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TCMax is very versatile.  This page comes from our user manual with examples of what boxes to check under what conditions.

Types of Tools & Equipment, a detailed explanation - what boxes do I check?

There are a few ways that a tool or item can be setup in TCMax.  The following paragraphs attempt to explain each type of tool or item.  A picture of the “Issue Qty & Purchase Orders” tab is displayed for each type of tool.  Pay particular attention to the check boxes as they define how TCMax will process the tool.

Tools that must have a separate barcode for each tool

bulletNo boxes are checked.
bulletUse this when only one tool has this barcode number. 
bulletTools like this might be anything taken to an aircraft where if lost you must know exactly which tool was lost so you know who lost it and exactly where to search. 
bulletIn this case if you have several identical tools you must assign a different barcode number to each tool.
bulletWhen a valid employee is on the screen, if the tool is in the crib when scanned then the tool is issued.  If the tool is already issued when scanned then the tool is turned in.  If already issued to one person, it is turned in even though the employee on the screen is different, and in this case the issue log begins showing you the remaining tools that the other employee has issued to them.
bulletExamples:
bulletany tool going to an aircraft
bulletweapons
bulletradios & walkie-talkies
bulletequipment items
bulletexpensive tools like skill saws

Tools that are expendable and issued one at a time

bulletNo Turn-In box is checked
bulletAnything that you want to issue in single quantities.  TCMax tracks who received the item and where they are taking it but it does not show up in the issued tools screen and they are not required to return it.
bulletOne is deducted from the Qty on Hand box.  If the qty on hand falls equal to or below the Reorder Qty level then the Reorder Qty turns red.
bulletMake an entry in the Max In Stock and Reorder Qty boxes and the Reorder Report will tell you when you need to reorder the item and it will calculate how many to order
bulletExamples:
bulletSafety glasses
bulletString for a weed eater

 

Tools that are expendable and issued in multiple quantities

bulletNo Turn-In box is checked
bulletIssue multiple of this tool with single scan  box is checked
bulletAs before, the no turn-in box makes it expendable, the item is issued, logs track who took it and where it went, and it does not show up on the issued tools screen.
bulletWhen scanned the Issue Multiple check box causes TCMax to say “Enter Quantity” and a box appears on the screen asking you how many you are taking.  Type or scan the number of these you will take and hit the ENTER key.  TCMax then says “Issue” telling you that the item was issued.
bulletThe appropriate quantity is deducted from the Qty On Hand box.
bulletExamples:
bulletToilet paper
bulletLumber
bulletBatteries for a flashlight
bulletRolls of tape
bulletRubber gloves
bulletRags when you don’t want them back

Tools or items that you have more than one of but don’t require separate barcode

bulletMultiple tools with this same barcode number is checked
bulletUse this for items that anyone can have, that they can only have one of, and that you want to have returned
bulletWhen a valid employee is on the screen and the item is scanned, if this employee already has one then TCMax will say “Turn In” and turn the item in, removing it from the Issued Tools screen.  If this employee doesn’t have one than one is issued to them.
bulletExamples:
bulletHelmets
bulletFlashlights
bulletPagers
bulletWeb Belts, canteens
bulletMasks

Tools or items that you have more than one of, don’t require separate barcode, but employees can have more than one

bulletMultiple tools with this same barcode number box is checked
bulletIssue multiple of this tool with single scan box is checked
bulletUse this for items that anyone can have, they can have more then one, and you want the items returned
bulletWhen a valid employee is on the screen and the item is scanned TCMax always says “Enter Quantity” asking how many you want.
bulletTo issue some type a positive number, “6” issues six
bulletTo turn them in type a negative number, “- 5” turns in five.
bulletThe items will show up on the Show tools that are out screen
bulletExamples:
bulletShirts, pants, uniforms
bulletTools used in general construction i.e. hammers, wrenches for a bridge builder

Tracking issued items issued for a long term

When you issue something for a long period such as a pager or uniforms enter a special “location” such as “Long Term” when issuing the item.  You can use the TCMax Label Maker program to create such a barcode to save typing it in.  So, you enter an employee number, and “Long Term” for the location (or a location that makes sense for your organization), then issue the items.

Then go into the Show tools that are out screen and enter “Long Term” in a line of the right hand Filters table. (See above)  The items with this location will disappear from the Show tools that are out screen, and they will also disappear from the Employee Log screen if the appropriate Preferences box is checked, the top box below must be checked.

In the Show tools that are out screen, clicking the Stop Filter button will display all issued tools, temporarily removing the filtering action.

Items in vehicles and performing their inventory

If you must perform periodic inventories of items in vehicles, you MUST assign a different barcode number for the item for EACH vehicle!  Then when you start the inventory you:

1.      Issue the Parent barcode number, the vehicle number.

2.      Click the Issue the Children of this Parent menu option

a.      This will turn in the parent vehicle

b.      Issue everything in the vehicle

3.      Scan all items in the vehicle, turning them in

4.      When done, anything missing or broken will appear in the Show tools that are out report.

 

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Last modified: January 13, 2009