AAT Configuration

Enable Emailing	Put a tick on to enable emailing
Code	Enter a code for the action
Description	Enter a description for the action
Action	Various actions can be done on an asset, log action, invoice, credit note, checklist, support log
State	There are four states to which an asset can be assigned, in, pending all, out and Disposed
Action icons	Set up an icon for the action
Sequence No	This is the sort order for the action drop down (You may want more frequently used actions at the top of the list)
Show return date	This should be off for any state that is 'in' and should be on for any state that is 'out'. When this is off, selecting an action will not save the return date.
Count	Put a tick on if you want the system to automatically count your assets
Allow Next Action	Put this tick on to allow next action
Next Action	Select the next action on the drop down menu selection
Active	Put a tick if it is an active action, and do not put a tick if it is inactive

Asset Action Grid

Go through the various actions and clean up the actions that you will not be using

Available
Check-In
Check Out
Dispose (Works when you write off the asset and creates a stock level adjustment)
Sell (This works when you sell the asset and create an invoice)
Audit (Users this when you create your fixed asset audit, it will mark the items as being audited)
Bookin (Works with booking in feature in job costing)
.Bookout (Works with booking out feature in job costing)

Asset Condition

TrackIT Asset Condition

Set up various conditions that you would like to apply to each of your asset items

Asset Locations

TrackIT Asset Locations

Set up various locations for your asset items

Policy Setup

Policy Control setup

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Setup policies for the company

Policy Setup

Policy Group

Create a policy group for various groups of policies other than the Division and Region

Click on the Policy Group button to create groups

Add groups

Assign a code and description for your group

Policy Setup

Add Policy

Create a new policy with attachments.

Incident Setup

This is where one can setup all the various incidents in the system.

Below is some examples of Incident types

Additional Menus

Debtors Setup

This is where the user creates a new Debtor or search for an existing one

System buttons:

Search button allows a user to search using Basic Search Tab and Custom Search Tab

At the top of the screen under the Debtors Setup heading, there are 5 buttons and three drop down lists

Expand button – to shown more search filter criteria or Contract button to show less search filter criteria

Add button– to create a new Debtor.

Edit button –to make changes onto an existing Debtor.

Delete button – to delete an existing Debtor provided the Debtor has no transactions linked to it.

Print Export Drop Down allows one to select from the following options:

Print button - print all the debtors listed in the system sorted alphabetically

Export Debtors button exports debtors list to Excel spread sheet.

Export Contacts button – exports Contacts to an Excel spread sheet

Import Drop Down allows one to select from the following options:

Import Contacts –Import from the Excel sheet to the system

Import Acct Managers – Accounts can be imported onto the system from the excel spread sheet.

Import Legal Hand Over – Legal Hand Over documents can be imported in CSV format

Extras Drop Down allows one to select from the following options:

Service Level Agreements –Link Service Level Agreement to a Debtor

View Reoccurring Transactions – See what Reoccurring Transactions have been linked to the Debtor.

Basic Search tab, if the debtor’s code in the Basic search Tab or debtor’s name is left blank, this will bring back all the debtors listed in the system sorted alphabetically. If the cursor is placed on Name at the column head, this will sort the names A-Z or Z-A as preferred.

Custom Search tab, Custom search searches according to the category selection on the drop down arrow and the system will bring back all that is selected on the category

This functionality is currently not active

Additional Menus

Creditors Setup

This is where the user creates a new Creditor or search for existing.

System buttons

Search button allows a user to search using Basic Search Tab and Custom Search Tab

Basic Search Tab - if the creditor’s code in the basic search fields and other fields are left blank, this will bring back all the creditor’s listed in the system sorted alphabetically. If the cursor is placed on Name at the column head, this will sort the names A-Z or Z-A as preferred.

Custom Search, Custom search searches according to the category selection on the drop down arrow

Main Tab – shows a list of all creditors added on the system

Details Tab – shows details of selected creditor

Address Tab – shows the selected creditors address

Contacts Tab – shows creditor’s contacts

Standard Tab, has four buttons

Insert – to create a new creditor.

Amend –to make changes onto an existing creditor.

Delete – to delete an existing creditor provided the creditor has no transactions linked to it.

Insert Note – Allows a user to interact with the creditor via sms or email and only if the contact person has an email address for emailing and cell number for sms.

Print Tab has two buttons

Print button allows a user to print all the creditor’s listed in the system sorted alphabetically

Export button - to exports creditors list to excel spread sheet.

Import Tab has one buttons

Import Contacts button –Import from the excel sheet to the system

Additional Menus

Inventory Setup Help

We cater for three types of Inventory in the inventory setup:

Stock Item: This would be physical stock such as a ruler. This is typically your Inventory items

Service: This is not a physical stock item e.g. labour. This in not typically included in the stock ledger account.

Custom: This is similar to a service item, an example would be Sub Contractors.

Basic Search Tab: allows the user to search by entering information on the following fields, if nothing is entered when searching; the system will pull out all inventory items

Item Code: search stock item by entering the code

Item Description: search for a stock item by entering the item description

Supplier Item Code: search stock item by entering the supplier item code or the name of the supplier

Branch: to select the branch and other fields from the drop down arrows

Active: it the box is ticked, then the system will search for only active inventory items

Custom Search Tab: allows the user to search items by selecting the category from the drop down arrow

Grid Edit Tab: allows the user to edit the selected item without amending

Main Tab: shows a list of inventory items

Cost Price Tab: shows a cost price of a selected item

Supplier Cost Price Tab: shows a supplier cost price of a selected item

Stock Available Tab: allows the user to view stock details from different warehouses

Serial Number Tab: shows serial numbers for the selected item

Standard Tab

Add button: to create an inventory item

Edit button; to view or make changes on an existing item

Delete button: to delete a selected inventory item.

Clone button: clone the selected Inventory Item.

Update Mark-up button: Updates the mark-up of the selected Inventory Item.

Bin Location Import button: to import bin location

Print Tab

Print button: prints the selected Inventory Item.

Basic Export button: Exports the currently selected Inventory Item into an Excel file.

Master Export button: to export complete list of inventory items to excel spread sheet. Please not that this does not use the search criteria.

Additional Menus

Units Of Measure Setup

Trackit> Configuration>Unit of Measure

Unit of measure is used as a standard for measurement of the physical quantity

Standard Tab has four buttons:

Add button: to add unit of measure

Edit button: to view or make changes on the existing unit of measure

Delete button: the delete button allows you to remove the currently selected Unit of Measure.

Print Grid button: to print inventory unit of measures’ list

Fixed Asset GL Setup

Fixed Asset Setup

General ledger Fixed asset setup

Setup the Fixed Asset Tab of the Fixed Asset cost account

Create the fixed asset inventory item

Check that the tick is on for Allow to TrackIT

Check minimum balance for transactions is setup

Check that Fixed Asset automatic schedule journal is active

This is to ensure that the Fixed Asset Journal is run each night

Setup TrackIT group codes in order to group fixed assets together on one journal

Similar type fixed assets

Fixed Asset GL Setup

Fixed Asset Incoming

In order to bring in a Fixed Asset, use the GRV document to do this

Create a GRV / Purchase Invoice to bring in the Fixed Asset.

If you are bringing in a fixed asset that is for an opening balance.

Suggestion is to make the VAT / GST as zero because the Tax has already been taken into account.

For take on, take the date back to the date that you want the fixed asset to run.

Create the Serial number for the item

Enter the Brought into use date and residual value

GRV ledger entries are updated with the fixed asset cost

TrackIT item created

TrackIT Fixed Asset information updated

Asset Tracker Issue To Users

Issue To Users

Email Notification

Email Notification Setup [WIP]

Setting up of multiple letters to action to customer contact.

Multiple template letters

Link template letter to an action

Actions as follows:

Multiple Asset actions added eg
1. check out - Flag on to run Return date emails
2. check in - Flag off to Not run Return date emails
3. Other actions
Multiple email out based on X number of days before and after check return Date
1. Letter out X number of days after check out No 1
2. Letter out X number of days after check out No 2
3. Asset return date, letter out three days before return day
4. Letter X number of days after Return Date
5. Letter X number of days after Return Date No 2
6. Letter X number of days after Return Date No 3
Letter on day of Return Date

Ensure we have a flag active on asset for letters out

Ensure that there is a flag to log check out to run

Setup Schedule task to be run each day to check all schedules

Notes

Add in an Asset Action that puts the flag on for email in or out
Check that we are able to put in data replacement
- Contact first name and last name
- Company name
- Stock item code and description
Add an additional tab to allow internal user to be copied in the email

Email Notification

Asset and Actions setup

Settings for the following areas need to be setup in order for the email to go out.

Asset Setup

Return Date Email Letters

Enable this function for this asset to activate Return Date email letters

Action setup

When the Enable Email letter is active, then send out an email to the customer contact with the specific letter template.

If an internal user is set to also receive the email, then copy the internal user.

If the company does not have a contact or the contact does not have an email, then no email goes out to customer or internal user.

Email letter tab

Email letter tab becomes active if the Enable email letter is ticked / active.

This lists all internal users

Email Notification

Asset Email Letter Templates

Setup multiple letters to be sent out

Asset Tracker > Configuration > Email Letter Template

Add / Edit Email Letter

The Email that is sent out must be embedded into the email with the Description of the Letter for the Header of the email.

Sencha latest version makes use of a text editor, see if we can use that to make up the letters.

This allows formatting and pictures to be embedded.

Placeholders

Placeholders can be added to the templates to be substituted with the values they reference when the email is sent.
For a piece of text to be identified as a valid placeholder and substitued it needs to be:

On the same line
Enclosed in square brackets
Not contain embedded square brackets
Less than 100 characters, including spaces and punctuation and excluding the square brackets, in length
Match one of the placeholders in the table below. Spaces, punctuation and letter case are ignored. For example [CustomerContactFullName] or [CUSTOMER_CONTACT_FULL_NAME] will match the Customer Contact (Full Name) placeholder. The spaces and punctuation are optional and for readability only.

Placeholders	Substitution	Notes
`[Customer Contact (Full Name)]` `[Full Name of Customer Contact]` `[Contact Person Name]`	The first and last name of the Customer Contact separated by a space.	1, 2
`[Customer Contact (First Name)]` `[First Name of Customer Contact]` `[Contact First Name]`	The first name of the Customer Contact.	1, 2
`[Customer Contact (Mobile)]` `[Contact Mobile]` `[Contact MOB]`	The mobile number of the Customer Contact.
`[Customer Contact (Telephone)]` `[Contact Telephone]` `[Contact TEL]`	The telephone number of the Customer Contact.
`[Customer Contact (Email)]` `[Contact Email]`	The email address of the Customer Contact.
`[Action]`	The description of the Action completed for the Action. For example "Check Out"
`[Action (Code)]` `[Code of Action]`	The code of the Action completed for the Action. May match the description. For example "Check Out"
`[Assets (List)][List of Assets]`	A list of Assets for which the action is completed for. Each item in the list is the Asset Number, followed by a dash and then the Asset Name.
`[Asset Names (List)][List of Asset Names]`	A list of the names of the Assets for which the action is completed for.
`[Assets (Number)]` `[Number of Assets]` `[Asset Count]`	The number of assets for which the action is completed for.
`[Assets (Total Count)]` `[Total Count of Assets]`	The total count of all the assets for which the action is completed for.
`[Customer Company (Name)]` `[Name of Customer Company][Debtor Name]`	The company name of the customer	1
`[Asset Return Date]` `[Asset Return Date (YYYY-MM-DD)]` `[Asset Due Date]` `[Asset Due Date (YYYY-MM-DD)]`	The Return or Due Date of the asset in YYYY-MM-DD format. If there is more than one asset in the email then the first is selected.
`[Asset Return Date (D/M/YYYY)]` `[Asset Return Date (D/MM/YYYY)` `[Asset Due Date (D/M/YYYY)]` `[Asset Due Date (D/MM/YYYY)`	The Return or Due Date of the Asset in D/M/YYY or D/MM/YYYY format (New Zealand) If there is more than one asset in the email then the first is selected.
`[Asset Return Date Days From/To]` `[Asset Due Date Days From/To]` `[Return Days]` `[Due Days]`	The number of days before or after the return or due date If there is more than one asset in the email then the first is selected.
`[WOF Date]` `[WOF Date (YYYY-MM-DD)` `[WOF Date (D/M/YYYY)]` `[WOF Date (D/MM/YYYY)]`	The warrant of fitness date if the email template type is selected as "WOF Due". This should be the same as "Asset Due Date". If there is more than one vehicle in the email then the first is selected.	3
`[Reg Date]` `[Reg Date (YYYY-MM-DD)` `[Reg Date (D/M/YYYY)]` `[Reg Date (D/MM/YYYY)]`	The vehicle registration date if the email template is selected as "Vehicle Registration Due". This should be the same as "Asset Due Date". If there is more than one vehicle in the email then the first is selected.	3
`[Vehicle Reg]` `[Reg]`	If the asset is a vehicle then the Vehicle registration number as set in the Vehicle Register form for the asset. If there is more than one vehicle in the email then then each subsequent item is preceded by a comma or "and" for the last item.	3
`[Vehicle Description]`	If the asset is a vehicle the Description as set in the Vehicle Register form for the asset. If there is more than one vehicle in the email then then each subsequent item is preceded by a comma or "and" for the last item.	3
`[Vehicle Count]`	The number of vehicle assets in the email	3

Notes

Used in CRM Email Templates also [WIP]
For CRM Email Template this placeholder can be substituted by value for the Company Branch contact person depending on the mailing list set up. [TBD]
Requires the asset to be marked as a vehicle.

Activate Asset mail out

Return Date

Asset Module > Action > "Main" Tab

To activate the Mail out for each item the “Return Date Email” checkbox needs to be ticked at bottom of the Asset Main page, tick the “Return Date Email” checkbox to activate this mail‑out.

Email Notification

Asset Return Date Scheduler

Setup a new schedule to run checks on due letters that are active on assets that are in an out status and have a return date.