Rice Lake TransAct 2.0 User Manual

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T ransAct 2.0

Scale Data Management Program

Installation &

Operation Guide

44476

KENWORTH

1.0 Overview and Menu Structures

Thank you for purchasing TransAct™ 2.0 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 2.0 program and the financial accounting version, Transact Plus 2.0 , provide 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 user-definable categories to customize your application

• Configurable product rates

• Unlimited configurable ticket formats

• Interfaces to ticket, tape, journal, 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 2.0:

• 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

1.1 Menu Structure Diagram

User Login

Guest Operator Supervisor Administrator

Customer Accounts

Jobs

Permits

2.0 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

During installation, the setup program installs all of the files to run TransAct, the 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 running the setup program, ensure that your system is currently running Windows 3.1 or higher. 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 your Windows User’s manual.

Note: Before beginning the installation, quit any open programs, then log off any networks to which your computer is connected.

2.1 Installation

Insert the TransAct diskette labeled Disk: 1 of 3 in drive A or B.

Windows 3.1:

Choose File | Run from the Program Manager menu.

Windows 95:

Select Start from the taskbar. Then click Run.

Installation

In the Command Line (3.1) or Open (95) field, type a:setup or b:setup depending on the disk drive you are using.

Windows 3.1:

Windows 95:

Click OK to start the installation program. A brief installation explanation prompt appears (below).

Thank you for purchasing TransAct for Windows 2.0. This installation program will install TransAct onto your hard disk.

If you have purchased a previous version of TransAct, this program will find it and suggest installation in the same directory. We strongly recommend you accept this suggestion.

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

standards. Solid Waste Application has categories for Hauler and Refuse and works well for a landfill or recycling operation. General Application has categories for Hauler and Material and is more suited to gravel, concrete, and similar operations. You can edit these tables later and add more categories to match your application more closely.

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

Installation

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.

Click OK to continue and accept the default installation directory. The TransAct setup program starts installing the program files, displaying a status bar to monitor the progress.

Default Installation Directory

When prompted, insert the remaining two installation disks. Click OK to continue installation.

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

Click Yes to add the command and continue. 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 TransAct needs to add this command, an additional message appears.

Yes to make the necessary changes and continue.

Click The following message appears when installation is 100% complete:

Installation of TransAct for Windows 2.0 is now complete. We are certain you will find this program a valuable asset to your truck scale operation.

Please contact your Rice Lake Weighing systems representative if you have any questions.

Click OK to continue.

Installation

A final dialog box asks if you want to reboot (restart) the system.

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

You have now completed the installation. Once you restart the computer, double click on the TransAct icon in the Program Manager to start the program.

Windows 3.1

Windows 95

2.2 Customizing TransAct

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

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

See Section 12.2 for more on modifying the transact.ini file.

Installation

Caution

Do not delete or move the transact.ini file. If you delete or move this file to another directory, you will not be able to access or run TransAct.

3.0 Starting and Exiting TransAct

3.1 Starting TransAct for the First Time

To start TransAct, double click the TransAct icon from the Program Manager (see below).

Windows 3.1 Windows 95

When you start TransAct for the first time, the following button selections appear.

End User Agreement Dialog Box

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

The license agreement is a Windows Write file. TransAct automatically opens the Write application and the license file; however, it does not automatically exit the Write program for you.

Once you have read the license agreement, an informational message appears to remind you to exit Write using the pull-down

File menu.

Click OK to continue and read the license agreement. Once you have read

Installation

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

Accept Agreement to continue.

If you select

Reject Agreement, TransAct closes and returns you to the

Program Manager.

3.2 Creating a Customer Database

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

Click Start Build. Another message appears, asking if you would like your database to contain sample information.

If you have never used a data management program like TransAct, we recommend installing this sample database to help you to learn how to use the program. The sample database contains fictitious customer accounts, trucks, and transactions. Once you are familiar with the program, you can overwrite or delete all of the information in the sample database and enter your own information.

Yes to install the sample database.

Click

No to install an empty database.

Click If you click

screen appears with a bar graphic to monitor the progress of the database installation.

Yes to install the sample database. A TransAct Database Utility

When the database installation is 100% complete, a message with a single OK button appears to signal a successful installation.

When you are familiar with the program, you can delete or overwrite the sample database information. Rather than overwriting each fictitious customer account in the sample database with your actual customer accounts, we recommend that you quit TransAct, then delete (uninstall) the entire TransAct program. The Uninstall program finds and deletes all TransAct files in your system. Note: The Uninstall program does not delete the categories or customer account files. You must manually delete these files. With a “clean slate,” you can then reinstall TransAct onto your system. Use the same installation procedure as before, except this time choose not to put

Installation

sample data into your database. Note: See Section 12.1 for the TransAct Uninstall/Reinstall procedures.

Click OK to continue. The TransAct program log in screen appears, and you are ready to begin.

See Section 6.0 to continue with log in directions and establish security access for all users.

3.2.1 Quitting TransAct

Click the Quit icon from the main menu toolbar to quit TransAct.

3.2.2 Database Recovery and Restoration

If TransAct closes abnormally, due to a power outage or system error, the database may become damaged. TransAct has a built-in tolerant structure to prevent losing information. By storing mini-backups of the database, TransAct can recover damaged databases.

When you start TransAct after a power outage or system error, the following message appears.

Continue to bring up a window with repair choices—Auto Repair,

Click Restore, and Done. Click Auto Repair to retrieve information from the last mini-save. A progress screen appears to monitor the repair process.

Caution

Recovery message appears to confirm that the recovery was successful. Click the

Done button to complete the recovery.

Do not use your computer while TransAct repairs the database.

Once TransAct repairs the database, a Database

Installation

Review the repaired database. If the database is not correct, you may want to restore your last backup. See Section 7.5.2 for restore backup procedures.

If you have any questions about the database recovery utility, call your distributor, or see Section 14.0.

4.0 Function Button Table

Many of the TransAct tables have a row of function buttons at the bottom of their tables (see below). The buttons are a convenient navigation shortcut to move around within the tables.

Function Buttons

The Function Button Table below describes each of these buttons.

Function Button Table

Create a new itemSave changes to the item

Undo unsaved changes to itemDisplay the first item

Delete the item from the listDisplay the previous item

Show a list of all itemsDisplay the next item

Display the last item

Note: In some tables, certain buttons are inactive (grayed out).

Function Buttons

5.0 Calendar Button

Several TransAct dialog boxes offer the Calendar button as an option for date entries. Click the Calendar button to access the Calendar (below).

Use the left/right arrows on either side of the year and month to select a new year or month. Click on the day of the month in the Calendar to select the day.

Click OK to close the Calendar window and display the selected date. Note: Click Cancel to exit the Calendar without changing the date.

Calendar

6.0 Logins and Passwords

The first time you open TransAct, you operate at the administrator level and can set up logins, passwords, and access levels for everyone who uses the program. Once the administrator has established these security items, only a user with administrator-level security access can view or change 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

6.1 Establishing User Access Levels and Logins

When opening TransAct for the first time (after you accept the License Agreement) a prompt appears asking for a Login Name and Password. The program assumes that the first user is the program administrator, so the access level for this screen is, by default, at the administrator level.

Type admin for the Login Name and press the Enter key. You do not need a password for this initial set up, so simply press Enter again. The next screen that appears is the User Table. The User Table allows the administrator to establish user logins, passwords, and access levels for all users.

12Logins and Passwords

If the User Table does not appear automatically, you can manually call up the User Table by clicking the Login… icon from the menu bar.

The User Table consists of a Login Name, Password, Security Level, and Real Name. Use the Tab key to move through entry fields, or click inside the entry field to edit. Enter an item in the field, then press Enter to move to the next entry field. See the following sections for entry field descriptions.

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

Click

6.1.1 Login Name

Enter a Login Name for the first user (8 characters maximum), then press Enter. Note: Entries in this field are not case sensitive.

6.1.2 Password

Passwords are optional, but recommended to ensure a secure environment. Without password protection, any user can sign in as the administrator and make unauthorized changes to the database. Enter the password (8 characters maximum), then press Enter. Remember your password! The system asks you to verify this password later. Note: Entries in this field are not case sensitive. When entering a password, only an asterisk (∗) appears to symbolize a character.

6.1.3 Security Level

Click the single down arrow next to the Security Level box to display a drop-down box listing valid security levels.

Logins and Passwords

Security Levels

Use the mouse to click on the desired security level for the user. TransAct provides four levels of security.

Level 0—Guest level

Guest level users can only view tables such as Customer Accounts, Categories, and Permits in the program. A guest cannot edit tables, view weigh transactions, or create transactions.

Level 1—Operator Level

Operator level users can 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 2—Supervisor Level

The Supervisor level allows access to everything in the TransAct program except Logins…. Supervisor level users are not allowed to add or delete users or reset passwords.

Level 3—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. Note: The admin login is not password protected when shipped. Because the administrator level has access to everything in the program, enter your own unique password at login.

14Logins and Passwords

6.1.4 Real Name

Type in the user’s first and last name. This field helps the administrator identify the logins in the future.

Save when you have completed all entry lines.

Click

6.2 Password Verification

After you have saved the completed User Table, an additional window appears asking you to verify the password.

Password Verification

Retype the password you entered in the User Table. Press Enter key to continue. If the password is incorrect, the following message appears: Password verification failed.

Click OK and enter the correct password. If you entered the password correctly, the following message appears:

Password change successfully verified. Click OK to continue.

Logins and Passwords

6.3 Viewing Valid User List

Click Find from the User List to view a list of all users currently set up to use the program.

List of Valid Logins and Users

Click on any User Name to see (and/or change) the User Table for that entry.

Done when you have finished, and the list is correct.

Click

Print to print the user list.

Click

6.4 Operator Login Directions

After the administrator has established logins and passwords, the Login Form appears each time you start the TransAct program. Note: All the menu buttons are inactive (grayed out) until you enter a login. Depending on the access level of that login, some or all menu buttons will become active when the program opens.

16Logins and Passwords

Program Login Prompt

To log in, enter the Login Name, then press Enter. Enter the Password, then press Enter.

TransAct opens with the About TransAct screen (below). You can open any active menu item by clicking on the associated icon in the main menu toolbar..

Serial # TR0006 Version 2.0

Other brands and products are trademarks of their respective holder/s.

Logins and Passwords

7.0 Administration—Setting Up TransAct 2.0

This section describes commands and submenus under the Admin… icon of the main menu toolbar.

Click the Admin… icon to view the available submenus. Note: Some features are only available in TransAct Plus 2.0. These features are marked Plus Only in this manual.

The submenus allow you to 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.

Use the Preferences submenus to set up tickets and establish communication between your scale, printer, and computer.

7.1 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, click the Admin… icon from the main menu toolbar. Select Customer Accounts and click the left mouse button. Note: Those menu selections with an arrow next to them display another pull-down menu when selected.

The Customer Accounts Table appears, showing information for the first customer in the customer account table. If you chose to install a sample database, TransAct fills in the customer information. If you have not installed the sample database, there are no customers yet. The customer account window will show customer number 0 and all blank fields. Begin entering information for your first customer in the Customer Account Table fields.

Click Ne

Admin

w to create a new customer account.

Customer Account Table: General Information

7.1.1 Customer Number, Name, and Address

Every customer account must have a Customer Number (10 digits maximum) and Name (40 characters maximum).

You can enter address information for the customer, but an address is not required. Enter the address information in the Address, City, State/Province, and Zip/Postal Code fields of the Customer Account Table.

7.1.2 Ticket Type

Each customer account can default to a specific ticket format that you design. TransAct comes with a ticket format pre-designed for you, named default.gtk (shown at right). However, you can create your own custom tickets. Note: See Section

12.4 for more information on creating you own tickets.

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

[Notes Info]

[Special Ticket Info]

Admin

7.1.3 Default Categories (Hauler/Refuse)

Default categories are intended to simplify weigh form processing and eliminate the need to select a main category each time the customer comes into the landfill. For example, if a customer brings garbage into a solid waste landfill 95% of the time, you could use Garbage as a default category. When creating customer accounts, you can set default items for each category. TransAct then automatically enters the default category item into the Categories text box on the weigh forms.

Click the single down arrow

to the right of the main category name to display a drop-down list containing all of the items in a main category. Click on the item you want as the default for the customer account. All category fields automatically fill with item None. TransAct uses the default items when the operator creates transactions in the Weigh form, unless the operator changes the items.

Selecting Items in Refuse Category

Note: When operating in Unattended mode, you cannot change the default category during the transaction. Use caution when setting up default category items. Be certain this is the only material the account will haul. You can edit the ticket using Quick Scan, if necessary (see Section 10.1). Verify how the unattended system works. If the unattended system is able to prompt the hauler to enter a code, leave all category items set to None.

Admin

TransAct permits you to assign four main categories to each account. For simplicity, TransAct initially installs only two categories. There is no limit to the number of items you can enter under each main category. See Section

7.4 for more information on setting up categories. You can modify main categories and assign them different names to make

TransAct more appropriate for your application. Only an administrator with computer experience should perform this procedure, as it entails opening special initialization (.ini) files in the TransAct folder on the hard drive. See Section 12.2 for more information about using .ini files.

7.1.4 Hotlinked Buttons

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. Make those jumps by clicking the hotlinked buttons (see below) near the bottom of the Customer Account Table.

TransAct allows each account to use three different tare types: Truck, Container, and Pup Trailer. You can change these tare names in the TransAct initialization file( for example, you can change Container to Boxes). See Section 12.2 for more information.

When using tare weights during a transaction, TransAct calculates the total of all tares for the transaction and applies the total toward the net weight.

Accounting Info (Plus Only)

Click Accounting Info… to display accounting information for the customer account. The Customer Accounting Info window allows the user to adjust previous and current balances, revoke an account, activate account invoicing, require the customer to pay in cash, or select a tax exempt account.

Admin

Customer Account T able

If you mark an account as revoked, TransAct warns you during the transaction. Note: If the scale is in Unattended mode, a vehicle from a revoked account cannot activate a weigh transaction.

The Customer Account Table contains a row of function buttons you can use to navigate within the table. See Section 4.0 for button descriptions.

Note: The Ne

w button is not available in this table. TransAct generates

Customer Accounting Info tables from completed transactions. You cannot manually set up the Customer Accounting Info table.

Save to save all changes made to items in the Customer Account

Click Table. Note: The system warns you if you make changes and try to continue without clicking Save.

Click General Info… to return to the Customer Account Table.

Truck… (Tare 1)

You can attach a list of trucks with their recorded tare weights to each account. When a truck with a recorded tare enters the scale, TransAct automatically uses the tare for the transaction. The tare appears as Weight Out for an incoming transaction and as Weight In for an outgoing transaction. Click the Truck… hotlink button to view the Truck List (shown at right).

Admin

Truck List

Click on the column headings to begin creating a list of trucks and tare weights. To edit an existing truck from the sample database, click on the truck Number. The Truck Table appears (below).

Truck Table

Click New to create a new truck from a blank table. The Truck Table contains the following items:

Truck Number

An alphanumeric ID for the truck (10 characters maximum). Note: An account cannot have duplicate truck numbers; however,

other accounts can use the same truck number.

Tare Weight

The tare weight of the truck (up to 10 digits maximum).

Expiration Date

The date after which the truck activates a warning when the driver tries to weigh the truck. TransAct will not weigh a truck with an expired tare date. To set a new expiration date, click inside the date box and enter the new date, or use the Calendar button. See Section

5.0 for Calendar button description.

Maximum Legal Weight

The weight that the truck should not exceed. If the truck is over this maximum weight, TransAct will not allow the operator to complete the transaction.

Admin

Badge Number

The number assigned to an ID badge, used to identify a customer vehicle or account (10 characters maximum). The badge number must be identical to the number entered into the database.

Weigh Only

Check this box if the badge assigned to a truck is for a weigh only or check weight application. Only the date, time, and weight print on the ticket, and TransAct does not record the transaction. Example: If a company allows the public to use their scale, the driver pays a fee to receive a badge. With their truck on the scale, the driver swipes the card to have their weight printed on a ticket. The driver then returns the badge to the office.

Container Required / Pup Trailer Required

When a truck requires a Container or Pup Trailer during the weigh process, TransAct will not store or print the truck weight information until the driver also selects a Container or Pup Trailer. Click in the Container and Pup Trailer Required option box to enable this function.

Click

Save to store each completed Truck Table screen. Done to return to the Trucks List.

Click

Done again to return to the main Customer Account window.

Click

Container… and Pup Trailer… (Tare1 and Tare 2)

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

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

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

Admin

Container List

Click Ne descriptions.

The Container / Pup Trailer Table contains the following items:

w to create a new item. Note: See Section 4.0 for function button

Container Number

Each item must have an alphanumeric Container / Pup Trailer Number (10 characters maximum).

Tare Weight

The tare weight, if used, can be up to 9 digits.

Expiration Date

The date after which the truck activates a warning when the driver tries to activate the Container or Pup Trailer function. TransAct will not weigh a truck with an expired container or pup trailer date. To set a new expiration date, click inside the date box and enter the new date, or use the Calendar button. See Section 5.0 for assistance.

Click

Save to save a Container or Pup Trailer item. Note: The system warns

you if you have made changes and try to continue without clicking Save.

Done to return to the Truck List.

Click

Done again to return to the main Customer Account Table.

Click

7.1.5 Viewing and Selecting Customer Accounts

Click Find from the Customer Account Table to view a list of all customer accounts.

Double-click on the Account Name to edit an account.

Print to print the customer account list.

Click

Done to return to the Customer Account Table.

Click

Admin

7.2 Job Table (Plus Only)

Use the Job Table to monitor specific jobs and their cost, organize transactions, setup default bill-to accounts, and define special rates. The Job Table consists of an alphanumeric Job Code, Description, Hauler Account, Bill-To Account, and special Rate section. The special Rate section is limited to five individual category items and one All Other category item. You can start a weigh transaction by selecting a job. Select Admin…  Jobs to access the Job Table.

Click New to set up a new Job Table. Click inside the box and enter the Job Code (alphanumeric, up to 10

characters including spaces) and job Description (alphanumeric, up to 30 characters). Click the single down arrow to select an account from the drop-down list.

Click the single down arrow next to the Bill-To Account box to select an account from the drop-down list. You must select a Bill-To Account even if it is the same as the Hauler Account. Note: Depending on the List Order you selected from the Weighing Options window, you can enter the account by typing a Code or Description (see Section 8.1.5). Use the Esc key to clear any mistyped information.

next to the Hauler Account box

7.2.1 Individual Category Items

You can assign special Rates, Amount Limits, and Charge Limits to as many as five Category items. The only items available in the Job Table are those category items that have attached rates. Use the midsection of the Job

Admin

Table window to setup special Rates and Limits for these Category items.

Note: The Category name to which the rates are attached appears as the rate heading. Examples in this section use the Category name Refuse 1.

During a weigh transaction, all Category items are available. If you select a Category item with a special Rate, TransAct uses the special rate to calculate the total charge. TransAct uses rates from the Measured Rates table to calculate the total charge for those category items without a special rate attached.

Click inside the Category box. Use the single down arrow

next to the

Category box to select a category from the drop-down list. Once you select a category item, click inside the first Rate box to enter a special rate. When you leave a special rate at zero, TransAct uses the rates from the Measured Rates table to calculate the total charge (see Section 9.4).

Use the Amount Limit box to enter the limit the item should not exceed for the job. If the transaction exceeds the Amount Limit, TransAct displays a warning during the transaction but does not stop the transaction.

The Total Amount box displays the total amount of the item used for the job. Use the Charge Limit box to enter a dollar amount the category item should

not exceed for the job. Again, if the transaction exceeds the Charge Limit, TransAct displays a warning but does not stop the transaction.

Admin

Example: The above table shows a Charge Limit of $500.00 for Refuse type MSW Commercial. The operator already billed this account for $540.00 of this Refuse type. During the next weigh transaction, the following warning appears: The accumulative charge for Refuse 11 has exceeded the Job Limit.

Note: The “limit exceeded” message for the Amount and Charge Limits is only a warning. TransAct still records the transaction.

Click OK to save the transaction and continue. The Charge Total box displays the total charge for the item used in the job.

When the operator receives payments during a transaction, or enters them using Quick Scan (see Section 10.1), the total item credit appears in the Total Credits box. To record payments using the Payment/Credit form under Accounting, select the job and category item to apply the payment toward. Click

Save to store the payment.

Note: To remove a category item from a Job Table, set the item back to None. Remember to set all rates and limits back to zero as well. Do not use

elete button to set all rates and limits back to zero! The Delete button

the D erases the entire Job Table!

To select the next category item, click Ne

xt Category.

Click inside the Category box to select another category item. Enter the item’s special Rates, Account Limits, and Charge Limits.

Save to store the changes.

Click

Admin

7.2.2 All Other Category Items

The category for All Other works the same as the other five category items. Total Amount, Charges, and Credits for transactions using a category item not defined in the Job Table appear in the All Others item section. A rate entered for the All Others item will override any Measured Rate setup for all other category items.

Example: The operator has defined ten category items for the category type Refuse. In a Job Table, the operator set up two of the items to use a special rate, i.e. Refuse-1 and Refuse-2. If the operator enters a rate in the Refuse-All Others item, TransAct uses that rate to calculate any charges for the other eight category items.

Click

Save to store the changes to all category items.

7.3 Permits (Plus Only)

Use Permits to setup individual “subaccounts” 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 under their account. Using the Permits section, you could assign individual permit numbers to each township resident using the township’s customer account. You could include the resident’s name, address, driver’s license number, license plate number, and issue/expiration date in Permits.

Select Admin…  Permits to access the Permits table and begin creating or editing permits.

Active Disposal & Recycling, Inc.

P.O. Box 637

WI 54390- (609) 254-7278

L153-1111-2222-33 LTF-947

WDNR License No. 10531

1/1/1997 12/31/1999

3 Active Disposal & Recycling, Inc.

0.000

Valid

Admin

The Permits window shows the information for the first permit in the permit table. If there are currently no permits, the Permit window shows a Permit Number of 0 and all fields are blank.

Click Ne The Permit window contains the following items.

w to create a new permit from a blank table.

Permit Number

The Permit Number can be up to 9 digits.

Permit Name

The Name can be up to 40 characters.

Customer Account

Click on the single down arrow to the right of the Customer Account field. Point and click to select the desired Customer Account from the drop-down list.

Addresses, Phone, Memo, License Number, License Plate

Optional fields. Note: The first character of a driver’s license entry must be a letter.

Memo

The Memo field allows for up to 40 characters.

Issue Date

The date the permit was issued. To set a new issue date, click inside the date box and enter the new date, or use the Calendar button. See Section 5.0 for assistance.

Expires

The permit expiration date. To set a new expiration date, click inside the date box and enter the new date, or use the Calendar button (see Section 5.0 for assistance). Note: If you do not set a specific expiration date, the permit will never expire.

Status

Click the single down arrow next to the Status option to set a permit as Valid or Invalid. When a permit expires, or is invalid, TransAct warns the operator at the start of the transaction. Only a system administrator or supervisor can renew or validate a permit.

Save to save a permit. Note: The system warns you if you make

Click changes and try to continue without clicking Save.

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7.4 Categories

Use Categories to create and edit items in a category. A category groups transactions for reporting purposes. For example, a category could be Refuse and items in this category could be Compost, Tires, Yard Waste, etc. for solid waste applications. For aggregate applications, the category could be Material with items such as Sand, Gravel, Cement, etc. Categories also serve as a means for applying rates.

Define Categories in the TransAct initialization file. For example, a solid waste location may refer to material as Refuse or simply Product. You can change the category heading to Refuse or Product by editing the initialization file. See Section 12.2 for more information on configuring the transact.ini file.

Note: TransAct installs two main categories by default. You can add two more main categories using the transact.ini file.

Each category can have one or two subcategories. Subcategories help group category items for reporting purposes and are defined in the initialization file. For example, a solid waste landfill may wish to add a subcategory In/ Out to their Refuse category. Each Refuse item in the category can be classified as a Refuse coming into the landfill or going out of the landfill. Later this subcategory can be used to create reports for regulatory agencies on refuse deposited in the landfill and refuse moved out of the landfill.

Select Admin…  Categories then the desired category to access the Category table, in this case, the Refuse table.

The Refuse Table shows the information for the first item in the category. If there are no items in the category yet, the category window shows a code of 0000 and blank description field.

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Click New to create a new category item using a blank table. The category window has a Code (4 alphanumeric characters maximum)

and Description (30 alphanumeric characters maximum) field. If you define subcategories, they appear as drop-down lists. Click on the

single down arrow

to view a list of subcategory items. Point and click

on the desired item.

Save to save an item you created. Note: The system warns you if you

Click have made changes and try to continue without clicking Save.

Find to view a list of all items in the main category. A Select Refuse

Click Type window appears with a list of all the items in the main Refuse category of the sample database.

Select Refuse Type List

Note: TransAct automatically generates a category item called None that has a code -1. You cannot edit the None item nor is it shown in the item list. However, the None item is available elsewhere in the program. Do not create a category item called None.

To edit an existing item, click on the item from the item list. The item appears in the category window for editing. Click inside a field to edit.

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Click Print to print the category type list.

Undo to undo changes before you save.

Click

Done to return to the Category table.

Click

Save to save a category you created. Note: The system warns you if

try to continue without clicking Save.

7.5 Utilities

7.5.1 Backup

Backing up your data is very important. Create a routine procedure for backing up your data and train your employees to follow this backup procedure.

The most common form of backup is to store data on DAT tapes. Many companies run weekly backups, where a week’s worth of daily tapes are rotated Monday through Friday. Other companies use 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, databases are usually too large for a single floppy disk. A good backup procedure is to store a daily backup on your local hard drive prior to running a tape backup.

Creating a Backup File

To run the backup utility, select Admin…  Utilities  Backup. The Backup Database window appears.

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The left Backup Database window displays a list of existing backup names; the right window displays the destination drive and directory.

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

Under the destination box is the directory box (shown at right). Use this box to select a different directory other than the default directory where you installed the TransAct program.

TransAct automatically generates the default backup file name by adding today’s date numbers to the letters bu (i.e. bummddyy). Use the Tab key to highlight the default file name or click inside the Enter Backup Name box to edit the name. Delete the default file name, and type your desired backup file name in the box.

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

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

Backup to begin the backup procedure.

Click If you selected a backup file name that already exists, the following warning

appears:

This backup name already exists. Do you want to overwrite this backup file?

Click Yes to overwrite the file with the new backup.

No to return to the Backup Database window.

Click If you don’t enter a file name or enter an unacceptable name, a

Bad file name warning appears. Click 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 appears at

the bottom of the Backup Database window.

Deleting Existing Backup Files

While it is important to backup the database, it is equally important to delete old backup files. Deleting old backup files helps keep information on the computer hard drive manageable. No more than one month’s worth of backups need be stored on the hard drive. One or two weeks is sufficient.

To delete existing backup files, click on the file to delete from the list of used backup names.

Delete to delete the selected file. To avoid mistakes, the following

Click warning appears: Are you sure you want to delete this backup?

Yes to delete the file and proceed.

Click

No to return to the backup window without deleting.

Click

7.5.2 Restore Backup

This utility allows you to restore any backed up file in case the database becomes damaged or corrupted.

To restore a backup file, select Admin…  Utilities  Restore to access the Restore Database window.

Admin

The left window displays a list of available backups found in the 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 diskette click the single down arrow to show a drop-down box listing available drives. Select your diskette drive (usually 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 diskette appears in the box to the left. Point and click on the file you wish to restore.

Backup to begin restoring the backup. A warning appears asking you

Click to verify the file being stored and asking if you want to erase the current database:

This restore will undo any changes you have made to the database since the date “bu041497” was created. Do you have a current backup and are you sure you want to do this?

Click Yes to continue, or click No to cancel. Restore Successfully Completed appears at the bottom of the Restore

Backup window once the restore is complete.

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7.5.3 Archive Transactions

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

TransAct allows you to archive all transactions or just invoiced transactions for a specified date range.

Creating an Archive

To archive transactions, select Admin…  Utilities  Archive Transactions to access the Archive Transactions window (below).

Select a date range to archive by typing in the From and To dates, or use the Calendar button to the right of the boxes to set the dates (see Section 5.0 for assistance).

The area next to the date allows you to choose which transactions to archive. Note: The default selection is All Transactions. To select only invoiced transactions to archive, click inside the Invoiced Transactions circle.

To use a default archive file name, click inside the Archive Name box and double click. TransAct generates the file name by adding the invoice Date To numbers to the letters “ar” (i.e. armmddyy).

To change the file name, use the Tab key to highlight the default file name, or click inside the Archive Name box to edit. Delete the default file name

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and type in your desired archive file name (8 characters maximum). To change back to the default file name, place the cursor in the file name box

and double click. Click Archi

ve to continue.

Because archiving alters the database, TransAct recommends making a backup of the current database prior to archiving.

Backup Warning

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

No when you do not want a backup prior to archiving, and TransAct

Click automatically continues archiving.

Click Cancel to return to the Archiving Transactions window. If you highlight a file name in the list of archive files or typed a duplicate

file name in the Archive Name box, a warning appears: This archive file already exists. Do you want to overwrite this archive file?

No to return to the Archive Transactions window.

Click

Yes to overwrite the existing file name.

Click If you do not specify a file name, the following warning appears: No archive

name specified. Click OK to return to the Archive Transaction window. Enter a file name and click Archi

ve again. The backup database prompt

appears again, but it is not necessary to do another backup.

No to continue archiving.

Click

Deleting Existing Archive Files

To delete archive files, click on the file to delete from the Archive Transactions window.

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Click Delete to delete the selected file. To prevent mistakes, the following warning appears before the file is deleted: Are you sure you want to delete this archive?

Yes to delete the file and proceed.

Click

No to return to the archive window without deleting.

Click

7.5.4 Restore Archive

Use Restore to restore archived transactions. Restoring archived transactions may be necessary for some reporting purposes.

To run the restore utility, select Admin… Utilities  Restore Archive to access the Restore Archived Transactions window.

The left window displays a list of available archives found in the 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 diskette, click the single down arrow to show a drop-down box listing available drives. Select your diskette drive (usually drive a:).

The directory box is under the destination box. Use the directory box to select a different directory other than the c: default directory where the

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

Note: To select multiple files for restoring, hold down the Shift key and click to select continuous file names. Hold down the Ctrl key and click to select discontinuous file names.

Click Restore Archi

ve to begin the restoration of your selected file.

Because restoring an archive alters the database, TransAct recommends making a backup of the current database. Prior to restoring, the following message appears: Restoring an archive can potentially add many transactions to your database. We strongly suggest you perform a backup at this time. Would you like to make a backup?

Yes to automatically open the Backup window. Once the backup is

Click complete, archive restoring continues. Archive Restored appears at the bottom of the window when the archive restoration is complete.

No when you do not wish to perform a backup prior to restoring an

Click archive; archive restoring automatically begins.

Click Cancel to return to the Restore Archive Transactions window.

Admin

7.6 Importing and Exporting Data

TransAct provides utilities for importing and exporting transaction information. Currently, only the database Transaction Table can be used for importing and exporting.

Before importing or exporting, you need to create definition files. A definition file tells TransAct what information you want to import or export, and how TransAct should import or that information.

Create definition files using any text editor, such as Windows Notepad or Dos Editor. Save the files with a .gid extension in the TransAct installation directory. The first line of the definition file identifies the database table to use. Each line of the definition file is formatted into seven comma-delimited columns.

The following is an example of an export definition file named transexp.gid

TransactionTable

Ticket Number ,Number , , , ,COMMA, Account ,Number , , , ,COMMA, Truck Number ,Character , , , ,COMMA, Waste Code ,Character , , , ,COMMA, Date Out ,Character , , , ,COMMA, Time Out ,Character , , , ,COMMA, Weight In ,Number , , , ,COMMA, Weight Out ,Number , , , ,COMMA, Net Weight ,Number , , , ,COMMA, Charge ,Number , , 2, ,COMMA,

Each line contains the following information. You must define a place for each of the seven delimiters, even if you don’t use the delimiter.

emaNdleiF.)retaldetsil(semandleifesabatadnoitcasnarTdilaV

epyTdleiFarehtiesidleifesabatadAretcarahCrorebmuN.

htgneLdleiF sretcarahcforebmuN.elifatadtropxeotnettirweblliwtahtdleiffohtgneL

slamiceD .tnioplamiceddeilpminaevahtahtsdleifatadciremungnitropmirofdesU

.52.051otdetrevnocsiatad

eulaVdexiF dexifangissaotrodleifelifatadtropxenanieulavdexifaecalpotdesU

.gnitropminehwdleifesabatadaoteulav

.denifedsiretimileddleifafiderongI.eliftropminamorfdetcartxe

ehtneht,52051sidleifdetropmiehtdna2sislamicedfi,elpmaxeroF

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retimileD ehtrofdesuebnacsemanesehT.dleifehttimiledotdesuretcarahC

BAT)enilwen(LN

ECAPSAMMOC

.9sibat

sretimiled-itluMseYrooN sretcarahcretimiledelpitlumevahtahtseliftropmiotdesU.

:sretimileddenifederpgniwollof

)nruteregairrac(RC)deefenil(FL

s'retcarahcehtgniretneybdleifretimiledarofdesuebnacretcarahcynA

adna23siecapsarofedocIICSAeht,elpmaxeroF.edocIICSAciremun

sidleifsihtrofeulavtluafedehT.sdleifneewteboN.

The following is a list of fields from the Transaction Table that can be used in the export/import definition files.

epyTegrahCretcarahCtiderCrotnemyaP,egrahCecnaniF,egrahCralugeR

rebmuNtekciTrebmuNnoitcasnarthcaeotdengissarebmunlaitneuqeS

ecneuqeStekciTrebmuNdesueratekcitrepsmetielpitlumnehwrebmuNmetI

tnuoccAreluaHrebmuNrebmuntnuoccareluaH

tnuoccArebmuNrebmuntnuoccaoT-lliB

timrePrebmuNrebmuNtimreP

boJretcarahCedoCboJ

elbaTboJretcarahCnoitpircseDedoCboJ

rebmuN1eraTretcarahCemandengissa-resuhtiw1eraTecalpeR rebmuN2eraTretcarahCemandengissa-resuhtiw2eraTecalpeR rebmuN3eraTretcarahCemandengissa-resuhtiw3eraTecalpeR

edoC1yrogetaCretcarahCemandengissa-resuhtiw1yrogetaCecalpeR edoC2yrogetaCretcarahCemandengissa-resuhtiw2yrogetaCecalpeR edoC3yrogetaCretcarahCemandengissa-resuhtiw3yrogetaCecalpeR edoC4yrogetaCretcarahCemandengissa-resuhtiw4yrogetaCecalpeR

rebmuNresUrebmuNrebmundenifed-resU

nIetaDretcarahCdetratsnoitcasnartetaD

nIemiTretcarahCdetratsnoitcasnartemiT

nIemiTetaDretcarahCdetratsnoitcasnartemiTdnaetaD tuOetaDretcarahCdednenoitcasnartetaD tuOemiTretcarahCdednenoitcasnartemiT

tuOemiTetaDretcarahCdednenoitcasnartemiTdnaetaD

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detidEetaDretcarahCnacSkciuQnidetidesawnoitcasnartetaD

detidEemiTretcarahCnacSkciuQnidetidesawnoitcasnartemiT

detidEemiTetaDretcarahCnacSkciuQnidetidesawnoitcasnartemiTdnaetaD

nIthgieWrebmuNelacsehtmorfdeviredrebmundesab-thgieW

tuOthgieWrebmuNelacsehtmorfdeviredrebmundesab-thgieW

thgieWteNrebmuNelacsehtmorfdeviredrebmundesab-thgieW

thgieWjdArebmuNedamerewstnemtsujdaegatnecrepretfathgieW

1tnemtsujdArebmuNtnemtsujdadaoLfotnecreP 2tnemtsujdArebmuNtnemtsujdaesaercedtnecreP

tinUelacSrebmuNelacsehtfoerusaemfotinU

tinUrebmuNtcAsnarTnidetceleserusaemfotinU

egrahCrebmuNnoitcasnartehtfoegrahclatoT

egrahCdeddArebmuNrebmundenifed-resU 1xaTselaSrebmuNrebmundenifed-resU 2xaTselaSrebmuNrebmundenifed-resU 3xaTselaSrebmuNrebmundenifed-resU

1etaRrebmuNrebmundenifed-resU 2etaRrebmuNrebmundenifed-resU 3etaRrebmuNrebmundenifed-resU

tnemyaPrebmuNrebmundenifed-resU

rebmuNkcehCrebmuNrebmundenifed-resU

Admin

7.6.1 Import Data

Once you have defined an import definition file to match data in the file to be imported, use TransAct to import the data into the Transaction Table.

To run the import utility, select Admin…  Utilities  Import Data to access the Transaction Selection Criteria window.

Use this window to select specific data to import. To import all data from the import file, click the

Import button as soon as

the above window appears. To import only certain data from the import file, use the Select Criteria form

to determine which information should be selected from the import file. Click the OK button to continue on to the Import Data window (below). Use this window to select the import file and import definition file.

transact

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Select a file, then click the button to view the file using Windows Notepad or Dos Editor.

Once the you have selected the import and definition files, click the

Import

button. TransAct uses the definition file to read information in the import file. If the system encounters any errors during the read, it halts operation and displays the following error message.

Note: The system writes nothing to the database unless it is error free. Click the OK button to clear the error message. To help determine what

might be wrong, click the

View Log button. Correct the problem with either

file, then try again. When the system reads the data correctly, the following message appears: XX transactions were processed with no errors. 0 transactions were rejected. The message also lists the Total Weight, Total Charge, and Total Credit values, and asks: Would you like to add these to your database?

If the information displayed is correct for the import file, click the

Yes

button to complete the operation and add the transactions to the Transaction Table.

Click the

No button to cancel the operation and add nothing to the

Transaction Table.

7.6.2 Export Data

Once you have defined an import definition fil to match data needed for exporting, use TransAct to export the data from the Transaction Table.

To run the export utility, select Admin…  Utilities  Export Data to access the Transaction Selection Criteria window.

Admin

Use this window to select specific data to export. To export all data to the export file, click the Ex

port button as soon as this

window appears. To export only certain data from the export file, use the Selection Criteria

window to determine which of the data should be selected from the import file. Click the Ex

port button to continue on to the Export Data window.

transact

Use this window to select the export file and the export definition file. In most cases, exporting requires you to create a new file. Type the name of the export file in the Export File Name box. To overwrite an existing file, select the file from the Select an Export File list. Select to overwrite the file during

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exporting. To view an existing file, select the file, then click the button to view the file using Windows Notepad or MS Write.

Once you have selected the export and definition files, click Ex

port.

TransAct uses the definition file to send information to the export file. TransAct may encounter errors when you type/use the wrong Transaction

Table field, or when one of the comma delimiters is missing in a line. The following message appears:

Click OK to clear the error message. To help determine what might be wrong, click the View Log button. Correct the problem with the export definition file, then try again.

When the system sends the data correctly, the following message appears.

If the information displayed is correct for the import file, click the

Yes

button to complete the operation and add the transactions to the Transaction Table.

Click the

No button to cancel the operation and add nothing to the

Transaction Table.

Admin

7.7 Preferences

7.7.1 Company Data

The Company Data window 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 Admin…  Preferences  Company Data to access the Company Data window.

Company Data

Stillson County Landfill

Old County J

Stillson

54729

715-726-0691

Company Data Window

Use the Tab key to move from field to field (or click inside the field), and enter your company’s data.

Save to save the entries.

Click

Undo to exit without saving changes.

Click

7.7.2 Scale Port 1 & 2

Use the Scale Port 1/Scale Port 2 sections 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 Admin…  Preferences  Scale Port to access the Set Scale Port Parameters window.

Admin

Set Scale Port Parameters

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

To demonstrate how TransAct runs with a scale, select SIM, to let you simulate a scale in the Weigh form. Arrows to increase and decrease the weight appear next to the scale indicator in the Weigh form.

If you are interfacing a scale with the computer, select the communication port (COM1 through COM4) to which the interface cable is attached. Use the up and down arrows in the Connector box to view all four ports.

Use the arrows 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.

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 you select a Connector and Device Type, the settings boxes become available for editing (i.e. Baud Rate, Flow Control, Data Bits, Stop Bits, and Parity). Note: Set the indicator to continuous mode. Always use continuous (not demand) mode when interfacing with a computer. Check your indicator’s installation manual for the correct settings.

Admin

After you set up the scale port, click the T

est button to view data from the

scale. If you have difficulty connecting with the scale you may need to change one or more of the settings. The following screen shows a test display from a correctly interfaced scale.

If you have correctly interfaced the scale with the computer, you will be able to read the scale weight in the right side of the window. The correct weight should also appear in the Weight box at the bottom of the window.

Done to return to the Set Scale Port Parameters window.

Click

Pause to stop the window from scrolling.

Click If the test screen is blank or shows something other then the above picture,

the computers settings are not correct for the scale indicator.

7.7.3 Dual Scales

Some applications may dictate using one scale as for Weigh In and another separate scale for Weigh Out. To initialize a second scale indicator, your PC must have an available serial port. You can configure and use a second scale in the TransAct Weigh form. When enabled, both scale displays appear in the Weigh form.

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TransAct allows only one scale to be active at a time. Activate a scale by clicking the indicator display window in the Weigh form. The foreground color of the active scale is red, and a letter “a” also appears in the active scale display. TransAct automatically makes the other scale inactive; however, TransAct still reads and displays the scale’s activity. The inactive scale display is grayed out.

TransAct uses the weight from the active scale for processing transactions. You can switch the active scale at any time during the transaction process. Select Admin…  Preferences  Scale Port 2 to access the Set Scale 2 Port Parameters window. Use this window to setup the second scale.

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Select the Device type, Connector (i.e. serial port), and correct settings for the second scale. Click the T

est button to view activity received from the

scale. Data will be readable if the settings are correct. Note: Be sure to select either Comm Ports 1 & 2 together, or Comm Ports

3 & 4 together. These combinations ensure that each port has a unique interrupt, unless you have changed their configuration. If two scales have the same interrupt, the dual scale feature will not work.

When you are not using a second scale, set the Connector to None. This prevents the second indicator display window from appearing in the Weigh form.

7.7.4 Ticket Printer Port

Use this mode 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 Admin…  Preferences  Ticket Printer Port to access the Set Printer Port Parameters window.

Set Printer Port Parameters

If you are not using a ticket printer with the TransAct program, simply select None from the Connector list.

Admin

TransAct provides several ticket printer options, including receipt printers, dot matrix printers, and laser printers. Use the arrow buttons within the Device Type box to view a list of all available print drivers.

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.

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

When using a printer selection other than Windows Default or Direct to Printer Port, you also need to set the Baud Rate, Flow Control, Data Bits, Stop Bits, and Parity sections. After you have selected the communication port and device type, the settings boxes become available for editing. Check your ticket printer reference manual for correct settings.

TransAct provides common drivers for ticket printers that produce receipts similar to those at a grocery store. Such drivers include the SP2000, SP2200, IDS 150A, Star SP200, and the Epson TM. Select Serial Printer when the available drivers do not match a printer type. Use the arrows in the Device Type option box to choose a printer.

TransAct also provides options for using an 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.

You can also 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.

After you set up the ticket printer, click the T

est button to send up to four

lines of text to the printer. Test Lines 1–4 appear.

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Enter text into any or all of the four Test Lines.

Send to print the text.

Click

Done when testing is complete.

Click If you send nothing to the printer, be sure the printer is powered on, and

check the connections between the computer and printer.

7.7.5 Data Terminal Port

A data terminal is a device used to collect and store information. Bar code, magnetic strip, and radio frequency identification equipment can be interfaced to data terminal collection devices. TransAct can be customized to interface with such devices.

This section is provided to test and troubleshoot data terminal devices that have been configured to interface with TransAct. To test a data terminal port, select Admin…  Preferences  Data Terminal Port to access the Set Data Terminal Port Parameters window (shown at right).

Admin

The data terminal you are interfacing with the computer should be listed under Connector.

Use the T

est button to send data to the device and view what is being sent

back to the computer. A window appears displaying boxes for Unit, Data Received, and Data To Send. Click the Done button when testing is complete.

7.7.6 Tickets

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

If you wish to change the appearance of printed tickets from the format specified in the default ticket file, you need to access the TransAct initialization file in your computer hard drive. Only the system administrator should perform this procedure. See Section 12.4 for more information on changing the ticket format.

To reset any of the above items, select Admin…  Preferences  Select Tickets to access the Tickets window (below).

Press the Tab key to move from field to field or click inside a box, then enter the change.

Save to save the changes.

Click

Undo to undo any unsaved changes.

Click Note: TransAct prints tickets according to the format established in the

default.gtk file stored in your computer hard drive. The default ticket has the format shown on the top of the next page.

See Section 12.4 to learn more about editing the ticket file and to see an example default ticket.

Admin

7.7.7 Note Headings

TransAct allows the user to define up to four note lines used in the Weigh form when creating or completing a transaction. TransAct prints these notes on the transaction ticket given to the customer.

To edit the headings for the notes, select Admin…  Preferences  Note Headings to access the Configure Ticket Note Headings window (below).

Only the boxes containing text appear when you select the the Weigh form. Any of the empty lines of notes will not show on printed tickets. TransAct only stores a note with incomplete transactions. Once the transaction has been completed and printed, TransAct erases the note.

The following is an example of a three-line note in the Weigh form generated from note headings Name, Address, City text entered in the Configure Ticket Note Headings window.

Notes button in

In this example, only three Note lines appear with headings because the user defined only three of the four lines in the Configure Ticket Note Heading window.

If you want 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, a one-line memo window appears. Enter the note into the Memo box, then click

Admin

Done to store the one-line note.

7.8 About TransAct

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

The start-up About TransAct screen appears (see below). This screen also appears whenever you first start TransAct.

Serial #TR0006 Version 2.0

Other brands and products are trademarks of their respective holder/s.

About TransAct Start-Up Screen

When the About TransAct screen appears, you can click any other main menu icon in the toolbar to close the About TransAct screen and move to other parts of the program.

Admin

8.0 Weigh

Use the Weigh… section of TransAct to create, complete, and store weigh transactions in the database. TransAct allows you to edit these transactions and print transaction reports using the Reports features in the Reporting… menu.

8.1 Select Transaction Window

Click the Weigh… icon from the main menu toolbar to access the Weigh form Select Transaction window (below) and begin a transaction.

8.1.1 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 your computer’s time and date, and restart TransAct.

The time, date, Print window are always present in the Select Transaction window. The Update

Tares… button is only available when you start a transaction.

Weight button, Options… button, and display

8.1.2 Status Bar

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

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8.1.3 Display Window

The display window shows the scale weight. This window will look different depending on the type of scale you selected and whether you selected dual scale mode. See Section 7.7.3 for more information.

When the scale port is in MANUAL mode, the display window is inactive. You must manually enter weights 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 3000 pounds.

Weight Display Window in Simulation Mode

When you connect a scale 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) used by the scale indicator also appears in the display window.

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

Once motion stops, you can lock the scale weight to help speed the weighing process. To lock the weight, double click in the lower left corner of the display window. Once you lock the weight, the truck can continue into the site while you modify information about the transaction before storing the ticket.

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Locking a Stable Weight

8.1.4 Print Weight Button

Click Print Weight to print a weight without creating a transaction. Only the date, time and weight of the truck print on the ticket.

8.1.5 Options Button

Click Options… to change the weighing options setup. The Weighing Options screen allows you to change the List Order, Scale Properties, Badge Reader Properties, weight Adjustment readings (expressed as a percentage of actual scale weight), Default transaction Direction, and Ticket format file.

List Order

List Order determines how TransAct displays tables containing drop-down lists, such as (Customer) Account, (Open) Ticket, and Categories. Make your selection by clicking in the circle by the selection: By Code—the lists displays in number code order; By Description—the lists displays 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.

Weighing Options screen

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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 set up tolerances and zero return for interfaced scale indicators. Choosing Zero Return prevents TransAct from creating or completing transactions until the scale indicator returns to zero. If you attempt a transaction before the indicator returns to zero, the following warning appears: Next transaction cannot begin until scale returns to zero.

Tolerance is the amount the indicator can fluctuate when there is no load on the scale. When you specify a tolerance weight, 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. When the operator enters a description in either box, adjustment option boxes appear in the Transaction Detail form. If you do not enter a description, the Adjustments option boxes do not appear.

Adjustment 1—Percent of Load Label

Use the percent load label when splitting a load between two or more items. Enter meaningful text in this box and click the Multiple Ticket Items box to turn the feature on. Using the Percent of Load feature only requires the truck to weigh in and out one time. The Weight In, weight Out, and Net weight remain the same; however, TransAct calculates changes using the percent entered. The status bar at the bottom of the Weigh form will display the adjusted charge calculation.

Example: A recycling center allows a hauler to bring recyclable materials for commercial and residential customers in the same load. However, the recycling center needs to track how much of the load is commercial and how much is residential. The hauler informs the recycling center attendant that 60% of the load is commercial and 40% of the load is residential. During the transaction, the attendant enters 60% in the % Load field. When the attendant

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selects Print Ticket, a decision window appears. Click Add a Percent of

Load Item to add the next item at 40%.

Reports display the adjusted weight. In most cases, the adjusted weight equals the Net weight. TransAct stores the adjusted percent with the completed transaction ticket. You can view the adjusted percent using the Quick Scan feature (see Section 10.1).

Adjustment 2—Percent Decrease Label

Use this adjustment when changes affect a single load. Enter meaningful text in this box to turn the feature on. The Weight In, weight Out, and Net weight remain the same; however, TransAct calculates charges using the percent entered. The status bar at the bottom of the Weigh form displays the adjusted charge calculation.

Example: Grain elevators will take moisture into account when weighing a trailer. TransAct weighs the trailer and stores the weight. The driver then unloads the grain, and the grain is tested for a moisture percentage. For the weigh-out procedure, the attendant enters the moisture percentage in the %decrease box. The Weight In, weight Out, and Net weight will not change; however, TransAct uses the adjustment % to calculate the charge.

The adjusted weight prints on reports, and on the ticket, if desired. TransAct stores the adjusted percent with the completed transaction ticket. The operator can view the ticket using the Quick Scan feature under the Reporting… menu.

Charge Rounding Properties

Rounding applies to the base charge only. TransAct adds Sales Tax, Minimum Charges, and Fixed Charges to the base charge. For example, if you set Rounding to the next higher $10, and Sales Tax is

5.5%, then TransAct rounds a $98 charge to $100. TransAct then calculates tax on the $100 rounded charge for a total charge of $105.50.

By default, rounding is to the nearest penny. Use this section to modify the rounding parameters. You can choose to round charges

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up to the next higher increment, down to the next lower increment, or to the nearest increment of the Rounding Amount.

Default Material Direction

Click inside the circle to select the direction of material flow for your application. Is material entering your site like it would at a landfill, or is material leaving your site like a gravel quarry? Note: The Default Material Direction only applies when a transaction uses tare weights.

Multiple Ticket Items

When you turn on Multiple Ticket Items, you enable TransAct to place items of different category types and different units of measure on the same ticket. Using a landfill application as an example, a single ticket could contain separate items for 2500 pounds of garbage, 1000 pounds of demolition material, and 5 appliances. TransAct calculates a charge for each item and stores the charges separately in the database. You can choose to group these charges together and total them when printing a ticket.

Click inside the check box (mark with an X) to turn on Multiple Ticket Items.

Badge Reader Properties

You can use badge reader equipment (i.e. magnetic strip, bar code, RFID) to create an automated or semi-automated system. TransAct stores the badge number in the customer database and uses this badge number to identify a truck. The badge reader sends information to Transact to start the transaction. TransAct matches the badge number to the customer, then displays the customer’s information in the Transaction Detail form.

Badge Reader Preferences allow you to set up parameters for these badge readers. The Preamble is a string of characters preceding the decoded data used by wedge decoders to differentiate between a keyboard input and a badge input. . When available, use the Auto Store Ticket option to automatically save the transaction once the scale weight stabilizes. If you select the Auto Print Ticket option, the ticket prints, and the transaction completes automatically.

Ticket Format File

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

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

You can manually create a custom Ticket Format File with any text editor (such as Windows Notepad or Dos Editor). See Section 12.4 for more information on editing a ticket file.

Returning to the Weigh Form

Click the Done button to save the settings selected in

ptions before returning to the Weigh form.

8.1.6 Update Tares Button

Update Tares… allows you to update stored tare weights while the truck is on the scale. TransAct only allows you to update tares at the beginning of the transaction so that it can overwrite a previously-stored tare (that for whatever reason is now incorrect) with the actual weight from the scale.

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

Update

Tares… to access the Update Tares Table (below).

Note: Once you are in the final Transaction Detail screen, you cannot update a tare.

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

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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 to choose from the list. The customer account and existing tare fields appear in the tare table.

From this table, you can add or update tare weights by clicking Add or Update to the right of each tare field type. A grayed out tare field (for example, Pup Trailer in the preceding window) indicates that no tares exist for that field.

To add a new truck tare, leave the tare field blank and click Add or Update Truck. When you select Truck (Tare1), an empty Truck Table appears. Likewise, an empty table appears when you select Container (Tare2) or Pup Trailer (Tare3). To demonstrate adding a new tare, we will use the Truck Table (below).

Adding a New Truck Tare

TransAct automatically places the weight from the scale into the Tare Weight box. You can modify that value by keying in changes to the tare value; however, doing so triggers TransAct to print a Keyed Tare note on the final weigh ticket. Enter a Truck Number and any other information needed for this entry.

Save to store the new tare.

Click

Done to return to the Select Transaction table. Note: The system warns

Click you if you try to continue without clicking Save.

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To edit an existing tare, use the single down arrow next to the tare fields to select a tare from the tare list.

Selecting an Existing Tare to Update

Click the Add or Update (Truck, Container, or Pup Trailer) button. The selected tare table appears, a Truck Table in the example below.

Add or Update Tares

The selected truck information appears in the Truck Table. TransAct replaces the stored Tare Weight 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, then click

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Save.

Click Done to return to the Select Transaction table.

8.2 Weigh In / Weigh Out Transactions

When a transaction does not use any stored tare weights, TransAct considers it a Weigh In/Weigh Out transaction. The driver must weigh the truck coming into the site and exiting the site. TransAct records the net weight, calculates the charges, and stores the ticket.

8.2.1 Weigh In

Click the Weigh… icon from the main menu toolbar to start a transaction. The Select Transaction table appears where you can select an Account, Job, Permit, or Truck ID to begin the transaction.

Use the Tab key to move from field to field or click inside a field to edit. Click on the single down arrow next to Account to produce a drop down box list of all customer accounts.

Depending on the List Order selected from the Options window, you can enter the account by typing a Code or Description. Use the Esc key to clear any information typed incorrectly. Press Enter when correct.

Note: If more than one company uses a Truck ID number, a window appears asking to which account you want to assign the truck. Choose the customer account to start the transaction.

Weigh

After selecting an Account, Job, Permit, or Truck ID, press Enter. The main weigh form, Transaction Details, appears (below).

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

If you selected the wrong Customer Account, 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 an account has stored tare groups, TransAct enables the available fields in the Transaction Detail table. For this Weigh In/Weigh Out transaction, TransAct assumes you will not select one of these stored tares.

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

If you select a Truck, Container, or Pup Trailer tare but the display shows a 0 stored weight, TransAct still treats the transaction as Weigh In/Weigh Out.

Click the Units button to change the unit of measure you want to print on the ticket. You can only adjust the units of measure when you are creating the transaction. 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 TransAct

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calculates the charge, the direction of the transaction (Incoming/Outgoing) and if the charge is a payable or receivable.

When you create a transaction, TransAct displays the account’s default categories. Click the single down arrows to list items in a category. Use these lists to select or change a category item, or use the keyboard to type the Code or Description in the field. TransAct only stores changes to the default items with the current transaction. Once the transaction is complete, TransAct resets the account defaults.

Click Cancel to return to the Select Transaction table.

Notes… to add a message that prints on the customer ticket. TransAct

Click stores the note until the transaction is completed and the ticket prints. Use Preferences in the Admin… mode to define Note Headings.

Click 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 TransAct stores the ticket, the program returns to the Select Transaction table, where you can create a new weigh transaction.

8.2.2 Weigh Out

Starting from the Select Transaction table, select an open ticket. Highlight the Ticket field and type the ticket number or account name, or click the single down arrow next to the Ticket field to produce a drop down box listing all open transaction tickets.

Weigh

Click the open Ticket number to complete the Weigh Out.

Note: Depending on the List Order you selected in the Weighing Options window, you can enter the ticket by typing a Code or Description.

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

Transaction Detail Window

If you selected an incorrect ticket, 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.

Notes… to add a message to the customer

Click ticket.

Click C

ash… to record a cash payment received

at the time of transaction completion. After clicking the Cash button, the Transaction Detail table displays fields for entering the cash Amount and Check #.

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Click Print

Ticket to print the customer ticket and store the transaction in

the database. The following decision window appears.

Print Ticket Decision Window

Print Ticket Decision Window with

Multiple Items Per Ticket

(see Section 8.4)

Click Close Ticket and Print to print the ticket and store the transaction information in the TransAct database.

Click Close Ticket (

Don’t Print) to store the transaction information

without printing the ticket. Click Cancel to return to the Transaction Detail table.

8.3 Transactions with Tare Weights

Tare transactions use one of three tare fields: Tare1, Tare2, and Tare3. You can configure the names of these buttons for the specific application using the TransAct initialization file (see Section 12.2). We will refer to Tare1 as Truck, Tare2 as Container, and Tare3 as Pup Trailer.

When you select a tare, a transaction Direction box becomes available. Click to select the material direction at the site: Incoming or Outgoing.

Default Tare Names

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For example, landfill operations are mostly incoming; aggregate sand and gravel operations are mostly outgoing.

Select No Tare to record tare IDs but ignore tare weights. When you select No Tare, TransAct treats the transaction as a Weigh In/Weigh Out transaction. TransAct uses Tare IDs to identify the transaction.

8.3.1 Stored Tares Used as the Weight Out

TransAct uses a tare weight as a Weight Out when the default Refuse Direction is set to Incoming in the Weighing Options table.

Example: A landfill operation has incoming refuse; therefore, TransAct uses stored tares to calculate the net weight of loads.

Use the single down arrows to the right of the tare fields to display and select (click on) available tares. The total weight of all tares selected appears in the weight Out box. TransAct automatically subtracts the tare weight from the Weight In and the adjusted weight appears in the Net weight box.

The Ticket Number, date and time, and Customer Account are locked fields once the transaction begins.

If you selected an incorrect customer account, click Cancel to reset the transaction. Select the appropriate Bill-To Account if different from the Customer Account.

When you select a customer account, TransAct enables any tare fields the account uses and disables any unused tare fields.

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Example: The customer in the preceding figure (D&D Disposal Co., Inc.) uses two tare fields, Truck and Container. The account does not use the third tare field.

When you select a customer account, TransAct displays the default categories for the customer. You can change a category item by clicking the single down arrow next to each category. Select the new category item from the list. TransAct only stores changes with the current transaction. When you select an account for a new transaction, TransAct resets to the default categories.

The status bar at the bottom of the window displays how TransAct calculates the charge, 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 the Cash button to record payments received at the time of the transaction. After selecting the Cash button, options for entering the cash Amount and Check # appear.

Click

to print the customer ticket and store the transaction in the

database. A decision window appears for the next item.

Print Ticket Decision Window Print Ticket Decision Window with

Multiple Items Per Ticket

(see Section 8.4)

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Click Close Ticket and

Print to print the ticket and store the transaction

information in the TransAct database. Click Close Ticket (

Don’t Print) to store the transaction information

without printing the ticket. Click Cancel to return to the Transaction Detail table.

Example: Certain trucks used by D&D Disposal Co., Inc. will always have a container with them. You can set up the trucks bringing containers to the site to require a container in the tare table. To setup Tare 1 items to require Tare 2 or Tare 3 items, see Section 7.1.4.

Click OK to return to the Transaction Detail table. You can then select the item required, Tare2 or Tare3, and click the Print

Ticket button to complete

the transaction.

8.3.2 Tares Used as the Weight In

Transact uses a stored tare 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 use. 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.

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Tare Weight Applied to Outgoing Material Leaving a Site

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

When you select a customer account, TransAct displays the default categories for the customer. Change a category item 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 you select the account for a new transaction, TransAct lists the default categories 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. The Next Item decision window appears. Click Close Ticket and

Print to print the ticket and store the transaction

information in the TransAct database. Click Close Ticket (

Don’t Print) to store the transaction information

without printing the ticket. Click Cancel to return to the Transaction Detail table.

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8.4 Multiple Items Per Ticket

Click Options… to enable Multiple Ticket Items. When enabled, this feature allows you to place items of different category types and different units of measure on the same ticket. TransAct stores each item separately in the database. You can choose to group these items together and total them when printing a ticket.

Example—Multiple Ticket Items

This example shows how to create a multiple item ticket for a truck carrying two appliances and four tires that need to be entered as separate Count transactions. The truck also carries several bags of garbage that require the attendant to create a separate Weigh transaction.

It is easiest to create transactions for the appliances and tires first. To start the transaction, click the Weigh… icon from the menu bar. The Select Transaction window appears in the Weigh form. Select an Account, Job, Permit, or Truck ID to start the transaction.

Note: Depending on the List Order you selected in the Options window, you can enter the account by typing a code or description. Use the Esc (Escape) key to clear any information typed incorrectly.

For this example, we select an Account.

After selecting an account, the Transaction Detail form appears. The first transaction will dispose of the appliances.

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Click Units until Unit Count appears. Select Major Household Appliances from the Refuse list. Enter 2 in the Quantity In box.

Click Print

Ticket. A dialog box appears

with a list of options (shown at right). Click Add a

Count Item to store the current

transaction and return to the Transaction Detail form. Note: When you select any Add button, TransAct stores the current transaction, and the Transaction Detail form reappears.

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The status bar at the bottom of the window indicates which item information is being entered, the total charge for all items, and the charge for the current item.

Select Tires from the Refuse list and enter the number 4 in the Quantity In box. Click Print Ticket. A dialog box appears with a list of options (shown at right).

Click Add a

Weighment Item to store the

tire transaction. TransAct is then ready to start the weighing portion of the ticket. The driver moves the truck onto the scale (minus the appliances and tires) to weigh the garbage.

Select the type of Refuse, then click Store Ticket to store the open transaction. The ticket remains open until the truck driver empties the truck load and returns to the scale. When the driver returns, select the open ticket from the list of open tickets in the Select Transaction form.

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The open ticket appears in the Transaction Details form.

Click Print Ticket to store the transaction. A dialog box appears with a list of options.

Click Close Ticket and

Print to complete

the transaction and print the three item ticket. Use the Quick Scan feature of the

Reporting… section to view, edit, and reprint ticket information (see Section 10.1). Click Scan to view a list of tickets (below). All the items will appear to have the same ticket number.

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Click

Show Detail to view details of the transaction. The item sequence

number appears in the details form next to the transaction number.

Click Unlock to edit the ticket fields. Click inside the fields to edit. Click Save to save changes.

8.4.1 Reopen an Old Ticket

The Ticket section of the Select Transaction form has an option to Reopen a multiple item ticket.

Reopen a ticket when you need to add items to the transaction. If the last item you entered was a weight, TransAct may use the item as the Weigh In for the new transactions.

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Example: Ticket #3851 contained two transaction items; before the third item was weighed, the ticket closed. To reopen the ticket select Reopen a multiple item ticket.

A message box appears. Enter the ticket number you want to reopen, then click

OK.

The following message may appear: Do you want to use the last weigh out (2400) as the starting weight?

Note: This message only appears if the last transaction item was a weighed item.

Yes to use the previous weight as

Click the Weight In value.

No to accept the weight on the scale as the Weight In value.

Click The Transaction Detail form appears with the weight and category items

from the last transaction displayed.

Select the correct category items (i.e. Refuse). Once the weight on the scale stabilizes, click Print

Ticket. A dialog box appears with a list of print

options. Click Close Ticket and

Print to complete the transaction, or click on of the

Add Item buttons to add another item to the ticket.

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8.4.2 Dual Scale Operation

See Section 7.7.3 for information on Dual Scale operation.

8.5 Axle Weighing

Warning

You can activate axle weighing by adding the following line to the

Options] section of the transact.ini file. AxleWeighing=On

To learn more about editing the .ini file, see Section 12.2. When you activate axle weighing, a button

for recording axle weights becomes available in the Transaction Details form.

Each time you click the A TransAct adds an axle weight to the Weight In or Weight Out box. You can click Axle up to five times to add five axle weights together.

The Weigh window title bar displays each axle weight. To delete axle weights, hold down the Shift key and click A

Axle weighing is not NTEP certified!

[Weigh

xle button,

xle.

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9.0 Accounting

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

9.1 Defining Rates and Taxes

TransAct uses rates to calculate charges after completing a transaction. These charges are based on measured rates, minimum charges, discounts, and taxes. Units of measure available for calculating charges are weight (pounds or kilograms), yard, and count.

Rates are based on one of the four category tables, i.e. Refuse. You can set up three different Rates and Tax tables for the category. This feature was specifically added for the state of Minnesota. Minnesota requires their landfills to account for local and state fees separately.

Example: The following steps show how TransAct calculates charges. The unit of measure used for this example is Net Weight.

1. Net Weight ×Rate 1 + Calculated Taxes = Amount1

2. Net Weight ×Rate 2 + Calculated Taxes = Amount2

3. Net Weight ×Rate 3 + Calculated Taxes = Amount3

4. Amount1 + Amount2 + Amount3 = Total Amount

5. Total Amount vs. Minimum Charge = Base Charge Note: If the Total Amount is less than the Minimum Charge,

replace the Total Amount with the Minimum Charge. (If the Minimum Charge is not used, nothing is replaced.)

6. Base Charge – Discounts = Charge

You can attach rates to any one of the TransAct category tables. To change the category table rates, see Section 12.2.

Use the following steps to setup rate structures. If you have any questions, please your distributor or see Section 14.0.

9.2 The Setup and Miscellaneous Rates Table

Use the Setup and Miscellaneous Rates table to enter a Fixed Charge, Monthly Finance Charge and Rate and Tax definitions (assign Rates and Tax names appropriate to your organization).

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Select Admin… Setup and Misc Rates to access the Setup and Miscellaneous Rates table (below).

Note: The table above shows a how Setup and Miscellaneous Rates appears with a new database.

Fixed Charge

If applicable, enter a Fixed Charge. This charge automatically appears in the Weigh form, in the Added Charge box (see below).

Monthly Finance Charge

Enter the Monthly Finance Charge as a percentage value. This charge is applied to all accounts during Statement processing (Plus Only).

Note: If you have accounts that are charged a monthly finance charge and others that are not, do not enter a Monthly Finance Charge in this table. Individual monthly finance charges can be added to each account in the Discounts table covered later in this section.

Rate Name Assignment

Replace Rate 1–3 Names with names associated with your particular

Accounting

application. The examples in this manual use Local Rate and State Rate as the Rate 1 and Rate 2 names. Only fields containing text appear on subsequent forms (i.e. if you use only two rates, delete Rate 3 from the Rate 3 Name box to eliminate that field from subsequent forms).

Note: If you are no longer using an existing rate table, simply remove the Rate Name from the table. You do not have to clear the table before continuing. Removing the name from the table prevents TransAct from using the table. See the example window on the next page.

Tax Setup

Replace the Tax 1–3 Names with the tax names associated with your particular application. The examples in this manual use County and State as the Tax Names. Only fields containing text appear in subsequent forms (i.e. if you use only two taxes, delete Tax 3 from the Tax 3 Name box to eliminate that field from subsequent forms). See the sample window below.

Enter taxes as a percentage value. TransAct converts percentages into a decimal value for calculation.

Click

Save to store all the changes to the table. Note: The system warns you

if you try to continue without clicking Save.

Undo to cancel any changes.

Click

Accounting

9.3 Minimum Charges

TransAct applies the Minimum Charge to a transaction when the calculated measured rate is less than the value in the Minimum Charges table.

Note: If you do not use a minimum charge, do not enter anything in this table. Open the table to verify that all category items are set to 0.0. Set items to 0.0 if necessary.

Default Minimum Charges

Select Accounting  Minimum Charges to access the Minimum Charges table (below).

Default Minimum Charges Table

Use this table to setup default Minimum Charges by unit of measure (Pound, Yard, and Count) and direction of transaction (Incoming or Outgoing).

When the Minimum Charge for a category item is 0.00000, TransAct applies the default minimum charges to the charge calculation. Press the Tab key to move through the dialog boxes, or use the mouse to click inside the box, then enter the value.

Minimum Charges for a Category Item

If individual category items receive a different minimum charge, click U Minimum Charges table appears.

Accounting

pdate Individual [Category] Codes. The Refuse Table

The middle section of the table is identical to the Default Minimum Charges table; however, note the Code and Description fields at the top of the page.

Click

Next to navigate through each item, or use Find to select an

item. Minimum Charges defined for individual category items greater than zero override the default charge.

Click

Save to store all the changes to the table. Note: The system

warns you if you try to continue without clicking Click the Undo button to cancel any changes.

Save.

9.4 Measured Rates

TransAct calculates the Measured Rate per unit of measure. Units of measure available in the Measured Rates table are weight (pounds and kilograms), yards, and count. Note: You can define a maximum of three Rate tables.

Total Charge = Rate 1 + Rate 2 + Rate 3 Example: Total Charge = (Net Weight × Rate 1) + (Net Weight × Rate 2) $30.50 = (1800 × .019) + (1800 × .0035)

9.4.1 Rate Table 1

Choose Measured Rates from the Accounting… pull-down menu to define measured rates for the first rate table. Click on the desired Measured Rate to edit, in this case, Local Rate.

Accounting

The Local Rate table appears. Use this table to define system default rates and individual category item rates.

If you want the rates calculated by the ton, figure the rate per pound by dividing the rate per ton by 2,000.

Example: A land fill uses a default charge of $25.00 per ton. To figure the rate per pound, divide 25 by 2,000 (25 ÷ 2000 = .0125).

Select which taxes to apply to this rate in the Taxes Applied box. To apply a tax, click the box next to the desired tax. An X appears to designate the taxes selected. Click the box again to undo the apply tax.

Save to store all the changes to the table. Note: The system warns you

Click if you try to continue without clicking Save.

Undo to cancel any changes.

Click

9.4.2 Measured Rates for a Category Item

If individual category items receive a different Measured Rate, click the Update Individual [Category] Codes button. The Rate table changes to display the Code and Description of each category item.

Accounting

Setting Measured Rates for a Category Item

Enter the appropriate rate for each item that has a rate different from the default rate. Place an X (click inside) in the Taxable box to apply the taxes. Note: Taxes applied are the same as those selected in the default rate window. In this example, County and State taxes will be applied to Outgoing Demolition material. Note: Measured Rates defined for individual category items greater than zero override the default rate.

Save to store all the changes to the table. Note: The system warns you

Click if you try to continue without clicking Save.

Undo to cancel any changes.

Click

9.4.3 Rate Table 2 and 3

If you use multiple rates, set up Rate 2 and Rate 3. Use the same procedures as listed for Rate 1 (see Section 9.4.1) to set Rates 2 and 3.

9.5 Discounts and Account Flags (Plus Only)

Use Discounts and Account Flags to setup discounts and finance charges for individual customer accounts. TransAct applies finance charges when generating statements. Use Discounts and Account Flags for marking accounts as revoked, not billed , cash only, and tax exempt.

Select Accounting…  Discounts to access the Customer Account Table.

Accounting

Discounts Table (TransAct Plus version)

Items displayed as light gray (i.e. Previous Balance and Current Balance above) cannot be edited. Click the box next to the desired option to activate that option (an X appears to mark the selected option). Click the box again (remove X) to turn the option off.

TransAct interprets the Discount Rate and Finance Charge options as percentages. You must enter these options in decimal format. For example, enter a 10% discount as 0.10.

TransAct applies a Finance Charge to any unpaid previous balance when generating statements. This finance charge overrides the global monthly finance charge defined in Miscellaneous Rates.

Note: The function buttons at the bottom of the discounts table window operate like the function buttons in other TransAct tables.

Click General Inf

o… to display general customer information such as

account number, address, and default categories.

Accounting

Discount Rates: Customer General Information

Note: You cannot edit the Customer General Info. window from Discounts. If you need to edit this information, access them from Customer Accounts under the Admin… pull-down menu.

9.5.1 Discounts (TransAct 2.0 Standard)

The Discount feature for the standard version of TransAct has fewer options than TransAct Plus. The only fields available are Discount Rate, Finance Charge, and Last Transaction.

Accounting features such as Previous and Current Balance, Not Invoiced, and Cash Only are not available. There is also no General Info… button since there is no accounting information to display.

9.6 Statements (Plus Only)

Use Statements to create monthly billing statements. To generate statements, select Accounting…  Statements to access the

Statement Options window.

Accounting

Statement Options Window

TransAct uses the date entered in the Statement To Date box 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 you select Statements 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.

Use the keyboard or mouse to enter the Statement to Date. 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 arrows on either side of the month to select a new month; click the arrows on either side of the year to select a different year. Select the day by clicking on the numbers displayed in the calendar. Click OK to store the new date and return to the Statements window, or click Cancel to exit the calendar without saving.

Accounting

You can choose to grant a Grace Period to Payments to allow companies to pay for a previous month’s bill. The Grace Period applies only to payments. Payments made within the grace period are applied to the current statement. Use the up/down arrows to increase or decrease the number of days granted for the grace period.

Note: Enter the grace period in calendar days, not business days. If the grace period includes weekends, be certain to include those calendar days in the grace period.

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

TransAct applies any payment made during the billing period to the previous balance, then applies the finance change to the remaining previous balance that was not covered by payments.

Example: D&D Disposal Co. has a previous balance of $1,000.00. During the current billing period they made a payment for $800.00. If you set up a 1.5% Monthly Finance Charge, TransAct calculates the finance charge to add as follows:

1. $1,000 – $800 = $200

2. $200 × 0.015 = $3 TransAct calculates the current balance by adding the unpaid

previous balance, finance charge, and new charges. We will use $300 of new charges during the billing period to finish the example.

3. $200 + $3 + 300 = $503.

Set up monthly finance charges in the Discounts and the Miscellaneous Rates tables. The Discounts table applies special rates (including finance charges) to individual customer accounts. The Miscellaneous Rates table applies rates to all customer accounts in the system. These tables are explained in detail later in this chapter.

By default, TransAct does not print a statement for accounts with a zero balance. If you need to print statements for accounts with zero balances, click to place an X in the Print Zero Balance Statements box.

Accounting

To view the statements before printing, select Window as the Invoice Destination.

To send the statements directly to the printer, without viewing the statements first, select Printer as the Invoice Destination.

View or Print (only one will be visible, depending on the Invoice

Click Destination choice you made).

After completing billing, TransAct marks transaction, payments, and credits as having been billed. Note: Once TransAct marks these items, you cannot unmark them.

Because billing makes changes to the database, TransAct advises you to make a backup of the database before continuing: Invoicing can potentially make many updates to your database. We strongly suggest you perform a backup at this time. Would you like to make a backup?

No to skip the backup operation.

Click

Yes to make the recommended backup.

Click When TransAct completes the backup, or if you choose to skip the backup,

the Select Accounts for Statements table appears.

Accounting

The Select Accounts for Statements table allows you to select which accounts to bill. You have three options for choosing which accounts to include:

• Select an individual customer account by clicking the account.

• Select a range of accounts. Hold the Shift key on the keyboard

while selecting continuous customer accounts in a row.

• Select accounts. Hold the Ctrl key on the keyboard, while selecting

discontinuous customer accounts.

• Click

Select All to select every account in the database.

If there are accounts that TransAct should bill, you should mark them as Not Billed in the Accounting Info section of the Customer Accounting table. Note: TransAct will not process accounts marked as Not Billed.

Once you have selected the accounts, click

Done.

When previewing statements, use the navigation buttons at the top of the screen to view the statements.

View Statements Window Buttons

View the first statement

View the previous statement

View the next statement

View the last statement

Stop generating statements

Magnify/shrink statement size

Print the statement

Complete statement processing by moving to another portion of the program, such as the Weigh form. After clicking on any button in the toolbar, the following message appears: At this point you must decide if you would like to mark the transactions that appeared on this invoice, update previous balance and generate finance charges. Typically, if all invoices have printed successfully, you would answer yes.

Would you like to mark transactions, update previous balances and generate finance charges?

Accounting

If the statements print correctly, click Yes. When you select Yes, TransAct marks all transactions for the current billing period as having been billed. These transactions will not reappear on subsequent statements. TransAct updates the previous balance to include payments, charges, credits and finance charges.

If the statements did not print correctly, or you need more time to review printed statements, click you from making changes to customer accounts.

When you have resolved any problems, rerun the statements. Choose to either view or print the statements. Select another portion of the program to continue. Select statements and do not need to reprint any, choose to only View the statements. Enter another section of the program (i.e. Weigh, Reporting, etc.) to continue, and click Yes when TransAct prompts you to update transactions.

Yes to update transactions. Note: If you already printed

No. This cancels the update process, preventing

9.7 Payments (Plus Only)

Use the Payments section of Accounting… to record customer payments and credits.

9.7.1 Recording a Payment

Select Accounting  Payments to access the Payment/Credit Form (below).

Click inside the circle to select Payment. Note: A black dot inside the circle denotes the selected item.

Accounting

Use the single down arrow next to the Account box to select the customer account to apply the payment to, or type the customer name inside the Account box.

After you select the Customer Account, TransAct displays the account’s default categories. If you received payments as itemized payments, use

ve Item to enter multiple items per payment. It is not necessary to use the

category fields unless you want to generate payment reports sorted on categories.

Single-Item Payment

When you select the Customer Account, TransAct displays the customer’s default category items. If desired, use the single down arrow next to the category field to change the category item for which payment is being made. Tab to or click inside the Check Number box to enter a Check Number (if applicable).

Click

Save to save the receipt.

Multi-Line Item Payment

The Payment/Credit Form allows for multiple items on one receipt. To apply portions of a payment toward different items, use the single down arrow next to the category field. Select the item being paid for, click inside the Amount Paid box, then enter the amount. Click inside the Check Number box and enter the Check Number (if applicable).

Click Sa

ve Item to save the item. TransAct displays a status bar at the

bottom of the form to help track the number of items entered and the total amount entered for the receipt.

After clicking Sa

ve Item, TransAct adjusts the Account Balance box and

clears the Amount Paid box. The check number stays present in the Check Number box. The status bar increases the item count and total value.

Select the next category item and Amount Paid. The Check Number will still be present; you do not need to reenter the Check Number. Click Sa

Item. Continue entering each item, clicking Save Item after each item.

When you have entered all items, click Save to save the receipt. The Balances/Reconciliation report will list each receipt by number and list all items recorded for the receipt. Example: A landfill wants to track payments by refuse types. A check arrives in the mail from one of their customers for $100.00. $75.00 is payment for residential rubbish and $25.00 is for yard waste. This payment transaction uses the multi-item payment option

Accounting

described above. Item 1 would be $75.00 with refuse type Residential Rubbish. Item 2 would be $25.00 with refuse type Yard Waste. The statement will show a single payment of $100.

The status bar at the bottom of the window displays the current receipt number, item number, and the total value of the receipt.

9.7.2 Applying a Credit

TransAct applies credits the same way it applies payments. To begin entering credits, select Payments from the Accounting… pull-

down menu. When the Payment / Credit Form appears, select Credit rather than Payment. This action changes several of the entry boxes.

You can enter credits as single-item receipts or multi-item receipts, just like payments.

Rather than an Amount Paid box, the Credit form has a Credit Amount box. A space is provided on the Credit form for recording a Memo of up to ten characters. Other than these differences, the Credit form is the same as the Payment form. See Section 9.7 for information on handling payments.

Reporting

10.0 Reporting

Use the Reporting… section to view, edit, reprint, or delete stored transaction tickets, and create daily, weekly, and monthly reports based on selected criteria.

10.1 Quick Scan

The Quick Scan command provides a quick way to view, edit and delete transaction ticket information. Quick Scan allows you to query transactions based on categories and customer accounts for a specified date range.

To run a query, click Reporting… from the menu bar and select Quick Scan to access the Selection Criteria window (below).

Selection Criteria Table

If you know the ticket number, enter the number in the Select Ticket Number box. Click Scan to view the transaction.

To find a transaction or group of transactions, select a date range for the search and any other applicable criteria. To select a date, use the Tab key to select (highlight) the box and enter the date using the keyboard (you do not need to type the slashes), click the Calendar button to the right of the date boxes. Click the arrows on either side of the month and year to select a different month or year. Click on the day of the month the query should start or finish. Click OK to close the calendar window and display the selected date. Note: Click Cancel to return to the Transaction Scan window

Reporting

Rice Lake TransAct 2.0 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

1.1 Menu Structure Diagram

2.0 Installing TransAct for Windows

2.1 Installation

2.2 Customizing TransAct

3.1 Starting TransAct for the First Time

3.2 Creating a Customer Database

4.0 Function Button Table

5.0 Calendar Button

6.2 Password Verification

6.3 Viewing Valid User List

6.4 Operator Login Directions

7.1 Setting Up Customer Accounts

7.2 Job Table (Plus Only)

7.3 Permits (Plus Only)

7.4 Categories

7.5 Utilities

7.7 Preferences

7.8 About TransAct

8.0 Weigh

8.1 Select Transaction Window

8.2 Weigh In / Weigh Out Transactions

8.3 Transactions with Tare Weights

8.4 Multiple Items Per Ticket

8.5 Axle Weighing

9.0 Accounting

9.3 Minimum Charges

9.4 Measured Rates

9.6 Statements (Plus Only)

9.7 Payments (Plus Only)

10.0 Reporting

10.1 Quick Scan