AssetTraq

  • Can we upload an Excel file into it directly or do we have only manual entry as an option?

    You need to save the Excel spreadsheet as a .csv file, and you can then import it using the Import Wizard.

  • Does AssetTraq run .csv files?

    You can export and import data via .csv files, including your assets lists, locations and borrowers.

  • Do we have the option of being fully portable? i.e wireless all the way.

    AssetTraq on portable barcode readers operates as a batch application. Connectivity to the database is required only when transferring the AssetTraq database to and from the scanner.

    Starting with V2.5, AssetTraq supports wireless data transfer to and from the scanner.

    All versions of AssetTraq support wireless connection to the database from a PC or a laptop/notebook computer.

  • Do we have to save to a hard drive for storage or can we upload to a network/terminal server?

    The AssetTraq database can be stored on a local hard drive or on a server, as long as the PC running the AssetTraq PC program has connectivity to the database.

    We do not support the AssetTraq PC Program in a Terminal Server environment. Instead, we recommend installing AssetTraq on each PC that requires access to the database, and storing the database on a server.

    AssetTraq is licenced on a per PC basis, so you will need to establish how many PC’s will need to access the AssetTraq database. If there is just one user, then one licence is all that is needed. However, if the one user needs to access AssetTraq at multiple PC locations, then extra seat licences will be needed.

  • Can you please advise how we transfer the data?

    To transfer an existing asset list into the AssetTraq PC program, save your assets list as a .csv format file, and then import to AssetTraq by using the Import Wizard.

    To transfer data between the AssetTraq PC program and the portable barcode reader, go to the Data Transfer section of AssetTraq and follow the instructions on the screen.

  • What if two users try to edit the same asset at the same time?

    The AssetTraq PC program protects you from the unlikely circumstance that two users try to edit the same asset at the same time, by checking the database again before saving any changes. If the database is not the same as it was when details of the asset were displayed on the screen, AssetTraq displays a message explaining that another user has changed the database, and your changes will not be saved.

    As an example of why this might happen, consider if two users decided to change information for the same asset. Both users edit the asset, where the cost field and the serial number fields are currently blank, and on both screens, the same information is displayed. User 1 then changes the Cost field to $200, and saves the updated data. The asset information on User 2’s screen is now inaccurate, but User 2 doesn’t know – the cost field is blank. If User 2 were to save her data, the cost field would become blank again, so we can’t let that happen. Let’s look at the same situation the other way around – User 2 makes a change to the serial number field, and saves the updated data. The information on User 1’s screen is now inaccurate, but User 1 doesn’t know. If User 1 changes the Cost field to $200 and saves her data, she would update the cost field, but blank out the newly changed serial number field – again, something we can’t let happen.

    So, when the Save button is pressed, AssetTraq checks the asset data in the database, and only allows the save if the asset data is the same as it was when it was displayed on the screen. In circumstances such as this, one or the other of the users changes cannot be made, and AssetTraq is designed so that the changes made by the first user to press the Save button are saved, and the second user receives a message explaining why their data cannot be saved.

    The second user will then have to edit the record again, and make their changes again. Hopefully, the first user won’t quickly pull the carpet out from under the second user again!

  • How do I return a borrowable asset from loan?

    Open the Borrow Assets window by clicking on the icon on the left side of the screen. Then, scan the barcode for the asset (or type in the asset barcode number, or select it from the list). A message will be displayed that the asset is on loan, and you can then click on the Return button to return the loan. See Loaning out Assets for further information.

  • How can I quickly see what assets a borrower has on loan?

    Alternatively, you could display a Borrowers with Loans report, but this will list all borrowers, not just one. You should note also that when you’re loaning out assets on the Borrow Assets screen, all outstanding loans for a borrower are always displayed.

  • What happens if I scan a borrowable asset during an Asset Check?

    When asset data is loaded into the terminal, borrowable items are specially marked. If, during an Asset Check with the scanner, a borrowable asset is scanned, there are three possibilities:

    1. The Asset is scanned in its proper “home location” – that is, the location that AssetTraq says it belongs in.
    2. The Asset is not on loan, and it is scanned somewhere other than its home location.
    3. The Asset is on loan, and it is scanned somewhere other than its home location.

    In case 1, the scan is recorded, and the Last Checked date will be updated when the data is loaded back into AssetTraq. It doesn’t matter if the asset is borrowed or not – if it’s in its home location, the Last Checked date will be updated.

    In case 2, the BHT-6000/8000 barcode scanner will display a message asking the user to return the asset to its home location. The scan will be ignored and the Last Checked date will not be updated when the data is loaded back into AssetTraq.

    In case 3, the barcode scanner will display a message that the asset is on loan, and the scan will be ignored. The Last Checked date will not be updated when the data is loaded back into AssetTraq.

    When performing the Missed Assets function, the BHT-6000/8000 will not list borrowed assets as being missed, since they are on loan. However, borrowable assets that are not on loan will be treated exactly the same as non-borrowable assets, and will be expected to be in their home location.

  • How do I delete items?

    To delete an Asset, select that asset on the grid, then right-click and select Delete from the menu that pops up. Note that if the asset is on loan, you will not be able to delete it – you must return it, then delete it.

    To delete a Borrower, select Borrowers from the Configuration menu, then select the borrower from the list in the Borrower’s Name box, then click on the Delete button. Note that if the borrower has any loans outstanding, you will not be able to delete them – you must return all the loans, then delete the borrower.

    To delete a Category, select Asset Category from the Configuration menu, then select the category, then click on the Delete button. Note that if any assets are set to this category, you will not be able to delete the category. To delete a Location, select Asset Location from the Configuration menu, then select the location, then click on the Delete button. Note that if any assets are set to this location, you will not be able to delete the location.

    To delete a Status, select Asset Status from the Configuration menu, then select the status, then click on the Delete button. Note that if any assets are set to this status, you will not be able to delete the status.

    You must make sure that there are no assets set to the Categories, Locations or Statuses you want to delete. If you need to delete a Category, Location or Status that is “in use” by one or more assets, you will need to find all assets that are using them, and edit those fields in the assets. Once the Categories, Locations and/or Statuses are no longer in use, you will then be able to delete them.

    Note that if you edit the name of a Category, Location and/or Status (for example, if you change the name of the Kitchen location to Lunch Room), all assets set to that Category, Location and/or Status will reflect the changes.

  • How can I print Asset and Location barcodes when I haven’t entered my assets and locations yet?

    Click on the Print Barcodes icon on the left of the screen, and make sure the Using Database checkbox there is not ticked. Then, click on the Setup button, and then go to the Label Contents screen. Select Sequential Barcodes, and type the first barcode number into the Starting Number field, and the number of barcodes you want to produce into the Sequence Length field.

    Note that Asset barcode labels usually start with the letter A, and Location barcode labels always start with the letter L. When AssetTraq is generating barcode numbers, it uses five digits, starting with 00001. So, the first Asset barcode number that AssetTraq will generate will usually be A00001, and the first Location barcode number will generally be L00001.
    Note that Borrower barcode labels always start with the letter B, but we do not recommend you print them in this manner – instead, enter your borrowers, then print the barcodes from the main Barcode Printing screen, with the Using Database checkbox ticked.

    Once you’ve entered the starting barcode number and sequence length, click OK to return to the Barcode Printing screen, then click the Print button to print your barcode sheets.

    We suggest you only print a single sheet first, on plain paper, to ensure that you’ve set everything up correctly. See Printing Barcode Labels for more details.

  • Can I download the AssetTraq user manual?

    Yes, of course! That manual, along with the manuals for most other ASP equipment, is available from our web site here.

    Please note that our manuals are in Adobe .PDF format – if you don’t already have the free Adobe reader, you can download it from Adobe’s web site.