Category Archives for "Fleet Maintenance Software"

How To create TATEMS Spreadsheets from Scratch

In this post, I am going to go over how to create a custom spreadsheet that links to your TATEMS data.

I have created and posted a number of these custom spreadsheets that you can download for free at

http://tatems.com/fleetmaintenancesoftware/spreadsheets.cfm

Hopefully not too technical

This might be a little technical for some, but if you take the time to learn it, I think you’ll like the results.

Here is a video that shows you this process using Excel 2003:

The written instructions

Below explains how to do it using Excel 2010

In Excel click on Data->From Access

 

Then you will want to navigate to the:

TATEMS2005be.mdb

file in

C:\Program Files\TATEMS 2005

Or it will be in the :

C:\Program Files (x86)\TATEMS 2005

folder.

Excel-Data-From-Access-Select-Datasource-ScrenShot

Select-Datasource-tatems2005be.mdb in the TATEMS 2005 folder

Then choose tblEquipment and click Ok

Excel-Select-tblEquipment-From-TATEMS-Fleet-Maintenance-Software-Database

Select the tblEquipment table

Then on the Import Data popup choose properties

The Query

Then click on the Definition Tab and paste this SQL statement into the “Command Text” box”

 

SELECT tblEquipment.*,tlkpEquipmentType.sEquipmentType FROM tblEquipment,tlkpEquipmentType WHERE tblEquipment.lEquipmentTypeID = tlkpEquipmentType.lEquipmentTypeID

 

Then change the “Command Type” from table to SQL then click OK

 

Excel-2010-Connection-Properties-Command-Text-And-Command-Type-Popup-Screenshot

Connection Properties->Definition Command Text And Command Type

 

Then click OK and then click on again on the Import Data screen:

 

This will show you all the columns for each piece of equipment and the equipment type. You can delete the columns you don’t need and rename the others.

Get any data you want

You can use this technique to grab whatever data you need from the database by using different SQL statements.

You can also use the wizard in Excel to create your queries.

In Excel click on

Data->From Other Data Sources-> From Microsoft Query

then choose:

Microsoft Access Database*

from the list of data sources.

then click ok.

Excel Data From Other Data Sources - Microsoft Query Choose Data Source ScreenShot

Choose MS Access Database* then click OK

Then in the “Select Database” window, you will need to navigate to the:

TATEMS2005be.mdb

file in:

C:\Program Files\TATEMS 2005

Or it will be in the :

C:\Program Files (x86)\TATEMS 2005

folder.

or on your network.

You can use the Drive at the dropdown at the bottom or use the network button if needed.

And also check the box that says Read Only

Excel 2010 Data Other Data Sources Select Database Choose tatems2005be.mdb database-Screenshot

navigate to the TATEMS database file called tatems2005be.mdb click on it then click the Read Only check box

Joining Two Tables Together

Then you will be presented with the Query Wizard window and you can choose the columns inside the tables that store the info you are looking for. You usually want to expand the table called tblEquipment and choose the fields you need. In the screenshot below I have selected: sEquipNum, sEquipDesc from tblEquipment and sLocation from another table called tlkpLocation.  So, if you need info like Location which is stored in another table called:

tlkpLocation

then navigate to the:

tlkpLocation table

and choose:

sLocation

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Wizard-Choose-Columns-Screenshot

Select the fields from the tables you want to display and click next

The wizard will automatically join the 2 tables together so that the Location, in this case, will be linked to the proper piece of equipment. After you have chosen the columns to display then click next and on the following screen you can create your own criteria for the report.

Filter Data

On the next screen, you will be able to filter the data if you want to.  If not just click next.  In the screenshot below I have selected the sLocation field then I chose equals from the first dropdown in the left column and once I selected that then the right-hand column populates with the data I want to filter for. I will choose King City from the list in the screenshot below. You can also filter on multiple fields.  Once you have selected a field to filter by and created the filter you can move to another field and filter by that field.

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Wizard-Filter-Data-Screenshot

Microsoft Query Wizard Filter Data Screen

Sort Order

Then click next and you can create your own sort order. You can sort by multiple fields, in order of importance. In the screenshot below I will just sort by the sEquipYear field as seen in the screenshot below.

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Wizard-Sort-Order-Screenshot

Microsoft Query Wizard – Sort Order Screen Shot

Then click next and you can then choose to either return the data Microsoft Excel to view it or you can view the data and the query in the Microsoft Query window. If you are familiar with SQL then you can manipulate the query to suit your needs. I’ll choose the View data or edit query in Microsoft Query as selected in the screenshot below.

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Wizard-Finish-Screenshot

Microsoft Query Wizard – Finish

Microsoft Query

You can now see the data you have selected and once in the Microsoft Query Window you can customize your query even further.

 

For example, you can set the names on the column headers to a more user-friendly name by clicking on the column you want to rename and then click on Records->Edit Column.  I have selected the sEquipNum column to edit in the screenshots below and will change it from sEquipNum to Equipment #.

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Query-From-MS-Access--Edit-Column-Screenshot

Microsoft Query Edit Column

 

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Query-From-MS-Access--Edit-Column-Field-Column-Heading-Screenshot

Edit Column change sEquipNum to Equipment # then click OK

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Query-From-MS-Access-After-Edit-Column-Heading-Screenshot

Column heading in Microsoft Query after changing sEquipNum to Equipment #

 

Once you have the query the way you want it you click on the little “exit door” icon at the top to return your data to Excel.

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Query-From-MS-Access-Exit-Return-Data-To-Excel-Screenshot

Exit and return data to Excel

After you click the “return data to Excel” icon you will see the Import Data dialog popup and on that screen you just click OK

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Query-From-MS-Access-Exit-Return-Data-To-Excel-Final-Import-Data-Screenshot

Import Data dialog after clicking Exit return data to excel.

I hope this gives you a basic idea of how to create your own reports in Excel with your TATEMS data.

All The Best!

Marc

How To Report Tire Costs In Your Fleet

So this week I created a short video to show you how to see what you have spent on tires for a specific date range.

Just to reiterate and add to what’s in the video.

Click Reports->More Reports->Report Type:Work Orders

Then choose

“All Work Orders Parts Totals by Equipment #”

Then enter your date range and then if you just want to see what you are spending on tires enter the word “tire”(without quotes) in the “Part Desc” field and also in the “To” field.

Then click preview.

As long as your part description matches the word you are searching for you will see all of that description of parts installed for that date range.

You can also use a wild card asterisk * before and/or after the “Part Desc” word you are searching for to see part descriptions that maybe include more that one word and your not sure what the other word was.

Until next time…

Thanks Again

Marc Ready
PCHelp, LTD

New Video Version 4.4.00 Parts Inventory Screen updates

I hope everything is going well for you this week.

Hopefully, this video is not as choppy as the unfinished house they are tearing down on the hill above us. More on that in a minute

I just finished up this video but updated my Camtasia Studio (Screen Cam Software) to the latest version so it might be a little bit choppy as I am just getting used to the new interface.

Last week I forgot to post the sample Terms that you can paste into the bottom of your work orders so I have added it here:

SAMPLE TERMS for WORK ORDER

I am also posting the previous Video regarding all the new Preferences settings in Version 4.4.00 below.

So anyway someone starting building a huge multimillion dollar house on the hill above our neighborhood about 5 or 6 years ago.

It was all framed and had roofing material stacked on top of it and then it just sat there.

We figured they ran out of money or something.

Then we find out from our neighbor that they were forced to pay for all the utility lines to all the lots on the entire street. Not only that but the houses in our neighborhood that back up to the hill had contracts that said no houses would be built behind them.

So today they are chopping it up and tearing it all down… I’ve included some video below. It’s going to be weird not seeing it up there anymore. It’s really become a landmark around here that you could see for quite a distance.

It may be Las Vegas but we don’t go into town much, so you can see what passes for excitement around here. 🙂

Oh well. By the way it’s 104° F here in Las Vegas today while they were doing the tear down…

And for you dog lovers you might get a chuckle of this video my daughter took of her trying to get
our dog Kiba to play dead. Enjoy!

Please let us know if you have any questions or need any help.

All The Best!

Thanks Again,

Marc

New TATEMS Version 4.4.00 Preferences Video

We released a new version of TATEMS a couple of weeks ago and in this video I go over the new preferences options in this version update. Below this video you will also see a link to see a list of all 23 items in this update.

Here is the link to get the update:

http://tatems.com/updates

And to see the list of all 23 items included in this update click the link below:

tatems.com/updates/updatelist.cfm

I hope everything is going well for you and yours as we move into summer. I’m working hard on bring you more updates and also to get our TATEMS reminders software out of beta testing.

Thanks Again

How to get 25Gb of Cloud Storage for your TATEMS data and more… But there is a catch.

DropBox

I have been using a service called Dropbox a cool cloud storage service that I have installed on my desktop computer, my Android phone and my iPad.  It’s a very cool and easy way to transfer things like photos from one device to the other.

For example, I can snap a picture on my phone and instantly upload it to DropBox and then later open it from my desktop computer or iPad.

I can also use it as an extra backup for data files or any document.

The only drawaback with Dropbox is that it only gives you 2 Gigabytes of space for free.  That may be enough for most people but if you need more starage there are some other options.

Google Drive

Google just came out with a similar new cloud storage service called Google Drive that gives you 5GB of storage for free. Google says that thier service will also be searchable using Google Search technology.  Google has apps for the Desktop and Android phones but not Apple devices yet.

Note: I just went to the Google Drive site and as of 2:30 PDT Arril 25, 2012 they are saying it’s not ready. Although I was able to get it on my Android Phone. But after installing it on my Android Phone, I got the same message saying it’s not ready but will notify me when it is

SkyDrive

That sounds good, but if you really want more free storage space Microsoft is offering 25GB of free storage with thier SkyDrive service.  But to get the free 25 GiGs you have to have to actuallt use the service before Monday April 30, 2012

You can use any of these services to save backup copies of your TATEMS data file or any other data for that matter off site.

To get the apps for these for your Mobile device just search for the service name or click the links above to get them on your desktop.

I just added some stuff to Microsoft Skydrive to make sure I get that free 25GB of storage and I reccomend you do too.

I don’t see any reason not to use all three services for ultimate safety. 

Take care and have a great weekend.

3 New Spreadsheets (with video) to link to your TATEMS data

It’s been a while since I last posted. I hope everything is going well for you and yours.

It’s been interesting (foiled home invasion) around our house to say the least, more on that in a minute…

But first, some extras to help you get more out of TATEMS.

I just uploaded the the 3rd new spreadsheet since I last posted.

They are numbers 65, 66 and 67 on our spreadsheets page

TATEMS Maintenance Software Spreadsheets Page

Number 65 is called TATEMSReportDriverTotalMiles-KmTraveledPerEquipment and it will show you
How many miles or kilometers a driver has driven during his time assigned to that vehicle. It displays the following columns:

Serviced By
Equip #
Work Order ID
Date Requested
Short Descriptions
Detailed Description

TATEMSReportDriverTotalMiles-KmTraveledPerEquipment Screen Shot

TATEMSReportDriverTotalMiles-KmTraveledPerEquipment Screenshot

Number 66 is called TATEMS-OpenWorkOrdersServicedByShortAndDetailedDescriptions and it will show you all the currently open work orders for all equipment along with the short description and detailed description for each open work order. It displays following columns:

Serviced By
Equip #
Work Order ID
Date Requested
Short Descriptions
Detailed Description

TATEMS-OpenWorkOrdersServicedByShortAndDetailedDescriptions Screen Shot

TATEMS-OpenWorkOrdersServicedByShortAndDetailedDescriptions Spreadsheet Screen Shot

Number 67 is called TATEMS-WorkOrdersTotalsByMonthPerEquipment and it shows you all the costs for your work orders for each piece of equipment for each month. It will display the following columns:

Equip Num
Month
Year
Labor Totals
Parts Totals
Misc Totals
Discounts
Tax
Total Costs

TATEMS-WorkOrdersTotalsByMonthPerEquipmentSpreadsheetScreenShot

Work Orders Totals By Month Per Equipment Spreadsheet Screen Shot

Once you have your data linked from TATEMS to one of these Excel spreadsheets you can filter and sort it any way you wish.

I may create a video to show you these spreadsheets in action and how you can link them to your data. But in the meantime you can check out this previous video to help you get started.

So anyway, a couple days ago we had an attempted home invasion next store.

These people pull up in an old Chrysler Sebring and ring our doorbell first.

Of course our big dog Maya starts barking like crazy and my wife looks out and there is nobody there. So the dogs must have scared them off.

Then a few minutes later she looks out from upstairs and sees this big dude banging on the next door neighbors door. And he’s jiggling the handle acting all agitated.

That neighbor does not live there full time and we know he’s not home because we haven’t seen him for a couple of weeks.

So my wife goes outside and says “What are you doing?” He says “The guy owes me money and I know he’s in there” My wife says “I think you have the wrong house”.

He has a female accomplice with him and she looks like she comes from the other side of our neighbors house.

My wife goes back in the house and then she watches out the window and they take off in their car with no license plates on it.

So she goes back outside and notices that our neighbors door had a huge uneven hole about 2 feet in diameter up next to the lock.

Now she’s worried that they saw her and she tells me our neighbors not going to be very happy.

So anyway we call the cops out and they talk to us but there isn’t much they can do because the neighbor is not there to actually file a report.

They do enter his house and do a little CSI work. They also tried to jery rig the door so that you don’t see the big gaping hole from the street.

So we’ll see what becomes of it and thank God we have a big dog as a deterrent, although I’m seriously considering adding some other forms of home protection now.

Have a great week and feel free to Like, Tweet or comment below!

Marc

TATEMS Reminders Add-on Program Video Demo and a new spreadsheet Video too!

I hope you had a nice Christmas and New Year!

This first video is a demo of a new spreadsheet requested

It is called

TATEMSEquipPartsAndLaborTotalsWithCustomerAreaDeptLocationMakeModelYearAndCurrentODO

Another nice short (but descriptive) name, I know…

It was created because the client wanted to be able to see Parts and Labor Totals for Model and or Year of Equipment and other fields like Equipment Location.

It is spreadsheet number 64 at:

http://tatems.com/spreadsheets

I forgot to show you how to filter it by the columns at the top but you can see how on one of the other videos I made here:

http://blog.tatems.com/new-equipment-list-with-out-of-service-column-plus-video

at about the 40 second mark.

And this second video gives you about a 4 minute demo of the new TATEMS Reminders program that we are working on.

I did not use Zoom on the TATEMS Reminders video so you may want to click the Full Screen button on the lower right side of the player.

Let me know if you would like to see a custom spreadsheet created that we can share with our users too!

Make sure you click the Facebook like button and leave a comment if you would like to try the beta version of this new add-on.

Thanks Again And Have a Great Week!

New Inspections/Permits spreadsheet and video

I’m going to change things up a little and put the tip at the top…

Now on to today’s Tip:

Last week one of our clients asked if we could create a spreadsheet that would display all the items on the Inspections/Permits tab in TATEMS for all equipment.

This new spreadsheet links to your live TATEMS data and will display the following fields which you can now filter and sort any way you want to in Excel.

Equip #
Desc
Last DOT Insp
Next DOT
Last 90 Permit
Next 90 Day
Last Annual State Insp
Next State Insp
Last Over OverAxTollerance Permit
NextOverAxle Permit
Last Motor Carrier Certificate Reg
Next Motor Carrier
Last Smoke Insp
Next Smoke Insp

The spreadsheet is called:

TATEMS-InspectionsAndPermitsLastAndNext.xls

It is spreadsheet number 62 on our Spreadsheets page:

http://tatems.com/FleetMaintenanceSoftware/spreadsheets.cfm

If you have Excel 2007 or 2010 and you are running a 32 bit version of Windows and your TATEMS data is NOT on a server or other computer then you should be able to simply open and run this spreadsheet.

In the video below I show you how to use it on either a 64 bit version Of Windows or if your data is housed on a server. I also show you how to Filter and sort the data in this spreadsheet.

Other random stuff…..

As I write this on Saturday afternoon, it’s suppose get up to 94° F today and we’ve had a few thunderstorms here in Las Vegas. The Gas prices at our local Sam’s club is at $3.55 per gallon… It’s going up.

Our Sprolie puppy Kiba finished his recovery from neutering and is as feisty as ever.

Thanks for visiting and remember to share TATEMS with a friend or colleague.

All The Best!

Marc

New version 4.3.03 available with videos of the improvements

It’s hot here today supposed to get up to 112° F here in Las Vegas and Gas at the local
Costco was down to $3.32 per gallon yesterday.

We just released a new version of TATEMS and it includes the following changes and improvements.

  • Added New checkbox to preferences to Always Display the Parts Notes field on a Work Order/Invoice printout. If unchecked the Parts Notes field will not display even if there is notes added to a part
  • Changed the way the “Parts Notes” field in a Work Order/Invoice printout is displayed. If there are no “Parts Notes” then that row will no longer display the the word “notes”  and it also shrinks the empty row to save space and paper.

This video shows you the 2 updates listed above:

 

  • Updated All Equipment Due Next 30 Days report to include the new Work Order short description field

This video shows you update listed above:

  • Updated Lube Service Types- Now when a Lube Service Type is inactive you won’t see it in the dropdown list even if used previously for that equipment, It still remains in Lube/Service History
  • Changed Accomplished by field in Lube Service tab so that it does not ask you if you want to add to list, Instead you can double click to bring up personnel windows
  • Updated Equipment Summary Screen to display the Miles/Km to go – Hours to go and Days to go in the Lube/Service list
  • Resized Lube Service Display on Equipment summary screen to fit extra fields and resized windows on sub tabs to utilize extra space

This video shows you the 4 updates listed above

  • Updated Work Order printout to display Invoice # instead of WO Num when it is printed as an invoice.
  • Updated Work Order Printout to display Make, Model, Year, Lic Plate, Serial/Vin and Moved Warranty and Recall to Footer by Cost Totals
  • Updated Work Order Screen to prevent inadvertent data entry into the Labor and Parts Cost totals fields
  • Updated Work Order screen to display Make, Model, Year, Lic Plate, Serial/Vin and Moved Warranty
  • Added Status bar and tool tips to Cost Totals fields and un-editable fields in the Work Order Screen

This video shows you the 4 updates listed above:

 

  • Added usability feature to simply double click to enter the current date into all date fields except date ranges on reports. Will also ask before changing if a date is already entered into the field
  • Updated Equipment Summary screen to display Vin number as Serial/Vin Number
  • Updated Current Life Remaining Until Replacement on Financials Popup window to not display error when Life Expectancy Years at purchase is not filled in.

This video shows you the 3 updates listed above:

 

  • Added dropdown to Inspectors Name to select from Personnel file, you can also just enter inspectors name

This video shows you the update listed above:

 

  • Updated Repairs Completed Reports under Reports->More Reports to also sort by completed date (For people who still use the repairs completed tab instead of using Work Orders)

This video shows you the update listed above:

 

You can get the latest update on our updates page

We have many more updates scheduled in the pipeline.

And I’ll have a beta for you to test the TATEMS Reminders program that will automatically email reminders to anyone you choose.

Please comment below

Thanks Again

Marc Ready
PCHelp, LTD

New Equipment Filters Spreadsheet with More Info and Video Tutorials

I hope you’re doing well so far this week

Our puppy Kiba is not doing so well, He got clipped (neutered) yesterday.

The Vet says he has to stay confined for 10 days and he’s already getting antsy.

Gas prices are down to $3.35 per gallon at the Sam’s club nearest to us here in Las Vegas.

It’s supposed to get up to 102 ° F today. It’s cooling down…

Now on to today’s Tip:

I had a request from a client yesterday for a filters report that could be broken down by customer or a list of equipment.

So I created a spreadsheet that will link to your TATEMS data And display the following columns in Excel:

Equip Num
Customer
Location
Dept Or Area
Lube Primary
Lube Secondary
Air Filter
Air Inner
Fuel Primary
Fuel Secondary
Hydraulic
Trans Filter
Water Filter
Other Filters

Once you open it up in Excel you can sort it and filter it anyway you want.

I show you how in this video:

You will need to have Microsoft Excel to use this spreadsheet and have it link to your TATEMS data.

This spreadsheet will link to your TATEMS data if it’s in the default installation location on 32 bit Windows.

C:Program FilesTATEMS 2005tatems2005be.mdb

The video in a previous post below shows you how to change the data path in the spreadsheet if you have Excel 2007 or Excel 2010. Click here to see the previous post.

And the video below shows you what you will probably need to do in order to make it work on your computer if you are not running Excel 2007 or 2010

You can get this newest spreadsheet at our website and it’s called:

TATEMS-EquipmentFilters-WithCustomer-Location-DeptOrArea-Fields

It’s completed for you online and ready to download at the link above or here:

http://tatems.com/spreadsheets

This spreadsheet is number 61 in the list on that spreadsheet page.

I hope this tip has been helpful for you.

Please leave any questions, comments or requests for special Excel Spreadsheets below. If your spreadsheet requests are feasible I’ll get them created and posted in a future TATEMS Tip.

Thanks Again,

Marc Ready
PCHelp, LTD

P.S. We plan to have a updated version of TATEMS in a a day or two.

P.P.S. We are also about ready to release a beta version of our new TATEMS Reminders program. This program runs in the windows notification tray down by the clock separately from TATEMS. It will automatically send out different reminder types via email to as many people as you need to send them to. Let me know if you would like to try out the beta version.