Every user has his or her own user preferences. Click the Utilities icon in the main menu then Preferences to see and edit them.

If you're an organization manager, the Preferences screen will open with Task preferences displayed. To see your user preferences, click the User Preferences tab.

User preferences

  • Language, for example, English.

  • Variant of the selected language, for example, US English.

  • Date format, set by the system based your language and language variant.

  • Rows per page, 50 by default. Breaking data into pages improves system performance by retrieving just a page of data at a time. A few screens aren't affected by this setting (find and add to order, cart, count or verify, imports, alerts).

  • Default screen, the screen that opens when you first sign into Tracker 8.

  • Portrait print all quick reports forces quick (but not complex) reports into portrait format. If unchecked, wide reports print landscape.

  • Use smart phone or tablet camera for scanner adds scanning buttons to the Fast add to cart and Count or verify screens when the Tracker is running on a smart phone or tablet.

  • Barcode label size in inches.

  • Ask for confirmation for quantity unavailable prompts the user if he or she tries to take more of an item from an assignment than is shown there.

  • Ask for confirmation for unsaved data prompts the user if he or she tries to move away from a screen that contains unsaved data.

Only organization managers can see and edit task preferences.

Task preferences

Check the tasks you want users to be able to pick from in Cart tasks. You can, for example, allow your users to purchase for storage sites and jobs but not for employees or items. Or you can disallow purchasing altogether.

All users see the same task list.

Only organization managers can see and edit secondary assignment preferences.

Secondary assignment preferences

Tracker 8 allows you to assign items to primary and secondary assignments at the same time, for example, to a job and employee. Primary assignments are listed in bold on the left, for example, Storage site. The secondary assignments that are available for each primary assignment are listed in italics under and slightly to the right of each primary assignment, for example, Employee.

Only one secondary assignment can be selected for each primary assignment.

To the right of each sub_assignment ...

  • N/A means not applicable or not used.

  • To optional means the user can leave the secondary assignment blank when specifying where an order is going.

  • To required means the user must enter a secondary assignment when specifying where an order is going.

  • From optional / To optional means the user can leave the secondary assignment blank when specifying where an order is going or where the items in that order are coming from.

  • From optional / To required means the user must enter a secondary assignment when specifying where an order is going but can leave it blank when specifying where the items in that order are coming from.

Only organization managers can see and edit billing preferences.

Billing preferences

  • Billing method specifies the arithmetic used when computing bills. Current = this period only (the default) only considers transactions in the period between the billing COMMENCE and COMPLETE dates entered by the user (but previous charges on period-end bills are considered when figuring rental upgrades, maximums and sale refunds). Credits (other than sale refunds) must be hand-entered. Current = total - previous is the approach used in Tracker 7: the system computes the total amount due for every item ever sent then subtracts the amount charged previously on period-end bills. Most credits are computed automatically.

  • Tracker 8 always calculates bills for jobs. Bill employees figures bills for items assigned to employees. Bill items, for items assigned to other items.

  • Job default code takes precedence over rate type code. Pre-set (or default) codes can be set up in jobs or rate types. If there's a conflict and this option is checked, the job code is used. If not checked, the rate type code is used.

  • Job default max rent takes precedence over rate type max rent. Max rent can be set in jobs or rate types (or this preference screen). If there's a conflict between the job and rate type max rent and this option is checked, the job max rent is used. If not checked, the rate type max rent is used.

  • Default rate schedule. Used if a job isn't assigned a rate schedule. Also used with employees and items, if you choose to bill them. Not required but recommended. Enter a Default rate schedule and you'll only need to enter exceptions in your jobs.

  • Bill period. Bill calculated usage figures usage between the COMMENCE and COMPLETE dates entered by the user (considering any holidays entered by the user and weekends if week length is set to 5 in organization preferences). Items out for an entire month can be billed more or less than the month rate, depending on the number of days in the month, holidays and weekend. Bill for exactly one month requires the COMMENCE and COMPLETE dates to be the first and last day of a month. Items out for an entire month are charged the month rate, exactly.

  • Default max rent, a percentage of cost, is used if no max rent has been entered in the relevant job or rate type. If you want to cap your rentals, enter a Default max rent and you'll only need to enter exceptions in your jobs and/or rate types. Be sure to enter a cost for all the items whose rentals you want to cap!

  • Default refund, a percentage of the sale price charged, is used if no refund has been entered in an item's rate type. If you want to issue a refund when sold items are returned, enter a Default refund and you'll only need to enter exceptions in your rate types.

  • Hour start time is used if an items default rate period is HOUR.

  • When you're entering rates, the Tracker automatically cross-calculates hour, day, week and month rates if all 4 fields are blank and you've entered day, week and/or month breaks. A rate break is an upgrade point. If an item's hour rate is $1 and its day rate is $6, its Day break is 6 hours: if the item is out less than 6 hours, the hour rate is a better deal than the day rate; if out more than 6 hours, the day rate is a better. The Day break is in hours, the Week break in days and the Month break in weeks. If your Day break is 6, Week break 4, and Month break 3 and the user enters $6 as the day rate, the Tracker will cross-calculate a $1 hour rate ($6 / 6), $24 week rate ($6 x 4) and $72 month rate (3 x the $24 week rate). It doesn't matter which of the 4 rates is entered, the other 3 will be cross-calculated.

  • Bill repair and maintenance (repair and maintenance module required) bills jobs for repair and maintenance work.
  • Bill meter hours (repair and maintenance module required) bills jobs for meter hours.

Only organization managers can see and edit notification preferences.

Notification preferences

  • Email the users selected below when an order is placed. Select more than one user using the standard techniques for your device, for example, in Windows, click one user then hold down the Ctrl key and click a second user.

  • Email the person who created an order when that order is changed. When, for example, the order is shipped. No email is sent if the order is changed by the person who created it.

  • Email upon item alert. The alert date, message and email addresses are entered in the Items screen.

  • Email the users selected below when an order point is reached.

Only organization managers can see and edit organization preferences.

Organization preferences

  • Shipping tag header 1 - 4 prints in the upper left corner of a Shipping Tag report (run from the Orders screen). Shipping tags list the items in an order. Could be called a 'packing list' or 'bill of lading.'

  • Use cross references allows more than one number to refer to the same item, for example, manufacturer numbers or externally-printed barcode labels. See cross references.

  • Decimal places in quantities. For organizations that use fractional quantities, for example, 1/2 ton.

  • Days in weeks and months. Used when calculating usage, primarily in billing. Either 5 days per week / 21 days per month or 7 days per week / 30 days per month.

Only organization managers can see and edit organization info.

Organization info

Address and contact information used in reports, for example, the Purchase Order report (run from the Orders screen).

  • Logo. The image file you select (by clicking Choose file) is displayed in some reports.

  • Legal language for POs appears on purchase orders