Batch Book-In

The Batch Book-In system is designed for booking in customer orders featuring multiple instruments. In this system, a customer order and contact will be set first, and instruments will be attached to that before the book-in is complete.

To use the batch book-in system:

• Launch batch-bookin via either the utilities menu or the shortcut menu on the left of the home page

• Set the customer order number/PO:
  • Enter the customer's order number/PO. If the customer has not provided an order number/PO, either manually enter a value of your choosing, or use the "auto" button to auto-generate a customer PO. Press OK once a value has been entered
    
    
  • You can also proceed without a customer order number if desired:
    
    
  • If the customer order number/PO already exists on the database, the user will be prompted to either link this book-in session to the existing internal order, or to create a new internal order.
    Note: creating a new order regardless of a customer order number already existing can be set as the default action using the options in the Book-In tab in ProCal-Track settings
    
    
  • Pressing "Link To Order" will display all existing internal order numbers using the selected customer order number/PO. Select the order to link to, then press "Start Book-In" to begin booking instruments in to the order
    
    
• Set the company that the order was received from:
  • Enter the name of the contact/company that the order has been received from. This must be linked to an existing contact on the system by using the "?" button to search for the contact. Search for and select the desired contact and press "Select"
  • The full contact address will be displayed. If this is correct, press OK to continue. If not, repeat the contact search process to find the correct/desired contact
    
    
    
  • If the order will be dispatched back to the same customer, select "NO". The same address will automatically be set as the dispatch address for the order. Press "OK" to continue
    
    
    
  • If the order will be dispatched to a different company to the one that it was received from, press "YES" and enter the required contact details. Press"OK" to continue once the desired contact has been set
    
    
  • If the contact/company that the order was received from is the one that should appear on the calibration certificate(s) select "NO".  The same address will automatically be set as the certificate address for the order. Press "OK" to continue
    
    
    
  • If a different contact/company should appear on the order's calibration certificate(s), select "YES" and set the desired contact/company. Once set, press "OK" to continue
    
    
    
• The screen will change to prompt for the first instrument's serial or ID number. The set contact/customer addresses will also be displayed, as well as any instruments already booked in against the order (if the order is being resumed)
  
  
• The automatically generated internal order reference will be displayed alongside the customer order number/PO if one was entered. The internal order reference will be used to group the order together throughout the book-in, calibration and dispatch process
  
  • Enter or scan the serial/ID number of the first instrument to start the instrument book-in process. If the item is scanned, it will continue automatically. If the details are typed, either press "enter" on the keyboard of the "OK" button on screen to continue
    
    
  • If the instrument already exists in the system, the instrument details will be loaded into the book-in screen. If the instrument is new to the system, details should be entered. They can be free-typed, or searched using the manufacturer and model number search buttons
    
    
  • The job number will be populated depending on settings as set in the ProCal-Track options page for booking in. Similarly, the service type, certificate type, calibration interval and turn-around section will be populated based on the defaults as configured in the batch book-ins settings with the ProCal-Track options page.
    These details should be adjusted as required on a per instrument basis
    
    
  • The location, site, customer ref and comments fields are set on a per instrument basis depending on the user's needs. Any of these fields may be left blank if there is no information to record for the instrument being booked in
    
    
  • To log accessories for the device, press the "Accessories" button, select required accessories and set labels to print or not depending on requirements. Once set, press "OK" to save the accessories book-in list for the current instrument. Any accessories booked in will be required to be booked out when dispatching from ProCal-Track
    
    
  • Set the required options for the instrument. These options are set on a per instrument basis
    
    
  • If advanced calibration requirements are enabled in ProCal-Track options, the following options will be displayed and should be set. These options are set on a per instrument basis
    
    
  • When information for the instrument has been set, press the "Book In" button to book the instrument in to the system. The booked in instrument will appear in the information grid, and the book in system will reset to allow the book-in of further items to the order
    
    
• To add a scanned PDF order to the order being booked in, use the "Link PDF Order" button. The required PDF document should be the one most recently scanned into the configured scans folder for ProCal-Track to be able to find and link it
  
  
• If the scan is successful, the "Link PDF Order" button will change to "View PDF Order" and allow the PDF order to be viewed on screen when pressed
  
  
• Once all instruments for the order have been booked in, the order can be completed using the "Finish Order" button. This will complete the order and reset the batch book-in screen to allow a new order to be booked in