This document summarizes CheckMate Toolroom, a tool tracking software that uses barcode scanning. It allows users to scan barcodes on tools and employee badges to check tools in and out. It tracks who has what tool and where tools are stored. It generates reports on overdue tools, checked out tools, and a full audit trail of tool movement. The software integrates with networks and allows portable barcode scanners for mobile check-ins/outs.

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CheckMate Toolroom for Windows
...an automated checkout system based on bar code technology CheckMate Toolroom Tracking for Windows is software
for keeping track of WWW—WHO took WHAT WHEN. It uses the speed and accuracy of bar codes to make data
collection easy, while reducing data entry error rates. Operating in a Microsoft Windows environment, CheckMate
provides quick and convenient access to the essential information about every tool, every tool user and every transaction.
HOW THE SYSTEM WORKS AUDIT TRAIL
Imagine that each tool in your shop has a bar code label, CheckMate keeps an audit trail of all activity, including
and each person who works with a tool has a bar coded check outs, check ins, deletion of stock records, and user
badge—like a library card. When anyone takes a tool defined events. Each month's audit trail is in a separate
from the tool room, the bar code labels on the tool and on file, making it convenient to back up the data and remove
the badge are wanded. The computer then has a record of it. Data from the audit trail can be selected for reporting
who took which item. Now when you need to find a tool, by badge, by item, by activity type, and by date range.
you just ask the computer where it is. In most cases, an
item is identified by a name, an account number, and a bar TOOL STORAGE
code number—if you know any one of the three, you can
find out where the item is. You can enter the first part of CheckMate records the permanent home, or assigned
the name and get a list starting at that point in the storage, of an item. Enter a piece of storage information,
alphabetic sequence. If you provide a key word, such as shelf number or box number, and then wand the
CheckMate will only include in the list items that have bar code labels of all items assigned to that location.
the key word somewhere in their name. Storage is included in the response to inquiry for an item,
so you see who it is checked out to and also where to look
OVERDUE for it when not checked out. A report lists items by
location. The facility for recording storage location
When an item is checked out, CheckMate calculates a provides a powerful archiving technique. The storage of a
due date. In the simplest case, this is determined by stock item may be another stock item. For example,
adding the standard overdue interval (in days) to the several tools and the box containing them may all be
current date. However, there may be an overdue interval represented in CheckMate's data, and may all have bar
assigned to the badge, which would override the codes. One can then check out an individual tool, or the
standard interval. It is also possible for the operator to box, or both. If one inquires about a tool, the response
override both of these and assign any future date as the shows the storage and check out status of the toolbox as
due date. Finally, if there is a reservation for the item, well as the tool. CheckMate also tracks disposable items
the due date cannot be later than the reserve date. A that will never be returned.
report lists overdue items by badge.
NETWORKS
SCHEDULING
CheckMate is fully compatible with local area networks.
If a tool will need calibration or maintenance, you can Users at multiple workstations can check items out,
give CheckMate relevant dates. Tools with imminent updating a common database. Results of a check out at
calibration dates can be listed. CheckMate will warn you one station are immediately available in response to
if you try to check out a tool that is due for calibration. inquiries at any other stations.

2. PORTABLE DATA COLLECTION STOCK CATEGORIES
In some situations, the checking out doesn't all happen at CheckMate recognizes three categories of items: high
one place. An example is a large shop where tools pass value, low value, and expendable. High value items (for
from job to job before returning to the tool room. One of example oscilloscopes) are tracked individually, by serial
CheckMate's options for these situations is collecting numbers or unique bar code numbers. Low value items
checkout data with portable bar code readers. The data is (for example screw drivers) are tracked by part number—
periodically transferred from the portable units into the you don't care who has which one. Expendables (for
computer to update the computer's database. example nails) are tracked by quantity—issues are logged
in the audit trail and subtracted from stock on hand, but
AUTOMATIC STOCK ADD are not expected to be returned.
CheckMate has several convenient options for adding BADGE CONTROL
new items to the stock data. The simplest one is fully
automatic. When a new item is checked out for the first A badge can be flagged as suspended, and CheckMate
time, CheckMate adds a new stock record containing will refuse to check items out to it. Less drastic forms of
only the bar code. In some cases, this is the only data control are also available. While checking items out, the
needed; in others, the rest can be added later. Or, when a operator can easily inquire for a list of items checked out
new item is checked out, CheckMate can open a window to a badge or a list of items overdue from a badge.
to the stock data screen, and let you fill in the rest of the There is also the capability to set different overdue
data right then, while you have the item in front of you. A intervals for badges
third option is reject. When this option is chosen, it is .
assumed that all data must be entered prior to check out,
and new items are rejected at check out with an error
message.
REPORTS
ACTIVITY HISTORY Audit trail, selected by date range and optionally by badge, by stock number, or by activity type.
OVERDUE Overdue items, all or selected by badge, with an optional page break on badge for distribution as a reminder.
CHECKED OUT Checked out items, all or selected by badge.
PACKING LIST List of items being checked out to current badge.
STOCK LIST List of all stock items ordered by their bar code, control number, or name.
BADGE LIST List of badge holders ordered by their bar code or name.
RESERVATIONS List of all outstanding reservations.
STORAGE List of stock items by storage, selected by range of storage.
EVENT List of stock items selected by range of event dates.
©2008 Dynamic Systems, Inc