SampleTracker Overview

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The SampleTracker is an add-on product that helps you manage and track samples within your business and affiliated third-party businesses. This system improves management of sample inventories at your showrooms, warehouses, and your customers’ showrooms. It includes quick check-in and check-out of samples using bar code scanning as well as automated reminders and invoices for customers who have not returned samples.

After entering your AS400 User ID and Password, press Enter. You will then be asked to enter your SampleTracker ID and password.

Note: In order to access SampleTracker you must be set-up as a SampleTracker user. For more information on how to set up users, refer to Work w/ User Access File (STS 9).

The SampleTracker menu is comprised of options that affect different areas of your system. The following table provides a brief description of the options available on the SampleTracker main menu.

Option	Description
Working with the Company File (STS 1)	This is the main driver for all other files. The first entry field of each record in all other files is the Company field. With this option you can create new companies or update existing ones. Typical of the information you can enter is the company name and number, its address, and the number of days a customer can keep a sample until an invoice is submitted.
Working w/ Showroom/Warehouse File (STS 2)	This option allows you to establish showrooms and warehouses. By setting up individual showrooms and warehouses within a company you can separate and control their activities and inventory.
Work w/ Salesperson File (STS 3)	This file contains the information about all the salespeople in your company. It can be used to add a new salesperson or to update the information on an existing one.
Work w/ Category File (STS 4)	Categories are used by SampleTracker to control and separate inventory records. Some examples of categories are: fabric domestic, fabric imported, and carpet level 3-4.
Work w/ Supplier File (STS 5)	This file contains your supplier information. Supplier files can be used to control and separate inventory records.
Work w/ Customer/Account File (STS 6)	Contains your customer records. This information is used when filling out memos and requests.
Work w/ Item & Inventory Files (STS 7)	This file contains all your inventory records. It provides a quick check on an item’s status (in stock, checked out, or broken). Among other things you can check or update are an item’s price and the last time it was checked out.
Work w/ Sample Status Description (STS 8)	All the sample codes are established in this file. For example, you can establish codes for lost, broken, or purchased samples. Status codes 0 - Checked Out and 1 - Checked In are system defaults. All others are user defined.
Work w/ User Access File (STS 9)	This file contains all the authorization levels for your users. It also contains information like their default company and showroom/warehouse, and passwords for internet access.
Work with Memos File (STS 10)	SampleTracker uses memos to track your samples. A memo is a report that includes information about checked out samples and the customers who have them. This option allows users to access and maintain the information contained in these memos.
Quick Sample Check-In (STS 11)	This option lets you check samples back into a stock location when they are returned by a customer. If needed you can also change the bin location.
Working with Overdue Memos (STS 12)	From this option you can do the following: Produce a report of all overdue memos Invoice all overdue memos Produce a report and invoice all overdue memos To determine if a memo is overdue, the program retrieves all open memo creation dates. It then subtracts that from the current date. If the difference is greater than or equal to the Number of Invoice days entered in the company file, then the memo is considered overdue.
Working with Requests (STS 13)	This option allows you to request/reserve samples from other showrooms or warehouses. Furthermore, the warehouse that has the sample produces the memo and keeps track of the sample.

Both the AS 400 and web portion of SampleTracker have functions and options that are consistent throughout the program.

There are several functions and options that are consistent throughout the entire SampleTracking system. They are located on the bottom portion of the screens. The company file screen is shown below with these functions and options circled.

Note: The Auth Req column indicates the user must have File Maintenance authority to use that option/function. This authority is granted in the User Access File Maintenance program.

Options/Functions	Descriptions	Auth Req?
C=Copy	Allows user to copy records. This can be useful when creating new entries.	Y
D=Delete	Allows user to delete selected records.	Y
I=Inquiry	Allows user to only view records.
U=Update	Allows users to update/modify selected records	Y
V=Comments	Brings up a comments screen that allows a user to add notes or comments about a file.
F1=Create	Creates new records.	Y
F6=Return	Cancels the current request and returns you to the previous screen.
F7=Exit	Ends the current task and returns to the previous entry point.
F9=Subset	Displays a subset window that lets the user control the sorting and positioning of information on the screen. Refer to Subset Selection Screen for an example of this screen and information on how to use it.
F10=Print	Submits a print file to your spoolfile. When this function is pressed, the same screen that appears for F9 is displayed.

By making entries on this screen you can use a more powerful search and sort of the data. As an example, you can select to view all the company records that contain the words “Carpet” by entering CT in the Opt field and Carpet in the Search Value field.

You can also organize the data by Description, City, State or Zip code . You can enter multiple search parameters. For example, you can search in certain cities and states for carpet companies.

This screen lets you tailor your printed information to provide only what you need. As an example, you can select to include all the company files based in the state of North Carolina by making the following entries.

SampleTracker’s web option has the following universal file and sorting buttons.

Button	Description	Auth Req
File Options
Copy	Allows a user to copy selected records. This can be useful when creating a new record.	Y
Create	Opens a new screen that displays all the necessary entry fields to create a new record.	Y
Delete	Deletes the selected records.	Y
Update	Allows a user to update or modify existing records. When this button is pressed all the entries on the web page can be changed.	Y
Work	This button displays the selected records information. If the user has File Maintenance Authorization to the selected file the Copy, Delete and Update buttons will appear. If not, then all the fields will be in inquiry mode.
Return	Returns you to the previous screen. Functions like the Back button on a web browser.
Sort Options
Sort	Sorts and positions data on the screen to your specified values.
Clear	Clears the sort/position input fields. This button does not re-load the data.
Reset	Resets the sort/position input fields to their original values.
Refresh	Clears the sort/position input fields and reloads the data.

In order to maximize the potential use of SampleTracker, and to make it easier for your customers to use, ensure the product files on your core system are coded and described clearly. SampleTracker displays and accesses files from the following areas of your core system.

The first time you sign onto SampleTracker you will probably not have access or authority to start setting the system up. On a command line enter the command ADDSTSAUTH and press Enter. This will automatically grant you authority to begin using the SampleTracker User Access File. From this file you can configure and begin using SampleTracker.