How To Book In An Instrument That Is New To The Laboratory

Modified on Thu, 15 Apr 2021 at 02:42 PM

The following 'how to' guide demonstrates how to book in instruments that have not previously been created/booked in on the system.

Please see the following article for general information on the Goods Inwards screen:

Open the 'Goods Inwards' function. There are three methods of accessing this:

  • Utilities > Goods Inwards - Book In Instrument(s)
  • Goods Inwards Shortcut Button
  • Goods Inwards Side Menu Option

Enter the instrument's serial number and press 'Enter' on the keyboard, or scan the instrument's serial barcode (if one exists):

The user will be prompted to create a new instrument, as the serial number does not exist on the system. Selecting 'no' will cancel the book in process:

The Goods Inwards screen will load. Depending on screen resolution, the user will be presented with one of two views:

High Resolution Screen (1920x1080):

Low Resolution Screen (Instrument Details and Job Information are moved to the new 'Instrument Details' tab):

Once the screen is displayed, the first step is to assign the correct customer contact account to the instrument. There are three address choices:

  • Certificate address - this is the contact detail that will be displayed on the calibration certificate. This address will also be used for dispatch, if the dispatch address is left blank
  • Customer address - this is the contact detail of the customer that has sent the instrument for calibration, if different to the certificate address
  • Dispatch address - this is used if the instrument is to be dispatched to an address other than the customer's

The address tabs should be populated from the contacts database. To do this, use the contact picker ('?' buttons):

Enter the full or partial account number or company name in to the relevant field and press the '?' icon to launch the contact picker. You can also launch this without entering a search term, if you wish to search through all contacts:

Select the desired contact information from the contact picker and press the 'Select' button - this will populate the address:

Repeat this process for the Customer Address and Dispatch Address if required.

The next step is to create the instrument details. The manufacturer and model number fields can be populated from the instrument picker, which presents all instruments that are currently present in the system's procedure library. The user may first search for the manufacturer, which will then present a searchable list of model numbers associated to that manufacturer. Selecting the required model will then populate the manufacturer, model number and description fields:

If the user knows the model number, then the model number picker can be used instead of the manufacturer picker:

Customer reference and Location should be entered manually if they are required. The serial number has automatically been populated from the value entered when starting the book in process, but this can be changed, or an automatic serial number can be generated, if required.

If the instrument arrived with accessories, these should be added on the accessories list. To do this, launch the accessories panel: 

When the accessories panel has launched, select which accessories have been included with the instrument, and press 'OK'. To print a label for each accessory, ensure that the 'Print Accessories Labels' box is checked:

If an accessory is not listed, or you wish to make changes to the accessories list, select the 'Edit Accessories List' button and edit the list of accessories. Up to 20 may be listed:

The final step is to log the job information. This allows the instrument to flow correctly through the calibration laboratory. These items should be chosen manually to fit the service required on the instrument. Job details can be stored and recalled for subsequent book-ins if several jobs of the same type are being created (please see this article for further information:

For the system to be able to group instruments when dispatching, it is important that an order number is used. This can be entered manually, or ProCal-Track can generate an order number by using the 'auto' button. Completed job information will look something like this:

The check box options in the Job Information panel are useful for helping with instrument flow, and serve specific functions:

Mains Safety TestThe instrument requires a mains safety test prior to calibration. A mains safety test label will be printed for recording the result of this test
DamagedThe instrument has arrived damaged. The status will be set to 'Arrived Damaged' and calibration will not be allowed to start until this is resolved
Under WarrantyThe instrument is marked as being within warranty. This marker allows the user to decide if charges for repairs should be added to the order
Quote RequiredThe instrument requires a quote before calibration can commence. The 'quote status' will be set as quote required
Fast Turn Around ServiceFast turnaround service is part of the order. The item will be highlighted in priority lists and the fast turnaround charge will be added to the calibration if the stock system is in use

Once all required information has been entered, press the 'Book In' button to book the instrument into the system. If you are using a lower resolution screen, the book in button can be found on the 'Instrument Details' tab:

Once the instrument has been booked in, it will appear in the 'instruments booked in' list. From here, the virtual job sheet can be viewed:

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select atleast one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article