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Samples Overview
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Last modified on 7/24/2013 9:01 AM by User.

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Samples Overview

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.

Project Sample

Not implemented at this time

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 

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

  • In OASIS, go to the Samples application
  • Click the “Check Out” button
  • A list manufacturers that have samples in the system will appear. Click on the manufacturer.
  • A list of samples for this manufacturer will appear. Notice in the “Available” column whether the sample is “In or Out”.
  • Select the item to checkout by clicking on the image
  • The New Kit Checkout window appears.
  • Adjust the Returning Date and Condition of the Sample by using the “-“or “+” buttons.
  • Then click “Checkout”
  • The Update Checkout window will appear allowing you to track which customer is evaluating the sample
  • Click on the type of customer (Owner, Architect, Engineer, etc)
  • Then click the first letter of the customer and select the specific customer below
  • Once the customer is selected a check box will indicate to whom you selected
  • Click Save.
  • On the Sample Tracking home screen the items checked out will be shown.

 

Check in a Sample

  • On the Sample main screen, click “Schedule”.
  • Select the manufacturer by clicking the logo
  • Click the sample you wish to return (click the image/logo)
  • The Event window will appear. The Sample should appear
  • Set the Start and End date
  • Enter any notes about the Sample.  Entering notes about how the samples are perceived by your clients can help your agency determine which items are more salable in your area.
  • Go to the People tab
  • Go to the Resources tab
  • Click Save & Close 

Schedule/Reserve a Sample kit.

  • On the Sample home screen, click Schedule
  • When the Select manufacturer screen appears, select the manufacturer.
  • In the next window, select the sample to schedule.
  • In the Event window, enter the Start & End date for the schedule
  • Go to the People tab and select the person who is checking the sample out, if the person checking out the sample is not the user currently logged into OASIS
  • If you need to change the sample being checked out in the middle of the process, you may do this by going to the Resources tab and selecting a new part
  • As you begin to use the system, items that are currently checked in and out will show on the Samples home screen as shown below.

 

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