TriCoders purchased from RTA come preloaded with three programs that interface with the RTA system. Before going into the program details, let's get familiar with the TriCoder. The TriCoder is a portable bar code device that is used to collect and store data. Once the data has been collected, it can be uploaded into the RTA system by connecting the TriCoder to a host computer. TriCoders are real timesavers and the TriCoder programs are extremely easy to use.
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Tips for Using TriCoders
When you first start using the TriCoder, collect data in small batches until you are familiar and comfortable with the process of collecting the data and uploading it into the RTA system.
Use the F1 key on the TriCoder to exit or back out of an option.
The jumper block is a small piece so be sure to keep it in a safe place so it doesn't get misplaced. However, should this happen, a replacement jumper block can be purchased from RTA.
Although you aren't prompted for the date and time, the TriCoder records the current date and time for each transaction as data is collected. If you accidentally input an erroneous entry into the TriCoder, go back and edit the record. DO NOT attempt to delete the entry. If you do, you risk corruption to the data file from that point on.
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TriCoder Operation Modes
There are six operation modes available on the TriCoder. Three of the modes are used for programming the TriCoder. This portion will not be covered as the TriCoder has already been programmed by RTA. The three modes that will be used with the RTA system are the data collection, data upload, and non-portable modes.
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Use this mode when you want to use the TriCoder strictly as a bar code reader. In this mode, the data scanned is immediately transmitted from the TriCoder to the host computer, similar to a point-of-sale system. The data scanned is not saved in the TriCoder's memory in this mode. Anchor
The TriCoder comes preloaded with three programs of your choice. TriCoder programs are used to capture and store data while the TriCoder is in the data collection mode. The data can later be uploaded into the RTA system using the TriCoder's data upload mode.
NOTE: Prior to 2006, only three TriCoder programs were available—Fueling, Parts Inventory, and Inventory Bin; therefore, TriCoders purchased prior to 2006 automatically included the mentioned three programs. If you are interested in swapping out any of the existing TriCoder programs, please call RTA for assistance (upgrade and/or reprogramming fees apply).
The available TriCoder programs are as follows.
Odometer Update: Updates meter readings; prompts for:
- Vehicle number
- Odometer reading
Basic Fueling: Records fuel transactions; prompts for:
- Vehicle number
- Odometer reading
- Pump number
- Fuel quantity
Fuel and Fluids 1: Same as Fueling program but additionally prompts for:
- Oil quantity
- ATF quantity
This fueling program is recommended if you are using the RTA Parts Inventory module and want to track oil and ATF added during fuelups. This program has the ability to update oil and ATF usage and quantities as well as generate requisitions when quantities get low.
Fuel and Fluids 2: Same as Fueling program but additionally prompts for:
- Oil quantity
- ATF quantity
- Antifreeze quantity
If you are not using the RTA Parts Inventory module but want to track fluid costs and usage for vehicle history purposes, this fueling program allows the ability to do so. Quantities posted through this fueling program do not affect the Parts Inventory module in any way.
Parts Inventory: Used for physical inventory and cycle counts; prompts for:
- Part number
- Quantity on hand
Inventory Bin: Renumbers part bin locations; prompts for:
- Part number
- New bin location
Receive PO Parts: Receives parts into inventory; prompts for:
- PO number
- PO extension
- Invoice number
- Part number
- Quantity received
- Price
Work Orders: Creates and updates work orders; prompts for WO data will vary for new and existing work orders.
Vehicle Wash: Records vehicle wash costs and history (requires Vehicle Wash module for use); prompts for:
- Vehicle number
- Odometer reading
- Wash number
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sale system. The data scanned is not saved in the TriCoder's memory in this mode.
Odometer Update Program
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The Odometer Update program is perfect for walking the vehicle yard to record the latest vehicle meter readings. When the data is uploaded to the RTA system, the primary vehicle meter will be updated. The option of updating the fuel meter is also available during the upload process. For more information about meter types, refer to "Understanding the Various Meter Types" in Chapter 3—Vehicle Inventory.
The Procedure:
Setting up a Custom Menu Option for the Odometer Update ProgramA menu option needs to be added so data from the TriCoder can be uploaded into the RTA system. To set up a menu option to upload data collected from the Odometer Update program, do the following:
Collecting Odometer Readings
Uploading Meter ReadingsUploading the collected data involves preparing the RTA system, preparing the TriCoder, reviewing the report(s), and deleting the TriCoder data file after a successful upload. Uploaded meter readings are treated exactly as if they had been entered manually into the RTA system.
Preparing the RTA system (Odometer Update)
Verifying the Data Uploaded (Odometer Update)
Deleting the TriCoder Data File (Odometer Update)
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Fueling Programs
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The Fueling programs are used to collect fuel data from your fuel island or tanker trucks. Rather than logging the fuel information on a paper form and then manually entering it into the RTA system, the data is collected in the TriCoder and then uploaded into RTA. This procedure is much quicker and more accurate than trying to decipher handwriting and manually inputting every fuel transaction.
The Procedure:
Defining the Vehicle Average MPGThe vehicle average MPG is used to calculate the number of reasonable mileage and maximum mileage, or fuel gallons allowed for a vehicle. The calculation takes place as TriCoder fuel transactions are uploaded into the RTA system (FFT). Vehicle meter readings may or may not be updated based on the calculated results. The reasonable and maximum ranges allowed are determined by the percentages specified in the Fueling Parameters (SSM, Fuel Parameters tab , switches 23 – 26). Reasonable and maximum mileages are calculated as follows: Defining the TriCoder Fueling ProgramIn order to properly upload the collected fuel data (FFT), the RTA system needs to know which TriCoder fueling program was used for data collection. To define the TriCoder fueling program, do the following:
Additional Setup for Fueling and Fluids 1: Defining Default Part NumbersIn addition to prompting for fueling data, the Fueling and Fluids 1 program also prompts for oil and transmission fluid quantities. If you are using the RTA Parts Inventory module (MPM) and want to update inventory quanties with oil and transmission fluid usage, the oil and ATF fields listed below will also need to be set up. These fields are located in the Fluids tab of the vehicle record (MVM); they can be populated manually one vehicle at a time, or you can use the Global Vehicle Change program in the Utilities 2 add-on package (SIVG) to automatically populate the fields for large groups of vehicles.
Once the above information has been provided, the parts inventory will automatically be reduced by the quantities entered in the TriCoder. The posted oil and ATF prices come directly from the part file. Part usage will also be updated and requisitions generated as needed. Additional Setup for Fueling and Fluids 2: Defining Default PricesIn addition to prompting for fueling data, the Fueling and Fluids 2 program also prompts for oil, ATF, and antifreeze quantities. This TriCoder program allows those who are not using the RTA Parts Inventory module (or those who don't want to update part records) to track fluid usage and quantities for vehicle history purposes. Since there are no part records in the RTA system for the program to refererence, the default prices will need to be defined in the fueling parameters (SSM, Fuel Parameters tab ).
Collecting Fuel DataTo collect fuel (and fluid) data, place the TriCoder at the fuel island or in the tanker truck. If a power source is available, use the transformer provided so the TriCoder can remain on the entire time. Otherwise, you can use battery power. The TriCoder will automatically power off after two minutes of inactivity in order to preserve battery life. To put the TriCoder in data collection mode, do the following:
Uploading Fuel DataUploading the collected fuel data involves preparing the RTA system, preparing the TriCoder, reviewing the exception report, and deleting the TriCoder data file after a successful upload. Uploaded fuel transactions are treated exactly as if they had been entered manually into the RTA system (FFM, FFQ). When applicable, customer fuel markups are applied, fuel billing records are written, and meter readings are updated. Vehicle records, fuel tax records, fuel costs, and fuel inventory are also updated.
Preparing the TriCoder (Fueling)
Verifying the Data Uploaded (Fueling)
Deleting the TriCoder Data File (Fueling)
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Parts Inventory Program
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The Inventory program is used to speed up and simplify the process of doing physical inventory counts and cycle counts. The part numbers and on-hand quantities are recorded and stored in the TriCoder until you are ready to update the RTA system with the physical counts.
The Procedure:
TIP: RTA highly recommends processing the data in batches rather than doing the entire inventory in one batch. If you are new to using the TriCoder, collect and upload small batches of data when first starting out. As you become familiar and comfortable with the process, you can do larger batches. Collecting Parts Inventory Data
Uploading Parts Inventory DataUploading the collected inventory data involves preparing the RTA system, preparing the TriCoder, reviewing the Parts Variance List, and deleting the TriCoder data file after a successful upload. Uploaded inventory transactions are treated exactly as if manual inventory adjustments had been entered into the RTA system (PAI)only a lot easier and faster.
Preparing the TriCoder (Parts Inventory)
Verifying the Data Uploaded (Parts Inventory)
Auditing Parts That Were Not Counted (Parts Inventory)
Deleting the TriCoder Data File (Parts Inventory)
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Inventory-Bin Program
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The Inventory-Bin program is used to update part bin locations in RTA when the parts room has been reorganized. The part number and new bin location are recorded and stored in the TriCoder until you are ready to update the RTA system with the new location.
The Procedure:
Collecting Inventory-Bin Data
Uploading Inventory-Bin DataUploading the collected bin locations involves preparing the RTA system, preparing the TriCoder, reviewing the Update Bin Locations report, and deleting the TriCoder data file after a successful upload.
Preparing the TriCoder (Inventory-Bin)
Verifying the Data Uploaded (Inventory-Bin)
Deleting the TriCoder Data File (Inventory-Bin)
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This program is used to receive purchase orders and update parts inventory. PO and parts information can be scanned in and stored in the TriCoder as parts are delivered to the shop. When the collected data is uploaded into the RTA system, existing purchase orders will be received and updated, and inventory on-hand levels will automatically be adjusted.
The Procedure:
Collecting PO Parts Received DataTo collect data, place the TriCoder where incoming parts are delivered. If a power source is available, use the transformer provided so the TriCoder can remain on the entire time. Otherwise, you can use battery power. The TriCoder will automatically power off after two minutes of inactivity in order to preserve battery life. To put the TriCoder in data collection mode, do the following:
To enter parts received on a different PO, press the END key to return to the PO number prompt. Don't forget to do this each time the PO number changes!
Uploading PO Parts Received DataUploading the collected PO parts data involves preparing the RTA system, preparing the TriCoder, reviewing the exception report (if generated), and deleting the TriCoder data file after a successful upload. Uploaded transactions update part and PO records just as if they had been received manually (PPC). This program does not create POs; therefore, be sure the necessary POs have already been added to the system. The TriCoder upload process is automated so some of the prompts that normally display when POs are manually received will not appear.
TIP: If a large quantity of tires is delivered, RTA recommends receiving that PO line manually in the RTA system (PPC) rather than processing it through the TriCoder. Doing so allows you to take advantage of the auto-add tires feature. For more information about the auto-add tires feature, refer to "Receiving a Tire Part" in Chapter 5—Parts Inventory.
Preparing the TriCoder (Receive PO)
Verifying the Data Uploaded (Receive PO)
Deleting the TriCoder Data File (Receive PO)
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This program is paperless way for mechanics to record information for the work orders they are working on. It's especially perfect for those who perform off-site service repairs. Rather than carrying around clip boards and writing down part numbers, tire numbers, and labor hours—which have to be keyed in later—mechanics and service technicians can input or scan the data directly into the TriCoders instead. The data can then be uploaded into the RTA system. New work orders will be created and/or existing work orders will be updated according to the data stored in the TriCoder. The following items cannot be processed using this program and will need to be posted manually in the RTA system when applicable.
The Setup:
The Procedure:
Collecting Work Order Postings
The highlighted prompts indicate the various levels in the Post Work Order program. When given the option to enter data or END/EXIT, selecting END/EXIT returns you to the previous prompt level. For example, when entering a new work order, the prompts step you through adding a job and then posting work order transactions.
Uploading Work Order PostingsUploading the collected data involves preparing the RTA system, preparing the TriCoder, reviewing the exception report, and deleting the TriCoder data file after a successful upload. Uploaded transactions update vehicle history, costs, work orders, and inventory levels just as if they had been posted manually (WW, WB, WPL, WQ, PQ). The TriCoder upload process is automated; therefore, many prompts are eliminated and the data will be processed as follows:
Preparing the RTA system (Post Work Orders)
Verifying the Data Uploaded (Post Work Orders)
Deleting the TriCoder Data File (Odometer Update)
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Vehicle Wash Program
This TriCoder program is handy for collecting vehicle wash data as vehicles go through the wash bay. The collected data can later be uploaded into the Vehicle Wash module in RTA to update vehicle costs and history. The Vehicle Wash module (VWT) is an add-on option that is required for use with the Vehicle Wash program. Refer to the Vehicle Wash User's Manual for setup requirements and instructions for use.
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TriCoder Setup Menu - Download
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