Adding an item to the database.

Once you have logged into the Keytracker software you will be on a screen similar to the one below:

From the clear colourful menu at the top of the window, click on "Item". Once this has been clicked, another window should pop up as below:

Within this window, the information relating to the item that you are adding will need to be entered. If this is the first time that you are adding any information to the database, then you may need to specify or create new sections of information. Don't panic - this is an easy process.

If you would like to speak to one of our team about the bar code system, please call +44(0)121 559 9000. Our software operates without the bar code reader, but it is a great boost to efficiency if included.Item Location is the default tab on the Item form. Below is a list of each of the fields available and description of what they do:

Item Code - A mandatory field to specify the item code. It can be recorded manually or by a scanner. This field is available on all the four tabs of the Item form.

Installation Date - An optional field to specify the item installation date. This is defaulted to the current date and time. This field is also available on all the four tabs of the Item form.

Active - A green colour caption encircled in a rectangular box at the top right of the form indicates that a particular item is active and can be used by the system.

Note – For detailed description refer to last section of this form i.e. De-activating an Item.

Item Type - A mandatory field to specify the type of item. This is a pre-populated field which can be traced from the Lookups option of Admin menu. This is a user-defined lookup and must be populated before it can be used; see Adding a Lookup Record for more information. If there are no items in the list, then new ones can be added instantly by clicking ' < ' button located on the left side of the list box.

Location - An optional field to specify the location of item to which it belongs to. This is a user-defined lookup and must be populated before it can be used see Location for more information. If there are no locations in the list, then new ones can be added instantly by clicking ' < ' button located on the left side of the list box.

Time Limit (hours) - An optional field to specify the time limit in 'hours' for the item to be checked – out.

Serial Number - An optional field to specify the serial number of item to categorise the item.

Peg Number will only be displayed here if it has been enabled in the System Settings.

Peg Number - An optional field to specify the peg number of the item. If the peg number needs to be changed when the item is checked in, there is a drop down on the item form. The maximum peg number is set on the system settings form. It is assumed the peg numbers run from 1to the maximum peg number. These peg number can then be changed later on also.

Bay Number - The bay number is used to display the parking bay where an vehicle is parked.

Enter Details On Return-If-Found Database - There is an option in system settings to choose whether this button will send item details by an email to ' This e-mail address is being protected from spam bots, you need JavaScript enabled to view it ' or export it to any specified disk file.

Storage Location - An optional field to specify the storage location of item where exactly it is currently stored.

Item Description - A textual description of the item to classify its properties.

Item Specific - Here a user can specify item maintenance details if there are more than one item for a particular 'Item Type'.

Maintenance - And it is required to select any one or more items for specific maintenance.

This section of the form is shown below:

Here only one of the check boxes can be enabled to specify maintenance that can be either in the form of days or specify a future date.

A blank box on the top right hand of the form is meant to add or edit an image to an item. This image can then be viewed in Check-in and Check-out forms. This can be performed by double – clicking in the box from where picture image can be specified located on the computer.

Click 'Save' to save the record or 'Save + Close' to save the record and close the form.

Searching for an Existing Item

To find an existing item, click on the 'Information' menu at the top of the page and select 'Item'. This brings up the Item form from which, an existing Item can be found. Click on the binoculars button at the bottom center of the page. The following form will appear:

Once the relevant option has been selected, type the details in the empty box below the drop-down menu. For example, if Item Type is selected the search criteria could be Keys. After the text has been typed, click the 'Search' button and any results matching that that has been typed will be displayed. Note that Keytracker ignores discrepancies between upper and lower case letters here. Also, one can search for all entries that begin with a particular letter of the search category by simply entering the letter in the empty box and clicking 'Search'.

If the search brings up the result required, the details can be accessed by either single clicking on the result and press the 'Open' button toward the bottom left or by double clicking on the result.

There is also another option for Active. A 'Yes/No' check box is given to filter the search for items if they are active or not. Clicking the 'Yes/No' check box will display all active items or else otherwise in the other case.

Editing an Existing Item

Keytracker makes editing an existing user very easy:

1. Firstly the existing user must be found; follow the steps for Searching for an existing Item to do this.
2. Notice the 'Save' button has changed to an 'Edit' button toward the bottom right of the form. To edit any details, click the 'Edit' button (notice the same button changes to 'Save' so that any changes can be saved).
3. The boxes in which the information of the user is displayed go from being greyed to white. This allows text to be entered into empty boxes or information in other boxes to be altered or even deleted.
4. Once all changes have been made, click the 'Save' button and the changes will be stored.

Deleting an Item

In order to delete a record of a user, it must first be found. To do this, follow the stages of Searching for an existing Item then press the 'Delete' button. In doing so the follow message will be displayed:

This is just a precautionary measure in case the delete button was pressed accidentally. Clicking 'Yes' will delete the record; clicking 'No' will keep the record.

De-activating an Item

Only a de-activated item can be deleted, unlike in the case of Active item because that item would be associated with Referential Integrity. Activating and De – activating follows the below mentioned steps:

• Select a particular item by clicking Search (i.e. Binoculars) at the bottom of the form see Adding an Item for more information. Click De – Activate button located at the bottom right of the form.
  

• It will display one of the two messages depending on the following two conditions: - 

            A message-displaying item cannot be de-activated if the item is already Checked out. 

            An Item De-Activate Authentication Check form if the item is not Checked out.

User Name - A mandatory but disabled field to specify the user name. This is defaulted to Admin who has all the authentication rights.

Password - A mandatory field to specify the password, which is same as for Login to the Keytracker.

By entering right password, the item will be de-activated which is shown as:

Here a red colour caption encircled in a rectangular box at the top right of the form indicates that this particular item is inactive and cannot be used by the system. We can also re-activate the item following the above steps.

Item Authorisation

Item Authorisation is the second tab on the Item form. Below is a list of each of the fields available and description of what they do:

Add Department - An optional field to authorise one or more department(s) to check-out the item. Clicking the binoculars on the right hand side will display the list of items of different departments. Department Name is the only search criteria to Add Department. This is a user-defined lookup and must be populated before it can be used; see Adding a Lookup Record for more information.  

Add Person - An optional field to specify to authorise a specific person to check-out the item. This is a user-defined lookup and must be populated before it can be used see Adding a Person for more information.

Item History

Item History is the third tab on the Item form.

This tab displays the list of all the transactions occurred involving this item.

Maintenance History

Maintenance History is the fourth tab on the Item form.

This tab displays the list of maintenance history in terms of transactions occurred.

Serial Number History

Serial Number History is the last tab on the Item form.

This tab displays the list of serial number history in terms of serial number being changed for a particular item.