will include the Customer Information, Tax
information, Services, and Parts.
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Customer Information:
Company Name, First Name, Last Name, Bill To address, Contact,
Phone, Fax, Cell (Alt.Phone) email, Credit Terms, Sales Tax
information, and Credit Limit.
The connection between Truck Tracker and QuickBooks is the
Customer Code and the Customer Name. This is the field that will be
compared for customer exports. If the “Overwrite QuickBooks
Customer” setting is checked, then all of the above information will be
automatically overwritten each and every time an invoice with the
associated customer is exported. If this setting is not checked, then a
customer record will only be created if it does not exist, but no
modification will ever be done.
Invoice Information:
Invoice Date, PO Number, Credit Terms, Work Order Number, Vehicle
Information, Service Line Items, Parts Line Items, Tax information.
Vendor Information:
Depending on the tax configuration of your organization, several
different types of taxing information may appear in QuickBooks. Tax1
and Tax2 will both be exported as needed and created as Tax
Agencies in QuickBooks. If a combination of Tax1 and Tax2 items
appears, a third Tax item referred to as Tax1 & Tax2 may appear.
This is a tax group that contains both Tax1 and Tax2. (See below for
more information regarding Truck Tracker and QuickBooks tax
information) These vendors will be created automatically.
Account Information:
QuickBooks will generate two accounts, Part and Service. These
accounts will be used to represent Parts sales, and Service Sales.
Should these Account names not exist, they will be created
automatically.
Tax Information
In TT software tax information is handled based on the user preferences selected
from the work order. These check boxes determine which taxes are applied to
Parts and Services.
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As a result of the way QuickBooks handles Taxes, taxes will be handled either as
individual line items, or as a group tax that envelops all invoice line items. Individual
line items will either be taxed or non-taxed based on the user preferences. Finally,
the Tax2 on Tax1 tax is unable to be supported in QuickBooks, and is thus not
reflected in QuickBooks.
In QuickBooks, customers can be assigned default tax values. But, unfortunately
they do not offer as large an ability to select what is going to be taxed and what is
not. As a result of this behavior, whenever possible, a customers’ default tax code
will be linked to the appropriate tax agency. In the event that QuickBooks cannot
handle the tax selection for a particular customer, then a Vendor with no tax agency
and a 0% tax rate will be assigned with a generic nickname to assist the user in the
event they wish to manually insert line items/work orders in QuickBooks.
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Common Error Messages
Error: Class not registered
QBFC not installed or registered. Install QBFC4, if you still get the error then
there was a problem registering the qbfc4.dll COM server. Seems to happen
in Windows Vista/7 because of permission issues on this folder:
“C:\ProgramData\Intuit\QBSDK\log”, or when QB is already installed on the
machine. You can set the permissions on that folder and install again. Or you
can manually register the COM class by running a command prompt (as
Administrator) and typing this command:
C:\Windows\System32\Regsvr32.exe “C:\Program Files\Common
Files\Intuit\QuickBooks\qbfc4.dll”
Error: This application’s certificate is expired. If you want to allow the application to
log into QuickBooks automatically, log into QuickBooks and try again. Then click
Allow Always when you are notified that the certificate has expired.
This error happens whenever the QuickBooks interface attempts to export to
a company file but has not been granted permission to access the file. To
resolve this, launch QuickBooks and make sure you are viewing the company
file that you want to use. At this point, when you export it will prompt you for
the type of access you wish to allow.
Error: Access denied. This application does not have permission to access this
QuickBooks company data file. If access is required, the QuickBooks administrator
can grant permission through the Integrated Application preferences.
Another error caused by the setting restriction. This is the message that will
appear if QuickBooks is not running, but permissions are denied in the
company file. Like before, go to Edit->Preferences and Find Integrated
Applications, and alter the Truck Tracker listed under Company Preferences.
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Error: Access denied by the user.
This error happens when a user has selected NO to allowing access to the
company file. To correct this problem, open QuickBooks and go to Edit>Preferences and Find Integrated Applications, and alter the application name
listed under Company Preferences.
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1 6
Document Attachments
The system allows you to attach documents to Vehicles and Work Orders,
Employees and Violations, as well as Parts Inventory. It stores these documents
in a folder defined by you. Once this feature is setup and documents attached,
users will be able to view and edit these documents from their computer.
Setting up a Document Library
There is a separate document library for each site. The document library must
be a folder on your computer or network that allows read and write permissions.
If a user does not have permission to write to this folder, they will not be able to
use the document links feature.
NOTE: If the site you are logged into is at another location some of the
Document Links may not be available for viewing. This depends on where Truck
Tracker is configured to store its Document Library.
Viewing the Documents Library
You can view all your documents by going to the Lists menu and selecting the
Document Links menu item. You can see all of the documents for the site you
are currently logged into. The documents are seperated into 3 tabs for Vehicles,
Employees, and Parts documents.
To open a document simply click on the blue hyperlink. Your system must be
able to recognize the file type in order to open it. For example, if you try to open
a PDF file and you don’t have Adobe Reader installed, you might not be able to
view that document.
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Document attachments are also viewable within the record that they are linked
with. To view attachments for a specific employee, vehicle, or part record, open
the record by selecting it from its main list and press the Change button. Within
the form you will see a Documents tab with a list of documents related to this
record where you can Add, Change or Delete document attachments.
Attaching a Document
To attach a document from the full documents list, first select the tab you want to
use and then press the Add button. Supply the required vehicle, employee, or
part record and choose the file that you want to attach. Optionally enter a
description, category and work order reference. Documents can also be
attached directly to a record by opening (Changing) the record selecting the
Documents tab.
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1 7
Reporting
Truck Tracker allows you the ability to easily generate reports so that you can print
relevant business information for administration and management.
The system comes with many predefined reports. You can also create custom
queries for reports, and optionally save these custom queries for repeated use.
Reports are available from the “Reports” drop down list. You must have appropriate
security permissions to generate reports. There is an additional level of security for
the ability to generate appropriate reports for all sites.
Certain reports require you to enter a date range for which you are reporting. Type in
these dates by hand, or choose from a pop-up calendar. The system will default with
a start date of the first day of the month and end with the current date.
Detailed reports require you to enter which record (vehicle record, for example) you
wish to see detailed information. Choose the record from a pop-up list of records.
All reports can be exported from the Print Preview window to either a PDF file or an
HTML file.
Select the File Menu, choose “Save As”, select the format you want to Export, and
specify the location and file name to save as.
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Performing Custom Queries in Reports
To perform a custom query report, choose the “Query” tab. By default, the report will
include only the current site’s data. In multi-site installations to include the data from
all sites, click the “All Sites” check box.
Any saved queries will appear in a drop down list. If you regularly run a custom
query, you can save it to easily use it again at a future time. To run a new custom
query, choose the “Custom Query…” choice in the drop down list. Depending on
which report you choose, all available fields for that type of record that you might
want to query against are available for query. For example, an inventory report will
let you choose any fields in inventory records.
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Once you’ve selected which field you wish to filter by, select how you wish to query
this field.
Then select how you wish to filter by this field.
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Enter any additional logic to your query to expand or further limit your filter. For
example, you might want to add another condition to your query to get a more limited
result set, like finding all vehicles at a certain location that are also in a specific group.
To add a filter that can further limit the size of the result set, press the AND button.
Then create another condition.
If you want to add a condition to your query that can expand your result set to include
more records, press the OR button. For example you might want to get a result set
for all vehicles that are at one location OR another. In this case you need to create 2
conditions with an OR in between.
If your query is more complicated than 2 conditions, then you might need to group
some of the conditions together. For example, if you wanted to find all vehicles at a
certain location that is also in one of two specific groups, then you would want to
group all of the OR conditions together. Press the GROUP button and move the OR
conditions into the group. Depending on the query you are trying to accomplish you
might need to group some conditions together.
Once you are done, choose, “finish” and the report will be generated.
To allow you to save a custom query for repeat use, the system will prompt you to
save a custom query. If you choose “yes,” then you name this query appropriately.
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This query will appear in the drop down list in this report section.
The saved query name will also be displayed in the report heading for reference to
what type of custom data this report contains. It is recommended that you save all
custom queries with a descriptive name. The query description will appear on each
page, under the report heading.
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C H A P T E R
1 8
Database Backup and Restore
Truck Tracker allows you the ability to perform database functions such as reindexing, backups and restoration from within the program. It is recommended that
you perform a backup after you install and register the software. You should also
make a backup on a daily basis. If you are running low on disk space you should
move your backup files to another storage location.
Full Backup
To perform a backup, choose the File menu and then choose Backup. To start the
backup process, choose Start. This will create a new full database backup file
marked with the current system date and time.
The backup folder can be changed under the Global Settings section. The SQL
Server service will create the backup file at this location as long as it has
permissions. The SQL Server service is creating the backup file, so the location is
relative to the server, and the user account permissions from this service are
assumed (the default account is Network Service).
External Backup
In most cases it is sufficient to have your external backup software simply copy the
SQL Server backup folder and let the TT software create the backup files.
If you want to manually perform a SQL backup operation yourself you need to supply
a server login with database backup permissions.
The SQL Server login account is named “TruckTrackerRead”, and the default
password is “[email protected]@d”. The database is named “TruckTracker” (no
space). This password can be changed from the File menu, Database Tools section.
It’s recommended that you change the password for security.
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Full Restore
To restore the database to a previous full backup, choose the File menu and then
choose Restore.
Choose a file from the backup log table, or select “Restore from Alternate Location”
checkbox to manually locate and restore a backup file.
Important! When restoring from an alternate location, the restore path is relative to
the SQL Server machine, and the user account that the SQL Server Service is
running as must have permissions to read from that folder.
If you experience any problems with a backup or restore operation please contact
your system administrator.
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Automatic Backup Service
TT Software comes with the ability to schedule daily automatic backups.
backups will be processed and saved according to the Global Settings.
The
Choose the days of the week and time of day to create a full backup. The Number of
Days to Retain Backups determines how long Truck Tracker will wait before purging
old backups. If you set it to zero it will not delete old backups.
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C H A P T E R
1 9
Importing, Exporting, and Emailing Data
Importing Data
Before importing data into the system you should create a new database backup
file and make sure no other users are entering data in the system. The reason is
because if you want to remove the imported data and start over, you must
remove each imported record one by one. It is much easier to simply restore the
database to a point just before the import process.

The data must be in a comma separated text file (*.csv).

Strings should be quoted if the data contains any commas.
Multiple site import is not supported. The import will associate the records with
the site that the user is currently logged on to. Vehicles, vendors, employees
and parts lists must be imported separately for each site. Service codes are
global to the entire company and can be imported once for all sites.
It helps to have the field names in the first row when mapping the target fields. If
the field names are included in the first row of the import file, you can press the
“Auto” button to attempt to automatically map the fields according to the field
name. Otherwise the field will be referenced by field number. Click on the “Next”
button to preview the records in the imported file.
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Choose the field from your import file on the left and then choose the target field on
the right that you want to assign to. Press the “Assign” button to assign the field from
the import file to the target database field. Press the “Unassign” button to un-assign
the field.
To specify the data type and format of the imported field, select the field and press
the “Picture” button. Now enter @N12.2 for numeric and decimal fields, and @S30
for alphanumeric data. For date and time fields, enter the correct format according to
your requirements from the data format codes below.
Data Format Codes (also known as picture tokens) define the way a field displays
when a file is imported into or exported out of Truck Tracker software. There are six
types of Data Format Codes: Numeric and Currency, Scientific Notation, Date, Time,
Picture Patterns, and String. Both the import and the export screens have a Picture
button where Data Format Codes can be defined. Below are examples of different
Data Format Codes:
Numeric and Currency Codes
@N
All numeric and currency codes begin with @N. Here are some examples:
Numeric
Result
Format
@N9
4,550,000
Nine digits, group with commas (default)
@N_9B
4550000
Nine digits, no grouping, leading blanks if zero
@N09
004550000
Nine digits, leading zero
@N*9
***45,000
Nine digits, asterisk fill, group with commas
@N9_
4 550 000
Nine digits, group with spaces
@N9.
4.550.000
Nine digits, group with periods
Decimal
Result
Format
@N9.2
4,550.75
Two decimal places, period decimal separator
@N_9.2B
4550.75
Two decimal places, period decimal separator, no
grouping, blank if zero
@N_9'2
4550,75
Two decimal places, comma decimal separator
@N9.'2
4.550,75
Comma decimal separator, group with periods
@N9_'2
4 550,75
Comma decimal separator, group with spaces,
Signed
Result
Format
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@N-9.2B
-2,347.25
Leading minus sign, blank if zero
@N9.2-
2,347.25-
Trailing minus sign
@N(10.2)
(2,347.25)
Enclosed in parens when negative
Dollar Currency
Result
Format
@N$9.2B
$2,347.25
Leading dollar sign, blank if zero
@N$10.2-
$2,347.25-
Leading dollar sign, trailing minus when negative
@N$(11.2)
$(2,347.25)
Leading dollar sign, in parens when negative
Int'l Currency
Result
Format
@N12_'2~ F~
1 5430,50 F
France
@N~L. ~12'
L. 1.430.050
Italy
@N~£~12.2
£1,240.50
United Kingdom
@N~kr~12'2
kr1.430,50
Norway
@N~DM~12'2
DM1.430,50
Germany
@N12_'2~ mk~
1 430,50 mk
Finland
@N12'2~ kr~
1.430,50 kr
Sweden
Scientific Notation Format Codes
@E
All scientific notation codes begin with @E. Here are some examples:
Code
Value
Result
@E9.0
1,967,865
.20e+007
@E12.1
1,967,865
1.9679e+006
@E12.1B
0
@E12.1
-1,967,865
-1.9679e+006
@E12.1
.000000032
3.2000e-008
@E12_.4
1,967,865
1 967.865e+003
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Date Format Codes
@D
All date codes begin with @D. Here are some examples:
Code
Format
Result
@D1
mm/dd/yy
10/31/59
@D1>40
mm/dd/yy
10/31/59
!This defaults to 1959
@D01
mm/dd/yy
01/01/95
@D2
mm/dd/yyyy
10/31/1959
@D3
mmm dd, yyyy
OCT 31,1959
@D4
mmmmmmmmm dd,
yyyy
October 31, 1959
@D5
dd/mm/yy
31/10/59
@D6
dd/mm/yyyy
31/10/1959
@D7
dd mmm yy
31 OCT 59
@D8
dd mmm yyyy
31 OCT 1959
@D9
yy/mm/dd
59/10/31
@D10
yyyy/mm/dd
1959/10/31
@D11
yymmdd
591031
@D12
yyyymmdd
19591031
@D13
mm/yy
10/59
@D14
mm/yyyy
10/1959
@D15
yy/mm
59/10
@D16
yyyy/mm
1959/10
@D17
Windows Control Panel setting for Short
Date
@D18
Windows Control Panel setting for Long
Date
Alternate separators
@D1.
mm.dd.yy
Period separator
@D2-
mm-dd-yyyy
Dash separator
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@D5_
dd mm yy
Underscore produces space separator
@D6'
dd,mm,yyyy
Grave accent produces comma separator
Time Format Codes
@T
All time codes begin with @T. Here are some examples:
Code
Format
Result
@T1
hh:mm
17:30
@T2
hhmm
1730
@T3
hh:mmXM
5:30PM
@T03
hh:mmXM
05:30PM
@T4
hh:mm:ss
17:30:00
@T5
hhmmss
173000
@T6
hh:mm:ssXM
5:30:00PM
@T7
Windows Control Panel setting for Short
Time
@T8
Windows Control Panel setting for Long
Time
Alternate separators
@T1.
hh.mm
Period separator
@T1-
hh-mm
Dash separator
@T3_
hh mmXM
Underscore produces space separator
@T4'
hh,mm,ss
Grave accent produces comma
separator
Pattern Codes
@P All pattern codes begin with the @P delimiter and end with the P delimiter.
The case of the delimiters must be the same. Here are some examples:
Code
Value
Result
@P###-##-####P
215846377
215-84-6377
@P<#/##/##P
103159
10/31/59
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@P(###)###-####P
3057854555
(305)785-4555
@P###/###-####P
7854555
000/785-4555
@p<#:##PMp
530
5:30PM
@P<#' <#"P
506
5' 6"
@P<#lb. <#oz.P
902
9lb. 2oz.
@P4##A-#P
112
411A-2
@PA##.C#P
312.45
A31.C2
String Codes
@S
All string codes begin with @S. Here is an example:
Code
Value
Result
@S20
xxxxxxxxxxxxxxxxxxx
xxxxxxxxxxx
!A 20 character string field
Exporting Data
Choose the fields on the left that you want to include in the export file. Press and
hold the CTRL key to select multiple fields or the SHIFT key to select a range of
fields and press the “Add” button. To remove a field from export fields, select the
field and press remove. You can shift the order of the fields by pressing the “Shift
Up” and “Shift Down” buttons.
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It is usually best to select “Include header record with field names” so that the first
record of the export file has a header record with the field names.
To change the format of the exported data, highlight the field and press “Picture”
button. Then enter the correct picture token.
Import / Export Jobs
Once you have an import or export process ready to run, you can save the
settings as a template by pressing the “Jobs” button, then clicking “Add”, entering
the Job Name and finally pressing Ok to save. You can modify or remove this
template at any time.
To quickly apply a saved Job to your process, press the “Jobs” button, highlight
the template you want to use, and press “Select”. This will apply the settings and
save you from reconfiguring the entire process.
Exporting and Emailing Data using the “Send To” Button
When you press the “Send To” button (on the bottom left side under each list), you
can choose to export that list in a number of ways.
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Choose “Printer” to print the list directly to one of your printers as a report. Choose
“File” to export the list to the chosen Document Format. Choosing “Email” will export
the list to the chosen Document Format and automatically attach it to an email. You
must supply an email address to continue sending the list to an email attachment. If
you have already configured your email settings you can press the “Send” button and
it will be sent automatically. If you need to configure these settings check the box
“Configure Email Settings”.
Below is a screenshot of the Send Email Options window. If you are using Microsoft
Outlook and it’s currently running on your desktop then select “Use MS Outlook”
option in the bottom left corner. Otherwise you need to enter your SMTP server
address, port number, username, password, and optional security settings.
You can have this pre-fill on all workstations to the same SMTP server settings by
enabling the setting “Pre-Fill Local SMTP settings” under File->Settings->Email
Settings.
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Specify a “From” field for the email. Usually this needs to match the email address
from which the mail will actually be sent.
“Email To” will be pre-filled from the previous screen; you can add more addresses
separated by commas or a semi-colons.
Subject will be pre-filled based on the list you are sending. The attachments list will
be set to the temporary export file generated for this email. You can add
attachments here if you like by pressing the ellipse button (…). You can also change
the email text before it is sent.
Reading Data directly from SQL Server
Truck Tracker includes an SQL Server Login account with read-only and backup
permissions on the database.
The SQL Server login account is named “TruckTrackerRead”, and the default
password is “[email protected]@d”. The database is named “TruckTracker” (no
space). This password can be changed from the File menu, Database Tools section.
It’s recommended that you change the password for security.
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