Rice Lake TransAct 1.0 User Manual

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T ransAct

Scale Data Management Program

Installation &

Operation Guide

37882

Overview and Menu Structure........................................................ 1

Menu Structure of TransAct and TransAct Plus ............. 2

Getting Started Using Windows...................................................... 3

QuickStart for Experienced Windows Users................... 3

Windows Navigation Tools ............................................. 3

Basic Concepts................................................................. 4

Using the Mouse............................................................... 4

Using the Menus............................................................... 5

Using Dialog Boxes (Windows and Tables) ..................... 6

Selecting Options ............................................................. 7

Working with Windows ..................................................... 8

Shrinking, Enlarging, Restoring, and Closing a Window 10

Quick Reference Table for Windows Navigation .......... 11

Installing TransAct for Windows .................................................. 13

Windows 3.1 Installation ............................................... 13

Windows 95 Installation ................................................ 17

Customizing TransAct with transact.ini File .................. 21

Starting and Exiting the Program................................................. 22

Starting the Program for the First Time ........................ 22

Creating a Customer Database .................................... 23

Quitting the Program ...................................................... 24

Database Recovery and Restoration.............................. 24

Creating Security Logins and Passwords .................................... 27

Establishing User Access Levels and Logins ............... 27

Password........................................................................ 28

Security Level ................................................................. 29

Real Name...................................................................... 30

Password Verification ................................................... 30

Viewing Valid User List ................................................. 31

Function Buttons in Tables ........................................... 31

Operator Login Directions............................................. 32

Rev. 1.1, 4/97

Table of Contents

Setting Up TransAct—Administration .......................................... 35

Setting Up Customer Accounts..................................... 35

Customer Number, Name, and Address ........................ 36

Ticket Type ..................................................................... 36

Default Categories.......................................................... 37

Hotlinked Buttons in Customer Account Tables ............. 38

Function Buttons in Customer Account Tables .............. 45

Permits.......................................................................... 45

Categories .................................................................... 48

Utilities .......................................................................... 52

Backup............................................................................ 52

Restore Backup .............................................................. 56

Archive Transactions ...................................................... 57

Restore Archive .............................................................. 61

Preferences .................................................................. 63

Company Data................................................................ 63

Scale Port ....................................................................... 64

Ticket Printer .................................................................. 67

Tickets ............................................................................ 70

Note Headings................................................................ 72

About TransAct ............................................................. 74

Weighing....................................................................................... 76

Select Transaction Window .......................................... 76

Date and Time ................................................................ 76

Status Bar....................................................................... 77

Weight Display Window.................................................. 77

Print Weight Button......................................................... 78

Options Button................................................................ 78

Update Tare Button ........................................................ 81

Weigh In / Weigh Out Transactions .............................. 84

Starting a Weigh In/Weigh Out Transaction ................... 84

Completing a Weigh In/Weigh Out Transaction ............. 87

Single-Weigh Transactions with Tares ......................... 90

Stored Tares Used as the Weight Out............................ 90

Stored Tares Used as the Weight In .............................. 93

Accounting.................................................................................... 95

Statements.................................................................... 95

Setting Rates .............................................................. 100

Measured Rates ........................................................... 101

Table of Contents

Minimum Charges ........................................................ 104

Discounts...................................................................... 106

Miscellaneous Rates .................................................... 109

Payments.................................................................... 110

Recording a Payment ................................................... 110

Single-Item Payment .................................................... 111

Multi-Line Item Payment............................................... 111

Applying a Credit .......................................................... 112

Reporting .................................................................................... 114

Quick Scan ................................................................. 114

Reset ........................................................................... 115

Scan ........................................................................... 115

Totals ........................................................................... 118

Reports ....................................................................... 119

Appendix..................................................................................... 123

Uninstall/Reinstall ....................................................... 123

Uninstalling TransAct to Delete the Database.............. 123

Uninstalling TransAct While Preserving the Database . 123

Reinstalling TransAct with Restored Database ........... 124

Reinstalling TransAct with an Empty Database............ 125

Editing the TransAct Initialization File......................... 125

[TransAct] Directory Editing.......................................... 127

[Options] Database Directory Editing ........................... 127

[Ticket Notes] Editing.................................................... 127

[Weigh Options] Editing ................................................ 127

[Tares] Editing .............................................................. 128

[Rates] Editing .............................................................. 128

[Category 1-4] Editing................................................... 129

[Indicator Types] Editing ............................................... 132

[Scale Settings] Editing................................................. 132

[Printer Settings] Editing ............................................... 132

Creating Custom-Format Print Tickets ....................... 133

Literal Text Fields ......................................................... 136

Database Fields............................................................ 136

Flag Field...................................................................... 138

Printer Command Field................................................. 141

Column Posting Field ................................................... 141

TransAct License Agreement ..................................... 142

TransAct Software Programming Support Service ..... 145

iii

Table of Contents

KENWORTH

Overview and Menu Structure

Thank you for purchasing TransAct™ for Windows®. This program will reduce labor costs, minimize human error and increase data-handling capabilities in your truck scale operations. Both the standard Transact program, and the financial accounting version, Transact Plus, contain the following features:

• Automatic ticket processing

• Fault-tolerant data recovery to

protect from system crashes

• Multilevel password protection

• Stores and combines up to

three tares per transaction— truck, trailer, and container

• Four configurable categories to customize your application

• Configurable product rates

• Unlimited configurable ticket formats

• Interfaces to ticket, tape, journal, thermal, and laser printers

• Summary or detailed reports by customer account, tonnage, material

category, date, and transaction

• Compatible with barcode, magstripe and RF interfaces

Additional features in Transact Plus:

• Prints customer invoice statements with detailed transaction data

• Complete payment tracking and financial reporting capabilities

® Windows is a registered trademark of Microsoft Corp. ™ TransAct is a trademark of Rice Lake Weighing Systems.

Overview

Menu Structure of Transact and Transact Plus

User Login

Guest Operator Supervisor Administrator

Customer Accounts

Permits

Getting Started Using Windows

QuickStart for Experienced Windows Users

If you have used Windows 3.1 or Windows 95 extensively, this chapter will be a review for you and can be skipped. Jump ahead to Installing Transact for Windows on page 13.

Windows Navigation Tools

If you are new to Microsoft Windows, this section is for you. You’ll become familiar with the navigation techniques and terms used in the manual. We’ll describe using the mouse, using menus, using dialog boxes, and navigating within a window. The section ends with a table of symbols and terms used in Windows and Transact for Windows.

Getting Started Using Windows

Basic Concepts

Microsoft Windows is a graphical software environment that makes using the computer easier. Windows uses icons, pulldown menus, and dialog boxes to help the user interact with the computer. With Windows, multiple applications can run at once.

When running Windows, the computer screen becomes a desk- top. The desktop contains programs and utilities in boxes called windows. Windows can be arranged on the desktop to suit individual needs. Windows can be sized and moved to anywhere on the desktop. Windows can be minimized into an icon, or maximized to fill the entire desktop (screen). When a window is shrunk to an icon, Windows places the icon in the lower left hand corner of the desktop, until it is restored to a window again.

When an application is shrunk into an icon on the desktop, the program continues to run in memory, but does not take up space on the desktop. In the meantime, other applications can be used.

Using the Mouse

Moving the mouse moves the pointer on the screen. The shape of the pointer will change to reflect the kind of work you are doing. The most common pointer shape is the arrow.

• Pointing to an object is usually only the first step in performing

a mouse routine. Point to an object by moving the tip of the pointer on top of the object to be selected.

• Clicking or click means to press the mouse button and release it

immediately while pointing to an object. Clicking starts an action like starting a transaction, or saving a new customer account.

Getting Started Using Windows

• Double clicking is pressing the mouse button twice in rapid

succession. Double clicking is usually used as a shortcut. For example to open Transact, double click the icon instead of selecting it with a single click then pressing Enter or using the Open command.

• Dragging is pressing the mouse button and holding it down

while moving the mouse. Drag the mouse to select an area or move an object.

Using the Menus

The row of icons found at the top of the Transact screen is called the menu bar. Each of the icons represents a pull-down menu which lists all available Transact commands or implements a section of the program.

Producing a pull-down menu and selecting commands can be done using the mouse or keyboard.

With the Mouse

To select a menu command using a mouse:

1. Point to one of the icons in the menu bar and click the mouse

button.

The menu drops down and stays open until another icon is selected, or an item from the pull-down menu is selected.

2. Point and click the command to use.

With the keyboard

To select a command using the keyboard:

1. Press and hold the Alt key to activate the menu bar.

One letter in each icon that appears on the menu bar is underlined. The underlined letter is the menu’s hot key. Each command has an underlined hot key. Press the underlined letter to display the pull-down menu or execute the command.

2. To select an item from a pull-down menu use the UP and

DOWN arrow keys to select one of the commands on the pulldown menu and press Enter. Or press the underlined hot key to execute the command.

Getting Started Using Windows

Closing a Menu

To close a pull-down menu, move the pointer back up to the menu bar and pull down a different menu.

Menu Standards

All Windows applications follow certain standards when listing menu items. The following lists various standards found when using Transact menu items and other Windows applications.

• Dimmed commands appear when the command is unavailable

at the current time.

• Cascading menu indicator When a command that has a triangle

after it is selected, another menu appears with more commands. These menus are called cascading menus. In Transact, the Utilities command on the Admin menu is a cascading menu.

Using Dialog Boxes (Windows and Tables)

Transact was written to use dialog boxes for the entire program. For simplicity, all dialog boxes are referred to as windows throughout this manual. All of the information necessary to run Transact is entered into these dialog box windows.

Moving within Dialog Boxes

Selecting a command from the menu bar or a pull-down menu brings up a dialog box. For example, selecting Backup from the cascading Utilities command on the Admin... pull-down menu...

Using Dialog Box Windows

brings up the Backup Database window (dialog box) as shown following:

Getting Started Using Windows

Backup Window (Dialog Box)

Dialog box windows are often separated into different groups. The following methods explain how to move from option to option or to another group. Current options are highlighted or have a dotted rectangle placed around it. There are several ways to move from one option to another.

• With the mouse, click the option or group.

• Use the Tab key to move from option to option or to another

option group.

• Hold down Shift and press Tab to move the opposite direction.

• Use the arrow keys to move among options in a group.

• Press Alt plus the underlined hot key in the option name.

Selecting Options

Check Boxes

Check boxes turn options on and off. An X in the box indicates the

Getting Started Using Windows

option is on; an empty box means the option is off. Click a check box with the mouse to toggle between on and off, or

press Tab to move to the desired check box and press the Spacebar to toggle between on and off.

Command Buttons

Command buttons carry out an action. Most windows contain at least two command buttons. One to execute the command or save the settings, and the other to cancel the command.

Dimmed command buttons are unavailable. When a command button is selected it appears to be depressed, and has a darker border than the other buttons.

Drop-Down List Boxes

Drop-down list boxes appear when a dialog box is too small to list all options. Drop-down list boxes initially appear as a rectangular box with a single option. At the far right end of the box is a down arrow. When the arrow is clicked, a list of options appears. If there are more options than can fit in the box, a scroll bar appears for moving through the list.

Transact was written to use field descriptions as it’s primary sort field. When using the keyboard, information within drop-down boxes can be selected by typing the field description. For example, instead of clicking the single down arrow to produce the drop-down list of customer accounts, use the Tab key to move to the field and type the customers name.

Working with Windows

This section explains how to move windows, dialog boxes, icons, and how to move within windows. For simplicity the techniques used to work with windows are described for use with the mouse.

Scroll Bars

When a window or dialog box cannot show all of the information it contains, scroll bars appear. Scroll bars appear at the right side and the bottom of a window. Use the vertical scroll bar to move the window up or down, and the horizontal scroll bar to move from side to side.

Each scroll bar has a scroll arrow at each end and contains a small square box called a scroll box. The position of the scroll box in the scroll bar represents your position within the information.

Getting Started Using Windows

Click the mouse on the gray area of the scroll bar to move the viewing area by one full window.

Click the direction arrows to move in smaller steps. Drag the scroll box to move to a certain location and view the contents

of the window more quickly.

Moving a Window

Windows can be moved to anywhere on the desktop. Icons and dialog boxes with title bars can also be moved.

1. Point to a windows’s title bar, an icon, or the title bar of a dialog box.

2. Click and hold down the left mouse button and drag the pointer to the new location.

3. As the pointer moves, an outline of the window or dialog box moves with it. When moving icons, the pointer changes to a black and white outline of the icon.

4. When the window, icon, or dialog box is in the new location, release the mouse button.

Press Escape (Esc) anytime before releasing the mouse button to cancel the move.

Resizing a Window

1. Select the window to resize.

2. Move the pointer to the side or corner of the window until the pointer changes to a two-headed arrow.

3. Hold down the mouse button and drag until the window is the desired size. An outline of the window moves with the pointer.

Getting Started Using Windows

Shrinking, Enlarging, Restoring, and Closing a Window

The following table specifies the different symbols found in the upper right hand corner of a window. These symbols are used to shrink, enlarge, restore, and close windows. Symbols for Windows 3.1 and Windows 95 are documented.

Windows 3.1

Windows 3.1 Window Symbols

Shrinks the Window into an icon into the lower left hand corner of the screen.

Increases the application window to full screen. Restores the application window to original window size.

Windows 95

Windows 95 Window Symbols

Shrinks the window onto the Windows 95 menu bar at the bottom of the screen.

Increases the application window full screen. Restores the application window to original window size.

Exits or Quits the application.

Getting Started Using Windows

Quick Reference Table for Windows Navigation

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Getting Started Using Windows

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Getting Started Using Windows

Installing TransAct for Windows

TransAct for Windows requires the following hardware and software:

• An IBM-compatible computer, 486-75 MHz or higher CPU

• At least 8 MB of RAM (16 MB RAM is highly recommended)

• A fixed hard disk with a minimum of 4 MB of available disk

space to install the program files

• VGA, SVGA, or higher resolution monitor

• DOS version 5.0 or higher

• Windows Version 3.1 or later running in enhanced mode

When installed, the Setup program installs all of the files to run TransAct, initialization files, and all icons associated with the program.

These instructions explain how to install TransAct on an individual workstation using Windows 3.1 or Windows 95. Before the Setup program can be run, Windows 3.1 or higher must currently be running on the system. It is important to be familiar with the basic navigation techniques of using Windows. If you are not familiar with moving around in Windows, review Getting Started Using Windows beginning on page 3 of this manual.

NOTE! Before beginning the installation, log off any networks your computer may be a connected to, and quit any open programs.

Windows 3.1 Installation

Insert the TransAct diskette labeled Disk: 1 of 2 in drive A or B. Choose File | Run from the Program Manager menu.

Starting Installation from Program Manager

Installation

In the Command Line field, type a:setup or b:setup depending on the drive you are using.

Install Command

Click OK to start the installation program. A brief installation explanation is displayed.

Installation Welcome

Click OK to continue with the installation. TransAct automatically installs two category tables with common

industry standards. Solid Waste default categories are applicable for a landfill or recycling operation. General default categories are more suited to gravel, concrete, and similar operations. These tables can be edited, and more categories can be added later to match your application more closely.

Select the type of application (Solid Waste or General) which more closely relates to your type of business.

Installation

Selecting Industry Type

Solid Waste Application has categories for Hauler and Refuse. General Application has categories for Hauler and Material.

The setup program looks for any previously installed versions of TransAct and recommends installation to that same directory. For a first time installation, the setup program recommends installation to the directory C:\TRANSACT. Unless there is a particular reason, do not change the directory.

Default Installation Directory

Click OK to continue and accept the default directory for installation. The TransAct setup program starts installing the program files.

Program Installation

Installation

When prompted, insert the remaining TransAct disk.

Disk 2 Prompt

Click OK to continue with the installation.

The AUTOEXEC.BAT configuration file must include the command SHARE /F:5100 /L:500 for TransAct to run. If this command needs to be added, the following message appears:

Update AUTOEXEC.BAT File

The Windows 3.1 and Windows 95 Share program installs file-sharing and locking capabilities. Windows for Workgroups uses the VSHARE command instead of the SHARE command. If this command needs to be added, an additional message will appear.

Click on Yes to make the necessary changes and continue. The following message will appear when installation is complete:

Installation Complete

Click OK to continue. A final dialog box will ask if you want to reboot (restart) the system.

Installation

Reboot Message

Remove the disk in drive A. Click Yes to reboot your computer system and allow the changes to take effect.

Installation is now complete. Once the computer re-boots, double click on the TransAct icon in the Program Manager to start the program.

TransAct Icon

Windows 95 Installation

Insert the TransAct diskette labeled Disk 1 of 2 in drive A or B. Select

desktop.

Select

Start in the lower left-hand corner of the Windows 95

Run from the Start menu as shown below.

Installation

The Run dialog box appears. In the Open field, type a:setup or b:setup depending on the drive you are using.

Install Command

Click OK to start the installation program. A brief installation welcome and explanation is displayed.

Installation Welcome

Click OK to continue with the installation. TransAct automatically installs two main category tables with common

industry standards. You can add two more category tables later. These tables can be later renamed and edited to more closely fit your industry standards.

Select the type of application which most closely relates to your type of business.

Installation

Selecting Industry Type

Solid Waste Application provides category tables for Hauler and Refuse.

General Application provides category tables Hauler and Material.

The setup program looks for any previously installed versions of TransAct and recommend installation to that same directory.

For a first time installation the setup program recommends installation to the default directory C:\TRANSACT. Unless there is a particular reason, do not change the default directory or path name.

Default Installation Directory

Click OK to continue and accept the default directory for installation. The TransAct setup program starts installing the program files.

Program Installation

Installation

When prompted, insert the remaining TransAct for Windows disk.

Disk 2 Prompt

Click OK to continue with the installation. The AUTOEXEC.BAT configuration file must include the command

SHARE /F:5100 /L:500 for TransAct to run. If this command needs to be added, the following message appears.

Update AATOEXEC.BAT File

Click Yes to make the necessary changes and continue. The following message appears when installation is complete.

Installation Complete

Click OK to continue. A final dialog box will ask if you want to reboot the system.

Installation

Click Yes to reboot your computer system and allow the changes to take effect. Don’t forget to remove the disk first in Drive A or B as the dialog box recommends.

After restarting, the TransAct program is ready to run by double clicking on the TransAct program icon in the Program Manager.

Customizing TransAct with transact.ini File

During installation, the program creates the transact.ini file, located in your hard drive C:\Windows directory as shown below.

Hard Drive Location of transact.ini file

This file contains the program defaults for category names, category setup, ticket formats, and other information used to run TransAct. After you become familiar with TransAct, you may wish to change some of these defaults to customize the program better for your business and your customers.

Directions for modifying the transact.ini file to change these defaults are found in Editing the TransAct Initialization File in the Appendix.

Caution

DO NOT DELETE OR MOVE the transact.ini file. If deleted or moved to another directory, TransAct will not be able to run.

Installation

Starting and Exiting the Program

Starting the Program for the First Time

To start TransAct for Windows, double click the TransAct program icon from the TransAct program group in the Program Manager.

TransAct Program Icon

When initially starting TransAct, the following message appears.

End User Agreement Dialog Box

When running TransAct for the first time, you must view and accept the terms of the licensing information before TransAct will open. Use the mouse to point and click on the View Agreement button.

The license agreement is a Windows Write file. TransAct automatically opens the Write application and the license file—but it does not automatically exit the Write program.

So an informational message appears to remind you to exit Write from the pull-down File menu once you have read the license agreement. Click the OK button to continue and read the license agreement. Once you have read the license agreement select File | Exit to quit Write and continue with TransAct.

After reading the license agreement you must choose to accept the agreement before continuing. Click on Accept Agreement to continue.

If you select the Reject Agreement button, TransAct will close and you will return to the program manager.

Installation

Creating a Customer Database

The final step before using TransAct is to create the customer database. After accepting the license agreement, you will be asked if you wish to build a database. This database will provide the forms on which you will enter your customer accounts and other data.

Click on the Start Build button. Another message pops up and asks if you would like your database to contain sample information.

Sample Database Dialog Box

A sample database with fictitious customer accounts, trucks, and transactions could be helpful until you become familiar with entering your own information. If you have never used a data management program like TransAct, installing this sample database is recommended to allow you to learn how to use the program. All of the information in the sample database can be overwritten or deleted.

After you’ve spent some time learning the program using the sample database, you’ll be ready to start entering your own customer data. Rather than overwriting each fictitious customer account in the sample database with your actual customer accounts, we recommend that you quit out of the TransAct program, then delete (uninstall) the entire program. The Uninstall program will search out and delete all TransAct files in your system. With a “clean slate,” you may then reinstall TransAct onto your system. You will use the same install procedure as described previously in this chapter, but with one major change—this time you will not choose to have sample data put into your database.

The procedure for uninstalling and reinstalling TransAct is found in the Appendix. When you’ve learned the TransAct program and you’re ready for this step, turn to that section and follow the instructions.

Click on the Yes button to install the sample database now.

Installation

Click on the No button to install an empty database. If you click Yes to install the sample database, a TransAct Database

Utility screen appears with a graphic progress box so you can monitor the database installation.

When the database installation is 100% completed, a message with a single OK button is displayed alerting you to the successful installation.

Click OK to continue. The TransAct program login screen appears and you are ready to begin.

To continue with login directions and establishing security access for all planned users, turn to the Security Logins and Passwords section on page 27 now.

To learn how to quit the TransAct program, or how to recover a database from an incorrect shutdown, power outage, or system error, continue reading in this section.

Quitting the Program

Click on the Quit button from the main menu toolbar.

Database Recovery and Restoration

If TransAct is not exited correctly due to a power outage or system error, the database may become damaged. TransAct has a built in tolerant structure to help prevent losing information. By storing minibackups of the database, TransAct can recover damaged databases.

The next time TransAct is started after a power outage or system error, the following message will appear.

Installation

Database Recovery Needed

Click on Continue to bring up a window with repair choices.

Database Recovery in Progress

Click on the Auto Repair button to retrieve information from the last mini-save. While the repair is being done, a progress screen is displayed so you can monitor the repair process.

Caution

DO NOT use your computer while the database is being repaired.

Installation

Once the database has been repaired the following message will appear.

Database Recovery Complete

Click Done. Review the repaired database. If it is not correct, you may wish to restore your last backup. For information, see the Restore Backup section under Preferences in the chapter, Setting up TransAct— Administration.

If you have any questions about the database recovery utility, call your distributor or Rice Lake Weighing Systems software support line at (715) 234-2003.

Installation

Creating Security Logins and Passwords

The first time TransAct is opened, the person acting as the administrator can set up logins, passwords, and access levels for everyone who uses the program. Once the administrator has established those security items, only a user with administrator-level security access can view or change those logins, passwords, and access levels.

Users with lower levels of security have restricted access to items in the TransAct program.

TransAct recognizes four access levels of users and restrictions:

Level 3 Administrator Read, set up, and update everything Level 2 Supervisor Read, update all except security logins Level 1 Operator Read all tables, add scale transactions Level 0 Guest Read selected tables only

Establishing User Access Levels and Logins

When opening TransAct for the first time (after the License Agreement has been accepted) a prompt appears asking for a login name and password. The program assumes that this first user is the program administrator, so the access level for this screen is by default at the Administrator level.

Type in “admin” for the login name and press your computer’s Enter key. No password is needed for this initial set up, so simply press Enter twice. The next screen appearing is the User Table where you can establish user logins, passwords, and access levels for others.

Creating Logins and Passwords

If the User Table does not appear on your screen automatically, you can manually call up the User Table to enter or modify logins:

Click on Login... from the menu bar to call up the User Table. User table entries consist of a login name, password, security level, and

real name. Use the Tab key to move to the next entry dialog line, or press the Enter key to both enter an item in the user table and to move to the next entry dialog line.

Click the New... button in the User Table to create a new user screen.

Enter a login name for the first user. The login name can be up to eight characters long. Information in this field is not case sensitive. For example, if the Login Name is Admin with a capital A, the user does not have to type Admin when logging into the system, he can type admin with a lowercase “a” and still get into the system using the Admin account. Press Enter.

Password

Passwords are optional, but recommended to ensure a secure environment. Without password protection, any user could sign in as the administrator and make unauthorized changes to the database. Passwords can be up to eight characters long. The password is not case sensitive.

When entering a password, only an asterisk (*) appears to symbolize a character. Press Enter.

28Creating Logins and Passwords

Security Level

Use the single down arrow next to the Security Level box to display a drop down box listing valid security levels. Use the mouse to point and click on the desired security level for the user. TransAct provides four different levels of security.

Security Levels

Level 3 is the Administrator level. Only the administrator can add or

delete users and reset passwords. TransAct is packaged with an “admin” login set to the administrator level. The “admin” login is not password protected as shipped. Because the administrator level has access to everything in the program, it should be password protected with your own unique password.

Level 2 is the Supervisor level. The supervisor level allows access to

everything in the TransAct program except logins. This level is not allowed to add or delete users or reset passwords.

Level 1 is the Operator level. The operator level is given access to

read, but not update, all tables. This level provides access to the Weigh form and allows an operator to view Quick Scan results, run reports, and perform all functions under Utilities.

Level 0 is the Guest level. A guest is only allowed to view tables

such as Customer Accounts, Categories, and Permits, in the program. A guest is not permitted to edit tables, view weigh transactions, or create transactions.

Creating Logins and Passwords

Real Name

Type in the user’s first and last name. This field is used to help the administrator identify the logins in the future.

Press Save when all entry lines have been completed.

Password Verification

When the complete user table entry is saved, an additional window pops up and ask for the password to be verified.

Password Verification

Type in the password identically as it was entered in the User Table window. Press Enter on the keyboard to continue.

If the password was incorrect, the following window will appear.

Click OK and enter the correct password. If the password was entered correctly, the following window appears:

Click OK to continue.

30Creating Logins and Passwords

Viewing Valid User List

Click on the Find button to view a list of all users set up.

List of Valid Logins and Users

Click on any item to see (and/or change) the user table for that entry. Click on the Done button when the list is finished and correct. Click on the Print button to print the user list.

Function Buttons in Tables

The bottom of the User Table window contains a row of function buttons to quickly move around in the table.

Function Buttons

This is a feature common to many of the tables in TransAct. The

Table of Function Buttons following describes each of these buttons.

Creating Logins and Passwords

Table of Function Buttons

Save changes to the item. Create a new item.

Display the first item. Undo unsaved changes to item.

Display the previous item. Delete the item from the list.

Display the next item. Show a list of all items.

Display the last item.

Many of the TransAct tables have a similar row of function buttons at the bottom of their tables. The buttons are a convenient navigation shortcut to move around within the tables. All of these function buttons operate the same as the buttons above. In some tables, certain buttons are not needed and will be inactive (greyed out).

Operator Login Directions

After logins and passwords have been established by the administrator, a login prompt screen will appear each time anyone starts the TransAct program. Notice that all menu buttons are inactive (greyed out) until a login is entered. Depending on the login entered, and the access level of that login, some or all menu buttons will become active when the program opens.

32Creating Logins and Passwords

Program Login Prompt

To login: Enter the Login Name. Press Enter. Enter the Password. Press Enter. TransAct opens with the About TransAct screen. Any active menu

item (not greyed out) can now be opened by clicking on it.

About TransAct Screen

Creating Logins and Passwords

Guest access level menu bar:

Guest Menu Bar (active items are read-only)

Operator access level menu bar:

Operator Menu Bar (some active items are read-only)

Supervisor access level menu bar:

Supervisor Menu Bar (active items can be edited)

Administrator access level menu bar:

Administrator Menu Bar (all items can be edited)

34Creating Logins and Passwords

Setting Up TransAct—Administration

This section describes commands and sub-menus under the Admin... button of the main menu toolbar.

Click Admin... to view the sub-menus available. In the sub-menus you can create detailed Customer Accounts for your

database, complete with IDs and tares for each customer’s fleet of trucks, trailers, and containers. You can build tables for each customer’s selected Categories and create Permits for others who may be authorized to use a customer’s account.

Admin... also has database Utilities to save, backup, restore, and archive files.

You will use the Preferences sub-menus to set up tickets and establish communication between your scale, printer, and computer.

Setting Up Customer Accounts

Use Customer Accounts to create and edit customer accounts. All weigh transactions are attached to a customer account in some way.

To begin creating or editing customer accounts, point and click on the Admin... button from the toolbar. Select Customer Accounts... and click the left mouse button.

Selecting Customer Accounts

The Customer Accounts Table appears, showing information for the first customer in the customer account table. If you have chosen to install a sample database, information for the customer will be filled in.

If you have not installed the sample database, there are no customers yet. The customer account window will show customer number 0 and all fields will be blank. Begin entering information for your first customer in the customer account fields.

Setting Up TransAct

Click New to create a new customer account.

Customer Account Table: General Information

Customer Number, Name, and Address

Every customer account must have a Customer Number and Name. The number cannot be larger than 9999999999 (10 numeric characters). The name cannot be longer than 40 alphanumeric characters.

Address information can be entered for the customer, but is not required. Enter the address information in the Address, City, State, and Zip fields of the customer account window.

Ticket Type

Each customer account can default to a specific ticket format which you can design. TransAct comes with a ticket format pre-designed for you, named default.gtk. The format of this ticket is shown following.

Setting Up TransAct

Stillson County Landfill

Ticket: 3777

T & J Services Vehicle: 4 Container: 101 Time In: 04/18/97 11:14:22 AM Time Out: 04/18/97 11:18:05 AM In: 7740 lb Out: 7300 lb Net: 440 lb = 440.0 lbs Non-Hazardous Asbestos @ $0.02 per lb Total Charge: $8.80 Amount Paid: $0.00

[Special Ticket Info]

[Notes Info]

Default.gtk ticket format

Other ticket formats may be created, saved, and assigned to various customer accounts. For information on designing custom ticket formats, see Creating Custom-Format Print Tickets in the appendix.

Default Categories

When creating customer accounts, default items can be set for each category. Default categories are intended to simplify weigh form processing. For example, if a customer brings garbage into a solid waste landfill 95% of the time, Garbage should probably be used as his default category. It will then be automatically entered into the categories text box on the weigh forms. Setting the default category item to Garbage eliminates the need to select Garbage as the main category each time the customer comes into the landfill.

Click on the single down arrow to the right of the main category name to display a drop-down box containing all of the items in a main category. Click on the item that will be the default for the customer account. All category fields will automatically fill with item None which has a code of -1. Default items will be used when transactions are created in the Weigh form, unless changed by the operator.

TransAct permits four main categories to be assigned to each account. For simplicity, only two categories are initially installed. There is no limit to the number of items that can be entered under each main category. See page 48 for more information on setting up categories.

Setting Up TransAct

Main categories can be modified and assigned different names to make TransAct more appropriate for your application. This is a procedure that should only be done by an administrator with computer experience, as it entails opening special initialization (.ini) files in the TransAct folder on the hard drive. See Editing the TransAct Initializa-

tion File in the appendix for more information about using .ini files.

Selecting Items in Refuse Category

Hotlinked Buttons in Customer Account Tables

From the Customer Account Table, you can jump directly to the screens needed to set up accounting information, truck ID’s and tares, container ID’s and tares, and pup trailer ID’s and tares. You make those jumps by clicking the blue hotlinked buttons near the bottom of the Customer Account Table.

Accounting Info...

The Accounting Info button displays accounting information for the customer account. Note that this button only appears in TransAct Plus. This window allows the user to adjust previous and current balances, revoke an account, activate account invoicing, require the customer to

Setting Up TransAct

pay in cash, or select to have the customer account tax exempt.

Customer Account Table Window

If an account is revoked, the system warns the operator. If the scale is in unattended mode, a vehicle from a revoked account cannot activate a weigh transaction.

The Customer Account Table window contains a row of function buttons that navigate you within the table similar to the function buttons in other TransAct tables. See page 31 for information on using function buttons.

Function Buttons for Navigating within Tables

Note that the New button is not available in this table. Customer accounting tables are generated from completed transactions, not set up manually.

Click on the Save button to save all changes made to items in the Customer Account Table.

If any changes have been made and not saved, the following warning will appear when trying to continue.

Setting Up TransAct

Unsaved Changes Warning

Click Yes to save the changes. Click No to

not save changes before continuing.

Click General Info... to return to the main customer account window.

Notes on Truck, Container, and Trailer Tare Handling

TransAct allows each account to use three different tare types. When TransAct was installed, the three tare types were defined as Truck, Container, and Pup Trailer. These tare names can be changed in the TransAct initialization file. For example, “Container” could be changed to “Boxes”. See Editing the TransAct Initialization File in the Appendix for more information.

When tare weights are used during a transaction, the total of all tares for the transaction is calculated and applied toward the net weight.

Truck Tare Weights

Each customer account can have a list of trucks with their recorded tare weights attached to the account. When one of the trucks with a recorded tare enters the scale, the tare is automatically used for the transaction. It shows as Weight Out for an incoming transaction, and as Weight In for an outgoing transaction.

Click the Truck... hotlink button to view a list of truck numbers and tare weights.

Setting Up TransAct

Truck List

To begin creating a list of trucks and tare weights, click on the column headings. To edit an existing truck from the sample database, click on the truck number. The truck table as shown below appears:

Truck Table

Each truck must have an alpha-numeric number. It may be up to 10 characters in length. The tare weight may be up to 999999999.

Setting Up TransAct

Optional fields include: Expiration Date, Badge Number, Container Required, and Pup Trailer Required.

A truck with a passed expiration date activates a warning to the operator and cannot be weighed. To change an expiration date, enter the new date using the keyboard.

You can also click the

calendar button to the right of the expiration date box. When the calendar button is used, click the single down arrow next to the current month to select a different month. Use the left/right arrows to select the year. Click on the day of the month you want the truck number to expire. Click on the calendar button again to close the calendar window and display the selected date.

The Badge Number may be up to 10 characters in length. When an x appears in the boxes to the right of Container and Pup

Trailer Required, the scale operator will be prompted to select a container or pup trailer before completing a weigh transaction.

Click on Save to record each completed truck table screen. Click on New to create a new truck table screen. The other function buttons at the bottom of the Truck Table window

operate in the same manner as in other TransAct lists and tables.

Click Done to return to the Trucks List. Click Done again to return to the main Customer Account window.

Container and Pup Trailer Tare Weights

Each customer account can have a list of both Containers and Pup Trailers with stored tare weights. Container and pup trailer tare weights are added to the truck’s tare weight to generate the total tare weight for the transaction.

Click either the Container or Pup Trailer button to view existing numbers and tare weights for the account.

Setting Up TransAct

Container List

To begin creating a list of container or pup trailer tare weights, click on the column headings. To edit existing information, click on the number and the Container Table or Pup Trailer Table appears.

Container Window

Each item must have an alpha-numeric number. The container or trailer number may be up to 10 characters in length. The tare weight, if used, may be up to 999999999.

If an expiration date is used and it has passed, the container or pup trailer function will not be activated until its expiration date is changed to active status. Enter an active date using the keyboard.

Setting Up TransAct

You can also click the calendar button to the right of the expiration date box. When the calendar button is used, click the single down arrow next to the current month to select a different month. Use the left/right arrows to select the year. Click on the day of the month you want the truck number to expire. Click on the calendar button again to close the calendar window and display the selected date.

Calendar

Click Save to save a Container or Pup item Click New to create a new item. The function buttons at the bottom of the Container or Pup Trailer

windows operate in the same manner as in other TransAct tables.

Click Done to return to the truck list. Click Done again to return to the main Customer Account window. If any changes have been made and not saved, the following warning

appears when trying to continue.

Unsaved Changes Warning

Click Yes to return to the Container or Pup Trailer List window and save the changes.

Setting Up TransAct

Click No to not save changes before continuing. Click Done to return to the Customer Account Table.

Function Buttons in Customer Account Tables

The function buttons at the bottom of the Customer Account window operate in the same manner as in other TransAct lists and tables. See Function Buttons in Tables on page 31 for a description of each.

Click Find to view a list of all customer accounts.

View and Select Account List

To select a customer account to edit, click on the customer account. Click Print to print the customer account list. Click Done to return to the customer account window.

Permits

Use Permits to setup individual “sub” accounts within a customer account. For example, a township may allow several of its residents to use the landfill under the township’s customer account. However the township would like to keep track of the residents using the landfill

Setting Up TransAct

under their account. Using the Permits section, individual permit numbers can be assigned to each township resident using the township’s customer account. The resident’s name, address, driver’s licenses, license plate number, and issue/expiration date can be included in Permits.

To begin creating or editing permits, point and click on Admin... from the toolbar. Select Permits... and click the left mouse button.

Selecting Permits

The Permits window appears. This window shows information for the first permit in the permit table. If there are no permits created yet, the permit window will show a permit number of 0 and all fields will be blank. Begin entering permits in the blank fields.

Setting Up TransAct

Click New to create a new permit. To enter a permit: Every permit must have a Permit Number and Name. The permit must

also be attached to a Customer Account. The Permit Number cannot be larger than 999999999 (9 numeric characters). The Name cannot be longer then 40 alpha/numeric characters. Select the Customer Account the permit is attached to by clicking on the single down arrow to the right of the Customer Account field. Point and click to select the desired Customer Account.

The address, driver’s license, and memo fields are optional. When entering a driver’s license, the first character must be a letter. Forty characters of text is provided for the Memo field.

Record a permit issue date and expiration date in the issue and expiration date fields.

To select a date, use the Tab key until the box is highlighted and enter the date using the keyboard. Or click the calendar button to the right of the date boxes. When the calendar opens, click the single down arrow next to the current month to select a different month, and the left/right arrows to select the year. Click on the day of the month the permit is being issued or set to expire. Click on the calendar button again to close the calendar window and display the selected date.

Calendar

Use the Status field to manually set a permit to be valid or invalid. When a permit expires or is invalid, the system will warn the operator at the time a transaction is started. Only a system administrator or supervisor will be able to renew or validate the permit.

Click Save to save a permit. If any changes have been made and not saved, a warning appears when

trying to continue.

Setting Up TransAct

Click Yes to save the changes. Click No to

not save changes before continuing.

Function buttons at the bottom of the Permit window are used to navigate around the permit table. See page 31 for operating directions for function buttons.

Utilities

Backup

Why is it important to backup your data? Electronic data is very fragile. If your hard drive fails, everything on it is lost. It is important to create a backup plan and train users to follow the plan. Tape backup is the most commonly used type of backup.

A common backup plan is a weekly backup, where a week’s worth of daily tapes are rotated Monday through Friday. Other companies utilize a monthly rotation using a different tape for each day of the month. Regardless of your backup method, be certain not to rely on a single tape.

TransAct provides a utility for backing up your database to your local hard drive. TransAct allows backup of the database to a floppy diskette if the database is small enough to fit on one floppy. Unfortunately, it rarely is, so tape backup is recommended. A database backup to your local drive should be performed daily prior to tape backup.

Creating a Backup File

To run the backup utility, click on Admin... from the toolbar and select Utilities from the Admin pull-down menu. Select Backup and click

the left mouse button.

Selecting Backup

The Backup Database window appears.

Setting Up TransAct

Backup Database Window

The left window displays a list of existing backup names. The right window displays the destination drive and directory. The database backup will, by default, be placed on the same drive and

directory in which TransAct has been installed (usually C:\transact). To change that location, click on the single down arrow next to the drive box to show a drop-down box of available destinations. Click on the letter to select your preferred backup drive.

Selecting a Different Destination

Under the destination box is the directory box. Use this box to select a different directory other than the default directory where the TransAct program has been installed.

Setting Up TransAct

Default Directory

The default backup name is automatically generated by adding today’s date numbers to the letters “bu” (i.e. bummddyy). To change the filename, press the tab key until the default filename is highlighted (or use the mouse to place the cursor in the filename box), delete the default filename, and type your desired backup filename in the box.

Entering a Filename

NOTE:File names can be up to 8 characters long with no spaces. They can contain letters, numbers, and special characters.

To change back to the default file name, place the cursor in the filename box and double click.

Click Backup to begin the backup procedure. If a backup filename is selected that already exists, the following

warning appears.

Setting Up TransAct

Backup File Already Exists Warning

Click Yes to overwrite the file with the new backup. Click No to return to the backup database window. If no file name or an unacceptable name has been entered in the Enter

backup name: box the following warning appears.

No Backup Filename

Click on OK to return to the backup database window so you can enter a correct backup file name.

Once the backup is complete, Backup Successfully Completed will be displayed at the bottom of the Backup Database Screen.

Deleting Existing Backup Files

To delete backup files, select the file to delete with a single click from the list of used backup names.

Click on Delete to delete the selected file. To avoid mistakes, the following warning appears before the file is deleted.

Delete File Warning

Click Yes to delete the file and proceed. Click No to return to the backup window.

Setting Up TransAct

Restore Backup

This utility allows the restoration of any backed up file in case the database becomes damaged or corrupt.

To restore a backup file, click on Admin... from the toolbar and select Utilities from the pull-down menu. Select Restore and click the left mouse button.

Selecting Restore

The Restore Database window appears.

Restore Database Window

The left window displays a list of available backups found in the

Setting Up TransAct

default drive and directory. The right window displays the default drive and directory where the

TransAct program was installed (usually C:\transact). If you are restoring from a floppy diskette click on the single down

arrow to show a drop-down box listing available drives. Select your floppy drive (usually A:).

Selecting Diskette Drive A

Under the destination box is the directory box. Use this box to select a different directory.

A list of available backup files on your floppy diskette appears in the box to the left. Point and click on the file you wish to restore.

Click Restore to begin restoring the backup. Restore Successfully Completed will appear at the bottom of the

restore backup window once the restore is complete.

Archive TransActions

Archiving is a way of removing transactions from the database and storing them without having to delete information. Archiving is important because it helps manage your database and improves system performance.

TransAct allows archiving of all transactions or just invoiced transactions for a specified date range.

Creating an Archive

To archive transactions, click on Admin... from the toolbar and select Utilities. Select Archive TransActions and click the left mouse

button.

Setting Up TransAct

Selecting Archive T ransActions

The Archive TransActions window appears.

Archive TransActions Window

Select a date range to archive by typing in the “From” and “To” dates, or use the calendar buttons to the right of the boxes to set the dates.

The area next to the date allows the user to choose which transactions are archived. Whenever Archive TransActions is opened, the default selection is All TransActions. To select to have only invoiced transactions archived, choose Invoiced TransActions.

To use a default archive filename, place the cursor in the Archive Name box and double click. TransAct generates the filename by adding the invoice “Date To” date numbers to the letters “ar” (i.e. armmddyy).

Setting Up TransAct

To change the filename, press the Tab key until the default filename is highlighted (or use the mouse to place the cursor in the filename box), delete the default filename and type in your desired archive filename.

To change back to the default filename, place the cursor in the filename box and double click.

Click on the Archive button to continue. Because archiving will alter the database, TransAct recommends

making a backup of the current database prior to archiving. The following window appears.

Backup Warning

Click Yes to have the backup window automatically open. Once the backup is complete, archiving continues.

Click No when a backup prior to archiving is not desired. Archiving automatically continues.

Click Cancel to return to the Archiving TransActions window. If a filename has been highlighted in the List of archive files or a

duplicate filename typed in the Archive Name box, the following warning appears.

Duplicate Archive Filename

Click No to return to the archive transactions window. Click Yes to overwrite the existing filename.

Setting Up TransAct

If no file name is specified, the following warning appears:

No Filename Warning

Click OK to return to the archive window. Type in a filename and click on the Archive button again. The backup database prompt appears again, but it is not necessary to do another backup; click No to continue archiving.

Deleting Existing Archive Files

To delete archive files, use the mouse to click on the file to delete from the Archive TransActions window.

Click Delete to delete the selected file. To prevent mistakes, the following warning appears before the file is deleted.

Delete File Warning

Click Yes to delete the file and proceed. Click No to return to the archive window

Setting Up TransAct

Restore Archive

The Restore feature is used to restore archived transactions. Restoring archived transactions may be necessary for some reporting purposes.

To run the restore utility, click on Admin... from the toolbar and select Utilities. Select Restore Archive and click.

Selecting Restore Archive

The Restore Archived TransActions window appears.

Restore Archived TransActions Window

The left window displays a list of available archives found in the

Setting Up TransAct

default drive and directory where the TransAct program is installed. The right window displays the default drive and directory where the

TransAct program was installed (usually on drive C:\TransAct ). If you are restoring an archive from a floppy diskette, click on the

single down arrow to show a drop-down box listing available drives. Select your floppy drive (usually drive A:).

Under the destination box is the directory box. Use this box to select a different directory other than the C default directory where the TransAct program has been installed.

Setting Up TransAct

A list of available backup files on your floppy disk appears in the box to the left. Click on the file(s) you wish to restore.

NOTE: To select multiple files for restoring, use the Shift key with the mouse to select continuous file names. Use the Ctrl key with the mouse to select discontinuous file names.

Click Restore Archive to begin the restoration of your selected file(s). Because restoring an archive will alter the database, TransAct recom-

mends making a backup of the current database. Prior to restoring, the following window appears.

Click Yes to have the backup window automatically open. Once the backup is complete, archive restoring continues.

Click No when a backup prior to archive restoring is not desired; archive restoring automatically begins.

Click Cancel to return to the Restore Archive TransActions window. Archive Restored appears at the bottom of the window when the

archive restoration is complete.

Preferences

Company Data

The company data screen contains your company’s name, address, phone number, and site number. This information appears on invoices and reports.

To enter your company’s data, select Preferences from the Admin... pull-down menu. Select Company Data and click the left mouse button.

Setting Up TransAct

Selecting Company Data...

Company Data Window

The Company D w indow appears.

Using the Tab key to move from box to box, enter your company’s data.

Click Save to save the entries. Click Undo to exit without saving changes.

Scale Port

This section is used to define the type of scale connected to the computer. You must know specific information about the digital indicator you are using with the scale to properly interface with TransAct.

To set up the scale port, select Preferences from the Admin... pull-

Setting Up TransAct

down menu. Select Scale Port and click on the left mouse button.

The Set Scale Port Parameters window appears:

Set Scale Port Parameters

A direct scale interface is not required to run TransAct in a demonstration mode. If a scale will not be interfaced, select MANUAL from the Connector list. Nothing else needs to be done to set up the port.

Setting Up TransAct

To demonstrate how TransAct would run with a scale, select SIM, to let you simulate a scale in the Weigh Form. Nothing else needs to be done to setup the port.

If a scale is being interfaced with the computer, select the communication port (COM1 through COM4) to which the interface cable is attached. Use the scroll bar in the Connector box to view all four ports as shown below.

Scale Port Connector

Use the scroll bar to the right of the Device Type box to view available scale types. If you cannot find the type of indicator you are using, call your dealer or the TransAct technical support line for assistance.

Selecting a Device (Scale) Type

NOTE:TransAct supplies common scale drivers to make setting up these devices simple. Unfortunately, we cannot list every indicator in the industry. Contact us with additional indicator types so we can add the drivers to later releases of the software.

When a communication port and device type are selected, the settings boxes become available for editing (i.e. Baud Rate, Flow Control, Data Bits, Stop Bits, and Parity). Check the installation manual of your scale indicator for the correct settings.

After the scale port is set up, click the Test button to view data being received from the scale. If you have difficulty connecting with the scale you may need to change one or more of the settings.

The following shows a test display from a correctly interfaced scale.

Setting Up TransAct

Correctly-Interfaced Scale Test Output

If the scale is correctly interfaced with the computer, you should be able to read the scale weight in the diagonal print out area. The correct weight should also be displayed in the Weight box at the bottom of the window.

Click Done to return to the Set Scale Port Parameters window. Click Pause to stop the window from scrolling. If the test screen is blank or shows something other then the above

picture, the computers settings are not correct for the scale indicator.

Ticket Printer

This section is used to define the type of ticket printer connected to the computer. You will need to know specific information about the ticket printer you are using to properly interface with TransAct .

To set up the ticket printer, select Preferences from the Admin... pulldown menu. Select Ticket Printer Port.

Setting Up TransAct

Selecting Ticket Printer Port

The Set Printer Port Parameters window appears

Set Printer Port Parameters

If a ticket printer is not going to be used with the TransAct program, simply select None from the Connector list, and nothing else needs to be done to setup the port.

Setting Up TransAct

If a printer will be used, TransAct provides several ticket printer solutions. Receipt printers, dot matrix printers, and laser printers can all be used as ticket printers. Use the scroll bar within the Device Type box to view a list of all available print drivers.

Common drivers are available for ticket printers which produce receipts similar to what we might receive at a grocery store. Such drivers include SP2000, SP2200, IDS 150A, Star SP200, and the Epson TM.

TransAct also provides options for using an already existing Windows printer, such as a dot matrix or laser printer. To use a printer already configured for Windows, select Windows Default from the Device Type list.

It is also possible to send data directly to a printer via the Ticket File. This option is helpful when printing to custom preprinted forms. Select Direct to Printer Port to utilize this option. Using this option for a ticket printer should not affect how reports are printed if they are printing to the same printer as long as the printer is also defined as a Windows printer.

Select the communications port (LPT1, LPT2 or COM1 through COM4) to which your cable is attached. Use the scroll bar in the Connector box to view all ports and choose the appropriate one.

Ticket Printer Connector

NOTE:TransAct supplies common ticket printer drivers to make setting up these devices simple. Unfortunately we cannot list every printer in the industry. Please contact us with your specific ticket printer types so we can add the new drivers to later releases of the software.

When using a printer selection other than Windows Default or Direct to Printer Port, the Baud Rate, Flow Control, Data Bits, Stop Bits,

Setting Up TransAct

and Parity sections will also need to be set. After the communication port and device type have been selected, the settings boxes become available for editing. Check the reference manual of your ticket printer for correct settings.

After the ticket printer is set up, click the test button to send up to four lines of text to the printer. Click Test to open the test window.

Ticket Printer Test Window

Enter text into any or all of the four lines. Click Send to print the text to the printer. Click Done when testing is complete. If nothing is sent to the printer, be sure the printer is powered on and

check the connections between the computer and printer.

Tickets

The tickets section lets you reset the ticket number, receipt number, invoice number, and select the default ticket file.

Setting Up TransAct

If you wish to change the appearance of printed tickets from the format specified in the default ticket file, it will be necessary to access the TransAct initialization file in your computer hard drive. This should only be done by the system administrator. For information on changing the formatted appearance of tickets in this manner, see Creating Custom-Format Print Tickets in the Appendix.

To reset any of the above items, select Preferences from the pull-down Admin... menu. Select Tickets.

Selecting Tickets...

The Tickets window appears as shown below.

Tickets Window

Press the tab key to move from box to box or use the mouse to place the cursor in a box. Once the desired box is selected, enter the change.

TransAct will print out tickets according to the format established in

Setting Up TransAct

the “default.gtk” file stored in your computer hard drive. The default ticket has the following format:

Stillson County Landfill

Ticket: 3777

[Special Ticket Info]

[Notes Info]

Printed Weight Ticket with default.gtk Format

Click Save to save the entries and changes. Click Undo to undo any unsaved changes. To learn more about editing the ticket file, refer to Creating Custom-

Format Print Tickets in the Appendix.

Note Headings

TransAct allows the user to establish up to four note lines that can be used in the Weigh form when creating or completing a transaction. These notes are printed on the transaction ticket given to the customer. The followin section allows the user to define the headings used for each line of note text.

To edit the headings for the notes, select Preferences from the pulldown Admin... menu. Select Note Headings.

Setting Up TransAct

Selecting Note Headings

The Configure Ticket Note Headings window appears.

Configure Ticket Note Headings Window

Only the boxes containing entered text will show up when Notes is selected in the Weigh transaction. Any of the empty lines of notes will not show on printed tickets. A note is only stored with uncompleted transactions. Once the transaction has been completed and printed, the note is erased.

Following is an example of a four-line note in the Weigh form generated from note headings “Name”, “Address”, “City”, and “Memo” text entered in the Configure Ticket Note Headings Window.

Setting Up TransAct

Four-Line Note Heading in the Weigh form

In this example, all four note lines appear with headings because all four lines were defined in the Configure Ticket Note Heading window.

If you wanted only a simple one-line note with a single heading, enter only that heading on only one line in the Configure Ticket Note Heading window. In that case, the following screen would pop up when Notes was pressed:

Single-Heading Note

About TransAct

To display the current version and serial number of TransAct you are using, select About from the Admin... pull-down menu.

Setting Up TransAct

Selecting About

The start-up “About TransAct” screen appears. This screen also appears whenever TransAct first starts.

About TransAct Start-Up Screen

When the About TransAct screen is displayed, you may click any other main menu button in the toolbar to move to other parts of the program and close the About TransAct screen.

Setting Up TransAct

Weighing

Use the Weigh section of TransAct to create and complete weigh transactions. The information created during a weigh transaction is stored in the TransAct database. Transactions from these databases can be edited, and reports including them can be printed using the Reports features found in the Reporting menu.

Select Transaction Window

Click on the Weigh... main menu toolbar button to begin a transaction. After clicking the Weigh button from the menu bar, the Select Transac-

tion window appears. All weight transactions are started here.

Select Transaction Window

Date and Time

The top left corner of the window contains the date and time. TransAct reads this information from the computer system. If the time or date is wrong, exit TransAct, change the computer’s time and date, and restart TransAct.

The time, date, Print Weight button, Options... button, and display window are always present in the Select Transaction window. The Update Tare... button is only available until a transaction has started.

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Status Bar

The status bar at the bottom of the window displays the next ticket number and the ticket format file (unless you have modified the ticket format, it will show as “default.gtk”).

Weight Display Window

The display window shows the scale weight. This window will look different depending on the type of scale selected (see “Preferences” of the Admin section).

When the scale port is in MANUAL mode, the display window is inactive. Weights must be manually entered in the Weight In/Weight Out boxes of the Transaction Detail table.

When the scale port is in SIM mode, arrows for increasing and decreasing a truck weight appear next to the display window to simulate a scale action. These buttons increase or decrease simulated truck weights in increments of 1000 pounds.

Weight Display Window in Simulation Mode

When a scale indicator is connected to the computer, TransAct reads the weight supplied by the scale indicator and displays the weight in the display window. The unit of measure (lb-pound or kg-kilogram) of the scale indicator also appears in the display window.

A motion indicator in the top left corner of the display window informs the operator when the scale is in motion. The operator cannot continue with the transaction, until the motion indicator clears from the display.

Weighing

Once motion has stopped, the weight of the scale can be locked to help speed the weighing process. To lock the weight, double click in the lower left corner of the display window. Once weight is locked, the truck can continue into the site while the operator modifies information about the transaction before storing the ticket.

Locking a Stable Weight

Print Weight Button

Click the Print Weight button to print a weight without creating a transaction. Clicking on the Print Weight button prints only the date, time and weight of the truck to the ticket printer.

Options Button

Click the Options... button to change weighing options setup. The Weighing Options screen allows the operator to change the list order, scale properties, badge reader information, weight adjustment readings (expressed as a percentage of actual scale weight), default transaction direction, and ticket format file.

Weighing Options screen

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List Order

List Order determines how tables containing lists, such as (Customer) Account, (Open) Ticket, and Categories, will be displayed in drop down boxes. Make your selection by clicking in the circle by the selection. When By Code is selected for List Order, the lists display in number code order. When By Descrip-

tion is selected, the lists display in description order.

Example: When List Order is By Code, select customer account

286-EM Groundhog Racing, Inc., by typing only the customer account code, 286.

When List Order is By Description, select customer account 286-EM Groundhog Racing, Inc., by typing only the customer description, EM Groundhog Racing, Inc.

Scale Properties

Use Scale Properties to setup tolerances and zero return for interfaced scale indicators. When Zero Return is checked, TransAct will not allow transactions to be created or completed until the scale indicator returns to zero. If a transaction is attempted before returning to zero, the following warning appears:

Tolerance is the amount the indicator can fluctuate when there is no load on the scale. When a tolerance weight is specified, TransAct recognizes a Zero Return, + or – the tolerance weight. Enter a positive weight for this field. The tolerance is used exclusively with the zero return property.

Adjustments

TransAct provides two Adjustments fields. The adjustments boxes appear in the weighing Transaction Detail screen only when a description is entered into these fields. Adjustment descriptions can be added or removed from the Weighing Options table at any time.

The Adjustments fields are used to calculate the Ticket Weight

Zero Return Warning

Weighing

and Charge of the transaction without changing the Weight In, Weight Out or Net Weight. When applied to a transaction, adjustments are made in one percent (1%) increments. The percent is calculated from the Ticket Weight and applied to the Charge. The adjusted percent is stored with the completed transaction ticket and can be viewed using the Quick Scan feature under the Reporting menu.

Ticket Format File

The Ticket Format File contains information from the database that is printed on the customer’s ticket. During installation, a default ticket file was installed for the appropriate application you selected, Solid Waste or General.

To select a different ticket-format file for the current transaction, use the down arrow to the right of the Ticket Format File box. Once the transaction is complete, the default ticket file specified in Preferences is restored.

NOTE:A custom Ticket Format File can be manually created

with any text editor (such as Windows NotePad or Windows Write). See Creating Custom-Format Print Tickets in the Appendix for more information on editing of the ticket file.

Badge Reader Properties

Use the Badge Reader Properties to create a semi-automated environment. A badge reader device can be used to read a badge number or identify a truck number. When the badge reader device reads a magnetic strip or bar code from the badge, TransAct uses the information to start a transaction. The badge number used to identify a truck number is stored in the customer database. When TransAct matches the badge number with the customer, the customer’s information stored in the computer is entered into the Weigh table.

When the Auto Store Ticket option is checked, the transaction automatically is saved once the weight of the scale stabilizes. If the Auto Print Ticket option is checked, the ticket prints and the transaction completes automatically.

Returning to the Weigh Window

Click on the Options... button next to the display window or the Done button to return to the Weigh window. Clicking either

80Weighing

button saves the settings selected in Options before returning to the Weigh window.

Update Tare Button

The Update Tares... button allows stored tare weights to be updated while the truck is on the scale. Updating tares is allowed only at the beginning of the transaction so that a previously-stored tare (that for whatever reason is now incorrect) can be overwritten with the actual weight from the scale. The Update Tares... button must be selected when you are in the Select Transactions table—once you are in the final Transaction Detail screen, it’s too late to choose to update a tare .

To add or update a tare, wait for the motion indicator to clear. Click on

Update Tares.... The Update Tares Table appears.

Update Tares Table

The table uses the descriptions assigned to each tare field. For example, Truck = Tare1, Container = Tare2, and Pup Trailer = Tare3. If a tare field is not used, the button is disabled.

Select a customer account by typing the account code or description in the Select Account field, or click the single down arrow next to the Select Account field. The customer account and existing tare fields are displayed in the tare table.

Weighing

Update Tares for Selected Customer Account

From this table, tare weights can be added or updated by clicking the Add or Update buttons to the right of each tare field type. A tare field shown in a different color (for example, Pup Trailer) indicates that no tares exist for that field. New tares can be added by clicking on the Add or Update Pup Trailer button.

To add a new truck tare, leave the tare field blank and click the Add or Update Truck button. When Tare1 (Truck) is clicked, an empty table for Tare1 is displayed. Likewise, an empty table appears when Tare2 or Tare3 are selected. To demonstrate adding a new tare, we will use the Truck Table.

Adding a New Truck Tare

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The weight from the scale is automatically placed into the Tare Weight box. You can modify that scale value by keying in changes to the tare value, but doing so will trigger a Keyed Tare note to be printed on the final weigh ticket. Enter a truck number and any other information needed for this entry.

Click Save to store new tare. Click Done to return to the Select Transaction table. If any changes have been made and not saved, a warning will appear

when trying to continue. To edit an existing tare, use the single down arrow next to the tare

fields to view tare lists and select a tare.

Selecting an Existing Tare to Update

Click on the Add or Update (Truck, Container, or Pup Trailer) button. The selected tare table appears. A truck tare is used for this example.

Weighing

Add or Update Tares

The selected truck information is displayed in the Truck Table. The stored Tare Weight is replaced with the weight from the scale. To restore the stored value to the Truck Table, click the Undo button.

Make any other changes to the table and click Save. Click Done to return to the Select Transaction table. The function buttons at the bottom of the tare windows operate the

same as function buttons in other TransAct tables.

Function Buttons at Bottom of Tare Tables

Weigh In / Weigh Out Transactions

When a transaction does not use any stored tare weights, it is considered a Weigh In/Weigh Out transaction. The truck must be weighed coming into the site and exiting the site. The net weight is recorded, charges are calculated, and the ticket is stored.

Starting a Weigh In/Weigh Out Transaction

To start a transaction, click the Weigh... button from the main menu toolbar. The Select Transaction table appears where you can select an

84Weighing

Account, Permit, License Number, or Truck ID to begin the transaction.

Use the Tab key to move from field to field or use the up/down arrow keys on the keyboard to choose an item from the list. Click on the single down arrow next to Account to produce a drop down box listing all customer accounts.

NOTE: Remember, depending on the List Order selected from the Options window, the account can be entered by typing a code or description. Use the Esc key to clear any information typed incorrectly. Press Enter when correct.

Select Transaction Window

NOTE:If an entered Truck ID number is used by more than one company, a window appears asking which account the truck should be assigned to. Choose the correct customer account to start the transaction.

Duplicated Truck ID Numbers

Weighing

After selecting an Account, Permit, License Number or Truck ID, press Enter. Now the main weigh form,the Transaction Detail appears.

Transaction Detail Window

The Ticket Number, Date and Time, and Customer Account are locked fields established from the previous screen.

If the wrong customer account was selected, click Cancel. Select the appropriate Bill-To Account if different from the Customer

Account. Use the single down arrow next to the Bill-To Account field to display a list of available account names.

If tare groups are stored for an account, the available fields are enabled in the Transaction Detail table. For this Weigh In/Weigh Out transaction, it is assumed you will not select one of these stored tares.

If you decide to select a stored tare, click on the single down arrow next to the tare field to display a list of available tares. If a tare with a stored weight is selected, you no longer have a Weigh In/Weigh Out transaction. Turn to the next sections in this chapter of the manual dealing with stored tares to continue the transaction.

If a truck, container, or trailer tare is selected but shows a 0 stored weight, the transaction is still treated as Weigh In/Weigh Out.

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Click on Units to change the unit of measure you will want printed on the ticket. Units of measure can only be adjusted when the transaction is being created. The Weight In, Weight Out, and Net Weight fields reflect the same unit of measure as the scale.

The status bar at the bottom of the window, displays how the charge is calculated, the direction of the transaction (incoming/outgoing) and if the charge is a payable or receivable.

When a transaction is created, the account’s default categories are displayed. Single down arrows are available to list items in a category. Use these lists to select or change a category item. Or use the keyboard and type the code or description in the field. Any changes to the default items are only stored with the current transaction. Once the transaction is complete, the account defaults are reset.

Click Cancel to return to the Select Transaction table. Click Notes to add a message that is printed on the customer ticket.

The note is stored until the transaction is completed and the ticket is printed. Note Headings are defined under Preferences in the Admin section.

Click on Store Ticket to store the ticket information from the Weigh In transaction. Storing the open transaction also makes the scale available for another transaction. Once the ticket is stored, the program returns to the Select Transaction table, where a new weigh transaction can be created.

Completing a Weigh In/Weigh Out Transaction

Starting from the Select Transaction table, select an open ticket. Use the Tab key to highlight the Ticket field and type the ticket number or account name, or click on the single down arrow next to the Ticket field to produce a drop down box listing all open transaction tickets. Click the open ticket number to complete the Weigh Out.

NOTE:Depending on the List Order selected in the Options window, the ticket can be entered by typing a code or description.

Weighing

Select Transaction Window to Complete Weigh Out

The Transaction Detail table appears, containing the information recorded at the beginning of the transaction.

Transaction Detail Window

88Weighing

If an incorrect ticket was selected, click Cancel. The total scale weight appears in the Weight Out box. The net weight

is calculated and displayed in the Net Weight box. Use the single down arrow to the right of the Bill-To Account field, to

change the billing account if different from the Customer Account. Use the single down arrow to the right of the category fields to select a

different category. Use the function buttons on the right of the window to add Notes,

receive a cash payment, and print the ticket. Click Notes to add a message to the customer ticket. Click Cash to record a cash payment received at the time of transac-

tion completion. After selecting the Cash button, fields for entering the cash amount and

check number appear in the Transaction Detail table.

Cash Payment Button

Click Print Ticket to print the customer ticket and store the transaction in the database. The following decision window appears.

Print Ticket Decision Window

Weighing

Click Yes to print the ticket for the customer and store the transaction information in the TransAct database.

Click No to store the transaction information without printing the ticket.

Click Cancel to return to the Transaction Detail table.

Single-Weigh Transactions with Tares

Tare transactions use one of three tare fields; Tare1, Tare2, and Tare3. The names of these buttons can be configured for the specific application, using the TransAct initialization file in the appendix. We will refer to Tare1 as Truck, Tare2 as Container, and Tare3 as Pup Trailer.

Default Tare Names

When a tare is selected, a Material Direction box becomes available. Use the mouse to select the direction material is moving at the site, Incoming or Outgoing.

Material or Refuse Direction

For example, landfill operations are mostly Incoming to the site; aggregate sand and gravel operations are mostly Outgoing.

Stored Tares Used as the Weight Out

A tare weight is used as a Weight Out when the default Material Direction is set to Incoming in the Options table.

Example: A landfill operation has Incoming refuse. Stored tares are used to calculate the net weight of loads.

Use the single down arrows to the right of the tare fields to display and select available tares. Click on the tares to be used. The total weight of

90Weighing

all tares selected is displayed in the Weight Out box. The tare weight is automatically subtracted from the Weight In and the adjusted weight appears in the Net Weight box.

Tares Applied as Weight Out to Incoming Material Load

The Ticket Number, Date and Time, and Customer Account are locked fields once the transaction begins.

If an incorrect customer account was selected, click Cancel to reset the transaction.

Select the appropriate Bill-To Account if different from the Customer Account.

When a customer account is selected, any tare fields used by the account are enabled. Any unused tare fields are disabled.

Example: The customer in the above figure (D&D Disposal Co.,

Inc.) is using two tare fields, Truck and Container. The third tare field is not used by this customer, and is disabled.

When a customer account is selected, the default categories for the customer are displayed. A category item can be changed by using the mouse and clicking the single down arrows next to each category. Select the new category item from the list. Category item changes are only stored with the current transaction. When the account is selected

Weighing

for a new transaction, the default categories are listed. The status bar at the bottom of the window, displays how the charge is

calculated, the direction of the transaction (incoming/outgoing) and whether the charge is a payable or receivable.

Use the function buttons on the right of the screen to add Notes, receive a Cash payment, change the measurement Unit, and Print the Ticket.

Click Print Ticket to print the customer ticket and store the transaction in the database. But first, the following decision window appears.

Print Ticket Decision Window

Click Yes to print the ticket for the customer and store the transaction information in the TransAct database.

Click No to store the transaction information without printing a ticket. Click Cancel to return to the Transaction Detail table.

If Tare1 requires a Tare2 (Container) or a Tare3 (Pup Trailer) with it, the following warning appears.

92Weighing

Example: Certain trucks used by D&D Disposal Co., Inc. will

always have a container with them. The trucks bringing containers to the site can be set up to require a container in the tare table. To setup Tare 1 items to require Tare 2 or Tare 3 items, refer to Setting up Customer Accounts in the Admin section.

Click on OK to return to the Transaction Detail table, where you can select the item required, Tare2 or Tare3, and click on the Print Ticket button to complete the transaction.

Stored Tares Used as the Weight In

A stored tare is used as a Weight In when the default Material Direction is set to Outgoing in the Options table.

Example: An aggregate operation with outgoing rock or gravel uses

stored tares as Weight In to calculate net weight.

Use the single down arrows to the right of the tare fields to display and select available tares. Click on the tare to be used. The total weight of all tares selected (truck, container, and pup trailer) is displayed in the Weight In box. The tare weight is automatically subtracted from the Weight Out and the adjusted weight appears in the Net Weight box.

Tare Weight Applied to Outgoing Material Leaving a Site

Weighing

Select the appropriate Bill-To Account if different from the Customer Account.

When a customer account is selected, the default categories for the customer are displayed. A category item can be changed by clicking the single down arrows next to each category. Select the new category item from the list. Category item changes for an account are only stored with the current transaction. When the account is selected for a new transaction, the default categories are listed again.

Use the function buttons on the right to add Notes, receive a Cash payment, change the Unit of measure, and Print the Ticket.

Click Print Ticket to print the customer’s ticket and store the transaction in the database. First, the following decision window appears:

Print Ticket Decision Window

Click Yes to print the ticket for the customer and store the transaction information in the TransAct database.

Click No to store the transaction information without printing a ticket. Click Cancel to return to the Transaction Detail window.

94Weighing

Accounting

Use this section to set up rate tables, create and print customer invoices and statements, and record customer payments.

Statements

Use Statements to create monthly billing statements. Statements can only be created using TransAct Plus.

To generate statements, click on Accounting... from the main menu toolbar. Select Statements and click the left mouse button.

Selecting Statements

After selecting Statements, the Statement Options window appears.

Statement Options Window

Accounting

The date entered in the Statement To Date box is used as the cutoff date for Transactions (charges, payments, and credits) appearing on the statement. Besides these transactions from the current billing period, a statement also shows the previous balance from the prior billing period.

Example: Many companies issue monthly statements based on the last day of the month. When Statements is selected from the Accounting menu, the current system date appears in the Statement To Date box. Assume today is March 5th, but only transactions dated through February 28 should appear on the Statements. Change the date to 2/28/YY.

The Statement to Date can be entered using the keyboard or mouse. When using the keyboard, enter the month, day and year separated by slashes (/).

When using the mouse, click the

calendar button to the right of the date box. Click the single down arrow next to the current month to select a different month and the left/right arrows to select the year. Select the day by clicking on the numbers displayed in the calendar. To close the calendar window, click on the calendar button again or press the Enter key.

Calendar

Click on the Apply Finance Charge box to have a monthly finance charge applied to an unpaid previous balance.

Accounting

Rice Lake TransAct 1.0 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Overview and Menu Structure

Getting Started Using Windows

Installing TransAct for Windows

Windows 3.1 Installation

Windows 95 Installation

Customizing TransAct with transact.ini File

Starting and Exiting the Program

Starting the Program for the First Time

Creating a Customer Database

Creating Security Logins and Passwords

Establishing User Access Levels and Logins

Password Verification

Viewing Valid User List

Function Buttons in Tables

Operator Login Directions

Setting Up TransAct—Administration

Setting Up Customer Accounts

Permits

Categories

Utilities

Preferences

About TransAct

Weighing

Select Transaction Window

Weigh In / Weigh Out Transactions

Single-Weigh Transactions with Tares

Accounting

Statements