An item is something you want to track: bulldozers, claw hammers, cement blocks, desk chairs and bridge tolls can all be items.

Every item needs a 'number' (which can contain letters, spaces and punctuation marks). If you already have item numbers, they'll work in the Tracker. If you're interested in integrating Tracker data with your accounting system, now or in the future, use the numbers in that system. But if you're creating new numbers ...

  • Keep them short. You'll be typing them often. Fewer characters = fewer typos.
  • We recommend starting item numbers with two letters (an abbreviation for the tool type, for example, RH for rotohammer) followed by three numbers, for example, RH001, RH002. Don't use serial numbers (which are long and cumbersome) as item numbers.
  • We also recommend etching and/or painting each item with its item number ID, even if you're using labels (which can fall off).
  • While you can give an item and an employee, job, storage site or vendor the same number, we suggest avoiding duplicates, which can confuse users. You can't give 2 items the same number.
  • Avoid punctuation marks (which slow most typists down) and repeated spaces (it can be hard to see the difference between 1 and 2 spaces).
  • 'Numbers' are sorted alphabetically, which can be confusing if they really are numbers (11 is before 2 when sorted alphabetically, just like AA is before B). If you want to use numeric 'numbers' and have them sort numerically, use leading zeros to make each number the same length (002 is before 011 when sorted alphabetically).

Tracker items must also have descriptions. Descriptions are grouped into types:

  • Vehicles, Equipment and Expensive tools are tracked 1 by 1. Every vehicle, piece of equipment and expensive tool has its own unique item number, each of which always has a quantity of 1.

  • Inexpensive tools and Consumables (supplies and small tools module required) are tracked in quantity and can have a quantity greater than 1. Their item numbers don't refer to specific items but to groups of identical items. Inexpensive tools are normally returned, for example, claw hammers or 25 ft extension cords. Consumables are normally used up and not returned, for example, conduit or cement blocks.

  • Serialized consumables (not yet implemented in Tracker 8) are expensive items that need to be tracked by serial number (often for warranty purposes) that are installed at job sites and not returned. Their item numbers refer to groups of identical items, for example, 50" TVs.
  • Intangibles (not yet implemented in Tracker 8) are used to track bridge tolls, labor hours, and the like.

  • Lists are shortcuts that expand into lists of items when assigned.

Items appear in many screens. Four are described in this help page.

  • The Items screen is used to add, edit and delete items and the un-changing data that describe them, for example, an item's size and serial number.
  • The Item assignments screen displays (but doesn't allow editing of) data that changes when items are re-assigned, for example, an item's current assignment and quantity on hand, and is particularly useful for viewing or reporting data that's not included in the Find and Add to Cart screen.
  • Item history (details) lists the assignments, purchases and rentals entered in the Orders screen, exactly as they were entered. Think of it as your history log or audit trail.
  • Item history doesn't include complete dates. You can figure them out but the Tracker does it for you in Item history with complete dates.

Items can be imported.


ADD ITEMS IN THE ITEMS SCREEN

While you can add new items with the Add icon, you'll have to switch to other screens if you want to add a new description, rate type or maintenance schedule, assign the item or record the item's cost. The NEW ITEM WIZARD and DUPLICATE ITEM WIZARD do that for you.

  • Click the Data icon in the main menu then Items.
  • If you want to duplicate an existing item, select that item in the Items grid.
  • Click the Tools icon in the grid menu, Macros then either Duplicate item wizard or New item wizard.
  • Follow the prompts. The data you enter isn't saved until you click Save in the last screen.

When you duplicate an item, all the fields in the items table are copied except the item number, serial number, license, license fee and alert date. The items table contains the un-changing data that describe your items, for example, an item's size and serial number. It doesn't contain data that changes when items are re-assigned, for example, the current assignment and cost (the cost of quantity items can change).


EDIT AND DELETE ITEMS IN THE ITEMS SCREEN

  • Click the Data icon in the main menu then Items.
  • Follow the instructions in the Add, Edit and Delete section of the help overview to edit and delete items.

ASSIGN ITEMS TO JOBS, STORAGE SITES, ETC. FROM THE ITEM ASSIGNMENTS SCREEN

  • Click the Data icon in the main menu then Item assignments.
  • Search for or scroll to the item you want to re-assign and click the cart icon to its right to add it to your cart. Do the same for any additional items you want to add to your cart.

ASSIGN ITEMS TO OR PURCHASE THEM FOR OTHER ITEMS

Items can be assigned to or purchased for equipment, expensive tools and vehicles (but not inexpensive tools or consumables). You can, for example, assign items to or purchase items for a gang or utility box.

    Add items you want to assign to another item to your cart using any of Tracker 8's order entry screens, for example, Item assignments, Find and add to cart and Fast add to cart.

  • In the Cart, click the Tasks button then either Assign to item or Purchase for item (the Assign to item and/or Purchase for item Tasks must be selected in the Preferences screen).

ADD AND ASSIGN ITEMS WHILE PURCHASING IN THE ORDERS - PURCHASES SCREEN

You can enter new item numbers while purchasing. This is particularly handy when entering new vehicle, equipment and expensive tool numbers, which must be unique, but can also be used to enter completely-new inexpensive tools or consumables. Just be sure to use your existing item numbers when re-stocking inexpensive tools or consumables you've entered before.

  • Add the descriptions you want to the Cart from the Find and add to cart screen.
  • In the Cart, select a purchase task and assignment then click the Place order button (or the Actions button, if that's what you see, then Place order).
  • Either (1) click the Fill empty FROM fields with button, Vendor then a vendor or (2) click the Edit icon in the Details subgrid menu, enter a vendor in FROM LOCATION ID in one or more rows then click the Save icon in the Details subgrid menu.
  • Select the row in the Detail subgrid that you want to add a new item number to.
  • Click the New or unlisted item button, enter a new item number and click Save.

ASSIGNING AND PURCHASING NEW ITEMS ADDED WITH THE ADD ICON

Items added in the Items screen can be assigned from the Fast add to cart or Items screens.

  • In the Items screen, select the item(s) you want to add to the cart by clicking checkbox(es) in the left-hand margin of the grid.
  • Click the Tools icon in the grid menu, Macros then Add to cart.
  • In the Cart, select a task and assignment then click the Place order button (if you see Actions, click it then either Place order or, if you're assigning the item, Ship).
  • Follow the instructions in Fast add to cart to add items entered in the Items screen with the Add icon.

ADDING AND EDITING AN ITEM'S COST

An item's cost can be entered with the NEW ITEM WIZARD or DUPLICATE ITEM WIZARD or when purchasing an item. To manually enter or edit an item's cost ...

  • In the Items screen, if you're not using the system view, switch to it (see views). The Details sub-grid will appear.
  • In the upper Items grid, search for or scroll to the item whose cost you want to edit.
  • Optionally, click on the Commence column heading in the Details sub-grid to sort by commence date.
  • The cost in the most-recent record with status 'shipped,' 'received' or 'discrepancy' is the item's current cost. You can edit an existing cost or enter a different cost in a more-recent record. If an item has no history records, purchase or assign it then edit the newly-created history record's cost.

ADD PHOTOS THAT APPEAR IN THE FIND AND ADD TO CART SCREEN

The photos that appear in the Find and add to cart screen are entered in the Descriptions screen.

  • Click the Data icon in the main menu then Descriptions.
  • Select the description you want to add a photo to then click the Tools icon in the grid menu, Attachments, Add new attachment.
  • Click Choose file, navigate to the photo you want to upload and click Open.
  • Click the Photo checkbox then Upload.

SET UP ALTERNATE ITEM NUMBERS AND DESCRIPTIONS (CROSS REFERENCES)

Cross references match your item numbers and descriptions with pre-printed barcode labels, UPC codes on packaging and common descriptions not otherwise used in the Tracker. If you buy something from several vendors or manufacturers, each of which uses a different number, you can cross reference the item with any or all of those numbers.


TRACK STORAGE SITE SUB LOCATIONS WITH CONOTES

Storage site sub locations are generally used to specify exactly where items are stored, for example, shelf 200 or bin abc. Companies with large warehouses sometimes use coordinates like "aisle 10, row D". Sub locations can be useful if you store the same item in several places or often move items within your storage site(s). But there's a down side: sub locations have to be entered when you assign items and can become cumbersome. If you store each item in one location that doesn't change often, CONOTES in the Items screen requires less data entry and is easier to use.

  • Create an Items view that includes CONOTES and an Item history (details) view that contains NOTES.
  • Enter your items' storage site sub locations in Items CONOTES.
  • Item CONOTES (or Check Out notes) are automatically recorded as Item history (details) NOTES when items are assigned and appear in the Details subgrid in the Orders - Assignments screen and in Shipping tags printed from the Orders grid in that screen.

ADD AND EDIT ITEM ALERTS

Item alerts, which trip when the date you specify is reached, can be used for vehicle registrations, warranty expirations, calibration schedules, etc.

An item can have just one item alert. If you need more and don't have the Tracker repair and maintenance module, you can use user-defined fields and searches to simulate alerts, but they won't be automatic: you have to run the search. If you have the Tracker repair and maintenance module, each item can have as many maintenance types as you like, each of which will trip a maintenance due alert.

  • If you want to send email(s) when item alerts trip, your organization manager needs to check Email upon item alert in the Preferences screen (instructions below).
  • If you can edit in the Items screen, you can add and edit item alerts. Click the Data icon in the main menu then Items.
  • If alerts aren't displayed in the Items grid, click the Tools icon in the grid menu, Views then Lists alerts rates.
  • Follow the instructions in the Add, Edit and Delete section of the help overview to edit and save alerts using these fields:

  • (Items grid) ALERT DATE. The alert's due date.
  • (Items grid) ALERT WARNING. The number of days before the due date you want the alert to trip. If you want the alert to trip on its due date, leave this blank or enter zero.
  • (Items grid) ALERT EMAILS. If you want to send email(s) when an item alert trips, select one or more Tracker users from this list (select more than one using the standard techniques for your device, for example, in Windows, click one user then hold down the Ctrl key and click a second user).
  • (Items grid) ALERT MESSAGE. The MESSAGE you see in the Alerts screen will automatically be included in alert emails. Type anything you want added to that here.

FIELDS

  • (Items grid) ALERT DATE, EMAILS, MESSAGE, WARNING. Used to create item alerts. Instructions are in the HOW TO section of this help page.
  • (Items grid) COMMENCE. A calculated field that can't be edited. The item's most-recent ship, receive or discrepancy date in Item history.
  • (Items grid) COST. A calculated field that can't be edited. The item's most-recent cost in a shipped, received or discrepancy record in Item history.
  • (Items grid) CONOTES. Check Out notes are automatically recorded as Item history (details) NOTES when items are assigned and appear in the Details subgrid in the Orders - Assignments screen and in Shipping tags printed from the Orders grid in that screen.
  • (Items grid) DEFAULT SITE ID isn't used. We plan to add default site functionality in the future.
  • (Items grid) DEPR PERIOD, EXPLIFE, RESIDUAL. Used with the depreciation system (not implemented yet in Tracker 8).
  • (Items grid) DESCRIPTION ID.
  • (Items grid) IDNOTES. A standard notes field, called IDNOTES to distinguish it from CONOTES.
  • (Items grid) ITEM NUMBER.
  • (Items grid) ITEM SIZE.
  • (Items grid) LICENSE, LICENSE FEE. A vehicle's license number and registration fee.
  • (Items grid) LIST ID. An item's accessory or quick transfer list.
  • (Items grid) MAINTENANCE SCHEDULE, METER TYPE. Used with the optional repair and maintenance module.
  • (Items grid) MODEL NAME, NODEL YEAR, MODELNO. Optional model information (MODELNO is an abreviation for model number).
  • (Items grid) RATE TYPE ID. Used with the optional billing module
  • (Items grid) SERIALNO. Serial number.
  • (Items grid) TAXABLE isn't used. We plan to add tax functionality in the future.
  • (Items grid) UNITMSR STOCK. The stocking unit of measure. We plan to automatically convert the purchasing unit of measure in Item history (details) to the stocking unit of measure.

  • (Items assignments grid) CODE ID.
  • (Items assignments grid) DESCRIPTION ID.
  • (Items assignments grid) EMPLOYEE ID.
  • (Items assignments grid) ITEM ID.
  • (Items assignments grid) JOB ID.
  • (Items assignments grid) SECONDARY EMPLOYEE. Used when employees are treated as a secondary assignments.
  • (Items assignments grid) SITE ID.
  • (Items assignments grid) SUB LOCATION ID.
  • (Items assignments grid) TO ITEM ID. Used when an item is the assignment.
  • (Items assignments grid) TOTAL. The computed total quantity of an item at an assignment.
  • (Items assignments grid) VENDOR ID.

  • (Items history grid) COMMENCE, COMPLETE, EXPECTED COMMENCE, EXPECTED COMPLETE. The date in the Cart is automatically recorded as EXPECTED COMMENCE when an order is placed. The current DateTime is recorded as COMMENCE when an assignment is shipped or received. Users enter a COMPLETE date when a repair is finished, the system computes COMPLETE dates for assignments in Item history with complete dates.
  • (Items history grid) CONDITION is a free-form field. We plan to add functionality to this field in the future.
  • (Items history grid) COST.
  • (Items history grid) DAY RATE, HOUR RATE, MAX RENT, MONTH RATE, RATE, RATE PERIOD, REFUND, RENT COMMENCE, RENT COMPLETE, SALE RATE, WEEK RATE. Most of these are billing pre-sets recorded when an item is assigned. RENT COMMENCE and RENT COMPLETE are exceptions: dates entered by users to define rental periods within an item's COMMENCE and COMPLETE dates.
  • (Items history grid) DETAIL TYPE. Assigned to or purchased for storage site, job, employee, or item; assigned to vendor; or rented for job.
  • (Items history grid) FROM .... The assignment (and, optionally, sub-assignment) the item is being taken from.
  • (Items history grid) ITEM ID.
  • (Items history grid) MANUFACTURER ID.
  • (Items history grid) NOTES.
  • (Items history grid) QUANTITY, EXPECTED QUANTITY. The quantity in the Cart is recorded in both QUANTITY and EXPECTED QUANTITY. Any edits in the Orders - Assignments screen Details subgrid are recorded in QUANTITY (EXPECTED QUANTITY isn't changed).
  • (Items history grid) SERIALNO. Serial number, used with serialized consumables (not implemented yet in Tracker 8).
  • (Items history grid) STATUS. Ordered, shipped, received, backordered, no action, received not final, reserved, shipped not final or discrepancy.
  • (Items history grid) TO .... The assignment (and, optionally, sub-assignment) the item is being sent to.
  • (Items history grid) UNITMSR BUY, UNITMSR FACTOR aren't used. We plan to add functionality to these fields in the future.

  • (Items history with complete dates grid) CODE ID.
  • (Items history with complete dates grid) COMMENCE, COMPLETE.
  • (Items history with complete dates grid) EMPLOYEE ID.
  • (Items history with complete dates grid) ITEM ID.
  • (Items history with complete dates grid) JOB ID.
  • (Items history with complete dates grid) QUANTITY. The computed quantity of an item at an assignment from the COMMENCE until the COMPLETE date.
  • (Items history with complete dates grid) SECONDARY EMPLOYEE. Used when employees are treated as a secondary assignment.
  • (Items history with complete dates grid) SITE ID.
  • (Items history with complete dates grid) SUB LOCATION ID.
  • (Items history with complete dates grid) TO ITEM ID. Used when an item is the assignment.
  • (Items history with complete dates grid) VENDOR ID.

MACROS

  • (Items grid) ADD TO CART.
  • (Items grid) NEW ITEM WIZARD.
  • (Items grid) DUPLICATE ITEM WIZARD.
  • (Items grid) CREATE REPAIR RECORD(S) FOR MISSING MAINTENANCE.
  • (Items grid) COMPUTE DEPRECIATION.

  • (Item assignments grid) RESET TOTALS. Inexpensive tool and consumable quantities are recalculated when they're edited or re-assigned. RESET TOTALS recalculates all inexpensive tool and consumable quantities.

  • (Item history with complete dates grid) COMPUTE ALL. Re-computes complete dates.
  • (Item history with complete dates grid) CREATE BILL. Creates a new bill.

COMPLEX SYSTEM REPORTS

  • (Item assignments system view) GROUPED BY DESCRIPTION. Subtotals TOTAL (the quantity of an item at an assignment) by description.

SCREEN-SPECIFIC REPORTS

  • (Items screen) BARCODE LABELS.

SYSTEM VIEWS WITH ITEMS IN A SUBGRID

  • In the Descriptions screen, the with items view displays, in the subgrid, the items with each description.

SYSTEM VIEWS WITH ITEM ASSIGNMENTS IN A SUBGRID

  • In the employees screen, the with item assignments view displays, in the subgrid, the items currently assigned to each employee.
  • In the Items screen, the with item assignments view displays, in the subgrid, each items current assignments. The with items assigned view displays, in the subgrid, the items assigned to each item.
  • In the Jobs screen, the with item assignments view displays, in the subgrid, the items currently assigned to each job.
  • In the Order points screen, the system view displays, in the subgrid, the quantity of the item currently assigned to the order point assignment.
  • In the Sites screen, the with item assignments view displays, in the subgrid, the items currently assigned to each site.
  • In the Vendors screen, the with item assignments view displays, in the subgrid, the items currently assigned to each vendor.

SYSTEM VIEWS WITH ITEM HISTORY (DETAILS) IN A SUBGRID

  • In the Employees screen, the with item history view displays, in the subgrid, each 's item history.
  • In the Items screen, the with item history view displays, in the subgrid, each item's history. The with purchase history displays each item's purchase history.
  • In the Jobs screen, the with item history view displays, in the subgrid, each 's item history.
  • In the Orders - assignments screen, the my assignments view displays, in the subgrid, each 's item history.
  • In the Orders - purchases screen, the purchases view displays, in the subgrid, the purchased items in each order.
  • In the Orders - rentals screen, the rentals view displays, in the subgrid, each 's item history.
  • In the Sites screen, the with item history view displays, in the subgrid, each 's item history.
  • In the Vendors screen, the with item history view displays, in the subgrid, each 's item history.