Check mate document guide

CheckMate Document Tracking

Table of Contents
SECTION 1 INTRODUCTION............................................................................................................................................ 1

BEFORE YOU BEGIN ........................................................................................................................................................... 1

OVERVIEW............................................................................................................................................................................. 1
HOW THE SYSTEM WORKS ........................................................................................................................................................... 2
Activity Codes and Transactions................................................................................................................................................ 2
SECTION 2 INSTALLATION AND SETUP ........................................................................................................................ 5
INSTALLING CHECKMATE ........................................................................................................................................................... 5
Single-user ................................................................................................................................................................................. 5
Multi-user................................................................................................................................................................................... 5
STARTING CHECKMATE .............................................................................................................................................................. 5
Setting-up ................................................................................................................................................................................... 6
SECTION 3 USING CHECKMATE................................................................................................................................... 11
THE CHECKMATE MAIN WINDOW ............................................................................................................................................ 11
Check Out ................................................................................................................................................................................ 12
Check In ................................................................................................................................................................................... 12
Locate Item .............................................................................................................................................................................. 12
Record Event............................................................................................................................................................................ 12
Enter Due Date ........................................................................................................................................................................ 12
Clear Screen ............................................................................................................................................................................ 13
All............................................................................................................................................................................................. 13
Past Due................................................................................................................................................................................... 13
Reserve Item............................................................................................................................................................................. 13
Revoke Reserve ........................................................................................................................................................................ 13
Store Item................................................................................................................................................................................. 13
Destroy an Item........................................................................................................................................................................ 13
Packing Slip ............................................................................................................................................................................. 14
FILE MENU ............................................................................................................................................................................... 14
Portable Bar Code Reader....................................................................................................................................................... 14
Printers .................................................................................................................................................................................... 14
Bar Code Printing.................................................................................................................................................................... 14
MAINTENANCE MENU ............................................................................................................................................................... 16
Badge Data .............................................................................................................................................................................. 16
Adding a Badge........................................................................................................................................................................ 16
The Badge Database................................................................................................................................................................ 17
The Navigation Bar.................................................................................................................................................................. 18
Item Data ................................................................................................................................................................................. 19
Adding an Item......................................................................................................................................................................... 19
The Item Database ................................................................................................................................................................... 19
Status............................................................................................................................................................................................
Inventory .................................................................................................................................................................................. 21
QUERY MENU ........................................................................................................................................................................... 23
Item Locate .............................................................................................................................................................................. 23
Create Query............................................................................................................................................................................ 24
Create History Query............................................................................................................................................................... 26
Run Query ................................................................................................................................................................................ 27
REPORTS MENU ........................................................................................................................................................................ 28
Activity Report ......................................................................................................................................................................... 29
Past Due Report....................................................................................................................................................................... 30
Checkout Report ...................................................................................................................................................................... 31
Checkout List ........................................................................................................................................................................... 31
Reservation Report................................................................................................................................................................... 32
Storage Report ......................................................................................................................................................................... 32
Event Date Report.................................................................................................................................................................... 33
Reprint Packing Slip Report .................................................................................................................................................... 33

Statistics Report ....................................................................................................................................................................... 34
Badge List ................................................................................................................................................................................ 35
Item List ................................................................................................................................................................................... 35
UTILITIES MENU ....................................................................................................................................................................... 36
Print Bar Codes ....................................................................................................................................................................... 36
Arbitrary Label ........................................................................................................................................................................ 37
Activity Codes .......................................................................................................................................................................... 37
Backup ..................................................................................................................................................................................... 38
Reindex .................................................................................................................................................................................... 38
Cleanup.................................................................................................................................................................................... 38
Purge........................................................................................................................................................................................ 38
Setup ........................................................................................................................................................................................ 38
Lock.......................................................................................................................................................................................... 38
Unlock...................................................................................................................................................................................... 39
Password.................................................................................................................................................................................. 39
FOR FURTHER INFORMATION .................................................................................................................................................... 39
SECTION 4 USING THE PORTABLE BAR CODE READER ....................................................................................... 40

Section 1
Introduction
This manual is a basic overview and installation manual. Section 1 is a brief overview of the CheckMate Document Tracking system.
Following the overview is Section 2 Installation and Setup. Be sure to read this section carefully before installing CheckMate.
Section 3 contains detailed instructions for using CheckMate Document Tracking.
And Section 4 contains instructions for initializing and using the portable bar code reader for those systems that support portable data
collection.
CheckMate contains an extensive on-line help system. Use the How To section of the Help Contents to locate step by step information for
basic functions. To get help on specific items, press F1 while that item has the focus. Use Help Search to locate further information.
For information regarding any specially customized features in your version of CheckMate and any related setup issues, refer to the on-line help
system. Select Help Contents from the Help menu. Then click the large blue arrow; look there for any customizations specific to your
installation.

Before you begin
This guide assumes that you are already familiar with the Windows operating environment. For help with Windows, please refer to your
Windows supporting documentation.

Overview
CheckMate Document Tracking is an automated checkout system based on bar code technology and the personal computer. It uses the speed
and accuracy of bar codes to make data collection easy. Scan an Activity Code, then a Badge representing a person or place. Finally scan a
labeled Item. The computer records the data for you immediately so that anyone with access to the data can see the current status of the item.
Historical data is retained so that, even though the items moves and changes, you can always review those movements and changes.

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Introduction

How the system works
CheckMate Document Tracking software answers the question “Who took what when?” and turns your file room into a library. Scan an activity
code. Scan a bar coded badge. Scan the bar codes on a batch of documents. CheckMate knows who has those files and so do you.
Documents can be patient files, client files, x-rays, drawings, lab samples, tapes or anything that moves and shouldn't get lost.
Badges can represent people, departments, workstations, or anyone that needs access to items.
When you set up the system, you describe Badge and Document barcodes so the system can recognize them. From then on you never have to
tell CheckMate what kind of data was entered. It knows.
CheckMate’s features include:
• Overdue reporting
• Audit trail
• Reservation system
• Archiving
• Tickler date
• Multiple key cross reference
• Key word search
Data collection can take place at a PC, at many stations on a LAN or WAN, or anywhere using a battery powered portable bar code reader.
Gather data into the portable bar code reader and transmit it to the personal computer. With the computer you can report and examine the collected
data.
CheckMate Document Tracking presents data via both a general grid view with several sort orders available and single item forms on its
maintenance screens. It provides flexible means of searching for and reporting of information.
CheckMate recognizes Activity Codes indicating the action being taken with current items: checking items in or out, changing storage
locations, searching for items, scheduling events, reserving items for a particular user, revoking a reservation, and printing a “packing slip” with
a list of the items currently checked out.

Activity Codes and Transactions

Activity Codes
Code Activity
O Check items out
I Check items in
L Search for items
E,N,2 Record events
D Check items out with a specific due date
C Clear the current activities
A List all items checked out to a badge
P List all items checked out to a badge that are overdue
H Reserve an item
R Revoke an item reservation
B Change item storage locations
U Destroy an item
S Print a packing list

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CheckMate records transactions. Most transactions consist of an activity, a badge and an item. Scan an activity, scan a badge then scan one or
more items. When you’re done, you may switch to another activity, switch to another badge, or print a list of all items for the last activity and
badge.

Check Out

Scan or type O to check out one or more items. You next enter a badge code before entering item codes.
Items that are checked out will show the name associated with the badge code on an item or checkout report.
If your badge Text2 field is a three character grouping code (department, building etc.), you may enter the group code in place of the
badge and choose from a drop-down list of badge names and codes in that group.

Check In

Scan or type I to check in one or more items. You then enter a badge code before entering item codes.
If your badge Text2 field is a three character grouping code (department, building etc.), you may enter the group code in place of the
badge and choose from a drop-down list of badge names and codes in that group.

Locate Item

Scan or type L or choose Locate from the Query menu to open the Item Locate form.
Select the type of item field to search by clicking a selection in the “Search For” box on the lower right corner.
Type all or part of the item property for which you are searching in the “Start with” box.
Optionally, you can enter text in the “Include only” box. Only items that contain that text in the search field will be listed.
Press the OK button. A list of all of the items that fit the criteria in your search will be displayed.

Record Event

CheckMate tracks events such as “Renewal” in the first Date field in the item record. When an event occurs, scan or
type E to record the occurrence of the event, scan a badge and all the items for which you wish to record that event.
CheckMate automatically reschedules these items for their next event using the Interval specified in for the item or in Setup.
Inspection and Inspection 2 may be used as tickler dates also. Activity codes N and 2 are used for those date fields.

Enter Due Date

Scan or type D to check out an item with a due date other than the date calculated from the intervals you have entered.
Enter the new due date and choose OK. You then enter a badge code and item codes in the usual way. Checked out items will
continue to be due on this date until another online activity is selected. The specified due date will supercede any specified checkout
intervals.

Clear Screen

Scan or type C to clear the transaction history display from the main screen and the pending transaction entries. No
data updates are made. All historical information will still be available by Activity report.

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Introduction
All

For a list of all items checked out to a particular badge, scan or type A. You will need to enter a badge ID number. If
a badge is visible on the main form for the next transaction, that badge will be suggested but you may change to any badge.

Past Due

For a list of all past due items checked out to a particular badge, scan or type P. You will need to enter a badge ID
number. If a badge is visible on the main form for the next transaction, that badge will be suggested but you may change to any
badge.

Reserve Item

You may place an item on reserve for a specific badge by scanning or typing H, then entering the badge and item
numbers.
If a check in or out is attempted on an item that is reserved for another badge on the reservation day or for Reservation Interval days
after, you will be warned that the item is reserved.
When you check a reserved item out to the badge that reserved it, the reservation is fulfilled and deleted from the system.

Revoke Reserve

Scan or type R to revoke a reservation. You must then enter the badge and item numbers for the specific reservation.

Store Item

Scan or type B to change the storage location for one or more items. Enter the new location and scan as many items as
you want to store in that new location.
Tracked items may be stored in a container that is also a tracked item. Scan the barcode on the container when prompted for the
storage location then scan the items being stored.
When a container item is checked out, all items contained within are checked out as well. Items must be checked back in
individually.

Destroy an Item

Scan or type U to permanently remove an item record from the Item database. A record of the item removal is kept in
history and may be reported on an Activity Report.

Packing Slip

Scan or type S to print a packing slip or receiving document listing all items for the most recent activity and badge.

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Section 2
Installation and Setup
Installing CheckMate

Single-user
Make sure you have at least 20 megabytes free space on your hard drive prior to installing. If you have a large number of items to track, you will
probably need more available space once you get everything entered into the system.

1. Start 32-bit Microsoft Windows.
2. Insert Document Tracking CD into your CD-ROM drive.
1. If the CD does not autorun, start My Computer and double-click on the CD-ROM drive.
3. Follow directions on the screen.

Multi-user
Make sure you have at least 20 megabytes free space on each hard drive prior to installing. Program files must be installed on the server, and
supporting files (Borland Database Engine and Crystal Reports) must be installed on each workstation. The same installation CD is used in both
cases.

Step One - Install Server Files
At the “Select Components” window, select Network
Files Only Installation.

Step Two - Install Work Station Files
(this must be done on each work station)
At the “Select Components” window, select Work Station
Only Installation.

Installing a new CheckMate system is a three-step process. The first part installs the CheckMate program files. These include the working
executable as well as empty database files, ini files, and essicm32.dll a file that facilitates communication with portable bar code devices and bar
code label printers. The second part installs Crystal Reports, one of the most popular reporting tools available. The third part installs the Borland
Database Engine. Borland products have always been at the forefront of Database design.

CheckMate applications supporting Symbol Palm OS® devices include a Palm Desktop installation set.

If you are upgrading from a previous version of CheckMate, you may be asked to enter a path to your old files. CheckMate will use that path to
convert your old CheckMate data to fit the structure required for the new CheckMate program. CheckMate will convert your data at the end of
the installation process.

Starting CheckMate
To start CheckMate, click the CheckMate icon in the CheckMate program group or the CheckMate icon on the desktop. You will be asked for
a password. Enter admin. It is recommended that this password later be changed using the Password option under the Utilities menu.
The admin password allows supervisory rights. For more information on passwords, see the discussion under the Utilities Menu.

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Setting-up
Before using CheckMate for the first time, you must set several system options. You may want to enter all of your item data prior to beginning
checking items in and out, or start the process and add data as you go. In either case it is best to enter a small set of data for testing. It is better,
for example, to discover that item names are sorted more usefully if you enter them as last, first then as first last in a small sample of your data.
The settings for options can be changed later.

System Options
To set the system options, choose Utilities, and then choose Setup.

Preference

Initial Setup: Company Name
Enter Your Company Name Here. This will appear on window and report headers.

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Initial Setup: Online Timeout
Once you’ve selected an activity, CheckMate will continue that activity until you change to another activity or until the Online
Timeout interval passes. Specify the length of time (in seconds) before the activity clears. If you want to be required to start fresh
after being interrupted make it short. If you need time between items while entering a series of similar transactions make it longer.

Initial Setup: Checkout Interval
Specify the usual number of calendar days that an item can remain checked out. An item’s Due Date is assigned by adding this
interval to the current date.
Each badge has an optional Checkout Interval. Give badges with special requirements their own interval. A badge’s checkout
interval takes precedence over the system interval entered here when calculating the due date for a transaction
Each item has an optional Checkout Interval. Give items with special requirements their own interval. An item’s checkout interval
takes precedence over the badge interval or the system interval entered here when calculating the due date for a transaction.
A specific due date can be entered using the checkout activity code “D” which overrides the date calculated using these intervals.

Initial Setup: Backup Interval
Enter the number of days between backup reminders. For example, if you want to be reminded to backup once per week, enter 7
here. See Utilities for more information on Backups.

Initial Setup: Reservation Interval
Specify the default number of days an item will be reserved. Warnings are given for this number of days after the reservation date
when the item is checked in or out.

Initial Setup: Active Interval
Specify the number of days before an item is considered as inactive. Inactive items may be excluded from a Locate activity.

Initial Setup: Purge Interval
If items should be destroyed after a certain length of time with no check in or out activity, specify that time (in days) here. Set to 0
(zero) if your items will never need to be purged. See Utilities for more information on Purging items. This option may not be
available on all Checkout systems.

Initial Setup: Date Intervals
CheckMate can create a transaction that shows an Event occurred and schedule the next Event at the same time. If items must be
reviewed at a regular interval, specify that interval in days here.
Select Visible if you wish to see the Event Date field on the item maintenance record.
Select Report if you would like the option to print a report of all items with an Event Date within a given range.
Enter the default number of days between events in the Interval field.
Select Warn if you wish to be warned when a checkout will overlap the event date.
When an Event activity is recorded, CheckMate will write a transaction in its Activity History and change the item’s Event date to
Interval number of days from the current date.
The Event date prompt may be changed on the item record. This control will have the same name as the first date field in the item
record. These options are available for all three Date fields in the item record.

Duplicate on Add
Check Duplicate on Add if you would like the option to duplicate the current item record when adding a new item.

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New Stock Default
When an item record with an unknown bar code is checked in or out, CheckMate will respond according to the default set here.
Choose Edit to open the maintenance window and enter the item information immediately.
Choose Initialize to add a record with just the item bar code. Specific information can be entered later.
Choose Reject to refuse the transaction until the item information has been entered via the Maintenance screen.

New Badge Default
When an unknown badge bar code is referenced in a transaction, CheckMate will respond according to the default set here.
Choose Edit to open the maintenance window to enter the badge information immediately.
Choose Initialize to add a record with just the badge bar code. Specific information should be entered later.
Choose Reject to refuse the transaction until the badge information has been entered via the Maintenance screen.

Stock Bar Code Type
Specify whether the item bar code should be numeric only or alpha-numeric. This option should not be changed lightly after you have
begun entering item data. Changing from alpha-numeric to numeric only will cause any existing codes with alpha characters to be
rejected.

Badge Bar Code Type
Specify whether the badge bar code should be numeric only or alpha-numeric. This option should not be changed lightly after you have
begun entering badge data. Changing from alpha-numeric to numeric only will cause any existing codes with alpha characters to be
rejected.

AutoAssign Bar Codes
If the bar code type is numeric only, CheckMate can auto assign the next available number. This function will not work if alpha-
numeric barcodes exist.

Prompts OK
Badge and Item field prompts may be changed on their respective data entry forms by double-clicking on the data field. Once the
prompts have been set to their desired specification, click prompts OK to lock them in place.

Restore Button
This button will restore your badge and Item prompts to factory defaults (those prompts that existed the first time you started
CheckMate).

Scanners

Bar Code Readers: Wedge Scanner Type
Select the wedge scanner type used with CheckMate. Click the Print Config button for a printed set of configuration bar codes to set
the Scanner.

Bar Code Readers: Attach Portable Bar Code Reader
This option is only available on bar code reader enabled versions of CheckMate. Check this in order to select the serial
communication port to be used for communication with the portable bar code reader. See Section 4 for specific information on the
portable bar code reader.

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Inventory
This option is only available on a portable bar code reader enabled version of CheckMate Document Tracking. Inventory may be taken
of items In, items Out or items Not In. Specify the type of inventory in the Setup form. In the case of an Items Not In inventory a
placeholder bar code system must be in place. The item must have a bar code and its normal storage place must have a matching bar
code. The placeholder bar code will be scanned. This is normally a toolcrib situation. For an All In inventory scan all of the items that
are in their normal storage location. For an All Out inventory scan the badge responsible for the area where the items are found and scan
each item there. CheckMate will check those items against the badge that checked them out.
Specify here whether this is an All In, All Out or All Not In Inventory.

Specifications
This is a read-only form with descriptive information about variable functions in this version of CheckMate.

Serial Printer

Printer Type
Select the printer model from the drop-down list.

Format
Select the label format to be used when printing bar code labels. Click the Save button to accept the format and the Download button
to load the format to the printer. Load a format for Item labels and another format for badge labels.

Dip Switch Settings
Once a printer model is selected, the correct dip switch settings will be displayed here. If you are having trouble printing, turn off the
printer, make the switches on the back of the printer match the placements here and try printing again.

Attach Label Printer
This option is only available on bar code printer enabled versions of CheckMate. Check this in order to select the serial
communication port to be used for communication with the portable bar code reader.

Print Server
If the bar code printer is on another workstation on the network, enter here the TCP/IP address or name of the workstation attached to
the printer. The print server workstation must be running CheckMate at the time labels are requested for labels to print.

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Section 3
Using CheckMate
Use CheckMate to manage your item database. Use the Main Windows to perform activities and transactions; CheckMate will keep track of item
checkins and checkouts, as well as reservations, and changes in storage locations. At the time it updates the current database files, it also writes an
entry in the Activity History file. A new history file is created each month named for the current year and month. Most data lookups look at the
current files. However, you may also see what has happened over time by reports and queries of these Activity History files. Keep as much history
with you data as you want and have room for. It will not interfere with daily operations.
Tools are available in the CheckMate menus to accomplish the following:
Use the Portable Bar Code Reader tools to upload and process your data collected away from the computer.
Use the Maintenance tools to add new item records. Make modifications to existing data.
The Query function lets you view as little or as much information about your items and badges as you want. Save queries for quick, easy custom
reporting.
CheckMate provides predefined Reports for easy access to your data.
CheckMate Utilities allow you to maintain the integrity of your database with reindex and cleanup routines and backups, feature password pro-
tection, batch bar code printing, and data purging.

The CheckMate Main Window
Use the main window to create activity transactions. Scan an activity, scan a badge and scan an item – that’s a transaction. There may be prompts or
warnings to help you as needed. Scan more items. When you’re done, switch to another activity, another badge, or print a list of all the items for the
current activity and badge as a packing slip or receipt.

You may select an activity by clicking the radio button, scanning a bar code from a menu card or keying in the Activity Code at the “Scan Label”
prompt. Continue to scan or key data here.
Once badges and items have barcodes, you can accomplish most tasks without putting down your scanner. CheckMate recognizes the kind of data
you are entering and displays the parts of the transaction you are building below the transaction window.
Scanning is efficient and less prone to error but if a barcode is damaged just key in the value and press Enter.
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Using CheckMate
Scan a badge next. The name associated with the badge is displayed. If you are checking out, a badge with status “S” will generate a warning and
be rejected.
Scan an Item next. If there are current reservations or a warning date that has passed, you are notified and offered the choice of continuing or
canceling the transaction. A completed transaction is displayed in the transaction window for your reference. Continue to scan items, scan a
different badge or change activities as needed.
Pressing [F2] opens the Badge Maintenance screen, showing the record for the current badge. Pressing [F4] opens the File Maintenance screen
showing the record for the current item.
Once you are familiar with the Activity Codes, you may want to resize or click the x above the Activity group to close the Activities box and make
more room for the transaction display. You may resize or reopen the Activities box at any time.

Check Out

Scan or type O to check out one or more items. You next enter a badge code followed by item codes.
Items that are checked out will show the name associated with the badge code on the item, checkout and past due reports.
If your badge Text2 field is a three character grouping code (department, building etc.), you may enter the group code for the badge and
choose from a drop-down list of badge names and numbers.
A due date for each item is calculated from the item Checkout Interval if present, the badge Checkout Interval if present, or the system
Checkout Interval.

Check In

Scan or type I to check in one or more items. You next enter a badge code followed by item codes.
If your badge Text2 field is a three character grouping code (department, building etc.), you may enter the group code for the badge and
choose from a drop-down list of badge names and numbers.

Locate Item

Scan or type L or choose Locate from the Query menu to open the Item Locate form. Use it to get a quick answer to the
question “Where is the ______ File?” See the Query menu for specific instructions on using the Locate screen.

Record Event

CheckMate tracks events such as “renewal” in the first Date field in the item record. When an event occurs, scan or type
E to record the occurrence of the event. CheckMate suggests the next Event Date based on the Event Interval specified in Setup.
Approve or change the date then scan a badge and all the items for which you wish to record that event.
CheckMate writes the transactions in its Activity History and reschedules these items for their next event. N and 2 are the activity codes
for the second and third date events.

Enter Due Date

Scan or type D to check out an item with a due date other than the calculated due date. Enter the desired due date and
choose OK. Complete the checkout by entering badge and item.
Checked out items will continue to be assigned this due date until another online activity is selected or the Online Timeout is
activated.

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Clear Screen

Scan or type C to clear the transaction history window. You may do this for privacy concerns, to make it clear where a
group of transactions begins or to force the start of a new transaction. No data is changed. All historical information is retained and is
available by Activity report or History Query.

All

For a list of all items checked out to a particular badge, scan or type A. If a badge is visible on the main form, it will be
suggested. You may change to a different a badge ID number.

Past Due

For a list of all past due items checked out to a particular badge, scan or type P. If a badge is visible on the main form, it
will be suggested. You may change to a different a badge ID number.

Reserve Item

Place an item on reserve for a specific badge by scanning or typing H, then entering the badge and item codes. Either the
item’s barcode or primary identifier may be entered.
If a checkout is attempted on an item that is reserved for another badge on the reserve day or for reserve interval days following, you will
be warned that the item is reserved for another badge. At that point you may complete or cancel the checkout.
If you check in an item during that same time period, you see a message about the reservation. This alerts you so that you can notify the
badge reserving the item that it is now available.

Revoke Reserve

Scan or type R to revoke a reservation. You then enter the badge and item numbers for the specific reservation. You may
use either the item’s primary identifier or its barcode for this activity.

Store Item

Scan or type B to change the storage location for one or more items. You are prompted for the new location. Use a
description such as Second Floor or the barcode of container item. The container item may be a box for off-site storage or a packet that
contains several related items.
Scan an item. A transaction is written to the Activity History and the new location is recorded the item’s record.
Continue scanning items for that location. To change to a new location, enter the B activity code again.
The Locate function and some reports display this location so you can see where an item is supposed to be when it is not checked out. If
a container is checked out, all the items in it are checked out as well.

Destroy an Item

Scan or type U to permanently remove an item record from the item database. The Activity History of the item including
its removal is retained and may be reported on an Activity Report or the History Query.

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Using CheckMate
Packing Slip

Scan or type S to print a document listing all items for the most recent Activity and badge. This may be used as either a
receipt or a packing slip.

File Menu

Portable Bar Code Reader
Initialize your portable bar code reader, upload and process data. See Section 4 Using the Portable Bar Code Reader for specific instructions
on the portable functions.

Printers
Specify the printer to be used for printing reports and packing slips.

Bar Code Printing
If you do not have an Intermec serial bar code printer, this menu will not be available to you. If you have an Intermec serial bar code printer,
follow the instructions below for setting up bar code printing.
Bar code labels are printed to an Intermec serial bar code printer. The bar code printer is controlled by one station, and any station can print
labels.
Initial Setup
1. Connect the Intermec printer to the controlling workstation, making note to which serial port it is connected.
2. Turn on the printer.
3. From the controlling workstation, start CheckMate.
4. Select Utilities | Setup | Serial Printer,
5. Check Attach Label Printer.
6. Select the Printer Type and Com Port.

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7. Select the desired label format from the selection box, then click Save and then Download. You may have different formats for
badge and item labels. Download both. This prepares the printer to print bar codes.

Suspend/Resume Printing
Suspend Printing
This option is available only on the workstation that controls the bar code printer. To disable bar code label printing: Click File, then
click Suspend Label Printing.
Resume Printing
This option is available only on the workstation that controls the bar code printer. To enable bar code label printing: Click File, then
click Resume Label Printing.

Printing Labels
Bar code labels can be printed from the Utilities | Print Bar Codes menu. Choose to print a single label, or a range of labels.

If your bar code label doesn’t print
If your bar code label does not print, it may be because label printing has been turned off by the controlling workstation.
One workstation controls the bar code printer. (Check with your supervisor to find out which one.) That workstation can turn bar
code printing on or off using options on the File menu.

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Using CheckMate

Maintenance Menu
Use the tools in the Maintenance menu to keep your databases up to date.

Badge Data
Use the Badge Maintenance Window to view, edit, add or delete badge records. You can view the data either one record at a time or in a list.
Click on the tabs at the top of the form to switch views: Form to see records one at a time, Grid to see them in a list.

Adding a Badge
Enter fields in the Badge Maintenance form as described below. New badges may be added during a transaction if Edit or Initialize is specified
in Setup.
Use the Print Button, if available, to print a bar code label for the displayed badge.
Use the List Out Button to preview a report of items checked out to this badge or only those that are past due.
Use the Search Button to look up a badge by any of the search keys.

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The Badge Database
The following fields may be filled out for the badge maintenance form. Some of these fields are required for a badge.
Data field prompts may be changed by double-clicking in the data field. The Setup Screen Prompts form allows you to enter new prompt
information for the form, the grid and if necessary for the sort order or report name.
To activate a hot key for a form prompt or sort order, specify an ampersand (&) before the desired letter. Hot-keys require an Alt-Letter
combination (i.e., in the example form below, Alt-d would take you directly to the form Badge ID field.

Name
Enter the badge name. For ease in searching, names should be entered last name first (i.e., SMITH, JAMES). Required field.

Badge
Enter the badge bar code. Badge codes must be within a given range. Required field.

Status
Generally badge status will be left blank. A badge status of “S” indicates a badge is suspended and may not check out items.

C/O Interval
Enter a badge-specific checkout interval (in days). If the C/O Interval is left blank, the default set in Utilities | Setup will be used for
checkouts. Item checkout interval supersedes the badge and system intervals.

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Using CheckMate
Badge Date
Enter a date specific to the badge. Badge date appears on badge list reports.

Text 1, 3 and 4
Optional text fields.

Text 2
Optional text field. The badge database may be sorted by Text 2. When checking an item out online, you may enter a three-character
text 2 code and choose the badge from a list of all badges that match that code. Some reports may be printed according to Text 2.

The Navigation Bar

Use the navigation bar the move quickly throughout the database. The button functions are listed next to their picture below.

Database Begin
CheckMate will move to the beginning of the database according to the sort order is selected.

Database Record Prior
CheckMate will move to the previous record according to the sort order is selected.

Database Record Next
CheckMate will move to the next record according to the sort order is selected.

Database End
CheckMate will move to the end of the database according to the sort order selected.

Database Record Add
CheckMate will add a new record. If you have checked Duplicate on Add in Utilities | Setup, you will be asked if you would like to
duplicate the record you were looking at prior to pressing Add or to enter a blank record.

Database Record Delete
CheckMate will delete the current record. Item records must be checked in prior to deleting. Badge records may not be deleted if
there are item records checked out to them.

Database Record Edit
Click the Edit Record button to edit the current database record.

Database Record Save
Click the Save Record button to quickly save changes to the current database record.

- 18 -


Database Record Cancel
Click the Cancel button to revert edits back to the original record.

Database Record Refresh
Click the Refresh button to re-read the data from the database for the current record.

Item Data
Use the Item Maintenance Window to view, edit, add or delete item records. You can view the data either one record at a time or in a list.
Click on the tabs at the top of the form to switch views: Form to see records one at a time, Grid to see them in a list

See the Badge Database discussion for information on the navigation bar and buttons on this screen.

Adding an Item
To add a new item, click the Add button. Enter fields in the Main Item form as described below. New items may be added during a transaction
if Edit or Initialize is specified in Setup. If Edit is specified, this window opens for you to fill in. If Initialize is specified, a record is added
with just the barcode in the required fields. The Name assigned begins with “*New” so they are easy to find when you are ready to fill in the
details later.

The Item Database
Information pertaining to the items is maintained in the Item database. The following fields may be filled out for the Item maintenance form. Some
fields are required for an item record.
Data field prompts may be changed by double-clicking in the data field. The Setup Screen Prompts form allows you to enter new prompt
information for the form, the grid and if necessary for the sort order or report name.

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Using CheckMate
To activate a hot key for a form prompt or sort order, specify an ampersand (&) before the desired letter. Hot-keys require an Alt-letter combination
(i.e., in the example form below, Alt-u would take you directly to the form Document Number sort order field).

Item Number
Enter the primary identification code for the item. This may be a social security number, account number, or any other unique identifier
that is meaningful to you. If you do not have a unique identified associated with the item, copy the value of the bar code field below.
The Item Number should not be changed. Required field.

Bar Code
Enter the unique bar code associated with the item. Bar codes may be pre-printed or printed from CheckMate. Item bar codes must
be within a given range and may be changed if a label is damaged and you want to replace it later. The Activity History contains the
Item Number, Bar Code and Item Name so even if you change the Bar Code, the other keys may be used to find the history of an
item. Required field

Item Name
Enter the name that best identifies the item. For ease in searching, names should be entered last name first (i.e., SMITH, JAMES).
Required field.

Storage
Enter the home location for the item when it is not checked out. This may be a room, a shelf, a box, or any meaningful location. If
a barcoded item such as a box is the storage location, the Item Number not the Bar Code is kept in this field. Normally you will fill
in this field by entering Storage Activity transactions at the Main Scan Label prompt. Editing the field on the Maintenance Screen
does not record a transaction in the Activity History.

Checked Out
When an item is checked out, CheckMate fills in this field with the checkout date. This field is not editable.

To
When an item is checked out, this field is filled in with the name of the badge which checked out the item. This field is not editable.

Last Activity
CheckMate displays the date and time of the most recent check out or check in. This is the date used when excluding items as
Inactive on the Locate screen. This field is not editable.

Due
When an item is checked out, CheckMate displays the date the item is due to be returned. This field is not editable.

Reserved
If an item has been reserved, CheckMate displays True in this field. This field is not editable.

- 20 -

Text 1 - 4
Up to four text fields are available for tracking data. Text fields 1 and 2 may also be used for search and sort order. Text fields 3
and 4 data are available on item reports.

C/O Interval
Enter an item-specific checkout interval (in days). If the C/O Interval is left blank, the badge checkout interval will be used. If the
badge checkout interval is also blank, the default set in Utilities|Setup will be used for checkouts. Item checkout interval supercedes
badge or default intervals.

Status
This user maintained drop-down list may contain item status, item grouping, or any repeated text that would be easier to select from a
list than to type.

Date 1 - 3
Up to three date fields are available for tracking data. Date fields may be used to store a date particular to the item (such as birthday,
or enrollment date) or for scheduling events (such as renewal or disposal). Events are scheduled according to the information
specified in the Utilities | Setup form. Changing these dates via an Activity writes a transaction in the Activity History. Editing the
field directly does not.

Number 1 – 3
Up to three number fields are available for tracking numeric data.

File Type
File type is a user maintained list of items that may be displayed in a drop-down list in the item maintenance screen. You may
change title Status to any text that is meaningful to you on the Item Maintenance screen. This menu selection title will change to
match.

Enter desired text in the entry field under Add and press Enter. The text will be added to the list. To delete an item from the list,
highlight the item by clicking it with the mouse and hit the Delete Button.

Inventory
This option is only available on a portable bar code reader enabled version of CheckMate Document Tracking. Inventory may be taken
of items In, items Out or items Not In. Specify the type of inventory in the Setup form.
In the case of an Items Not In inventory a placeholder bar code system must be in place. The item must have a bar code and its normal
storage place must have a matching bar code. The placeholder bar code will be scanned. This is normally a toolcrib situation. For an
All In Inventory scan all of the items that are in their normal storage location. For an All Out inventory scan the badge responsible for
the area where the items are found and scan each item there. CheckMate will check those items against the badge that checked them out.
Select the Inventory function on the portable bar code reader.
For an All Out inventory scan or key the badge responsible for the area where the items are found, otherwise, scan or key the badge
belonging to the person responsible for taking inventory.

- 21 -

Using CheckMate
Scan all the items in that location.
At the computer, in the Setup form, specify whether this is an All In, All Out or All Not In Inventory prior to processing the portable
data.
Upload and process the portable data. CheckMate will compare the collected data against items expected to be found at that
location. Once All In or All Out data is processed, the Inventory must be discarded or posted before any transactions are recorded
(as they may affect the inventory results).
Select Report Exceptions (For an All Not In inventory this report is found under the Reports menu, otherwise it is found under the
Maintenance | Inventory menu.). CheckMate will print a report of all inventory discrepancies. Use this report to verify the
discrepancies.
Use the Utilities | Discard Inventory to discard current inventory data and start over. For an All Not In inventory there is no data to
post so you must Discard it to end the inventory cycle.
If you are satisfied with the All In or All Out inventory results, Post the changes (Maintenance | Inventory | Post Inventory). In an All
In inventory any items not scanned will be checked out to the badge specified in Setup as the badge for Inventory Adjustments. In an
All Out inventory items not already there will be checked out to the badge responsible for the area in which they were found.

- 22 -


Query Menu
Use Item Locate for a quick search of the database to answer the questions “Do we have it?” and “Where is it?” For more detailed information
and specific search criteria, use Create Query.

Item Locate

- 23 -

Using CheckMate
This is the same screen that opens in response to entering the L activity code.
Select the item property to search (Bar Code, Name, Number, Text 1 or Text 2) by clicking on the field you are searching in the Search For box
in the lower right corner.
Enter all or part of the item for which you are searching in the “Start with” box.
Optionally, you can type a phrase in the “Include only” box. Only items with search keys which contain that phrase will be listed.
Optionally, check the “Show Active Only” box to limit the response to items with Last Activity within the Active Interval specified on the
Utilities | Setup screen.
Press the OK button. A list of items that fit the specified criteria will be displayed.
To close the Locate window, press the Cancel button.

Create Query
The Query functions lets you view as little or as much information about your badges and items as you want. Save queries for quick and easy
reporting.
Create user-defined, exportable queries of your data.

- 24 -


Available/Display Fields
The Available Fields window contains a list of all available reporting fields. Item fields begin with a prefix “s.”. Badge fields begin with
a prefix “m.”. Checkout specific fields (e.g. due date) begin with a prefix “a.”.
To include a field on the report, move the field name from available fields to display fields by double-clicking on the field name or
highlighting the field name and clicking the move (>) button. To remove a field from the Display Fields list, highlight the field name
and click the remove button (<) or double-click on the field name.

Selection Criteria
To specify selection criteria, highlight the field you wish to select from and click the Select Field button. Specify the selection
criteria and the value you wish to select by. For example, to select all items that are currently out and have not been returned since
September 1, 2004 do the following:
1. highlight the field “a. Date Out”
2. click the Select field button
3. click the Greater than radio button
4. enter 08/31/2004 for your selection value
This will exclude everything checked out on or before 09/01/2004 and not yet returned. To exclude checkouts after 09/31/2004 (only
items checked out in September of 2004 and still out), use the secondary selection criteria. Add the following steps to those above:
5. highlight the field “a.Date Out” (if it is not already)
6 click the and Select button
7 click the Less than radio button
8 enter 10/01/2004
The primary and secondary selection criteria do not have to be the same. You may just as easily exclude all items with a bar code
greater than 090000. You may choose selection criteria from either the Available or Displayed Fields lists.
You may order the columns of output by dragging names of display fields to the correct spot before you click Show. You may also
reorder and resize columns in the display.

Sort Order
Your query results may be sorted by one or two fields. Sort fields may only be selected from the Displayed Fields list. To specify a
primary sort, highlight the desired field in the Displayed Fields list and click the Order By button. After the primary sort is selected,
specify a secondary sort by highlighting the desired field in the Displayed Fields list and click the and By button.

Clear a Selection
To clear a sort order or select by field, click the Select Field or Order By button while there are no fields highlighted. To clear highlights
from all fields, click the Erase Highlight button.

Output
Show: Select show to view your query results in the lower portion of the query form.
Output: Choose to save your query for future running, or output your results to a text (.txt) or database (.dbf) file or to a printer.
Saved queries may be run from the Query | Recall menu. Output text and database files may be opened in other applications and
manipulated or printed.

- 25 -

Using CheckMate

Create History Query
The history query function is exactly the same as the Current Query, the only difference is that you are querying the monthly history of transactions
rather than current information. A History Query can answer the question “What files were checked out in September, 2004?” long after the items
are returned.

- 26 -


Run Query
Open and run a previously saved query. A query that has been saved may be opened and run again using current data. Queries are saved in
SQL (standard query language) and query results may be exported to text or database files.

- 27 -

Using CheckMate

Reports Menu
The following reports are available with CheckMate. If you cannot get the information you need with a standard report, use the Query tool to
report user-defined information. Reports may be printed directly, or previewed and then either printed or exported to a variety of file types.

- 28 -

Activity Report
Use this option to print a list of transactions by date.

Select to report on one, or a range of badges, a day or a range of dates. Choose to select items by their Bar Code or Item Number , then enter the
range of values to report. Select one, several, or all activities. Print the report directly to your Report printer or preview the report and print or
export from the Preview window. Default values are all badges, all items, this month.
Sample Printout
09/16/2001 YOUR COMPANY NAME HERE Page: 1
ACTIVITY REPORT
BADGE
TIME BAR CODE BADGE NAME ID NAME
Date: 09/19/2001 Activity: STORAGE
15:15:33 01000 JONES, THOMAS
09/19/2001 STORAGE 1
Date: 09/19/2001 Activity: OUT
15:25:33 000001 SMITH, AARON 010010 THOMAS, ANGELINA
15:25:33 000001 SMITH, AARON 234998 WILLIAMS, GERALD
09/19/2001 OUT 2

- 29 -

Using CheckMate

Past Due Report
Use this option to print a list of items that are now checked out and are past their due date.

- 30 -


Checkout Report
Use this option to print a list of items that are now checked out. Report checked out items by Badge name, Badge ID or Badge Text 2.

Enter the selection criteria and print the report directly to your Report printer or preview the report and print or export from the Preview
window.
Sample Printout
CHECKOUT REPORT
BAR CODE ID NAME DATE OUT DATE DUE DAYS OUT

BADGE: LAWRENCE, CAMILE

177770 28423213 ALBERTS, WOODROW 08/14/2001 08/28/2001 37
735765 12048854 KAISER, DOROTHY 07/30/2001 08/13/2001 54

BADGE: SMITH, ANTHONY

132440 53382133 THOMAS, CLYDE 08/16/2001 08/30/2001 35
166600 X341353 MATTHEWS, ANDREA 04/30/2001 05/14/2001 143

Checkout List
Use this option to print a list of currently checked out items by Badge Name, Item Bar Code or Item ID.

Select one or a range of values to report. Enter the selection criteria and print the report directly to your Report printer or preview the report
and print or export from the Preview window.
Sample Printout
CHECKOUT LIST
ID NAME BADGE DATE OUT DATE DUE
132440 THOMAS, CLYDE SMITH, ANTHONY 08/16/2001 08/30/2001

- 31 -

Using CheckMate
166600 MATTHEWS, ANDREA SMITH, ANTHONY 04/30/2001 05/14/2001

Reservation Report
Use this option to print a list of items that are now reserved. Report reserved items by badge name, badge ID or phone number. Select a date
range to report. For example, choose all items reserved for today or only items reserved for a single badge next week.

window.
Sample Printout
RESERVATION REPORT
ITEM ID NAME

RESERVE DATE: 02/17/2001
BADGE: 00001 – SMITH, ANTHONY

134400 CONSTANTINE, RORY
441556 WILLIAMS, COOPER

Storage Report
Print a list of items by storage location. Checkout information is included for items that are currently checked out.

window. Choose to report by one storage location, all storage locations, or items that have no storage specification.

- 32 -


Sample Printout
STORAGE REPORT

ID NAME CHECKED OUT TO DATE
STORAGE: BLUE ROOM
991111 COOPERS, LYBRAND SMITH, ANTHONY 02/10/2001
100923 WILLIAMS, CLARA
991444 KAISER, DOROTHY THOMAS, CLYDE 02/04/2001
661777 PFIZER, LAWRENCE

Event Date Report
Print a report of events scheduled for a particular time period (e.g., next week). Use an Event Date Report to find which items need attention.
Event Date Report option is only available if Report is selected for the Event Date in Utilities|Setup.

Enter the first and last dates in the desired range and print the report directly to your Report printer or preview the report and print or export
from the Preview window.
Sample Printout
EVENT DATE REPORT

DATE 1 BAR CODE DOC NUMBER DOC. NAME LOCATION
02/21/2001 991111 1234V2REE COOPERS, LYBRAND RED ROOM
02/24/2001 991444 599D934DD KAISER, DOROTHY BLUE ROOM

Reprint Packing Slip Report
Reprint a packing slip for a particular badge and time period.

Enter the first and last badges and dates. Although you may request a Packing Slip for any type of activity initially, only Check Out transactions
appear on a reprint. This report goes to the printer selected as the Packing Slip printer.

- 33 -

Using CheckMate

Statistics Report
Print a statistical analysis of activities occurring during a given time frame.

Specify one or more activities, items, badges and days.
window.
Sample Printout
STATISTICS REPORT

DATE ACTIVITY COUNT
02/02/2001
IN 1
0UT 12
RESERVED 3
REVOKED 1
STORAGE 1

18

- 34 -


Badge List
Print a list of badges and badge-specific data from the badge database. Select one badge or a range of badges by name or badge ID.

Enter the selection criteria and print the report directly to your
Report printer or preview the report and print or export from the Preview window.
Sample Printout
BADGE LIST

CHECK OUT
ID NAME COMMENT PHONE INTERVAL STATUS
000001 SMITH, ANTHONY 4507 9 A
000538 ANDREWS, LLOYD ADMIN LEAVE 4509 S
000785 JONAS, WARREN 4515
000454 KOPECKI, ARIES 4543

Item List
Print a list of items and item-specific data from the item database. Select one item or a range of items by name or item ID.

window.
Sample Printout
FILE LIST

ID NAME COMMENT STORED AT CHECKED BY
000001 ANDERSON, KARI BLUE ROOM SMITH, ANTHONY
000002 CARLETON, MILES RED ROOM
000004 ANDRESEN, JOSEPHINE SEE ALSO 009239 RED ROOM KOPECKI, ARIES
000007 HENDERSON, FLOYD GREEN ROOM

- 35 -

Using CheckMate

Utilities Menu

Print Bar Codes

Badge
Use this option to print badge labels. Choose to print a single badge label or a range of labels by badge ID number. Badge bar codes may be
printed in badge ID or name order. Enter the selection criteria and print the bar codes directly to your Report printer or preview the report then
direct it to your Report printer, Intermec label printer or an export file. Bar codes are formatted to fit Avery Label Stock #5160 on your Report
printer.

Items
Use this option to print item labels. Choose to print a single item label or a range of labels by item ID number. Item bar codes may be printed in
item ID or name order. Enter the selection criteria and print the bar codes directly to your Report printer or preview the report then direct it to
your Report printer, Intermec label printer or an export file. Bar codes are formatted to fit Avery Label Stock #5160 on your Report printer.

- 36 -


Arbitrary Label
Use this option to print any barcode that will be useful to you such as the text for a storage location. This option is only available in systems
using Intermec Bar Code Label Printers.

Activity Codes
Print a set barcodes for just the Activities you commonly use.

- 37 -

Using CheckMate

Backup
CheckMate uses the Xceed compression utility to make a self-extracting backup of all of the files in your CheckMate folder. The backup is a
full backup including program files and may be used for moving the files from an old computer to a new one, or to restore data that has been
accidentally deleted or damaged.
To backup your CheckMate files:
1. Choose Backup from the Utilities menu.
2. Select the destination path for the self-extracting backup file (floppy disk, network drive or zip drive recommended).
3. Select the name of the backup file. CheckMate recommends the prefix CM followed by the date (YYMMDD example CM990320.EXE)..
The backup file is a self-extracting compressed file and may be run from Windows Explorer/File Manager or from DOS.
To restore from backup:
1. Use DOS or the Windows Run Command to run the backup file.
2. Specify a folder to decompress the CheckMate files into.
CheckMate may be set to remind you to create a backup. See Days Between Backup in the Setup form. If you restore in the same folder as
your current CheckMate program all data will be overwritten with that contained in the backup. You must reindex after restoring before using
the system.

Reindex
Select this option at any time to rebuild the index files. The index files control the sequencing of your data. If a power outage or other failure
occurs while you are using CheckMate, you will want to reindex. If you get a message on startup telling you that you need to reindex, Do It
Immediately! Updates written using damaged index files can cause corruption of your data.
CheckMate must be Locked before reindexing can begin. Reindexing is available only to someone with Supervisor rights.

Cleanup
This option regains the disk space occupied by records marked as deleted. Use this option periodically to compact the data files. When you
delete a record or checks in an item, CheckMate actually only marks the record as deleted so that it will not be located or listed again. To
actually remove these records from the data files and release the disk space they occupy, the Cleanup option must be used.
CheckMate must be Locked before cleanup can begin. Cleanup is available only to someone with Supervisor rights.

Purge
The Purge command will delete all item records that have not had any activity for the length of time specified in the Setup form for Purge
Interval. CheckMate will ask you to confirm that you wish to delete all item records for that time frame. After the confirmation, CheckMate
will report back the number of item records deleted. Be very careful when purging records because there is no way to undo a Purge. Make a
backup before you purge.
CheckMate must be Locked before a Purge can begin. Purge is available only to someone with Supervisor rights.

Setup
Use Setup to view or modify system options. See Installation and Setup for specific information on Setup functions.

Lock
Some utilities may only be used when there is only one copy of CheckMate running. These utilities include Reindex and Cleanup, Backup and
Purge. In order to have access to these utilities, CheckMate must be locked. Each utility will notify you if using the utility requires that there be no
other users.

- 38 -

To lock CheckMate, select the Lock command from the Utilities Menu. This will prevent the opening of additional copies of CheckMate. A
"Locked" message will appear on your screen. Now if someone tries to start CheckMate they will be notified that it is not available at the
moment. Copies of CheckMate that are currently running will be able to use the system until they exit.
Even though CheckMate is now locked, you cannot use the utility you want until all other users have exited. Each utility will notify you of
other users on the system when you try to use it. Once they have all exited, you can use the utility you need.
When you are finished with your utility, be sure to unlock the system or exit to allow other users access.

Unlock
Use the Unlock command when lock required utilities are finished. This will allow other users access to the CheckMate system. Exiting a
locked copy of CheckMate will automatically unlock the system.

Password

CheckMate supports a three-level password system. All activities are available at Supervisor level. Most activities are available at User level
with the exception of Setup, Reindex, Cleanup, Purge and Password. At View Only level, all files are read only.
Typically, CheckMate is shipped with one password activated. This password is "admin" and is at supervisor level. It is strongly suggested that this
password be changed immediately.
To set a password:
1 Select the Password Command from the Utilities Menu.
2 You will be prompted for your password. Enter your current Supervisor level password.
3 From the Activity box select whether you want to Add, Edit, or Delete a password.
4 From the Password Level box, select which type of password you want to set.
5 In the first edit box, type the password and press Enter. Now, type the password a second time and press Enter again. (Note: if
you are deleting a password, skip this entire step and proceed to the next step.)
6 In the second edit box, type the name of the user.
You will be notified that the password has been set, changed or removed for that user.

For Further Information
For detailed information on CheckMate Document Tracking, refer to the on-line help system. Use the How To section of the Help Contents to
locate step by step information for basic functions. To get help on specific items, press F1 while that item has the focus. Use Help Search to
locate further information.
For further information on using the portable bar code reader, refer to the CheckMate on-line help section on portable data collection and to the
portable reference card.
For information regarding any special customized features in your version of CheckMate and any related setup issues, refer to the on-line help
system. Select Help Contents from the Help menu. Then click the large blue arrow: Look here for any customizations specific to your
installation.

- 39 -

Using CheckMate

Section 4
Using CheckMate with a WinMobile
Overview
Communication between the WinMobile personal digital assistant (PDA) and CheckMate is controlled by ActiveSync®
operations. Every time you perform an ActiveSync® operation, you will upload any collected data from the WinMobile
device to the computer. If CheckMate is running during a ActiveSync® operation and new data is uploaded, you will be
asked if you wish to process the information. If CheckMate is not running when new data is uploaded, you will be asked if
you wish to process the uploaded data next time CheckMate runs.
Installing Checkout on the WinMobile Device
Make sure the WinMobile is connected to the computer via ActiveSync®.
Select Initialize Reader from the File|Portable Bar Code Reader menu.
The install file will be copied to the CabFiles folder on the WinMobile. From the Start menu on the WinMobile choose
Programs and File Explorer. In the dropdown device menu choose My Device|CabFiles. Click on the System
Services, Inc.CAB file to install Checkout.
available under Start|Programs with the icon:
If the initialization is successful, the Checkout program should be

Using the Checkout Program on WinMobile
Use Checkout to perform the following activities: Out, In, Store, Event, Inventory and Destroy.
To start the Checkout program, use the stylus to tap the Checkout icon. You will see a screen similar to the one on the
next page:

- 40 -


Use the drop-down list (Out ▼) to select the activity you wish to perform.
Collect transaction information such as badge, stock identifier (i.e., bar code), and (for class C items) quantity.
Most activities have the keys at the bottom of the screen available. You may enter numbers with the bar code laser scanner,
stylus or by tapping the number keys. You may advance entered information into the appropriate field (i.e. bar code into
stock field) by writing the information (or writing and tapping numbers) and tapping the Enter button or using the stylus to
enter a / (backslash). Scanning a bar code will automatically enter it into the data collection field and move on to the next
field.
Once you have selected the activity, a data collection screen is displayed.

Out – Select Out to check one or more items out to a badge.

CHECK OUT is used to check out items to badges. The badge ID and item ID will be displayed as they are scanned.
Items are checked out by first selecting Out from the dropdown list, scanning a badge ID, then scanning all the item bar
codes that are being checked out by that badge. Once data is entered, it stays current until it is changed. Once a badge is
entered, it does not need to be scanned again for more than one item.

- 41 -

Using CheckMate
In – Select In to check in items that were previously checked out to badges.

The badge ID and item ID will be displayed as they are scanned. Items are checked in by first selecting In from the
dropdown list, scanning a badge ID, then scanning all the item bar codes that are being checked in by that badge. Once
data is entered, it stays current until it is changed. Once a badge is entered, it does not need to be scanned again for more
than one item.
Store – Record where your items are stored using this function.

You may specify that your items are stored in particular boxes (which may also be stock items) which are in turn stored in
particular cartons (which may also be stock items). You don’t have to store items within other stock items, you may use any
storage location you want (such as a shelf number or a room name). To store items, first select Store from the dropdown list.
Next, enter operator if needed, then location where the items will be stored. Locations must be prefixed with the letter L.

- 42 -

Now scan all the items that are to be stored there. To change the location name for the next batch of items, select Store again
and enter a new location ID and item IDs.

Event – Use this option to record a significant event, which takes place periodically in the life of an item, for example
“Calibration”.

By scanning the event date, CheckMate records in history that this event has taken place on this date at this time. At the
same time, CheckMate reschedules the next date for this event. The scheduled date is recorded in the date1 field of the
stock record. The next scheduled event date is based upon the system event interval, which you entered in the
Utilities|Setup form. Enter the operator if necessary, scan the responsible badge then scan items to indicate an event has
taken place and reschedule the next event date.

Inventory – CheckMate supports three different types of Inventory methods: All In, All Out or All Not In. Data
collection procedures differ depending on the selected method.

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Using CheckMate

For an All In inventory, scan the badge of the person responsible for taking the inventory. Scan everything in the location
you wish to inventory. An all Out inventory assumes that each item has a bar-coded placeholder (usually used for
toolcribs). For an All Out inventory, scan a special badge that is used only for inventory and should never have items
checked out, then scan the placeholder bar code for each item that is not in it's place. For an All Not In inventory scan the
badge of the person responsible for the area you are in which you are taking inventory (i.e., an office) and scan the items in
that area. Scan a different badge when moving to a different area.

Destroy – Select Destroy to record the destruction of one or more items.

DESTROY is used to record then destruction of items. The badge ID and item ID will be displayed as they are scanned.
Items are marked destroyed out by first selecting Destroy from the dropdown list, scanning a badge ID, then scanning all
the item bar codes that are being destroyed by that badge. Once data is entered, it stays current until it is changed. Once a
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badge is entered, it does not need to be scanned again for more than one item. When Destroy data is processed by
CheckMate, the destroyed items are removed from the database and a historical record is created to track the event.
After you have collected data that you wish to upload to CheckMate, put the Pocket PC in the dock, make sure there is an
ActiveSync® connection and choose File|Portable Bar Code Reader|Upload Data from CheckMate.

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CheckMate for Windows
Item Tracking Activity Codes

*I* CHECK IN DESTROY
*U*
I U

*O* CHECK OUT PACKING
SLIP *S*
O S

*L* LOCATE
ITEM
STORE
ITEM *B*
L B

*D* ENTER DUE
DATE
ALL OUT
TO BADGE *A*
D A

*E* EVENT
DATE 1
RESERVE
ITEM *H*
E H

*N* EVENT
DATE 2
REVOKE
RESERVE *R*
N R

*2* EVENT
DATE 3
CLEAR
SCREEN *C*
2 C

- 47 -

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Check mate document guide