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Last modified on 3/31/2015 3:02 PM by User.

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Quick Walk-through

Overview

Tracking samples can be an issue. OASIS provides a way to manage samples through our Sample tracking application. Samples can be identified, checked in, checked out, reserved/scheduled, invoiced, retired, reported on, etc. OASIS understands how to manage Samples. OASIS will also work with a touch screen, scanner/bar code system among others.

This document is divided in to sections that maybe referred to as needed. Please note, this is the first version of sample tracker and it will allow you to perform many new features. However, the return system is not completed and will not yet notify users of an impending sample return date. We anticipate the inclusion of this feature in a future release.

 

The first step in managing Samples is to create an inventory of samples. Once samples have been entered into the system, OASIS can then be used to manage them.

Creating a Sample - Adding a sample to your sample inventory

Go to the Samples application, then to File menu (on the toolbar)

Select New, then “New Sample Receipt”

The Sample Editor Window will appear allowing you to enter all the important information about that sample including: Manufacturer, Part number, and condition of sample.

 

Manufacturer

Enter the manufacturer of the sample.

Part Number

Enter the Part Number.

Description Enter the part description.

Project Sample

Marks sample as a project sample.

Save to assign kit number

Samples are tracked by “kit numbers” Once an entry is saved it will assign a unique kit number to the part.

Condition

Condition of the sample at time of this entry. On a scale of 1 – 10 with 10 being New/Excellent condition.

Picture

If you have a picture of the sample, you may drag & drop (import) a “JPG” or “GIF” image (digital photograph) of the sample in the picture area.

The next step is to track where the sample’s origination information. This is an optional step and is not necessary to running sample tracker. However, if you are seeking to return this sample prior to a certain date so that you are not charged, this screen is where you enter the information into the system. Right now this is a place to store the information.

We anticipate that future releases will also include a tracking and reminder system to ensure you return these samples prior to the return date in order not to purchase them.

To enter origin information, go to the Shipments tab to add tracking numbers, SCAC codes and date received.

Shipment Received

 

Tracking Number

Carrier’s tracking number

SCAC

Standard Carrier Access Code- Who is the carrier on the incoming shipment

Date Received

When did your agency receive this sample

Return Information

 

Notification Date

When would you like to be notified to return the sample?

Return Date

This is important as it will notify you (reminder) that the sample needs to be returned – see above

Returned

Once the sample is returned, check the box

Tracking Number

Carrier’s tracking number.

SCAC

Standard Carrier Access Code- Who is the carrier on the incoming shipment

Date Returned

Enter the date returned

 

OASIS will show the sample as needing to be returned on your home page if :

  • The notification date is after the date received
  • The return date is on or after the notification date
  • No return tracking number exists for the item

Store pertinent information about that sample in the notes tab.

After the sample is created the History tab will show you all the past check out and in information that has occurred with this sample, and the Upcoming Schedules tab will show when the sample is scheduled to be checked out.

After saving the sample you can go back to the editing screen to make changes or print a label by clicking on the file menu, selecting admin, and then the edit option.

Print Label (Optional) - Skip to the next session if not using

allows you to print a label to place on the sample. Select the label size. If the label you are printing is not the first one on that sheet. You may select the skip button and select the label you want to start printing from.

Hit OK and OASIS will generate labels with bar code that can be used in conjunction with a scanner. Here are the basics of how that system can work:

  • Home Depot “Blip screen” (option touch screen you can purchase to work with sample tracker making it easier and more attractive for your employees to utilize the tracking system.)
  • Barcode creation
  • “cheap” scanner (a hand held scanner that can be hooked to a computer allowing your employees to “scan” the items for checkout.

Barcode components contain the following information:

  • MFG ID
  • Year
  • Sequence number

 

Checking Out and In a Sample

A sample may be checked in and out as needed. There are several options to consider:

  • From your local machine using OASIS, you can check a sample in or out
  • Use a “touch screen” in the area where samples are stored.
  • Use a spare machine in the sample area.
  • Use a scanner bar code system for samples.
  • Use any of these options to make it convenient for check out and in and still track effectively.

 

To check out a sample

  • To checkout a sample, simply double click on the row in the listing:

     

     

     

    Fill out the items as required:

     

     

    Condition – condition of the item being checked out.

    Returning – date the item is to be returned.

    Customers – add customers the item is to be shown to (may be filled out later).

     

    Press “Check out!” to checkout the item – cancel to terminate the checkout.

 

Check in a Sample

  • To check in the item, double click on the item. If it is currently checked out, the check in screen will show:

    Identify the condition of the sample being returned

    Also ensure the customers the sample was shown to have been properly recorded:

    (It is possible to identify who the item was shown to and comments made by the individual.)

    Press “Save and Close” to simply update the entry without checking in the sample. Press “Check In” to show the sample as being returned and available for another to checkout the ite

     

Schedule/Reserve a Sample kit.

  • To schedule a sample, select the sample in the listing then select “File” then “Schedule”:

     

    The OASIS event editor will show with the current user and the sample added to the event:

    Fill in the date out (start) and date returned (end). Press “Save and Close” to create the schedule.

 

Reporting on Samples

There are a couple of reporting options for samples.

On the Sample home screen, go to Reports – Kit History, Sample History Summary and Late Checkouts.

 

Kit History

Before checking out a sample, see who has checked it out and which customers have evaluated the sample through the kit history report. In the check out screen once you have highlighted a kit you may run a kit history specifically for that kit by selecting “Kit History” from the Reports menu.

The report will provide you a snapshot of this particular kit.

Sample History

 

Select Sample History Summary from reports menu. When the Sample History dialog window appears; go to the Select tab to filter as needed.

It will produce a report similar to the one above showing a history of all samples as restricted by the user. The user may select certain manufacturers, customers, date ranges or any combination of these to create this report.

 

 

Sample History Summary

Select Sample History Summary from the drop down

  • Enter the timeframe, sort by User, Mfg or Customer
  • Show details
  • Then hit Update.

Late Checkouts

Select Late Checkouts and the Sample History window will appear.

Clicking OK will produce a report of all samples which still in the possession of customers past the check in date