MATRIX-TM Software V5.

0 User Guide

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 MATRIX-TM Software V5.0 User Guide

TABLE OF CONTENTS

TABLE OF CONTENTS .................................................................................................................... 2

CHAPTER A: GETTING STARTED ................................................................................................. 9
1. INTRODUCTION ..................................................................................................................... 9
1.1 General Description of the System ...................................................................................... 10
1.2 Hardware Overview ............................................................................................................. 11
1.3 Software Overview .............................................................................................................. 13
2. INSTALLATION INSTRUCTIONS ......................................................................................... 15
2.1 System Requirements ......................................................................................................... 15
2.2 Decide where to Locate the Server ..................................................................................... 16
2.2.1 SQL Database installed on the Server .................................................................. 16
2.2.2 SQL Database installed on the Cabinet PC .......................................................... 18
2.3 Install SQL Express 2008 R2 .............................................................................................. 19
2.4 Install MATRIX-TM Setup .................................................................................................... 24
2.5 Register Matrix..................................................................................................................... 33
2.6 Install MATRIX Tools ........................................................................................................... 34
3. WORKING WITH MATRIX-TM ................................................................................................... 38
3.1 Connect to the Database ........................................................................................... 38
3.2 MANAGE module ...................................................................................................... 40
3.2.1 Login to MANAGE ................................................................................................. 40
3.2.2 Adding Users ......................................................................................................... 42
3.2.3 Adding Suppliers.................................................................................................... 42
3.2.4 Adding Items .......................................................................................................... 43
3.2.5 Adding Cabinets, Drawers and Bins ...................................................................... 44
3.2.6 Set TOUCH Definitions .......................................................................................... 45
3.3 TOUCH module ......................................................................................................... 48
3.3.1 Login to TOUCH .................................................................................................... 48
3.3.2 Checking the Connection to Cabinets ................................................................... 50
3.3.3 Issue ...................................................................................................................... 50
3.3.4 Receive .................................................................................................................. 51
3.3.5 Return .................................................................................................................... 51
3.3.6 Adjust ..................................................................................................................... 52
3.3.7 Count ..................................................................................................................... 52
3.3.8 Transfer.................................................................................................................. 53
3.3.9 Change Issue ......................................................................................................... 53
3.3.10 Receive without Order ........................................................................................... 54
3.3.11 Requests ................................................................................................................ 54
3.3.12 Gauges .................................................................................................................. 54
3.4 Important Tips ............................................................................................................ 55
CHAPTER B: MATRIX-TM MANAGE MODULE ........................................................................... 56
4. MANAGE INTERFACE AND INITIAL OPERATIONS ........................................................................ 57
4.1 Login to the MANAGE System ............................................................................................ 57
4.2 The System's Desktop ......................................................................................................... 58
Main Menu ............................................................................................................................. 59
Toolbar 63
4.3 Operational Principles ......................................................................................................... 65
Search for a record ................................................................................................................ 66
Change search view .............................................................................................................. 67
Add a record .......................................................................................................................... 68
Update record ........................................................................................................................ 69
Delete a record ...................................................................................................................... 71
Shortcut keys ......................................................................................................................... 71
4.4 Definition of Common Terms ............................................................................................... 72
5. BASE ENTITIES ........................................................................................................................ 74

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5.1 Supplier ...................................................................................................................... 74

5.1.1 Tab: General .......................................................................................................... 74
5.1.2 Tab: Order Parameters .......................................................................................... 76
5.2 Cabinet....................................................................................................................... 77
5.2.1 Cabinet Types ........................................................................................................ 77
5.2.2 Adding a Cabinet ................................................................................................... 79
5.2.3 Deleting an Entire Cabinet ..................................................................................... 89
5.2.4 Adding Drawer Types ............................................................................................ 90
5.3 Bin .............................................................................................................................. 93
5.3.1 Adding a Bin .......................................................................................................... 94
5.3.2 Deleting a Bin ...................................................................................................... 105
5.3.3 Bin Location ......................................................................................................... 106
5.4 Item .......................................................................................................................... 108
5.4.1 Adding Items ........................................................................................................ 108
5.4.2 Copying an Item ................................................................................................... 126
5.4.3 Kit Management................................................................................................... 128
5.4.4 ITEM Life Cycle ................................................................................................... 129
5.4.5 Add Images to Items ............................................................................................ 133
5.4.6 Key Management................................................................................................. 134
5.4.7 Serial Items Management .................................................................................... 137
5.4.8 Gauge Management ............................................................................................ 145
5.4.9 Transactions with Serials ..................................................................................... 154
5.5 Additional Fields ...................................................................................................... 158
5.6 Defaults List ............................................................................................................. 159
6 STOCK MANAGEMENT LEVELS ................................................................................................ 160
6.1 Stock Levels ............................................................................................................ 160
6.2 Stock ROLL-UP by System Options 904 & 905 ...................................................... 163
7 ORDERS (STANDARD, REWORK AND INTERNAL) ....................................................................... 164
7.1 Create Manual Orders ............................................................................................. 167
7.1.1 Tab: General ........................................................................................................ 168
7.1.2 Tab: Details .......................................................................................................... 171
7.1.3 Tab: Additional Fields .......................................................................................... 178
7.1.4 Tab: Links ............................................................................................................ 180
7.1.5 Tab: Address ....................................................................................................... 181
7.2 Create Automatic Orders ......................................................................................... 183
7.2.1 Manual User Definitions....................................................................................... 183
7.2.2 Schedule the Automatic Orders ........................................................................... 189
7.3 Sending an Order to Supplier .................................................................................. 191
7.4 Order Invoice Entry .................................................................................................. 192
8 STOCK TRANSACTIONS........................................................................................................... 195
8.1 RECEIVE Items ....................................................................................................... 195
8.1.1 Receive Rules ...................................................................................................... 196
8.1.2 Receive with MATRIX-TM Order ......................................................................... 197
8.1.3 Receive without Order ......................................................................................... 200
8.2 TRANSFER (Internal) Order .................................................................................... 201
8.3 RETURN Order to Supplier ..................................................................................... 203
8.4 RETURN Items to Stock .......................................................................................... 205
8.4.1 Return Rules ........................................................................................................ 205
8.4.2 Return Item to Cabinet......................................................................................... 206
8.5 ISSUE Item .............................................................................................................. 208
8.5.1 Issue Kit ...................................................................................................................... 211
8.5.1 Issue Confirmation ...................................................................................................... 214
8.6 STOCK COUNT....................................................................................................... 215
8.7 STOCK TRANSFER ................................................................................................ 217
8.8 Recorded Stock Transactions ................................................................................. 218
8.8.1 Tab: General ........................................................................................................ 221
8.8.2 Tab: Costs ........................................................................................................... 224
8.8.3 Tab: Cost Center ................................................................................................. 225
8.9 PRICES of Items and Transactions ......................................................................... 226

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8.10 Managing Consignment Stock ................................................................................. 228

9 REPORTS .............................................................................................................................. 229
9.1 Advanced Reports ................................................................................................... 229
9.1.1 Creating a new report .......................................................................................... 230
9.1.2 Saving a Report ................................................................................................... 237
9.1.3 Finding a Saved Report ....................................................................................... 238
9.2 Transactions Reports............................................................................................... 239
9.2.1 Basic Transactions Report................................................................................... 239
9.2.2 Advanced Transactions Report ........................................................................... 239
9.2.3 Issue / Return Comparison .................................................................................. 240
9.3 Stock Reports .......................................................................................................... 241
9.3.1 Advanced Stock Report ....................................................................................... 241
9.3.2 Dead Stock by Item ............................................................................................. 242
9.3.3 Dead Stock by Cabinet Report ............................................................................ 243
9.3.4 Dead Stock by Bin ............................................................................................... 244
9.3.5 Advanced Dead Stock Report ............................................................................. 245
9.3.6 Stock by Bin ......................................................................................................... 245
9.3.7 Stock by Cabinet.................................................................................................. 245
9.3.8 Stock by Item ....................................................................................................... 246
9.3.9 Min Comparison................................................................................................... 246
9.3.10 Max Comparison.................................................................................................. 246
9.3.11 Stock Surplus Report ........................................................................................... 247
9.4 Usage Reports ......................................................................................................... 248
9.4.1 Basic Usage Report ............................................................................................. 248
9.4.2 Advanced Usage Report...................................................................................... 248
9.5 Stock Shortage ........................................................................................................ 250
9.5.1 Stock Shortage Report ........................................................................................ 250
9.5.2 Advanced Stock Shortage ................................................................................... 251
9.5.3 Early Warning Report .......................................................................................... 251
9.5.4 Advanced Early Warning Report ......................................................................... 252
9.6 Stock Valuation Reports .......................................................................................... 252
9.6.1 Valuation by Bin report ........................................................................................ 253
9.6.2 Valuation by Cabinet report ................................................................................. 253
9.6.3 Valuation by Item report....................................................................................... 253
9.7 Orders Report .......................................................................................................... 254
9.7.1 Basic Orders Report ............................................................................................ 254
9.7.2 Advanced Orders Report ..................................................................................... 254
9.7.3 Orders Simulator .................................................................................................. 255
9.7.4 Overdue Orders Report ....................................................................................... 256
9.7.5 Invoice Control ..................................................................................................... 257
9.7.6 Advanced Invoice Report..................................................................................... 257
9.8 Additional Fields Report........................................................................................... 257
9.8.1 Basic Additional Fields Report ............................................................................ 257
9.8.2 Additional Fields - Advanced Items Report ......................................................... 258
9.8.3 Additional Fields - Advanced Bins Report ........................................................... 259
9.8.4 Additional Fields - Advanced Orders Lines Report ............................................. 260
9.8.5 Additional Fields - Advanced Kits Report ............................................................ 260
9.9 Interface Reports ..................................................................................................... 261
9.9.1 In/Out Requests Report ....................................................................................... 261
9.9.2 Interface Report ................................................................................................... 262
9.10 Items Reports .......................................................................................................... 262
9.10.1 Item-Supplier Report............................................................................................ 263
9.10.2 Kits Report ........................................................................................................... 263
9.10.3 Item Catalog Pictures .......................................................................................... 264
9.10.4 Item Catalog Pictures by Cabinet ........................................................................ 265
9.10.5 Items-Cost Centers .............................................................................................. 266
9.10.6 Alternative Items Report ...................................................................................... 266
9.10.7 Quantity Discount ................................................................................................ 267
9.11 Gauges Reports....................................................................................................... 268

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9.11.1 Calibration History ............................................................................................... 268

9.11.2 Advanced Serial Items Report ............................................................................. 268
9.11.3 Gauges Measurement Report ............................................................................. 269
9.12 Administration Reports ............................................................................................ 269
9.12.1 User Groups ........................................................................................................ 269
9.12.2 Bin Limitation ....................................................................................................... 269
9.12.3 History Log ........................................................................................................... 271
9.12.4 Advanced History Log Report .............................................................................. 272
9.13 CPU – Tool Life Reports .......................................................................................... 272
9.13.1 Advanced CPU Report by Line ............................................................................ 272
9.13.2 Advanced Tool Life Report by Line ..................................................................... 273
9.13.3 Advanced CPU Report ........................................................................................ 273
9.14 Bin Units Report....................................................................................................... 273
9.15 Cost Center Links .................................................................................................... 274
9.16 Links Report ............................................................................................................. 275
9.17 Saved Advanced Reports ........................................................................................ 275
9.18 Analyzer ................................................................................................................... 276
10 HELP AND TECHNICAL SUPPORT ......................................................................................... 282
10.1 MANAGE Help Documentation ............................................................................... 282
10.2 Sending Logs from MATRIX-TM ............................................................................. 283
10.3 Create an Email Report ........................................................................................... 284
CHAPTER C: MATRIX-TM TOUCH MODULE............................................................................. 285
11 REQUIRED PRE-DEFINITIONS FOR TOUCH SYSTEM ................................................................. 286
11.1 Define the Touch definition for computer................................................................. 286
11.2 Define the Touch - Cabinet definition for computer ................................................. 286
12 TOUCH INTERFACE AND INITIAL OPERATIONS ..................................................................... 288
12.1 Login to the TOUCH Module ................................................................................... 288
12.2 Main TOUCH Menu ................................................................................................. 289
12.3 Operating Principles ................................................................................................ 290
12.3.1 Basic System Operating Buttons ......................................................................... 290
12.3.2 Virtual Keyboard .................................................................................................. 292
12.3.3 Barcode Interface ................................................................................................ 293
12.3.4 Search Screens ................................................................................................... 294
12.3.5 Adjust Search Screens ........................................................................................ 300
12.3.6 Item Information ................................................................................................... 303
12.4 Change Password ................................................................................................... 305
12.5 Advanced ................................................................................................................. 306
12.5.1 Cabinet................................................................................................................. 308
12.5.2 Site Mapping ........................................................................................................ 309
12.5.3 Error ..................................................................................................................... 312
12.5.4 History Log ........................................................................................................... 313
12.5.5 Local Information ................................................................................................. 313
12.5.6 System Options ................................................................................................... 314
12.5.7 Advanced ............................................................................................................. 315
13 SYSTEM OPERATIONS ......................................................................................................... 316
13.1 ISSUE Item .............................................................................................................. 316
13.1.1 Issue a Kit ............................................................................................................ 323
13.1.2 Issue an Item from Locker ................................................................................... 328
13.1.3 Issue Items by Cost Centers................................................................................ 330
13.1.4 Issue a 'Serial Item' .............................................................................................. 330
13.1.5 Virtual Issue ......................................................................................................... 332
13.2 RECEIVE Item ......................................................................................................... 333
13.3 RETURN Item .......................................................................................................... 340
13.4 ADJUST ITEM ......................................................................................................... 344
13.5 COUNT BINS ........................................................................................................... 347
13.6 TRANSFER ORDER ............................................................................................... 349
13.7 CHANGE ISSUE...................................................................................................... 353
13.8 RECEIVE without ORDER ...................................................................................... 357

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13.9 Working with Key to Lockers ................................................................................... 360

13.10 IN / OUT REQUESTS .............................................................................................. 362
13.11 GAUGES ................................................................................................................. 362
13.11.1 Send to Calibration .............................................................................................. 363
13.11.2 Return from Calibration........................................................................................ 364
14 COMMON PROBLEMS.......................................................................................................... 367
14.1 Machine problems ................................................................................................... 367
14.2 Error Message Descriptions .................................................................................... 368
CHAPTER D: SYSTEM ADMINISTRATION ................................................................................ 369
15 SETTINGS .......................................................................................................................... 370
15.1 Settings configuration .............................................................................................. 370
15.2 Working with different languages ............................................................................ 371
15.2.1 Defining Texts ...................................................................................................... 372
15.2.2 Search Texts ........................................................................................................ 372
15.3 Override Settings definitions .................................................................................... 374
16 SYSTEM TABLES ................................................................................................................ 375
16.1 Currency .................................................................................................................. 375
16.2 Item Category .......................................................................................................... 376
16.3 Item Group ............................................................................................................... 376
16.3.1 Add Images to Item Groups ................................................................................. 377
16.4 Item Authorizations Group ....................................................................................... 378
16.4.1 Defining Item Authorization Groups ..................................................................... 378
16.4.2 Linking items to an Item Authorization Group...................................................... 379
16.4.3 Link User Groups with the Item Authorization Group .......................................... 380
16.4.4 Issue of Items subject to Authorization restrictions ............................................. 381
16.5 Shipping Method ...................................................................................................... 381
16.6 Site ........................................................................................................................... 381
16.6.1 Site Mapping ........................................................................................................ 382
16.7 Budgets for Issue ..................................................................................................... 383
16.7.1 Budget by Quantity of Items ................................................................................ 384
16.7.2 Budget by Amount ............................................................................................... 387
16.8 Unit of Measure ....................................................................................................... 388
16.9 Scrap Reasons ........................................................................................................ 389
16.10 Application, Main Family and Sub-Family ............................................................... 390
16.10.1 Application ........................................................................................................... 391
16.10.2 Main Family ......................................................................................................... 392
16.10.3 Sub Family ........................................................................................................... 392
17 SYSTEM OPTIONS .............................................................................................................. 394
17.1 Table of All System Options .................................................................................... 396
17.2 Special System Options........................................................................................... 400
18 MANAGING USERS AND AUTHORIZATIONS ............................................................................ 405
18.1 User Groups ............................................................................................................ 405
18.2 Users........................................................................................................................ 406
18.3 Authorization Manager............................................................................................. 410
18.3.1 Menu Authorization .............................................................................................. 410
18.3.2 Controls Authorization ......................................................................................... 411
19 COST CENTERS ................................................................................................................. 414
19.1 Add Cost Center Header ......................................................................................... 414
19.2 Add Cost Center Detail ............................................................................................ 416
19.3 Define Items per Cost Center .................................................................................. 418
19.3.1 Link Cost Centers to ITEM................................................................................... 420
19.3.2 Link Items to COST CENTER ............................................................................. 423
19.4 User Cost Centers ................................................................................................... 427
20 SAVINGS ACCOUNT ............................................................................................................ 429
20.1 Adding "Savings Account" ....................................................................................... 429
20.2 Adding "Projects" to Savings Account ..................................................................... 431
21 MANUAL PROCESSES ......................................................................................................... 433
21.1 Monthly Process ...................................................................................................... 433

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21.2 Automatic PO Process............................................................................................. 437

22 IMPORT DATA .................................................................................................................... 439
22.1 Tables for Import...................................................................................................... 440
22.1.1 Import Users ........................................................................................................ 440
22.1.2 Import Item Groups .............................................................................................. 442
22.1.3 Import Suppliers................................................................................................... 443
22.1.4 Import Items and their Suppliers .......................................................................... 445
22.1.5 Import Cost Centers............................................................................................. 449
22.1.6 Import Bins ........................................................................................................... 457
22.1.7 Import Stock Management Data .......................................................................... 458
22.1.8 Import Requests .................................................................................................. 460
22.1.9 Import Texts ......................................................................................................... 461
22.1.10 Import Item Links ................................................................................................. 462
22.1.11 Import Transactions ............................................................................................. 463
22.2 Tips for Preparing Input Data .................................................................................. 466
22.3 Creating Import project ............................................................................................ 467
22.4 Adjusting data for import .......................................................................................... 468
22.5 Importing the data .................................................................................................... 470
22.6 Loading Import project ............................................................................................. 471
22.7 Tables ...................................................................................................................... 471
23 REPORT SCHEDULER ......................................................................................................... 473
23.1 Define the reports .................................................................................................... 473
23.2 Activate the reports .................................................................................................. 475
24 INTERFACES ...................................................................................................................... 476
24.1 SAP Interface ........................................................................................................... 476
24.1.1 Creating SAP Interface ........................................................................................ 477
24.1.2 Interface Report ................................................................................................... 480
24.2 IMPORT Interface .................................................................................................... 482
24.3 THINC Interface - IN / OUT Requests ..................................................................... 482
24.3.1 Creating THINC Interface .................................................................................... 485
24.3.2 Viewing THINC Requests .................................................................................... 489
24.3.3 THINC Interface on Touch ................................................................................... 490
24.3.4 THINC Requests Report ...................................................................................... 491
24.4 IMC GAL Interface ................................................................................................... 492
24.5 EXPORT Interface ................................................................................................... 493
24.6 General options for Interfaces ................................................................................. 495
24.6.1 Using Reference fields for Receive ..................................................................... 495
24.6.2 Using Outputs of Reports .................................................................................... 498
24.7 Creating Interface Scheduler ................................................................................... 498
25 ALERTS ............................................................................................................................. 500
25.1 Create Alerts ............................................................................................................ 500
25.2 Alert types ................................................................................................................ 502
26 ITEM/BIN LOCATION PLANNING ........................................................................................... 504
26.1 Prepare a list of pack types ..................................................................................... 504
26.2 Prepare a list of bin types ........................................................................................ 506
26.3 Prepare a list of items to be placed ......................................................................... 510
26.4 The location process................................................................................................ 512
27 CPU – TOOL LIFE .............................................................................................................. 516
27.1 Production Cost List................................................................................................ 516
27.2 CPU – Cost Per Unit ................................................................................................ 519
27.3 Tool Life ................................................................................................................... 521
CHAPTER E: DATABASE ADMINISTRATION ........................................................................... 524
28 DATABASE ADMINISTRATION ............................................................................................... 524
28.1 Backup of the Database .......................................................................................... 525
28.2 Restoring the Database ........................................................................................... 526
28.3 Activate Jobs ........................................................................................................... 529
28.3.1 Jobs in MATRIX-TM ............................................................................................ 529
28.3.2 SQL Server Service Manager .............................................................................. 530

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28.3.3 Viewing and Activating Job .................................................................................. 532

28.4 Reset SQL User Password ...................................................................................... 534
28.5 Network Settings...................................................................................................... 535
28.6 Replications ............................................................................................................. 536
28.7 SQL Script Running ................................................................................................. 538
28.8 Stock Balance .......................................................................................................... 539
28.9 Restore Defaults ...................................................................................................... 540
28.10 Restore Item/Bin ...................................................................................................... 541
28.11 Reset MATRIX Admin Password ............................................................................. 542
28.12 History Data Options................................................................................................ 542
28.13 Matrix Pictures ......................................................................................................... 543
28.14 Interface ................................................................................................................... 545
28.15 MATRIX-TM Agent .................................................................................................. 546
28.15.1 Foreword .............................................................................................................. 546
28.15.2 Using MATRIX-TM Agent .................................................................................... 548
28.16 Matrix-TM Settings................................................................................................... 550
28.17 Send Logs by Email ................................................................................................. 551
28.18 Delete Logs .............................................................................................................. 552
28.19 Process History........................................................................................................ 553
28.20 Local Information ..................................................................................................... 553
CHAPTER F: SUMMARIES .......................................................................................................... 554
29 COMMON PROCESSES........................................................................................................ 554
29.1 How to Create New Database ................................................................................. 554
29.2 How to Create Initial Data in the Database ............................................................. 555
29.3 How to Operate the Database ................................................................................. 556
29.4 How to Upgrade the Software and Database .......................................................... 557
29.5 How to Upgrade the Database to the currently installed software .......................... 558
29.6 How to Add a cabinet other than MATRIX............................................................... 559
29.7 How to Add Images for Items and Item Groups ...................................................... 560
29.8 How to Set Authorizations for TOUCH Users .......................................................... 561
30 TROUBLESHOOTING ........................................................................................................... 562
30.1 Troubleshoot - Jobs of Automatic Processes .......................................................... 562
30.2 Troubleshoot - Load of the Software ....................................................................... 565
30.3 Troubleshoot - Access to the Cabinet Hardware ..................................................... 567
30.4 Troubleshoot - Import of Data .................................................................................. 570
30.5 Troubleshoot - Access to Data in TOUCH............................................................... 571
30.6 Troubleshoot - General Issues ................................................................................ 573

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 MATRIX-TM Software V5.0 User Guide

CHAPTER A: GETTING STARTED

1. INTRODUCTION
In this chapter you will find a short description of the MATRIX Hardware and Software
components.
MATRIX allows you to MANAGE your cutting tools and any other kind of inventory.
MATRIX hardware is an ATD (Automatic Tool Dispenser).
MATRIX-TM is a software package comprised of two main modules:
• MATRIX-TM MANAGE - the management module.
• MATRIX-TM TOUCH - the hardware interface system.

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1.1 General Description of the System

The system combines an ATD with software that controls access to the ATD and
management of the stock.
The software can manage an unlimited number of ATD units.
The user interface of the ATD is implemented by TOUCH screens, and the stock can
also be managed from regular work stations.
Automatic cabinet
operated by TOUCH
screen or via Network

Workstation for
Matrix-TM server managing stock

Database server

Support

For more detailed information regarding the system, please read this User Guide and
the MATRIX Hardware User Guide.

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1.2 Hardware Overview

The MATRIX cabinet includes an integrated PC with its peripheral devices and a
TOUCH screen on the front to operate the cabinet.

Cabinet
The cabinet houses multiple drawers that are locked, and released by a software
command.

Drawer - MATRIX Series Up to 4

o Each storage drawer is divided into bins.
o In width, the maximum number of bin columns is 14.
In depth, the maximum number of bin rows is 7.
Drawers are supplied in pre-fixed bin configurations,
ranging from 20 bins per drawer up to maximum
density 7*14 = 98 bins (as seen in the diagram).
o Drawers are supplied in 3 heights: 50, 75 and 100mm.

Note: There is an exception - where a drawer is not divided into bins (open drawer), it
functions as a single or multiple virtual bins.

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Bin
o A bin is the basic stock management unit.
o Each bin has a cover that is locked.
o Each bin location is defined according to its X-Y-Z coordinates, known as Bin Units.

Drawer configurations – MATRIX Series Up to 4:

Note: The table below displays all the available configurations for drawers in MATRIX
cabinet drawer configurations. For more details, please refer to the documentation of
hardware innovations.

Type D-1 Type D-2 Type D-3

Type D-4 Type D-5 Type D-6

Type D-0 Type D-11 Type D-12

(Drawer with no division to (For MATRIX Series 4) (For MATRIX Series 4)

bins)

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1.3 Software Overview

The MATRIX-TM software package comprises the MANAGE and TOUCH modules,
and server services.
The software enables a user to manage an unlimited number of defined MATRIX
cabinets, control the access to the cabinets and to manage the stock.

MATRIX-TM MANAGE
It is a Graphic User Interface program:
• Installed on the MATRIX Cabinet PC and other PC workstation connected to the
local network.
• The module enables the user to manage the item data in the MATRIX dispenser
and execute stock operations according to user authorization.
• It can also be used as a stand-alone stock management system for a manual
warehouse like shelves and cabinets.
• The module supports multiple languages.

MATRIX-TM TOUCH
It is a Graphic User Interface program:
• Installed on the MATRIX Cabinet PC and operated by a touch screen attached to
the cabinet. For testing or demonstration purposes, the module can also be
installed on any PC and operated with no connection to an automatic cabinet.
• The module enables the user to open the drawers and bins of the MATRIX
dispenser and execute a variety of stock operations, such as issuing, returning,
receiving and counting according to defined user authorizations.
• The module supports multiple languages.
• Once the TOUCH module is installed, it starts automatically after the cabinet PC
restarts.

Database Administration
It is a program with collection of database maintenance utilities:
• Backup, restore database and configure data replication.
• Control and monitor database jobs.
• Reset passwords.

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Microsoft SQL Server Database

• Installed separately and prior to the Matrix-TM software installation.
• Installed on the Cabinet PC, other workstation or server connected to the network.
• The database manages all the data of the system and is accessed via the TOUCH
and MANAGE modules; it can be maintained through the Database Administration.
• The database should never be accessed directly by the user or administrator.

Server Services
There are several background programs:
• Installed on the PC/Server running the database.
• Generate scheduled reports.
• Create automatic orders.
• Run the month end process.

VMDemo
A MATRIX Hardware control software program that has 3 operational modes.
It is used for hardware maintenance and testing purposes, and will not be needed
during normal operation of MATRIX-TM.
• Demo mode
This mode simulates a MATRIX cabinet and allows you to work with MATRIX-TM
system virtually without using the cabinet itself.
• Machine mode
This mode allows you to: Send; Open, or; Reset commands to drawers and bins to
check their operation.
• Gateway to TMS
Allow other programs to work with the MATRIX cabinet.

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2. INSTALLATION INSTRUCTIONS
This chapter contains basic instructions about how to install the MATRIX-TM software
and how to START working with MATRIX-TM by operating Hardware and Software
Tools.
Please read these instructions carefully to ensure fast and easy installation and
operation of MATRIX.

2.1 System Requirements

Hardware
• Standard Intel Pentium 4 or compatible system. 1 GHZ minimum processor speed.
• Minimum memory 1GB. Windows 7 32-Bit requires a minimum of 1 GHZ or faster
processor, 1GB RAM for 32-Bit and 2 GB RAM for a 64-Bit system.
• Recommended: Hard disks of minimum 40 GB divided to 2 partitions 20GB each.

Note: If you want to have full functionality of the MATRIX-TM system you will also need
a MATRIX cabinet.

Software
• Operating Systems
 Windows 2000 Service Pack 4 (SP4)
 Windows Server 2003
 Windows XP SP2
 Windows Vista / 7, with the following exception:
The installation file setup.exe and the Matrix-TM Settings program must
be run with "Run as Administrator" option (this option appears on the
popup menu when making right mouse click on the file). Or if the user has
administrator privileges.
 Windows Installer 4.5 or higher.
 Microsoft .Net Framework 4.0.
• SQL Express 2008 R2 (Microsoft SQL Server) must be installed if the computer
running MATRIX-TM is also running the SQL server.
• MSDE SP4 (Microsoft SQL Server Desktop Engine) can be installed if the
computer running MATRIX-TM is also running XP.

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• Regional Settings and formats have to be configured according to your local

language through Windows Control Panel.
• It is highly recommended to fully update your windows from Windows Update
before installation.

Note: You must have administrative rights on the computer to install MATRIX-TM and
Database.

2.2 Decide where to Locate the Server

Before making installation of all the required software, determine where the database
will be located. This section includes a review of all the software components and later
on, describes two options for database location and the software to be installed on
each of the destined stations.

Software components:
Microsoft .Net Framework 4.0: The free software that is required in order to run the
Matrix Setup and using the Matrix software (run dotNetFx40_Full_x86_x64.exe file).
SQL Express 2008 R2: The free software (Microsoft SQL Server) that is required in
order to work with databases (follow instructions described in Chapter A: Install SQL
Express 2008 R2 (section 2.3)).
Matrix-TM: Matrix Setup includes three modules (Server, Manage and Touch modules)
that are selected in the installation process depending on the destined stations
purpose (run the file …\SetupAll.msi as described in Chapter A: Install MATRIX-TM
Setup (section 2.4)).

2.2.1 SQL Database installed on the Server

The Database is located on the external server and is accessed through the network
connection from the cabinet and workstations.

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MATRIX-TM TOUCH
MATRIX-TM MANAGE Cabinet operated by Touch screen
Administrative workstations or via Network

LAN - Network
connection

Database is located on a Network Server. DATABASE SERVER

The Matrix cabinets and the PC stations that SQL Server is installed with
run Manage access the database via LAN. MATRIX-TM Database

Server: 1) If not installed, install the Microsoft .Net Framework 4.0

2) If Microsoft SQL Server is not installed, install SQL Express 2008 R2
3) During Matrix setup install Server and Manage modules. No need to
install Touch module.

Cabinet: 1) The Microsoft .Net Framework 4.0 is usually installed. If not, install
the program.
2) Install Matrix setup with Manage and Touch modules. No need to
install Server module.

Workstation: 1) Install Microsoft .Net Framework 4.0

2) Install Matrix setup with Manage module only. No need to install
Server and Touch modules.

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2.2.2 SQL Database installed on the Cabinet PC

The Database is located on the cabinet PC which is used as a server and is accessed
through the network connection from the workstations.

MATRIX-TM MANAGE MATRIX-TM TOUCH

Administrative workstations Cabinet operated by Touch screen
or via Network

Cabinet PC used as Server.

SQL Server is installed with
MATRIX-TM Database
locally.

LAN - Network
connection

Database is located on one of the Matrix cabinets.

The PC stations that run Manage access the database via LAN.

Cabinet: 1) The Microsoft .Net Framework 4.0 is usually installed. If not, install
the program.
2) The SQL Express 2008 R2 is usually installed. If not, install the
program.
3) Install Matrix setup with Server, Manage and Touch modules.

Workstation: 1) Install Microsoft .Net Framework 4.0

2) Install Matrix setup with Manage module only. No need to install
Server and Touch modules.

Note: If you decide to install SQL on a local PC, we recommend installing SQL on the
cabinet PC.

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2.3 Install SQL Express 2008 R2

In order to work on a local database, you need to Install SQL Express 2008 R2.
There are two files:
SQLEXPRWT_x86_ENU – For install on Windows 32bit
SQLEXPRWT_x64_ENU – For install on Windows 64bit

The full installation process is described in document:

CTMS MATRIX PC Installation Manual.docx
If you don’t have this file, please apply to Matrix Support.

1. Run appropriate file

2. On the next screen select “New installation…” option.

3. Accept the License terms and press next.

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4. Click the <Select All> button and then click the <Next> button.

5. Select “Default Instance” option, Instance ID = CTMS.

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If you select “Named Instance” option, you will need to mention this name on the
installation of Matrix program on the stage of Server setup. This will be also
required for license.
For example: Named Instance = SQLExpress, then Server Name should be
PCname\SQLExpress.

6. For both services set in the “Startup Type” to “Automatic” and click <Next>.

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7. For “Authentication Mode” select ‘Mixed Mode’,

Enter a password for the SA account: matrix
Remember and use this user/password for the installation of Matrix program on the
stage of Server setup.

8. Leave the check box unmarked and click <Next> button,

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9. After the installation is complete, you will may need to restart the computer,

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2.4 Install MATRIX-TM Setup

This section describes the steps for installing MATRIX-TM server and clients.
The installation includes Manage, Touch and Server modules. For proper selection of
modules to install, please carefully read Chapter A: Decide where to Locate the Server
(section 2.2).

Important! If the PC that you are using for installation already has installed a previous
version of Matrix, it is necessary to remove the existing installation before running the
new setup. To remove the old software, go to Windows Start Menu  Programs 
MATRIX-TM  MATRIX-TM Tools  MATRIX-TM Uninstall and select the option
'Remove' during uninstall.

Start installation:

Note: Please notice that installation of MATRIX-TM software requires pre-installation of

Microsoft .Net Framework 4.0. It might be that the PC’s operating system already
contains this software. If not, run the dotNetFx40_Full_x86_x64.exe file.

To install the MATRIX-TM software, follow these steps:

1. Run the SetupAll.msi file.
2. Click the <Next> button on the following screen:

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3. Select the program modules you wish to install and click <Next> to continue:

 Install Server:
A Server module for Database.
Choose this option if the current computer contains the Database.

Important! In order to work on a local database, you need to install SQL Express
2008 R2 as described in Chapter A: Install SQL Express 2008 R2 (section 2.3).

Note: This setup will install a new DB on your server or update an existing DB,
overwriting the ITM database.

 Install Manage:
A Client module for Administrative work.
It is recommended to choose this option whether or not the current computer is
connected to MATRIX Cabinet.

 Install Touch:
A Client module for work with the cabinet.

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Choose this option if the current computer is connected to the MATRIX Cabinet.

Note: This module can be installed on a computer that is not connected to a MATRIX
cabinet, in order to simulate cabinet functionality.

 Add Touch as Startup program:

Mark this option in order to start Touch automatically after the computer is
restarted.

4. Fill in the path to install the program files, choose "Everyone" to make the software
accessible to all users of this computer and click <Next> to continue.

5. Click <Next> to begin installation.

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If you did not check the option 'Install Server' at the beginning of this section,
skip to step 9. Otherwise, continue to the following step.

6. By this step you will install a Server with a New Database or Update of an
existing Database. SQL Database can be installed locally on the cabinet PC or on
a server connected to the network.

Note: The installation of Server requires pre-installation of SQL Express 2008 R2.
If this software is missing, follow instructions described in Chapter A: Install SQL
Express 2008 R2 (section 2.3).

To install server, click <Next> on the following screen to continue:

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7. Fill-in the data on the following screen and click <Next> to continue:

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Server\Instance: Type the server/instance where the database located.

Database Name: To create a new database, type a new name (recommended to
change the default 'ITM' to different name). To update an
existing database, type the name of the database to be updated.
Windows Authentication: Select this option if you wish Matrix-TM to connect to
database using Windows Authentication.
User Name: Type user name for the database (default is 'sa').
Password: Type password (default is empty).
New Database: Choose this option if it is the first installation or if you want to
replace the current database with an empty database bearing
the same name.
Update Database: Choose this option if it is not the first installation and you want to
update the existing database.
The database will be updated with the new features, but your
data will be saved.
Create User ITM2005: Choose this option to create default SQL User.

Important! The ITM database is always replaced.

8. If you chose to install "New Database" in the previous step, and a database with
the same name already exists, you will get the following message:

• Click <Yes> to overwrite the existing database with the database from the new
installation.
• Click <No> to return to the previous window.

9. Click the <Next> button.

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10. Click the <Close> button to finish the installation.

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Note: If you marked the Add Touch as Startup program in the installation, then after
the installation is complete, the TOUCH module will be inserted into the Startup
programs and will run automatically when the PC starts.
In order to cancel the automatic run, go to "Start  Programs  Startup" and delete
the TOUCH shortcut.

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2.5 Register Matrix

After installing Matrix, the Demo version will expire after 30 days*.
To use Matrix permanently, you need to register the software.

1. Apply to CTMS Support for getting a license code and supply the following data:
Server Name: The exact server name. The next step has a snapshot
with the Server name.
Database Name: The exact database name.
Number of Instances: Number of workstations that will need to run Matrix
software simultaneously including the MATRIX machine's
pc.

2. Run registration program:

Windows Start Menu  Programs  MATRIX-TM  MATRIX-TM Tools 
MATRIX-TM Registration program.

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3. Enter the license code received from CTMS Support and click <Next>.
You will be notified with failure or success message.

2.6 Install MATRIX Tools

MATRIX Tools will install a simulator which allows MATRIX TOUCH to simulate a
MATRIX cabinet. This simulator is used for demonstration purposes where you want to
show how the TOUCH works without the need for a cabinet.

Note: If you plan to work with physical cabinet, then you do not need to install this tool
and you can skip to the next instruction.

1. Click on the VmDemoSetup.msi file in order to check the Hardware.

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2. Choose Location.

3. Finally, click <Next> to start the MATRIX Tools Installation.

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TECHNICAL NOTES for MATRIX Tools:

• Before you run the application, verify that a serial RS232 cable is connected
between your computer and the machine controller. It can also work if your
computer has 2 free serial ports. In this case you can connect a serial cable
between those ports. You also need to check that you have a .Net framework 4.0
installed on your PC

• From the Start menu run the "VmDemo" application.

• On the Setup menu set the Port and Baud rate to work.

• On the Setup menu set the application to simulate (TMS/CTRL).

• If you want to send telegrams between the two applications, run the "VmDemo"
again to open another application.

• Set the second application to work with (TMS/CTRL).

• Select Telegram, click the <Send Telegram> button and wait for message
response.

• If you get "Timeout" message, check if the correct Port was given and the cable is
connected correctly.

• If Error message appears, check the parameters given and the machine situation.

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3. Working with MATRIX-TM

The section describes how to connect to the desired database and to start working with
the Manage and Touch modules.

3.1 Connect to the Database

In order to start working with MATRIX-TM, you need to set the starting definitions such
as database selection, basic language, etc. on the "Settings" screen.

1. In order to get to the settings screen, go to:

Windows Start Menu  Programs  MATRIX-TM  MATRIX-TM Tools 
MATRIX-TM Settings.
The following screen will be displayed:

Please notice that if UAC (User Account Control) on the PC is ON, this application
must be run with "Run as Administrator" option (this option appears on the popup
menu when making right mouse click on the file).

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2. Fill-in the data on the "Settings" screen.

Server IP: Server name or IP Address where the database of MATRIX is located. If
the database is running on the same computer where MATRIX-TM is
installed, then put in this field the name (local) or use period symbol (.).
Windows Authentication: Select this option if you wish Matrix-TM to connect to
database using Windows Authentication.
User ID: User ID which is used to access the database (initially will be ITM)
Password: Password which is used to access the database (initially will be ITM)
Database Name: List of available databases for selection according to the chosen
Server IP, User ID and Password. If there was any
incompatibility with the above fields, then the list will be empty.
Note: It is not recommended to edit changes in the ITMDemo database since this
database is used for updating databases of previous versions and is replaced when
reinstalling Server.

Language: List of all the available languages for the currently selected database.
Choose one.
Log File: The system is able to create logs on the selected level. Select a log level.
No: No error logs will be written.
Minimum: Logs will be written only on selected events.
Maximum: Extensive logs will be written.
TOUCH Mode: Select the mode to run TOUCH module.
Machine: Working with MATRIX cabinet.
Virtual: Working virtually with no MATRIX cabinet and no
simulator.
Simulator: Working with VMDemo cabinet simulator.
Machine Log: Communication log between PC and Matrix cabinet.
Line Monitor: Opens communication window.

Note: You must check Settings definitions after installation of version upgrades.

Note: If this screen was opened while MANAGE or TOUCH module is open, then you
must restart the software modules for the changes to take effect.

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3.2 MANAGE module

The Manage module is an administrative tool for initializing the Matrix database with
the data.

3.2.1 Login to MANAGE

Steps to login to MANAGE module:
1. Go to the Windows Start Menu  Programs  MATRIX-TM  MATRIX-TM
Manage. The "Login" screen will be displayed.
If there is any problem in running the module, please refer to Chapter A: Connect to
the Database (section 3.1).

2. Fill-in the "User Name" and "Password" fields and click the <Login> button.
Initial User Name = admin
Initial Password = admin
If there is any problem to login, check the user name and password.

Note: After the first login, the password should be changed to ensure data security.

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3. "MATRIX-TM Manage" screen will then be displayed.

Main Menu Toolbar

Shortcuts

Note: If a user has limited authorizations, the system will only display the authorized
options after login.

After successful login to the Manage module you are ready to start working with the
software by adding your data to the database. The recommended steps are described
in the following sections.

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3.2.2 Adding Users

After installing the software, the database will include one user called 'admin' with
administrator authorities. We recommend that you create your own administrator user
and login with a new user name.
1. Run MATRIX-TM MANAGE and login with 'admin' user.
2. Open "Menu: Administration  Users and Authorizations  Users”.

3. Click the <Add> button on the toolbar.

4. Fill-in User Name, Password and all the required fields for a new user.

Save the data by clicking the <Save> button on the toolbar.

For this user, define the User Group with administrative authorities.
Save the data and logout by closing the application.
For more details refer to Chapter D: Managing Users and Authorizations (section
18).
5. Run MATRIX-TM MANAGE again and login with the new added user.
6. Define new users and new groups of users according to your needs - see
Chapter D: Managing Users and Authorizations (section 18). Carefully plan the
required user groups. It is a good idea to limit the number of user groups, for easy
maintenance.

Note: For advanced use of the software, a user with administrative authorities can add
users with the Import module. For more instructions, follow Chapter D: Import Data
(section 22).

3.2.3 Adding Suppliers

Run MATRIX-TM MANAGE and follow these steps:
1. Select "Menu: Main  Supplier”.

2. Click the <Add> button on the toolbar.

3. Fill in Supplier Code, Supplier Name and all the required fields for a new supplier.

Save the data by clicking the <Save> button on the toolbar.

For more details refer to Chapter B: Base Entities -> Suppliers (section 5.1).

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Important! Please note that the list of suppliers already includes a supplier called
'Internal Supplier'. This supplier is automatically added when creating a new database
or updating the database to version 4. The system uses this supplier for Internal
Orders and prohibits deleting his record. It is also not recommended to edit its data.

Note: For advanced use of the software, a user with administrative authorities can add
suppliers with the Import module. For more instructions, follow Chapter D: Import Data
(section 22).

3.2.4 Adding Items

Run MATRIX-TM MANAGE and follow these steps:
1. Select "Menu: Main  Item”.

2. Click the <Add> button on the toolbar.

3. Fill Item Code, Item Description, Item Type (Durable / Expendable / Gauge / Key /
Kit / Reworkable) and all the required fields for a new item.

Save the data by clicking the <Save> button on the Toolbar.

For more details refer to Chapter B: Base Entities -> Item (section 5.4).

Note: For advanced use of the software, a user with administrative authorities can add
items with the Import module. For more instructions, follow Chapter D: Import Data
(section 22).

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3.2.5 Adding Cabinets, Drawers and Bins

Run MATRIX-TM MANAGE and follow these steps:

Cabinet and Drawers:

1. Select "Menu: Main  Cabinet”.

2. Click the <Add> button on the toolbar.

3. Fill Cabinet Code, Cabinet Name, Type, Sequence and all the required fields for a
new cabinet.

Save the data by clicking the <Save> button on the toolbar.

4. Go to tab "Cabinet Units" and click the <Build Drawer> button.
Select from the list the "Drawer Position from Top" (visual position of the drawer),
"Controller Position" (physical controller position of the drawer that can be seen
when removing the cabinet side panel) and "Drawer Type" that are compatible to
the drawer and its bins configuration, and click the <Build Drawer> button.
This will add drawers with bins and bin units to the system. Those bins will be
available for editing.

Save the data by clicking the <Save> button on the toolbar.

If you wish to define virtual bins (for open drawers), bins and bin units will have to
be added manually.
For more details refer to Chapter B: Base Entities -> Cabinet (section 5.2) and
Base Entities -> Bin (section 5.3).

Bins:
Bins are added automatically when adding Cabinet and Drawers.
Bins can also be edited or added manually as described in the next steps:
1. Select "Menu: Main  Bin”.

2. To edit an existing bin: Click the <Search> button on the toolbar to locate

the bin, and click the <Update> button to open the bin maintenance
screen.
3. To add a new bin manually:

a. Click the <Add> button on the toolbar.

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b. Fill-in the Bin Code* and Cabinet Code of the cabinet where the bin is

located and save the data by clicking the <Save> button on the
toolbar. The "Bin Maintenance" screen will display the bin' fields to
enable the editing.

Note: Chapter B: Bin Location (section 5.3.3) describes the principles used by the
software to name bins (in the Bin Code field) which are automatically created. You can
use the same principle for bins defined manually.

4. Each bin should be linked to an item stored in it. A bin without an item is
defined as an inactive bin.
Define "Item Code" of the item that will be linked to the bin, fill-in the "Capacity"
and save the data.

Important! If you need to add bins manually and to access them through TOUCH, you
also have to manually create the bin units. Without bin units you cannot access those
bins in the Touch module. See more details in Chapter B: Base Entities -> Bin (section
5.3)

Note: In order to work in a more advanced mode and be able to plan your purchasing,
you need to fill in the different parameters of the bin. For more instructions, follow
Chapter B: Base Entities -> Bin (section 5.3).

3.2.6 Set TOUCH Definitions

In order to work on the TOUCH module with the cabinets defined in the database, the
user must first create TOUCH definitions in MATRIX-TM MANAGE.
A PC work station can control one Master cabinet and a number of Add-on cabinets.
The Master cabinet houses the PC and touch screen. The User must create TOUCH
station definition in the database by assigning it a TOUCH Name and Computer
Name of the PC located in the Master cabinet.
Once a TOUCH station is defined, the Add-on cabinets must be defined.

For example:

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In the diagram below two TOUCH Stations (the first with 1 cabinet, the second with 3
cabinets) are defined in the Server Database.

In order to create the definitions, login to the MANAGE system and follow these
instructions:

Set Touch definition for computer:

1. Open "Menu: Administration  Touch Machine  Touch Machine Administration".

2. Click the <Add> button.

The screen "Touch Maintenance" will be displayed.

3. Fill the "Touch Description" field with a significant value that describes the name of
the touch station.

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Fill the "Computer Name" field with the exact name of the PC that will run
TOUCH. The value can be taken from:
Go to that computer Properties  follow tab "Computer Name":
- Take the value from field "Full Computer Name" but do not
include the period at the end of the name.
- Click the <Change…> button  use the value of
"Computer Name" field.

Insert the value in MANAGE and click the <Save> button.

Connect the cabinet/s to previously defined TOUCH Name:

4. Open "Menu: Administration  Touch Machine  Touch-Cabinet".

5. Click the <Add> button.

The screen "Touch-Cabinet Maintenance" will be displayed.

6. For field "Touch Description" select the previously created Touch description.
For field "Cabinet Name" select the cabinet you want to attach to the Touch.

Click the <Save> button and close the screen.

In order to attach more cabinets to the current Touch, repeat steps 4-6.

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3.3 TOUCH module

3.3.1 Login to TOUCH

Follow these steps to login to TOUCH module.

1. Go to the Windows Start Menu  Programs  MATRIX-TM  MATRIX-TM Touch.

If there is a problem in running the module, please refer to Chapter A: Connect to the
Database (section 3.1).
The "Welcome to MATRIX-TM Login" will be displayed.

2. Fill-in the "User Name" and "Password" fields and press on the <OK> button.
Initial User Name = admin
Initial Password = admin
If there is a problem to login, check the user name and password.

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TOUCH Operations:
If the login was successful, the "Main Menu" will then be displayed with the following
options:
Issue – Issue items.
Receive – Enter orders from supplier into the cabinet (re-stocking).
Return – Return items to the cabinet.
Change Issue – Allows an authorized User to track and correct issue transactions.
Adjust – Adjust stock quantities of items.
Count – Stock counting of the cabinet.
Transfer – Transfer of items to another cabinet against an Internal Order.

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Receive without Order – Receive an item without having to create a purchase order.
Send to Calibration – Send gauges to calibration.
Return from Calibration – Return gauges from calibration to stock.
Requests – Issue and Receive items according to requests received
via interface or from Manage.
Advanced – An administrative option for maintaining the cabinet and its
items.

Note: Touch will only display authorized options. If there is authority for one option only,
then this option will be automatically selected without displaying the main menu first.

3.3.2 Checking the Connection to Cabinets

After linking at least one bin with an item, you can check that your definitions are correct.
1. Run TOUCH module and login with the same user name that you have created in the
MATRIX-TM MANAGE module.
You will be presented with main screen and the module options such as Issue,
Receive, Return, etc.
2. Press on the <Count> option. You will be presented with a search screen.
3. Press on the <Search> button to get a list of all the bins.
If you see bins in the list with the linked item, then it means that you have successfully
defined all the data.
If there are no bins in the list, it means that some of the definitions are missing or
wrong. In this case please verify that you have properly completed the Touch
definitions as described in Chapter A: Set TOUCH definitions (section 3.2.6).

3.3.3 Issue
A user, who has authority to issue an item, can remove it from stock. Once the user opens
the drawer and the bin latch pops-up, the item will be considered as issued.
1. Press on the <Issue> icon.
2. Search for an item by barcode or from the list and select an item.

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3. Open the bin following the instructions written at the top of the screen (in RED) and
issue the item.
At this point an 'Issue' transaction with the logged-in user will be created.
Check this transaction in the MANAGE Module: Operations  Transaction.
4. Close the drawer.

3.3.4 Receive
A user, who has authority to receive an ordered item, can re-stock the item by placing it
into the linked bin.
In the MANAGE Module an order must first have been created. It will be in 'Open' status.
The order will contain the line items which can be received.
1. Press on the <Receive> icon.
2. Search for an item by barcode or from the list and select the item.
3. Open the bin following the instructions and put the item into the bin.
4. Close the drawer.
At this point a 'Receive' transaction with the logged-in user name will be created.

3.3.5 Return
A user, who has authority to return an item, can place a used item into a bin. This item
can be issued again if it is a Durable / Kit item or can be sent to regrind if it is a
Reworkable item (the items of type Durable / Kit can be also sent to regrind if necessary).
In order to be able to return an item, it must be linked to a bin that was defined as 'Used
Item' in the MANAGE module. The item to be returned must be of Durable, Kit or Re-
workable type.
1. Press on the <Return> icon.
2. Search for an item by barcode or from the list and select the item.
3. Open the bin following the instructions and put the item into the bin.
4. Close the drawer.
At this point a 'Return' transaction with the logged-in user name will be created.

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3.3.6 Adjust
A user, who has authority to adjust items, can adjust the stock quantity of a bin as shown
in the system to the actual quantity in the bin.
1. Press on the <Adjust> icon.
2. Search for an item by barcode or from the list and select the bin to which the item is
linked.
3. Open the bin following the instructions and adjust the quantities on the screen
according to the actual quantity in the bin.
4. Close the drawer.
At this point an 'Adjust' transaction will be created with the logged-in user name.

3.3.7 Count
A user, who has authority to count bins, can reconcile between bin quantities shown in the
system and between the actual quantities counted. The count can be done for one bin or
for all the bins in one drawer.
1. Press on the <Count> icon.
2. Select from the list a particular bin for counting or select any bin from a particular
drawer, and then answer if you wish to count all the bins from the drawer, or just the
selected bin.
3. Open the drawer following the instructions and adjust the quantities on the screen
according to actual quantities counted in the bin/s.
4. Press on the <Update> button to save the new quantities.
5. Close the drawer.
At this point a 'Count' transaction/s will be created with the logged-in user name.

Note: The difference between 'Adjust Item' and 'Count Bin':

Adjust Item – the search and selection is done for particular item in any drawer.
Count Bins – the search and selection is done for particular bin or all bins in particular
drawer.

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3.3.8 Transfer
A user, who has authority to execute a transfer order, can transfer the ordered items from
one cabinet (Transaction -) and then receive them into the cabinet which made the Internal
Order. In the MANAGE module an Internal Order with the items for transfer must first have
been created in 'Open' status. To execute the transfer order:
1. Press on the <Transfer> icon.
2. Search for an item by barcode or from the list and select it.
3. Open the bin following the instructions written at the top of the screen (in RED) and
issue the item.
Once the user opens the drawer and the bin latch pops-up, the item is considered as
issued for transfer. At this point a 'Transfer -' transaction (with a negative Transaction
quantity) with the logged-in user will be created. Check this transaction in the
MANAGE Module: Operations  Transaction.
4. Close the drawer.
5. Continue with the "Receive" process at the cabinet which created the Internal Order.

3.3.9 Change Issue

A user, who has authority to use this option, can correct the quantity of an issue
transaction. The option displays all the Issue transactions and allows filtering the list by
the user who issued the items. To correct an Issue transaction:
1. Press on the <Change Issue> icon.
2. Search for a transaction by item barcode or/and by user and select it.
3. Select the bin and set the quantity for return, up to the issued quantity or the bin
capacity.
4. Open the bin following the instructions written at the top of the screen (in RED) and
return the item.
5. Close the drawer.
At this point a reversal 'Issue' transaction (with negative Transaction quantity) will be
created with the date/time and user of the original transaction.
Check this transaction in the MANAGE Module: Operations  Transaction.

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3.3.10 Receive without Order

A user, who has authority to use this option, can receive items to stock according to the
orders created in an ERP system. The option displays all the items of the current Touch
station that have free storage space. To receive without order to stock:
1. Press on the <Receive without Order> icon.
2. Search for an item and select it.
3. If "References" screen is displayed, insert references to the ERP order and confirm.
4. Select the bin and set the quantity for receive, up to the free storage space and press
<Receive> button.
5. Open the bin following the instructions written at the top of the screen (in RED) and
receive the item into the bin.
6. Close the drawer.
At this point a 'Receive' transaction will be created with the date/time and user.
You can view this transaction in the MANAGE Module: Operations  Transaction.

3.3.11 Requests
A user, who has authority to use this option, can issue and receive items according to the
requests received from MANAGE or machines that are connected via the THINC interface.
This process facilitates the issue of items required to assemble toolsets for manufacturing
machines and to store them in Matrix pending use. Prior to using this option, the interface
must be defined to handle transmission of such requests.
For a full description see Chapter D: THINC Interface – IN / OUT Requests (section 24.2).

3.3.12 Gauges
A user with authority to use this option can send to and return Gauges from Calibration.
The <Send to Calibration> process allows you to view all the serial items that are
pending calibration. You are able to choose an item, remove it from the bin and send it to
calibration.
The <Return from Calibration> process allows you to view all the gauges that were sent
to calibration, choose a gauge and return it to stock.

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3.4 Important Tips

1. System Options: Notice that the user can change MATRIX-TM configuration and
customize the system for more convenient use.
In order to learn about the options, read Chapter D: System Options (section 17)
and see options table.
2. System Tables: Notice that MATRIX-TM has system tables that enable the user to
add general data records such as different currencies, cabinet types, etc. It is
recommended to learn about these tables for more convenient use of the system.
In order to learn more about these options, read Chapter D: System Tables
(section 16).
3. Help and Technical Support: Notice that MATRIX-TM MANAGE module has an
option to get help and support on line, directly from its screen, such as:
a. Open help on a particular topic.
b. Send email for support (with logs included).
c. To send the data which is connected to a support issue, you can create an
email with a report attached.
In order to learn more about these options, read Chapter B: Help and Technical
Support (section 10).

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CHAPTER B: MATRIX-TM MANAGE MODULE

MANAGE Module Preview

MANAGE is installed on a PC work station. Manage lets you define and maintain all the
important entities in MATRIX-TM e.g. Item, Bin, Cabinet.
Manage is a fully featured stock management application, which can be used to manage
stock in an ATD or manual warehouse (“Cabinet”).
MATRIX-TM customers are located worldwide, so the system supports multiple languages
by using language and header tables, which contain the system’s text translated to
different languages.
The system enables the user to move between different languages by just choosing the
language from a menu.

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4. MANAGE Interface and Initial Operations

4.1 Login to the MANAGE System

1. Operate the Login Screen.

2. Enter the "User Name" and "Password".

3. Click the <Login> button (or hit the <Enter> key).
4. If the entered User Name and Password are valid, the system's opening screen (its
"Desktop") will appear.

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4.2 The System's Desktop

The system's desktop is its main screen, and is first displayed after login is completed. It
functions as the frame for all the system's screens.
The desktop includes the system's menu, toolbar and shortcuts.
Following is the Desktop Description:

Main Menu Toolbar

Shortcuts

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Main Menu

The system's menu includes the following options:

1. Main
• Bin
• Item
• Serial Items
• Cabinet
• Supplier
• Site Mapping

2. Operations - contains stock management related modules:

• Issue
• Issue Confirmation
• Return
• Stock Count
• Stock Transfer
• Transaction
• Gauges
o Send Gauge to Calibration
o Return Gauge From Calibration

3. Order
• Order
o Orders – standard order maintenance
o Rework Orders
o Internal Orders
o Show All Orders
• Transfer Orders
• Receive Order
• Receive without Order
• Invoices
• Return to Supplier

4. Reports
• Transactions
o Advanced Transactions Report
o Issue / Return Comparison
• Stock Reports
o Advanced Stock Report
o Dead Stock by Item
o Dead Stock by Cabinet
o Dead Stock by Bin
o Advanced Dead Stock Report

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o Stock by Bin
o Stock by Cabinet
o Stock by Item
o Min Comparison
o Max Comparison
o Stock Surplus Report
• Usage Report
o Basic Usage Report
o Advanced Usage Report
• Stock Shortage
o Stock Shortage
o Advanced Stock Shortage
o Advanced Early Warning Report
o Early Warning Report
• Stock Valuation Report
o Valuation By Bin Report
o Valuation By Cabinet Report
o Valuation By Item Report
• Orders Report
o Basic Orders Report
o Advanced Orders Report
o Orders Simulator
o Overdue Orders Report
o Advanced Invoice Report
o Invoice Control
• Additional Fields Report
o Additional Fields Report
o Additional Fields – Advanced Items Report
o Additional Fields – Advanced Bins Report
o Additional Fields – Advanced Orders Lines Report
o Additional Fields – Advanced Kits Report
• Interface
o In/Out Requests Report
o Interface Report
• Items
o Item-Supplier Report
o Kits Report
o Item Catalog Pictures
o Item Catalog Pictures by Cabinet
o Items-Cost Centers
o Alternative Items Report
o Quantity Discount
• Gauge
o Calibration History
o Advanced Serial Items Report
o Gauges Measurement Report
• Administration
o User Groups
o Bin Limitation

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o Advanced History Log Report

• CPU - Tool Life
o Advanced CPU Report by Line
o Advanced Tool Life Report by Line
o Advanced CPU Report
• Bin Units Report
• Cost Center Links
• Links Report
• Saved Advanced Reports

5. System Tables – contain the system's support tables

• Currency
• Item Category
• Item Group
• Item Authorizations Group
• Shipping Method
• Site
• Budget Group
• Unit of Measure
• Scrap Reasons
• Application
o Application
o Main Family
o Sub Family
6. Tools
• Savings Account
o Search Savings Account
o Search Projects
• Import
o Import Data
o Import Scheduler
o Import Transaction Log
• Alerts
o Alerts scheduler
o Alerts Log
• Item/Bin Location Planning
o Pack Type
o Bin Type
o Item Selector
o Bin Selector
• CPU - Tool Life
o Production Cost List
o CPU
o Tool Life
• Manual Process
• Scheduling Reports

7. Administration – contain system definitions:

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• Users and Authorizations

o Users
o User Groups
o Authorization Manager
o User Cost Centers
• Interfaces
o Interfaces
o Interface Scheduler
o Requests
• Touch Machine
o Touch Machine Administration
o Touch-Cabinet
o Cabinet Log
o Drawer Type
• Cost Center Header
• Cost Center Details
• Defaults List
• Texts
• Additional Fields
• System Options
• Settings
• History Log

8. Help
• About
• Send Email to Support
• Help

9. Windows
• Close all Windows
• Cascading Windows

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Toolbar
58B

1. Add
When a search or details screen is displayed, by clicking the <Add> button, an update
page will be displayed in an insert mode, enabling the user to insert a new record by
filling the necessary fields and saving them.

2. Update
When a search or details page is displayed and a certain record is selected, by clicking
the <Update> button, an update page will be displayed enabling the user to update the
selected record.

3. Delete
When a search or details screen is displayed and a certain record is selected, by
clicking the <Delete> button, the selected record will be deleted.

4. Refresh
By clicking the <Refresh> button the current record’s data will be refreshed (updated).

5. Back
By clicking the <Back> button, the previous record from a search list will be opened for
maintenance.

6. Next
By clicking the <Next> button, the next record from a search list will be opened for
maintenance.

7. Save and open New

On the maintenance screen, click the <Save and open New> button; any modification
made to the selected record will be updated in the database and a new record window
will be opened.

8. Save & Close

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On the maintenance screen: By clicking the <Save & Close> button; any modification
made to the selected record will be updated in the database and the current window
will be closed.
On the search screen: By clicking the <Save & Close> button; the definitions of
search screen will be saved and the window will be closed. Next time you open the
same search screen it will load according to the saved definitions. The following
definitions can be saved: Sort of screen, Column position, Column size, Window size
and Search parameters.

9. Save
This button has the same functionality as the <Save & Close> button, but the current
window will not be closed.

10. Clear
By clicking the <Clear> button, the content of the displayed fields (in a search, details
or queries screen) will be cleared.

11. Search
By clicking the <Search> button, a list of records that meet the criteria defined in the
top section of the page will be displayed on screen.

12. Analyzer
Displays key performance metrics on one screen.

13. Help
Displays a help screen regarding the current option in use.

14. E-Mail
Creates an email for the technical support by attaching a report as a file.

15. Print
Exports query results or basic reports to an Excel file.

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4.3 Operational Principles

The MANAGE module uses a generic search screen as a starting point for working with
the records. In order to update any record in the database, first you need to open its
generic search screen from the menu and then select it for update.
The top section of the search screen contains search parameters in order to filter the
records which are shown in the bottom section in list format. The functions available
related to data in the search screens include View / Add / Update / Delete / Search / etc…

Some generic screens have differences in their available options, but most of the modules
in the system work by the same principles; therefore they are described here fully only
once.

Toolbar
Buttons for Add / Update / Buttons for Print to
Delete / Save / Search Excel / Send by Email

Change search sign to:

= or > or < or <>

Search record by Pop-up menu after right

mouse-click on the record
partial text and %

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Search for a record

To follow the example above, open "Menu: Main  Item" to get the 'Search Item' screen.
This search screen was set to filter all the items from the 'Drilling' group which have the
'DR' string in their description and with item key above 52.

Search parameter types:

The search parameter types are:

• Numerical – Use numerical value only (in the example - 'Item Key' field).
• Textual – Use any alphanumeric value which fits exactly to the value in the record.
It you wish to search by partial string, you have to use % sign (in the example – 'Item
Description' field). See also important note below!
• List – Select the value from list displayed when clicking on the arrow next to the
field (in the example – 'Group' field).
• Date – Select the date from the calendar displayed when clicking on the field.

To search for a record:

1. Open the relevant search screen and set the search parameter values.
2. If needed, change the sign on the buttons located on the left side of each search

parameter by clicking on the button. Each click will change its sign to either or

or or in order to enable searching records by "more", "less", "equal" or "not

equal" to the search parameter value (in the example – 'Item Key' is more than 52).

3. Click the <Search> button on the toolbar.

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The grid in the lower part of the screen will display the records that match the defined
criteria. The number of found records will be displayed above the grid (in the example
– Found 9 Records).
4. If the desired record was found, mark it in the list and select the desired operation on
the toolbar. Otherwise, make another search.

Important! In all search fields where the user manually types the value to be searched,
you can type a partial value and then use the '%' sign. It will display all the records that
include the partial value. For example, if you are searching for all the Bins that their Bin
Code starts with "Demo1-01", type "Demo1-01%" and search.

Note: For performance reasons the number of records which are displayed in the search
screen is limited. This limitation can be changed by the administrator in System Option
205 - Number of Rows to Display. To change the value, open "Menu: Administration 
System Options"  parameter 205 (normally set to 2000).

Change search view

A User can now change the view of generic search screens. These changes can be
saved.

Available operations:
• Sort the list: Click the column header in order to sort the list in ascending or
descending order.
• Resize window: Click the search screen corner and drag the mouse to reduce /
enlarge the window size.
• Resize columns: Click the divider between columns and drag mouse left or right in
order to resize the width of columns.
• Re-order columns: Click a column header and drag it to a different position.
• Search parameters: Set search parameters as described in the previous section.

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All the above operations can be saved.

To save the changed view:

1. Open relevant search screen and make the required changes to the view.

2. Click the <Save> button on the toolbar to save the changes or; Click the
<Save & Close> button on the toolbar to save the changes and close the screen.

Add a record
Users can add a record to the generic search screens, like the list of Items, Cabinets etc...

To add a record:
1. Open the relevant search screen.

2. Click the <Add> button on the toolbar.

The maintenance screen will be displayed in an Insert mode.

3. Input values for the fields and click <Save> button to save the record.
Once the record is saved, it will be added to the search screen and may then be
updated or deleted.

Note: The fields that appear with a red asterisk (*) are mandatory and must be filled in
before saving the record.

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Update record
User can update an existing record in the generic search screen, like the list of Items,
Cabinets, Suppliers, etc…

Options to open record:

There are a few ways to open a record from the search screen:
• Double click the record or;

• Click the <Update> button or;

• Click the right mouse-button in order to get Pop-up menu (not available for all search
screens). The Pop-up menu will usually display an option to open the maintenance
screen of the selected record or of the records which are related to the selected
record.
In the example above, the Pop-up menu on the 'Search Item' screen enables the user
to open the selected item maintenance screen or the maintenance screen of the item
supplier.

To update a record:
1. Open the relevant search screen.
2. Search for the relevant record, mark it and then open the record using one of the
options described above.
Following the example above and opening the 'Item Maintenance' screen of the
selected record, the following screen will be displayed:

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Buttons for Refresh, Back

/ Next and for Save

4. Make the required changes on the maintenance screen of the record and click
<Save> button to save them.
5. Whilst your update screen is open, you can switch to the next or previous record from

the list by clicking the <Back> or <Next> button on the toolbar.

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Delete a record
User can delete records in a generic search screen, like from the list of Items, Suppliers
etc…

To delete a record:
1. Open the relevant search screen.

2. Search for the relevant record, mark it in the grid and click the <Delete> button on
the toolbar.
The selected record will be deleted from the database. If for any reason a record
cannot be deleted, a system message explaining the reason will appear.

Shortcut keys
MANAGE module enables working with keyboard shortcut keys on the next screens:

Generic search screens:

CTRL + N  Create a new record
CTRL + O  Open the selected record for update
CTRL + Delete  Delete the selected record
CTRL + F5  Clear the current search parameters
F5  Refresh the search list
CTRL + P  Export the list to excel for print

Maintenance screens:
Alt + Up arrow  Open the maintenance of previous record
Alt + Down arrow  Open the maintenance of next record
CTRL + S  Save the current record
CTRL + Enter  Save and close current record

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4.4 Definition of Common Terms

• Desktop
The system's main screen frame, which contains the fixed features in the system:
menus, tools, command buttons and shortcuts to commonly used applications.
• Parameter
Field's in the search screen, which can be used to sort or filter records.
• Command Buttons / Buttons
Buttons such as <Search>, <Save> and <Clear> as well as operation buttons
(Update/Add/Delete) and shortcut buttons, which appear in the system's menus and
cause certain actions.
• Record
Collection of fields, usually a line in the database, which describes a specific entity (for
example, a cabinet, a bin, a supplier, a transaction etc…). The records appear as rows
in the grid in the lower section of the search screen, or as a collection of fields in the
Update screen.
• Search Results
Collection of records, which appear in the lower part of the search screen after a
search is completed.
• Calendar

Clicking on the button will display the following calendar screen, which enables
selecting the date:
Jump Months

Choose Date

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• Mandatory fields:

Mandatory fields are marked with a red asterisk (*):

and must be filled in for the record to be saved to the database.

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5. Base Entities
The base entities are:
1 Supplier
2 Cabinet
3 Bin
4 Item

5.1 Supplier

Adding a supplier
1. Select "Menu: Main  Supplier".

2. Click the <Add> button on the toolbar.

3. Enter the mandatory and regular fields according to description below.

4. Click the <Save> button on the toolbar.

Important! Please note that the view of suppliers already includes a supplier called
'Internal Supplier'. This supplier is automatically added when creating a new database or
updating the database to version 4. The system uses this supplier for Internal Orders and
prohibits deleting his record. It is also not recommended to edit its data.

5.1.1 Tab: General

65B

Following is the "Supplier Maintenance" screen, in which the company's suppliers can be
managed.

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Fields Description:
The following details should be entered for each supplier:
Supplier Code *: Unique supplier code.
Additional Supplier Code: Additional supplier code.
Supplier Name: Unique supplier name.
Address: Supplier address.
Fax No, Phone No: Supplier contact details.
Contact Person: Supplier contact person that will be copied automatically to
purchase orders.
Home Page: Supplier home page.
E-Mail: Single supplier email or multiple emails separated by comma (,)
which are used for receiving automatic and non-automatic purchase
orders from the system.
Remarks: General remarks.
Create User, Create Date, Update User, Update Date:
Filled automatically by the system and cannot be changed manually.

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Note: The details which are maintained on the supplier level will be used in the Items and
Purchase orders, therefore it is recommended to maintain as much detail as possible in
this screen. Further explanations regarding those issues can be found in Chapter B: Items
(section 5.4) and Chapter B: Orders (section 7).

5.1.2 Tab: Order Parameters

Fields Description:
Schedule Type: The scheduler for creating automatic orders per supplier.
Specified – Personal schedule.
Default Schedule – General schedule that is defined in the
System options 807 & 808.
Do not run – The system will not create orders for this
supplier.
Schedule Day: Day for running automatic orders.

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Schedule Time: Time for running automatic orders.

Date Last Run: Updated by the system with the date when the last check for
automatic orders was done. The orders will not run at the
same day defined here, therefore keep this field initially
empty or with a past date.
Currency: The currency that supplier uses.
Shipping Method: The shipping method that supplier uses.
Order Method: Select 'Email' to send the automatic purchase orders to the current
supplier by email or select 'Print' to print the orders.
Order Mode: Mode per supplier for creating automatic orders (No run / Draft /
Open / Send to supplier).
Send to ERP: Sign the box if the purchase orders of the current suppliers should
be sent, by default, to ERP.
Freight: Freight charge to be loaded to the 'Freight' field for orders of this
supplier.
Minimum Order Value: An option to set a minimum monetary value for order from
this supplier. While automatic orders process is running, it will check
if the potential order for this supplier is above this value. If not, the
order will not be created.

5.2 Cabinet
48B

The main component in the system is the MATRIX cabinet, which is divided into drawers,
which are, themselves, divided into bins of different sizes. In case there are no bins in the
drawer, the entire drawer functions as 1 bin.
There are several MATRIX types and also another types supported to be activated by
TOUCH module and all are listed below.

5.2.1 Cabinet Types

67B

The "Cabinet Maintenance" screen is used to enter new cabinets to the system or update
existing ones.

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Matrix: Used to create cabinet for MATRIX Series 1-3.

These series have drawers with predefined bin configurations.
User is able to build bins and bin units automatically by selecting the
matching drawer type from a list of nine available configurations.

Matrix Series 4: Used to create cabinet for MATRIX Series 4.

Same as previous Matrix type except for the control system.

Matrix MAXI: Used to create cabinet for MATRIX Series 5, for MAXI TOUCH and
for MAXI POD.

Matrix MINI: Used to create cabinet for MATRIX Series 5, for MINI TOUCH and
for MINI POD.

Matrix Recycle: Used to create Matrix Recycle cabinet, for storing inserts and tools
to be recycled.

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Kardex Shuttle: A warehouse that contains open trays for storing large tools. This
cabinet type can be connected by data cable to the MATRIX
machine and activated through the touch screen. You will have to
create new drawer types compatible to the trays configuration (For
more information see Chapter B: Adding Drawer Types (section
5.2.3)).

Kardex 3000 Shuttle: Same as KARDEX Shuttle except for the control system.
The instructions for KARDEX in this user guide are also relevant for
KARDEX 3000. Wherever different definitions are required, it will be
specifically mentioned.

Kardex Carousel: Vertical Carousel consists of a series of shelves that rotate when
receiving a command from TOUCH to deliver the selected items.
When finished, the user clicks to end the transaction and
immediately continues to the next transaction with no waiting time.

Non Automatic: Any warehouse such as tool cabinet or open shelves. The stock of
such a warehouse can be managed as well by the MATRIX-TM
software by attaching it to the TOUCH definitions. In the TOUCH
module, when the user requests to open a bin, he will be redirected
to the warehouse. You will have to create new drawer types
compatible to this manual warehouse (For more information see
Chapter B: Adding Drawer Types (section 5.2.3)).

You can also create the matching drawer types manually (for more information see
Chapter B: Adding Drawer Types (section 5.2.3)).

5.2.2 Adding a Cabinet

1. Open "Menu: Main  Cabinet".

2. Click the <Add> button on the toolbar.

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3. Enter the mandatory and regular fields on the “General” tab according to the following
description.

4. Click the <Save> button on the toolbar.

5. Enter the rest of the information regarding the cabinet and save again.

5.2.1.1 Tab: General

This tab contains general details regarding the cabinet.

Fields Description:
Code *: A code for the cabinet which is used for generating bins for the drawers.
Name *: A name for the cabinet
Cabinet Type *: All the cabinet types supported on TOUCH are described in
previous section.
Stock Management Level: For creating automatic orders, set the appropriate stock
management level for the cabinet:
Bin level – Uses the minimum and maximum quantities
defined for each bin of the same cabinet.

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Items/Cabinet level – Uses the minimum and maximum

quantities defined for each item in the same cabinet.
Item level – Does not use the minimum and maximum
quantities defined for Bin and Items/Cabinet levels.

Please note that the creation of automatic orders will depend

also on the value of the System Option 903.
Sys Opt Bin Item/Cabinet Item All levels
903
Cabinet
Bin √ √
Item/Cabinet √ √
Item √ √

Cabinet Sequence: Cabinet sequence number in the chain of the cabinets

attached to one master cabinet with the Touch screen.
The master cabinet sequence must be 1 and the other
chained cabinets must be numerated by sequence.
COM Port: This field is displayed and relevant only for cabinet types
Matrix, Matrix Series 4 and Kardex Shuttle. It is used by the
TOUCH application to communicate with the cabinet.
IP Address *: This field is displayed and relevant only for cabinet types
Matrix MAXI, Matrix MINI, Matrix Recycle, Kardex 3000
Shuttle, Kardex Carousel. It is used by the TOUCH
application to communicate with the cabinet, instead of
‘COM Port’.
Open all bins: This field is displayed and relevant only for cabinet type
'Matrix'. If not selected, the bins in drawers of type 1 (98
bins) will be opened in two stages, half at a time.
Is Internal Order: If selected, when the auto-purchase process is executed it
will create internal orders instead of purchase orders.

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Internal orders facilitate transferring stock to this cabinet

from other cabinets.
Receive assigned orders only: If selected, the 'Receive' module on TOUCH will only
display orders for the relevant cabinet, thus filtering out
orders on the item level.
Max Weight: This field is displayed and relevant only for cabinet types
Matrix Recycle.
Site *: Location site of the cabinet. This can be the factory where
the cabinet is located.
Show CTRL Error: Mode for displaying error messages on the TOUCH module,
if there is a problem opening bins:
Never – Errors will not be displayed and transactions will be
recorded. Used mostly for old series cabinets where the
control system might send irrelevant error messages.
Always – Errors will be displayed and in case of error,
transactions will not be recorded. Exception: In 'Adjust' and
'Count Bins' modules errors will not be displayed and
transactions will be recorded.
Issue Any Quantity: If selected, user will have no limit to issue any desired
quantity. Otherwise the user will be able to issue only all of
the quantity that is in the bin.
Is Actual Issue: If not selected, all the issues made from this cabinet will
appear on the "Operations  Issue Confirmation" screen
until confirmed as Issued. This option is normally used for
manual warehouses and non-automatic cabinets controlled
by a TOUCH station, such as a kiosk. For more details see
Chapter C: Virtual Issue (section 13.1.5)
Auto-print Label: If checked, a label will be automatically printed for every
Issue from this cabinet. The template label is defined in
System Option 407 (Path for template used to print Item
Label).
Multi connections: Allows working with a cabinet from more than one Touch
station.

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Alert E-Mail: E-Mail address of person who is responsible for the stock in
order to alert him about a Zero-Issue transaction (stock-out).
Remarks: Free text for remarks.

<Copy> button: To make a copy of a currently displayed cabinet, giving it a

new ‘Cabinet Code’ and ‘Cabinet Name’.

Create User, Create Date, Update User, Update Date:

Filled automatically by the system and cannot be changed manually.

5.2.1.2 Tab: Cabinet Units

96B

This tab displays the coordinates for each unit in the cabinet, from which the bins are
compiled. Some bins are compiled from one unit, for example bins in Drawer Type '1' (or
known as D100-1, D50-1 etc.) in the MATRIX cabinet. And some bins are compiled of two
or more units, such as bins in Drawer Type D-2 (known also as D100-2, D50-2 etc.).
The coordinates are part of the instruction which is sent to open a certain bin.
In MATRIX Cabinet, the X / Y / Z coordinates of the unit which also has 'YES' value for
"Sent" field usually represent the location of the latch which opens the bin.
In other cabinets, usually the drawers will look like open trays or shelves, therefore the
field "Sent" will have 'NO' as its value.
In order to add these Cabinet Units to the list, usually you will need to use <Build Drawer>
button for automatic generation of the Bin Units according to the cabinet type and drawer
type. Please follow the next instructions for automatic and manual adding.

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Figure 1: Cabinet type – MATRIX Up to Series 4

Figure 2: Cabinet type - Kardex

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Figure 3: Cabinet type - Non-Automatic

Cabinet Units – Automatic Generation

The button is an automatic function which automatically builds all bins

for a certain drawer configuration. This is a sensitive option which has a strong impact on
the database, and therefore should be used only by the administrator.

1. Click the <Build Drawer> button on the "Cabinet Maintenance" screen on the "Cabinet
Units" tab. The following screen will appear:

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Figure 4: Cabinet type - MATRIX

Figure 2: Cabinet type – KARDEX or NON-AUTOMATIC

2. For each drawer fill in the required parameters:

MATRIX cabinet type:
Drawer Position from Top: Visual position of the drawer
Controller Position: Physical position of the drawer controller plug-in that
can be seen when removing the cabinet side panel.

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Drawer Type: Pre-defined nine drawer configurations. Select the

configuration suitable to your cabinet drawer.
KARDEX or NON-AUTOMATIC cabinet type:
Tray Number: Physical position of the tray / drawer / shelf etc…
Drawer Type: Pre-defined Drawer Types. For more information see Chapter B:
Adding Drawer Types (section 5.2.3)
3. Sign the "RESET existing drawers" box if you wish to replace the existing drawers with
the new definitions.
4. Click the <Build Drawer> button on this screen.
This will add drawers with bins and bin units to the "Cabinet Units" tab, which will be
also available for editing.

Recommendation: To save time on setting values for the fields, you can set default
values that will be loaded when creating new bins. For more information see Chapter B:
Defaults List (section 5.6).

5. Save the data by clicking the <Save> button on the toolbar.

For more information, it is important to read Chapter A: Bin Location (section 5.3.3).

Cabinet Units – Manual Creation

Usually the cabinet units need to be generated automatically as previously described. If
you still wish to add or edit manually the cabinet units, you first need to create the bins in
order to be able to associate cabinet units with bins.

1. Click the <Add> button or … Mark a certain row and click the <Update>
button. The buttons are located on the "Cabinet Maintenance" screen on the "Cabinet
Units" tab at the right side of the grid. The "Cabinet Unit" screen will appear.

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In MATRIX Cabinet, the X / Y / Z coordinates of the unit which also has 'YES' value for
"Sent" field usually represent the location of the latch which opens the bin.
In other cabinets, usually the drawers will look like open trays or shelves, therefore the
field "Sent" will have a 'NO' as value.

2. Define the required parameters:

XYZ coordinates – These fields indicate the location of the cabinet unit (also
called bin unit), which is the smallest component in the bin definition.

X: Location of bin unit from left to right.

Y: In MATRIX cabinet type, number of the drawer controller plug in * from top to
bottom. Otherwise, tray number.

Z: Location of bin unit from front to back.

Sent: In MATRIX cabinet type, if this bin unit has a latch that opens the
bin, this value should be set to 'YES' in order to indicate that this bin
unit should be sent to the machine to enable opening of the bin.
Otherwise it should be set to 'NO'.

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Bin Code: The Bin Code from the bins list. Each Bin Code comprises a
number of bin units.
Drawer Position from Top: In MATRIX cabinet type, number of the drawer * from
top to bottom. Otherwise, tray number.

Note: The exact same base unit (with specific XYZ values) can only be defined once. But
the same Bin Code can be defined for two or more bin units, because bins can be
comprised of more than one bin unit.

For more information, it is important to read Chapter A: Bin Location (section 5.3.3).

3. To save the bin Unit, click the <Save> button.

Cabinet Units – Deleting Bin unit

In order to delete a cabinet's base unit:
1. Mark the required unit on the "Cabinet Maintenance" screen on the "Cabinet Units" tab

and click the <Update> button that is on the right side of the grid.
2. If the unit has a Bin Code value, remove the bin code value and save the change.

3. Click the <Delete> button that is on the right side of the grid.

5.2.3 Deleting an Entire Cabinet

In order to delete a cabinet:
1. If the cabinet has Bins and / or Bin Units, you must first delete them following the
deletion instructions described in this guide.

2. Mark the required cabinet record and click the <Delete> button on the toolbar.

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5.2.4 Adding Drawer Types

This module allows adding any drawer type by any configuration of bins in order to support
managing stock in the KARDEX cabinet and NON-AUTOMATIC warehouses.
You can also build a manual configuration for a MATRIX drawer in addition to the
predefined drawer types.

1. Open "Menu: Administration  Touch Machine  Drawer Type".

2. Click the <Add> button on the toolbar. The screen as following will be displayed:

Cabinet Type *: Select the type of the cabinet for which you wish to add a drawer
type.
Max X *: The number of bins in the row.
Max Z *: The number of bins in the depth (number of rows).
Drawer Type Code *: Insert any drawer code. For example, K2x6, for drawer of
Kardex type with configuration of 2 rows and 6 columns.
3. Fill in the values and click the <Save> button on the toolbar.
4. Click the <Build Drawer> button.
The following screen will appear:

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5. For automatically bin creation for each unit, select ‘Automatic’ option to and click the
<Save> button on the screen. At this point, the drawers type is complete and you can
add this drawer type to cabinet.
6. For manual bin creation select the ‘Custom Code’ option and click the <Save> button
on the screen.
This will create an empty grid by the defined size, which we will use as a base for
defining Bin Units. Moving a mouse over the grid will display its coordinates.

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7. In order to build a bin for each grid division, click the <Build Drawer> button and it will
automatically create all the bin codes. Otherwise, if you want to create bin codes
based on a few divisions, continue to the next step for manual definitions.

8. Click the <Add> button on this screen in order to add a Bin Code. The following
screen will be displayed.

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9. Insert value for Bin Code, for example, 01-05, for a bin in the first row and fifth column

and click the <Save> button.

10. Select on the grid the divisions that you want to use for this Bin Code. You can select
more than one division from those which are closely linked. By default, it will select the
first available division which was not yet related to any other bin code.
11. Repeat the same steps for creating more Bin Codes filling the whole or part of the grid.

12. Save the Drawer Configuration by clicking the <Save> button on the toolbar. Now
this drawer type will be available for use in the "Cabinet Maintenance" screen on the
"Cabinet Units" tab.

5.3 Bin
49B

The bin is the basic stock management unit. Each bin is associated with the item it stores.
A bin that is not associated with an item is regarded as an inactive bin.
The bin screen displays the bins details and allows updating existing bins or adding new
ones. Located at the top of the page are the general constant bin details:
Bin Key: The bin's unique identifier, an automatic number that uniquely identifies the
bin and cannot be updated. Each bin receives this ID from the database.
Bin Code: Describes the bin's location in the cabinet. For example, the code B-01-02-
03 describes a bin, which is located in cabinet B, first drawer, and the
second row and third column of bins in that drawer . Notice that this is our
recommendation for managing MATRIX type cabinets. You can choose any
other scheme of bin codes, but be sure to make it consistent with the
structure of your cabinet or warehouse.
Cabinet Code: The bin's cabinet code
Item Code & Description: The stored item's code. This code can be selected from the

available codes list (which is displayed when clicking the button). A bin
can be created without an associated item.

The main part of the page is the tab index, which includes the following entries: General,
Stock Management, Additional Fields, Usage, Transactions, Orders, Bin Units and
Authorizations.

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5.3.1 Adding a Bin

Bins are usually added automatically when adding Cabinet and Drawers.
In some cases we would like to add them manually, for example, when using MATRIX
drawer type D-0 with no physical bins. In this case we need to divide the drawer into
virtual bins – the pre-allocated position of the item within the drawer or shelf.
For manual bin creation, follow the instructions below:

1. Select "Menu: Main  Bin" in the system's main menu.

2. Click the <Add> button on the toolbar.

3. Enter values for the mandatory:
Bin Code *: Enter a name for the bin.
Cabinet Code: Select the cabinet that the bin belongs to.

Note: The Chapter B: Bin Location (section 5.3.3) describes the principles used by the
software to name bins (in the Bin Code field) which are automatically created. You can use
the same principle for bins defined manually.

4. Save the bin by clicking the <Save> button.

At this point the other tabs will become available for update.

Recommendation: To save time on setting values for the fields, you can set default
values that will be loaded when creating new bins. For more information see Chapter B:
Defaults List (section 5.6).

5. If you need to access the bins on the TOCH module, you have to manually create the
bin units. Without bin units the access to this bin will be impossible in Touch module.
For instructions on how to add bin units, see Chapter B: Tab: Cabinet Units (section
5.2.1.2, subsection 'Cabinet Units – Manual Creation')

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5.3.1.1 Tab: General

This tab contains general information regarding the bin:

Fields description:
Status *: Indicates the bin's status – Active / Not active. This field is mandatory.
Consignment: If the bin is marked "Consignment": 1) The issue transactions made from
this bin will also be marked as consignment. This will allow Issue
transactions to be invoiced. 2) No Return will be available to this bin. 3)
Orders created for this bin will be marked as consignment. 4) Receive
process will allow to receive only order lines marked as Consignment. If not
marked, it will allow receiving only non-consignment order lines.
For more information see Chapter B: Managing Consignment Stock
(section 8.10).

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Item Type: Non-editable field which displays the type of item associated with this bin.
This item type determines the available functionalities for the bin. More
information is described in the Chapter B: ITEM Life Cycle (section 5.4.4).
Reworked: If the bin is marked "Reworked", the items in this bin have been received
from a rework (regrinding). Sometimes it is important to differentiate
between new items and between items which have been reworked.
Used Item: Indicates whether the bin contains a new or used item. See the following
table for an explanation of this code.
Bin Stock Management: States whether the stock is managed at the bin level. This
means that the automatic PO process will replenish according to the
Min and Max of the specific bin. Default value = not checked.
Do not Order: If checked, no order can be processed for this bin (either
automatically or manually). Default value = not checked.
Capacity *: The maximum number of items that can be stored in this bin.
Allow Over Capacity: If checked, the system will allow inserting a number of items
in the bin which exceeds the specified capacity. Default
value = checked.
Default Issue Quantity *: The default number of items that will be issued per one
issue. This value can be modified.
Issue Price: The item's price used for the Issue transactions. If no price exists
the price will be taken from the Item Price. For more information
about prices see Chapter B: PRICES of Items and Transactions
(section 8.9).
Issue Any Quantity: If selected, the user may issue any quantity up to the maximum
stock in the bin. If not, the user must issue the entire quantity of
stock in the bin.
Only Default Quantity: If selected, when using TOUCH only the exact quantity defined in
‘Default Issue Quantity’ field can be issued with no option to change
it.

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Do not Issue: If checked, the system will not allow issuing items from this bin.
Default value = not checked.
Items in Bin: The current stock quantity of items in the bin. When this number is
modified, a stock adjustment will take place (see additional details
below).
Issued Quantity: The issued quantity from this bin, if the associated item type is
'Durable'. Supplies information about the number of items issued
that should be returned to stock.
Ordered Quantity: The quantity of ordered items for this bin
Quantity of Reworked: The quantity of items sent to regrind process from this bin.
Draft: The quantity of items in Draft status for this bin.
Internal Order: The quantity of items in an Internal Order.
Last Count Date: The date of the most recent stocktaking.
Last Issue: The date of the most recent issue.
Last Receive Date: The date of the most recent receive.
Remarks: Free text.

Return item options:

In the table below, you will find an explanation as to how the item types connect to the
different bin flags. This is our recommendation; it is possible also to work differently.

Bin Flags
Item Type + Status Reworked Used Item Do not Issue Do not Order
New
Durable Used √ √
Expendable New
New
Used, needs a
Rework / Regrind √ √ √
Reworkable After rework √ √

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5.3.1.2 Stock Adjustment

A stock adjustment transaction is initiated by the user when there is an inconsistency
between the stock quantity and the number of items in the bin ("Items in Bin" field).
To change the stock:

1. Change the quantity in field "Items in Bin" and click the <Save> button (or set
focus to other field). The user will be asked if he wishes to modify the stock quantity.

2. To continue, click <Yes>. The "Stock Adjustment" screen will be displayed:

If at the first step you increased the stock in bin, then you will only be able to adjust
the stock with the difference. If you reduced the stock, then you will be able to adjust it
or; to scrap the difference by selecting 'Scrap Items' option and select the scrap
reason.

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To read more about Scrap option, follow Chapter D: Scrap Reasons (section 16.9)

3. Select to adjust or to scrap the difference and save the changes.

We also recommend inserting a remark to explain the reason for the change.
4. Follow the stock change in the relevant bin and the resulting transaction record.

5.3.1.3 Tab: Stock Management

This tab displays information of stock management on the Bin level in order to replenish
the stock by automatic purchase orders.

Av. Monthly Usage: The average issue transaction quantity per month for this item.
Minimum Quantity: Indicates the item's minimum quantity. If the stock level in this bin is
less than this quantity, a new order will be initiated to renew the
stock to its maximum level.
Maximum Quantity: Indicates the item's maximum quantity. If the stock level in this bin is
less than the minimum quantity, a new order will be initiated to
replenish the stock to its maximum level.
Frequency Class (Issue transactions per month): The average frequencies are classified
by groups: Group A – a most active bin (measured in number of
issue transactions per month); and Group B – a less active bin.
Average Frequency: The average number of orders per month for this bin.

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Critical Minimum: Indicates the bin's critical minimum quantity. If the stock in this bin is
less than this quantity, this bin can be added to a ‘Critical Quantity
Alert’, if scheduled. It will not influence the automatic ordering
process.
Is Internal Order: An option for automatic ordering of item for particular bin. If set, in
case of stock shortage, the system will create internal order instead
of purchase order for the particular bin.

The column "Calculated" displays automatically calculated values as a result of running

"Monthly Usage Process".
The column "Override" enables overriding the automatically calculated values.
If the "Override" column has input and the "Effective Until" date has not expired, the
Automatic Purchase order process will create orders according to the input. Otherwise, it
will create the orders according to the data in the "Calculated" column.
For more information see Chapter D: Monthly Process (section 21.1) and Chapter D:
Automatic PO Process (section 21.2).

5.3.1.4 Tab: Additional Fields

This tab displays the additional fields (of types: Numeric, Text, Boolean and Date) that
were defined for the Bin entity in the "Additional Fields" screen.
This screen only allows you to edit the fields that were already added. For instructions how
to add more fields to the entity, see Chapter B: Additional Fields (section 5.5).

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5.3.1.5 Tab: Usage

This tab displays the average usage data and issues frequency related to the Bin for
previous months. The usage screen gives a good indication for the activity of the Bin. User
can track in this tab the Usage, Average Usage and Frequency or issues for the Bin per
month.

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5.3.1.6 Tab: Transactions

This tab displays all the transactions for the Bin.

5.3.1.7 Tab: Orders

This tab displays all the orders created for the particular Bin.
By selecting order line and clicking <Update>, the Order Maintenance for the selected
order line will be displayed.

5.3.1.8 Tab: Bin Units

This tab displays the Current bin location and all its Bins units on the grid of the whole
drawer. Changes here should be done with extreme care, because it will change the bin
coordinate definitions and might prevent the bin from opening.

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Bin type is filled automatically when adding drawer to cabinet. It can also be set manually.

5.3.1.9 Tab: Authorizations

This tab enables you to define/view which user group will be authorized to access this bin.

Note: This authorization is not effective until marking user group with 'Bin Limitation'.

See also Chapter D: User Groups (section 18.1).

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5.3.2 Deleting a Bin

To delete a bin, select the required bin's record from the bin list and click the
<Delete> button on the toolbar.

Note: A bin that has been associated with an item cannot be deleted until the item
definition and its stock is removed. In this case, first adjust the stock in the bin to zero,
remove the value from the "Item Code" field by selecting the first empty value from the list
and then delete the bin.

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5.3.3 Bin Location

Each bin has its physical location known as Bin Units and visual location known as the
Bin Code:

Physical location:
The physical location of the bin is defined by the location of the BIN LATCH relative to the
left front corner. The physical location of the bin is used for defining the X-Y-Z coordinates
for creating the bin unit in order to communicate with the cabinet.
For example, the physical location of the blue bin from the diagram below will be:
Y = 3 = Number of the drawer controller socket* on the side board from top to bottom
Z = 9 = Location of bin latch from front to back
X = 4 = Location of bin latch from left to right
This location is stored in the "Cabinet Units" in the cabinet.
For this, follow: Main  Cabinet, select a Cabinet and then tab "Cabinet Units".
For more information, follow Chapter B: Tab: Cabinet units (section 5.2.1.2).
* As seen when removing side panel

Visual location:
The visual location of a bin is defined by the location of the BIN relative to the left front
corner. The visual location of the bin is used for the name of the bin, called a Bin Code in
the MATRIX-TM software modules.
For example, the visual location of the blue bin from the diagram below will be:
Drawer = 3 = Number of the drawer from top to bottom
Z = 4 = Location of bin row from front to back
X = 2 = Location of bin column from left to right

Note: Physical location is only used when defining special drawer configurations. Visual
location is used by the system to identify bins.

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BIN Code = Cabinet Name – Drawer – Z – X DEMO–03–04–02

Bin latches

Latches location

For example,
Bin DEMO-03-04-02 is in cabinet DEMO,
in 3rd Drawer from top to bottom,
in 4th Row from front to back,
in 2nd Column from left to right.

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5.4 Item
The "Item" module displays the different items stored in the cabinet's bins and enables
handling them: adding / updating / copying / deleting.
The "Item Maintenance" screen contains the item's general details (ID, code, description
and type) and the following tabs:
General, Technical, Supplier Information, Additional Fields, Stock Management, Locations,
Usage, Transactions, Links, Orders, Alternative and Cost Centers.

5.4.1 Adding Items

1. To enter the module, select "Menu: Main  Item" in the system's main menu or click

<Item> button from the left shortcut menu.

2. Click the <Add> button on the toolbar.

3. Enter values for the mandatory and regular fields: Item Code, Item Description, Item
Type, etc. in the screen's header and the fields on the "General" tab.

4. Click the <Save> button.

At this point, you are able to enter the rest of the item's details in the screen's tabs:

Recommendation: To save time setting values for fields, you can set default values that
will be automatically loaded each time you create a new item. For more information see
Chapter B: Defaults List (section 5.6).

5.4.1.1 Tab: General

This tab contains general details regarding the item.

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Fields description:
Item Code *: The main catalogue number used to search for an item in the
system.
Item Description *: The main description used to search for an item in the system.
Item Type *: Item type (Durable, Expendable, Gauge, Key, Kit and Reworkable)
that determines the functionality of the item. For more information
see Chapter B: ITEM Life Cycle (section 5.4.4).
Additional item code: An additional catalogue number, which can be used in case two
different codes are necessary (for example supplier's and
customer's code).
Item Long Description: An additional item description.
Barcode: Item bar-code that makes it easier to find the items on the TOUCH
module by scanning with the barcode reader.

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If this field has no value and the user will use a barcode reader, the
system will compare the read value to the Item Code and Item
Description.
Notice that the barcode reader is usually configured to scan with a
prefix that is also defined in System Option 1012. The value here
should be the same as it scanned, but without the prefix.
For more information, read Chapter C: Barcode Interface (section
12.3.3).
Item Authorization Group: The authorization group which is used to restrict the usage
of the item. For more details see Chapter D: Item Authorizations
Group (section 16.4).
Unit of Measure *: The unit in which the item is measured e.g. PCS=Pieces
Item Group *: The group to which the item belongs. This information is helpful for
tracking an item in the system.
Category *: An additional classification of the item. You can edit its options in
the list, as described in Chapter D: Item Category (section 16.2).
Item Image: The item image, as it is also displayed on the TOUCH module. To

change the image, click the browse button and select an

image file. This will copy the selected file into the folder as defined
in system option 400 (Item Pictures path) and will rename the file
using Item Code as a file name with extension as defined in system
option 204 (Picture File Type).
Pack Size *: Indicates the number of items in this type of package.
Pack Type: Item’s Pack type with its HxWxD dimensions. Recommended to fill
when using the ‘Item Location Planning’ module for easy setting of
items to bins.
Default Issue Quantity *: The default quantity for an issue of this item. When defining
this item for bin, this value will be copied to the bin's "Default Issue
Quantity" field.
Item Price: Indicates the default item price which is the price used for
calculating the value of transactions. For more information about
prices see Chapter B: PRICES of Items and Transactions (section
8.9).

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Average Cost: This field is calculated automatically by the received orders and
cannot be edited manually. The value is influenced only by Receive
transactions of Standard Orders. Every time an item is received into
the system, it takes the received quantity and the value from "Unit
Price" field from the order and calculates the average between the
price in the order and the previous average cost.
The purpose of this field is to calculate the average cost of an item
from all the purchases done for the item during the whole period of
working with the system. The average cost later will be used for
stock transaction values such as 'Return', 'Adjust Item', 'Transfer'
and 'Count Bin' and for stock valuation reports.
Price of Reworked: The price of an item after rework/regrind process. If the bin is
flagged with 'Reworked', then the value of an Issue transaction from
that bin will be calculated with this price.
Primary Supplier: States the item's default supplier, who will be selected as the
supplier in automatic orders.
Item Management Level: If checked, the automatic order process will be managed at
the item level, i.e. there will be a Min and Max for the Item, taking
into account the total quantity of this item in all bins.
Consignment: If the item is marked: 1) The 'Consignment' field for bins associated
with this item will also be checked and this will influence on the
Return and Receive operations. 2) Orders created for this item on
Item and Item/Cabinet levels will be marked as consignment.
For more information see Chapter B: Managing Consignment Stock
(section 8.10).
Serial: If checked, this will allow managing each individual piece of the item
by its serial number. Serial number is a unique identifier for each
item piece.
Checking this field depends on item type:
Items of type Durable can be serialized; therefore the field is
enabled and changeable. Tab 'Serial' will be added to manage the
serials.

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Items of type Gauge can be only serial; therefore the field is

automatically marked and not changeable. Tabs 'Serial' will be
added to manage the serials and tab 'Gauge' to manage gauge
measurements.
Items of type Expendable / Reworkable / Kit / Key cannot be
serialized, therefore the field is disabled.
Special: Check the field if the item is special. Used for information only.
Remarks: Free text.
Create User, Create Date, Update User, Update Date:
Filled automatically by the system and cannot be changed manually.

5.4.1.2 Tab: Technical

This tab is used to define technical information regarding the item.

Fields description:
Application: Disabled field automatically set according to the selected ‘Main
Family’.
Main Family: An additional classification of the item, used for searching the item
and reports.
To edit the options in the list follow Chapter D: Application, Main
Family and Sub Family (section 16.10).
Sub Family: An additional classification of the item, used for searching the item
and reports. The list is filtered according to the selected Main
Family.

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To edit the options in the list follow Chapter D: Application, Main

Family and Sub Family (section 16.10).
Item Weight: The item weight, for information only.
# of Corners: Number of corners, usually for inserts. Displayed for info and used
for calculations in the “CPU & Tool Life” module.

5.4.1.3 Tab: Supplier Information

This tab is used to define the supplier of the selected item along with some additional data
like pricing.

The screen's top section contains the item's general details. Its middle section contains a
list of suppliers who are associated with this item and their details.

Adding a supplier for an item:

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1. Click the <Add> button.

2. Search the required supplier in the supplier's search screen, mark his record and click
the <Select> button.

Once the supplier is selected, the following tabs will appear at the lower part of the screen:

Sub-Tab: General

This tab contains information for orders regarding the supplier of the item:

Supplier Item Code: The supplier's reference to the item.

Supplier Item Description: The item's description used by the supplier.

Expiry date: The item's price expiration date (for this specific supplier).

Minimum Order Quantity: Minimum order quantity from this supplier.

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% Discount: The supplier's discount for this item.

Supplier Price *: The supplier's price for this item. When creating an order, by
default this price will be copied into the "Unit Price" field in
the order.
Pack Size *: The size of the package used by the supplier for this item. In
an automatic order the ordered quantity will be rounded up
to this value.

Remarks: Free text.

Unit of Measure *: Indicates the supplier's base order unit. The system does
not deal with unit of measure conversions.

Update User, Update Date, Create User, Create Date:

Filled automatically by the system and are not changeable manually.

Sub-Tab: Quantity Discount

This tab contains a grid where we can define special prices and discounts of the supplier
for different order sizes.

To define a new record: click the <Add> button; fill-in the fields in the open window;

and click the <Save> button. In order to update (or to delete) a record, mark the

required record in the grid and click the <Update> button (or the <Delete>
button).

Fields description:

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Quantity *: If the ordered quantity is greater or equal to this quantity, the special price
or discount will apply.

Price: Indicates the price for the specified quantity.

% Discount: Indicates the discount for the specified quantity.

Expire date *: The date the pricing for this quantity expires.

Remarks: General remarks for this quantity pricing.

Sub-Tab: Lead Time

This tab contains statistical information of the item’s supplier record. This information is
calculated at each month end process and is used in the ordering process.

Fields description:

Min. Lead Time: The supplier's minimum lead time, calculated at the end of each
month.

Max. Lead Time: The supplier's maximum lead time, calculated at the end of each
month.

Average Lead Time: The supplier's average lead time, calculated at the end of each
month.

Lead Time Override: The lead time can be modified to the value specified in this field.

Lead Average Effective Date: The date until which the lead time override mentioned above
is effective.

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Note: To see specific supplier information, mark the required supplier and click the
<Update> button or double-click the record. As a result, the above mentioned tabs
(General, Cost Break and Usage Information) will appear.

5.4.1.4 Tab: Additional Fields

This tab displays the additional fields (Numeric, Text, Boolean and Date), set for the Item
entity in the "Additional Fields" screen.
This screen only allows you to edit the fields that were already added. For instructions how
to add more fields to the entity, see Chapter B: Additional Fields (section 5.5).

To update values for each of these fields, click the <Update> button, set the required

value and click the <Save> button.

5.4.1.5 Tab: Stock Management

10B

This tab displays information regarding the current stock situation required for the
ordering process.

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The top grid contains two Stock Management Levels:

Item level – total quantity of this item in all cabinets and;

Item/Cabinet level – total quantity of this item per cabinet. There will be one row for
each cabinet where the item is located.

Select stock level on top (mark the row) to display its details below…

The ‘Calculated’ column: The details displayed are automatically calculated by

the system during the ‘Monthly Usage Process’ based
on the usage statistics. These values will be used for
the automatic orders unless valid values will be
entered into the ‘Override’ column.
The ‘Override’ column: Manual values that override the calculated values. For the
override value to take effect the "Expiry Date" must be
selected and must be a future date. Upon expiration of the
override value, the system will revert to using the
‘Calculated’ values to create new orders.

For more information see Chapter D: Monthly Process (section 21.1) and Chapter D:
Automatic PO Process (section 21.2).

Note: The expiration date is obligatory if you change one of the override fields.

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Field Descriptions:

Note: All of the display values for the following fields depend on the selected Stock
Management Level – Item level or Item/Cabinet level.

Select stock level on top to display its details below…

In Stock: The current quantity in stock.
Issued Quantity: The issued quantity for the selected stock management level. If the
item type is 'Durable' it supplies information about the number of
items issued that should be returned to stock.
Standard Orders: The Quantity in Open orders for the selected stock management
level (quantity in the cabinet or the entire stock).
Internal Orders: The quantity of items in an Internal Order.

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On Route: The quantity of items from an Internal Order that was taken from
source location and is now on route to be received at its destination
location.
Rework Orders: The Quantity in Rework orders for the selected management level
(quantity in the cabinet or the entire stock).
Draft Orders: The Quantity in Pending orders (orders which haven't been
approved yet) for the selected management level.
Av. Monthly Usage: The average issue transaction quantity per month for the selected
stock management level.
Minimum Quantity: Indicates the item's minimum quantity. For the selected
management level: If the quantity in stock is less than this quantity,
a new order will be initiated to renew the stock to its maximal level.
Maximum Quantity: Indicates the item's maximum quantity. For the selected
management level: If the quantity in stock is less than the minimum
quantity, a new order will be initiated to replenish the stock to its
maximal level.
Expiry Date: The expiry date for override values (if set) for Average Usage,
Minimum and Maximum. This field can get a default value by setting
‘Defaults List’.
For more details see Chapter B: Defaults List (section 5.6).
Critical Minimum: Indicates the item's critical minimum quantity. For the selected
management level, if the quantity in stock is less than this quantity,
the item will be added to the ‘Critical Quantity Alert’, if scheduled.
This does not influence the automatic ordering process.
Frequency Class (Issue transactions per month): The average frequencies are classified
to groups: Group A – a most active item (measured in number of
issue transactions per month); and Group B – a less active item.
Average Frequency: The average number of transactions per month.
Is Internal Order: An option for automatic ordering of item for particular cabinet. If set,
in case of stock shortage, the system will create an internal order
instead of purchase order for the particular cabinet.

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Do not Order: An option for automating ordering of item for particular cabinet. If
set, the system will not create an automatic order even if there was
a stock shortage.

The <Recalculate> button:

Pressing this button will immediately recalculate and update the calculated Minimum
and Maximum quantities based on new override values, instead of waiting for the
schedule of the ‘Monthly Usage Process’. A change in the following fields can
influence the results: Lead times, Average Monthly Usage or Frequency Class
together with its Expiry Date.

After updating the required fields, click the <Save> button.

5.4.1.6 Tab: Locations

This tab displays a list of bins in all cabinets where the current item is stored.
You can update bin data and link the item to additional bins.

To link an item to additional bin:

1. Click the <Add> button on the right side of the grid. This will display the list of bins
that are not linked to an item.

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2. Select a bin from the list and click the <Save> button. This bin will be added to the
list in the grid. Continue to update data of the bin like Capacity, Items in Bin etc.

To update data of the bin:

By marking a certain record in the grid and clicking the <Update> button, the "Bin
Maintenance" screen will appear, displaying the details of the selected bin and allowing
the updating of the bin.

For further details regarding updating a bin, see Chapter B: Bin (section 5.3).

5.4.1.7 Tab: Usage

This tab displays the usage data by month related to the Item. The usage screen gives a
good indication for the activity of the Item. User can track in this tab the Usage, Average
Usage and Frequency or issues for the Item per month.

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5.4.1.8 Tab: Transactions

This tab displays all the transactions for the Item.

5.4.1.9 Tab: Links

14B

This tab displays a list of links associated with the item.

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Adding / Updating Links:

Each record is built of a file name and its full path and description.

1. Click the <Add> or <Update> button (to update an existing record first mark it
in the grid).
2. Enter the required values in the "Links" window (below) manually or click the
<Insert/Update file> button to select the file from the system.

3. Save the record by clicking the <Save> button.

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5.4.1.10 Tab: Orders

15B

This tab displays all the order lines that were created for this item.
In order to see the order that contains a specific order line, select the order line record and

click the <Update> button.

5.4.1.11 Tab: Alternatives

16B

This tab displays a list of items that have been defined as alternatives to the main item.
After defining the alternatives in Manage, the Touch module will display an <Alternatives>
button during the 'Issue' process when the requested item is out of stock.

5.4.1.12 Tab: Cost Centers

17B

This tab enables to edit list of cost centers to which this item will be linked.
For more details see Chapter D: Link Cost Centers to ITEM (section 19.3.1).

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5.4.2 Copying an Item

By copying an item, the user can add a new item to the system, identical to the
copied item.

The copied information is the values of the fields in the "General" tab, with the
exception of the item code, description (which will be set in the "Copy Item" window)
and supplier, which will not be copied.

To copy an item:

1. Click the <Copy Item> button.

2. Enter item code and description.

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Save the new item by clicking the <Save> button. Once the new item is
created and its details copied, the user is notified that the copying operation has
successfully ended.

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5.4.3 Kit Management

MATRIX-TM lets you manage Kits. A kit is created from a list of items, along with the
quantity of each such item.
In order to define a kit, you need to open an item of type “Kit”. Once a Kit item is opened, a
new tab "Kit Items" is displayed. In this tab it is possible to define all the items which make
up the kit. These items are defined along with their respective quantities.
When a Kit item is being issued, there are two possibilities:
• If the kit item is stored in a bin as one assembly, it is issued like any other item from a
bin.
• If the kit item is comprised of items stored in different bins, the system will issue all the
defined items continuously one after the other.

5.4.3.1 Defining a Kit Item

1. Open "Menu: Main  Item"
2. Open an item and choose Item Type Kit. This will open a new tab called "Kit Items". In
this TAB you can add the individual items which make up the kit. For each individual
item in the Kit you can add the following data:
Quantity: How many of each individual item per kit unit.
Sequence : In what order to show the lines.
Remarks: Any text which is related to this item.

For reading more information about kits, see Chapter B: Issue Kit (section 8.5.1) and
Chapter C: Issue a Kit (section 13.1.1).

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5.4.4 ITEM Life Cycle

The stock operations available for an item depend on the Item Type, Bin Type and on
System Options 904 and 905.
The system uses:
Six types of Items: Durable, Expendable, Gauge, Key, Kit and Reworkable.
Three types of Bins (definitions on the "Bin Maintenance" screen): Used (signed with
'Used Item'), Reworked (signed with 'Reworked') and New (no sign).
Each of system options 904 and 905 has 2 available values – YES or NO.

Expendable item: Can be issued only once, must be located in a new bin and without
option to return. This item type is not influenced by system options
904 and 905.
Durable / Kit: It is a multiple use item that can be located in any type of bin and
can be returned to the cabinet; therefore it can be issued many
times. This item type is influenced by the system option 905.

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Option 905 - Used Durable/Kit Bin good as New

If 905 = NO, Receive Durable/Kit new item to New bins.
If 905 = YES, Receive and Return Durable/Kit new item to New or
Used bins.
E.g. If you wish to Receive and Return New & Used Durable/Kit
items into one bin, select YES. If you wish to separate New & Used
Durable/Kit items into different bins, select NO and sign 'Used Item'
for bins.

Reworkable: It is a multiple use item that can be located in any type of bin, and
can be returned to the cabinet. It can be issued many times, but
only after rework process. This item type is influenced by the system
option 904.
Option 904 - Reworked Bin good as New
If 904 = NO, Receive Reworkable new item only to New bins and
Reworkable reworked item only to Reworked bins.
If 904 = YES, Receive Reworkable item (new or reworked item) to
New or Reworked bins.
E.g. If you wish to receive New & Reworked items into one bin,
select YES. If you wish to separate New & Reworked items into
different bins, select NO and sign 'Reworked' for bins.

Key: It is a physical key which is stored in Matrix in order to open external

lockers. This item type is managed as Durable type.

Gauge: It is a serial item which requires periodical calibrations. This item

type is managed as Durable type.

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The following charts show the life of cycle of the different item types and settings for
system options 904 and 905.
Please read more information about the influence of system options 904 and 905 in
Chapter B: Stock Management Levels (section 6)

Life cycle of DURABLE / KIT Items

905 = Yes 905 = No

Order of Order of
New items New items

Receive
Receive

Bin
Bin Used = No
Used = No / Yes

Issue
Issue

Return
Return

Bin
Used = Yes

Note:
When 905=Yes and there is a used
bin, it may still be possible to return
to it.

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Life cycle of REWORKABLE Item

904 = Yes 904 = No

Order of Order of
New items New Items

Receive Receive

Bin Bin
Used = No Used = No
Rework = No / Yes Rework = No

Issue Issue

Return Return

Bin Bin
Used = Yes Used = Yes
Rework = No Rework = No

Rework Rework
Order Order

Notes:
Receive
• When Reworkable items are sent to regrind
supplier, but cannot be fixed, close manually
their order after receiving all that was fixed.
• When 904=Yes and there is a rework bin, it Bin
may still be possible to receive the rework Used = No
order to it. Rework = Yes

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5.4.5 Add Images to Items

The system supports displaying the item’s image in the Manage and Touch modules.
To use this feature, the folder defined in System Option 400 (Item Pictures path) must
contain all the files with the extension as defined in System Option 204 (Picture File Type).
When opening an item in Manage or Touch, the system will try to find the compatible item
picture and to display it. If no matching file will be found, the Group Image of that item or
'No Image' will be displayed.

There are three ways to add images to the items:

Manual file renames and copies:

1. Rename the image file using Item Code value and extension such as defined in the
System Option 204 (jpg / gif / bmp).
For example, the image file name of item with Item code = 1030606 can be:
1030606.gif
2. Put the image file in the folder defined in the System Option 400.

Files selections by Manage interface:

1. Open the 'Item Maintenance' screen of the item that you wish to set the image.

2. Click the browse button and select image file.

This will automatically copy the selected file into the folder as defined in System Option
400 and will rename the file using Item Code as a file name with extension as defined in
System Option 204.

Massive transfer of picture files:

If you have a folder with a lot of item image files that are named by Item Code or by
Additional Item Code or by Supplier Code, you can transfer them together into the folder
defined in System Option 400.
For more details read Chapter E: Matrix Pictures (section 25.18).

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Recommendation: Locate the image files in one folder shared to all the Matrix users and
set respectively the system option 400 (for example, \\pcname\Matrix\Images). This will
prevent unnecessary copies of files and maintenance for each folder separately.

5.4.6 Key Management

MATRIX-TM lets you manage Keys. Keys are stored in MATRIX cabinet and external
lockers (defined as bins of a Non-Automatic cabinet) connected to the key.
‘Key Connected’ – when issuing an item located in an external cabinet or locker, the
MATRIX cabinet will actually issue the key for the locker, and create separate
transactions: one for the key and one for the item.
This is a very efficient and economical solution for large items management.

5.4.6.1 Defining a Key Item

1. Open "Menu: Main  Item".
2. Create a new item, choose 'Key' for 'Item Type' field and save. This will create all
standard tabs and an additional tab called "Connected Bins".

3. Locate the key in MATRIX cabinet' bin/s by the "Locations" tab or by opening the
"Search Bins" screen.

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4. Open the "Bin Maintenance" screen of the bin in which you have just located the key
and mark the "Used Item" field. This is required in order to enable return of the keys to
the cabinet.

5. Open the "Item Maintenance" screen of the key and switch to the tab "Connected
Bins". In this TAB you can add the bins which will be opened by this key.

6. Click the <Add> button that is on the right side of the grid to connect bin to key.
The opened screen "Search Bin" will display all the bins in Non-Automatic cabinets
that were not connected to any key yet.

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7. Select bin to connect and click the <Select> button. You can also select multiple bins
by holding CTRL key and marking the records. These bins will be added to the
"Connected Bins" tab.
8. Open the "Bin Maintenance" screen of the bin which you have just connected to the
key and see on the bottom part of the "General" tab that this bin has now the definition
of key that will open this bin in the locker.
Also instead of following steps 5-7, you can open directly this screen and define the
key to which this bin will be connected.

Manage does not support working with keys when making transactions. Transactions with
keys are supported only in the Touch module:
For issuing the item from locker using key, please follow Chapter C: Issue an Item from
Locker (section 13.1.2).
For using key management in other modules in Touch, please follow Chapter C: Working
with Key to Lockers (section 13.9).

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5.4.7 Serial Items Management

MATRIX-TM lets you manage items by serial numbers. Thus you will be able to control
each item individually by its serial number. Serial number is a unique identifier for each
item piece.

Serialization by item type:

Defining item as serial is made by marking the item as 'Serial' on the "Item Maintenance"
screen, depending on item type.

• Items of type Durable / Key can be serialized; therefore the field is enabled and
changeable. Tab 'Serial' will be added to manage the serials.
• Items of type Gauge can be only serial; therefore the field is automatically marked and
not changeable. Tab 'Serial' will be added to manage the serials and tab 'Gauge' to
manage gauge set of measurements and calibration parameters.

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• Items of type Expendable / Reworkable / Kit cannot be serialized, therefore the field
is disabled.

5.4.7.1 Adding Serial Items to an item

You can add serial items for item in one of the following ways:

By list of serial items:

1. Open "Menu: Main  Serial Items". This screen lists all the serial numbers for all the
items.

2. Click the <Add> button on the toolbar.

The screen "Serial Item Maintenance" will be displayed.

Fields Description:
Serial Key: Automatically generated key for the record.
Serial Number *: Insert the serial number of the specific item. The number should be
unique per item code, but can be duplicated for different item codes.
Item Code *: A list of all the items that are marked as 'Serial'. Select an item.
Item Description: Description of the selected item.
Issue for: The last user who made Issue transaction on this serial number.

3. Insert the required data and click the <Save> button.

At this point, you will receive new tabs and the 'Bin Code' list.

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The 'Bin Code' lists all the bins that are used for this item code and that have space to
store new serial numbers, according to bin's 'Capacity'.
Even if some of the serial items are not currently in stock, as long as they are linked to
this bin they reduce the bin's available space.
4. Select bin in which you would like to store the serial item and save the record.
Confirming this operation will change the status of the serial item from 'Unallocated' to
'In Stock' and will create 'Adjust Bin Quantity' transaction increasing the stock.
Please remember to complete the physical stock as well.

By item screen:
1. Open "Item Maintenance" screen of the item to which you would like to add serial
number and select the tab "Serial". This tab lists all the serial numbers for this item.

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2. Click the <Add> button from the right side of the grid.
The screen "Serial Item Maintenance" will be displayed as in the previous way, but
already with the selected item code.

By bin screen:
1. Open "Bin Maintenance" screen of the bin to which you would like to add serial number
and select the tab "Serial". This tab lists all the serial numbers for this bin.

2. Click the <Add> button from the right side of the grid.
The screen "Serial Item Maintenance" will be displayed as in the previous way, but
already with selected item code.

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5.4.7.2 Tab: General

This tab contains general details regarding the serial item.

Fields Description:
Status: The status of the serial item (see Statuses for Serial Items)
In Stock: Availability of the serial number in stock according to status. This
field will be marked while the status will be one of the followings:
In Stock / Inactive / Out of Spec.
Status Modified On: The date of the last status change.
Status Modified By: The first name and last name of user of the last status change.
Expired Date: The date in which the item will be expired.
Remarks: Free text.

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Statuses for serial items

The following table describes all the available statuses for serial items and all the changes
can be done on the Manage on the "Serial Item Maintenance" screen  “General” tab.

Status Description In Can be Can be Can be Bin

Stock changed to issued? deleted? Code
status: enabled
Unallocated Does not belong to any bin. No None No Yes Yes
Need to be allocated to bin.
In Stock Can be issued, being sent Yes Any status Yes No No
to calibration (only for
gauge), etc.'.
Issued Needs to be returned to No In Stock No No No
stock after use.
In Should be returned to stock No In Stock / No No No
Calibration or to be changed by status. Scrap / Out
(Only for gauges) of spec /
Lost
Inactive In stock, but not to be used. Yes In Stock / No No No
Can be disconnected from Unallocated
the bin or allocated to a
different bin.
Scrap Scrapped item. No In Stock No Yes Yes
Out of Spec In stock, but out of spec Yes In Stock No No No
and not to be used.
Lost The serial item was lost. No In Stock No Yes Yes

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5.4.7.3 Tab: Calibration History

This tab appears only for serial items for which the Item Type is Gauge.

Fields Description:
Issues Interval: The number of issues allowed until the item is due for calibration.
Relevant only if the interval type includes issues.
Schedule Interval: After this interval is reached, a calibration is needed.
Relevant only if the interval type includes time period definition.
Interval Type: Available interval types:
• Days / Months / Years / Issues
• Days / Months / Years & Issues – Only when the time period
is up and the amount of issues had exceeded the limit – the
item will have to be calibrated.
• Days / Months / Years or Issues - When the time period is
up or the amount of issues had exceeded the limit – the item
will have to be calibrated.

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• Manual
Last Calibration Date: The last date on which a calibration was completed.
Next Calibration Date: After this date the item will require a calibration.
Number of Issues: Amount of issues of this serial item. Automatically calculated field
according to the following:
When issuing, adds +1 to this field.
When returning, adds the quantity user defines.
When sending to calibration, does not make any change.
When returning from calibration, set the value to zero.
Gauge Calibration Orders Grid:
Serial Order Number: The number of the gauge calibration order.
Bin Code: The Serial Item's bin code
Status: The status of the calibration order.
Calibration Reason: The reason for sending the serial item for calibration. Available
Values are – Schedule / New / (Empty).
Calibration Date: The calibration date of the order.

5.4.7.4 Tab: Links

This tab displays a list of links associated with the item.

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5.4.8 Gauge Management

Gauge is a serial item which requires periodic calibration.
This chapter describes how:
• To define gauge and its measurement parameters
• To send the gauge to calibration
• To record gauge measurements after calibration
• To schedule the next calibration

5.4.8.1 Define gauge and calibration parameters

1. To manage gauges create an item of the type 'Gauge'.
The "Item Maintenance" screen will have two additional tabs:
Gauge: to manage calibration schedule and gauge measurements that are tested
during calibration.
Serial: to manage the serial parts of the gauge.

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Fields Description:
Gauge: Automatically generated Key of the Gauge
Issues Interval: The number of issues allowed until the item is due for
calibration. (Relevant only if the interval type includes issues).
This value will be copied into the serial items of the gauge.
Schedule Interval: After this interval is reached, a calibration is needed. (Relevant
only if the interval type includes time period).
This value will be copied into the serial items of the gauge.
Interval Type: Available interval types: (This value will be copied into the serial
items of the gauge)
• Days / Months / Years / Issues
• Days / Months / Years & Issues – Only when the time period
is up and the amount of issues had exceeded the limit – the
item will have to be calibrated.
• Days / Months / Years or Issues - When the time period is
up or the amount of issues had exceeded the limit – the item
will have to be calibrated.
• Manual
Reference 1-2: Any references for gauge.
Price: The price of the calibration that will be calculated into the
"Return from Calibration" transaction.
Tolerance for number of days: Tolerance for calibration.
Remarks: Free text.

2. Define the calibration interval and the relevant fields and continue to gauge
measurements.

3. Click the <Add> button on the right side of the “Gauge Measurement” grid to add
new measurement. New line will be added to insert measurement data. Insert the data
and save.

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Gauge Measurement:
Sequence *: Sequence order of the measurement.
Description *: Describe the measurement.
Unit of Measure *: Select the unit of measure.
Tolerance: The range (plus or minus) that defines a valid measurement. It will
affect the minimum and maximum.
Optimum Value *: The target value.
Minimum Value: The minimal value accepted.
Maximum Value: The maximum value accepted.
Remarks: Free text.

4. Switch to 'Serials' tab and add serial numbers for this gauge item.
To create serial items for the gauge item, please follow Chapter B: Adding serial
numbers for item (section 5.4.7.1). These serial numbers will appear on the 'Serial' tab
on the 'Item Maintenance' screen and also in the "Menu: Main  Serial Items" screen.

5.4.8.2 Schedule calibration of serial item

1. Open serial number of gauge and switch to 'Calibration History' tab.

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The top part of the tab defines the schedule for this serial number calibration.
When the serial number is created, these values are copied by default from interval
values of the gauge (on the 'Gauge' tab on the 'Item Maintenance' screen).

2. To calibrate the item after X times that the item was issued, set the fields “Interval
Type” to ‘Issues’ and “Schedule Interval” to the number of issues.
Otherwise, set the fields to the interval of time.

5.4.8.3 Send gauge to calibration

This chapter describes how to send a gauge serial item to calibration.

1. Open "Menu: Operations  Gauges  Send Gauge to Calibration" to view all the
gauges that due for calibration.

This screen lists all the gauge serial numbers that have already reached the defined
interval in statuses In Stock / Inactive / Out of Spec / Issued and need to be sent to
calibration.

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2. Double-click the serial item which you want to send to calibration.

The "Calibration Order Maintenance" screen will be displayed.

3. Select a 'Calibration Reason' (Available options: New / Schedule).

4. Click the <Save> button in the bottom of the screen to complete the calibration
sending process.

Note: The 'Send to Calibraion' action is also available via the TOUCH module.

5. Take out the gauge from the bin via Touch application's 'Adjust Item' module, but do
not change the stock because the stock was already updated by changing status to 'In
Calibration' and creating the transaction.
Send the gauge to calibration and when the item is returned from calibration continue
to the next chapter to insert results of calibration.

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Alternative option:
It is also possible to change the serial status to “In Calibration” status.
The following instructions describe how to set the status of gauge item.

1. Open "Menu: Operations  Gauges  Send Gauge to Calibration" to view all the
gauges that have reached the calibration time.

2. Select serial number in status 'In Stock' (the statuses Inactive / Out of Spec are not
available for this status change), right click the record and select the “Serial Item
Maintenance” option from the popup menu.
The screen as following will be displayed.

3. Change the status to 'In Calibration'.

The following message will be displayed:

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Important! Before confirming the status change, it is recommended to read Chapter B:

Statuses for Serial Items (section 5.4.7.2).

4. Click <Yes> to confirm.

5.4.8.4 Return gauge from calibration

This chapter describes how to return gauge from calibration and record measurements
after calibration, based on the calibration parameters that were defined for the gauge (as
described in Chapter B: Define gauge and calibration parameters (section 5.4.8.1)).

1. Open "Menu: Operations  Gauges  Return Gauge from Calibration".

This screen lists all the serials in status ‘In Calibration’.
2. Double-click the serial item which you want to return from calibration.
The "Calibration Order Maintenance" screen will be displayed.

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It is also possible to open this screen from “Serial Item Maintenance” screen of serial
in status ‘In Calibration’ and following “Calibration History” tab.

3. Insert a 'Calibration Date' (the default value is the current date).

4. Go through the measurements lines; Mark a line and press the <Update> button,
insert the results of the calibration for each measurement and save the changes.

Note: If the 'Result' field is colored red, this points to abnormal calibration results.

If the results are normal:

• Change the status of the serial item to 'In Stock' and save the changes.
If the results are abnormal, change the serial to relevant status:
• Status ‘Scrap’ for scrapping the serial from system. Save the changes.
• Status ‘Out of Spec’ for making serial not available for use. Save the changes.

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5. If you changed the serial to status ‘In Stock’ or ‘Out of Spec’, you need to physically
return the item back to bin in order to keep balance between recorded stock and actual
stock. For this, it is recommended to use the Touch application and 'Adjust Item'
module without changing the stock (the stock was updated by status change)

It is recommended to read Chapter B: Transactions with Serials (section 5.4.9) to

follow after transactions and changes done in the system by these operations.

6. To view the history of all the calibration orders you can open "Menu: Reports  Gauge
 Calibration History".

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5.4.9 Transactions with Serials

This table describes for serials for each module on Touch and each operation in Manage
what transactions type will be created, what will be the serial status changes and what
change will be recorded into the History Log.

Application Module Serial status FROM and TO, the transaction created, the
Quantity in transaction, the IN_STOCK mark, the record into
History Log. Consider Gauge and Durable serial.
Touch Issue Change from status ‘In Stock’ to status ‘Issued’.
Transaction: ‘Issue’ (+1) and IN_STOCK=0.
History Log: Records serial status change.
Touch Return Change from status ‘Issued’ to one of the statuses:
To ‘In Stock’ – ‘Return To Cabinet’ transaction (+1).
To ‘Lost’- ‘Adjust Bin Quantity’ transaction (0).
To ‘Out of Spec’– ‘Return To Cabinet’ transaction (+1).
To ‘Scrap’ – ‘Scrap’ transaction (0).
All status changes recorded into History Log.
Touch Receive Able to receive only serial on status ‘Unallocated’ or new serial.
Does not show ‘Inactive’ serials for receive.
Change to status ‘In Stock’.
Transaction: ‘Receive’ (+1) and IN_STOCK=1.
History Log: Records status change only for ‘Unallocated’ serial
and not for new one.
Touch Receive Exactly as ‘Receive’ process.
without
Order
Touch Change Change from status ‘Issued’ to status ‘In Stock’.
Issue Transaction: ‘Issue’ (-1) and IN_STOCK=1.
History Log: Records serial status change.
Touch Adjust Will not show ‘Unallocated’ serials.
Item Will NOT allow changing to ‘In Calibration’ status (not gauge

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and not durable serial).

Transaction: Creates ‘Adjust Bin Quantity’ transaction for every
serial that changed status, even for those that did not change its
IN_STOCK. If no status change for serial, no transaction.
No summary transaction.
History Log: Records serial status changes, even for those that
did not change its IN_STOCK. If no status change, no record.
Touch Count Bin Will not show ‘Unallocated’ serials.
Will DO allow changing gauge to ‘In Calibration’ status (not
durable serial).
Transaction: Creates ‘Stock Count’ transaction for every serial
that changed status, even for those that did not change its
IN_STOCK. If no status change for serial, no transaction.
No summary transaction.
History Log: Records serial status changes, even for those that
did not change its IN_STOCK. If no status change, no record.
Touch Transfer N/A – It is not supported to add gauges or durable serial items
Order to Internal orders, therefore this module is not applicable for
serials.
Touch Requests For OUT Requests – the same as in Issue process.
For IN Requests – the same as in Receive process.
Touch Send to Will show gauges (not durable serials) in statuses IN STOCK /
Calibration INACTIVE / OUT OF SPEC. Creates ‘Send to Calibration’ (+1)
transaction for every serial and changes the status of the serial
item to 'In Calibration’. A new calibration order is added to the
'Calibration History' tab of the serial item and to report.
Records serial statuses changes into HISTORY LOG.
Touch Return Change gauge (not durable serial) from status ‘In Calibration’ to
from one the statuses:
Calibration To ‘In Stock’ – ‘Return from Calibration’ transaction (+1).
To ‘Lost’- ‘Adjust Bin Quantity’ transaction (0). The bin will not
be opened.
To ‘Out of Spec’– ‘Return from Calibration’ transaction (+1).

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To ‘Scrap’ – ‘Scrap’ transaction (0). The bin will not be opened.

All status changes recorded into History Log.
Manage Issue Like in TOUCH

Manage Return Like in TOUCH

Manage Receive Like in TOUCH
Manage Receive Like in TOUCH
without
Order
Manage Change Like in TOUCH
Issue
Manage Adjust N/A
Item
Manage Count Bin
Manage Transfer
Order
Manage In/Out
Requests
Manage Send to Like in TOUCH, except:
Calibration Shows also serials in status ISSUED.
When trying to send this serial to calibration, the system will
alert that this serial needs to be returned to stock before
sending it to calibration.
This serial is shown in order to control expired serials that are
not in the stock.
Manage Return Like in TOUCH
from
Calibration
Manage Serial See the table in section 5.4.7.2.
Update

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Possible changes for serial items in the system

The following chart describes all the available statuses for serial items and the changes
can be done in the system, both in Touch and Manage.
* The “In Calibration” status is available for gauges only.

Create serial
number for item

Delete
Unallocated from list or;
from item

Issue or; Allocate Change Dislocate

Change to Bin status from Bin
- status
+ -
Return or;
Change Change Removed
Issued In Stock status
status
+ -
Send to
Calibration* or; +
Change status Delete
Change Inactive from list or;
- status from item or;
Change from bin
In Calibration* status

Return from +
Calibration* or;
Change status
Scrap

Lost

Out of spec

Send to
Calibration*
(not available by changing status)

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5.5 Additional Fields

Additional Fields are fields that are specifically defined by the user for each of the following
entities: ITEM, BIN, Purchase Order, Purchase Order LINE, Serials and KIT.
This means that you can add new customized fields for the entities of the system, such as
color of item, etc.... You will be able to maintain and view those fields later.
To operate this screen, open "Menu: Administration  Additional Fields".
The following screen will then be displayed:

To define an additional field:

1. In the left "Table" grid, mark the entity for which you need to add the new field and click

the <New> button.

2. Enter the field's name
3. Set the new field's type: Numeric, Text, Boolean (yes/no) or Date.
4. Set the field's length (this value should not be set for Boolean or Date fields)
The Additional Fields defined in this screen will appear in the "Additional Fields" tab in the
Update screens of each of the abovementioned entities (The purchase order's details'

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additional fields are displayed in its Update screen [in the "Additional Fields" tab, located
within the "Details" tab]).

5.6 Defaults List

This feature enables to define default value for some of the fields on the maintenance
screen of Bin and Item. When creating new item/bin these defaults would be used. This
helps initially to create records with appropriate parameters instead of setting them
manually one by one, saving user a lot of time.

To change default:
1. Open "Menu: Administration  Defaults List".
The following screen will then be displayed (this screen presents the recommended
default values):

2. Select field and open for update to change its default, for example 'Capacity' field for
Bin application.

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3. Change, for example, the default value to 10 and save.

4. Create new bin manually or build drawer for some cabinet. The created bin/bins will
now use the new value for the field.

List of defaults:
For Bin: Capacity, Consignment, Allow Over Capacity, Default Issue Quantity –
when adding new bins, these fields are copied to “Bin Maintenance” screen
 “General” tab.
Expired Date – when connecting item to bin, this field is copied to “Bin
Maintenance” screen  “Stock Management” tab  into “Effective Until”
field.
For item: Consignment, Item Type, Calc Level - when adding new items, these fields
are copied to “Item Maintenance” screen  “General” tab.
Expired Date – when connecting item to bin, this field is copied to “Item
Maintenance” screen  “Stock Management” tab  into “Expiry Date” field
on the Item and Item/Cabinet levels.

6 Stock Management Levels

6.1 Stock Levels

The stock in the system is managed using Stock Levels.
There are 3 levels of management and the management is done for each item on each
level – BIN level, ITEM / CABINET level and ITEM level.

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For example, in the chart on the next pages we can see stock management levels of an
item called ITEM (5530123):
ITEM (5530123) is defined in the system. It is located in 2 cabinets: Demo1 and Demo2. In
Demo1 it is associated with 6 bins (in different drawers) and in Demo2 the item is
associated with 3 bins. Some of the bins contain used items (indicated in red), some bins
contain reworked items (indicated in green) and some bins contain new items (indicated in
blue).
1. BIN level – manages the quantity of ITEM (5530123) in each bin.
2. ITEM / CABINET level – manages the quantity of ITEM (5530123) in each cabinet.
3. ITEM level – manages the quantity of ITEM (5530123) in all cabinets.

According to periods of use and usage statistics, the system calculates (automatically or
manually, depending on the set parameters of the user) the usage data for each Stock
Management Level. For example, the system calculates the required minimum and
maximum quantities of items on each level in order to avoid stock shortage. It is the user’s
decision whether to use this calculation and allow the system to create automatic orders
based on it. Alternatively, the user can define minimum and maximum quantities for each
Stock Management Level manually.
For more information see Chapter D: Manual Processes (section 21).

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Important! System Options 904 and 905 allow you to choose whether to include
Reworked and Used items when the system calculates stock quantities for Item, Cabinet
or Item levels. For more details see the table in the following section.

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6.2 Stock ROLL-UP by System Options 904 & 905

The following table describes the cases when the stock in the bin is rolled-up up to the
Item/Cabinet and Item levels:
If System Option 904 is set to 'YES', then a reworked bin (of Durable / Kit / Key / Gauge
and Reworkable item types) will be treated like a new bin, meaning that the stock from this
bin will be rolled-up up to the Item/Cabinet and Item levels.
If System Option 905 is set to 'YES', then a used bin of Durable / Kit / Key / Gauge item
types) will be treated like a new bin, meaning that the stock from this bin will be rolled-up
up to the Item/Cabinet and Item levels.

For V5.0 (the same as for V4.7):

Parameter Parameter Roll up Stock Quantities by Item type
904: 905:
Roll up Roll up Durable
reworked used Reworked Used Gauge
Expendable Reworkable Note
(not used) durable/kit Kit
item item Key?

√ √ √
√ √ √ N/A √
√ N/A √ √
√ √ √
√ N/A

√ N/A

√ √ √
√ √ N/A

√ N/A √ √
√ √ √
√ √ N/A √
√ N/A

Please read more information about the influence of system options 904 and 905 in
Chapter B: ITEM Life Cycle (section 5.4.4).

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7 Orders (standard, Rework and Internal)

This module describes 3 different types of orders (standard orders, Rework Orders and
Internal Orders) that are managed in 2 different ways - manually and automatically.
All order types are created in a similar way, therefore their screen and fields are described
here once and differences between them will be noted.
The system displays a list of orders (each type in a different list), where we can add a new
order, can sort and/or filter existing orders and can open them for maintenance.
The "Order Maintenance" screens contain the orders' general information (PO number, PO
code, supplier, supplier's name and shipping method) and the following tabs (each
contains information relevant to the order): General, Details, Additional Fields, Links
and Address. Using the tabs, a user can view the content and status of each line item in
the order and can update its details.

Three types of orders:

Order (standard):
An order for purchasing new items from a supplier.
1. Operated by "Menu: Order  Orders".
2. The order can be created both manually and automatically.
3. When creating the order, we select items that we want to order from the supplier.
Select item of any type (Durable / Expendable / Reworkable / Kit).
4. In order to receive the items into the system, it is not necessary to make <Send
Order> operation.
5. When the items are supplied by the supplier, we will usually receive them to the new
bins (depends also on the system options 904 and 905).

Rework Order:
An order for sending used items from stock to rework/regrind process.
1. Operated by "Menu: Order  Rework Orders".
2. The order can be created manually only.
3. When creating the order, we select bins that store used items. Select bin that is
defined as 'Used Item' (see for Bin Maintenance screen) and that contains any type of

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item except Expendable. In order to take out the items physically from the cabinet, use
"Adjust Item" option (or "Count Bins") in the TOUCH module to open the bins and to
take the items out without adjusting quantities.
4. In order to Receive the items into the system, it is necessary to make <Send Order>
operation.
5. When the items are returned from regrind process, we will receive them as usual to the
bins defined as 'Reworked' (depends also on the system options 904 and 905).

Internal Order:
An order for transferring stock from cabinet to cabinet. The tools for transfer can be taken
from a main warehouse or from any other cabinet. The ordered item can be transferred
from any location to any location such as: bin to bin, from cabinet to cabinet and also from
site to site.
1. Operated by "Menu: Order  Internal Orders".
2. The Internal order can be created both manually and automatically.
3. When creating the Internal order, we select items that the receiving cabinet needs
(normally items that have fallen below their minimum stock level). Select item of any
type (Durable / Expendable / Reworkable / Kit).
Note: In order to take out the items from the transferring cabinet, it is necessary to
make <Transfer Order> operation. See more information in Chapter B: TRANSFER
Internal Order (section 8.2) and Chapter C: TRANSFER ORDER (section 13.6).
4. In order to Receive the items into the system, it is not necessary to make <Send
Order> operation.
5. When the items are ready to be received into the ordering cabinet, we will receive
them as usual to the bins that are associated with the item.

Two ways to manage orders:

A purchase order can be added to the system in two ways:
Manual order – a user enters this kind of order manually.
Automatic order – once in a pre-defined interval of time (day or week, subject to the
administrator's definition), an automatic batch process will occur, that will create a
purchase order. This automatic process produces a list of items and their quantities,
needed to complete the required stock replenishment. It does this by checking the existing

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stock levels and the system's parameters, specifically the stock management level (bin,
cabinet or item). The system will set the order by comparing the current stock with the
minimum and maximum levels in each stock management level. Purchase orders initiated
by the automatic process can be saved as either "Draft" for review and approval before
sending to the supplier, or a normal order is created and automatically sent to the supplier.

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7.1 Create Manual Orders

1. To create a standard Order, open "Menu: Order  Order  Orders".
To create a Rework Order, open "Menu: Order  Order  Rework Orders ".
To create an Internal Order, open "Menu: Order  Order  Internal Orders ".

2. Click the <Add> button on the toolbar.

3. Enter values for the mandatory fields:
PO Number: Composed of two values: a code prefix and an automatic number,
received automatically when the order is saved.
PO Code: Purchase order code used as an order name
Supplier Name *: The supplier for that order. The field "Shipping Method" will be filled
automatically with shipping method of the selected supplier if user
has not made any selection yet.

Important! Please note that for an Internal Order, 'Internal Supplier' will automatically be
defined as the supplier. Internal Supplier is automatically added when creating a new
database or updating the database to version 4. The system uses Internal supplier for all
Internal Orders and prohibits deleting his record and changing the supplier of Internal
Orders.

Shipping Method *: The shipping method for that order. This field will be filled by
default with shipping method of the selected supplier if user has not
made any selection yet. This is a mandatory field (*) and must be
filled-in.

4. Click the <Save> button on the toolbar to create the order in the system. Once the
order is created, PO number is automatically received and the order tabs are created.

Note: Once the order is created, it cannot be deleted from the system, but only can be
closed.

5. Continue to enter values for the fields in the following tabs.

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7.1.1 Tab: General

Note: When adding a new order, only the general fields at the top of the page and the
"General" tab appear. The other tabs will only appear after entering the mandatory values
and saving the order.

The General tab contains additional general details regarding the order:

Statuses:
• Draft: Automatically initiated orders which still need to be approved.
• Opened: Automatically or Manually initiated orders, which are already sent or yet to
be sent to the supplier (this is the default status for new orders).
• Closed: Status that can be updated automatically or manually:
 The order status is updated automatically when all of the ordered
items are received fully, or;

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 The order status is updated automatically when some of the ordered

items are received partially, but the user confirms closing all of the lines,
or;
 The order status can be updated manually, even if some of the order
lines are still open or only partially received. This will require user
confirmation to close the order lines.

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The following chart shows the order header statuses including the valid transitions
between statuses.

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Other details regarding the order:

Revision *: The number of times the order has been revised.
Supplier PO: The supplier's order reference number, used for follow up.
Order Date *: Indicates the date the order was initiated.
Requested By: Indicates the name of the user who made the request.
Request Date: Indicates the date by which the order is needed.
Currency *: Received from the supplier's definition and used for the order's cost
calculation.
Freight: The amount to be paid for shipping the order.
Total Price: The value of all lines in the order automatically calculated.
Sent: Indicates whether the order was sent to supplier.
Site: The site that the order is created for.
Send to ERP: Indicates whether this order and its order lines will be sent to an ERP
system. This value is automatically received from Supplier definition.
Remarks: General remarks.
Create User, Create Date, Update User, Update Date:
Filled automatically by the system and cannot be changed manually.

7.1.2 Tab: Details

84B

This tab enables adding, updating and deleting order lines. It is divided into two parts:
The top part contains a grid, which displays PO records.
The lower part contains an index tab with the following sub-tabs: Line Details, Remarks,
Additional Fields and Invoices.
When creating a standard “Order" or "Internal Order", the user will have to select the
ITEMS to be ordered.
When creating a "Rework Order", the user will have to select BINS which contain the used
items that need to be reworked.

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Adding ITEMS to a standard Order or INTERNAL ORDER:

1. Click the <Add> button, located at the right of the order line grid.
The following screen will appear.

It will display all the items of any types.

2. Search for the required ITEM, mark the line and click the <Select> button or double-
click the line. The items screen will be closed and the selected item will be added to
the order. As a result, an additional index tab will appear below.

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Note: If an item, which is not attributed to any supplier, is selected, a notification message
will appear for the line.

3. Fill the values for the fields "Cabinet", "Bin", "Quantity" etc.

Adding BINS to a REWORK order:

1. Click the <Add> button, located at the right of the order line grid.
The following screen will appear.

It will display all the bins that contain used items of Durable / Kit / Reworkable types.

2. Search for the required BINs, mark the line and click the <Select> button or double-
click the line.

Note: You can select multiple bins by holding the CTRL key and selecting the records.

The Bins screen will be closed and the selected bins will be added, transferring all the
bin stock to the order. As a result, an additional index tab will appear below.
3. Change the values for the fields "Quantity" etc, if required.

Sub-tabs:

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The sub-tabs created below appear after adding an item/bin to an order.

If you cannot see the tabs and you need to edit/view a line's details, select the required

line in the order screen grid and click the <Update> button that is on the right side of
the grid or double-click the line. As a result, an additional index tab will appear below.

Sub-Tab: Line Details

Fields description:
Item: The ordered item and its description.
Consignment: The order line is automatically marked as consignment/non-
consignment depending on the order level and on consignment
marks of item / bin. User can manually change this mark.
This mark will influence on the Receive process i.e. consignment
order lines can be received only into consignment bins and the non-
consignment order lines can be received only into non-consignment
bins, It is important to read more information in Chapter B:
Managing Consignment Stock (section 8.10).
Cabinet: Select the cabinet for which the order is intended or leave it empty.
Bin: Select the bin for which the order is intended or leave it empty.
When the item is received, this will be the default bin. However, the
user is allowed to select a different bin when receiving.
Note: In case of a "Rework Order", once the bin is selected, the fields 'Cabinet' and 'Bin'
are set and disabled. Also in case the focus on the order line was lost, these fields
become disabled.

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Quantity: The order line quantity.

Received Quantity: The quantity that has already been received.
Unit Price: The item's unit price, as defined in the "Item" module.
Total price: The item's price, multiplied by its ordered quantity.
Order Date: The date the item was ordered.
Request Date: The requested delivery date for the order.
Promised Date: The date delivery promised by the supplier.
Receive Date: The last date any quantity was received.
Status: The order line status:
• Draft – indicates that the order was automatically initiated by the system
and needs to be approved.
• Opened – a manually initiated order line, which is yet to be sent to the
supplier. This is the default status for new order lines.
• Sent to supplier – the item from the line was sent to supplier
• Partial Receive – part of the ordered quantity had already been received
• Closed – the line's status is automatically changed to this option once
the entire quantity is received. It can also be updated manually, when
no additional items are expected.
• Cancel – a line can be set as cancelled if none of its items were
received yet.
• On Route – (relevant only for Internal Orders) Items that were already
transferred by "Transfer Order" option but have not yet been received
into the ordering cabinet.

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The following chart shows the line statuses including the valid transitions between
statuses.

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Sub-Tab: Remark
This tab enables entering remarks related to the lines. To edit an existing remark,

select the required line and click the <Update> button, update the remark and
save.

Sub-Tab: Additional Fields

This tab displays the additional fields defined for the purchase order line, and
enables updating their values for the order.

Sub-Tab: Invoices
This tab displays all the invoices for the current order line, and enables adding,
updating and deleting their values.

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Deleting items from the order

In order to delete an item line from the order:

1. Select the line in the grid and click the <Update> button that is on the right side of
the grid or double-click the line.
2. On the tab "Line Details" that is below the grid, change the status of the line to status
'Cancel'.

3. While the line is selected in grid, click the <Delete> button that is on the right side
of the grid and confirm the deletion message.

Note: If an item line was already partially received (status 'Partial'), you cannot set the line
status to 'Cancel' and therefore the line cannot be deleted from the order.

7.1.3 Tab: Additional Fields

This tab displays additional fields associated to the order's header.
This screen only allows editing the fields that were already added. For instructions how to
add more fields to the entity, see Chapter B: Additional Fields (section 5.5).

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In order to update an Additional Field record:

1. Select the record and click the <Update> button from the right side of the grid.
The screen as following will appear:

2. Set the value and click the <Save> button. The value will be updated for the
current order.

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7.1.4 Tab: Links

Similar to other modules in the system, this tab contains remarks and files that can be
associated with the order. Each link contains the following details: the file's name, its full
path, type and description.

Adding / Updating Links:

1. Click the <Add> or <Update> button (before updating select the required row
in the grid). The following screen will appear:

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2. If you need to attach a file to the order, click the <Insert/Update file> button, select file,
and the Name / Path fields will be filled automatically. Otherwise type the fields
manually.

3. Click the <Save> button to save the record.

7.1.5 Tab: Address

This tab displays addresses and contact information of the ordering site and the supplier.

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Delivery Address fields: Automatically filled-in with the address and the contact person
data of the Site for which this order was created (see 'General' tab). This data can be
modified temporarily for the specific order or permanently on the Site definition (see
Chapter D: Site (section 16.6)).
Ship To: The address to where the ordered items should be delivered.
Bill To: The address to where the order invoice should be sent.
Contact Person: The name of the contact person at the ordering site.

Supplier Information fields: Automatically filled-in with the address and the contact
person data of the applicable Supplier. This data is non-editable on the order and can be
modified only on the Supplier definition (see Chapter B: Suppliers (section 5.1))

Fill-in the details and click the <Save> button on the toolbar.

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7.2 Create Automatic Orders

The system allows you to create automatic orders for replenishing stock. The ordered
items and their quantities are determined by the system calculation according to the
replenishment parameters. The calculation process compares between the current stock
and the required stock and creates the automatic orders if any stock shortage was found.
There are two ways to run the process that creates automatic orders:
1. By manual run and/or;
2. By setting a time in the system for scheduling the run.
For both ways, first you need to set manual definitions described in the following section
(Chapter B: Manual User Definitions (section 7.2.1)).

Note: Once an automatic order is generated by the system, it includes "AUTO

PURCHASE" as a remark and can be updated exactly like a manual order. See additional
instructions below.

7.2.1 Manual User Definitions

1. Open "Menu: Administration  System Options". Use information described in
Chapter D: System Options (section 17) for parameters search.

The system options relevant for automatic orders:

2. Search for Parameter 802 (Auto-purchase) and select the desired value.

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No run – The system will not create orders automatically.

Create purchase Draft – The system will create orders in 'Draft' status. In order to
send those orders, user will have to set the status to 'Open' and send the orders
manually. This option is recommended for having control on the orders before sending
them to supplier.
Create purchase Orders - The system will create orders in 'Open' status. The user
will have to send the orders manually.
Create purchase Orders and Send to supplier - The system will create orders in
'Open' status and will send them automatically to suppliers according to the supplier's
details (using E-Mail).

Important! In order to create an automatic order for item, the item must have a defined
supplier.

3. Search for Parameter 806 (Default file format for order) and select the file format for
the automatic order.
4. Search for Parameter 903 (Stock Management level) and select the desired value.
Use information described in Chapter B: Stock Management Levels (section 6) for
understanding the significance of each level.

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Bin – the system will create automatic orders by checking the stock and min/max
parameters only on the Bin level. This is the lowest stock level.
Item/Cabinet – the system will create automatic orders by checking the stock and
min/max parameters only on the Item/Cabinet level.
Item - the system will create automatic orders by checking the stock and min/max
parameters only on the Item level. This is the highest stock level.
All levels - the system will create automatic orders by checking the shortage on All the
Levels. Starting from the bin, then going to Item/cabinet and finally creating orders for
what is left to order on the item level.

5. If you decided to include the Bin level for automatic orders:

Open "Bin Maintenance" screen of the bins that you wish to include for automatic
orders:
• Select "General" tab and fix the following settings:

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- Check the box of "Bin Stock Management" field.

- Make sure that the field "Do not Order" is not checked.

• Select "Stock Management" tab and fix the following settings:

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Look at the Minimum and Maximum levels which are calculated by the system. If they
are sufficient, you do not need to change any data in this tab. If you wish to override
those values, do the following:
- Fill in the value for "Minimum Quantity" field
- Fill in the value for "Maximum Quantity" field
- Fill in the date for "Effective Until" field. This date will be effective for creating
automatic orders according to minimum and maximum quantities that were
inserted manually ("Override" column). When this date expires, the automatic
orders will be created according to the minimum and maximum quantities that were
calculated automatically ("Calculated" column).

6. If you decided to include the Item/Cabinet level for automatic orders:

Open "Cabinet Maintenance" screen of the cabinets that you wish to include for
automatic orders:
• Select "General" tab and choose the following settings:

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- Select 'Stock Management in Item / Cabinet Level' for "Stock Management Level"
field.

Go to the "Item Maintenance" screen of the items that you wish to include for
automatic orders:
• Select "General" tab and choose the following settings:
- Check the box of "Item Management Level" field.

• Select "Stock Management" tab and choose the following settings:

Look at the Minimum and Maximum levels which are calculated by the system. If
they are sufficient, you do not need to change any data in this tab. If you wish to
override those values, do the following:
- Select "Item/Cabinet" row from the grid of the relevant cabinet
- Fill in the value for "Minimum Quantity" field
- Fill in the value for "Maximum Quantity" field
- Fill in the date for "Expire Date" field. This date will be effective for creating
automatic orders according to the minimum and maximum quantities that were
inserted manually ("Override" column). When this date expires, the automatic
orders will be created according to minimum and maximum quantities that are
calculated automatically ("Calculated" column).

7. If you decided to include the Item level for automatic orders:

Open "Item Maintenance" screen of the items that you wish to include for automatic
orders:
• Select "General" tab and choose the following settings:
- Check the box of "Item Management Level" field.

• Select "Stock Management" tab and choose the following settings:

Look at the Minimum and Maximum levels which are calculated by the system. If
they are sufficient, you do not need to change any data in this tab. If you wish to
override those values, do the following:
- Select "Item" row from the grid.

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- Fill in the value for "Minimum Quantity" field.

- Fill in the value for "Maximum Quantity" field.
- Fill in the date for "Expire Date" field. This date will be effective for creating
automatic orders according to minimum and maximum quantities that were
inserted manually ("Override" column). When this date expires, the automatic
orders will be created according to the minimum and the maximum quantities that
are calculated automatically ("Calculated" column).

8. To create the automatic orders based on the manual definitions without scheduling,
you need to run the manual process. The manual process will compare between the
current stock and the required stock and will create the automatic orders if any stock
shortage will be found. For more information read Chapter D: Automatic PO Process
(section 21.2).
Otherwise, to create the automatic orders by scheduled time, please continue to
Chapter B: Schedule the Automatic Orders (section 7.2.2).

7.2.2 Schedule the Automatic Orders

This paragraph describes the steps for creating automatic orders by scheduled time.
The primary condition is to set manual definitions as previously described in Chapter B:
Manual User Definitions (section 7.2.1).

1. Open "Menu: Administration  System Options". Use information described in

Chapter D: System Options (section 17) for parameters search.
2. Define in the system options when to run the automatic orders process.
Search for Parameter 807 (Auto PO Day) and select the date to generate the
Automatic Purchase Orders.
Search for Parameter 808 (Auto PO Time) and select the time to generate the
Automatic Purchase Orders.

Setting these parameters will automatically create a job for the database under the name
[DBname]AutoPOService. At the scheduled time, this job will automatically be executed

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and will run the "Automatic Orders" process. When changing the parameters, the job will
be recreated.
In order to view the status and the history of the job, you can login to the "Database
Administration" program on the computer where the database is located and view the
"Activate Jobs" option. For more information see Chapter E: Activate Jobs (section 28.3).

Note: If you have chosen in the manual definitions to create automatically Draft order, you
will need to edit the draft in order to convert it to an active order and then send the order
manually. If you have chosen to create automatically Orders with Send to Supplier, the
orders will be created and automatically sent to the supplier using the supplier's email.

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7.3 Sending an Order to Supplier

An order can be sent to a supplier in 2 ways:
• An automatic operation done after creating automatically an Order or an Internal
Order. This option is described in Chapter B: Create Automatic Orders (section 7.2).
• A manual operation done by the user through the "Order maintenance" screen. The
order must be in the 'Draft' or 'Open' status. Follow the steps described here in order to
send the order.

In order to send the order manually:

1. Open the "Order maintenance" screen on the tab "General".

2. If the order is in status 'Draft', change the status to 'Open' and save the order

details by clicking the <Save> button on the toolbar.

3. Click the button . The following screen will appear:

4. Fill in the required field:

Print Destination: Choose the output destination: E-Mail, Print or No Sending –

select this option together with 'Mark Order as Sent' if you
need to change the status of the order lines to 'Sent to
supplier' without sending the order.

File Type: Choose the file type (xls, xml, rtf, Report or HTML).

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Email Address: If 'E-Mail' was chosen as a "Print Destination", then the email
address must be entered. By default, the email of the order
supplier will be copied to here.

Send Attached Documents: Check this option if there are attachments on

the ‘Order Maintenance’ screen  ‘Links’ tab and you need to
attach them to email.

Mark Order as Sent: Check this option to mark the order as 'Sent'. It will
also change all order lines to 'Sent to supplier' status.

Show Closed Orders: Check this option to include the closed order lines in
the order output file.

5. Click the <Show Order> button to view the order in the chosen format before
sending.

6. Click the <Send Order> button to execute the order definitions.

7.4 Order Invoice Entry

MATRIX-TM lets you control the approval of supplier invoices by assigning supplier
invoices to received order lines. MATRIX-TM verifies that a received quantity can only be
invoiced by the supplier once. After a supplier invoice is entered, you can print an invoice
approval slip for processing actual payment to the supplier.

Important! This function tracks and compares supplier invoices and received orders by
quantity only. It is not a full supplier-invoice approval program. In order to handle the
payment of the supplier invoices, an ERP or accounting system should be used.

1. Open "Menu: Order  Invoices".

2. Click the <Add> button on the toolbar.

The "Invoice Maintenance" screen will be displayed.

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3. Click the browse button to select the order line that was fully or partially received
to the cabinet. The screen "Order Line Received Quantity" will be displayed listing all
the received order lines that were not approved yet.

4. Select the order line from the list and double-click (or click the <Select> button).

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The data from the order line will be filled-in automatically into the "Invoice
Maintenance" screen.
PO Detail: Purchase order line key.
PO Key: Purchase order key.
Line No.: Line number in the order.
Item Code: The item code from the order line.
Item Description: The item description from the order line.
Additional Item Code: The additional item code from the order line.
Ordered Quantity: The original ordered quantity from the order line.
Received Quantity: The received quantity from the total ordered quantity.
Unit Price: The item price from the order line.
Sum of Invoices: The sum of quantity of the invoices which have been already
assigned to this order line.

5. Fill in the fields:

Invoice Number: The number of the supplier invoice.
Invoice Quantity: The quantity charged in the invoice line. It is possible to add a
quantity which does not exceed the received quantity less the
previously approved invoiced quantities.
Price: Loaded automatically from unit price from the order line and
available for override.
Reference: A place to add an additional reference e.g. an accounting number.
Invoice Date: A date associated with the invoice, that can be used for invoice
issue or payment date.

6. Click the <Save & Close> button on the toolbar.

After all the invoice lines have been input, select the invoice and choose the <Print>
button to print an Invoice Approval Slip.

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8 Stock Transactions
This chapter describes the transaction types which change stock quantities.

8.1 RECEIVE Items

Receive occurs when the ordered items are available to be received into stock. This
module supports receive of all the types of order:
Standard Order: Order of new items from supplier (vendor).
This order type can contain any type of item (Durable / Kit /
Reworkable / Expendable).
Rework Order: Order to rework/regrind items by a regrinding supplier.
This order can contain Reworkable item type.
Internal Order: Order of items issued from one cabinet by the "Transfer
Orders" option for transfer to another cabinet (the ordering
cabinet).
This order can contain any type of item.

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8.1.1 Receive Rules

The 'RECEIVE' option for an order line depends on the Item Type, Bin Type, System
Options 904 & 905, Order Type and the combination between them. In the following
tables, see the cases where the 'Receive' option is available and when it is not.

RECEIVE Rules system options 904/905 (V5.0):

The option 904 is for REWORKED bins and influences on all the item types.
The option 905 is for USED bins and influences only on all the item types except Re-
workable items.

* All other items: Durable / Kit / Key / Gauge

STANDARD REWORK RECEIVE
Bin Type PURCHASE (REGRIND) WITHOUT
System System ORDER ORDER ORDER
Option Option
904 905 Re- Re- Re-
Rework
(Rewor (Used) Used workab Other* worka Other* worka Other*
ed
ked) le ble ble

√ √ √ √ √ √
√ √ √ √ √ √
√ √ √ √ √ √ √
√ √ √ √
√ √ √
√ √ √ √ √
√ √ √ √ √ √
√ √ √ √
√ √ √ √ √ √ √
√ √ √ √ √
√ √ √ √ √
√ √ √ √ √

Summary:

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The item type Expendable can only be new (cannot be reworked), therefore it is
received only from standard order and not influenced by system options.
The item type Reworkable is influenced only by system option 904.
All the other item types (Durable / Kit / Key / Gauge) are influenced by system
options 904 and 905.

See more information in Chapter B: ITEM Life Cycle (section 5.4.4).

8.1.2 Receive with MATRIX-TM Order

This type of Receive is based on the open purchase orders in MATRIX-TM Manage. For
receive without order or for receive based on the order created in ERP system, please
refer to Chapter B: Receive with ERP Order (section 8.1.3).
1. Open “Menu: Order  Receive Order”.
The screen "Open Orders" will appear displaying the list of all the order lines of all
order types.

2. Select the requested order line and click the <Update> button (or double-click the
line). The screen as following will appear:

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Fields description:
Cabinet: Cabinet containing the item of the selected order line. If only one cabinet
contains this item, this field will be disabled.
Bin: Bins in the selected cabinet that can receive this item by Receive Rules as
described in Chapter B: Receive Rules (section 8.1.1). If only one bin can
contain this item, this field will be disabled.
Quantity: The original quantity in the order line.
Received: The total quantity received so far for this order line.
On Route: This field is relevant only for Internal Orders. It informs how many pieces
were issued for transfer and still were not received into the destination
cabinet.
New Received: Insert here the quantity you now want to receive. The maximum
quantity in the Internal Order line can be up to 'On Route' quantity.

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Remarks: Free text.

Reference fields: The reference fields are displayed for supporting interface with ERP
systems. The number of reference fields (0-4) depends on the System
Option 111.

3. In the 'Cabinet' and 'Bin' fields select the cabinet and bin into which the item will be
received. If the bin is not assigned with "Allow Over Capacity", make sure that the
current stock ('Item in Bin' field) and new stock ('New Received' field) together will not
exceed the bin's Capacity.
4. Enter the received quantity in the "New Received" field and click the <Receive Order>
button.
If the quantity received is less than the quantity ordered, a question will appear asking
whether to close the order line or not. If you want later to receive the remaining
quantity, click <No>. Otherwise, click <Yes>.

Note: It is possible to receive more than the ordered quantity. See system option 105 -
defined in "Over Receive Percentage".

5. Follow the changes done after confirming the order line update:
- In case of Standard or Rework order types, a 'Receive' transaction is added to the list
of transactions. In case of Internal Order, a 'Transfer' transaction is created.
- The stock of item/bin is updated with the received quantity.
- Order Maintenance: In case of Standard or Rework orders, the relevant order line is
changed to 'Partial' or 'Closed' status and the ordered quantity is reduced. In case of
Internal Order, the relevant order line is changed to 'Closed' or remains 'On Route' until
all the quantity on route is fully received.
- Order Maintenance: The received quantity will be added to the "Received Quantity" in
the order line (Tab: Details) and to the bin entity (Tab: General).
- Remark added to the "Remarks" field will appear in the "Remark" tab in the relevant
order line.

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8.1.3 Receive without Order

This type of Receive is based on the orders created in ERP system or no orders at all. For
receive based on order created in MATRIX-TM Manage, please refer to Chapter B:
Receive with MATRIX-TM Order (section 8.1.2).

1. Open “Menu: Order  Receive without Order”.

The screen "Receive without Order" will appear displaying all the bins that have free
space to store items according to its capacity and according to Receive Rules as
described in Chapter B: Receive Rules (section 8.1.1).
The 'Maximum Quantity' column represents the maximal number of items that can be
received. When the maximum quantity = 9,999,999.00, it means that the bin was
marked with 'Allow Over Capacity' and therefore there is no limit on the items can be
received.

2. Select the desired bin and click the <Update> button (or double-click the line).
The screen as following will appear:

Fields description:
Item / Cabinet / Bin disabled fields: All the data regarding the selected bin.
Maximum Quantity: The maximum quantity that can be received.

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Receive Quantity: Insert here the quantity you now want to receive, up to the
maximum quantity.
Remarks: Free text.
Reference fields: The reference fields are displayed for supporting interface
with ERP systems. The number of reference fields (0-4)
depends on the System Option 111.

3. Enter the received quantity in the "New Received" field and the references to the order
in ERP system and click the <Receive Order> button.
The stock of item/bin will be updated with the received quantity and 'Receive'
transaction will be added to the list of transactions, The reference fields, if entered will
show in the transaction.

8.2 TRANSFER (Internal) Order

This module enables transferring items from a cabinet to the receiving (ordering) cabinet.
It requires an open Internal Order that contains a list of items and quantities that need to
be transferred. For more information see Chapter B: Orders (Purchase, Rework and
Internal) (section 7).

1. Open "Menu: Order  Transfer Order".

2. Select the order line of item that you need to issue and click the <Update> button
(or double-click the line). The screen as following will appear:

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The 'Destination' frame in the above screen displays data regarding the cabinet and
bin for which the order line was created and which is going to receive the item. The
'Source' frame displays data regarding the bins from which the items can be
transferred.

Fields description:
Destination Cabinet Code: The cabinet for which the item was ordered.
Destination Bin Code: The bin for which the item was ordered. If none, the order
was created on the Cabinet level.
Source Bin Code: The list of bins that contain available stock for transfer.
Ordered Quantity: The quantity ordered for the destination cabinet.
Received: The quantity received by Receive process.
On Route: The quantity that was issued for transfer and still was not
received by the Destination Cabinet.
Transfer Quantity: The quantity to be transferred to the Destination Cabinet not
exceeding the 'Maximum Quantity'.
Maximum Quantity: The maximum quantity that may be transferred considering
the current stock in the selected bin and the quantity left to

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transfer (in the above example, (18-3-9) = 6 < 19, the

maximum quantity will be 6)).

3. Select the bin from which to issue the item.

4. Define the quantity that you want to issue for transfer in the "Transfer Quantity" field
and click the <Transfer Order> button.
5. Follow the changes done after confirming the order line update:
- A 'Transfer -' transaction (with negative Transaction quantity) with the logged-in user
is added to the list of transactions.
- The stock of item/bin is reduced by the transferred quantity.
- Order Maintenance: The relevant order line is changed to 'On Route' status and the
ordered quantity is reduced.
- Order Maintenance: The transferred quantity will be added to the "On Route" quantity
in the order line (Tab: Details) and will be reduced from the bin entity (Tab: General).
6. Continue with "Receive" process at the cabinet which created the Internal Order.

8.3 RETURN Order to Supplier

If there is a need to return items to a supplier because of damage, the wrong item was
supplied or for any other reason, the user has an option to return the item to the supplier.
The return option is available only if the order line was received into stock.
Maximum quantity for return is the quantity that was received in the order line.
1. Open "Menu: Order  Return to Supplier".

2. Search for the order line that you want to return and click the <Update> button or
double-click it. The following screen will be displayed:

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This screen displays in the 'Cabinet Code' and 'Bin Code' fields all the cabinets and
bins respectively that contain the item of the selected order line for return. If only one
cabinet or bin contains this item, these fields will be disabled.

3. In the 'Cabinet Code' and 'Bin Code' select the cabinet and bin from which you want to
return the items.
4. Fill in the quantity that you want to return up to the 'Maximum Quantity' (the lesser of
the stock in the bin and the quantity previously received); the return reason in the
remark field; and click the <Return to Supplier> button.

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8.4 RETURN Items to Stock

This screen allows you to return used items to the cabinet for reuse.

8.4.1 Return Rules

93B

The 'RETURN' option for item depends on the Item Type, Bin Type, System Option 905
and the combination between them. In the following table, see the cases when the 'Return'
option is available and when it is not.

Return Rules (V5.0):

Bin Type
RETURN option by Item type
System System
Option Option
904 905 Reworke Durable / Kit /
Used Expendable Reworkable Note
d Key / Gauge

N/A √
√ √ √ N/A √ √
√ N/A √
N/A

√ N/A √ √
√ N/A √
N/A

√ √ N/A √ √
√ N/A √
N/A √
√ √ N/A √ √
√ N/A √

Summary:
The Item Types that can be returned: all except Expendable.
The Bin Types that can accept those items for return:

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- Used bin can accept all item types with no other condition.
- New and Reworked bins can accept all the item types except Reworkable,
depending on the system options 904/905.

See more information in Chapter B: ITEM Life Cycle (section 5.4.4).

8.4.2 Return Item to Cabinet

In order to return a used item to stock, follow the next steps:
1. Open “Menu: Operations  Return”. The "Return" search screen will appear and
will display all the available positions for return.

Note: This screen will display only the items that can be returned and only the bins that
can accept those items for return according to the previous section.

2. Select the item and bin to which you wish to return the used item and click the
<Update> button on the toolbar.
If you wish to return items to more than one position, click the <CTRL> button on
the keyboard and mark all required items (while choosing the items you must
continue pressing on the <CTRL> button on the keyboard). At the end, click the
<Update> button.
The "Return Items" screen will appear with the requested item/s for return:

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If you don't wish to return some of the items, mark the line in the grid and click the
<Delete> button to remove the record from this screen.

3. Select the line for changing quantity for return and click the <Update> button
on the right side of the grid. The following screen will appear:

4. Fill in the quantity you wish to return and click the <Save> button.
5. Click the <Return Item> button to confirm return of all the quantities. The stock will
be updated and a 'Return to Cabinet' transaction will be recorded in the system for
each record.

Note: You can return items to the bin according to the bin capacity limits.

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8.5 ISSUE Item

This screen allows the user to issue items from stock.
In order to display this screen open “Menu: Operations  Issue”.
The screen will require the user to perform a number of steps before the issue:
• Choose employee who is requesting the issue (Issue to).
• Choose cost centers
• Search and Choose items
• Update quantities
• Operate issue process

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Choose employee requesting the issue:

Choose the employee from the list:

Choose cost centers:

In this section you should choose the cost centers to be associated with issuing the
item.
The cost centers are determined in a hierarchical display order.
Example in screen: Department  Work center  Machine  Job number.

Note: The cost centers in the above picture are an example only.
The system manager can define up to four different cost centers that will appear in the
system. You can update their names, their numbers and the order in which they will
appear.

Search items:
In this screen the user selects the items and bins from where he wishes to issue.
Use the following search fields in order to locate the item and bin for issue.

Item Code: Search by edit (use %value% for partial value) or by

browse button.
Item Description: Search by edit (use %value% for partial value).
Cabinet: Search by list.

Bin: Search by list or by browse button.

Click the <Search> button on the toolbar.

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You can also display the item picture by clicking the <Item Picture>
button.

Choose items to be issued:

Mark the item and click the <Down> arrow button. This operation will move the
items to the bottom table (issue list).

Note: If the quantity for issuing is not positive or the item is in a bin marked 'Not

Active', then after clicking the <Down> arrow button, a system message will
appear and the record will be marked red.

Remove item from issue list:

Mark the item and click the <Up> arrow button. This operation will remove the
items from the bottom table (issue list).

Update quantity to be issued:

The fields at the bottom table are for display only except the last field “Issue quantity”
which must be completed.

Select the line and click the <Update> button on the right side of the grid.
The following screen will appear:

Fill in the quantity you wish to return and click the <Save> button.

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Note: You can only issue a quantity that complies with the "Default Issue Quantity".

Note: If the item is a 'Serial Item' the next dialog box will appear upon pressing the
<Down> Button:

Choose the 'Serial Item' you want to issue and press the <Save> button. Note that
you can only issue one serial at a time.

Processing the issue:

After all items requested for issuing have been moved to the bottom table (issue list) and

the quantities were set, click the <Issue Item> button . This operation
will update the stock quantities and create an 'Issue' transaction.

8.5.1 Issue Kit

Open: "Menu: Operations  Issue".
The first step is to find the kit you wish to issue. It is a good habit to start the description of
a kit with the text "KIT" on the item definition which will make it easier to text search for a
kit. In the top part of the screen you will see the items which are the result of the selection.
Please notice that in the example below the first line (outlined in blue) has no cabinet or
bin. This means that each item comprising the Kit will be issued from its respective bin.
The second line in the example below is an assembled kit. If you chose to issue this line,
all the items comprising the Kit will be issued from one bin.

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Once a kit item is chosen with the arrow down (in our example the blue line), the
following screen pops up and you will be asked to input the quantity for the kit.

Once the <Save> button is clicked, all the component items’ quantities are multiplied
by the quantity of the kit. The resulting components list with their calculated quantities is
located in the bottom grid, ready for issue.
MATRIX-TM will choose the component items according to a method which minimizes the
issued levels (Drawers in MATRIX type cabinet) and maximizes storage efficiency by
choosing the smallest bin which supplies the needed quantity.
You can manually change the quantity of a kit component.

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You cannot add other items to the lower grid if it is full with components.
If you try to add a new item to the bottom screen, the following message will appear:

Once the <Issue> button is clicked, the kit components will be issued
as normal. Stock will be subtracted and 'Issue' transactions will be added to the
transactions list for each component item. Those transactions will contain a remark
referring to the kit (indicated in red).

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8.5.1 Issue Confirmation

This feature enables using Touch station as a kiosk that allows only virtual issue, i.e.
building issue list when the actual tools are supplied from a distanced warehouse by tool
manager.
This screen lists all the virtual issues that need to be supplied with tools and to be marked
as confirmed. Issue is considered as unconfirmed when the issue is done from cabinet
that its ‘Is Actual Issue’ field is unchecked.
To see the list, open: "Menu: Operations  Issue".

For more details see Chapter C: Virtual Issue (section 13.1.5).

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8.6 STOCK COUNT

This screen enables you to perform a stock count in the system.
In order to continue with the Stock Count procedure, follow these steps:

1. Open “Menu: Operations  Stock Count”.

The "Stock Count" screen will appear as follow:

2. Fill in the required fields to filter the search, or leave all fields blank to search all

records. Click the <Search> button on the toolbar.

3. Mark the bin record you wish to update and click the <Update> button on the
toolbar (or double-click the record).

The "Update Stock Count" screen will appear as follow:

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4. Select “Counting User” from the list.

In the “Counted Quantity” field, fill in the quantity that was counted.

Note: The counted quantity cannot exceed the defined capacity for the counted bin, unless
the bin was assigned with the "Allow Over Capacity" check box.

5. Click the <Save> button on the toolbar.

The new stock quantity will be updated and the "Last Count Date" in the search
screen will also be updated for the specific bin counted.
A "Stock Count" transaction will be recorded in the transactions list.
In the "Bin Maintenance" screen in the "General" Tab, the "Last Count Date" will be
updated for each record, even where the actual quantity of items counted has not
changed.

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8.7 STOCK TRANSFER

This screen enables you to transfer items from bin to bin by the following instructions:
1. Open "Menu: Operations  Stock Transfer".
The screen will display a list of bins with item definition that have not reached their full
capacity (or the bins assigned with 'Allow Over Capacity').
2. Select the destination bin to receive stock from another bin with the same item

definition and click the <Update> button (or double-click the line).
The following screen will be displayed:

The item / bin that you have selected are displayed on the "Destination" side.
The bin/s from which you can transfer the item are displayed on the "Source" side in
the "Bin Code" list. If there are no bins from which to transfer, the displayed list will be
empty and the <Transfer> button will be disabled.
3. Select from the "Source" side the bin from which to transfer the item, either from the

combo box or by using either the <…> button.

4. Fill in the quantity and click the <Transfer> button.
This will create two 'Transfer' transactions under the logged in user name: one for
source bin and the other for the destination bin.

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5. Make the physical transfer of the items from the Source to the Destination bin by the
“Count Bins” operation (or "Adjust Item") in the TOUCH module without adjusting
quantities.

8.8 Recorded Stock Transactions

The transactions screen lists all the stock transactions recorded in the system.
You can access this screen via the “Menu: Operations  Transaction”.

The following types of transactions are defined in the system:

Adjust Bin Quantity: Created with (+) or (-) quantity. In Manage, created by changing
quantity in the 'Items in Bin' field on the 'Bin Maintenance'
screen. In Touch, created by 'Adjust Item' module.
Scrap: Created with (-) quantity. In Manage, it is created by reducing
the quantity in the 'Items in Bin' field on the 'Bin Maintenance'
screen and selecting 'Scrap Items' option. Not available in
Touch.
Issue *: Created with (+) or (-) quantity – with (+) when issuing item and
with (-) when reversing transaction. In Manage, created by
'Issue' functionality and reversed by <Update Quantity> on the
'Transaction Maintenance' screen. In Touch, created by 'Issue'
module and reversed by 'Transaction' module.
Receive: Created with (+) or (-) quantity – with (+) when receiving item
and with (-) when returning to supplier. In Manage, created by
'Receive Order' functionality and reversed by 'Return to
Supplier' functionality. In Touch, created by 'Receive' module
and cannot be reversed.
Return To Cabinet: Created with (+) quantity. In Manage, created by 'Return'
functionality. In Touch, created by 'Return' module.
Send To Rework: Created with (+) quantity. In Manage, created by sending
Rework order to supplier. In Touch, cannot be created.
Stock Count: Created with (+) or (-) quantity. In Manage, created by Stock
Count functionality. In Touch, created by 'Count Bins' module.

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Transfer: Created with (+) or (-) quantity – with (-) when issuing item for
transfer and with (+) when receiving item to its destination. In
Manage, created by 'Stock Transfer' functionality or by 'Transfer
Order' / 'Receive Order' functionalities. In Touch, created by
'Transfer Order' and 'Receive Order' modules.
Zero Issue: Created with 0 quantity. In Manage, cannot be created. In
Touch, created by <Alert> option in the 'Issue' module.

Note: Only an Issue transaction can be modified by the user.

For more details, continue following here the instructions.

Transaction Maintenance

In order to view transaction details, select a transaction from the list and click the
<Update> button on the toolbar.
The "Transaction Maintenance" screen will be displayed.
In the upper part of the screen, you can view the following transaction data:
Transaction Key; Transaction Type; Item Code; Item Description; Bin Code and
Cabinet.
In the middle part of the screen you see the User who created the transaction and
the date the Transaction was created. Details of the User who last updated the
transaction are also recorded along with the date. In the Status field, the status of the
transaction is recorded.
In the lower part of the screen, there are three subject tabs: General; Costs; and
Cost Center (available only for Issue transactions).

Maintenance screen for any transaction type except ISSUE:

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Maintenance screen for ISSUE transaction:

Note: Compared to the "Transaction Maintenance" screen of the other transaction

types, on the screen of Issue transactions some of the fields are enabled in order to

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allow the user to modify the transaction details. Also the <Update Quantity> button
and the "Cost Centers" tab become activated.

Note: Updating a transaction, especially the quantity, must be carried out carefully.

• Updating the Transaction data in following fields – Issued for, Remarks,

Transaction Value, Consignment and Cost Centers – will cancel the original
transaction, and create a new active and updated transaction. The new
transaction will include in the relevant field a code for the canceled transaction for
tracking purposes.

• Updating the Quantity of the transaction will create a new active transaction with
the amount which was added or subtracted from the previous quantity. The new
transaction will include in the relevant field a code for the previous transaction
(which is also active) for tracking purposes.

• Updating transaction data including modifications to quantities will create two new
transactions:
- Transaction with the updated parameters without updating the amount, so that
the original record is canceled.
- Transaction with the updated parameters and the amount added or subtracted.

• Changing an Issue transaction quantity will change the stock of the bin; therefore
the physical stock in the bin must be also taken out.

8.8.1 Tab: General

This tab displays the general transaction details: date and time of the transaction etc…

For any transaction type except ISSUE:

The tab does not enable to edit fields.

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For ISSUE transaction:

The tab enables to edit Issue for field (the name of the person to whom an item was
issued), Remarks field and to Update transaction quantity by <Update Quantity> button.

To update fields, edit value and click the <Save> button on the toolbar.

Update Quantity:
On the right hand side of the "General" tab, appears the Transaction Quantity. To
modify this, follow the next steps.

Note: Only Issue transactions support changing the quantity.

1. Click the <Update Quantity> button.

The "Adjustment Quantity" screen (below) will then appear.

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2. Fill in the “Quantity to Add / Remove” field.

For example, if you need to cancel issue of 2 pieces from 10 issued pieces, insert '-2'.
The “Corrected Transaction quantity” and "Corrected Stock quantity" fields will be
automatically updated.

3. To confirm the change, click the <Save> button.

To cancel, click the <Exit> button.

4. After the update quantity operation the stock in the bin is changed, so the physical
stock of the bin must be also taken out. In order to take out the items or put them back
physically into the cabinet, use the "Adjust Item" option (or "Count Bins" option) on the
cabinet TOUCH module; open the bins and take the items out without adjusting
quantities.

Remember! The original transaction is not changed - a new transaction is created that
will reflect the difference in quantity resulting from the change.

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8.8.2 Tab: Costs

This tab displays the following data for the transaction:
PO number: If it is a 'Receive' transaction, this field will display
the Order number. Otherwise, no value will be
shown.
Line No.: If it is a 'Receive' transaction, this field will display
the line number from the order. Otherwise, no
value will be shown.
Reference fields: The reference fields 1-4 display the input from
'Receive' transactions when working with
Interfaces (in SAP for example, Reference 1 =
PO Number in SAP, Reference 2 = Line No. in
SAP).
Transaction value: The calculated transaction cost in the chosen
currency. If it is a 'Receive' transaction, the
currency will be taken from Order. Otherwise, it
will have (*) for general currency.
Trans. value in System currency: The calculated transaction cost in the system’s
default currency (system option 203).
Consignment: Indicates if it is a consignment transaction. Its
value is copied from the related item / bin.

For more information about the calculated values see Chapter B: PRICES of Items
and Transactions (section 8.9).

For any transaction type except ISSUE:

The tab does not enable editing fields.

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For ISSUE transaction:

The tab enables to edit Line value customer currency and the Consignment fields.

For issue transactions, it is possible to perform two types of updates in this tab:
1. To update the value of the transaction in the chosen currency:

After modifying the entry click the <Save> button. This will update both the chosen
currency and the default currency; and
2. To sign / ensign the "Consignment" check box.

To confirm this change: click the <Save> button.

8.8.3 Tab: Cost Center

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Note: The "Cost Centers" tab is available only for Issue transactions.

For ISSUE transaction:

The tab enables to edit cost centers fields.

In this tab you can View / Update the cost centers which have been allocated to the
selected transaction. Every Issue transaction can be debited to a number of cost
centers defined in the system according to the hierarchy (see Chapter B: ISSUE Item
(section 8.5)).
In order to modify the cost centers, click the <Update> button.

Change the cost centers and confirm the change by clicking the <Save> button.

To cancel, click the <Exit> button.

8.9 PRICES of Items and Transactions

When a stock transaction is created in the system, the system calculates the value of
the transaction depending on the transaction type, the transaction quantity and

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source of the price. The following descriptions describe all the price fields and their
influence in the system.

Prices fields in MANAGE module:

- Issue Price, Bin Maintenance (not mandatory field)
- Item Price, Item Maintenance (not mandatory field)
- Supplier Price, Item Maintenance  Item Supplier (mandatory field)
- Average Cost, Item Maintenance (not editable field)
- Price of Reworked, Item Maintenance (not mandatory field)
- Unit Price, Order Maintenance
- Price Item maintenance, Gauge tab (relevant only for gauges)

In the Order:
If the supplier of the order does not supply the item that is in the order, the price for the
item in the order for field "Unit Price" will be taken by default from Item Price.
If the supplier of the order supplies the item that is in the order, the price for the item in
the order for field "Unit Price" will be taken by default from Supplier Price.

In Receive transaction:
The transaction value will always take the price from the "Unit Price" field of the received
order line.

In Issue transaction:
If "Issue Price" field has a value, the transaction value first will take this value.
If the bin is 'Reworked', it will calculate the transaction value by "Price of Reworked" field.
If none of the above and "Item Price" field has a value, it will take this field value.
Otherwise it will take the "Supplier Price" value.

In Return, Adjust Item, Count Bin and Transfer:

First, it will calculate the transaction value by "Average Cost".
If there is no value for "Average Cost" field, it will calculate the transaction value by "Item
Price".
If there is no value also for "Item Price" field, it will use zero.

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In ‘Send to Calibration’ and ‘Return from Calibration’ transactions:

It will calculate the transaction value by Item Maintenance  Gauge tab  "Price" field.
If there is no value for this price, it will use zero.

8.10 Managing Consignment Stock

Consignment stock: The supplier is the owner of the stock and the customer is
charged when issuing items.
Non-consignment stock: The customer is the owner of the stock.
Mixed stock: Partial quantity of an item is consignment stock and part is
non-consignment stock.

This chapter describes all the definitions that differentiate between managing consignment
and non-consignment stock. Please ensure that the definitions in the database meet with
your needs.
Item: The field 'Consignment' on the "Item Maintenance" screen. Mark this field if
the item should be ordered as consignment. As a result all bins associated
with this item will be marked consignment.
Bin: The field 'Consignment' on the "Bin Maintenance" screen. Mark this field if
the bin contains consignment stock or remove the mark if the item is Non-
consignment stock
Defaults: Check the default values of Consignment for Item and for Bin in the "Menu:
Administration  Defaults List".
Standard Purchase Order: When creating order line:
 If the order line is on the Item level or Item/Cabinet level, it will take the
value of Consignment from Item Maintenance screen.
 If the order line is on the Bin level, it will take the value of Consignment
from the Bin Maintenance screen.
 This is relevant both for Manual and Automatic Orders.

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Receive Order: If the order line is consignment, you will only be able to receive this item
into a consignment bin. If the order line is non-consignment, you will
only be able to receive this item into a non-consignment bin.
Return Item: Return of item is possible only into a bin that is NOT marked as
'Consignment'.
Transaction: The consignment info is recorded in the transaction.

9 Reports
There are two types of reports supported by the MANAGE module:
- Basic reports and;
- Advanced reports

9.1 Advanced Reports

The MANAGE module supports building Advanced Reports for different records in the
system, such as transactions, orders, usage etc.

Build report template:

All the advanced reports have a basic screen to create the reports with full
customization, such as selecting which fields to include or exclude from the report,
selecting which records to display by setting conditions and filters, selecting level of
details (Total values only or Detailed list), selecting design for report (Chart or List)
and more.
This section describes in detail how to build and run the advanced transactions
reports, but these instructions can be used for any type of advanced report.

Schedule the report run:

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After making all the definitions, the basic screen enables you to save this report
template and to schedule its running. Therefore a system user, for example can
receive by email the dynamic results of a report run at scheduled time. For more
information see Chapter D: Report Scheduler (section 23).

The available advanced reports:

- Transactions report;
- Issue / Return Comparison
- Orders report;
- Usage report;
- Stock report;
- Stock Shortage report;
- Item Additional Fields report;
- Bin Additional Fields report;
- Order Additional Fields report;

9.1.1 Creating a new report

1. Open the relevant advanced report screen.

For example, Advanced Transactions Report

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2. Set report name: If you would like to save the report and use it later also, enter a
name for the report in the "Description" field. Otherwise, for one-time run, it is not
mandatory.

On the "Filter and Grouping" tab:

3. Set report type: Select one of the three options for "Report Type" by the following
table:

Listing (No Sub-totals) Listing + Sub-totals Sub-totals Only

Includes only detailed Includes detailed lines Includes only sub-total
report lines without sub- and sub-total lines report lines without detailed
total lines. grouped by defined field. report lines.
The "Group By" option The "Group By" option is The "Group By" option is
is disabled. enabled. enabled.
Need to select the field/s Need to select the field/s for

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for grouping the subtotals. grouping the subtotals.

Chart design report is Chart design report is Chart design report is
enabled. disabled. enabled.

4. Set grouping: If you selected report type of 'Listing' or 'Sub-Totals Only', select
the field/s by which to group the sub-total lines in the "Group By" frame.

5. Set report design: Select one of the two options for "Design Report":
Standard: The report will be displayed as a list of records (both in "MS-Excel file"
and "Report Document").
Chart: The report will be displayed as a chart according to the selected chart
style. The availability of chart and its style options depends on the
selected Report Type.

If you have selected a Chart design, the following definitions are required:
a. Select value for "X Field" to represent the X coordinates of the chart.
b. Select "Quantity" or "Value" for Y Field to represent the Y axis.
c. Select chart type for "Chart" field
d. Select "Color Style" of the chart

6. Set conditions for filter: The grid in the bottom part of the screen enables
selecting fields and values for filtering the records in report. In the "Field" column
select the field.

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As a result, the edit fields and browse buttons in the columns From / To will
be enabled / disabled for click, depending on the selected field type.
For some fields, dynamic objects will be displayed from the right side of the grid in
order to select records for the filter. The selected records then will be shown also
on the From/To columns.

From / To: If the browse button is enabled, click the button to get a search
list and select record as the start / finish point for filter.
Otherwise, click the row to edit the value for filter.
Sort Type: Set the order for viewing the data, either Ascending or
Descending.

Examples:
• Edit box: If selecting "Item Description" field, by clicking the row dynamic edit
box will be displayed allowing manual edition.
The buttons "From" and "To" will be also enabled allowing selection of the
items by the range of item descriptions.

• Combo box: If selecting "Consignment" field, dynamic list will be displayed

allowing selection of single value.
The "From" and "To" buttons will be disabled.

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• Grid: If selecting "Transaction Type" field, a dynamic grid with all the
transaction types will be displayed allowing multiple selection of the types for
filtering.
The "From" and "To" buttons will be disabled.

• Dates: If selecting "Transaction Date", dynamic fields will be displayed allowing

selection of dates range for filtering.
- A pre-defined period relative to the date of the report: yesterday; last 3 days;
last week; last month; and last year.
- Free choice of dates – from a specified date to a specified date.
The "From" and "To" buttons will be disabled.

• Grid: If selecting "Item Code" field, a dynamic grid with all the items will be
displayed allowing multiple selection of the items for filtering.
The buttons "From" and "To" will be also enabled allowing selection of the
items by the range of item codes.

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7. Set condition operator: Select one of the two options for "Condition Operator":
And: Means that only the records that will match all the defined conditions
will appear in the report.
Or: Means that all the records that will match at least one of the defined
conditions will appear in the report.

On the "Choose Fields" tab:

8. Select fields: Select the fields that you want to include in the report and cancel the
check sign for fields to be excluded.

Note: If you want to display a report of Chart design using "Report Document", the
fields' selection is not relevant.

Use arrows and to change the order in which the fields will be
displayed.

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9. Run report: There are 2 options for running reports:

MS-Excel file:
- Microsoft Excel file displaying report as a list of records.

- Activated by clicking the <Print> button on the toolbar.

Report Document:
- Special built-in program displaying a report as a list of records or Chart design
according to the user’s selections.
- The report is displayed in printing format.

- Activated by clicking the <Report Viewer> button on the toolbar.

If you want to display a report as "Report Document", select Standard or Chart

under Design Report. If you want to display a report as MS-Excel file, this selection
is not relevant and it will display anyway in Standard design.

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Example for Report in Chart design:

9.1.2 Saving a Report

You can save your report parameters, in order to run the report again in the future.

To do this: after creating the report, click the <Save> button on the toolbar.
The report will be added to a list under the defined report "Description".

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Note: It is mandatory to fill in "Description" field if you want to save the report.

9.1.3 Finding a Saved Report

After saving a report you can find it by the following options:

Open from list of all the saved reports:

Open "Menu: Reports  Saved Advanced Reports". For more details read Chapter B:
Saved Advanced Reports (section 9.12) or;

Open from report maintenance screen:

1. Select from main menu the relevant category of Advanced report.
For example, for transactions open “Menu: Reports  Transactions  Advanced
Transactions Report”.

2. Click the button to the right of the “Description” field.

The “Saved Report Parameters” search screen will appear:

3. Select relevant report from list and click the <Select> button (or double-click the
line).

4. Modify the parameters if you wish, and then run the report by clicking the

<Search> button or the <Print> button.

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9.2 Transactions Reports

Transaction reports allow you to follow each stock operation performed in the system
by either the TOUCH or MANAGE module.

9.2.1 Basic Transactions Report

This report displays in a generic view all the recorded stock transactions.
It details transaction type and quantity, the date and time when the transaction was
created, the user who performed the operation and more.

To run the report, open “Menu: Operations  Transaction”.

Note: This report, in contrast to other reports, also enables you to update the transactions.
For more information read Chapter B: Recorded Stock Transactions (section 8.8).

9.2.2 Advanced Transactions Report

This screen enables the user to create a customized report for transactions based on
the records of the basic transactions report. It also enables the user to save the report
and to run it at scheduled time.
The report displays the selected transactions by:

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Quantity: The quantity of items in the transaction.

Value: The total monetary value of the transaction (taken from Line value
system currency of the transaction).

To run the report, open “Menu: Reports  Transactions  Advanced Transactions

Report”.

Please refer to Chapter B: Advanced Reports (section 9.1) for instructions how to build
and run an Advanced Report.

9.2.3 Issue / Return Comparison

This report enables to display returned quantities compared to the issued quantities
per item/user.
To run the report, open “Menu: Reports  Transactions  Issue / Return
Comparison”.

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Please refer to Chapter B: Advanced Reports (section 9.1) for instructions how to build
and run an Advanced Report.

9.3 Stock Reports

The stock reports allow following the actual stock quantities.

9.3.1 Advanced Stock Report

This screen enables the user to create a customized report for stock based on the
basic stock reports. It also enables the user to save the definitions and to run the
report at a scheduled time.
The report displays the stock by:
Quantity: The quantity of items in stock.
Value: The total monetary value of the stock =
Average Cost of the item * Quantity.

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If the Average Cost is NULL, it will use Item Price.

If the Item Price is NULL, it will use primary Supplier Price.
Av. Monthly Usage: The average quantity of items used (issued) per month
(calculated by Monthly Process).

To run the report, open “Menu: Reports  Stock Reports  Advanced Stock Report”.

Please refer to Chapter B: Advanced Reports (section 9.1) for instructions how to build
and run an Advanced Report.

9.3.2 Dead Stock by Item

This report displays all the items that were not in use and considered as "Dead" according
to the following conditions:

There is stock for the item, but…

- There are no Issue / Receive transactions for the item OR;

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- There is no Issue / Receive date OR;

- Last time that the item was Issued / Received was more than X months ago

The number of months is defined by System Option 213 (Number of months with no
Item/Bin activity).

To run the report, open “Menu: Reports  Stock Reports  Dead Stock by Item”.

9.3.3 Dead Stock by Cabinet Report

This report displays all the items by cabinets that were not in use and considered as
"Dead" according to the following conditions:

There is stock for the item in the cabinet, but…

- There are no Issue / Receive transactions for the cabinet OR;
- There is no Issue / Receive date OR;
- Last time that there was Issue / Receive transaction of that item on that cabinet
was more than X months ago

For example: Item defined for bins in two different cabinets. For one cabinet there was an
activity and for the other cabinet there was no activity. This item will appear in the report
with details of the cabinet with no activity only.

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The number of months is defined by System Option 213 (Number of months with no
Item/Bin activity).

To run the report, open “Menu: Reports  Stock Reports  Dead Stock by Cabinet”.

9.3.4 Dead Stock by Bin

This report displays all the bins that were not in use and considered as "Dead" according
to the following conditions:

There is stock in the bin, but…

- There are no Issue / Receive transactions for the bin OR;
- There is no Issue / Receive date OR;
- Last time that there was Issue / Receive transaction on that bin was more than X
months ago

The number of months is defined by System Option 213 (Number of months with no
Item/Bin activity).

To run the report, open “Menu: Reports  Stock Reports  Dead Stock by Bin”.

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9.3.5 Advanced Dead Stock Report

This screen enables the user to create a customized report for dead stock based on
the basic dead stock reports. It also enables the user to save the definitions and to run
the report at a scheduled time.

9.3.6 Stock by Bin

This report displays all the bins and their stock provided that the bin has an item definition.
It also displays the Bin stock management information for each bin, such as: Min. & Max.
quantities, draft and ordered quantities, usage information, etc.

To run the report, open “Menu: Reports  Stock Reports  Stock by Bin”.

9.3.7 Stock by Cabinet

This report displays all the items and their stock by cabinet.
It also displays the Item/Cabinet stock management information for each item by cabinet,
such as: Min & Max quantities, draft and ordered quantities, usage information, etc.

To run the report, open “Menu: Reports  Stock Reports  Stock by Cabinet”.

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9.3.8 Stock by Item

This report displays all the items in the system and their stock.
It also displays the Item stock management information for each item, such as: Min & Max
quantities, draft and ordered quantities, usage information, etc.

To run the report, open “Menu: Reports  Stock Reports  Stock by Item”.

9.3.9 Min Comparison

This report compares the Automatically Calculated Minimum stock with the Manually
Determined Minimum stock on each stock management level (Bin, Item/Cabinet and Item
levels). It calculates the difference between the two stock quantities in pieces and in
percentage. It also calculates and displays the monetary value of the difference in the
'Saving' column.

To run the report, open “Menu: Reports  Stock Reports  Min Comparison”.

9.3.10 Max Comparison

The report compares the Automatically Calculated Maximum stock with the Manually
Determined Maximum stock on each stock management level (Bin, Item/Cabinet and Item
levels). It calculates the difference between the two stock quantities in pieces and in

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percentage. It also calculates and displays the monetary value of the difference in the
'Saving' column.

To run the report, open “Menu: Reports  Stock Reports  Max Comparison”.

9.3.11 Stock Surplus Report

This report displays the stock surpluses on the all management levels.
It compares the stock quantity to the maximum quantity and whereas the stock quantity is
above the maximum quantity, it calculates the difference in percent into the report.

To run the report, open “Menu: Reports  Stock Reports  Stock Surplus Report”.

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9.4 Usage Reports

The usage reports allow you to track the usage of items on each stock management level
(Bin, Item/Cabinet and Item levels) by month.

9.4.1 Basic Usage Report

This report displays in generic view the history of every monthly usage per Bin, per Item-
Cabinet and per Item for all managed cabinets.

For the report, open “Menu: Reports  Usage Report  Basic Usage Report”.

9.4.2 Advanced Usage Report

This screen enables the user to create a customized report based on the records of
the basic usage report. It also enables the user to save the definitions and run the
report at a scheduled time.
The report displays the items by:
Usage: The quantity of items used (issued).

To run the report, open “Menu: Reports  Usage Report  Advanced Usage Report”.

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Please refer to Chapter B: Advanced Reports (section 9.1) for instructions how to build
and run an Advanced Report.

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9.5 Stock Shortage

The stock shortage reports enables the user to track stock shortages per item for each
stock management level (Bin, Item/Cabinet and Item levels) detailed.

9.5.1 Stock Shortage Report

This report displays stock shortages in all three stock management levels. It compares the
stock to the minimum stock quantity, and lists those cases where the stock falls below the
minimum. It also shows the draft and open orders quantities.
This is a good control tool, as it lets us know where problems in stock levels might occur.

For the report, open “Menu: Reports  Stock Reports  Stock Shortage”.

By clicking the right mouse-button, a pop-up menu will appear displaying option 'Stock
Transfer' for transferring items from bin to bin. This option will be opened only if the stock
shortage is on the Bin level.

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9.5.2 Advanced Stock Shortage

This screen enables the user to create a customized report for stock shortages based
on the basic stock shortage report. It also enables the user to save the definitions and
run the report at a scheduled time.
The report displays the stock by:
Shortage: The quantity of items missing up to the required minimum quantity.

To run the report, open “Menu: Reports  Stock Shortage  Advanced Stock Shortage”.

Please refer to Chapter B: Advanced Reports (section 9.1) for instructions how to build
and run an Advanced Report.

9.5.3 Early Warning Report

This report displays items and the prognosis for how many days the stock will be sufficient
based on the statistics of usage (Usage, 3 Month Average, Lead Time, Stock Days).
This report will help you get ready and react before a delivery problem happens.

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To run the report, open “Menu: Reports  Stock Shortage  Early Warning Report”.

9.5.4 Advanced Early Warning Report

This screen enables the user to create a customized report for stock shortages based
on the basic early warning report. It also enables the user to save the definitions and
run the report at a scheduled time.

To run the report, open “Menu: Reports  Stock Shortage  Advanced Early Warning
Report”.

9.6 Stock Valuation Reports

The valuation reports allow the user to view the monetary value of the current stock.
The value is calculated by Average Cost of the item * Quantity.
If the Average Cost is NULL, it will use Item Price.
If the Item Price is NULL, it will use primary Supplier Price.

Note: This section describes basic reports for valuation of the stock. To build an advanced
report for stock valuation, use Advanced Stock Report where you can see the value
information as well. Read more in Chapter B: Advanced Stock Report (section 9.3.1).

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9.6.1 Valuation by Bin report

This report displays in generic view all the bins that have item definition and their stock
value. The stock value is expressed in Total Value:
Total Value = Average Cost of the item * Quantity in the current bin.
If the Average Cost is NULL, it will use Item Price.
If the Item Price is NULL, it will use primary Supplier Price.

For the report, open “Menu: Reports  Stock Valuation Reports  Valuation by Bin
Report”.

9.6.2 Valuation by Cabinet report

This report displays in generic view all the items by each cabinet in the system and their
stock value. The stock value is expressed in Total Value:
Total Value = Average Cost of the item * Quantity in the current cabinet.
If the Average Cost is NULL, it will use Item Price.
If the Item Price is NULL, it will use primary Supplier Price.

For the report, open “Menu: Reports  Stock Valuation Reports  Valuation by Cabinet
Report”.

9.6.3 Valuation by Item report

This report displays in generic view all the items in the system and their stock value.
The stock value is expressed in Total Value:
Total Value = Average Cost of the item * Quantity of the item.
If the Average Cost is NULL, it will use Item Price.
If the Item Price is NULL, it will use primary Supplier Price.

For the report, open “Menu: Reports  Stock Valuation Reports  Valuation by Item
Report”.

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9.7 Orders Report

The orders report allows the user to follow up on all the orders created in the system.

9.7.1 Basic Orders Report

This report displays all the created order lines for items created by Automatic and Manual
orders. It details the order which contains the order line, the item supplier, the item details,
the status of the order line (Cancel, Close, Draft, Open, Partial, Sent to supplier), the order
line level (Item, Item-Cabinet, Bin), the quantities received and remained from the order
line, the price, the dates etc.

For the report, open “Menu: Reports  Orders Report  Basic Orders Report”.

9.7.2 Advanced Orders Report

This screen enables the user to create a customized report for orders based on the
records of the basic orders report. It also enables the user to save the definitions and
run the report at a scheduled time.
The report displays the order lines by:
Quantity: The quantity of items in the order line.

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Value: The total monetary value of the order line (taken from Total Price of the
order line = Unit Price * Quantity of the order line).
Remained Quantity: The quantity of items from order lines which still need to be
received.

For the report, open “Menu: Reports  Orders Report  Advanced Orders Report”.

Please refer to Chapter B: Advanced Reports (section 9.1) for instructions how to build
and run an Advanced Report.

9.7.3 Orders Simulator

This standard report calculates the estimated days to delivery of ordered items, their
current stock level in stock days, and allows the user to filter those order lines where the
difference is considered to be unacceptably small, for example 7 days or less. This
simulation allows purchasing to focus on order lines that are urgently required in order to
avoid a stock out.

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For the report, open “Menu: Reports  Orders Report  Orders Simulator”.

<Stock Days> converts stock quantity into the estimated number of days until the item will
reach zero quantity, based on average usage.

<Days to Delivery> calculates the number of days until an order line is likely to be
received, based on the average lead time or promised date (if any).

9.7.4 Overdue Orders Report

The report lists overdue orders i.e. orders that have passed their Request or Promised
Date.
For the report, open “Menu: Reports  Orders Report  Overdue Orders Report”.

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9.7.5 Invoice Control

This report lists all the order lines (not including internal) that were partially or fully
received (in status partial or closed), but there is no invoice or the invoice is for quantity
less than received.
For the report, open “Menu: Reports  Orders Reports  Invoice Control”.

9.7.6 Advanced Invoice Report

This report is based on the basic “Invoice Control” report.

For the report, open “Menu: Reports  Orders Reports  Advanced Invoice Report”.

9.8 Additional Fields Report

The additional fields report allows the user to view the values of the additional customized
fields added for the system entities (Bin, Item, Purchase Order, Purchase Order Line).
In order to add the customized fields to the entities, see Chapter B: Additional Fields
(section 5.5).

9.8.1 Basic Additional Fields Report

This report displays in a generic view the entities that have additional fields and the values
of these fields.
The possible entities are: Bin, Item, Purchase Order, Purchase Order Line.
The entities that do not have additional fields are not displayed in the report.
The information is displayed for viewing.
To open the entity for changes, select the record and click the right mouse button.
In order to add the fields to the entities, see Chapter B: Additional Fields (section 5.5).

To run the report, open “Menu: Reports  Additional Fields Report  Additional Fields
Report”.

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9.8.2 Additional Fields - Advanced Items Report

This screen enables the user to create a customized report based on the records of
the basic additional fields report. It also enables the user to save the definitions and
run the report at a scheduled time.

To run the report, open “Menu: Reports  Additional Fields Report  Additional Fields -
Advanced Items Report”.

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Please refer to Chapter B: Advanced Reports (section 9.1) for instructions how to build
and run an Advanced Report.

9.8.3 Additional Fields - Advanced Bins Report

This screen enables the user to create a customized report for values of additional
fields of BIN entities based on the records of the basic additional fields report. It also
enables the user to save the definitions and run the report at scheduled time.

To run the report, open “Menu: Reports  Additional Fields Report  Additional Fields -
Advanced Bins Report”.

Please refer to Chapter B: Advanced Reports (section 9.1) for instructions how to build
and run an Advanced Report.

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9.8.4 Additional Fields - Advanced Orders Lines Report

This screen enables the user to create a customized report for values of additional
fields of PURCHASE ORDER based on the records of the basic additional fields
report. It also enables the user to save the definitions and run the report at scheduled
time.

To run the report, open “Menu: Reports  Additional Fields Report  Additional Fields -
Advanced Orders Lines Report”.

Please refer to Chapter B: Advanced Reports (section 9.1) for instructions how to build
and run an Advanced Report.

9.8.5 Additional Fields - Advanced Kits Report

This screen enables the user to create a customized report for values of additional
fields of KIT entities based on the records of the basic additional fields report. It also
enables the user to save the definitions and run the report at a scheduled time.

To run the report, open “Menu: Reports  Additional Fields Report  Additional Fields -
Advanced Kits Report”.

The values for the report are taken from: “Item Maintenance” screen of Kit item type  “Kit
Items” tab  select one of the kit items to display the bottom tabs  “Adiitional Fields” tab.

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9.9 Interface Reports

These reports show the activity of system with interfaces.

9.9.1 In/Out Requests Report

This report displays the activity on “In/Out Requests”, i.e. Receive and Issue transactions
against requests.
To run the report, open “Menu: Reports  Interface  In/Out Requests Report”.

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The requests are added and shown on “Menu: Administration  Interfaces  Requests”.

9.9.2 Interface Report

This report displays the activity with interfaces defined in the system, such as SAP.
To run the report, open “Menu: Reports  Interface  Interface Report”.

9.10 Items Reports

This chapter describes all the reports related to items.

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9.10.1 Item-Supplier Report

This report displays all the items that have at least one supplier definition.
Items that are supplied by more than one supplier are listed with a separate record for
each supplier.
The report details the information of the item by supplier, such as his price for the item, his
pack size, minimum order quantity, lead times calculated by the Monthly Usage Process
and more.

Note: This report can be also used as a pricelist of supplier.

For the report, open “Menu: Reports  Items  Item-Supplier Report”.

9.10.2 Kits Report

This report displays all the kits in the system.
It details for each kit the component items and their quantities in the kit.
The information is displayed for viewing. To change a kit or its component items, select the
record and click the right mouse button.

For the report, open “Menu: Reports  Items  Kits Report”.

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9.10.3 Item Catalog Pictures

This report allows the user to build a printed catalog for each item with barcodes and
pictures.

To run the report, open “Menu: Reports  Items  Item Catalog Pictures”.

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To build the Catalog, click the <Print> button on the toolbar. This will export the list to
Excel with barcodes and pictures.

9.10.4 Item Catalog Pictures by Cabinet

This report allows the user to build a printed catalog for each item with barcodes and
pictures, with ability to filter by cabinet.

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To run the report, open “Menu: Reports  Items  Item Catalog Pictures by Cabinet”.

9.10.5 Items-Cost Centers

This report displays the linked items to cost centers.

To run the report, open “Menu: Reports  Items  Items-Cost Centers”.

For instructions how to link items and cost centers please refer to Chapter B: Define Items
per Cost Center (section 19.3).

9.10.6 Alternative Items Report

This report displays items and its alternative items.
To run the report, open “Menu: Reports  Items  Alternative Items Report”.

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The values for the report are taken from: “Item Maintenance” screen  “Alternative” tab.

9.10.7 Quantity Discount

This report displays discounts defined for items suppliers.
To run the report, open “Menu: Reports  Items  Quantity Discount”.

The values for the report are taken from: “Item Maintenance” screen  “Supplier
Information” tab  select supplier display the bottom tabs  “Quantity Discount” tab.

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9.11 Gauges Reports

These reports display information regarding serial items (durable and gauges).

9.11.1 Calibration History

This report displays all the Calibration Orders for gauges.
To run the report, open “Menu: Reports  Gauge  Calibration History”.

The calibration orders are created when serial is sent to calibration by Manage / Touch
applications or when serial is changed from status ‘In stock’ to status ‘In Calibration’.

To open order for maintenance, select order and right click.

The popup menu will appear with an option to open the “Calibration Order Maintenance”
screen.

9.11.2 Advanced Serial Items Report

This report enables the user to create a customized report for serial items based on the
records of the basic “Search Serial Items” screen. It also enables the user to save the
definitions and run the report at a scheduled time.

To run the report, open “Menu: Reports  Gauge  Advanced Serial Items Report”.

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9.11.3 Gauges Measurement Report

This report displays all the measurement records from all the calibration orders.
To run the report, open “Menu: Reports  Gauge  Gauges Measurement Report”.

9.12 Administration Reports

These reports display administrative information.

9.12.1 User Groups

The report lists users and their user groups.
To run the report, open “Menu: Reports  Administration  User Group”.

9.12.2 Bin Limitation

This report displays user groups and the bins they are allowed to access.
To run the report, open “Menu: Reports  Administration  Bin Limitation”.

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The bins are defined for user group at:

The “Menu: Administration  Users and Authorizations  User Groups”;
The “User Group Maintenance” screen  “Bin Limitation” grid.

And also at:

The “Bin Maintenance” screen  “Authorizations” tab.

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9.12.3 History Log

This a report that shows the changes made on different records in the system, such as
data changes on Item Bin, system Option etc.
For the report, open “Menu: Administration  History Log”.

To record changes into this History Log, you need to set the System Option 214 -
Manage History Log file.
By clicking the right-side mouse, the popup menu will be displayed with 'Open
Maintenance' option to open the record that had the change.

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9.12.4 Advanced History Log Report

This screen enables the user to create a customized report for changes made on
different records in the system (such as data changes on Item, Bin, System Option
etc.) based on the records of the basic History Log report. It also enables the user to
save the definitions and run the report at a scheduled time.

For the report, open “Menu: Reports  Administration  Advanced History Log Report”.

9.13 CPU – Tool Life Reports

The following reports are used to track the cost of tools used per production units and their
tool life, based on the records entered into “Production Cost List”.
For more information, read Chapter D: CPU – Tool Life (section 27).

9.13.1 Advanced CPU Report by Line

This screen enables the user to create a customized report for cost of tools used per
production units, based on the records of the basic CPU report. It also enables the
user to save the definitions and run the report at a scheduled time.

To run the report, open “Menu: Reports  CPU – Tool Life  Advanced CPU Report by
Line”.

This report uses the costs already calculated for basic CPU report and makes average
calculations.

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9.13.2 Advanced Tool Life Report by Line

This screen enables the user to create a customized report for tools used per
production units and their tool life, based on the records of the basic Tool Life report. It
also enables the user to save the definitions and run the report at a scheduled time.

To run the report, open “Menu: Reports  CPU – Tool Life  Advanced Tool Life Report
by Line”.

9.13.3 Advanced CPU Report

This screen enables the user to create a customized report for cost of tools used per
production units. It also enables the user to save the definitions and run the report at a
scheduled time.

To run the report, open “Menu: Reports  CPU – Tool Life  Advanced CPU Report”.

This report enables to summarize costs by range of dates. When calculating the results,
the report will include all the production cost records that their Begin Date and End Date
are inside the range. If one of the dates will be out of the range, it will not be included for
calculations.

9.14 Bin Units Report

This report displays in generic view all the Bin Units in the system.
For each bin unit it details the Y-Z-X coordinates, the 'Sent' value which determines if
this bin unit has a latch for opening and the Cabinet / Bin which uses this bin unit.
Please note that some records may not have coordinates. This will be bins without bin
units.

To run the report, open “Menu: Reports  Bin Units Report”.

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9.15 Cost Center Links

This report lists all the links created between different cost centers (the links created by
marking the 'Cost Center Detail Parent' field on the cost center details).
For the report, open “Menu: Reports  Cost Center Links”.

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Delete links:

This report allows you to delete links by selecting a record and clicking the <Delete>
button on the toolbar. To delete multiple records at one time, hold the CTRL key and
select the desired records. This option saves the need to enter into cost center detail
screen and remove one by one the marks of the 'Cost Center Detail Parent' field.

Open records:
Right-click the mouse to get popup menu with options to open maintenance screens of the
cost center headers and details.

9.16 Links Report

This report lists all the links defined for Items and Orders.
For the report, open “Menu: Reports  Links Report”.

9.17 Saved Advanced Reports

This report lists the saved advanced reports of all the categories.

1. Open "Menu: Reports  Saved Advanced Reports".

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2. Locate the report and select its record.

3. To delete the report, click the <Delete> button on the toolbar.

To open the report for editing or for getting results, continue.
4. Click the right-side mouse to display popup menu with 'Open Maintenance' option and
select the option to open the report.

5. Modify the parameters if you wish, and then run the report by clicking the

<Search> button or the <Print> button.

9.18 Analyzer
Analyzer is an analytical and management tool that displays key performance metrics all
on one screen. The simplified format provides easy access to important data for decision
makers, thus improving awareness and control.
It is also a flexible tool with different viewing options, quick reports and filters.

Analyzer is activated by clicking on the <Analyzer> button on the right side of the
toolbar.

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Analyzer displays 9 default windows as follows (top to bottom, left to right):

Stock – Total Stock Value (In System Currency), Average Monthly Usage (the monthly
average of all issue transactions in the last 6 months) and Stock Turnover which is the
ratio between Stock Value and Average Usage – It shows much time (in months) it takes
to use the entire stock managed by MATRIX. The optimal ratio for Stock Turnover is set at
"3", when the stock ratio exceeds this number the text turns from green to red. This value
can be changed in the window's parameters.

Items Shortage – includes data for all items that are set up for automatic reorder in the
system at the Item Management Level. Critical Shortage is items below 50% of their MIN
stock level (or any other % defined in the System Option 810). Zero Stock is an item
which is in "Critical Shortage" and is also out of stock. Stock Shortage Alert is sent by a

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User from TOUCH when the item he wants to issue is out of stock. The values shown
represent the number of items or events.

Items – Total is the total number of items connected to at least one bin. The pie graph
shows the breakdown by stock movement: "Active" is an item with a stock transaction in
the last 6 months. "Slow" is an item with no issue transaction in the last 6-12 months.
"Inactive" is an item with no issue transaction for more than 12 months.

Savings – The graph shows actual savings recorded to date for all projects and the total
target savings for all savings accounts, where the project and savings account are defined
for the current year.

Lead Time – Average Lead Time: The arithmetic average of all lead times for each order
line made in the last 6 months. The pie graph is showing the breakdown by delivery days.
The calculation is based upon the days elapsed between order and receive transaction.
Internal orders are not included in the calculation.

Open Orders – Displaying the number of lines and their total values for open orders and
for overdue orders. An order is considered open when the status is: for regular orders –
Open \ Sent \ Partial; and for rework orders – Sent \ Partial; Internal orders are not
included. An order is considered "Overdue" when the Request or Promised date has
elapsed.

Usage – MTD: the current month's usage (sum of all issue transactions) in the system
currency. It is shown together with a bar graph of the previous 6 months' usage month by
month.

Receives – MTD: the current month's receives (sum of all receive transactions) in the
system currency. It is shown together with a bar graph of the previous 6 months' receives
month by month.

Orders – MTD: the current month's orders (excluding internal orders) are shown together
with a bar graph of the previous 6 months orders month by month.

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Additional Windows:
Analyzer has 4 more windows which can be displayed (the way to display them is
explained in the end of this chapter):

Top Cost Centers – Displays the Cost Centers that had the largest issue count in the last
30 days.

Top Items – Displays the items that were issued the most in the last 30 days.

Usage vs. Receives [MTD] - Displays a graph comparing the Usage (Issues) and the
Receives made in the current month.

Bins Shortage – Bins with zero stock: The amount of bins (which are associated to an
item) that have zero stock. The pie chart illustrates the percentage of the zero stock bins in
compare to bins with stock.

Filtering Options:
When Analyzer is activated all data is displayed. It is possible to filter data by using the
filters at the top. Data can be filtered by: Site, Cabinet, Supplier, Item Group, Item Type,
Value / Quantity (values in system currency) and the number of zeroes to be displayed in
numbers.
* Only the Savings window will not be influenced by these filters.
** Only some windows will be affected by changing Value to Quantity. These windows
show the system currency in the aqua colored window header when the Value filter is
selected.

Graph Type:
The type and style of a graph can be edited by placing the mouse cursor over any graph
and right clicking for edit options:

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Quick Reports:
Each window in the analyzer is connected to a matching detailed report. Clicking on the
blue header bar of each window opens the detailed report.
*The reports are automatically filtered by the filters you are using in Analyzer.

Printing:

A snapshot can be printed by clicking the <Print> button on the toolbar.

Saving a snapshot:

A picture of the screen shot can be saved by clicking the <Save As> button on the top
of the Analyzer window.

Replacing and changing the position of Windows:

Additional window options are available. By clicking the <Update> button a new
window will be opened, allowing you to change the configuration of Analyzer:

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In this window you can change the position of a window simply by dragging and dropping it
into the new location. You can also choose a window from the list on the left and drag it to
a position in the analyzer window.
Pressing the Default button will return the windows into their original positions.

Choosing a window name and pressing the <Update> button will open a window in
which you can change different parameters related to each window. For example, you can
change the number of records displayed by changing the parameter value.

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10 Help and Technical support

The system has a "Help" module that describes all the Topics of the MATRIX-TM
software. In case a user cannot solve a problem in the system using the Help or needs to
ask any question about the use of the machine and software, there is an option to send an
email from the system to Technical Support.

10.1 MANAGE Help Documentation

The MATRIX-TM software has an option to open Help by topic.
When using some system features and opening screens, the help is available through the
toolbar.

For example:
1. Open "Menu: Main  Bin" to receive a list of bins.
The button <Help> on the toolbar will be enabled.

2. Click the <Help> button on the toolbar.

MANAGE Help will be opened to the topic "Bin".
Usually it will describe the feature, fields and the instructions for use.
From here you can search for other topics of the MANAGE module and TOUCH
module.

Also:
• You can view the MATRIX-TM Help by going to "Menu: Help  Help" or;
• For Help files on different languages (only those that were translated), open the
MATRIX-TM installation folder and continue to the folder "…\MATRIX-TM\helpFiles\".

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10.2 Sending Logs from MATRIX-TM

The user has an option to send an email directly from MATRIX-TM MANAGE to Technical
Support (or to any other email address).
The e-mail will automatically attach the log files AutoPO.[YYYYMMDD].log and
Communication.[ YYYYMMDD].log that the system created for the same day, in order to
help resolve the issue.

1. Open "Menu: Help  Send Email to Support".

The following screen will appear:

2. Here you can set the "Email Address", "Mail subject".

Use the message box to describe the problem and click <Send> button.
You will be notified about the success or failure of the sending.

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In case of delivery failure:

1. Open "Menu: Administration  System Options".
2. Search system options by the group "Email".
3. Search for Option 705 of "Mail server" and verify that the option value was set
correctly. Check for other email options as well.

10.3 Create an Email Report

The user has an option to create a report draft and send it through email.

When working with generic search screens, the <E-Mail> button is available on the
toolbar. This feature uses the email program installed on your PC and creates an email
draft that you can edit and send.

For example:
1. Open "Menu: Main  Bin" to receive a list of bins.
The button <E-Mail> on the toolbar will be enabled.

2. Click the <E-Mail> button on the toolbar.

An E-Mail draft will be created on your Desktop, attaching to it an MS-Excel file of Bins
report. By using the email program you can edit the email address, subject, etc.

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CHAPTER C: MATRIX-TM TOUCH MODULE

TOUCH Module Preview

The TOUCH module has been planned and designed around the typical method of
working. Our target is to improve, control and shorten the work process and access to
data.
The system allows the worker to perform a variety of operations with the MATRIX
dispenser, such as issuing, returning, counting etc, all through an easy to use touch
screen.

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11 Required pre-definitions for TOUCH system

16B

In order to be able to work on the TOUCH module with the cabinets defined in the
database, the user must first login to the MANAGE module and create touch definitions.
Login to MANAGE system and follow these instructions:

11.1 Define the Touch definition for computer

1. Open "Menu: Administration  Touch Machine  Touch Machine Administration".

2. Click the <Add> button.

The "Touch Maintenance" screen will be displayed.

The user must define here the Touch definition for the computer.

3. Fill the "Touch Description" field with a significant value that describes the name of the
TOUCH workstation.
Fill the "Computer Name" field with the exact name of the PC that will run TOUCH
(the value can be taken from: Go to that computer Properties, follow tab "Computer
Name", click <Change…> button, use the value of "Computer Name" field).

4. Click the <Save> button.

11.2 Define the Touch - Cabinet definition for computer

1. Open "Menu: Administration  Touch Machine  Touch-Cabinet".

2. Click the <Add> button.

The "Touch-Cabinet Maintenance" screen will be displayed. The user must define here
which cabinets to connect to the previously created touch name.

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3. For field "Touch Description" select the previously created Touch name.
For field "Cabinet Name" select the cabinet you want to attach to the Touch.

4. Click the <Save> button and close the screen.

5. In order to attach more cabinets to current TOUCH, repeat steps above.

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12 TOUCH Interface and Initial operations

12.1 Login to the TOUCH Module

1. Run the TOUCH module from the Start menu (or by link on your desktop) to receive
the Login screen.
2. By using the virtual keyboard enter your user name and password or use the barcode
reader to read the number marked on your employee card.
3. Press on the <OK> button or <Enter> on the keyboard.
The system will check the data entered and if confirmed, you will login to the system.

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12.2 Main TOUCH Menu

After login you will receive the Main Menu screen:

Press on the required operation button:

Issue – Issue items
Return – Return goods back into the cabinet
Receive – Enter orders from vendor into the cabinet (restocking)
Change Issue – Allows authorized users to correct issue transaction quantities per User
Adjust – Adjust stock quantities of items
Count – Stock counting of the cabinet
Transfer –Transfer items to another cabinet against an internal order
Receive without Order – Enables to receive an item without having priory created
purchase order in Manage module.
Send to Calibration – Send gauges to calibration.

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Return from Calibration – Return gauges from calibration to stock.

Requests – Issue and Receive items according to requests received
via interface or from Manage.
Advanced – An administrative option for maintaining the cabinet and its
items.

Important! The system will only display the user's authorized options. In order to set the
authorizations, read Chapter D: Controls Authorization (section 18.3.2).

12.3 Operating Principles

12.3.1 Basic System Operating Buttons

Option name Button Description

Main Menu On toolbar: Return to main menu

Drawer mapping On toolbar: Open drawer mapping

window
Print On toolbar: Open list of transactions to
print
Item Information On toolbar: Display list of items to view
its information
Change On toolbar: Change login password for
Password any user
Help On toolbar: Run Help file

Exit On toolbar: Exit the system to Login

screen
Add & Shopping In Issue Module: An option to create
Basket shopping basket by adding items to it.
Next Go to next screen

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Back Return to previous screen

Browse Choose from adjacent list

Search Start searching data

Clear / Clear All Clear all filters to display lists (items,

bins, order, etc.) with no filters.

Favorite Available for Issue and Return modules,

displays list of favorite items that were
recently issued.
Advanced Advanced search by item classifications

Group Search Item by Group

Show keyboard Display the virtual keyboard

Hide keyboard Hide the virtual keyboard

Quantity buttons Change quantities in selected bin

OK Confirm last operation

Cancel Cancel last operation

Exit Exit the system to Operating System

Print On Drawer Mapping window: for printing

details of item and bin

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12.3.2 Virtual Keyboard

By using the virtual keyboard you can key in data to the screens.

Operating buttons:

Numbers – Key in the number that appears on the button.

Letters – Key in the letter in the chosen language.
Tab – Moves the cursor to the next data field on the screen.
Enter – Pressing this button initiates a search based on the data keyed in.

Bksp – Deletes last letter keyed in.

Shift – Pressing this button will activate the upper case content of each button or
will switch the keyboard language.

The virtual keyboard will look as below after pressing on the Shift button:

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Displaying the virtual keyboard:

Displaying the virtual keyboard in relevant screens is done by pressing on the

<Show> button.

Hide the keyboard by pressing on the <Hide> button.

Pressing one of the buttons will make it light up in yellow.

12.3.3 Barcode Interface

The purpose of this interface is to save time by reading data with barcode.
The reader will transfer the data to the field where the cursor is positioned at the time,
instead of the user having to key in the data.

Important! The Barcode reader is usually configured to add a prefix to the read barcode
(the information is available from the Barcode supplier or its hardware documentation).
In order to work with barcodes, the barcode configured prefix must fit the prefix expected
to be read in the MATRIX-TM software. To fit the prefix, set the System Option 1012
(Barcode prefix) in the MANAGE module.

The barcode can be used in several screens:

1. Login to the system:

If the user has a badge with a barcode ID number, he can login automatically to the
system by reading the barcode with the barcode reader or otherwise manually input
the user name and password.
To enable login with a bar-coded badge, define the 'User Code' / 'Badge Number' for
the user in the MANAGE module. For more information, read Chapter D: Users
(section 18.2).

2. Input Cost Centers in the 'Issue' process:

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If the cost centers are configured as Numerical or Alpha-numerical fields (and not as a
list) in the MANAGE module, the user can input the values by reading them by
barcode.

3. Search Item:
In all the search screens where the system expects to get item information like Item
Code or Item Description, the user can read a barcode of the item. As a response, if
only one match was found, the next screen of the process will appear. If more than
one match is found, a filtered list will appear that includes only the relevant records.
Note: Sometimes the Barcode reader adds additional characters to the number (for
example barcode number 3101749 reads as 03101749). In this case, set value for the
'Barcode' field of the item in the MANAGE module exactly as the barcode reader
reads it. For more information, read Chapter B: Item (section 5.4).

4. Search Order:
In any search screen where the system expects to get an item or order information, the
user can read the barcode of the order that matches the 'PO Code' value after which a
screen with a filtered list will appear that includes only the relevant order line/s.
For example, 'Receive' and 'Transfer' processes.

5. Search Bin in the 'Count Bins' process:

In the search screen of the 'Count Bins' process where the system expects to get a bin
or item information, the user can read the barcode of the bin that matches fully or
partially to the 'Bin Code' value after which a screen will appear with a filtered list that
includes only the relevant records.

12.3.4 Search Screens

Through this screen you will be able to search various data that exists in the system.

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Important! The quantity displayed in 'In Stock' column includes all the quantities excluding
the stock of Reworkable items in bins marked as 'Used' since those items are not available
for use.

Search for the record:

There are a number of methods to search for a record and to get it displayed in the list:
Use one of the Search methods described below.

Select the record:

After finding the record by one of the methods mentioned before, select the requested

record in the list and press on the <Next> button (or double press on the record)
in order to continue the process.

Note: The system enables to sort the records and to resize the columns.

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Pressing on the header of the relevant column (Item Code, Supplier Code, PO, etc) will
sort the records in ascending order and another press on will change the sort to
descending order.
Resize the columns by pressing and dragging the separator line between the headers of
the columns.

12.3.4.1 Search with no filter

128B

Press on the <Search> button to display all records and scroll down to the desired
record.

12.3.4.2 Search by Barcode reader

129B

Set the focus on the location line and scan the barcode.
The barcode will be entered into location line and only the relevant records will be
displayed in the list.
See more information in Chapter C: Barcode Interface (section 12.3.3).

12.3.4.3 Search by Virtual keyboard

130B

Press on the <Show> button on the bottom part of the screen in order to display

virtual keyboard. Enter item code, item description, or part of them and press on the
<Search> button.

12.3.4.4 Search by Group or by Item Image

13B

This search allows you to locate an item by its Group or Image.

1. Press on the <Group> button in the search screen.

The screen as following will appear:

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2. Select the appropriate product group and;

3. To view all the items of the selected group as a LIST, press on the <OK> button.
In order to return to the full list, open the window again and press on the <Cancel>
button.
4. To view all the items of the selected group as IMAGES, press on the <Items> button.
The screen will display item images and descriptions:

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To return to the groups, press on the <Group> button.

To select a particular item, select the item image and press on the <OK> button.

12.3.4.5 Search by Advanced

This option allows you to search an item by its application and by additional fields.
1. Press on the <Advanced> button on the search screen.
The screen as following will appear:

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Fields description:
Application: This is a constant field that automatically generates a list of
applications linked to the 'Main Family' and 'Sub Family' which have
been assigned to an Item. This list is not seen in Manage.
Main Family: This is a constant field which displays a list of system defined
classifications for 'Main Family'. Only those classifications to which
an item has been linked will be displayed.
Sub Family: This is a constant field which displays a list of system defined
classifications for 'Sub Family'. Only those classifications to which
an item has been linked will be displayed. The list of Sub Family
classifications is filtered according to the selected Main Family.

Additional Fields are added to the Item entity in the Manage module as described in
Chapter B: Additional Fields (section 5.5).

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For example, Item entity has four additional fields of different types added by the
Manage module: The field 'Size' (numeric type) will display a list of used values and
numeric keyboard for input; the field 'Color' (text type) will display a list of used values
and alpha-numeric keyboard; the field 'Tested' (Boolean type) and the field 'Test Date'
(date type) will display the list of used values.

2. Insert the data for filtering the items on the search screen and press on the
<OK> button. In order to cancel the filter, open the 'Advanced' window again and press
on the <Cancel> button.

12.3.5 Adjust Search Screens

This feature enables to adjust the search screens and grids per database.
The following operations are available for change and for save:
• Adding / Removing columns to the view by the right-click popup menu
• Reducing / Enlarging columns width by dragging
• Relocating the columns to different position by dragging
• Sorting the data by selected column by pressing the column header

See below the example for the view before changes and after changes:
Figure 1 displays example for search screen before changes.
For example, open the search screen of 'Receive without Order' option and make the
following changes:
1) Click the right mouse-button to get the popup menu and expand the 'Columns' option.
This option will display all the columns that can be added / removed. Check the
columns that you wish to display and uncheck those which are not relevant, for
example 'Additional Item Code' and 'Additional Item Description'.

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2) Enlarge column width by dragging with mouse, for example 'Item Description' and
'Space' column.
3) Relocate column to different position by dragging it with mouse, for example relocate
'Group' column after 'Item Description'.
4) Sort the view by clicking the column header, for example 'Item Code' header.
5) Click the right mouse-button to get the popup menu and click the 'Save' option to save
all the changes done. Next time you open this screen it will be loaded by the saved
definitions.

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Figure 1: Search screen before changes

Figure 2: Search screen after changes

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12.3.6 Item Information

This feature enables to display in TOUCH application additional information regarding the
item from the MANAGE application.
In any module in Touch where item image is displayed on top of the window, user can
press on the image and the system will display "Item Information" screen.

Example:
1. Open any module; select any item and press <Next> to get the screen with the item
image.

2. Press on the image area.

The "Item Information" screen will be displayed. The buttons on top represent tabs
which display the data from these tabs in Manage module:
General: General data.

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Item Picture: Displays enlarged item image.

Supplier: List of item's suppliers.
Additional Fields: Additional fields of the item.
Location: Displays all the bins that store the item.
Links: Displays links defined for the item and enables the user to run them.
Kit Items: If the item is of Kit type, displays the list of items related to the kit.
Cost Centers: For 'Change Issue' module displays for cost centers for which the
item was issued. For all the other modules, displays the list of cost
center to which this item is linked.
Transaction: List of transactions.
Serial: Serial pieces of the item.
Calibration: Displays the history.
Price: Information regarding prices
Orders: Lists order lines of the item by the following:
Purchase order – header DRAFT – order lines in status Draft, Open,
Sent to Supplier,
Purchase order – header OPEN – order lines in status Open, Sent
to Supplier, Partial.
Internal Order – header OPEN – order lines in status Open, On
Route.
Does not display order lines in status Close, Cancel or Deleted.
Alternative: List of alternative items to the current item.

This data is displayed only for view!

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3. Switch to the other tabs by pressing on the buttons.

4. To close the window, press on the <Back> button.

12.4 Change Password

This feature enables changing passwords for any user.
To operate the feature:
1. Login to the TOUCH application and go to the Main menu.

2. Press on the <Change Password> button on the top of the window.

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The following screen will be displayed:

3. Enter the existing 'User Name' and 'Password' of the user for whom you wish to
change the password, enter the new password and confirm by <OK> button.
Badge Number – an option to set operator’s badge number for login by input device,
such as barcode reader or magnetic card reader, etc.

12.5 Advanced
This is a tool that helps to follow the communication between the hardware and software,
to test the communication without using Touch modules or creating transactions.
To use this tool, press <Advanced> Icon on the TOUCH Main Menu.

To run this tool:

On Main Menu screen press the <Advanced> icon.
The "Local Information" screen will appear.

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Tabs:
Cabinet: Lists the cabinets attached to the current Touch station and shows
their status.
Site Mapping: Displays on one screen all the cabinets with its drawers and bins on
the current Touch station. It allows opening drawers / bins, setting
items into empty bins, setting its initial stock and making some bin
definitions.
Error: Lists the communication errors.
History Log: It lists the log files created by the system and allows displaying its
content.
Local Information: Displays information regarding the PC and the Server.
System Options: Displays list of system options.
Advanced: For general Touch settings.

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12.5.1 Cabinet
This tab lists the cabinets attached to the current Touch station displaying connection
information such as Port Number, Baud Rate, Sequence, etc.

The <Reset> button to reset errors of the selected cabinet.

The <Clear Buffer> button to clear buffer of commands sent to cabinet.

The <Login / Logout> buttons are used for multi-connections and changed according to
the state of the ‘Online’ mark on the selected cabinet. Cabinet is marked as ‘Online’ when
one of the Touch stations is open on a screen that locks-out other Touch stations from
connecting to it, such as the bin grid screen.
For example, if a cabinet is connected to more than one Touch station and is currently in
use on another Touch station, this cabinet will be marked ‘Online’ on our current Touch

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station and the button will be <Logout>. Pressing on the <Logout> button will release the
cabinet and will make it available for our connection.

12.5.2 Site Mapping

The Site Mapping displays on one screen all the information regarding the current Touch
station – easy access to data on the levels of cabinet / drawers / bin / item.
This tool helps to test communication between hardware and MATRIX-TM software and to
maintain the Matrix hardware by giving physical access to drawers and bins. When
opening drawers / bins by this module, no stock transactions are created.
The available actions and information on Site Mapping:
• Viewing all the cabinets connected to the current Touch station, drawers preview,
details of each bin and items stored.
• Opening any drawer / bin – good for testing communication between hardware and
software, for maintaining the hardware and for accessing to the tool storage place.
• Setting items for unallocated bins and setting initial stock – good time saver,
especially for initial set-up of the cabinet.
• Changing some of the bin definitions – cancels the need for switching between
Manage and Touch applications.

To use this tool:

1. Press <Advanced> Icon on the TOUCH Main Menu

2. Press the <Site Mapping> button from the right side buttons.
The Site Mapping tool will be displayed.

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3. Press the <Browse> button for selecting drawer for display.

The screen as following will be displayed:

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This screen lists only the cabinets related to the current Touch station.

4. Select the relevant Site / Cabinet / Drawer and press the <OK> button.
This will display graphically the selected drawer with divisions to bins and the
stock/capacity of each bin.
5. Press on the relevant bin to display its data and to allow changes on this bin.
The selected bin will be colored with blue and its data will be displayed on the bottom
part of the screen.
6. On the right part of the drawer preview the following buttons are displayed:
Press the <Open Selected Bin> button to open drawer and the selected bin.
Press the <Open all bins> button to open the drawer and all of its bins.
Press the <Bin Update> button to set item for a selected bin (only if not allocated to
any item yet) or to change some of the bin definitions.
7. By pressing the <Bin Update> button, the following screen is displayed:

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8. Press the <Browse> button to display a list of items and select an item to
associate with the bin (for a bin already allocated with an item, this button will not be
displayed). The item data will be loaded and the fields from the left side will be
available for update.
9. If required, set the stock into ‘Items in bin’ field and set the other bin definitions.
For completing the operation, press the <Save> button.
The data will be loaded into the tabs (General / Stock Remarks / Cabinet Log) on the
bottom part of the Site Mapping window.

Similar tool is also displayed on the MANAGE application for opening Manage
maintenance screens. To read more about this tool on MANAGE, follow Chapter D: Site
Mapping (section 16.6.1).

12.5.3 Error
This tab lists the communication errors from the Cabinet Log.

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12.5.4 History Log

This tab shows a content of selected log file, created by the system.
To open the list of log files, press the <Browse> button and select log name.

12.5.5 Local Information

This tab displays information regarding the PC running TOUCH and the Database Server.
This information might be useful in defining the following parameters:
Computer Name: Used for attaching cabinet to the Touch station.
Command Line: The file executed for running the Touch application.
Server Name: Used on the 'Settings' screen and also for the registration code.

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12.5.6 System Options

Displays list of system options, for view only.

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12.5.7 Advanced
For general Touch settings.
Refresh Processes – if unchecked, the Touch screen will load its screens from the
memory and not a new one (recommended).
Restart Win – an option to restart Windows operating system.
Reload Touch – closes the Touch and opens it again in one action.
Refresh cache – refreshes cache memory with updates. Used in case there were
changes in the Manage application (system options, texts, etc.) that we would like to
reflect on the Touch currently running.

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13 System operations

13.1 ISSUE Item

This module enables to a user to issue items from the cabinet.
Press on the <Issue> icon on the Main Menu.
The following operations have to be performed as a part of the issue process:
• Choose cost center/s.
• Choose item.
• Choose bins and quantities to be issued.
• Execute the Issue transaction.
• Stock Shortage.

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Choose cost center

In the Issue process, before the user selects items, the user must select the cost centers
to which the desired items will be issued. However, the system administrator can configure
the system in the way that cost center information will not be mandatory.

The number of cost center headers, their names, input types (Choose from list, Numeric
keyboard, Alpha-Numeric keyboard or Barcode), possible and default values and
hierarchy between them and more options (like required fields or not, changeable or not)
are configured by the MANAGE module.
For more information read Chapter D: Define Cost Centers (section 19) and Chapter D:
User Cost Centers (section 20).

Example:
The following screen shows a sample configuration of four cost center headers:

If the cost center headers are defined as a hierarchy, they need to be entered in order:
Department  Work Center  Machine and the Job Number. Otherwise, the order will
not matter.

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Setting the cost centers for the cost center headers can be done in several ways
depending on the cost center header type:

Department: Cost center header of type 'Choose from List'. Press on the <…>
button will open a list of optional cost centers for this header. Select the

desired cost center and press on the button.

Work Center: This cost center header type is also of type 'Choose from List'. If this cost
center header is defined in hierarchy with the one before it, the list of cost
centers will be displayed automatically after selecting the previous cost
center header. Otherwise the user will have to open the list manually.
Machine: This cost center header type is like Work Center.
Job Number: Cost center header of type 'Numeric Keyboard'. Touching it will dynamically
display the Virtual Keyboard. Use the Virtual Keyboard to enter the data
manually or use the Barcode Reader.

After setting the cost centers, press on the <Next> button.

Choose item
Next, the search screen will appear that enables the user to search and choose an item.
Use the search methods described before (in Chapter C: Search Screens (section 12.3.4))
in order to locate the item.

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Note: If the desired item has a stock shortage, meaning the quantity in stock is zero, you
can select the item in order to send an alert about the shortage. For instructions, read the
"Stock Shortage" paragraph below.

Choose bins and quantities to be Issued

If you select an item of KIT type, for instructions please read the 'Issue a Kit' paragraph
below.
Otherwise, the following screen will appear:

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The top part of the screen displays the selected item’s data and picture.
Beneath the item data a table appears containing a record of all bins that are associated
with the chosen item.

Note: In the line marked in red displayed an explanation of the next step to be performed.

The column named “Current Stock” contains the actual quantity stored in each bin.
In the “Quantity” field you can choose the quantity to issue for the selected item.

There are two ways to select the quantity:

1. By using the numbers from the virtual keyboard.

2. By pressing on the Add/Reduce buttons or .

If the quantity in the chosen bin is exceeded, then another press on the Add button will
move the cursor automatically to the next bin in the table.

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Note: The quantity that will appear on the Add/Reduce buttons is the default issue
quantity defined for that item in the MANAGE system. If no default issue quantity is
defined, then the Add/Reduce buttons will be +1/-1.

Note: If the field “Issue Any Quantity” is marked in the MANAGE system under the
Cabinet details, then you have the possibility to issue any quantity in the bin. If this field is
not marked, you can issue only the full quantity that exists in the bin or not issue at all.

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Issue

1. After selecting the quantity of the chosen item from each bin, press on the
<Issue> button. The drawer light will come on.
2. Open the drawer and take out the entered quantities of the items issued.
3. Close the drawer. After closing the drawer the stock quantity will be updated in the
system.

4. Press on the <Exit> button will take you directly to the Login screen.

Stock Shortage
In case the item is out of stock, the user can send an Alert that will create a stock shortage
transaction ('Zero Issue' transaction) and also send an email to the responsible stock
manager.
1. In the search item screen, select on the item record that is out of stock (the line will be
lightened in color) and press on the <Next> button.
The screen as following will appear:

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This screen displays (at the top part) the Item Code and Item Description. Beneath that
section there is a display of all existing stock of that item in other cabinets or
warehouses that are not connected to the currently accessed TOUCH system.
2. Press on the <Alert> button. This will create a stock shortage transaction and send an
alert by email to the responsible stock manager.

Note: The email for alert is taken from the cabinet details.

13.1.1 Issue a Kit

Kit component items can be located all together in one bin and issued as one complete
assembled item or; each kit component item can be located in its own bin, so when
issuing, the components will be issued from different bins drawer by drawer,

1. Press on the <Issue> Icon and enter the relevant cost centers as usual.

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2. Then search for kit type items. For example, if you set up the Kit using the word ”KIT”
in the item description, then searching KIT will bring up all kits in the cabinet. In the
screen below, the result is shown in the top part of the screen.

3. Select Kit item and press on the <Next> button.

4. If you receive the following pop up question, execute this step. Otherwise, continue to
the next step.

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The pop up question allows you to issue the kit items as an assembly from one bin or
as separated items from multiple bins.
Yes for Assembly:
Select <Yes> to issue all the kit's component items from one bin as a regular issue of
items. The system will display the regular window where you will be required to fill in
the quantities for issue. In this case there is no need to continue with the following
steps, but proceed to execute a regular issue operation.
Or;
No for Separated Items:
Select <No> to issue the kit's component items from its own separate bin. A series of
steps will be initiated. In this case please continue to the next step.

Note: Receiving this message means that the system was set to allow selection
between two options for issuing a kit. In order to limit issuing kit components only from
separate bins and thus avoiding this message, set System Option 1014.

5. The following window will pop up requesting the user to enter the quantity of kits to
issue.

6. Enter quantity and press <Next> to proceed to the next step.

If some items in the kit are not in stock or not enough, the following message notifying
about the shortage will appear.

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Transaction quantity: The requested quantity which is the quantity in kit multiplied
by number of requested kits.
Actual Quantity: The actual quantity available for issue.

If you choose <Cancel>, the issue process will be canceled.

If you choose <OK>, the system will continue the issue process like described in the
next step, considering the remained stock of the kit component items.

7. A list of the kit’s component items and their respective quantities will be shown. The
displayed quantities represent the respective quantities of each component item in that
kit multiplied by the quantity of kits to be issued.

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Note: MATRIX-TM will choose the components according to a method which

minimizes the number of drawers to open and maximizes storage efficiency by
choosing the smallest bin which supplies the needed quantity.

8. Edit the quantities, if required, and press <Issue> to proceed to the next step.
The list of component items in the cabinet/s will be displayed for issue drawer by
drawer. After you pick-up the items from each drawer and close the drawer, you will be
prompted to pick-up items from the next drawer and so on, until all items from all
drawers have been picked-up.

After each drawer is closed, the stock of the kits' component items is subtracted and issue
transactions are written. Those transactions contain a remark noting the kit item.

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13.1.2 Issue an Item from Locker

The purpose of this process is to issue item from locker (from a bin defined in a Non-
Automatic cabinet) by issuing first the key for the locker from Matrix cabinet bin.

To enable this process, please make first the item definitions in Manage module as
described in Chapter B: Key Management (section 5.4.6).

Issue a key process:

1. Press on the <Issue> icon from the Main screen and enter the relevant cost centers,
as usual.
2. In the "Item Selection" screen select item which is known as stored in locker and
continue to the next screen of bins.
3. Select the bin which is used as locker and connected to key, set the quantity for issue
and press on the <Issue> button.

Pressing on the <Issue> button will display Drawer Mapping of Non-Automatic

cabinet drawer with marking the relevant locker position and at the same time the
Matrix drawer will be available for opening the bin with the key. You can also print the
drawer mapping by pressing the <print> key.

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You will be required to issue the key from Matrix bin in order to issue the item from the
locker and then to return the key to the bin by <Return> option.

4. Issue the key from Matrix bin and follow the Drawer Mapping to locate the locker with
item to issue. Issue the item using the key and then press on the <Close> button to
complete the issue process.
5. For following the transactions created, return to Main Menu and select the <Change
Issue> option.

Two Issue transactions were created: one for the key and one for the item.

6. After issuing the item, return the key to the Matrix by selecting the <Return> option and
selecting the key item.

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Exception:
If on the step 3 after pressing the <Issue> button you get the following message, this
means that the key for the locker is not available, The user who last issued this key will
be displayed in the window, You will be requested to select if you want to continue the
issue process without issuing key.
By pressing <Yes>, you will continue issue process to next step and this will create
Issue transaction only for the item stored in locker. By pressing <No>, the issue
process will be stopped.

13.1.3 Issue Items by Cost Centers

You can define list of items that will be available for Issue according to the selected cost
center, All the other items to be filtered and non-accessible. This will require defining the
links between cost centers and items in the Manage application.
For making the required definitions please follow the Chapter D: Define Items per Cost
Center (section 19.3)

13.1.4 Issue a 'Serial Item'

A 'Serial Item' can be issued via the 'Issue' process in the Touch Module.
In order to issue a 'Serial Item' follow the following steps as described in chapter 13.1
'ISSUE Item':
1. Press the <Issue> icon from the Main screen.
2. Fill in the relevant cost center details.

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3. Choose an Item which is defined as Serial (Gauge or Durable serial).

4. Choose the bin/s from which you want to issue the item by setting issue quantity.
5. Press <Issue> and open the drawer.
The screen as following will appear:

6. Take out the serial/s and mark their number.

• If barcode is available on the tool, you can scan it into top field to make the system
recognize it automatically.
• If the requested quantity is equal to the stock quantity, all the serials will be issued
automatically.
• Serial Items pending calibration will be marked as 'Calibration Overdue'.

7. Press the <Next> button.

8. Close the drawer.

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13.1.5 Virtual Issue

This feature allows a user to use Touch from a kiosk or regular desktop (with PC and
screen only) – making virtual issue transactions and then going to the warehouse manager
to pick-up the tools.
When the user issues an item from a kiosk, the 'Issue' transaction is recorded, the stock is
reduced but the transaction status is unconfirmed.
When going to the warehouse manager to collect the item/s, the manager can view all the
items that were issued but not confirmed. Based on this view he can physically issue the
items and mark each transaction as confirmed.

To use Touch in this way make the following settings:

1. On the relevant PC (kiosk) install the Touch application.
2. Follow Manage menu: Administration  Touch Machine  Touch Machine
Administration and create record for the kiosk computer name.
3. Follow Manage menu: Administration  Touch Machine  Touch-Cabinet and link to
the computer name all the cabinets that their stock will be virtually issued from the
kiosk. Usually these will be manual warehouses defined as Non-automatic cabinets.
4. Open the "Cabinet Maintenance" screen of the cabinet/s that you previously linked to
the kiosk and unmark the 'Is Actual Issue' field. This change will cause to all the Issue
transactions from this cabinet/s to appear in the list of unconfirmed transactions in the
'Issue Confirmation' menu.
5. Login to Touch on the kiosk and make virtual issues.
6. Pick-up the tools from the non-automatic cabinet.
The warehouse manager will confirm the actual issue from the Manage menu:
Operations  Issue Confirmation.
This view will display all the issue transactions from cabinet that are not marked with
'Is Actual Issue' and that were not yet confirmed. The warehouse manager will locate
the relevant transaction, deliver the tool according to the transaction details and finally
double-click the transaction to confirm its issue.

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13.2 RECEIVE Item

The purpose of this process is to restock the cabinet with the items that were ordered. The
system will display all open order lines filtering the order lines that were ordered for
cabinets/warehouses that are not connected to the current TOUCH station.
The process supports receive of all the types of orders:
Standard Purchase Order: Order of new items supplied by supplier (vendor).
Rework Order: Order of reworked/regrind items supplied usually by
regrinding supplier.
Internal Order: Internal Order of items from another system defined cabinet.

For more information, it is important to read Chapter B: RECEIVE Items (section 8.1).

Receive stock process:

1. Press on the <Receive> icon from the Main screen.
The search screen will be displayed, like following, listing all the order open lines.

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Please notice that some order lines might be with "Bin Code" information and some
lines without this information: The order lines with "Bin Code" information were ordered
on the Bin level for particular bins. The order lines without "Bin Code" information were
ordered on the Item level (meaning with no specific bin assignment) or Cabinet level
(for particular cabinet). The order lines that were ordered for a particular bin or cabinet
can be received also to different locations, as described below.

2. Select the order line you wish to receive into stock and press on the <Next> button.
If the System Option 111 (Number of reference fields to use on Receive) is set to 1 or
more, the "References" screen will appear.

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This screen supports working with interface to ERP systems.

For example: In interface to SAP, Reference 1 = PO Number, Reference 2 = Line No.
For more details, see Chapter D: Interfaces (section 24).

If the System Option 111 is set to 0 or none, the “Receive Item” screen will appear, as
below.

Note: The text in red appearing above the table describes the next operation to be
performed.

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At the top part of the screen the Item data and the Purchase Order Code will appear.
The table displays the bin/bins which can receive the item.

Important! If the order line is not on the Bin level (not associated to a specific bin), all
available bins connected to that item in the different cabinets will be listed.
If the chosen order line connected to a specific bin, only that specific bin will be displayed.
In this case, to see all the available bins use the <Show All Bins> button.

The default receive quantity will be the order line quantity and the bin free space
(current stock less bin capacity). You can choose to receive the item to a number of
bins provided that they are in the same drawer.

Allocation principle:
The default quantity will be allocated to bins in the following way:
• If the first bin has the “Allow Over Capacity” flag turned on, then the entire order
quantity will be loaded into this bin.

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• If the capacity of the bin is limited (does not allow over capacity), then the system
will exploit the available space (quantity) in this bin for loading. If some items still
remain unallocated, the system will check the next bins in the table in the same
manner until the entire quantity of the order line is loaded.

3. If you selected an order line that was ordered on the Bin or Cabinet levels (like
described in the previous step) and you wish to receive the order to a bin different from

the bin/cabinet of the order line, press on the <Show All Bins> button.
This button will be disabled, if you selected order line on the Item line.
As a result, it will display all the bins in the current TOUCH station that hold this item
and that have enough space to receive them (also bins that their space is zero, but
marked with 'Allow Over Capacity' sign).

4. Edit the quantities to receive in the “Receive” column by using the Add/Reduce buttons
or through the virtual keyboard and press on the <Receive> button.

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5. Open the drawer and put the items to receive into the allocated bin/s.
6. Close the drawer.
Stock will be updated.

Note: In case you update a smaller quantity than in the order line, the system will display
the following screen:

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If the <Yes> button is pressed, then the order line will be closed even though not all the
quantity was received. If the <No> button is pressed, then the order line will stay open with
the balance which remains to be received.

Serial Items:
Receiving a serial item is very similar to receiving any other item. The only difference
occurs in choosing the quantity. The user can only choose "1" as the quantity for receive
(Only one serial item can be received at a time).
After pressing the <Receive> button the following screen appears:

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This screen allows the user to type (or barcode scan) the serial number of the newly
received item. The user can also choose an already existing serial with the status
"Unallocated".

13.3 RETURN Item

This option allows the user to return items previously issued from the cabinet or to scrap
them, by entering a scrap reason.
The display of items for return depends on system option 113 (Return Only Issued Items):

All Returnable Items – shows all the items that are allowed to be returned according to
their Item Type.
Return Only Issued Items – shows all the items that are allowed to be returned according
to their Item Type and that their 'Issued Quantity' is more than zero, i.e. were issued and
not fully returned.
Return against transactions – shows Issue transactions that their ‘Returned Quantity’ is
less than ‘Issued Quantity’, i.e. were issued and not fully returned.

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1. Press on the <Return> icon from the Main screen.

The following screen is displayed in case system option 113 is set to display items.

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The following screen is displayed in case system option 113 is set to display
transactions.

2. Search and choose the item you wish to return and press the <Next> button.
The “Return Item” screen will then appear:

Note: The text in red above the table describes the next operation to be performed.

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Note: If the item is a serial item, before choosing the bin, the user will be asked to choose
the serial number of the item he wishes to return.

3. Input the quantity to be returned or scrapped in the “Return” column. Items may be
returned to multiple bins at the same time.
The quantities can be updated by using the virtual keyboard or Plus/Minus buttons.
4. For return:
• Press on the <Return> button.
• Open the lit up drawer and return the item/s to the bin/s.
• Close the drawer.

For scrap:
• Press on the <Scrap> button.
The following screen will be displayed:

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• Press the <Browse> button the enter the scrap reason, a remark and then press
the <OK> button. The drawer will not be opened because scrap items are not
physically returned to bins.

Note: You can return a quantity of items that exceeds the bin capacity if the bin is defined
as “Allow Over Capacity”, otherwise you can return only up to the bin capacity limit.

13.4 ADJUST ITEM

Stock adjustment is used where items in bins are incorrectly recorded in the system, and
therefore need to be adjusted. Access to this option is normally restricted to the stock
control manager.

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Stock adjustment process

1. Press on the <Adjust> icon from the Main screen.

2. Search and choose the item you wish to adjust.
3. Press on the <Next> button.
4. The “Adjust Items” screen will appear:

Note: The text in red above the table describes the next operation to be performed.

5. Select the bin you wish to adjust.

Note: You can choose only one bin at a time to be adjusted.

6. Press on the <Adjust> button.

7. Open the drawer which is lit up.
8. Check the quantity in the bin.

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9. Adjust the stock quantity in the bin, in the field “In Stock”, by using either the
Add/Reduce buttons or virtual keyboard.
10. Close the drawer.
The stock will be adjusted with the selected changes. A stock adjustment transaction
will be created.

Serial Items:
If a serial item was chosen, pressing the <Adjust> button will open the next window:

This window allows you to change the status of each serial item in the bin by pressing the
<…> button next to it.

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13.5 COUNT BINS

The purpose of this process is to count the stock in the bins.
In order to be able to cycle count the bins, the system will display the locations by the last
counting date. This will help us count first those bins which have the oldest “Last Counting
Date”.

Stock counting process

1. Press on the <Count> icon from the Main screen.
2. Search and choose the Bin you wish to count.
3. Question displayed: Do you want to count all bins in the drawer?
If you press <Yes> all the bins in that specific drawer will be selected for counting.
4. The next screen will appear:

Note: The text in red above the table describes the next operation to be performed.

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5. Press on the <Open> button.

6. Open the drawer which is lit up. All bins chosen for counting will open.
7. For every bin on the screen with discrepancies, you must update the correct stock
quantities in the “Quantity” field. This can be done by using the virtual keyboard.
• Pressing the Quantity field of a bin containing a serial item, will open the next
window:

This window allows you to change the status of each serial item in the bin by pressing the
<…> button next to it.

Note: You can also close the drawer and then update the counted quantities in the
system.

Note: If all quantities in the bin match the counted quantities, you can mark the Counted

field for all displayed bins by pressing on the <Mark All> button.

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Note: Where the quantity is updated, the “Counted” field will be automatically marked. If
there were no differences between the counted quantity and the “Quantity” field, the
“Counted” field check box must be marked manually. This will update the last counted date
for that bin.

8. Close the drawer.

9. Press on the <Update> button.
10. All stock quantities will be updated and for every bin that was marked as counted, the
last counting date will be updated. A stock count transaction on the difference will also
be created.

13.6 TRANSFER ORDER

This module enables transferring items from one cabinet to another (the ordering /
receiving cabinet) against an Internal Order. An Internal Order contains order lines that
detail the ordering cabinet / bin, the ordered item and quantity that needs to be transferred.
For more information regarding internal orders see Chapter B: Orders (Purchase, Rework
and Internal) (section 7).

1. Press on the <Transfer> icon from the Main screen.

The following screen will be displayed:

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This screen displays all the Internal Order lines with the status 'Open' and 'On Route'.

2. Search and select the order line for transfer.

If there is more than one order line in the list, the following message will displayed:

3. Press on <Yes> button to transfer all the order lines or press on <No> button to
transfer only the selected order line.

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* By pressing on <Yes>, the next screen will display the items from all the lines of the
selected order (as in the following screen) and will allow transferring them together.

* By pressing on <No>, the next screen will display the item from the selected order
line and its bin locations (as in the following screen).

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4. Set the quantities for transfer and press on the <Issue> button.
5. Follow the instructions displayed in red text above the grid to complete the transfer of
items.

Note: The text in red above the table describes the next operation to be performed.

6. In order to complete the transfer of items, continue to "Receive" process at the cabinet
which created the Internal Order.

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13.7 CHANGE ISSUE

This module can be accessed by authorized users only. It displays all the Issue
transactions, enables filtering the list by the user who issued each item, and allows the
user to return any issued item (the whole quantity or partial quantity) to the stock.

To correct Issue transactions:

1. Press on the <Change Issue> icon.
The following screen will be displayed:

This screen displays all the Issue transactions. By default it displays transactions for
the currently logged in user.

2. To display all the transactions or transactions of other users press on the <…>
button. A screen with all users will be displayed:

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Select a user (to filter the transactions created by this user) or press on <Cancel>
button to see all the transactions.

3. Search for a transaction by item code / description.

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4. Select transaction to correct. The following screen will be displayed:

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5. Set the quantity for return, which should not exceed the issued quantity or bin
capacity.
Press on the <Return> button.
6. Open the bin following the instructions written at the top of the screen (in RED) and
return the items.
7. Close the drawer.
At this point a reversal 'Issue' transaction (with negative Transaction quantity) will be
created with the date/time and user of the original transaction.
Check this transaction in the MANAGE Module: Operations  Transaction.

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13.8 RECEIVE without ORDER

This module displays all the items that can be stored in the current Touch station and
enables to receive an item without having a purchase order. This option is needed in the
following cases:
- When the purchase orders are created in ERP system without creating them in
Matrix system and the items are ready to be received to the stock.
- When there is a receipt and items from unknown source that need to be registered
as a part of received stock.

To use this functionality in Manage application, please refer to Chapter B: Receive with
ERP Order (section 8.1.3).

To Receive Item without an Order:

1. Press on the <Receive without Order> icon.
The following screen will be displayed:

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This screen displays all the items of the current Touch station that also have free
space to be stored in. The 'Space' column represents the maximal number of items
that can be received. When the space = 9,999,999.00, it means that some of the bins
with that item was marked with 'Allow Over Capacity' and therefore there is no limit on
the number of items that can be received.

2. Select the item you wish to receive into stock and press on the <Next> button.
If the System Option 111 (Number of reference fields to use on Receive) is set to 1 or
more, the "References" screen will appear.

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This screen supports working with interface to ERP systems.

For example: In interface to SAP, Reference 1 = PO Number, Reference 2 = PO Line
No.

Edit the reference fields and press on the <Next> button.

For more details, see Chapter D: Interfaces (section 24).

If the System Option 111 is set to 0 or none, the "References" screen will be skipped.

3. The “Receive Item” screen will appear, as below.

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The table displays the bin/bins allocated to this item and that have enough space to
receive the item in the current TOUCH station.

4. Edit the quantities to receive in the “Receive” field by using the Add/Reduce buttons or
through the virtual keyboard and press on the <Receive> button.
5. Open the drawer and put the items to receive into the allocated bin/s.
6. Close the drawer.
Stock will be updated and a 'Receive' transaction/s will be created.

13.9 Working with Key to Lockers

MATRIX-TM lets you manage Keys. Keys are stored in MATRIX cabinet and external
lockers (defined as bins of a Non-Automatic cabinet) connected to the key.
When issuing an item located in an external cabinet or locker, the MATRIX cabinet will
actually issue the key for the locker, and create separate transactions: one for the key and

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one for the item.

To enable this process, please make first the item definitions in Manage module as
described in Chapter B: Key Management (section 5.4.6).

Here are described Touch modules and the way the Key Management is handled in each:

Issue: When item in locker is selected for issue, it opens the bin with the key and
two transactions are created - Issue transaction for the key and Issue
transaction for the item. The Issue of the key itself is not available.
Receive / Receive without Order: When item is selected to be received to a locker, it
opens the bin with the key and two transactions are created - Issue
transaction for the key and Receive transaction for the item. The Receive
of the key itself is not available (In 'Receive' it shows the item, but filters
the bins marked as 'Used'. In 'Receive without Order' it filters the item of
Key type).
Return: When an item is selected to be returned to locker, it opens the bin with the
key and two transactions are created - Issue transaction for the key and
'Return to Cabinet' transaction for the item. The Return of the key itself is
available in order to place the key back after the operation from the locker
was completed.
Change Issue: When item issued from locker is selected to be returned, it does not
open the bin with the key and creates only reversed Issue transaction for
the item. The return of the key itself is available – it opens the bin with the
key and creates reversed Issue transaction.
Adjust Item: When item in locker selected to be adjusted, it opens the bin with the key
and in case quantity is changed two transactions are created - Issue
transaction for the key and Adjust Bin Quantity transaction for the item.
The Adjust of the key itself is available.
Count Bins: When item in locker is selected to be counted, it does not open the bin with
the key and creates only 'Stock Count' transaction for the item. The count
of the key itself is available – it opens the bin with the key and creates
Stock Count transaction.

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Transfer Order: When item in locker selected to be transferred, it opens the bin with the
key and two transactions are created – 'Issue' transaction for the key and
'Transfer' transaction for the item. The Transfer of the key itself is not
available (It filters the bins marked as 'Used').

13.10 IN / OUT REQUESTS

A user, who has authority to use this option, can issue and receive items according to the
requests received from MANAGE or machines that are connected via the THINC interface.
This option facilitates the issue of items needed to assemble toolsets for manufacturing
machines and to store them in Matrix pending use. Prior to using this option, the interface
must be defined to handle transmission of such requests.
For a full description see Chapter D: THINC Interface – IN / OUT Requests (section 24.2).

13.11 GAUGES

The purpose of these processes is to allow a user to send and return 'Serial Items' from
Calibration.
The <Send to Calibration> process allows you to view all the serial items that are
pending for calibration. You are able to choose an item and remove it from the bin and
send it to calibration.
The <Return from Calibration> process allows you to view all the gauges that were sent
to calibration, choose a gauge and return it to stock.

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13.11.1 Send to Calibration

In order to send a gauge to calibration:

1. Press on the <Send to Calibration> icon from the Main screen.

A search screen as following will appear:

This screen shows all the 'Serial Items' which their 'Item Type' is Gauge and in status
In Stock / Inactive / Out of Spec, and their 'Next Calibration Date' has passed.
If you need to see all the serials and not necessarily those that have expired, press on
the <All> button on the top.

2. Select serial number for sending to calibration and press on the <Next> button.
3. On the following screen press on the <Send> button.
4. Open the drawer which is lit and pick the item.
5. Close the drawer.
This process will: change the status of the Serial Item to 'In Calibration'; create a
'Calibration History' record; and create a 'Send to Calibration' transaction.

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13.11.2 Return from Calibration

In order to return a gauge from calibration:

1. Press on the <Return from Calibration> icon from the Main screen.
A search screen will appear, showing all the Gauges that were sent to calibration.

2. Select the serial number for returning from calibration and press on the <Next> button.
3. On the following screen press on the <Update> button.
A following screen will be displayed:

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This screen lets you change statuses and enter calibration dates.

4. Press on the <…> button to display statuses.

The following screen will be displayed to set status:

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In Stock: For returning serial to stock.

This will change the status of the serial to 'In Stock'; update the
'Calibration History' record's status; and create a 'Return from
Calibration' transaction.
Lost: For reporting the serial as Lost. The bin will not be opened.
Out of Spec: For returning serial to bin, but reporting it as not usable.
Scrap: For scrapping the serial. The bin will not be opened.

5. Select appropriate status and press the <OK> button.

6. On the “Calibration” screen set the ‘Next Calibration Date’ and press the <OK> button.
7. On the bin grid screen press on the <Return> button to open drawer.
8. Open the drawer which is lit and return the item.
9. Close the drawer.

Note: The system allows you return a gauge only to the bin to which it has been
associated.

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14 Common Problems

14.1 Machine problems

Problems caused by hardware or system failures of the MATRIX cabinet.
In the case of a problem:
• Consult the Hardware Manual, Troubleshooting (if a hardware problem); and
• Contact your support hotline; and
• Send the error log by printing it or sending it by e-mail.

How to send the log:

1. In Manage open “Menu: Administration  Touch Machine  Cabinet Log”.

2. Enter search parameters and click the <Search> button.

3. Click the <Print> button on the toolbar.

An excel file will be opened. You can send it by mail or print it.

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14.2 Error Message Descriptions

Error description & solution Error Message Error
message
number
The system manager must correct Z value in Wrong Row Id 90001
the Bin Units of the cabinet.
The system manager must correct X value in Wrong Solenoid Id 90002
the Bin Units of the cabinet.
Trying to open a cabinet that does not exist in Wrong Cabinet Id 90004
the system. Call system manager /
technician.
Close the drawers. Command Is Already In queue – 90005
Device Is Busy
Requested bin lid does not open. Call Unable to open compartment 90006
support.
No connection with requested cabinet / No connection to Cabinet/Drawer 90007
drawer. Call support.
No connection with the machine. Call Problem with Connection 90008
support.
Problem with connection port. Call support. Port Is Not Open 90009
The system manager must correct Y value in Wrong Drawer Id 90011
the Bin Units of the cabinet.
Exit and Re-Enter the system. Buffer Is Full 90012
Connection port not available. Call technician. Port Is Not Available 90013

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CHAPTER D: SYSTEM ADMINISTRATION

Introduction
This Chapter of the Guide is intended for the use of the system manager.
The system manager is a "Super User" that is permitted to create users and manage
general data in the system.

In order to be familiar with the whole system you must read the entire User Guide, and
follow the technical directions mentioned in Chapter B: Operational Principles (section
4.3).

The administration screens are used for the following purposes:

• Managing and maintaning the system tables.

• Defining users, groups of users and authorizations.
• Support of system language and texts.
• Maintenance of the system parameters which affect the way the system will
perform.

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15 Settings

Defining the basic setting of the system:

In order to set the following parameters you need to use the Setting program.

There are two ways to get to the Setting program:

• In the Main menu open “Menu: Administration  Settings”

• Use the Windows Start Menu  Programs  MATRIX-TM  MATRIX-TM Tools 

MATRIX-TM Settings

15.1 Settings configuration

The "Settings" screen:

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Please notice that if UAC (User Account Control) on the PC is ON, this application must be
run with "Run as Administrator" option (this option appears on the popup menu when
making right mouse click on the file).

Server IP: Is the server name where the database of MATRIX is located. If the database
is running on the same computer where the MATRIX is installed, then put in
this field the name local.
User ID: This is the user ID which is used to access the database (Initially will be ITM)
Password: This is the password which is used to access the database (Initially will be
ITM)
Database Name: This is a combo box that lets you chose a database from the list.
Language: This combo includes all the installed languages. Choose one.
Log File: The system will be able to create logs on the selected level. You can find
those logs in the directory "Logs" under the installation directory. Select a log
level.
No – No error logs will be written.
Minimum – Logs will be written only on selected events.
Maximum – Extensive logs will be written.
Touch Mode: Select the mode to run Touch application.
Machine – working with cabinet machine.
Virtual – working virtually with no cabinet machine and no simulator.
Simulator – working virtually with simulator cabinet.

For more information, please refer to Chapter A: Connect to the Database (section 3.1).

15.2 Working with different languages

One of the specialties of the system is its ability to work with different languages.

The MATRIX-TM software has a very strong language support. You can see what
languages are supported by MATRIX if you pull down the Language menu of the Setting
Configuration Editor through “Menu: Administration  Settings”

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15.2.1 Defining Texts

All existing Texts in the system are saved under the menu “Menu: Administration 
Texts".
Each text in the system is defined with a text code. For each text there is defined a
number of translations to different languages.
The default language is English (en-US).
The system manager adds the translated text for the new language.
There are 4 types of texts:

1. Page Titles – Heading of each page

2. User controls – Field names within the screens
3. General Texts – General texts. For example: Button names
4. Messages

15.2.2 Search Texts

1. Enter menu "Menu: Administration  Texts".

2. Locate the text that you wish to translate and double-click the record or click the
<Update> button. The following window will then appear:

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This grid displays translations of the selected text to different languages supported by
the system. The buttons on the right side of the grid allow you change/delete the
existing translations or add a missing translation.

3. For update, select the relevant culture record and click the <Update> button.
The following window will then appear:

4. Make the required changes and click the <Save> button.

5. Click the <Save> button on the main toolbar.

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Note: Only "Messages" group translations are effective online. All other translations
require re-entering to the system.

15.3 Override Settings definitions

Usually before running Manage and/or Touch applications, users select definitions on the
'Settings' program. You can run these applications also by command line or by shortcut
that includes the connecting parameters, thus overriding definitions on the 'Settings'
program. This is useful, for example, when working with several databases or several
languages correspondingly.
To see available parameters run cmd.exe, login to the "..Matrix-TM\Application" directory
and type Manage /? for details.

By command line: Type Manage with relevant parameters and run.

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By shortcut: Create new shortcut to application file, in the 'Target' line add relevant
parameters and run.

For example, create two shortcuts when each of them runs the same database, but with
different interface languages:
"C:\Program Files\MATRIX-TM\Application\Manage.exe" /d=ITMDemo /l=en-UG
"C:\Program Files\MATRIX-TM\Application\Manage.exe" /d=ITMDemo /l=ru

16 System Tables
In order to open the tables, click the “System Tables” menu.
This menu will give you the ability to Search, Update and Delete existing records or create
new records in the different tables. The correct way of working is to follow the operating
principles described in the User Guide.

Existing tables in the system:

• Currency
• Item Category
• Item Group
• Item Authorizations Group
• Shipping Method
• Site
• Budget Group
• Unit of Measure
• Scrap Reasons
• Application (Application, Main Family and Sub Family)

16.1 Currency
In order to define a new currency, follow the next steps:
1. Open “Menu: System Tables  Currency”.

2. Click the <Add> button and the following screen will appear:

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3. Fill in the data: Currency Symbol, Currency Name, Exchange Rate

4. Click the <Save> button.

16.2 Item Category

In order to define a new item category, follow the next steps:
1. Open “Menu: System Tables  Item Category”.

2. Click the <Add> button and the following screen will appear:

3. Fill in the data: Category Code, Category Name

4. Click the <Save> button.

16.3 Item Group

In order to define a new item group, follow the next steps:
1. Open “Menu: System Tables  Item Group”.

2. Click the <Add> button and the following screen will appear:

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3. Fill in the data: Group Code, Group Description

4. Click the <Save> button.

16.3.1 Add Images to Item Groups

The item Group image can be displayed in the Manage and Touch modules.
To use this feature, the folder defined in System Option 404 (Group Pictures path) must
contain all the files with the extension as defined in System Option 204 (Picture File Type).
When displaying item Groups in Touch, the system will try to find the compatible image
and to display it. If no matching file is found, then 'No Image' will be displayed.
In Manage, the image of item Groups will be displayed for Items that do not have their own
image.

1. Rename the image file using Item 'Group Code' value and extension such as defined
in the System Option 204 (jpg / gif / bmp).
For example, the image name of group with Group Code = 10 will be: 10.gif
2. Put the image file in the folder defined in the System Option 404.

Recommendation: Locate the image files in one folder shared to all the Matrix users and
set the system option 404 (for example, \\pcname\Matrix\GroupImages). This will prevent
unnecessary copies of files and maintenance for each folder separately.

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16.4 Item Authorizations Group

In case that you want to restrict the issue of items to certain employees, you can use
the Authorization by Item option. To activate this option you need to define four parts:

• Define Item Authorization Groups.

• Define User Groups (this topic is covered in Chapter D: Group of Users (section
18.1)) – when adding users to the system, you will be required to link them to a
User Group to define their use rights).
• Link items to an Item Authorization Group.
• Link User Groups with the Item Authorization Groups.

16.4.1 Defining Item Authorization Groups

1. Open "Menu: System Tables  Item Authorization Group"
2. Define the Item Authorization Group. Try to plan the number of groups that you want to
use taking into account that a smaller number of groups will make it easier to manage.

All you need to define to create an Item Authorization Group is the Group Name.

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16.4.2 Linking items to an Item Authorization Group

In order to connect an item, go to the item maintenance option. You will find the Item
Authorization Group field. You have a combo box that lets you link the group to this item.

An item which is not assigned to a group, may be accessed by all users.

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16.4.3 Link User Groups with the Item Authorization

Group
Once the Item Authorization Groups are defined you need to link them to User groups.
This means that the chosen User Group is authorized to issue items from the chosen Item
Authorization Group.

1. Open "Administration  Users and Authorizations  Authorization Manager"

2. In the Authorization Manager choose the "Item Authorization Group” tab. Here you can
connect the User Group to the Item Authorization Group.

In order to connect a new user group, simply click on the <Add> button and from
the combo list chose the group you desire.

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16.4.4 Issue of Items subject to Authorization

restrictions
The issue option in Manage and Touch will restrict you to choose items that you are
authorized to issue. Such items are part of an item authorization group which is defined for
the User Group allocated to the specific user. Please notice: an item with no group is
available for all users.

16.5 Shipping Method

In order to define a new shipping method, follow the next steps:
1. Open “Menu: System Tables  Shipping Method”.

2. Click the <Add> button and the following screen will appear:

3. Fill in the data: Shipping Method Name

4. Click the <Save> button.

16.6 Site
In order to define a new site, follow the next steps:
1. Open “Menu: System Tables  Site”.

2. Click the <Add> button and the following screen will appear:

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3. Fill in the data: Site Name, Site Description, Site Company and other contact details.
These details will be loaded into Order screen, according to Order Site.

4. Click the <Save> button.

16.6.1 Site Mapping

The Site Mapping displays on one screen the whole content of our database: all the sites,
the cabinets on each site, the drawers on each cabinet, the bins in each drawer and the
item stored in each bin.

To access this tool, open “Menu: Main  Site Mapping”.

The first level represents the list of Sites. The second level represents the list of Cabinets
on the selected site. The third level represents the list of Drawers on the selected cabinet.

1. Select relevant Site, Cabinet and Drawer.

This will display graphically the selected drawer with all the bins and the stock/capacity
of each bin.
2. On the graphical display click on some bin.
This will display on the bottom section the information regarding the selected bin, the
item stored in this bin and buttons that open maintenance screens.

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Click <Site> button to open 'Site Maintenance' screen of the selected site.
Click <Cabinet> button to open 'Cabinet Maintenance' screen of the selected cabinet.
Click <Bin> button to open 'Bin Maintenance' screen of the selected bin.
Click <Item> button to open 'Item Maintenance' screen of the selected item.

Site Mapping on Matrix-TM TOUCH:

A similar tool is also displayed on the TOUCH application, which can also open any
drawer and bin/s in the cabinet. This facilitates maintenance of the Matrix-TM cabinets'
hardware and for the communication between hardware and software.
To read more about this tool on TOUCH, follow Chapter C: Site Mapping (section 12.5.2).

16.7 Budgets for Issue

You can restrict the issue of items from MATRIX-TM Touch according to a defined budget.
Each time a user wishes to issue an item via MATRIX–TM Touch, the requested issue will

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be checked to ensure that it does not exceed the user’s budget, either by quantity and / or
amount, within a specific time period.

Budget options
We can define a budget by Quantity and / or Amount:
• In the Budget Group we have budget definitions by item, quantity and days.
• In the User Group we have a definition by amount and days

16.7.1 Budget by Quantity of Items

Issue process with budget restrictions

If system option 107 is set, the user’s User Group is attached to a Budget Group and the
requested item is in that group, MATRIX-TM will allow the item to be issued subject to the
following quantity restriction:

Allowed Quantity = Budget Quantity for the defined period

–
Quantity issued to date for the defined period

For example:
If the number of days defined is 2, the system checks transactions for today and
yesterday. If the number of days is 7, the system will check the last 7 days.

To create budget definitions:

To restrict issue by quantity of items you will need to activate the budget, to create budget
group and to link budget group to the user group.

Activate budget:
1. Set System Option 107 (Activate issue budget by Quantity of items) = YES

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Create budget group:

2. Open "Menu: System Tables  Budget Group"

3. Click the <Add> button on the toolbar to add a new budget group.
The following screen will be displayed:

4. Fill in the required fields and click the <Save> button. The Budget group will be
created and grid will be displayed for adding new items.

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5. Click the <Add> button on the right side of the grid and select the desired item
from the opened "Search Item" screen. The item will be added to the grid.
6. Fill in the following fields for each added item:
Quantity: The maximum quantity of the item that can be issued
Number of Days: Number of days for which this quantity budget will be
checked
7. Repeat the step 5-6 to add items to list.

Use the <Update> and <Delete> buttons to maintain the item records.

8. Click the <Save & Close> button to save all the definitions. The budget group will

be added to the list of budget groups. To add more items and item details, use the
<Update> button or double click on the desired budget group.

Link budget group to a user group:

Once the Budget Groups are defined, you need to link them to User groups. This means
that a user within the chosen User Group is limited to issuing items according to the items
defined in the Budget groups, their quantities in the defined period.
9. Open "Administration  Users and Authorizations  Authorization Manager".

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10. In the Authorization Manager choose the "Budget Authorization Group” tab. Here you
can connect the User Group to the Budget Group.

In order to connect a new user group, click the <Add> button and from the combo
list chose the group you desire.

Note: If there is no Budget group associated with the user group, it means that no budget
restrictions apply to the users in this User Group.

16.7.2 Budget by Amount

Issue process with budget restrictions

If system option 108 is set and the user’s User Group has a defined Budget amount,
MATRIX-TM will allow the item to be issued subject to the following quantity restriction:

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Allowed Quantity = (Budget amount – Amount already issued per User)

____________________________________________
Item Price

Note: Amount already issued per User is summed from the value in Issue
transactions in the last number of days defined for the user.

To create budget definitions:

To restrict issue by amount you will need to activate the budget and to define amount
limitations for the user group.

Activate budget:
1. Set System Option 108 (Activate issue budget by Amount) = YES.

Define budget for user group:

2. The budget definitions for Amount and Days are added on User Group screens.
Please continue to Chapter D: Group of Users (section 18.1) to define budget amount
and budget days for the user group for which you wish to restrict the issue.

16.8 Unit of Measure

In order to define a new unit of measure, follow the next steps:
1. Open “Menu: System Tables  Unit of Measure”.

2. Click the <Add> button and the following screen will appear:

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3. Fill in the data: Unit Measure Code, Unit Measure Symbol, Unit Measure Name and
Decimal Length

4. Click the <Save> button.

16.9 Scrap Reasons

MANAGE allows you to scrap items and define reasons for the scrapping.

1. Open “Menu: System Tables  Scrap Reasons”.

2. Click the <Add> button and the following screen will appear:

3. Fill in the data and click the <Save> button on the toolbar.
4. Open in MX-Manage any bin with stock and reduce its quantity. Before confirming the
adjustment, you can set this reduction as a Scrap and selecting the Scrap Reason
from a drop down list of pre-defined reasons.
This will create a 'Scrap' transaction noting the Scrap Reason in the reference field.

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16.10 Application, Main Family and Sub-Family

Application, Main Family and Sub Family is a worthwhile classification that can be used to
sort and evaluate the use of items. The list of applications and families can be edited, and
each item can be categorized and searched in Manage and Touch by these categories.

Manage:
Categorize items by 'Main Family' and 'Sub Family' on the "Item Maintenance" screen.

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Touch:
Open search screen, press on the <Advanced> button.

16.10.1 Application
1. Open "Menu: System Tables  Application  Application".

2. Click the <Add> button and the following screen will appear:

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3. Fill in the data and click the <Save> button on the toolbar.
Now this application can be selected for defining a new Main Family.

16.10.2 Main Family

1. Open "Menu: System Tables  Application  Main Family".

2. Click the <Add> button and the following screen will appear:

3. Select the Application that you have previously defined, fill in the other data and click

the <Save> button on the toolbar.

Now this Main Family can be selected for defining a new Sub Family.

16.10.3 Sub Family

1. Open "Menu: System Tables  Application  Sub Family".

2. Click the <Add> button and the following screen will appear:

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3. Select the Main Family that you previously defined, and then fill in the new sub-family

data and click the <Save> button on the toolbar.

Now this Sub Family can be selected for categorizing an item.

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17 System Options
The system options are parameters which define how the system will behave in different
operations. This is a very powerful tool that lets the organization which operates MATRIX-
TM to adapt the way the system behaves to its individual needs.

Find System Option:

1. Open "Menu: Administration  System Options".
The following screen will appear:

2. Use the search fields to locate system option.

Selecting relevant group in the "Group" combo-box will immediately narrow the list to
your selection.

Update System Option:

1. Select the system option you wish to update from the search list and click the
<Update> button on the toolbar. A screen like the following will appear:

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2. Enter value to the "Option Value" field and click the <Save> button on the toolbar.

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17.1 Table of All System Options

The following table lists all the 88 system options and their descriptions as they appear in
the Manage application.
Option
Key Option Name Group Option Description
System
0 Database Version Parameters Database Version - D o N o t C h a n g e ! ! !
System
1 Installation Path Parameters MATRIX-TM Installation Path - D o N o t C h a n g e ! ! !
Scheduler task System Scheduler task computer Name ( Full computer name ) - D
2 computer Name Parameters oNotChange!!!
The percentage that determines the Additional quantity
Over Receive of items above Ordered Quantity that user can receive in
105 Percentage Operation 'Receive' process.
If checked, the system will limit the quantity of items
available for issue according to the quantity limitation
Activate issue budget defined in the budget group that is associated with the
107 by Quantity of items Operation user group.
If checked, the system will limit the quantity of items
available for issue according to the amount limitation
Activate issue budget defined in the budget group that is associated with the
108 by Amount Operation user group.
Force to issue old
items before new If checked, the TOUCH module will force to issue Used /
109 items Operation Reworked items before displaying new items.
Display options to close order line or remain open (only
for Standard and Rework order types), when the order
Display options for line is received partially. If unchecked, the order line will
110 partial receive? Operation not be closed until fully received.
Number of reference
fields to use on Number of reference fields to use on 'Receive' process for
111 Receive Operation interfaces with ERP systems.
Type of Reference
112 fields Operation Type of Reference fields for Interfaces: Numeric or Text.
Return Only Issued
113 Items Operation In 'Return' display Only those Items that were issued.
Request for Reference Request reference fields to use on 'Receive' process for
114 fields Operation interfaces with ERP systems.
Order for issuing Order for issuing Consignment and Non Consignment
115 Consignment items Operation items.
203 System Currency Key General The system currency key.
204 Picture File Type General File type for the product pictures.
Number of Records to
205 display General Maximal number of records to display in search screens.

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Option
Key Option Name Group Option Description
Default Unit of
206 Measure General Default unit of measure for new items.
207 No. of days to keep Log General Number of days to keep Log.
208 Bar-Code font General Bar-code font for reports.
Create Scheduled Activate job that automatically creates the Scheduled
209 Reports General reports.
Display records on
210 Search General Display records when opening search screen.
211 Report Footer General Text for Report Footer.
212 Report Header General Text for Report Header.
Number of months
with no Item/Bin Number of months with no activities on Item/Bin/Cabinet
213 activity General for defining its stock as Dead for the reports.
Manage History Log
214 file General Record History of changes into Log file.
The default value for the Lead Time of Item Supplier and
300 Default Lead Time Statistics also for the Monthly Lead Time calculation.
Number of months for How many months to use for calculating the Average
301 Average calculations Statistics Usage, Frequency and Lead time during monthly process.
Last month (in format MMYY) that was fully processed
303 Last Monthly Process Statistics and updated automatically by the Monthly Process.
The day to run the Monthly Process (end of month
304 End of Month Day Statistics process).
The time to run the Monthly Process (end of month
305 End of Month Time Statistics process).
The CPU Deviation % that will be used by the Advanced
306 CPU Deviation Statistics CPU Report to display results only above this value.
400 Path for Item Pictures Path and files Path for the ITEM picture files.
401 Path for Reports Path and files Path for automatically generated Scheduling reports.
402 Path for Logo Path and files Path for program Logo image.
404 Path for Group Pictures Path and files Path for the ITEM GROUP picture files.
405 Path for Logs Path and files Path for creating system Log files.
Path for Alerts
406 template Path and files Path for template that is used for Alerts.
Path for template used Path for template used in Touch for printing Single Item
407 to print Item Label Path and files data.
Path for template used Path for template used in Touch to print List of
408 to print Transactions Path and files Transactions.
Create Database Auto- Activate job that automatically creates the Backup copy of
600 Backup Backup the Database.
Database Auto-Backup
602 folder Backup Path for Auto-Backup copy of the Database.
Database Auto-Backup
603 Day Backup Day to create Auto-Backup of the Database.
No. of days to keep
604 Database Backup Backup Number of days to keep Database Backup.

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Option
Key Option Name Group Option Description
Database Auto-Backup
605 Time Backup Database Auto-Backup Time
701 Server Port E-mail SMTP server mail port.
User name, if SMTP server requires authentication for
702 User Name E-mail outgoing email.
User password, if SMTP server requires authentication for
703 User Password E-mail outgoing email.
704 Sender email E-mail Mail <From> address for outgoing mail.
705 Mail Server E-mail SMTP mail Server name or address.
706 Mail subject E-mail Mail <Subject> for outgoing mail.
Use Secure Authentication. When the network security
requires secure authentication in sending email, this
707 Use SSL E-mail parameter must be set respectively.
E-Mail for Technical
708 Support E-mail E-Mail address for Technical Support.
Auto-Purchase print
801 destination Purchase Auto-Purchase print destination.
How to run auto purchase: 0=No run, 1= Create purchase
Auto-Purchase Draft, 2= Create purchase Orders, 3=Create purchase
802 creation mode Purchase Orders and Send to supplier.
For calculating lead times of suppliers, if an order was
Percent for considering supplied to this percent, it will be considered as a good
804 order line as supplied Purchase supply.
805 PO code prefix Purchase First part of the Purchase Order number.
Default file format for
806 order Purchase Default file format for Order.
807 Auto PO Day Purchase What day to generate the automatic PO.
808 Auto PO Time Purchase What time to generate the automatic PO.
809 Default Site Key Purchase Default Site Key for New Order.
Percent from the Minimum stock quantity that
determines the critical stock. This value is used only for
'Advanced Stock Shortage' reports. Stock below minimum
but above this percent is considered as Non-Critical
Critical Minimum Stock shortage. Stock below minimum and below this percent is
810 Percent Purchase considered as Critical shortage.
If checked, the PO Code field will receive a number that is
812 Create Auto PO Code Purchase incremented automatically.
Path for template file
813 for Orders reports Purchase Path for template file that is used for Orders reports.
Request date on create On create order line, the 'Request Date' is taken from
814 order line Purchase header. If value=NO, then 'Request Date' will be empty.
If checked, all the Returnable items that were issued and
Consider Issued items counted into "Issued Quantity" field will be considered as
815 as stock Purchase a part of stock for Automatic Orders.
Never order more than
816 capacity Purchase Never order more than capacity.

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Option
Key Option Name Group Option Description
Average usage Average Usage can be an arithmetic average (FLAT) or a
900 calculation type Planning Moving Weighted Average (MWA).
The factor used to make the weighting of the MWA
901 MWA factor Planning average. Please use values in range of 0 - 1.
The percentage of extreme cases (between 0 - 0.49) when
the lead time was very short or too long. The Monthly
Percent of Extreme Process will ignore them when calculating the average
902 lead time cases Planning lead time.
Stock management level used for the automatic order
calculation. 1 = BIN level ordering. 2 = ITEM-CABINET level
Stock Management ordering. 3 = ITEM level ordering. 4 = Combination of all
903 level Planning levels ordering.
If checked, Reworked bin will function the same as New
bin for Reworkable items: 1) The stock from Reworked bin
will be summed up from the Bin level to the Cabinet and
Item levels. 2) The Receive process will allow using
reworked bin for receiving new item and new bin for
Item from Reworked receiving reworked item, meaning mixing in one bin new
904 bin good as New Planning and reworked items.
If checked, Used bin will function the same as New bin for
Durable/Kit items: 1) The stock from Used bin will be
summed up from the Bin level to the Cabinet and Item
levels. 2) The Receive & Return processes will allow using
Item from Used bin used bin for new item and new bin for used item,
905 good as New Planning meaning mixing in one bin new and used items.
Require password Does the user have to input password after badge is
1004 when badge is scanned Touch scanned?
Waiting time (in seconds) until the system will
automatically log the user out, if no actions were done. If
1007 Login Time-out Touch Zero, then there will be no timeout.
User name that after loading TOUCH, the system will log
User for Automatic him in automatically and will not log him out after
1008 login Touch timeout.
Show Keyboard on
1010 Item Search Touch Show virtual keyboard when opening search screen.
1012 Barcode Reader prefix Touch Prefix that Barcode Reader adds to the scanned code.
Waiting time (in minutes) from opening drawer until
Waiting time until forcing ISSUE or RETURN transaction, if drawer was not
1013 Forcing transactions Touch closed.
Display options for issuing KIT as Assembly or as
Display options for Separated Items. If unchecked, kit will be issued by
1014 issuing KIT? Touch Separated Items.
Source of description
1015 for item image Touch Source of description for item image.
1016 Link Address in Touch Touch Address used for Link on Touch.
1017 Link Icon Touch Path for Icon file for Link on Touch.
1018 Link Keyboard Type Touch Keyboard Type used for Link on Touch.

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Option
Key Option Name Group Option Description
If checked, all the items in the database will be shown on
Show all items on "i" list on Touch. Otherwise, only the items of the current
1019 Items list Touch Touch station will be shown.
Number of days for All the items issued during this number of past days will
1020 'Favorites' list Touch be added to the 'Favorites' list on Touch.
If checked, when returning serial item the user will have
Return Serial Item by to use barcode (no virtual keyboard and no option to
1021 Barcode Only Touch select from list).
Screen to be displayed
1022 after issue Touch The screen that will appear after an Issue is completed.
Allow issue of expired Allow issue of gauge expired according to calibration date
1023 gauge Touch and/or number of issues.

17.2 Special System Options

This section explains about system options that require special attention and described
here with more details since wrong values for these options might cause different
processes in the system not to work as expected.
A lot of the system options influence automatic processes, therefore it is recommended to
set them when initiating the database and before the processes will start to run.

Option
Key Option Name Special care
This parameter must use sign for decimal value according to
your regional settings.
For example, for European settings use coma (,) and for US
0 Database Version settings use dot (.).
This path must point to folder which includes the file
1 Installation Path ScheduleServices.exe.
This system option is relevant only if the automatic processes
are run by Matrix-TM Agent and not by Jobs (SQL Agent).
If by Matrix-TM Agent: It is the computer name where the
Matrix-TM Agent runs. The option is automatically set when
making Agent definitions (see Database Administration 
Scheduler task computer Matrix-TM Agent  Computer name of service).
2 Name If by Jobs (SQL Agent): It should be blank.

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Decide what to show on the ‘Return’ module on Touch:

All Returnable Items – shows all the items that are allowed to be
returned according to their Item Type.
Return Only Issued Items – shows all the items that are allowed
to be returned according to their Item Type and that their 'Issued
Quantity' is more than zero, i.e. were issued and not fully
returned.
Return against transactions – shows Issue transactions that
their ‘Returned Quantity’ is less than ‘Issued Quantity’, i.e. were
113 Return Only Issued Items issued and not fully returned.
This key will be used for automatic orders. Verify that this key
203 System Currency Key points to the expected currency.
To ensure that all the pictures will be loaded properly, verify that
204 Picture File Type all the files have extension as defined here.
New records are added to the end of the list, for example like
with list of Transactions. If number of records will exceed this
value, the last records will be cut. To see the last records as first
records in the search screen, please sort the list, for example by
key / date and save this sort. Next time the list will be opened
205 Number of Records to display with new records on top and the old records will be cut.
Set this system option for creating automatic scheduled reports,
209 Create Scheduled Reports job [DBName]ReportsEngine.
If your database is replicated, set to NO to cancel the record
214 Manage History Log file (the option causes failures in replication in V4.5).
Set this value when initiating the database and before first
300 Default Lead Time Monthly Process starts to run.
Number of months for Set this value when initiating the database and before first
301 Average calculations Monthly Process starts to run.
Set this value when initiating the database and before first
303 Last Monthly Process Monthly Process starts to run.
Set this system option for running automatic monthly process,
job [DBName]EndOfMonthProcess.
304 End of Month Day Recommended to set to 'First Day of the Month'.

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Set this system option for running automatic monthly process,

job [DBName]EndOfMonthProcess.
Since this process takes a while, it is recommended to set to
305 End of Month Time night time or when slow movement.
Recommendation: Locate the image files in one folder shared to
all the Matrix users and define here global path, for example:
\\pcname\Matrix\Images.
This will prevent unnecessary copies of files and maintenance
400 Item Pictures path for each folder separately.
To created reports into path defined here, each Matrix user
must have writing permissions for this path. If there is a problem
with permissions, use folder which is shared for all the users or
use environment variable such as
401 Reports path %TEMP%\MatrixTempDir\Reports.
Recommendation: Locate the image files in one folder shared to
all the Matrix users and define here global path, for example:
\\pcname\Matrix\Images.
This will prevent unnecessary copies of files and maintenance
404 Group Pictures path for each folder separately.
The recommended path = %TEMP%\Matrix-TM\Logs.
Thus it will record the logs locally to personal logged-in user'
folder, such as C:\Documents and Settings\user\Local
405 Path for Logs Settings\Temp.
Create Database Auto- Set this system option for creating automatic backup, job
600 Backup [DBName]AutoBackup.
Recommendation: If the database located not on the backed-up
server, create the database backup file on the server which has
automatic backup for the files or; create it locally and then
602 Database Auto-Backup folder transfer the file to backed-up server.
603 Database Auto-Backup Day Set this system option for scheduling the automatic backup.
605 Database Auto-Backup Time Set this system option for scheduling the automatic backup.
Set this system option for enabling sending emails (orders,
701 Server Port reports) through the system.
Set this system option for enabling sending emails (orders,
702 User Name reports) through the system.

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Set this system option for enabling sending emails (orders,

703 User Password reports) through the system.
Set this system option for enabling sending emails (orders,
705 Mail Server reports) through the system.
Set this system option for enabling sending emails (orders,
707 Use SSL reports) through the system.
802 Auto-Purchase creation mode This system option is important for creating automatic orders.
Set this system option for creating automatic orders, job
807 Auto PO Day [DBName]AutoPOService.
Set this system option for creating automatic orders, job
808 Auto PO Time [DBName]AutoPOService.
This key will be used for automatic orders. Verify that this key
809 Default Site Key points to the expected site.
Set to full path (short path caused problems in V4.5), such as:
Path for template file for C:\Program Files\MATRIX-TM
813 Orders reports 4.5\ReportTemplates\StandartReport.rpx.
Important to set this option properly when working with Durable
815 Count Issued Durable items items and Automatic Orders.
Average usage calculation Set this value when initiating the database and before first
900 type Monthly Process starts to run.
Set this value when initiating the database and before first
Monthly Process starts to run.
This parameter must use sign for decimal value according to
your regional settings. For example, for European settings use
901 MWA factor coma (,) and for US settings use dot (.).
Set this value when initiating the database and before first
Monthly Process starts to run.
This parameter must use sign for decimal value according to
Percent of Extreme lead time your regional settings. For example, for European settings use
902 cases coma (,) and for US settings use dot (.).
903 Stock Management level This system option is important for creating automatic orders.
This system option is important to be set when initiating the
Item from Reworked bin good database since it influences on the functionality of the system
904 as New (stock calculation, Receive module).

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This system option is important to be set when initiating the

Item from Used bin good as database since it influences on the functionality of the system
905 New (stock calculation, Receive & Return modules).
Set this system option when initiating the database in order to
1007 Login Time-out give enough time for users until logout.
To enable use of the barcode reader, set this system option
1012 Barcode Reader prefix accordingly to the prefix of the device.

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18 Managing users and authorizations

Defining groups of users helps to manage the authorization level of each user.
A large number of users can be connected up to one group or one user can be connected
to a number of groups.

18.1 User Groups

In order to define a new group, only the name of the group must be entered.
1. Open “Menu: Administration  Users and Authorizations  User Groups”.

2. Click the <Add> button on the toolbar.

The following screen will appear:

3. Fill in the fields for a new "User Group":

User Group: User group name.
Remarks: Free text.

The following fields are relevant only in case you want to restrict issue for this user
group (see also Chapter D: Budget by Amount (section 16.7.2)):
Is Budget Active: Check the box if the group has a budget limitation for issuing

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Budget Amount for Issue: Fill in the budget limit amount. The amount currency is the
System Currency (System Option 203).
Number of Days: Fill in the number of days for the budget check.
Ignore System Option 109: Even if the system option 109 (issue used or rework
items before new items) was marked, a user linked to this
user group will not be forced to issue used or rework items
first.
Bin Limitation: If this field is marked, a user linked to this user group will see
only those bins that are listed on the grid below – relevant
only for Touch for Issue / Return / Receive / Receive without
Order / Change Issue modules. In order to limit access for
users of this user group, mark this field and select the bins
that should be accessible for these users.
See also Chapter B: Tab: Authorizations (section 5.3.1.9).

4. Click the <Save> button on the toolbar.

All the authorizations of the system are described in the authorization management (see
Chapter D: Authorization Manager (section 18.3).
Connection of a user name to a group is done through the definition of users (see Chapter
D: Users (section 18.2))

18.2 Users
Entering the system is done by a "User Name" and "Password".
In order to be able to enter the system, the system manager must define every user name
and its password, and to which group it’s connected. The user will get the authorizations
from the group/s to which it is assigned.

Search User
Entering the user definition is done through the menu.

1. Open “Menu: Administration  Users and Authorizations  Users”.

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2. Fill the parameters for search and click the <Search> button on the toolbar.
The following screen will appear:

Through this screen you have the ability to update / delete / add details of a user.

Add User

1. Click the <Add> button through the permanent data record.

The following screen will appear (without frame on the bottom part):

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2. Enter the user details:

User Name: User name used for login (letters and numbers) to Manage
and Touch applications.
Password: Insert the password.
Confirm password: Insert the same password.
Full Name: Full name. If empty, on <Save> filled automatically with First
Name & Middle Name & Last Name.
Phone No: Phone No.
E-Mail: Insert the email for receiving the scheduled reports and
more.
Locked: Check the box for locking the login to the system for the
user.
First Name: First Name.
Last Name: Last Name.
Middle Name: Middle Name.
Badge Number: The barcode on the personal card in order to login to the
Touch module by the barcode reader.

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User Code: User reference ID in the company' ERP system for using of
interfaces. The users can also login to the Touch module
automatically by scanning a tag with this code (in addition to
the badge number).
User's Language: The personal settings of interface language for Manage and
Touch modules. If no value is selected, the default language
will be taken from general setting.
Supplier Name: Used to create user for a supplier to re-stock items for his
orders. This user will be able to receive on Touch only
orders of the defined supplier.
Remarks: Free text.

Click the <Save> button on the toolbar.

3. Assign user to group/groups: After saving, a frame will appear on the bottom of the
window, with the possibility to connect the user to a "Group" or "Groups of Users".

In order to add the user to a group, click the <Add> button inside the frame.
The following screen will appear:

4. Choose the group required and click the <Save> button on the dialog screen.
5. Repeat the steps 3-4 to assign the user to other groups.

6. Click the <Save> button on the toolbar.

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18.3 Authorization Manager

The authorizations available in the system are defined per User Group.
The authorizations management is divided into two parts:
1. Menu Authorization – authorization to menus in Manage.
2. Controls Authorization – authorization to options in Touch and controls in Manage.

18.3.1 Menu Authorization

To set Menu authorizations in the Manage module:
1. Open "Menu: Administration  Users and Authorizations  Authorization Manager”.
2. In the 'User Group' field select the group for which you want to set the authorizations.
3. Select “Menu Authorization” tab.
In this tab you receive a list of all menus and sub-menus defined for the Manage.

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4. Mark all the required menus with √ and click the <Save> button.
Login to the system as a User of this User Group to check the new settings.

Note: You can give authorization to a full menu or specific sub-menus.

Giving authorization to a sub-menu will be allowed only if the group has authorization to
enter the main menu.

18.3.2 Controls Authorization

To set Controls authorizations in Touch and Manage:
1. Open "Menu: Administration  Users and Authorizations  Authorization Manager”.
2. In the 'User Group' field select the group for which you want to set the authorizations.
3. Select “Controls Authorization” tab.
In this tab you receive a list of all the subjects in the system.
Under each subject is a list of screens. Selecting a screen will display its controls and
operations available for the screen.

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4. Select a relevant screen from the list to display its controls on the grid and screen
operations under the grid.
5. For every relevant control, there is a list of authorization options. Select one of them:
Enabled – Allowed operation
Disabled – Disallowed operation (will be colored in grey)
Hidden – Hidden operation

6. Then mark the operations that should be available for the selected screen with a √.
For example, if none of the operations are marked, then the selected screen will be
‘read only’. Note: some of the operations are not changeable (defined by the system
as not changeable):

Add Update Delete Save

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7. Click the <Save> button to save the changes.

Login to the system as a User of this User Group and check the changes done.

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19 Cost Centers
Defining the cost centers and its details is done from the menu “Administration”.

19.1 Add Cost Center Header

Here you can Add / Update / Delete the Cost Center Header that appears in the system.

1. Open “Menu: Administration  Cost Center Header”.

2. Click the <Add> button and the following screen will appear:

Fields description:
Cost Center Key: The record Key.
Cost Center Name: Cost center name.
Cost Center Label: Cost center label.
Manual Input Type: Four options are available:
Choose from List – User will select cost center from a list. To
see a list, add the cost center details to the header.
Numeric Keyboard – User will input value manually inserting
only numerical characters. In Touch, a virtual numerical
keyboard will be displayed.

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Alpha-Numeric Keyboard – User will input value manually by

inserting any character. In Touch, a virtual alpha-numerical
keyboard will be displayed.
Barcode - User will input value using barcode reader only. In
Touch, no virtual alpha-numerical keyboard will be
displayed.
Cost Center Parent: Cost center header from which the current header inherits
cost centers.
Cost Center Sequence: The location of this header in the hierarchy of all the cost
center headers. The software supports displaying up to four
cost center headers.
Min Length: Minimal length for input value. Not relevant for list type.
Max Length: Maximal length for input value. Not relevant for list type.
Is Required: If marked, user will have to insert value for the cost center
header. Otherwise, he will not be able to continue the
operation.
Default Item Limitation: If marked, all the cost centers that will be added to this
header will also get this mark by default (the 'Item Limitation'
field on the 'Cost Center Details Maintenance' screen). For
more details see Chapter D: Define Items per Cost Center
(section 19.3).
Check value by List: If marked, the value entered by user on Touch will be
checked for its validity according to the list of available
values. Useful when the cost center input is via Barcode with
a pre-defined list of cost center details.
Clear Cost Center After issue: If set, in TOUCH in Issue process the values entered
into Cost Centers will be cleared for next issue. To use this,
the system option 1022 (following screen after issue) should
be set to ‘Cost Centers’ screen.
Remarks: Free text.

3. Fill in the data and click the <Save> button on the toolbar.

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19.2 Add Cost Center Detail

Here you can Add / Update / Delete the Cost Center Details connected to the header, and
maintain the definitions of the cost center lines.

1. Open “Menu: Administration  Cost Center Details”.

2. Click the <Add> button and the following screen will appear:

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Fields description:
Cost Center Name *: A list with all the cost center headers defined.
Cost Center Code: Cost center code.
Cost Center Description *: Cost center description.
Barcode: An option to enter barcode for Cost center to be used
for searching cost center on TOUCH. Relevant for
cost center headers of ‘Choose from List’ type.
Cost Center Detail Parent: Displays in the grid a list of cost centers of the parent
cost center. Marking cost centers here will link them to the
parent cost center.
Item Limitation: If marked, only those items that were added to the bottom
list will be available for issue in Touch module for this cost
center.

3. In the 'Cost Center Name' field select the header for which you wish to add cost
centers, insert the data for the 'Cost Center Code' and 'Cost Center Description' and

click the <Save> button.

This will create a grid of Cost Center Detail Parent.

4. In the 'Cost Center Detail Parent' mark the parent cost centers to which this cost

center is linked and click again the <Save> button.

For example: If a work center has a number of machines, and if machine 10 is under
cost center C1 and cost center C2, then in the machine detail the parent cost centers
would be C1 and C2.
5. Repeat the above step for all the cost centers that you need to add.

6. Open “Menu: Reports  Cost Center Links”.

This report lists all the links created between different cost centers (created by marking
the 'Cost Center Detail Parent' field).

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This report also enables you to delete links by selecting a record and clicking the
<Delete> button on the toolbar. By holding the CTRL key you can make multiple
selections of links and delete them all at once. This option saves the need to enter into
cost center detail screen and remove one by one the marks of the 'Cost Center Detail
Parent' field.
You can also right-click the mouse to get a popup menu with options to open
maintenance screen of the cost center headers and details.
See also Chapter C: Cost Center Links (section 9.11).

19.3 Define Items per Cost Center

You can define a list of items that will be available for Issue according to the selected cost
center in Touch application in Issue module. This will require defining the links between
cost centers and items. This will not have effect on the Issue in the Manage application.

There are two ways to make these definitions which are described in the following
paragraphs:
Link cost centers to ITEM - For each item to link the cost centers that will use this item.

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Link items to COST CENTER – For each cost center to link the items that should be
available.

The image below shows, as example, structure of headers and cost centers and the item
linked to them.

Important notes before creating the links:

• The definition if to limit items for issue is made on the COST CENTER DETAIL level.
The definition on the Header level is used only for default for 'Item Limitation' field
when adding cost center to the header.
• The items that will be available for issue are defined on the COST CENTER DETAIL
level.
• List of items available for issue can be linked only to cost centers that their header is of
input type 'Choose from List'.
• When there is more than one cost center header of input type 'Choose from List' and they
are item limited (Item Limit = YES) ….
If the second header hierarchies cost centers from its parent (like in the example, Work
Center is related to its parent Department), it is enough to link items to the cost centers of
second header only (link Item 1 & Item 2 directly to cost center WC Grinding 1).

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Otherwise, it will be required to link the items to the cost centers of both headers separately
(link Item 1 & Item 2 & Item 3 to cost center Grinding and then also link Item 1 & Item 2 to cost
center WC Grinding 1).
• If cost center detail is defined to limit items (Item Limitation = YES) and this cost center
has no linked items, then selecting this cost center in Touch will display no items (like
in example, cost center WC Grinding 3).

19.3.1 Link Cost Centers to ITEM

Described here the first and recommended option for making the required definitions.
This way the user will link cost centers to ITEM using 'Item Maintenance' screen.
Selecting these cost centers in Touch will display the item.
The instructions are based on the existing cost centers and items which are part of
'ITMDemo' database.

1. Select item to open its "Item Maintenance" screen and select 'Cost Centers' tab.

2. Click the <Add> button on the right side of the grid. This will display the list of
cost centers.

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3. Select the cost centers for which this item should be available for issue and click the
<Select> button. You can select multiple cost centers by holding the CTRL key and
selecting the records.

4. Click the <Save> button on the main toolbar.

5. Open the report that displays the linked item to cost centers by "Menu: Reports 
Items  Items-Cost Centers". The screen will display results as following:

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6. Open the cost center detail for which you want to limit item selection for issue, mark
the 'Item Limitation' field and save.
In the example here, open the cost center details: Grinding, WC Grinding1, WC
Grinding 2.

By this, the required definitions are completed.

Open Touch application and test the results in the 'Issue' module:
For the cost centers screen select the cost centers which you have defined for the item:

Department = Grinding
Work Center = WC Grinding 1 or WC Grinding 2
And continue…

The screen of the items will filter the list and will display only the item that was linked to the
selected cost centers.

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19.3.2 Link Items to COST CENTER

Described here is the second option for making the required definitions.
This way the user will link items to COST CENTER using 'Cost Center Detail Maintenance'
screen. Selecting these cost centers in Touch will display the item.
The instructions are based on the existing cost centers and items which are part of
'ITMDemo' database.

1. Open the cost center detail for which you want to links items that will be available for
issue. By this example, open the cost center Department = Grinding.

2. Mark the 'Item Limitation' field to display additional grid on the bottom part of the
screen for adding the items.

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3. Click the <Add> button on the right side of the grid. This will display the list of
items.

4. Select the items that should be available for issue for this cost center and click the
<Select> button. You can select multiple items by holding the CTRL key and selecting
the records.

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5. Click the <Save> button on the main toolbar.

6. Open the report that displays the linked item to cost centers by "Menu: Reports 
Items  Items-Cost Centers". The screen will display results as following:

These two items will be available for cost center Department = Grinding.

7. Repeat steps 1-5 and select the same two items for cost centers:
Work Center = WC Grinding 1
Work Center = WC Grinding 2

8. Repeat the step 6 for displaying the report. The screen will display results as following:

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These two items will be available for cost center Department = Grinding and for its two
sub-cost centers Work Center = WC Grinding 1 and WC Grinding 2.

By this, the required definitions are completed.

Open Touch application and test the results in the 'Issue' module:
For the cost centers screen select the cost centers for which you have defined the items:

Department = Grinding
Work Center = WC Grinding 1 or WC Grinding 2
And continue…

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The screen of the items will filter the list and will display only the two items that were linked
to the selected cost centers.

19.4 User Cost Centers

This option defines default cost centers per User.
When the User goes to issue items, the cost centers assigned to this User will be
displayed.
This can save time and prevent mistakes. The User is allowed to change the default cost
centers, if authorized to do so.

1. Open "Menu: Administration  Users and Authorizations  User Cost Centers”.

Fields description:
User Name *: Lists all the users defined in the system.
Cost Center Name *: Cost center headers defined in the system.

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Cost Center Description *: List of cost centers belonging to the selected 'Cost
Center Name' (header).
Default Value: If checked, this cost center will be automatically set as
default. Otherwise, this cost center will appear in the list of
possible cost centers for user selection.
Only one cost center for each combination of user+header
can be marked as default. Setting cost center as default will
uncheck this mark for other cost centers defined for the
same user+header.
Is Changeable: Authorizes the user to modify the default cost center. This
field is available for change only in case the cost center
marked as default.

2. Fill the fields according to the fields described above and according to this principle:
In general, as long as there are cost center/s defined for user, the user will be limited
to this list in TOUCH.
If those marked as “Default Value” not marked with “Is Changeable”, then it will be
displayed as default cost center in TOUCH and user will not be able to change cost
center.
If those marked as “Default Value” are marked also with “Is Changeable”, then it will
be displayed as default cost center in TOUCH and user will be able to change cost
centers but only from his list.
If no user cost center which is marked as “Default Value”, then no cost center will be
displayed as default in TOUCH and user will be able to select only cost centers from
his list.

3. Click the <Save> button.

4. Repeat the same steps for each Cost Center Name.

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20 Savings Account
This unique management tool measures tool and machining cost savings from productivity
projects, and tracks project savings against target savings. The purpose of 'Savings
Account' is to focus attention on productivity & continuous improvement.

Create the 'Savings Account' record and save. Once the account is saved, you can begin
to add Projects to this Savings Account.

20.1 Adding "Savings Account"

To open Savings Account for any of the cost center headers:
1. Open "Menu: Tools  Savings Account  Search Savings Account”.

2. Click the <Add> button on the toolbar to add new savings account.
The following screen will appear:

Fields description:
Account Description: Type in a name of your choosing.
Cost Center: Normally Part or Component.

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Year: Normally select the current calendar year so that the

accumulated savings of all projects for this Savings
Accounts will be shown in the Analyzer.
Target Savings: The requested target savings for all the projects of the
defined year.
Project Savings: Total of Tool cost savings and Machining cost savings.
Tool cost savings: Calculated tool cost savings from all projects in this Savings
Account.
Machining cost savings: Calculated machine cost savings from all projects in this
Savings Account.

3. Enter values and click the <Save> button on the toolbar.

Once the account is saved, the following tabs are created:

General tab: To create new projects for this Savings Account, to view current
projects and to edit or delete a project.
For more details, follow the next chapter.
Graphs tab: Displays graphically the Savings Account data. The graph style can
be modified by placing the mouse cursor over the graph and right
clicking for edit options.
Links tab: Allows linking supporting documentation relevant to projects in the
Savings Account. After selecting the <Links> tab, click the Add icon

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and links any type of document required, such as Word, Excel, PDF,
JPEG etc…

20.2 Adding "Projects" to Savings Account

A Project records the tool and machining costs to produce a particular part, compares
those costs before and after the adoption of a new tool or process, and calculates the
relevant savings, both on a cost per part basis, and for the total number of parts produced
for the defined period of the Project.

To add Projects to Savings Account:

1. While the relevant Savings Account is open, on the 'General' tab click the <Add>
button from the right side of the grid.

The following screen will appear:

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Input fields are white – calculated fields are grey.

Fields description:
Project Description: Type in a name of your choosing. Cost Center Code:
The part number.
Begin Date / End Date: The period for which tool Usage data for the selected part
will be allocated to the Project.
Parts Count: The quantity of parts produced to date during the above
period.
Tooling cost per part / Before: The estimated cost of tools per part before the Project.
Machining cost per part / Before / After: The estimated or tested cost to machine each
part before and after the Project (old method or tool v. new
method or tool).

2. Enter values and click the <Save> button on the toolbar.

When reviewing a project, first press the <Refresh> button to update Usage data.

Projects can be also searched via "Menu: Tools  Savings Account  Search Projects”.
The filtered list of projects can be printed in Excel.

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21 Manual Processes

21.1 Monthly Process

The main purpose of the monthly process is to calculate the Minimum and Maximum
factors of the different stock levels (Bin, Item-cabinet, Item) for the system’s statistics and
for automatic reordering of the items. In order to be able to calculate the Minimum and
Maximum factors the following parameters are first being calculated:
• Average Lead Time
• Average Usage
• Frequency and Frequency Levels
• Min and Max levels

Before running the Monthly Process, the system will check the Last month that was fully
processed (described in system option 303 in MMYY format) and the Current month (by
the PC time). If the [Last month] is the month before the [Current month], the process will
stop notifying that the Monthly Process was already completed for this period. See the
following example.
Example: If now it is September 2007 and system option 303 is set to 0807 (meaning
August 2007), then the process will not run at this month anymore. In order to recalculate
the months July 2007 and August 2007, set the system option to 0607 (June 2007).

Average Lead Time:

This step calculates minimum and maximum lead times for each Item-Supplier according
to the order lines which were supplied during a defined period of time. Using the results,
the system calculates the Average Lead Time which will be used in the next steps of the
Monthly Process. If no order lines exist, the system pulls the defaults.
The step uses system options: 300, 301, 902.

Average Monthly Usage:

This step calculates average monthly usage for each item based on the Issue
transactions. The calculation has two options:

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MWA – Moving Weighted Average

Flat – Arithmetic Average
The system options which affect the average usage calculations are: 301, 900, and 901.

Average Frequency and Frequency Class:

Calculated from the Issue transactions frequency. According to the Issue transaction
occurrence, the system calculates the classes of frequency. A is the most frequent bin,
cabinet or item, B is less and so on.
The Frequency levels are calculated according to the following table:
Frequency Class Minimum Frequency Maximum Frequency
A 20 100000
B 10 20
C 5 10
D 2.5 5
E 0.5 2.5
Z 0 0.5
N -2 -1

Minimum Quantity and Maximum Quantity:

Calculated according to the Min and Max Factors which are retrieved according to the
Average Lead Time and the Frequency Classes (calculated before).
The Min and Max factors are multiplied by the Average Usage to obtain Min and Max
levels in quantity. Those Min and Max levels are stored in the Bin, Item-Cabinet and
Cabinet levels.

The monthly process will update the last monthly process system option number 303.

The process can be run through the automatic scheduler or through the menu option.

Remember! - If you run the process manually, the last monthly process cannot be last
month, since in this case nothing will happen. In order to run last month you need to

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change it to one month before. After changing any system option you need to exit the
system to activate the change.

This is a list of the system options which affect the Monthly Process.
Option
Key Option Name Option Description

The default value for the Lead Time of Item Supplier and also
300 Default Lead Time for the Monthly Lead Time calculation.

Number of months for How many months to use for calculating the Average Usage,
301 Average calculations Frequency and Lead time during monthly process.

Last month (in format MMYY) that was fully processed and
303 Last Monthly Process updated automatically by the Monthly Process.

304 End of Month Day What day to run the Monthly Process (end of month process).
What time to run the Monthly Process (end of month
305 End of Month Time process).
Average usage Average Usage can be an arithmetic average (FLAT) or a
900 calculation type Moving Weighted Average (MWA).
The factor used to make the weighting of the MWA average.
901 MWA factor Please use values in range of 0 - 1.
The percentage of extreme cases (between 0 - 0.99) when
the lead time was very short or too long. The Monthly
Percent of Extreme Process will ignore them when calculating the average lead
902 lead time cases time.

It is recommended to make the "End of Month" process a scheduled process to run at the
beginning of the new month. You can schedule this task through the task scheduler.
You can also run this option manually through the menus:
"Menu: Tools  Manual Process", choose the Monthly Usage Process and click
<Commit>.

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21.2 Automatic PO Process

This process scans the system and locates stock shortages. Once a stock shortage has
been found, the system will create an automatic order to fulfill the need. In general the
system is looking at the current stock in the selected stock level and comparing it to the
minimum stock level parameter. If the stock is less than the minimum stock level, an order
will be created to bring the stock up to the maximum stock level.

The order which is created can be assigned to a certain Bin, an Item-Cabinet or an Item.
The decision as to which stock level will apply to replenish is defined in the bin (Bin stock
management), in the Cabinet and also in the Item. The system also looks at system option
903 (see explanation below). The orders which are created can be active orders or draft
orders. See system option no 802 for a detailed explanation.
It is recommended to make the automatic PO process a scheduled process to run daily or
weekly. You can schedule this task through the task scheduler.

You can also run this option manually through the menus:
1. Open "Menu: Tools  Manual Process"
2. Select the "Automatic PO Process" option
3. If you want to create orders only for a specific Supplier / Cabinet / Site, select the
values from the lists. Otherwise, if you do not choose any of the values, the automatic
process will create orders for all the suppliers, cabinets and sites by its stock shortage
details.
Please notice that orders will be split for every supplier and every site.
4. Click the <Commit> button to send the order.

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Following you can find the system options which are related to the automatic PO process.

Option Option Name Option Description

802 Auto-purchase How to run auto purchase, 0=No run, 1= Create
purchase Draft, 2= Create purchase Orders, 3=Create
purchase Orders and Send to supplier
807 Auto PO Day What day to generate the automatic PO.
808 Auto PO Time What time to generate the automatic PO
903 Stock Management level Stock manage level used for the automatic order
calculation. 1 = BIN level ordering. 2 = ITEM-CABINET
level ordering. 3 = ITEM level ordering. 4 = Combination
of all levels ordering.

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22 Import Data
The "Import Data" module enables administrator users to import data located in an
external file into the database of the MATRIX-TM software. In this way the user does not
have to add data records manually through the Manage module, and an entire data table
can be loaded automatically. After importing the records, the user can manage (update,
delete) them through the application in the same way as if they had been added manually.

Important! Through this module, data is manipulated massively. It is recommended that

you use it only after you fully understand how Import Data works.

Two types of files can be used for import: Text file (*.txt) or MS-Excel file (*.xls):
Chapter D: Tables for Import (section 22.1) and the Chapter D: Tips for Preparing Input
Data (section 22.2) describe the tables that can be used for importing data, the accepted
formats for each field and tips for editing the data. Use these chapters in preparing the
import data file to ensure successful import.

Excel file (*.xls) (recommended option)

1. Add one or more sheets using one sheet per one data tables.
2. Use the top row for describing the column names (optional).
3. Edit the data according to the expected data format.

Text file (*.txt)

1. Create text file for only one data table.
2. Use the top row for describing the column names (optional).
3. Edit the data according to the expected data format.
4. Use one of the separators (',', ';', '|' or TAB) to separate between the columns.

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22.1 Tables for Import

This section describes the tables that can be used for importing data into the database,
detailing the fields for each table and the accepted input format. Follow this section for
creating appropriate input data and use the tips described in Chapter D: Tips for Preparing
Input Data (section 22.2).

Note: When using Excel, you can add more than one sheet to the file, but import the data
from each sheet separately.

Important! Some of the tables can be imported independently and import of some tables
will be based on the prior import of other tables. The order of tables for import indicated
here is the recommended order for import into your database.

22.1.1 Import Users

This section describes Import of Users by table USER_PROFILES.
This table can be imported independently, however it is recommended to manually add the
User Groups (as described in Chapter D: Group of Users (section 18.1)) in order to enable
the import of User Group definition as well (see in table GROUP_NAME field).

Input Format Field in the User Field Name

Interface
Free text up to 10 characters User Name USER_NAME
(Required, Unique)
Free text up to 50 characters Password USER_PASSWORD defined as
PASSWORD (Required)
Free text up to 40 characters Full Name USER_CAPTION defined as
FULL_NAME (Required)
Free text up to 20 characters First Name STR_FIRST_NAME defined as
FIRST_NAME (Required)
Free text up to 20 characters Last Name STR_LAST_NAME defined as
LAST_NAME (Required)
User Group as appears in the User Group GROUP_NAME
'User Group Maintenance' (Required, Unique)
screen
Free text up to 50 characters Phone No. PHONE_NUMBER
Free text up to 500 characters E-Mail EMAIL

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0 (Not locked) or 1 (Locked) Locked USER_LOCKED

Free text up to 50 characters Badge Number BADGE_NUMBER
Free text up to 50 characters User Code USER_CODE
Short format, like in Texts (for User's Language INT_LANGUAGE_KEY
example: en-US, de)
These fields are not in the interface and not USER_NUMBER
recommended for import. STR_PERSON_ID
INT_DENY_DELETE
USER_CREATED
USER_LAST_MODIFIED
DATE_LAST_ISSUE
DATE_PASSWORD_EXPIRED
DATE_LOCKED
DATE_CREATED
DATE_LAST_MODIFIED

Example for Excel format:

USER_NAME PASSWORD FULL_NAME FIRST_NAME LAST_NAME GROUP_NAME

GrantH 1245 Grant Hackett Grant Hackett Admin
IanT 2535 Ian Thorpe Ian Thorpe Admin
GeorgeB 2323 George Bush George Bush Basic
HillaryC 6565 Hillary Clinton Hillary Clinton Basic
AndrewB 8565 Andrew Benson Andrew Benson Basic
GregR 1204 Greg Reid Greg Reid Basic
KobiB 1209 Kobi Bryant Kobi Bryant Basic
JacobC 1112 Jacob Cohen Jacob Cohen Basic

…continuation of the table

PHONE_NUMBER EMAIL BADGE_NUMBER INT_LANGUAGE_KEY

(+1) 955-85-66 [email protected] 60050 en-US
(+1) 955-85-67 [email protected] 60051 en-US
(+1) 955-85-68 [email protected] 60052 de
(+1) 955-85-69 [email protected] 60053 de
(+1) 955-85-70 [email protected] 60054 hu
(+1) 955-85-71 [email protected] 60055 de
(+1) 955-85-72 [email protected] 60056 ru
(+1) 955-85-73 [email protected] 60057 he

Note: It is not necessary to rename the column names in Excel the same as in the
example, but the format of the value must be equal (Numeric, Text, Boolean or Date).

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22.1.2 Import Item Groups

This section describes Import of Item Groups by table TVL_ITEM_GROUPS.
This table can be imported independently.

Input Format Field in the User Interface Field Name

Free text up to 50 characters Group Code GROUP_CODE
(Required, Unique)
Free text up to 100 characters Group Description GROUP_DESCRIPTION
(Required)
These fields are not in the interface and not recommended for DATE_CREATED
import. USER_CREATED
DATE_LAST_MODIFIED
USER_LAST_MODIFIED

Example for Excel format:

GROUP_CODE GROUP_DESCRIPTION
01 Tooling
02 Milling
03 Drilling
04 Threading
05 ISO Turn

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22.1.3 Import Suppliers

This section describes Import of Suppliers by table ENT_SUPPLIER_MASTER.
This table can be imported independently, but before this Units of Measure and Currencies
must be added manually.

Input Format Field in the User Interface Field Name

Free text up to 10 characters Supplier Code SUPPLIER_CODE
(Required, Unique)
Free text up to 50 characters Supplier Name SUPPLIER_NAME
(Required)
Currency key Currency CURRENCY_KEY
(Required)
Shipping Method Name as Shipping Method SHIPPING_METHOD_KEY
appears in the 'Shipping defined as
Method Maintenance' screen SHIPPING_METHOD_NAME
(Required)
Free text up to 50 characters Additional Supplier Code ADD_SUPPLIER_CODE
Free text up to 45 characters Address – first line SHIP_TO_ADDRESS1
Free text up to 45 characters Address – second line SHIP_TO_ADDRESS2
Free text up to 45 characters Address – third line SHIP_TO_ADDRESS3
Free text up to 45 characters Address – fourth line SHIP_TO_ADDRESS4
Free text up to 20 characters Phone No. SUPPLIER_PHONE
Free text up to 20 characters Fax No. SUPPLIER_FAX
Free text up to 100 characters E-Mail SUPPLIER_EMAIL
Free text up to 200 characters Home Page HOME_PAGE
Free text up to 50 characters Contact Person CONTACT_PERSON
Order Method by the next Order Method ORDER_METHOD_KEY
options:
2-Email
3-Print
4-No Sending
Free text up to 500 characters Remarks REMARKS
0 (Not to send) or 1 (To send) Send To ERP SEND_ERP
Value from 1-13 by the order Schedule Day AUTO_PO_DAY
appears in the list
Value from 1-24 by the order Schedule Time AUTO_PO_TIME
appears in the list
The field is not editable in the Date Last Updated DATE_LAST_RUN
interface and not recommended
for import
Value from 1-3 by the order Schedule Type SCHEDULER_TYPE
appears in the list:
1-Specified
2-Default Schedule
3-Do not run
These fields are not in the interface and not recommended for BILL_TO_ADDRESS1

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import. BILL_TO_ADDRESS2
BILL_TO_ADDRESS3
BILL_TO_ADDRESS4
DATE_CREATED
USER_CREATED
DATE_LAST_MODIFIED
USER_LAST_MODIFIED

Example for Excel format:

SUPPLIER SUPPLIER_NA CURRENCY_K SHIPPING_MET SEND_E SHIP_TO_ADD SHIP_TO_AD

_CODE ME EY HOD_KEY RP RESS1 DRESS2
Dizengof st.
01 Iscar 0 DHL 0 34/5 TA Israel
02 Outiltec 0 DHL 1 New York USA
03 Ingersoll 0 EXPRESS 0 Hannover Germany
04 TaeguTec 0 EXPRESS 1 Beijing China

…continuation of the table

SUPPLIER_PHONE SUPPLIER_EMAIL HOME_PAGE CONTACT_PERSON

+972 50 687 000 2 [email protected] www.Iscar.com Jacob Cohen
+972 50 687 000 3 [email protected] www.Outiltec.com Peter Brosnan
+972 50 687 000 4 [email protected] www.Ingersoll.com Chuck Elder
+972 50 687 000 5 [email protected] www.TaeguTec.com Jackie Chang

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22.1.4 Import Items and their Suppliers

This section describes Import of Items by table ENT_ITEM_MASTER and Import of Items'
suppliers by table ENT_ITEM_SUPPLIERS.
These tables cannot be imported independently, See the note.

Note: In order to import items and their suppliers' definitions, the following tables must be
first imported or added manually: Unit of Measure, Item Groups (can be imported as
described before), Item Category, Suppliers (can be imported as described before).

Import Items by table ENT_ITEM_MASTER:

According to this table, Items should be added with no supplier definitions to the view
"Menu: Main  Item Search Item"

Input Format Field in the User Field Name

Interface
Free text up to 30 characters Item Code ITEM_CODE defined as Item
Code (Required, Unique)
Free text up to 50 characters Item Description ITEM_DESCRIPTION defined
as Description (Required)
One of the following values: Item Type TYPE_KEY defined as
E-Expendable TYPE_CODE (Required)
R-Reworkable
D-Durable
K-Kit
Group Code as appears in the Item Group GROUP_KEY defined as
'Item Group Maintenance' GROUP_CODE (Required)
screen
Numerical Pack Size PACKET_SIZE (Required)
Unit Measure Code as Unit of Measure UM_KEY defined as
appears in the 'Unit of UNIT_OF_MEASURE_CODE
Measure Maintenance' screen (Required)
Numerical Default Issue Quantity DEFAULT_ISSUE_QTY
(Required)
Category Code as appears in Category CRC_KEY defined as
the 'Item Category CATEGORY_CODE
Maintenance' screen (Required)
Supplier Code as appears in Primary Supplier SUPPLIER_KEY defined as
the 'Supplier Maintenance' SUPPLIER_CODE
screen.
Please notice that this field
cannot be updated by import
before importing Item

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Suppliers.
Free text up to 30 characters Additional Item Code ADDITIONAL_ITEM_CODE
Free text up to 100 characters Item Long Description ITEM_LONG_DESCRIPTION
Numerical Item Price ITEM_PRICE
Free text up to 50 characters Barcode UPC
0 (No) or 1 (Yes) Item Management Level IS_CALC_LEVEL
0 (No) or 1 (Yes) Consignment IS_CONSIGNMENT
Free text Remarks REMARKS
Main Family MAIN_FAMILY_KEY
Sub Family SUB_FAMILY_KEY
Item Authorizations Group Item Auth Group ITEM_AUTH_GROUP_KEY
Key as appears in the 'Item
Auth Group Maintenance'
screen
Numerical (These fields are Average Cost ITEM_COST
not editable in the interface)
Numerical Price of Reworked REWORK_PRICE
Numerical Item Weight ITEM_WEIGHT
These fields are not editable in the interface and not USER_CREATED
recommended for import. DATE_CREATED
USER_LAST_MODIFIED
DATE_LAST_MODIFIED

Import Items' suppliers by ENT_ITEM_SUPPLIERS:

According to this table Supplier/s should be added to the 'Item Maintenance' screen on tab
'Supplier Information'.

Input Format Field in the User Field Name

Interface
Free text Item Code ITEM_KEY defined as Item
Code (Required, Unique)
Supplier Code as appears in Supplier Code on the SUPPLIER_KEY defined as
the 'Supplier Maintenance' 'Supplier Information' tab SUPPLIER_CODE (Required,
screen of the Item Unique)
Numerical Supplier Price SUPPLIER_PRICE (Required)
Numerical Pack Size PACKAGE_SIZE (Required)
Unit Measure Code as Unit of Measure UM_KEY defined as
appears in the 'Unit of UNIT_OF_MEASURE_CODE
Measure Maintenance' screen (Required)
Free text up to 30 characters Supplier Item Code SUPP_ITEM_CODE
Free text up to 100 characters Supplier Item Description SUPP_ITEM_DESCRIPTION
Date & Time Expire Date EXPIRATION_DATE
Numerical Minimum Order Quantity MIN_ORDER_QTY
Numerical % Discount SUPPLIER_DISCOUNT
Free text Remarks REMARKS
0 (No) or 1 (Yes) Cost Breaks on the IS_COST_BREAK
'Supplier Information' tab
of the Item

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Numerical Lead Time Override on LEAD_AV_OVERRIDE

the sub-tab 'Usage
Information'
Date & Time Lead Average Effective LEAD_AV_AD
Date
These fields are not editable (or not visible) in the interface IS_AUTO_PURCHASE
and not recommended for import. MIN_LEAD_TIME
MAX_LEAD_TIME
LEAD_AV
USER_CREATED
DATE_CREATED
USER_LAST_MODIFIED
DATE_LAST_MODIFIED

Example for Excel format:

The table below lists item data with corresponding suppliers' data (yellow fields are for
Items table, green fields for Item Suppliers table). Some of the items in the example have
more than one supplier definition, meaning more than one supplier supplies this item. In
this case add another row for the same Item Code and fill in only the data for the supplier.

TYPE_ GROUP_ PACKET_ DEFAULT_ CATEGORY ITEM_

Item Code Description UPC CODE CODE SIZE ISSUE_QTY _CODE PRICE
2300167 ID2300167 02300167 E 0 1 1 R 10
2300167
2300168 ID2300168 02300168 E 1 10 10 20
2300168
2300168
2300169 ID2300169 02300169 D 2 5 5 G 30
2300170 ID2300170 02300170 D 3 5 5 K 40
2300171 ID2300171 02300171 R 4 10 10 A 50
2300172 ID2300172 02300172 R 5 5 5 60
2300173 ID2300173 02300173 K 6 1 1 70

…continuation of the table

IS_CON MIN_
REWORK IS_CALC SIGNME SUPPLIER SUPPLIER SUPPLIER SUPPLIER ORDER_ PACKAGE_
_PRICE _LEVEL NT _KEY _CODE _PRICE _DISCOUNT QTY SIZE
5 1 1 1 01 8 10 10 5
02 6 20 10 5
10 1 1 2 02 18 10 5 5
03 16 20 5 5
04 14 30 5 5
15 1 1 3 03 28 10 20 10
20 1 1 4 04 38 20 10

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25 1 1 5 05 48 20 10
30 1 0 1 01 58 10 20 10
35 1 0 1 01 68 10 20 10

Import Items and their Suppliers:

In order to import items together with their suppliers, both tables ENT_ITEM_MASTER and
ENT_ITEM_SUPPLIERS should be added to one import project and imported at once.
Otherwise you can import the items first and their suppliers later and then create a link
between them. For separated import follow these steps:
1. Edit for input the data of Items and Item Suppliers in one table or in two separate
tables.
2. Create import project with ENT_ITEM_MASTER table for importing only Items and
import the data.
At this stage Items should be added with no supplier definitions to the view "Menu:
Main  Item Search Item".
3. Create import project with ENT_ITEM_SUPPLIERS table for importing Suppliers for the
items that were already imported and then import the data.
At this stage Supplier/s will be added to the 'Item Maintenance' screen on tab 'Supplier
Information'.
4. Import again the ENT_ITEM_MASTER table only with the SUPPLIER_KEY field for
'Primary Supplier' value. This value cannot be imported correctly before carrying out
the previous step 3.

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22.1.5 Import Cost Centers

This section describes Import of Cost centers by table TVL_COST_CENTER_DETAILS and
Import of Cost Centers' Links by table TVL_COST_CENTER_LINKS.
These tables cannot be imported independently, See the note.

Note: In order to import Cost Centers and the links between them, you must first add
manually Cost Center Headers as described in Chapter D: Add Cost Center Header
(section 19.1).

Import Cost centers by TVL_COST_CENTER_DETAILS:

This table allows you to add Cost Centers to the view "Menu: Administration  Cost
Center Details" with no link to other cost centers.

Input Format Field in the User Field Name

Interface
Free text up to 50 characters Cost Center Code COST_CENTER_CODE
(Required, Unique)
Free text up to 50 characters Cost Center Description COST_CENTER_VALUE
(Required)
Cost Center Name as Cost Center Name COST_CENTER_KEY defined
appears on the 'Cost Center as COST_CENTER_HEADER
Header Maintenance' screen (Required, Unique)
This field is not in use anymore since the change in COST_CENTER_DTL_FATHE
version 4 in Cost Centers: R_KEY
Now every Cost Center can be linked to several different
Cost Centers on the Cost Center Header above.

These fields are not editable in the interface and not USER_CREATED
recommended for import. DATE_CREATED
USER_LAST_MODIFIED
DATE_LAST_MODIFIED

Import Cost Centers' Hierarchy by table TVL_COST_CENTER_LINKS:

This table allows you to link the cost center to its parent cost center/s as seen on the 'Cost
Center Details Maintenance' screen.

Input Format Field in the User Field Name

Interface
Free text up to 50 characters Cost Center Code COST_CENTER_DTL_KEY
defined as
COST_CENTER_CODE_CHIL

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D (Required, Unique)
Free text up to 50 characters The 'Cost Center Code' COST_CENTER_FATHER_K
of the 'Cost Center Detail EY defined as
Parent' which is marked COST_CENTER_CODE_PAR
on the 'Cost Center ENT (Required, Unique)
Details Maintenance'
screen

These fields are not editable (and not visible) in the USER_CREATED
interface and not recommended for import. DATE_CREATED
USER_LAST_MODIFIED
DATE_LAST_MODIFIED

Example for Excel format:

This example is for import of cost centers for two headers that were manually created, as
seen on the attached screen:

The header called 'Work Center' is independent and the header called 'Machine'
hierarchies cost centers from Work Center header.

1. Create manually Cost Center Headers

2. Create data table for the cost centers of 'Work Center' header, as in the following
table:

Table 1: Data for table TVL_COST_CENTER_DETAILS:

COST_CENTER_HEADER COST_CENTER_CODE COST_CENTER_VALUE

Work Center WC01 Tooling
Work Center WC02 Milling
Work Center WC03 Drilling
Work Center WC04 Threading

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3. Create import project for importing the cost centers of 'Work Center' header and import
the data, as in the following screens:

Import project header

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Import project – adjusting columns between Excel and Project details

Cost centers of Work Center header imported by the project:

4. Create data table for the cost centers of 'Machine' header, as in the following table:

Table 2: Data for table TVL_COST_CENTER_DETAILS:

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COST_CENTER_HEADER COST_CENTER_CODE COST_CENTER_VALUE

Machine M01 INTEGREX 30
Machine M02 INTEGREX 100
Machine M03 INTEGREX 200
Machine M04 INTEGREX 300
Machine M05 MAC-TURN
Machine M06 MAZAK6200 1
Machine M07 MAZAK6200 2
Machine M08 MAZAK6200 3
Machine M09 MAZAK6200 4
Machine M10 MAZAK6200 5
Machine M11 NAKAMURA WT250 7
Machine M12 NAKAMURA WT250 8
Machine M13 OKUMA LT10 1
Machine M14 OKUMA LT10 2
Machine M15 OKUMA LT10 3

5. Create another import project for importing the cost centers of 'Machine' header and
import the data similar to the previous import.

Cost centers of Machine header imported by the project:

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6. Create data table for the links of cost centers of 'Machine' header to the cost centers of
'Work Center' header, as in the following table:

Table 3: Data for table TVL_COST_CENTER_LINKS:

COST_CENTER_CODE_CHILD COST_CENTER_CODE_PARENT
M01 WC01
M02 WC01
M02 WC02
M03 WC02
M04 WC02
M04 WC03
M04 WC04
M05 WC02
M06 WC02
M07 WC02
M08 WC03
M09 WC03
M10 WC03
M11 WC01
M11 WC03
M11 WC04
M12 WC03
M13 WC03
M14 WC03
M15 WC03

Please note that in the table of links some of the Machine cost centers (marked
in red) are linked to more than one Work Center.

7. Create import project for importing the links and import the data, as in the following
screen:

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Import project – adjusting columns between Excel and Project details

Links between a cost center and its parent cost center imported by the project:

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At this point the import of cost center is completed by importing cost centers to two
headers and linking them. If you need to import cost center to more headers, make it in
similar way.

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22.1.6 Import Bins

This section describes Import of Data for Bins by table ENT_BIN_MASTER.
The purpose of this module is to import easily the Items definitions and Bins properties
for a group of bins at once.
Please notice that this module will not import the bins themselves, therefore the bins must
be created prior to the import and then exported to excel for editing the data for import.

Input Format Field in the User Field Name

Interface
Bin Code as appears in the Bin Code BIN_CODE
'Bin Maintenance' screen (Required, Unique)
Item Code as appears in the Item Code ITEM_KEY defined as
'Item Maintenance' screen ITEM_CODE (Required)
Numerical Capacity CAPACITY (Required)
Numerical Default Issue Quantity DEFAULT_ISSUE_QTY
(Required)
1 (Active) or 2 (Not Active) Status BIN_STATUS
0 (Unmarked) or 1 (Marked) Allow Over Capacity IS_OVER_CAPACITY_ALLO
WED
0 (Unmarked) or 1 (Marked) Consignment IS_CONSIGNMENT
0 (Unmarked) or 1 (Marked) Bin Stock Management IS_CALC_LEVEL
0 (Unmarked) or 1 (Marked) Reworked IS_REWORK
0 (Unmarked) or 1 (Marked) Used Item IS_USED
0 (Unmarked) or 1 (Marked) Automatic Order IS_AUTO_ORDERING
0 (Unmarked) or 1 (Marked) Do not Order NO_ORDER
0 (Unmarked) or 1 (Marked) Do not Issue NO_ISSUE
Numerical Issue Price ISSUE_PRICE
Remarks REMARKS
These fields are not in the interface (or not editable) and LAST_COUNTED_DATE
not recommended for import. ERP_STATUS
ISSUE_LEVEL_CODE
BIN_TYPE_CODE
LAST_ISSUE_DATE
LAST_RECEIVE_DATE
USER_CREATED
DATE_CREATED
USER_LAST_MODIFIED
DATE_LAST_MODIFIED

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Example for Excel format:

IS_OVER_
DEFAULT_ CAPACITY_ IS_
BIN_CODE ITEM_CODE CAPACITY ISSUE_QTY BIN_STATUS ALLOWED CONSIGNMENT
Demo1-01-01-01 5501822 20 10 Active 0 0
Demo1-01-01-02 5502097 20 1 Active 0 0
Demo1-01-01-03 5502128 20 1 Active 0 1
Demo1-01-01-04 5502149 30 10 Active 0 1
Demo1-01-01-05 5502149 30 10 Active 0 0
Demo1-01-01-06 5502154 30 10 Active 0 0
Demo1-01-01-07 5502161 20 10 Active 0 0
Demo1-01-01-08 5502161 30 10 Active 0 0
Demo1-01-01-09 5502203 40 10 Active 1 0

…continuation of the table

IS_CALC_ IS_AUTO_
LEVEL IS_REWORK IS_USED ORDERING NO_ORDER NO_ISSUE ISSUE_PRICE
0 0 0 0 0 0
0 0 0 0 0 0 12,6
0 0 1 0 0 0 10,8
0 0 1 0 0 0
0 0 1 0 0 0
0 0 1 0 0 0
0 0 1 0 0 0
0 0 1 0 0 0
0 0 1 0 0 0

22.1.7 Import Stock Management Data

This section describes Import of Data for Stock Management by table
V_IMPORT_STOCK_MANAGE_LEVEL.
The main purpose of this module is to import Minimum and Maximum quantities for any
stock management level (Bin / Cabinet / Item) in order to allow automatic orders.

Input Format Field in the User Field Name

Interface
Item Code as appears in the Item Code ITEM_KEY defined as
'Item Maintenance' screen ITEM_CODE
(Required, Unique)
Cabinet Code as appears in the Cabinet Code CABINET_KEY defined as
'Cabinet Maintenance' screen. CABINET_CODE
Not relevant for import on Item (Required, Unique)
Level.

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Bin Code as appears in the 'Bin Bin Code BIN_KEY defined as BIN_CODE
Maintenance' screen. (Required, Unique)
Not relevant for import on Item
or Cabinet levels.
Bin or Item/Cabinet or Item N/A CALC_LEVEL
(Required, Unique)
Numerical Minimum Quantity MIN_QTY_OV
Numerical Maximum Quantity MAX_QTY_OV
Numerical Av. Monthly Usage AV_USAGE_OV
Date until the Minimum and Av. Monthly Usage AV_USAGE_EF_DATE
Maximum quantities are valid, for Expire Date
example 31/12/2008

A/B/C/D/E/Z/N Frequency Class FREQUENCY_CLASS_OV

Date, for example 31/12/2008 Frequency Class FREQUENCY_CLASS_EF_DATE
Expire Date

Example for Excel format:

This is example for importing Minimum and Maximum quantities for the Item level which
will be valid until 31/12/2008. The fields 'Cabinet Code' and 'Bin Code' are not relevant
here and have no value; therefore they can be unchecked for 'In File' field in Import project
(or removed, for fields which have the <Delete> button available).
ITEM_CODE CABINET_CODE BIN_CODE CALC_LEVEL MIN_QTY_OV MAX_QTY_OV AV_USAGE_EF_DATE
2300158 Item 10 20 31/12/2008
2300159 Item 10 20 31/12/2008
2300161 Item 30 40 31/12/2008
2300162 Item 10 15 31/12/2008
2300164 Item 20 30 31/12/2008
2300165 Item 15 20 31/12/2008
2300166 Item 15 20 31/12/2008

…continuation of the table

AV_USAGE_OV FREQUENCY_CLASS_OV FREQUENCY_CLASS_EF_DATE

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22.1.8 Import Requests

This section describes Import of IN / OUT Requests by table ENT_REQUESTS.
This import is of 'Insert Only' type, meaning that it will not be possible to update the
existing requests – each import will add additional records to the list.

Input Format Field in the User Field Name

Interface
Item Code as appears on the Item Code ITEM_KEY defined as
'Item Maintenance' screen ITEM_CODE (Required)
Interface Name as appears on Interface Name INTERFACE_HDR_KEY
the 'Interface Maintenance' screen defined as INTERFACE_NAME
(Required)
'In' for receive request or; Request Type
REQUEST_TYPE (Required)
'Out' for issue request
Open / Partially / Done / Cancel Status REQUEST_STATUS (Required)
Numerical - Quantity that is Quantity
ORGINAL_QTY (Required)
requested for issue or receive.
Value for cost center, such as Reference 1
REQUEST_REF1
Machine
Value for cost center, such as Job Reference 1
REQUEST_REF2
Number
Numerical - Quantity that was Actual Quantity
already issued or received from ACTUAL_QTY
the total requested.
These fields are not on the interface (or not editable) and DOC_TYPE
not recommended for import. ALLOCATE_QTY
USER_CREATED
DATE_CREATED
USER_LAST_MODIFIED
DATE_LAST_MODIFIED

Example for Excel format:

REQUEST_ REQUEST_ ORGINAL_ REQUEST_ REQUEST_
ITEM_CODE INTERFACE_NAME TYPE STATUS QTY REF1 REF2
5605179 THINC interface Out Open 10 Grinding 11 47899
3101686 THINC interface Out Open 2 Grinding 11 56263
3101694 THINC interface Out Open 20 Grinding 11 565958
3102566 THINC interface Out Open 2 Honing 21 54588
3101745 THINC interface Out Open 5 Honing 21 213600
5605179 THINC interface In Open 5 Honing 21 55005
3101686 THINC interface In Open 6 Drilling 12 560565
3101694 THINC interface In Open 9 Drilling 12 89897

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22.1.9 Import Texts

This section describes Import of Texts by table TBL_TEXTS.
This import is of 'Update/Insert' type, meaning you can update existing texts translations
or to add the missing translations (or instead of deleted).
Usually all the texts records are already exist; therefore there is no need to add records
but only to update by importing updated translations.

Input Format Field in the User Field Name

Interface
Text Root Key as appears on the Text Root Key INT_TEXT_ROOT_KEY
'Texts' search screen (Required, Unique)
Culture as appears on the 'Root Culture
STR_CULTURE
Text Maintenance' screen – see
(Required, Unique)
the table below.
Free Text Text STR_TEXT (Required)
These fields are not on the interface (or not editable) and USER_CREATED
not recommended for import. DATE_CREATED
USER_LAST_MODIFIED
DATE_LAST_MODIFIED

Code used for Culture (STR_CULTURE):

STR_CULTURE CULTURE_NAME
en-US English
de German
ko Korean
it Italian
cz Czech
ch Chinese
he Hebrew
fr French
br Portuguese ( Brazil )
pl Polish
sp Spanish
sl Slovenian
sv Swedish
da-DK Danish
jp Japanese
ru Russian
sk Slovak
hu Hungarian
nl Dutch
fi Finnish

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ar Arabic
Eu Basque
nb Norwegian
tr Turkish
ro Romanian

Example for Excel format:

INT_TEXT_
ROOT_KEY STR_CULTURE STR_TEXT
401 fr Qté de sortie plus grande que qté dans le casier.
402 fr Code article
403 fr Description article
404 fr Clé article
405 fr Description longue article
401 it La quantità da prelevare è maggiore della quantità nello scomparto.
402 it Codice articolo
403 it Descrizione articolo
404 it Chiave articolo
405 it Descrizione supplementare

22.1.10 Import Item Links

This section describes Import of Links to items by table V_IMPORT_ITEM_LINKS.
The links are shown on the 'Item Maintenance' screen on the 'Links' tab.

Input Format Field in the User Field Name

Interface
Item Code as appears on the 'Item Item Code ENTITY_KEY defined as
Maintenance' screen ITEM_CODE (Required, Unique)
1 IDENTITY_KEY defined as
CONSTANT (Required, Unique)
File name, as appears on the 'Item Document Name
OBJ_NAME defined as
Maintenance' screen on the 'Links'
LINK_NAME (Required)
tab.
File path, for example: C:\Catalog\ Path LINK_PATH
Free text Description DESCRIPTION
These fields are not on the interface (or not editable) and USER_CREATED
not recommended for import. DATE_CREATED
USER_LAST_MODIFIED
DATE_LAST_MODIFIED

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Example for Excel format:

ITEM_CODE CONSTANT LINK_NAME LINK_PATH DESCRIPTION
3101686 1 document.pdf C:\Catalog\Special\ Full description documentation
3101686 1 image.jpg C:\Catalog\Special\ Tool image
3101686 1 sketch.pdf C:\Catalog\Special\ Sketch for assembling
3101686 1 kit.doc C:\Catalog\Special\ Kit tools information

22.1.11 Import Transactions

Matrix-TM can import transactions from other systems or devices. If a user has a system
that creates a stock transaction for an item that has been defined in Matrix – he can easily
integrate them into the Matrix database.

22.1.11.1 Transactions import project

In order to import transactions, first an import project has to be created. The purpose of
the import project is to let MATRIX-TM know how to read the file that includes the
transactions for import.
The creation of the import project is done the same as any other import project.
The table for import is V_INTERFACE_IMPORT_LOG.
The fields for import are:
Field Name Field in the User Input Format
Interface
EXTERNAL_KEY External Key External Key is the key of the
(Required, Unique) transaction in the foreign system.
TRANSACTION_TYPE_KEY N/A The type of the transaction that is
(Required) being imported (1/2/3/4):
1 – Adjust
2 – Issue
3 – Receive
4 – Return
ITEM_CODE Item Code Item Code as appears on the
(Required, Unique) 'Item Maintenance' screen
BIN_CODE Bin Code Bin Code as appears on the 'Bin
(Required, Unique) Maintenance' screen.
TRANSACTION_QTY Transaction
(Required) Quantity
USER_CODE User The User Code of the user which
(Required) created the transactions.
TRN_DATE Date YYYYMMDD (Example: 20101021

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(Required) = 21/10/2010)
COST_CENTER_CODE1 Cost Center Code Cost Center Code as appears on
"Cost Center Detail Maintenance"
COST_CENTER_CODE2 Cost Center Code Cost Center Code as appears on
"Cost Center Detail Maintenance"

Important! Do not press the <Import> button in a transaction Import Project. The import of
transactions should be done using an Interface.

22.1.11.2 Transactions import Interface

In order to import transactions an interface needs to be created:
1. In Manage, open Menu: Administration  Interfaces  Interfaces
2. Press the <Add> button. Fill in the following details:
• Interface: FTP
• Choose an Interface Name
3. Press <Save>
4. In the table fill:
• Import Project: In the Value field, enter the KEY of the import project you have just
created.
• Cost Center: You can connect the interface to a specific Cost Center (All data
imported with this interface will be added to this cost center).

Running the import process is possible by:

1. Pressing the <Run> button on the interface maintenance window.
2. By using the external executable (MatrixImp.exe):
• The executable needs to be executed using the "Interface Key" as a parameter
(the key can be found on the interface maintenance window).
• For example, if the interface key is "3", then create in windows a shortcut to:
"C:\Program Files\MATRIX-TM\Application\MatrixImp.exe" 3
• Running MatrixImp.exe with the correct parameter will run the import process.

22.1.11.3 Import Log

All the transactions that have been imported can be viewed in the Import log. To access
the "Import Log" open Menu: Tools  Import  Import Log.

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The import log shows all the data that was imported. Each record can be accessed for
more details. Right button click allows the opening of different maintenance screens
related to it, including the real transaction that was created in the import process.
The record's Status field marks the status of the import of this specific transaction. It can
be one of the following:
• Invalid Item: Item code incorrect
• Invalid Bin: Bin code incorrect
• Invalid User: User code incorrect.
• Invalid Quantity: Transaction with this quantity is impossible (Either there aren't
enough items in the bin, or the quantity is invalid)
• Duplicate External Key: A record with the same External Key has already been
imported.
• Wrong item in bin
• Imported

Important! Deleting a record from the Import Log will not remove the transaction from the
system.

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22.2 Tips for Preparing Input Data

This section provides tips for editing the import data. Please follow these tips and Chapter
D: Tables for Import (section 22.1) to ensure successful import of all records.

1. Use the top row for describing the column names (optional, recommended).
2. The tables in Chapter D: Tables for Import (section 22.1) describe the exact format for
each field. Use them for preparing the data.
3. Remove all the empty rows and columns from the file. Especially blank rows can
cause a failure in importing also normal records.
4. Change the format of all the cells in Excel to textual. In Excel select all the rows, click
the right button and select 'Format Cells…' from the popup menu. In the 'Number' tab,
select Text' option. Make sure that the numerical cells are formatted correctly.
5. It is recommended to set default values in the import project for all the fields you try to
import, especially for those marked as 'Required'.
6. In Excel insert values for all the fields defined in the import project as 'Required'. You
can define 'Default Value' for these fields in the import project and the import will use
them for the records which miss this data in Excel. Otherwise it might import the
records, but without displaying the imported records in the search screens.
7. Many fields in the 'Field Name' in the import project are called with '_KEY', but are
actually '_CODE' value required. For example, for table ENT_BIN_MASTER for field
ITEM_KEY, actually ITEM_CODE value is accepted.
8. Before using some values for import into '_CODE' fields, verify first that this value
already exists in the database. For example, when importing items, verify that the 'Item
Groups' (or Unit of Measure) that you use for import (in import file or in import project
as a Default Value), is already exist in the database. If not, it must be added manually
or imported beforehand.
9. Verify that there is no mismatch between the input type and the expected input type,
such as avoiding importing alpha-numerical value when numeric value is expected.

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22.3 Creating Import project

1. Follow the menu "Menu: Tools  Import  Import Data". A Search screen will be
displayed enabling search for previously created import projects.

2. Click the <Add> button on the toolbar.

The following screen will then be displayed:

On the "Import" tab:

3. Insert in the field "Project Name" the name for the new project.
4. Select the import file (of *.xls or *.txt type) by clicking the browse <…> button.
 If you have chosen Excel format, "Sheet Name" edit box will be displayed.
Type the exact sheet name you want to import.
 If you have chosen Text format, "Separator" combo box will be displayed.
Select the same separator that is used in the file.
5. Check box "With Head" if your import file has a fields' heading as a first row

6. Click the <Add> button displayed next to grid at the bottom of the screen
in order to add tables for import.

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The following screen will be displayed listing all the available tables for import:

7. Select Table that you want to include in the import and click the <Save>
button. The table will be added to the list of tables for import.

8. Click the <Save> button on the toolbar to save the project.

22.4 Adjusting data for import

9. Go to "Table Properties" tab. The combo box "Table Name" will display all the
available tables for import.
10. For every table you want to import follow the next instructions:

Edit table and its existed fields:

Select from the combo box "Table Name" the table for import. The grid for table
fields will be displayed including all the required fields described in the table above
and sometimes some of the optional fields that were added by default.
Here you can add other available fields to the table and to set definitions for all the
fields from the grid.

11. Select from the grid the field for editing and click the <Update> button on
the right side of the grid.
Additional controls will be displayed to allow the data to adjust.
The following screen will then be displayed:

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12. If there is no data in your import file for the field or you don't want to use it:
o Un-check the box "In File".
o Fill the "Default Value" using the appropriate value type (Numeric, Text,
Boolean or Date) as described in the tables above.
13. If there is a data in your import file for the field:
o Check the box "In File"
o Select "Column Name" and fill the edit box with the exact name from the
import file if you have a column title for it, or;
o Select "Sequence" and fill the edit box with the column sequence in the
import file (from 1 and on).
o Fill the "Default Value" using the appropriate value type (Numeric, Text,
Boolean or Date). This value will be used in case you have no data for the
record in the import file.

14. Click the <Save> button on the toolbar.

15. Repeat the same actions for all the other fields that you want to edit

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Important! All the records will be imported according to "Is Unique" value, meaning that if
there is already a record in the database that has the same value for unique field as the
record for import, then no row will be imported but only updated with other fields.
Otherwise the record will be imported.

Add additional table fields:

Here you can add additional optional fields that were not added to the list by
default and make definitions for them.

16. Click the <Add> button on the right side of the fields' grid. A new row will
be added to the grid listing all the additional available fields for import.
17. Select in the "Field Name" control the name of the field that you want to add
and make the same definitions as for the existing fields.

Delete additional table fields:

In case there is a field which is not required (see "Required" column in the grid)
and is optional, it can be removed from the list of import.
18. Select the row of the optional field. The button <Delete> is added to the right
side of the field’s grid.

19. Click the <Delete> button and confirm the deletion. Now the row is
removed from the grid.

22.5 Importing the data

After making all the adjustments between import file and Manage "Import Data"
screen for all the fields in the table and saving the changes:
20. Go to "Import" tab.

21. Click the <Save> button to save all the changes.

22. Click the <Import> button.
You will be notified about import operation on the message control below.
In case of successful import, the message will describe the number of updated
rows and number of imported rows.
In case of failure, the message will describe the reason for failure.

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22.6 Loading Import project

Once you have created Import Project, it is saved in the list. You can load the
project, edit the data and run the import again.
23. Follow the menu "Menu: Tools  Import Data". A Search screen will be
displayed enabling search for previously created import projects.
24. In the "Search Import Data" screen, search for the saved projects (use the

fields) by clicking the <Search> button on the toolbar. Select the project

from the list and click the <Update> button on the toolbar or double click
on the line. The selected project with its parameters will be loaded into "Import
Data" screen.

Please notice that you can also delete an unwanted project by selecting the

project line in the search screen and clicking the <Delete> button on the
toolbar.

22.7 Tables
# TABLE Version Type
1 ENT_ITEM_MASTER Update/Insert
2 USER_PROFILES Update/Insert
3 TVL_ITEM_GROUPS Update/Insert
4 ENT_SUPPLIER_MASTER Update/Insert
5 ENT_ITEM_SUPPLIERS Update/Insert
6 TVL_COST_CENTER_DETAILS Update/Insert
7 ENT_BIN_MASTER Added for V3.8 Update Only
8 TVL_COST_CENTER_LINKS Added for V4.0 Update/Insert
10 TVL_CURRENCY Added for V4.2 Update/Insert
12 TVL_ITEM_CHARACTERISTIC Added for V4.2 Update/Insert
13 TVL_UNITS_OF_MEASURE Added for V4.2 Update/Insert
14 V_IMPORT_STOCK_MANAGE_LEVEL Added for V4.2 Update Only
15 ENT_ITEM_COST_CENTER Added for V4.5 Update/Insert
16 ENT_ITEM_KIT Added for V4.5 Update/Insert
17 V_IMPORT_ITEM_ADDITIONAL_FIELDS Added for V4.5 Update/Insert
18 V_IMPORT_BIN_ADDITIONAL_FIELDS Added for V4.5 Update/Insert

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19 ENT_CATALOG_APPLICATION Added for V4.5 Update/Insert

20 ENT_CATALOG_MAIN_FAMILY Added for V4.5 Update/Insert
21 ENT_CATALOG_SUB_FAMILY Added for V4.5 Update/Insert
22 ENT_REQUESTS Added for V4.5 Insert Only
23 TBL_TEXTS Added for V4.5 Update/Insert
24 V_IMPORT_ITEM_LINKS Added for V4.5 Update/Insert
25 V_IMPORT_SERIALS Added for V4.7 Update/Insert
26 ENT_ITEM_GUAGE Added for V4.7 Update/Insert
27 V_INTERFACE_IMPORT_LOG Added for V4.7 Update/Insert
28 ENT_ITEM_ALTERNATIVE Added for V4.7 Update/Insert
29 TVL_USER_COST_CENTERS Added for V4.7 Update/Insert

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23 Report Scheduler
The Report Scheduler allows the user to create reports by pre-defined parameters and to
send them automatically at scheduled times by email.

23.1 Define the reports

In order to schedule reports, you must priory to create advanced reports and save its
definitions as described in Chapter B: Reports (section 9).

1. Open "Menu: Tools  Scheduling Reports ".

2. Click the <Add> button on the toolbar.

The following screen will appear:

3. Fill-in the data for the required fields:

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User name: Select the user to whom you want to send the report by Email. Make
sure that the selected user has an email defined on his 'User
Maintenance' screen.
Email Address: The email address of the selected user name automatically loaded.
If the email does not appear, edit this user record.
Query Name: Select an advanced report that was previously defined and saved.
File Name: Insert a file name or full path for the created report.
If this value is empty, the system will use the Query Name as File Name.
If you define only a file name or a full path which is identical to the
path defined in system option 401, then the file will be created
temporarily. This system option points to temporary folder and its
content is automatically removed when loading/closing Manage
application. The default folder will be "...\MatrixTempDir\Reports"
inside the installation folder.
Therefore if you need to keep the copy of the report as a file on the
hard drive, it is recommended to insert a full and different path in
order to override the path in the system option 401.
CC E-mail: The email addresses to which the copy of the report will be sent,
separated by comma or ';'.
Destination: Select a destination for sending the report (E-mail / File).
E-mail – the created report will be sent to the user selected in the
'User Name' field by his email address. Make sure that the selected
user has an email defined on his 'User Maintenance' screen.
File – the created report will remain on the hard drive by location
defined in field 'File Name'.
File Type: Select a file type for the report (XLS / XML / TXT / PDF).
Separator: Separator sign used for separating fields in TXT files.
Schedule Day: Select a permanent day for running the report.
Schedule Time: Select a permanent hour for running the report.
Date Last Run: Updated by the system with the date when the last check for
automatic reports was done. Please notice that the report will not be
created at the day that was defined in this field, therefore it is
recommended to keep this field initially empty or with a past date.

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Active: Option to activate or deactivate the automatic running of the report.

4. Click the <Save> button.

The record will be added to the list of scheduled reports. At the defined time, the report
will run and will automatically create the report file. The file will be sent by email or will
remain on the hard drive, accordingly to your selection. For using a periodic report that
will run every day or week be sure that the date range in the report also matches the
periodic selections like yesterday, last week or last month.

23.2 Activate the reports

In order to enable the reports to run fully automatically, there should a job
[DBName]ReportsEngine for Reports on the server. This job is activated by the operating
system.

To create the job:

1. Set the system option 209 to YES to create the job (if it is already YES, then change to
NO and back to YES).
2. Login to the 'Database Administration' and check the existence of the job by the
'Activate Jobs' option. The job will run automatically by the operating system at the
scheduled time,

You should also verify that the SQL Server Services are started. See more details
regarding Jobs and SQL Server Services in Chapter E: Activate Jobs (section 28.3).

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24 Interfaces
This section describes how to create interfaces with other systems:
1. SAP Interface (Transaction & Stock Transfer) with SAP ERP system.
2. IMPORT Interface (Transaction) to import transactions from an external system.
3. THINC Interface (Request Store) with production floor machines & devices OKUMA
and ZOLLER.
4. IMC GAL Interface (All) to send data by email to the IMC Company.
5. EXPORT Interface (Transaction) for exporting transactions into a file.

Besides built-in interfaces, MATRIX-TM has general features that can be used for
interface between MATRIX and other systems (see Chapter D: General options for
Interfaces (section 24.3).

24.1 SAP Interface

This section describes how to define interface with SAP in the Manage. This must be done
after ZMSI (Matrix SAP Interface) was installed.
Please refer to the relevant documentation regarding supported SAP versions and ZMSI
installation.
Scope: The interface supports data transfer from MATRIX to SAP only. It is usually set to
transfer all the transaction types, but actually only the 'Issue' and 'Receive' transactions
will be processed in the MATRIX SAP interface program (ZMSI).

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24.1.1 Creating SAP Interface

1. Set system options 111 and 112 to display reference fields.
For more details see Chapter D: Using Reference fields for Receive (section 24.3.1).

2. Open "Menu: Administration  Interfaces  Interfaces".

3. Add new interface by clicking the <Add> button on the toolbar.

The following screen will be displayed:

Fields Description:
Interface: Select interface name - SAP.
(THINC Interface is described in the following chapters)
Interface Type: The 'Transaction' interface type will transfer the Matrix transactions
to the interface. The 'Stock Transfer' type will send the stock
quantities to SAP in order to be compared with the SAP stock.
Interface Name: Insert name for the interface.
Remarks: Free text.
Online: Check if you wish to transfer the transactions online. Otherwise it
can be transferred manually or by scheduler - for this, continue to
the next paragraphs.

4. Click the <Save> button on the toolbar.

The following screen will be displayed:

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This screen enables you to set the connection definitions between Matrix and
Interface.
By selecting a field line in the grid, the 'Value' and 'Remarks' fields will be displayed
according to the input type (textual, list, search by browse).

5. Select line by line to set the values for fields.

Select the 'Where' field to set the conditions for transactions that need to be
transferred.

Click the browse button to open the following screen:

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The combo list displays all the relevant fields regarding transactions.

Use the <Add> button on the right side of the grid to add a new condition and set

a condition value for it or update / delete the existing lines ( <Update>

<Delete>).

Click the button to change its sign.

Save all the conditions by clicking the <Save> button.

Note: The following table describes the transaction types and their key. The Matrix to SAP
interface type is usually set to transfer all the transaction types, but actually only the
'Issue' and 'Receive' transactions will be processed in the MATRIX SAP interface
program (MSI).

Transaction Transaction
Key Name

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1 Adjust Bin
Quantity
2 Issue
3 Receive
4 Return To Cabinet
5 Transfer
6 Zero Issue
7 Stock Count
9 Send To Rework

6. Click the <Run> button to transmit the transactions now or

continue to the instructions in Chapter D: Create Interface Scheduler (section 24.4) in
order to create scheduler for transmission.

24.1.2 Interface Report

The report displays all the transactions that were transmitted or that were attempted to be
transmitted.
Open "Menu: Reports  Interface  Interface Report".
The following screen will be displayed:

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Interface Statuses:
Error in Transmitted (E): The transaction attempted to transmit, but failed. Check the
interface connection definitions.
Transmitted (C): The transaction was successfully transmitted or assigned as
transmitted by update of database *.
Not Transmitted (N): The transaction was not yet transmitted or will not be
transmitted at all.

Note: When the Matrix Database is updated to MATRIX-TM version 4, all the existing
transactions are updated to status 'Transmitted' in order not to transmit all the old
transactions.

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24.2 IMPORT Interface

IMPORT Interface handles the import of transactions from an external system (like another
ATD or handheld device).
For instructions how to use the interface together with the "Import Data" module, please
follow Chapter D: Import Transactions (section 22.1.11).

See:
Menu: Administration  Interfaces  Interfaces
New features for Interfaces  Import Transactions.

24.3 THINC Interface - IN / OUT Requests

This section describes how to define interface with other machines, like OKUMA,
ZOLLER, etc.

THINC – Interface created and named by OKUMA company. The interface connects
between the production floor machines and vending machines, such as connection

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between OKUMA and MATRIX, ZOLLER and MATRIX etc. It is installed on the OKUMA
controller.
OKUMA – Manufacture machine that needs toolset in order to manufacture parts.
ZOLLER – Presetting and measuring device (Pre-setter).
Toolset – Complex of components (items) assembled into one toolset. This toolset, which
is manually assembled, goes through preset and measuring by ZOLLER and used for
manufacturing on the OKUMA machine. The toolset must be defined as item in Manage
(as a regular item or an assembled kit) in order to be able to receive and issue it by 'IN /
OUT Requests' module.
MATRIX-TM – Used as a server that "listens" to requests from ZOLLER / OKUMA and
creates IN / OUT Requests (OUT for issue and IN for receive) in MATRIX-TM. This
requires definition and activation of THINC Interface in Manage & MatrixTM Service in
Windows.
MatrixTM Windows Service – Service that opens connection to MATRIX and enables
MATRIX to receive data requests from OKUMA/ZOLLER. This service is created after we
define and start the THINC Interface, as by the following instructions.

Files:
File name Source Description
Okuma.ToolDataSystem. Developed and Template for storing parameters.
ToolInventorySystem.DLL supplied by OKUMA When defining THINC interface,
we mention its name
(IExternalStockRequest) in
'Application Name' parameter.
WSInterface.exe Developed and Executed by MatrixTM Service.
supplied by MATRIX
clZoller.DLL Developed and Interface program used by
supplied by MATRIX WSInterface.exe.

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Toolset

OKUMA ZOLLER

D
E C
F Windows Windows
Service Service B
Windows
Service

MATRIX-TM

A – This relation between OKUMA and ZOLLER is not a part of MATRIX-THINC interface
and it is not managed in MATRIX-TM modules. Conceptually, OKUMA sends to ZOLLER
the Machine Number and Job Number and requests a Toolset.
B – ZOLLER, according to the required Toolset, creates a list of components (items)
required. ZOLLER sends to MATRIX-TM the Machine Number, Job Number and list of
components. MATRIX-TM creates OUT Requests to issue these items, attaching to it the

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cost centers input. Note: If there is no such item exists in MATRIX or if the item has zero
stock, the request will be denied.
C – An operator issues the items from MATRIX cabinet via the IN/OUT Request button on
TOUCH, assembles them into a toolset and loads the toolset on ZOLLER.
D – ZOLLER presets, measures and numerates the toolset. ZOLLER requests MATRIX to
store the toolset. MATRIX creates an IN Request for receiving the Toolset as an item. The
operator receives the Toolset into MATRIX via the IN/OUT Request button on TOUCH and
the Toolset is stored ready for later use.
E – OKUMA sends to MATRIX the Toolset number and MATRIX creates an OUT Request
for issuing the Toolset. Note: If there is zero stock for the toolset, the request will be
denied.
F - An operator issues the Toolset from MATRIX cabinet and puts the toolset on OKUMA.
OKUMA adjusts itself according to the Toolset measures received from ZOLLER and
prepares itself for the manufacturing process.

24.3.1 Creating THINC Interface

To use MATRIX-TM as a server that "listens" to requests from ZOLLER / OKUMA and
creates IN / OUT Requests, you need to create interface of THINC type and to activate
MATRIX-TM Service in Windows.

Create THINC interface:

Run MATRIX-TM on the PC where the service should run and follow the instructions:
1. Open "Menu: Administration  Interfaces  Interfaces".

2. Add new interface by clicking the <Add> button on the toolbar.

The following screen will be displayed:

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Fields Description:
Interface: Select THINC interface.
Interface Type: The 'Request Store' interface type will create requests records into
Matrix to the 'IN / OUT Requests' module.
Interface Name: Insert name for the interface.
Remarks: Free text.
Online: Check to transfer the requests online or create scheduler for
transmission (see Chapter D: Creating Interface Scheduler (section
24.4).

3. Click the <Save> button on the toolbar.

The following screen will be displayed:

This screen enables to set the connection definitions for the Interface between
MATRIX and THINC. By selecting a field line on the grid, the 'Value' and 'Remarks'
fields will be displayed according to the input type (check box, textual, list).

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Fields Description:
Channel type FTP: Set to YES.
Server Name or IP: The server to which OKUMA will connect. Set to the local
Host name or IP address (the computer that will run
MatrixTM Service).
Port: Decide on a port on the computer that will run MatrixTM
Service and inform the partners (OKUMA and ZOLLER).
Application Name: Enter string IExternalStockRequest. This is a constant
value and it is important to write exactly this text.
Number of days to keep request: Set to 10 (recommended for now).
Reference 1 & 2: For 1 select Machine, for 2 select Job number. These
references must be coordinated with your cost center
headers.

4. Enter values and click the <Save> button on the toolbar to save the interface.

The <Install> button will create local MatrixTM Windows Service.

The <Uninstall> button will remove the service.

To start the interface, click the <Start> button.

To stop the interface, click the <Stop> button.

Important! Changing service status by these buttons will be possible only on the PC
defined by interface parameters and where the service is running. If the parameters point
to another PC, you will be notified with error message.

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Activate MATRIX-TM Service:

1. Go to Start  Control Panel  Administrative Tools  Services.
See the status of the Matrix-TM service and its details.
If the service is not started, you can start it from here.

2. Go to Start  Control Panel  Administrative Tools  Event Viewer.

See the status of the Matrix-TMLog event.

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24.3.2 Viewing THINC Requests

To view the requests received by THINC interface, open "Menu: Administration 
Interfaces  Requests".
By this screen you can edit the existing requests or simulate receiving requests by
creating them manually.

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24.3.3 THINC Interface on Touch

Login to Touch and select the <Requests> module.

A list of requests will be displayed. Select relevant request and continue.

Note: If currently there is no stock for OUT request item, user will not be able to select the
request.
If OUT Request was selected, the reference fields from the request will be filled into cost
centers 'Machine' and 'Job Number, as defined for the interface. Then the process will
continue as a regular Issue process.

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If IN Request was selected, then the process will continue as a regular Receive process.

24.3.4 THINC Requests Report

The report displays all the requests that were activated for Issue or Receive.
Open "Menu: Reports  Interface  In/Out Requests Report".
The following screen will be displayed:

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24.4 IMC GAL Interface

Gal interface can be configured, so a file containing new orders, consignment issues and
current stock levels can be sent by email to the IMC Company. This file can be manually
loaded to Gal 6.
* At the time this document was written the Gal function to import such a file is not yet
ready. Please confirm with support team if this function is operational.

The Gal interface is only working with Gal6. There are 13 parameters to fill:
1. Branch code – 2 characters IMC branch code in Gal.
2. WHS code – 2 characters customer warehouse code in Gal.
3. Customer number – Customer number in Gal.
4. Item Code – Indicates if the IMC item number is stored in the “Item Code” field of
Manage, or the “Additional Item Code”.
5. Cost Center code 1 – Only two cost centers can be reported to Gal with the
consignment issue transactions. This is the first. You can leave this empty.
6. Cost Center code 2 – Only two cost centers can be reported to Gal with the
consignment issue transactions. This is the Second. You can leave this empty.
7. Send Cancel Issues – Should the interface send Gal the negative issues when users
reverse their issues?
8. From – The interface will only send data starting this day.
9. Send Transactions – Should it send consignment issues, consignment issues
cancelation and receive transactions?
10. Send Orders – Should the interface send orders to Gal (consignment or not)?
11. Send Stock – Should the interface report the current stock levels to Gal?
12. Save to file – Yes: Save to the file of parameter 13; No: Send the file by email to the
address of parameter 13.
13. E-mail / Path – The email address to send the interface file to, or file to save it to.

After setting the parameters you should also add it a schedule.

See Manage menu:
Administration  Interfaces  Interface Scheduler

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24.5 EXPORT Interface

New type of interface allows exporting transactions into a file according to predefined
conditions.
This interface can be Scheduled or defined to run Online.

See Manage menu:

Administration  Interfaces  Interfaces
Administration  Interfaces  Interface Scheduler

1. Open Manage menu: Administration  Interfaces and add a new interface of EXPORT
type.
2. Check the 'Online' field if you want it to be activated immediately when transaction is
created, or keep it clear if a schedule is preferred.
3. Save first time to get the list of parameters:

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o Path – The folder where the file of the exported data will be written to.
o Where – List of conditions to filter what transactions will be exported. Use the three
dots button near the 'Value' field to enter the conditions.
o File Separator – Choose the preferred character as required by the system that
should read and process the file.
o Field List – List what fields should be exported and in what order. Use the three
dots button near the 'Value' field to select.
o File Name – Keeping this empty causes Matrix to write a new file for each
transaction with long unique numeric name. If you enter a file name, records would
be appended to it as transactions are created.
o Encoding – The exported text file encoding as required by the system that should
read and process the file.

4. If the “Online” option was not selected, a schedule for this interface should also be
created in Manage  Administration  Interface Scheduler.

The transactions export feature is only writing the transactions to files. Once the file was
processed by the target system, it should be deleted by it.

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24.6 General options for Interfaces

Besides built-in interface capabilities (such as SAP and THINC), MATRIX has features
that can be used for interfacing between MATRIX and other systems:
• Using reference fields for orders
• Using outputs of reports

24.6.1 Using Reference fields for Receive

We can add reference fields (from 0 to 4) to the receive process to enter data regarding
the origin of a received item. These fields will be displayed on the 'Receive' process, on
the '
' process and the entered data will be recorded into 'Receive' transactions.
For example: If customer is using his own ERP system for creating purchase orders,
during receive process he can enter data into reference fields regarding the PO in ERP
system, thus creating relation between the order in the ERP system and 'Receive'
transaction in Matrix. This is also the way the reference fields are used for SAP interface.

Setting System Options:

To display reference fields when receiving items:
1. Open "Menu: Administration  System Options".
2. Set the following parameters:
System Option 111 - Number of reference fields to use on Receive
Number of reference fields to use on Receive for Interfaces. If none or 0, in TOUCH
the reference fields' screen will be skipped.
Reference 1 – For SAP, PO Number. Otherwise, any data.
Reference 2 – For SAP, Line No. Otherwise, any data.
Reference 3 and 4 – For SAP, for future use. Otherwise, any data.

System Option 112 - Type of Reference fields

Type of Reference fields for Interfaces: Numeric or Text.

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Viewing changes in Manage and Touch:

This section describes the screens that display reference fields:
1. In Touch, the 'Receive' and the 'Receive without Order' processes will show the
following screen after the user selects the item to receive and before selecting the
received quantities. This screen will appear only if system option 111 is set to display
reference fields.

2. In Manage, the 'Receive' and the 'Receive without Order' processes will add the
reference fields to the regular receive screen according to system option 111.

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3. In Manage, the 'Transaction Maintenance' screen will always display four additional
reference fields with the recorded data.

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24.6.2 Using Outputs of Reports

MATRIX has basic reports (manually exported to MS-Excel) and Advanced reports (can
be scheduled and exported automatically with different file formats). Besides the regular
use, these reports can be used for interface purposes.
For example: If customer is using an ERP system for stock management and wishes to
include Matrix stock data in the ERP system, it can use Matrix reports to transfer this data
into the ERP. For this, the customer will probably need to develop a program that is able to
read the data from output file and convert it to a format that the ERP system is able to
accept.
By this example, see how the interface can be implemented:
1. Get current Matrix stock into report:
a) by exporting Stock report to MS-Excel or;
b) by making Stock Count and exporting Transactions report (filtered by 'Count
Bins' transactions at 31/12/2009) or;
c) by exporting Transactions report with all the transactions created until
31/12/2009
2. Convert current Matrix stock to readable format and Initialize ERP stock.
3. Get Transactions Report with transactions created after 31/12/2009.
4. Convert the Transactions Report to readable format and Update ERP stock.
5. Repeat 3-4 by schedule.

24.7 Creating Interface Scheduler

You can define scheduler for data transmission for SAP and THINC interfaces.

1. Set system option 209 (Create Scheduled Reports) to YES.

Additionally to the scheduled reports, this option is also responsible for activating
scheduled interfaces and scheduled import.
2. Open "Menu: Administration  Interfaces  Interface Scheduler".

3. Add new interface by clicking the <Add> button on the toolbar.

The following screen will be displayed:

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Fields Description:
User Name: Set to any user.
Interface Name: Select from the list the previously created interface.
Schedule Day: Select the day the interface will be activated to transmit.
Schedule Time: Select the time the interface will be activated to transmit.
Active: Check the box to activate this schedule.
Date Last Updated: This field is automatically updated with the date of the last
run scheduler.

4. Click the <Save> button on the toolbar.

Note: To ensure that the scheduler will be activated, verify that System Option 209 is set
to YES and that the [DBName]ReportsEngine job exists.

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25 Alerts
Different alerts can be sent by email or by file to remind a user or a group of users to
perform a specific task or pay attention to critical information. You can schedule an alert to
be sent at different times.

25.1 Create Alerts

1. Set the System Option 406 (Path for Alerts reports) to correct template file.
2. Open “Menu: Tools  Alerts  Alerts Scheduler”.
3. Click the <Add> button and the screen as following will appear:

Fields description:
User Name: The user who will receive the report.

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Alert Type *: Select the relevant alert type. The alert types are detailed in the
next section.
Destination *: Select if this alert needs to be received as file or sent by email.
Email Address: This field is shown only if the “Destination” field is set to “Email”
option. When this field is displayed, make sure that user defined
for “User Name” field has email defined in his user record.
CC E-mail: This field is shown only if the “Destination” field is set to “Email”
option. List email addresses of persons who should receive
email copy, separated by comma. You can select them also by
<Browse> button.
File Name: Keep it empty or set only file name or the full path. If the value is
empty or only file name, the file will be created into folder
defined in system Option 401 (Path for Reports).
File Type *: Select the output file format: xls (html), xml, rtf, pdf, xls.
Priority: Select one of the followings: High, Medium, Low. This will
appear in the title of the output report.
Schedule Day *: Set the day to schedule the alert.
Schedule Time *: Set the time to schedule the alert.
Date Last Run: The date the last time this alert run, updated automatically after
alert run. For some alert types, the data received in the report
will be filtered from this data and on. If you need the alert to run
automatically again or to cancel the filter, clear this field.
Active: Check this field to activate this alert for automatic run.
Source File: Keep this field empty to add new results to existing file from
previous results or set to one of the followings:
Delete Old File – replaces old file with new file.
Rename Old File – renames old file and creates a new one with
defined name.
Do not send/save if empty: If this option is checked, the alert will be sent only if it
has a returned data. If unchecked, the alert will be sent even if it
will have only header. To check this option helps to prevent
overloading of email box with empty files.
Remarks: Free text.

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5. Fill in the data and click the <Save> button.

6. Wait for the schedule time for the output report or click the <Run>
button to immediately run the alert.
7. To view the log recording to all the alerts that were sent open “Menu: Tools  Alerts
 Alert log”.

25.2 Alert types

There are 9 available alerts:

1. Check database structural integrity: The alert runs CheckDBCC procedure on the
database and the result is printed into report. In case of database corruption, user can
try to restore database from backup before the backup gets also corrupted.

2. Check Stock Balance: The alert runs RECalculate_STOCK_MANAGE_LEVEL

procedure. If there any problem is found with the stock balance, the output will detail
the item, cabinet and bin having the misbalance. The misbalance found can be fixed
by the "Stock Balance" option available at the Database Administration program.

3. Critical Quantity Alert: The alert compares the stock to the ‘Critical Minimum’ value
(not the ‘Minimum Quantity’ field) (defined for Item on the “Item Maintenance” screen
 “Stock Management Level” tab and for Bin on the “Bin Maintenance” screen 
“Stock Management Level” tab) and lists all the levels with critical shortage, as shown

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below. This alert gives the opportunity to be proactive and make sure the needed
items are available before they are requested by operator.

4. Filter's Cleaning Reminder: This alert is used to send a reminder to maintain the
filter, mostly used for Matrix Master cabinets. Schedule it according to the environment
conditions to avoid overheat of the system.

5. Last Item's Issue: The alert scans all the Issue transactions since the "Date
Last Run". If the Issue transaction caused to zero stock (the last item piece was issued
from bin), this bin will be listed as a bin with last issue.

6. Manual alert: User defined alert, mostly will be used as reminder.

7. Matrix Recycle Alert: The alert checks if Matrix Recycle exceeded its maximal
weight, defined on the “Cabinet Maintenance” screen  “Max Weight” field.

8. Overdue Orders: The alert lists overdue orders i.e. orders that have passed
their Promised Date.

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9. Send Gauges to Calibration Reminder: The alert lists all the serials that are in
stock (statuses In Stock / Inactive / Out of Stock / Issued) that reached their
calibration, whether by time period or by number of issues.

26 Item/Bin Location Planning

This module saves time connecting items to bins, usually for an initial set-up of a cabinet.
The process uses the following data:
1. Item Pack type: the type of pack in which the item is stored.
This data is currently supplied for ISCAR brand inserts in the installed folder.
See C:\Program Files\MATRIX-TM\Application\ImportFiles\ITEM_PKG_TYPE.xls
2. Bin type: each type of bin has a code and inner dimensions (HxWxD).
3. The connection between bin type and pack type – how many packs of each type can
be put inside each bin type. Matrix makes this calculation automatically in the way
described below.
4. Items to be placed - a list of items and quantities that we want to put in the new bins in
the cabinet. It is good to also add the frequency of an item.

26.1 Prepare a list of pack types

This chapter describes the pack types in the system and setting pack type for each item
that we would like to include in the “Item Location Planning” process.
1. Open “Menu: Tools  Item/Bin Location Planning  Pack Type”.
A screen as following will be displayed:

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This screen has a built-in list of pack types and their dimensions in mm.
This list represents the most popular packs used for inserts. It is possible to edit
existing records, deleting and also adding new pack types as required.

2. To update pack type details, select row and click the <Update> button.
To add new pack type, click the <New> button.
The following screen will be displayed:

Fields Description:
Pack Type Code *: pack type code.
Pack Type Description: pack type description.
Height / Length / Width: pack type dimensions.

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3. Edit the data and click the <Save> button.

4. Make sure that all the items that you would like to setup by this process are set with
pack type on the “Search Item” screen  ‘Pack Type’ column or as shown below:
The “Item Maintenance” screen  “General” tab  ‘Pack Type’ field.

After installing Matrix software, you can find the following file:
C:\Program Files\MATRIX-TM\Application\ImportFiles\ITEM_PKG_TYPE.xls
This file contains a list of ISCAR brand inserts and their pack types.
When importing items to the database, you can import the Pack Type as well for:
Table: ENT_ITEM_MASTER, field: PKG_TYPE_KEY.

26.2 Prepare a list of bin types

This chapter describes the bin types in the system and how to set possible pack types for
each bin type that we would like to include in the “Item Location Planning” process.
5. Open “Menu: Tools  Item/Bin Location Planning  Bin Type”.
A screen as following will be displayed:

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This screen has a built-in list of bin types for all Matrix series, with their dimensions.
It is possible to edit existing records, deleting and also adding new bin types.

6. Select bin type and click the <Update> button on the toolbar.
In the “Bin Type Maintenance” screen you can set dimensions of the bin type, set
which pack types can be stored in this bin type and the quantity.

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Fields Description:
Bin Type Code *: A bin type code.
Description: A bin type description.
Height / Depth / Width: A bin type dimensions in mm.
Pack Type Code: A pack type code of the selected row.
Store Quantity: Set a quantity of packs that you would like to actually store
of this pack type in this bin type.
Max Store: The maximum quantity of packs that can be stored of this
pack type in this bin type.

The Add / Update / Delete buttons to manually manage pack types

and quantities for this bin type.

By clicking the <Recommend> button the system will automatically

calculate the recommended pack types and quantities that can fit in each bin type. The
pack placing algorithm checks 6 different optional positions of a pack (as shown
below) to maximize the number of packs per bin.

7. To automatically add pack types that fit in this bin type, click the <Recommend> button
or follow the points below to add pack types manually:

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• Click the <Add> button on the right side of the grid.

A search screen for selecting pack types will be displayed.
• Select one pack or use CTRL for multiple select and click <Select>. The
selected pack type/s will be added to the grid on the “Bin Type Maintenance”
screen.
• To edit the quantity of packs to be stored in this bin type, select pack row on
the grid and click the <Update> button on the right side of the grid.
• Edit the ‘Store Quantity’ and ‘Max Store’.

8. Click the <Save> button on the toolbar.

9. Repeat steps 6-8 for each bin type relevant for this “Item Location Planning” process.

10. Make sure that all the bins that you would like to setup by this process are set with a
bin type on the “Search Bin” screen  ‘Bin Type’ column or as shown below:
The “Bin Maintenance” screen  “Bin Units” tab  ‘Bin Type’ field.

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Explanation:
When adding drawers to cabinets of any Matrix series, the bin type is set automatically
for all the bins. In case bins were added before V5.0 and you would like to setup a bin
by this process, this field should be set manually or by import data.
To update the Bin Type for bins by import project use:
Table: ENT_BIN_MASTER, field: BIN_TYPE_KEY.

26.3 Prepare a list of items to be placed

This chapter describes how to add items to the “Item Location Planning” process.
This can be done manually for each item or massively for a group of items using import
data (recommended). No matter which method is used, the items must exist in the system
and be viewable in the standard “Search Item” screen.

To add items manually:

1. Open “Menu: Tools  Item/Bin Location Planning  Item Selector”.
2. Click the <Add> button on the toolbar.
The following screen will be displayed:

Fields Description:
Item Code *: The item code of an item to be located manually. This item should
already exist in the system.
Frequency: Average of number of times this item is issued per month. The value
must be integer number - no letters, negative numbers or decimal.
This value will influence the accessibility of this item in the cabinet,
meaning that the most frequently issued items will be located in hot
zones.

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Quantity: Quantity of pieces to be stored of this item.

3. Enter the data and click the <Save> button on the toolbar.
4. Repeat the steps 2-3 for all items that need to be stored.

To add items by import:

This import is similar to any other import, therefore it is only briefly described below.
Prepare an Excel worksheet with the items to be stored, as per the example below.

1. Create a standard import project and add the ENT_ITEM_STORE table.

ITEM_CODE – Item Code, as described on the manual add.

ITEM_FREQ – Frequency, as described on the manual add.
STORE_QTY – Quantity, as described on the manual add.

2. Adjust the data between import project field names and excel column heading and
click <Import>.

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To see the items you just imported, open “Menu: Tools  Item/Bin Location Planning
 Item Selector”.

26.4 The location process

This chapter describes how the “Item Location Planning” process makes the
recommendations for storing items in the bins.
It takes all the data supplied in the previous steps and creates an optimal location plan,
where the most frequently used items are placed in the areas which are mostly accessible
in the cabinet.
The program calculates the priority of the item usage (according to the item frequency
class), and locates it according to the diagram below:

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Area 1: Hot spot, which is easy to access. It will be used for Items that are used often.
Area 2: Warm spots, which are easy to access but less than Area 1. It will be used for
items that are used moderately.
Area 3: Cold spot, which is less accessible than the others. It will be used for items that
are used less frequently.

The division zones of the drawer:

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To activate recommendation:
1. Open “Menu: Manual Process”.
2. Select the “Item/Bin Location Planning” tab:

3. Select the site and the cabinets/drawers that you would like to include in the location

process and click the button (this process could take a while,
depends on the amount of items to locate).

4. To see the recommended results, click the button and the “Bin Selector” screen
will be displayed.
This screen can be also opened from “Menu: Tools  Item/Bin Location Planning 
Bin Selector”.

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This screen displays all the items and their recommended bins.
Quantity: Quantity requested to be stored.
Fill Quantity: Quantity that will be stored in the recommended bin.
Maximum Quantity: Maximum quantity of pieces that can be stored in the
recommended bin, considering also the pack size (for
example, 10 pieces per pack).
This value will be copied to ‘Capacity’ of the bin.
Committed: The value is ‘No’. After committing the recommendations,
the value will be set to ‘Yes’.

Example: Item requested to be stored with Quantity = 100 pieces.

The system recommended to store:
15 pieces (Fill Quantity) in 6 bins of type D = 90 pieces and another;
10 pieces (Fill Quantity) in 1 bin of type D = 10 pieces
In total = 100 pieces
Maximum Quantity = Capacity = 15

5. To implement the recommendations, click the button. The items

will be connected to the recommended bins and these bins will be ready for updating
stock or any other updates.

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27 CPU – Tool Life

The “CPU & Tool Life” module is used to track the cost of tools used per production units
and their tool life, including the option to report deviations from a benchmark CPU.
CPU – Cost Per Unit, meaning the value of tools issued for producing parts (combination
of cost centers – usually part and machine).
Tool Life – list of tools issued for producing parts and the number of parts that are
produced by one tool.
Using this module requires importing a list of parts (combination of cost centers) and
quantities produced. This data is usually taken from an ERP system.
See:
Menu: Tools  CPU - Tool Life  Production Cost List
Menu: Tools  CPU - Tool Life  CPU
Menu: Tools  CPU - Tool Life  Tool Life
Menu: Reports  CPU – Tool Life  Advanced CPU Report by Line
Menu: Reports  CPU – Tool Life  Advanced Tool Life by Line
Menu: Reports  CPU – Tool Life  Advanced CPU Report
System option 306 (CPU Deviation)

27.1 Production Cost List

This chapter describes how to add the number of production units produced / part count
per cost center.
This should be done massively for a group of production cost centers using import data
(recommended), but also can be done manually. For this module to operate, the cost
centers (example: part + machine) must exist in the system and be seen in the standard
“Search Cost Center Details” screen.

To add/edit production cost data manually:

1. Open “Menu: Tools  CPU - Tool Life  Production Cost List”.
2. Click the <Add> button on the toolbar.
The following screen will be displayed:

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Fields Description:
Cost Center Header 1-2: Select the cost center headers for which the production
costs will be entered and measured, usually machine and
part.
Cost Center Code 1-2: Type manually the particular cost center codes, existing in
the system.
Parts Count: Quantity of parts produced – final product that was
processed on these cost centers and accepted from the
production.
Begin Date: The date when these parts started being processed.
End Date: The date when these parts finished being processed.
Benchmark: The target cost for all tools used to produce one unit of the
processed part. This value will be used to measure the
deviation of the calculated CPU from the benchmark / target
cost. You only need to enter this value once for a record with
the same combination of cost centers. After that this value
will be used for all the records with the same combination.

3. Enter the data and click the <Save> button on the toolbar.
4. Repeat the steps 2-3 for all production costs that need to be measured.

To add production costs by import:

This import is similar to import of any other data.
1. Prepare Excel list with items to be imported, like the example below.

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Machine Part Begin Date End Date Parts Benchmark

Code Code Count

349 3500164 2012-03-04 2012-03-10 42000 0.08

349 3500164 2012-03-11 2012-03-17 44000
349 3500164 2012-03-18 2012-03-24 46000
349 3500164 2012-03-25 2012-03-31 45000
348 3500162 2012-03-04 2012-03-10 44000 0.06
348 3500162 2012-03-11 2012-03-17 43000
348 3500162 2012-03-18 2012-03-24 45200
348 3500162 2012-03-25 2012-03-31 45500
719 2702703 2012-03-04 2012-03-10 800 5.50
719 2702703 2012-03-11 2012-03-17 700
719 2702703 2012-03-18 2012-03-24 680
719 2702703 2012-03-25 2012-03-31 750
716 3002188 2012-03-04 2012-03-10 2750 0.70
716 3002188 2012-03-11 2012-03-17 2900
716 3002188 2012-03-18 2012-03-24 2850
716 3002188 2012-03-25 2012-03-31 2800

2. Create standard import project and add the ENT_CPU_COST table.

COST_CENTER_KEY1 -2: The key of cost center header 1-2 records, as

displayed in “Search Cost Center Header” screen. No
need to import it from file, but to set it as default
value.

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3. Adjust the data between import project field names and excel column heading and
click <Import>.
To see the production costs you just imported, open “Menu: Tools  CPU - Tool Life
 Production Cost List”.

27.2 CPU – Cost Per Unit

This chapter describes how the CPU is calculated based on tools usage from MATRIX and
the production unit counts imported into the Production Cost List.

Basic CPU Report:

This report calculates the CPU and Deviation separately per each production cost record.
Open “Menu: Tools  CPU - Tool Life  CPU”.

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Key: The key of production cost maintenance record on which this

calculation was based.
Cost Center Header 1-2: The cost center header from the production cost record.
Cost Center Code 1-2: The cost center code from the production cost record.
Cost Center Description 1-2: The cost center description pulled out by the cost center
code entered to production cost record.
Usage Quantity: Total quantity of tools (from different items) that were issued
for this combination of cost centers in the period limited by
‘Begin Date’ and ‘End Date’, i.e. Issue transactions filtered
by cost centers and dates.
Usage Value: Total value of tools (from different items) that were issued for
this combination of cost centers in the period limited by
‘Begin Date’ and ‘End Date’, i.e. Issue transactions filtered
by cost centers and dates.
Parts Count: Quantity of parts (final product) as entered into production
cost maintenance record.
CPU: The calculated cost of tools used per one unit of final
product, according to the particular production cost record.
The calculation is Usage Value / Parts Count, rounded to
two digits after the decimal point.

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Benchmark: The target cost for one unit of final product, as was entered
into production cost maintenance record.
Deviation %: The deviation (difference) in % between the calculated CPU
and target CPU (Benchmark). If the deviation is negative, it
means that the cost per unit is less than the target cost.
Respectively, if the deviation is positive, the cost per unit is
above target cost.
The calculation is (CPU – Benchmark) / Benchmark * 100.
Begin Date: The begin date from the production cost maintenance
record.
End Date: The end date from the production cost maintenance record.

27.3 Tool Life

This chapter describes how the Tool Life is measured based on tools usage in MATRIX
and the entered production costs.

Basic Tool Life Report:

This report lists all the items used for each production cost record and calculates the Tool
Life separately per item. Tool Life is how many parts of final products are produced by one
piece of item used.
Open “Menu: Tools  CPU - Tool Life  Tool Life”.

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Key: The key of production cost maintenance record based on

which this calculation was done.
Item Code: The item that was issued for the combination of cost centers
and time period, as defined in the production cost record.
Item Description: Item description pulled out from item record.
Item Type: Item type pulled out from item record.
# of Corners: Number of corners of item, pulled out from item record (see
‘Item Maintenance’ screen  ‘Technical’ tab).
It is used to measure the tool life of each corner, usually
defined for inserts. If no value is entered, the default is 1.
Cost Center Header 1-2: The cost center header from the production cost record.
Cost Center Code 1-2: The cost center code from the production cost record.
Cost Center Description 1-2: The cost center description pulled out by the cost center
code entered to production cost record.
Usage Quantity: Total quantity of this item that was issued for this
combination of cost centers in the period limited by ‘Begin
Date’ and ‘End Date’, i.e. Issue transactions filtered by cost
centers, dates and item code.

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Usage Value: Total value of this item that was issued for this combination
of cost centers in the period limited by ‘Begin Date’ and ‘End
Date’, i.e. Issue transactions filtered by cost centers, dates
and item code.
Parts Count: Quantity of parts (final product) as entered into production
cost maintenance record.
Tool Life: The calculated tool life of a particular item for this
combination of cost centers and time period.
The calculation is Parts Count / Usage Quantity / # of
Corners.
For example: Item Code = 5504369, Parts Count = 42000,
Usage Quantity = 15 pieces. The tool life of this item is 2800.
In order to produce 42000 of final product it is required to
use 15 pieces of this item or; one piece of this item is
capable of producing 2800 parts of the final product
CPU: The calculated cost per one unit of final product contributed
by this item only.
The calculation is Usage Value of item / Parts Count,
rounded to two digits after decimal.
Begin Date: The begin date from the production cost maintenance
record.
End Date: The end date from the production cost maintenance record.

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CHAPTER E: DATABASE ADMINISTRATION

28 Database Administration
MATRIX-TM Database Administration is a very powerful yet easy to use tool that lets you
do different activities on your database.
We strongly recommend that this option will be used only by the system administrator who
has a good knowledge of MATRIX-TM and this application as well as an understanding
about databases.

Following are the activities you can perform with Database Administration:
• Backup your Database to a file or send it via e-mail
• Restore a Database Previously backed up
• Activate a job which is stored on the server
• Change the Server Password or create a Server Password
• Run stock balance procedures which reconcile all stock levels
• Restore Database defaults from the last version installed
• Reset Admin Password
• Send or Delete Logs
• Create replications with all needed parameters
• Run important Utilities
• Run SQL scripts
• Display the process history which was recently run

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Entering Database Administration:

Go to: Start Menu  MATRIX-TM  MATRIX-TM Tools  Database Administration

Once you get to the User and Password screen, insert the same password and user code
you received for downloading MATRIX-TM from the web.

Activating a command:
• Click the mouse on the desired option in the menu
• In the Option parameter area fill the missing data
• Activate the option button to activate the option

28.1 Backup of the Database

This option lets you backup your Database to a file on the disk and to attach it to a mail.
Use the email option when you are asked to send the copy of database to support.

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If you want to backup the database to a file, you need to choose the file name.

Note: The Database which will be backed-up is the database selected in the "Setting"
program. A backup will also create a transaction which you can track in the Process
History option.

Use the <Backup> button to activate the command.

28.2 Restoring the Database

The 'Restore' option lets you to restore a database from backup file (*.bak).
Use this option when there is a need:

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• To create a new and empty MATRIX-TM database.

• To restore a database that was previously backed up into a new or existing database.

To restore database:
1. Select 'Restore' option from the Menu.

2. Click the <…> button to open windows browser.

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3. To create a new and empty MATRIX-TM database, select the following file:
"…MATRIX Installation folder\ServerSetup\DB\ITM.bak"
Otherwise select any other database backup file (*.bak) from which to restore the data.
4. The data from the backup file will be restored into the database displayed in the
'Connection' details (as selected in the "Settings" program).
If you want to restore the file into a different database, check the "New" box and insert
a new name into "New Database name" field.
5. Click the <Restore> button to activate the restore.
If you selected to restore the data into existing database, the following message will be
displayed:

Carefully select if to overwrite the database or to restore it to another database.

At this point, the database will be restored and notify about the restore status.

Important! The Restore operation will also create jobs according to the definitions in the
restored database. Please take it into account when restoring temporary databases – it
might send emails with orders and reports if the jobs are set to create them. It is strongly
recommended to delete the unnecessary jobs as described in Chapter E: Activate Jobs
(section 28.3).

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Note: A restore will also create a transaction which you can track in the 'Process History'
option.

To check the restored database, set the Settings program to the created database and
login to the Manage module.

28.3 Activate Jobs

A job is a series of commands designed to do a certain task. Jobs are stored on a server
level and usually activated automatically by the operating system.

28.3.1 Jobs in MATRIX-TM

MATRIX-TM software creates five different types of jobs in order to enable automatic
processes, such as creating automatic purchase orders, sending reports etc. The jobs are
automatically activated while being created and they will normally be run automatically by
the operating system at the scheduled time.
The 'Activate Jobs' option in the 'Database Administration' tool enables activating a job
manually or deleting it from the server. Please use this option carefully!

The five types of jobs are:

1) [DBName]EndOfMonthProcess:
This job is responsible for the automatic running of the Monthly Process.
The job is created by changing system options 304 / 305 in the Manage module and
activated automatically at the time scheduled in these system options.
See more in Chapter D: Monthly Process (section 21.1).

2) [DBName]ReportsEngine:
This job is responsible for the automatic running of the Scheduled Reports and
Interfaces.

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The job is created by changing system option 209 in the Manage module and activated
automatically every hour.
See more in Chapter D: Report Scheduler (section 23) and Chapter D: Interfaces (section
24).

3) [DBName]AutoPOService:
This job is responsible for the automatic running of the Automatic Orders process.
The job is created by changing system options 807 / 209 in the Manage module and
activated automatically every hour.
See more in Chapter D: Automatic PO Process (section 21.2).

4) [DBName]AutoBackup
This job is responsible for the Automatic Backup of the database.
The job is created by changing system option 600 in the Manage module and activated
automatically at the time scheduled in system options 603 / 605.

5) Replication Job:
This job is responsible for the automatic update of changes activating replication. The job
name is a combination of two communicating databases and servers details. The job is
created by this 'Database Administration' tool and its activation depends on the schedule
definition in the Replication definitions.
See more in Chapter E: Replications (section 28.6).

28.3.2 SQL Server Service Manager

In order to be able to run the jobs automatically or activating them manually, the 'SQL
Server Service Manager' program must run and be active on the server where the
database is located. This program is installed as a part of SQL Server installation or
MSDE installation.

Follow the next steps on the server to ensure jobs activation:

1. Double-click the icon located on the Windows Taskbar as marked on the image.

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The screen as following will be displayed:

2. Select the server name in 'Server' field.

3. Check the box 'Auto-start service when OS starts' to ensure that jobs will continue to
be active also if the server is restarted.
This should locate the link to 'Service Manager' in the Windows Startup menu as on
the following screen:

4. In the 'Services' field select 'SQL Server'. If the service was not activated yet, click on
the 'Start/Continue' arrow to activate the service and wait until it is ready.
5. In the 'Services' field select 'SQL Server Agent'. If the service was not yet activated,
click on the 'Start/Continue' arrow to activate the service and wait until it is ready.
6. Close the program. The icon of the services on the Taskbar will have a green arrow. If
so, the services will be active and the jobs will automatically run.

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28.3.3 Viewing and Activating Job

MATRIX-TM shows the jobs in the following screen.
Be sure that you understand exactly what the functions of a job are prior to running it.

1. Select the 'Activate Jobs' option from the Menu. The combo box above the grid will
display all the existing jobs. If you do not find the expected job, you can create the job
by following the instructions above about the job types and then clicking the <Refresh
Jobs> button to refresh the list.

2. Select the desired job from the list. This will display in the grid a list of steps of job run
progress and under the grid it will display if this job is currently enabled and the
date/time of the next run. Clicking on step will display detailed results below the grid.

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You can delete the selected job by clicking <Delete Job> button and recreating it, if
needed. Please use this option carefully!

3. Since the jobs are automatically activated while being created and they will mostly run
automatically by the operating system at the scheduled time, there is no need to
activate them manually. If you still need to run the job manually at a specific time, click
the <Activate Job> button.

You can email the detailed results of each step by clicking on the email button. This
will concentrate all the results into one text and will transfer it to the screen that enables
sending email (as described in Chapter E: Send Logs by Email (section 28.17). Use this
option when you are asked to send the results to support.

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Important! It is strongly recommended to delete the unnecessary jobs – it might send

emails with orders and reports if the jobs are set to create them.

28.4 Reset SQL User Password

Use this option in order to Change the Server Password or create a Server User and
Password. This user is used to access the server for installation.

Use the <Reset Password> button to activate the command.

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28.5 Network Settings

Network:
These utilities are used in order to define the ports used for client and server. For the
creation of replication the client network program is needed.
These utilities will be needed only in special cases.
If unclear, consult support regarding when these utilities are needed.

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28.6 Replications
A Database replication is an active copy between two or more Databases. That means
that any change in one Database will cause the same change in the other replicated
Database. This option lets you prepare the parameters for creating a replication. We
suggest that you contact support prior to activating a replication.

Replication supports SQL Servers 2005 and 2008 (SQL 2000 is no longer supported for
replication). The regular replication synchronization is using the secured HTTPS protocol,
instead of regular SQL Server connection. Each synchronization will run using the
Windows Tasks Scheduler, to compensate the lack of SQL Server Agent in the SQL
Server Express editions.

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Fields description:
New (check box): Mark this to create a new replicated database. If a database with the
same name already exists, it will be replaced.
Replication Name: Local replicated database whose replication options are edited.
Create a new database name (not ITMDemo, Master, MSDB, Model
and tempdb).
Server Name: Publisher/Distributor (remote) server.
Database: The published database on the Publisher/Distributor to replicate.
SQL Login: Login name for the published database.
SQL Password: Login password for the published database.
Machine name: Keep it blank to generate the task on the local PC.
Account name: Under what user account to run the task. Default is the current user,
but you may change it. By Windows default, this account must have
a password.
Account password: The password of the above account.
SQL Login Timeout: The number of seconds before the login times out (the default is 15
seconds). Do not change this unless you are getting repeated errors
replicating.
SQL Query Timeout: The number of seconds before the query times out (the default is 30
seconds). Do not change this unless you are getting repeated errors
replicating.
Run Before: Select a program to run before the replication sync starts.
This is an optional value.
Run After: Select a program to run after the replication sync is completed.
This is an optional value.
Duration Minutes: Repeat replication for this time.
Interval Minutes: Every how many minutes the replication starts (how frequent the
sync occurs).
Max Run Time Limited:
Days Interval: 1=Replicate daily. 2=Replicate every other day…
On Minute: The minute in each hour that the sync begins. Default is random
number between 0 and 59 (to distribute the load of the publisher)
but you can also set your own value.

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Parameters: Replication scheduled task's parameters.

Service Path: Path to REPLMERG.BAT that runs the sync.
Comment: Replication scheduled task's description.

Note: Once replication is saved, it is impossible to change the Replication Name, Server
Name and published Database. To do so, you will need to create a new subscription,
overwriting the current one.

The <Open T Folder> button opens Windows Scheduled Tasks.

Use the <Initialize> button to start the replication.

 Switch to the "Activate Jobs" section

 Find a new job containing the new database name and activate it.
 When the job ends, run the Settings program and set it to the new database
Now you are ready to run the Matrix-TM applications.

28.7 SQL Script Running

The 'SQL script running' option enables editing SQL commands in order to execute them
on the databases. Use this command to run SQL script.

By clicking the <Open Script> button, you can find script files installed together with the
software or browse for any other script.

Please use this command carefully as it might massively change the database.

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Use the <Execute> button to activate the command.

28.8 Stock Balance

The 'Stock Balance' option is a special error handling and it should be used only after you
get advice from system support.

Important! After running this option, the changes will be irreversible.

Activate this option only in special cases, where there was a problem detected with stock
or an update for stock levels is required. This procedure will reconcile all stock levels,
starting from the Bin, summing up to Item-Cabinet and then to the Item level for the
database displayed in the 'Connection' details (as selected in the "Settings" program).

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Use the <Stock Balance> button to activate the command.

28.9 Restore Defaults

The 'Restore Defaults' option makes the following:

Restores defaults:
Restore defaults as following:
• To restore texts for all the languages supported.
• To restore default settings to the objects, for example search screen definitions
(sorting and replaced columns), etc.

Updates database:
Update database from old version in order to make it compatible with the latest version of
the MATRIX-TM software. The updates are done according to:
• Changes in Data structures, such as fields and tables
• Changes in System options
• Changes in Views and Stored procedures
• More definitions which reside in the database

If the database version (the value of System Option 0 (Database Version)) is the same as
the version of the current installation, then this option will only restore the defaults.
Otherwise, this option will run a full update of the database including restore of defaults.

Important! This command will not change any of your data like items, bins, users etc.

Note: This update is identical to the Update process during server installation.

Important! After running the 'Restore Defaults' option, the changes will be irreversible.
It is strongly recommended to backup the database before using this option.

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Important! The 'Restore Defaults' option restores the default values from the ITMDemo
database to the database displayed in the 'Connection' details. Therefore for successful
restore, you must have the ITMDemo database on the same server.
(This database is installed automatically when selecting 'Server' option in the installation
process).

Note: The restore to ITMDemo database and Replicated databases is blocked in order to
avoid undesired changes and information loss.

After reading carefully the explanations above, ensure that the desired database is
displayed in the 'Connection' details and use the <Default Restore> button to activate the
command.

28.10 Restore Item/Bin

This option enables restoring an Item or Bin that was previously removed by Manage
module.

Use the <Restore> button to restore the record.

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28.11 Reset MATRIX Admin Password

This option resets the password of user admin to the initial password.
If no such user will be found in the database displayed in 'Connection' details, no reset will
be done.

Use the <Reset Password> button to activate the command.

28.12 History Data Options

This option enables to delete history of data recorded earlier than the selected date.
Please consider backing-up the database before delete – this is irreversible operation!

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Use the <Delete> button to delete the records.

28.13 Matrix Pictures

Add Pictures by Items:

Another utility available is to load image files of the items, in order to make them available
for display in the Manage and Touch modules. To load the files properly, all the files must
be named exactly as Item Code or as Additional Item Code or as primary Supplier Item
Code with the extension defined in the Manage module (system option 204).
To transfer the image files:
1. In the Manage module set the System Option 400 (Item Pictures path) to the folder
that should contain item image files.

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2. Verify that all the files that you wish to transfer are named by Item Code or by
Additional Item Code or by Supplier Item Code and with extension as defined in
System Option 204 (Picture File Type).
3. In the 'Folder Path' select the folder that contains all the image files.
4. Select one of the three options by which the files are named. For example, if the files
are named by 'Additional Item Code', then select this option.
5. Check the 'Overwrite Pictures' option to overwrite the files on the destined folder, if
they exist.
6. Click the <Transfer Picture> button to execute the transfer.
The program will scan the info of each item from the database defined in 'Connection'
details and will search for a compatible image file in the folder defined in 'Folder Path'.
If a match was found, the file will be copied to the folder defined in system option 400
and respectively renamed by Item Code (in order to display the image in Manage and
Touch modules, the system uses Item Codes only).
For example: If you selected the 'Additional Item Code' option, then the program will take
the Additional Item Code of item and will search for an image file with the compatible
name. If a match was found, the file will be copied and respectively renamed by Item
Code of that item.

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28.14 Interface

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28.15 MATRIX-TM Agent

28.15.1 Foreword
The automatic processes in Matrix-TM (like automatic orders, etc) usually run by jobs we
create by setting appropriate system options. These jobs are managed and executed by
SQL Server Agent that is a part of MSDE. In SQL Express 2005 / 2008 the Agent was
removed by Microsoft, therefore when using SQL Express 2005 / 2008 database, arose
the need for a solution as to how to run automatic processes without using jobs. MATRIX-
TM Agent is an interface tool that uses the ability of Windows scheduled tasks to create
Windows scheduled task that will be responsible for running the automatic processes.
Thus when using SQL Express 2005 / 2008 database, no more jobs will be used for
running automatic processes, but a Windows scheduled task.

With MSDE:
Set system options 
This creates jobs for SQL Server Agent and the agent responsible to execute jobs that run
the automatic processes.

With SQL Express 2005 / 2008:

Set system options  define Matrix-TM Agent 
This creates a Windows scheduled task and the task runs the automatic processes.

Selecting Database SQL Server program:

Selecting which program to use for database depends on the Windows operating system.
See the tables below to find about compatibility between SQL Server program and OS.

SQL Server Agent and jobs Compatibility with

Operating System
Express edition: It has built-in SQL Server Windows XP
MSDE (2000 Express) Agent, therefore no need in Windows 2003 32bit

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Freeware supplied by Matrix-TM Agent.

Microsoft and available
together with Matrix software.

Express edition: SQL Server Agent was All Windows

SQL Express 2005 / 2008 removed by Microsoft,
Freeware supplied by therefore Matrix-TM Agent
Microsoft and need to be must be used to run automatic
downloaded. processes.

Full SQL edition: It has built-in SQL Server According to the

SQL Server Standard / Agent, therefore no need in table below
Enterprise 2000 / 2005 / 2008 Matrix-TM Agent.
Licensed Microsoft software.

SQL MSDE 2000 2000 2005/2008 2005/2008 2005/2008

Server Standard Enterprise Express Standard Enterprise

Has Agent Has Agent Has Agent Does not Has Agent Has Agent
Windows have
Agent

 
XP
N/A N/A N/A N/A

     
2003
32bit

    
2003
N/A
64bit


Vista
N/A N/A N/A N/A N/A

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  
Vista
N/A
Server


Win 7
N/A N/A N/A N/A N/A

  
Win 7
N/A
Server

28.15.2 Using MATRIX-TM Agent

The purpose of the Matrix-TM Agent is replacing the jobs that run by the SQL Server
Agent. You normally need it in one of the following cases:
• Database is SQL Server Express 2005 / 2008. Microsoft removed the SQL Server
Agent from those versions. (SQL Server Standard & Enterprise 2005 / 2008 have the
SQL Server Agent).
• The customer prefers running the Matrix-TM database on his server but doesn’t want
to install the Matrix-TM program on it.

Matrix-TM Agent uses Windows Task Scheduler instead of the SQL Server Agent. It is
creating one scheduled task that runs every hour and does all needed tasks, except the
database backup. The agent is configured from Database Administration on the local PC
normally from the following window:

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Machine name: Keep it blank to generate the task on the local PC.
Account name: Under what user account to run the task. Default is the current user,
but you may change it. By Windows default, this account must have
a password.
Account password: The password of the above account.
Parameters: The first parameter 10 is for doing all tasks (default is 9. For V4.5
change it to 10).
Next parameters are: Database name, Server name, Authentication
type (0 – SQL Authentication (default); 1- Windows Authentication),
User name (default- ITM2005), Password (Default-ITM).
Run at: Path and file name to ScheduleServices.exe. Default is normally ok.
Duration minutes: Specifies for how long the agent runs repeatedly. Default is 1380
minutes (repeat the task during all day).

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Interval minutes: How often the agent is repeated. Default is 60 minutes (repeat the
agent every hour).
Max Run Time Limited:
Days interval: How often the agent runs, starting at the day it was created. Default
is 1 day (start the job every day).

Computer name of service: The computer name where the Matrix-TM Agent runs. When
blank, it means that the agent is not running on any PC and that the
jobs are used instead. This value is saved in system option 2.
My Computer name: Name of the current computer. When it is the same as “Computer
name of service” it indicates that the Agent Task is configured on
the current PC.

The buttons:
<Disable> Disables the agent by clearing the “Computer name of service” field and
deleting the agent task.
<Run> Runs the agent when configured on the current PC.
<Apply> Saves all changes, updates the “Computer name of service” field with “My
computer name” and creates the task (Control Panel  Scheduled tasks).

28.16 Matrix-TM Settings

The Matrix-TM uses “Active Reports
This screen enables to set definitions for Matrix output files into Excel, such as reports,
orders and alerts.

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28.17 Send Logs by Email

Sometimes you need to send the system logs to support. This option will attach the logs to
an email and send them.
The following fields should be filled-in:

Server: SMTP server which sends the email.

Port: Used port for SMTP, usually 25.
To: To whom you want to send the email.
From: Who is sending the logs.
Subject: Subject of email.
Message body: Free text

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Use the <Send> button to activate the command.

28.18 Delete Logs

Use this command to clear all the logs.

Use the <Delete Logs> button to activate the command.

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28.19 Process History

Process History will show you all the transactions which were done by Database
administration, creating a log of activities, letting you track when the last backup or restore
were made etc.

28.20 Local Information

This window displays general information regarding the local PC and the server to which
the Connection is defined.

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CHAPTER F: Summaries
This chapter describes workflows for few common processes, troubleshooting in the
MATRIX-TM system and general instructions for their resolution with references to the full
description in this user guide.

29 Common Processes
To be ready to operate a Matrix cabinet it usually requires creating a new and empty
database and then creating the initial data, such as cabinet configuration, items, users etc.
This section describes a few standard steps that need to be carried out and references to
the full descriptions.

29.1 How to Create New Database

This section describes how to create a new and empty database.

If you have already installed the Matrix software:

1. Login to the 'Database Administration' program
2. Select 'Restore' option and create a new empty database under new database name
by restoring from the following file:
"…MATRIX Installation folder\ServerSetup\DB\ITM.bak"
For more details read the Chapter E: Restoring the Database (section 28.2).

If you have not installed the Matrix software yet:

1. Install the required software components before installing Matrix software:
• Microsoft .Net Framework 4.0 and;
• SQL Express 2008 R2 as described in Chapter A: Install SQL Express 2008 R2
(section 2.3)
2. Install full Matrix-TM software (Server, Manage and Touch modules) as described in
Chapter A: Install MATRIX-TM Setup (section 2.4) and at the step of installing
database, select the option 'New Database' and insert the database name.

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29.2 How to Create Initial Data in the Database

This section describes the steps for creating the initial data for the new database (such as
cabinet configuration, items, users) in order to be ready to operate the Matrix cabinet.

On the workstation for building the database:

1. In the Settings program set the software to the previously created database.
Read more in Chapter A: Connect to the Database (section 3.1).
2. Load Manage module and login to the database.
Read more in Chapter A: Login to MANAGE module (section 3.2.1).
3. Create a cabinet/s with compatible configuration.
Read more in Chapter A: Cabinet (section 5.2)
4. Create manually the following data:
• User Groups (follow Chapter D: Group of Users (section 18.1))
• Cost Center Headers (follow Chapter D: Add Cost Center Header (section 19.1))
5. Import data into the database by following the Chapter D: Import Data (section 22).
• Import Users
• Import Suppliers
• Import Item Groups
• Import Items
• Import Cost Center Details
• Import Bins
Note: It is not mandatory to import at this stage all the data described above. You can
import this data later or add it manually. Therefore consider this as a recommendation
only.

6. Back up the database into file to prepare for restore on the destined server.
Read more in Chapter E: Backup of the Database (section 28.1).

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29.3 How to Operate the Database

This section describes all the required software components and definitions in order to
operate Matrix cabinet.

On the destination server:

1. Install Matrix-TM software.
Read more in Chapter A: Install MATRIX-TM Setup (section 2.4).
2. Restore the Database from the previously backed-up file using 'Database
Administration'.
Read more in Chapter E: Restoring the Database (section 28.2).
3. On the Settings program set the software to the previously restored database.
Read more in Chapter A: Connect to the Database (section 3.1).
4. Create TOUCH definitions using Manage module.
Read more in Chapter A: Set TOUCH Definitions (section 3.2.6).
5. Create the required jobs using Manage and remove all the unnecessary jobs using
'Database Administration'.
Read more in Chapter E: Activate Jobs (section 28.3).
6. Verify that the Installation Path defined in the System Option 1 in restored database
meets with the folder containing the MATRIX-TM files. If not, update the system option,
in spite of the comment not to change it.
7. Make sure that the access to the server is available by Firewall settings in order to
allow other Matrix workstations to use the database.
Firewall settings: Open Control Panel  Windows Firewall  on the 'General' tab
switch OFF the firewall or; switch ON and add port number 1433 on the 'Exceptions'
tab.
8. If you use a cabinet PC as a server, you are ready to load TOUCH.
If you run Database and Touch on different computers, then on the cabinet PC install
all the required software as well, connect to the database server by making definitions
on the Settings program and load the TOUCH module.

Extra settings:

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9. If you have image files for the Items and Item Groups, set the system option 400 (Item
Pictures path) and the system option 404 (Group Pictures path) and locate respectively

the image files. Read more in:

- Chapter B: Add Images to Items (section 5.4.5)
- Chapter D: Add Images to Item Groups (section 16.3.1)
- Chapter E: Matrix Pictures (section 28.13)

29.4 How to Upgrade the Software and Database

When there is a new Matrix version released, you may want to upgrade the software with
the new version. To do this, follow the instructions below:

On the computer with the Server installation (with the database):

Note down the Database Name that you are working with for the steps after installation.
You can check the database name by opening the 'Settings' program from Windows Start
Menu  Programs  MATRIX-TM  MATRIX-TM Tools  Matrix-TM Settings (as
also described in Chapter A: Connect to the Database (section 3.1).

1. Login to the 'Database Administration' program and Backup the database into file as
described in Chapter E: Backup of the Database (section 28.1). This will guarantee the
data is saved before making changes and in case any problem happens during the
upgrade, you can always go back to the previous version by restoring the database
from the backed-up file until finding a solution for the failure.
2. Remove the existing Matrix software installation by selecting Windows Start Menu 
Programs  MATRIX-TM  MATRIX-TM Tools  Matrix-TM Uninstall and
following the instructions.
3. Install full Matrix-TM software (Server, Manage and Touch modules) as described in
Chapter A: Install MATRIX-TM Setup (section 2.4).

Important! At the step of installing database (window 'Server Setup' with title 'Select
Installation Database Name'), set the 'Database Name' of your database and select option
'Update Database'.

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4. Open the 'Settings' program and set the connection to the database as also described
in Chapter A: Connect to the Database (section 3.1).

Note: If running the program causes the installation program to run, cancel the step and
run it again.

Now you are ready to run a new version of Matrix-TM software with an upgraded
database.
Continue with the installation on the Manage stations.

On the Manage workstations:

1. Remove the existing Matrix software installation.
2. Install the Matrix-TM software as described in Chapter A: Install MATRIX-TM Setup
(section 2.4) with only Manage module.
3. Open the 'Settings' program and set the connection to the database as also described
in Chapter A: Connect to the Database (section 3.1).

29.5 How to Upgrade the Database to the currently installed

software
If you have installed a new software version, but the database was not upgraded, you be
will notified with an error message when trying to run the Manage or Touch software.

To upgrade the database, follow the next steps:

1. Make sure that you have installed the new and relevant software version.
2. Make sure that the ITMDemo database is compatible with the software version.
If you can successfully run 'Manage' program with this database and login, then the
database is compatible to the software. You can also check the System Option 0
(Database Version).
3. Open the 'Settings' program and set the connection to the database that you need to
upgrade, as also described in Chapter A: Connect to the Database (section 3.1).
4. Login to the 'Database Administration' program and check that the 'Connection' details
point to the correct database.

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5. Backup the database into file as described in Chapter E: Backup of the Database
(section 28.1). This will guarantee the data is saved before making changes and in
case any problem happens during the upgrade, you can always go back to the
previous version by restoring the database from the backed-up file until finding a
solution for failure.
6. Select 'Restore Defaults' option to upgrade the database as also described in Chapter
E: Restore Defaults (section 28.9).

Now you are ready to run the Manage and Touch software.

Note: It is not possible to adjust the database to the earlier versions, but only restoring the
database from backed-up file which will include changes done until the time of backup.

29.6 How to Add a cabinet other than MATRIX

MATRIX-TM software supports working with Kardex and Non-Automatic warehouses as
well as with the MATRIX cabinet. To build these types of cabinets:
1. Follow Chapter B: Adding Drawer Types (section 5.2.3) for adding customized drawer
configurations.
2. Follow Chapter B: Adding a Cabinet (section 5.2.1) for adding a warehouse of the
desired type, and by 'Cabinet Units' tab and the 'Build Drawer' option to add drawers of
the previously customized configurations.

All the rest of the definitions, such as connecting items to bins etc, will be identical to the
definitions with a MATRIX cabinet. The difference will be in the TOUCH module when
activating a command for opening bins, depending on the cabinet type:
Kardex – The command will be sent to Kardex controller and will automatically bring the
tray forward without the need to request it on the Kardex control panel. When finished, the
user presses the button for closing the tray on the Touch interface and the shelf returns
automatically to its original position.
Non-Automatic – Instead of sending a command for opening bins, the same command
will be executed virtually, simulating the open and close of a bin.

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For Kardex and Non-Automatic, the popup window will display the drawer mapping to
easily locate the desired bin, as on the screenshot below.

29.7 How to Add Images for Items and Item Groups

The Matrix software supports displaying images of items and item groups.
The system option 204 (Picture File Type), 400 (Item Pictures path) and 404 (Group

Pictures path) are responsible for displaying the images on the Manage and Touch

modules. Follow the instructions that are in:

- Chapter B: Add Images to Items (section 5.4.5)
- Chapter D: Add Images to Item Groups (section 16.3.1)
- Chapter E: Matrix Pictures (section 28.13)

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29.8 How to Set Authorizations for TOUCH Users

Each module on the Touch can be controlled by authorizations given per User Group.
To enable / disable / hide modules on the Main Menu (like Issue, Return etc) make the
following steps:
1. In MANAGE open Authorization Manager by "Menu: Administration  Users and
Authorizations  Authorization Manager”.
2. Select the user group for which you want to set the authorizations and select the
“Controls Authorization” tab.
3. Expand the option "*** TOUCH SYSTEM ***" and click "Main Menu". This will list all
the modules in TOUCH including <Exit> button that exits the user to the operating
system.
4. Make the changes and save them.
For more details about 'Authorization Manager' screen read the Chapter D: Controls
Authorization (section 18.3.2).

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30 Troubleshooting
35B

30.1 Troubleshoot - Jobs of Automatic Processes

The system supports five types of jobs which are responsible for the automatic processes:
[DBName]EndOfMonthProcess, [DBName]ReportsEngine, [DBName]AutoPOService,
[DBName]AutoBackup and Replication Job.
This section describes potential problems working with automatic processes and jobs and
the way to deal with them. If none of the solutions helps to solve the problem or the
problem does not appear here, please contact support.
It is also recommended to read the instructions described in Chapter E: Activate Jobs
(section 28.3) as a part of troubleshooting.

GE1001: None of the Automatic processes are running

136B

Problem: None of the automatic processes are running.

Possible reason: The SQL Server or SQL Server Agent is not running.
Solution: Follow the instructions in Chapter E: SQL Server Service Manager (section
28.3.2).

GE1002: Error message when trying to activate jobs in Database Administration

137B

Problem: The following message is displayed when trying to activate any job:
"Activate Job failed!! SQLServerAgent is not currently running….."

Possible reason: The SQL Server or SQL Server Agent is not running.
Solution: Follow the instructions in Chapter E: SQL Server Service Manager (section
28.3.2).

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GE1003: Cannot run jobs from workstation

Problem: General failure in running jobs on the client workstation.

Possible reason: The installation of 'Server' module creates folder ServerSetup as
following: …\Matrix Installation folder\ServerSetup. If this folder does not exist, the jobs
that use file ScheduleServices.exe from that folder cannot run.
Solution: Run the jobs on the server where the database is located or;
Set the system option 1 (Installation Path) to the path of the Matrix installation on the
server using server name, for example: \\server-name\program files\matrix-
tm\ServerSetup.

GE1004: Cannot run Automatic Backup of the Database

Problem: The job [DBName]AutoBackup failed to run.
Possible reason: Perhaps the folder defined for the backup does not exist.
Solution: Check the system option 602 for Database Auto-Backup folder.

GE1005: Cannot delete jobs by Database Administration

Problem: When trying to delete jobs by Database Administration, general error message is
displayed or message that jobs cannot be deleted because there is more than one job with
the same name.
Possible reason: The jobs are created per computer name. Perhaps the computer name
was changed while there were jobs existing under a previous computer name and now it
cannot delete/update them.
Solution: Select the option 'SQL script running' in the Database Administration tool and run
the script from the installation folder:
…\Matrix Installation folder\DBAdmin\SqlScript\DelItmJobs.sql.
This script will force the removal of all the MATRIX-TM jobs (not including the replication
job).
Recommendation: If the computer name was indeed changed, in order to avoid this
problem in the future, it is recommended to remove the existing jobs prior to changing the
computer name.

GE1006: Cannot update system options of automatic processes in Manage

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Problem: The Manage does not save changes for the system options that are responsible
for the creation of the jobs for automatic processes. [Also I cannot delete/update the jobs.]
Possible reason: By changing these system options in Manage, jobs should be created for
automatic processes. Perhaps there are already jobs with wrong definitions and when
Manage fails to update the existing jobs, it fails to save the system options' values as well.
See also reason of GE1005.
Solution: See solution for GE1005.

GE1007: The scheduled reports are not created

Problem: The job [DBName]ReportsEngine does not create scheduled reports.
Possible reason: See reasons of GE1001, GE1003.
Solution: See solutions for GE1001 and GE1003. If they do not help solve the problem, try
to delete and create the job again. Also check the 'Date Last Updated' field on the Report
Scheduler.

GE1008: The scheduled reports are not created as a File

Problem: The scheduled reports are not created as a File.
Possible reason: The files are created in a folder defined in system option 401, which is
used for temporary files and the files which are removed from there automatically.
Solution: Check that the 'File Name' on the Report Scheduler is defined to full path and
different than the path defined in system option 401.

GE1009: The scheduled reports are not received by Email

Problem: The scheduled reports are not received by Email.
Possible reason: The system options from Email group for sending emails are not set
properly or; there is no email defined for the user that is supposed to receive the email.
Solution: Check the system options (701-703, 705, 707). Check that the user who is
defined in the 'User Name' field on the Report Scheduler has an email address defined in
his 'User Maintenance' screen.

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30.2 Troubleshoot - Load of the Software

This section describes problems that might occur in loading MATRIX-TM Software.

GE2001: Error message when trying to load Manage

Problem: When trying to load Manage, I get the Settings program with the error message
'Problem with Connection' on the top, as on the attached screenshot.

Possible reason: The connection to the database was lost or the connection details are not
correct.
Solution: Follow the instructions in Chapter E: SQL Server Service Manager (section
28.3.2) to reestablish connection to the database. Check the setting as described in
Chapter A: Connect to the Database (section 3.1).

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Apply for System Administrator assistance, if the database is located on the network and
not on the local PC.

GE2002: Error message when trying to load Touch

Problem: When trying to load Touch, I get the following error message:
"An error has occurred while establishing a connection to the server. When connecting…".

Possible reason: The connection to the database was lost or the connection details are not
correct.
Solution: Follow the instructions in Chapter E: SQL Server Service Manager (section
28.3.2) to reestablish connection to the database. Check the setting as described in
Chapter A: Connect to the Database (section 3.1).
Apply for System Administrator assistance, if the database is located on the network and
not on the local PC.

GE2003: Database error message when trying to load Manage or Touch

Problem: When trying to load Manage or Touch, I get the following error message:
"The Database version is different from the application version!"

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Possible reason: You tried to load a newer Matrix software version with database from
older version.
Solution: Upgrade the database so that it is compatible to the newer version of the
software. Please follow Chapter F: How to Upgrade the Database to the currently installed
software (section 29.5). Otherwise use the older software version with the current
database (not recommended).

GE2004: Error message #10 when trying to load Touch

Problem: When trying to load Touch, I get the following error message (number 10):
"No cabinet was connected to this PC. Please refer to….".

Possible reason: The PC from which you are trying to run Touch was not defined in the
database or no cabinets are connected to the PC name.
Solution: Set the touch definitions as described in Chapter A: Set TOUCH definitions
(section 3.2.6).

30.3 Troubleshoot - Access to the Cabinet Hardware

This section describes problems that might occur in accessing cabinet / drawers / bins
through the Touch module, and the software solutions for them.

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For hardware solutions, please refer to MATRIX support.

GE3001: Error message #90005 - Command is already in queue - Device is busy

Problem: When trying to open a bin, I got the error message #90005.
Possible reason: Perhaps you tried to open a bin before the previous transaction was
completed. For example: If the drawer was not closed.
Solution: Make sure that the drawers are closed. Reload Touch.

GE3002: Error message #90006 - Unable to open compartment

Problem: When trying to open a bin, I got the error message #90006.
Possible reason: Perhaps you tried to open a bin that has wrong coordinates definitions.
Solution: Check the bin units of this bin in the Manage  Cabinet Maintenance  Cabinet
Units (Y / Z / X coordinates).

GE3003: Error message #90007 - No Connection to Cabinet / Drawer

Problem: When trying to open a bin, I got the error message #90007.
Possible reason: Perhaps the problem is with the COM Port cable that connects the PC to
cabinet control system: 1) The cable is not connected properly or; 2) The cable is
connected to the wrong port (there are usually 2 entries).
Solution: Verify that the cable is connected to the correct COM Port and tighten the
connection.

GE3004: Error message #90008 - Problem with connection

Problem: I got the error message #90008.
Possible reason: Usually this message is displayed on the top of 'Setting' editor when
trying to load software with faulty settings after which the Settings editor is opened.
Solution: Check that the settings to the database are correct and check that the SQL
Server and Agent are running. See also solution for GE2001.

GE3005: Error message #90009 - Port Is Not Open

Problem: I got the error message #90009.

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Possible reason: The COM Port defined in the Manage 'Cabinet Maintenance' screen 1) Does
not exist at all or; 2) Is used by another device (like On-screen keyboard).
Solution: Check the 'COM Port' field in the 'Cabinet Maintenance' screen.

GE3006: Error message #90010 - No Answer from remote connection

Problem: I got the error message #90010.
Possible reason: The COM Port defined in the 'Cabinet Maintenance' screen exists, but there is
no access to it (not available, busy with something else or disconnected).
Solution: Check the cable connections.

GE3007: Error message #90013 - Port is not available

Problem: I got the error message #90013.
Possible reason: The port defined in Manage in the 'COM Port' field in the 'Cabinet
Maintenance' screen does not exist.
Solution: Correct the port definition in Manage.

GE3008: The cabinet opens wrong drawer

Problem: When trying to open a bin, the system sends open command to wrong drawer.
Possible reason: Perhaps the controller plug-in height definition (the controllers relative
plug-in position on the side board connections) is not correct.

Solution: Check the 'Y' position on the 'Cabinet Maintenance' screen  tab 'Cabinet Units'
as also described in Chapter B: Tab: Cabinet Units (section 5.2.1.2).

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30.4 Troubleshoot - Import of Data

GE4001: Error from 'Microsoft Jet database engine' when trying to import data
Problem: When I click the <Import> button on the import project, I get the following
message: "The Microsoft Jet database engine cannot open the file ''. It is already opened
exclusively by another user, or you need permission to view its data."
Possible reason: The import file is not available for import.
Solution: Close the import file and run <Import> again.

GE4002: Error import result: "Column 'BIN_CODE' does not belong to table Table".

Problem: After the import is completed, in the result screen I get an error message that the
column does not belong to table Table, for example: "Column 'BIN_CODE' does not
belong to table Table."
Possible reason: The 'Column Name' that was defined in the import project was not found
in the input file.
Solution: Verify that the column appears in the Excel file with the exact name, even if it is
empty.

GE4003: Error import result: Error - Cannot perform '=' operation on System.Int32
and System.String
Problem: After the import is completed, I get the following error message in the result
screen: "Error - Cannot perform '=' operation on System.Int32 and System.String".
Possible reason: You tried to import alpha-numerical data into field of numerical type or
the opposite.
Solution: Use the matching input type. Follow the tables that describe the field types in
Chapter D: Import Data (section 22).

GE4004: Error import result: 'Conversion from type 'DBNull' to type 'Integer' is not
valid

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Problem: After the import is completed, I get the following error message in the result
screen: "Conversion from type 'DBNull' to type 'Integer' is not valid".
Possible reason: You tried to import an empty value into a field of numerical type.
Solution: Use the matching input type. Follow the tables that describe the field types in
Chapter D: Import Data (section 22).

GE4005: Result message notifies about success, but no data seems to be imported
Problem: I get result message that the import data succeeded, but I see no data records
when opening Search screens.
Possible reason: Perhaps there was input missing for mandatory fields (marked as
'Required' in the import project). The records were actually imported, but they cannot be
displayed because of missing data.
Solution: In Chapter D: Import Data (section 22) follow the section which describes the
format of input file.

GE4006: General import errors

Problem: Different errors in importing data.
Possible reason: Probably the format used for input does not match the accepted format.
Solution: Follow the Chapter D: Tables for Import (section 22.1) and the Chapter D: Tips
for Preparing Input Data (section 22.2) to verify that you used the correct format in the
input file.

30.5 Troubleshoot - Access to Data in TOUCH

GE5001: Expected item is not displayed on the Search screens

Problem: When opening a search screen on Touch, I could not find an item I expected to
find.
Possible reason: Perhaps 1) This item was not assigned to any bin or; 2) This item was
assigned to the bin of a cabinet which is not connected to this Touch station 3) The bin to
which the item was assigned does not have bin units.

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Solution: 1) Assign the item to a bin 2) Check the touch definitions as described in Chapter
A: Set TOUCH definitions (section 3.2.6). 3) In MANAGE check if the bins containing this
item have bin units (by 'Cabinet Maintenance' screen  'Cabinet Units' tab or by 'Bin
Maintenance' screen  'Bin Units' tab or by 'Bin Units Report'). If not, add the bin units as
described in Chapter B: Tab: Cabinet Units (section 5.2.1.2) and check the results on the
TOUCH module.

GE5002: No bins are displayed or the expected bin does not appear
Problem: When I select an item to perform an operation on Touch, no bins are displayed
or the expected bin is not displayed.
Possible reason: It may happen if…
1) The definitions of the bin do not fit with the operation you have tried to perform.
2) The bin does not have bin units.
3) There is no free space to store the item.
4) The system options 904/905 block access to bins New/Used/Reworked.
Solution:
1) Check the following fields on the 'Bin Maintenance' screen:
Consignment: Will influence on Receive and Return processes.
Used Item and Reworked: Will influence on many processes together with the
system options 109 / 904 / 905.
Status: Should be usually Active.
Do not Issue: Should be usually unchecked.
2) Check if the bin units exist.
3) Check the 'Capacity' of the bin, the items stored in it and the 'Allow over Capacity' field.
4) Check with fields 'Used Item' and 'Reworked'.

GE5003: The bin does not accept the quantity that I am trying to insert
Problem: I try to set the bin quantity without success.
Possible reason: It may happen if you have tried to fill a bin over its defined capacity.
Solution: Check the 'Capacity' and 'Allow Over Capacity' mark on the 'Bin Maintenance'
screen.

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30.6 Troubleshoot - General Issues

GE6001: Cannot export reports to Excel

Problem: Using Manage, I try to export basic and advanced reports to Excel, without
success.
Possible reason: If Excel is not installed, it will export the list to the web browser.
Otherwise, this may happen if the folder defined for the reports does not exist or does not
have writing permissions.
Solution: Check if the folder defined in system option 401 (Report Path) exists on the PC.
If yes, check the writing permissions with the System Administrator.

GE6002: No images of the Items and/or Groups are displayed on TOUCH

Problem: No images of the Items and/or Groups are displayed on Touch.
Possible reason: This may happen if the system options for the image files are not
properly defined or the current user does not have reading permissions.
Solution: Check if the folders defined in system options 404 and 404 contain images. If
yes, check the writing permissions with the System Administrator.

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