Technical writing sample: Asset Tracking System

Asset tracking is the process of monitoring an organization’s assets, including where they are and how many are on hand. When a company has hundreds or even thousands of physical assets, it’s important to know their operating condition and where they are located. Hence Asset tracking plays an essential part in keeping any organization running smoothly. Here is the user manual for handling asset tracking software of a leading logistics company:

I. LOGGING INTO THE APPLICATION:

· Go to the following URL:

http://flex-trk.in/pooling_dev1/

· Type username in the highlighted box

· Type password in the highlighted box

· Click the Login button

· You are logged into the Asset Tracking application.

II. VIEWING DC STATUS IN HOME PAGE:

· The left panel of the Home page contains the status of existing DCs with the DCs arranged based on their creation date.

· The active DC selected for preview is highlighted by a green strip on its left.

· Inbound DC corresponds to bins that enter our facility (node).

· Outbound DC corresponds to bins that have left our facility (node).

· Trial number represents bin’s model number.

· Quantity represents the bin count.

· Source node to Destination node is given in the third line.

· DC date field gives the date of creation of DC.

· ‘Goods Arrived’ status indicates that bins have arrived and DC is pending.

· ‘Closed’ status indicates that bins have been received and GRN is generated.

· ‘Intransit’ status indicates that goods are in motion after generating DC in our node.

· ‘Cancelled’ status indicates that an incorrect Outbound DC has been cancelled.

III. CREATING A NEW DC:

· Click on the Delivery link as indicated in the figure below:

· Select the project name from the drop-down.

· Select username from the drop-down.

· Give the number of bins in quantity textbox.

· Give the Transport name in the transport name textbox. (optional)

· Give the Vehicle number in vehicle number text box. (optional)

· Give the Driver name in driver name textbox. (optional)

· Give the Driver number in driver number text box. (optional)

· The project name, bin model, total stock and the number of stocks with missing serial numbers are listed as indicated in the highlighted area.

· Select the required amount of bins from the Select bins area.

· The number of bins yet to be assigned Asset ID is given in the box at the bottom.

· You can only select serial numbers of equal quantity or of less quantity than the number of bins required.

· Click on the highlighted Create DC button.

· If the bin quantity is higher than bins with asset id then you have to click OK button in the popup shown to use bins without asset id.

Here in the above example, the bin quantity is 5 but we have only 4 bins with serial numbers (T001, T002, T003, T004). Hence you have to click OK button to select 1 bin without the serial number.

· The newly created DC is listed on the home page as shown below:

· Click on Edit DC button to edit values of created DC

· Click on Cancel button to cancel the incorrect DC.

· Click on Print button to print the DC.

IV. CREATING A NEW GA:

· Click on an Inbound DC in the home page.

· Click the GA button.

· The DC status changes to ‘Goods Arrived’.

· Click the GRN button.

· Click the Received Checkbox to select all bins.

· Click the checkbox next to a bin to select only the particular bin (partial GRN).

· Click Create GRN button.

· If all the bins are received, then the DC status changes to “Closed” and Print option is only available.

· If some bins are not received we can create GRN later for those unreceived bins by again clicking GRN from the homepage. Here note that both GRN and Print option is enabled for this Partial GRN.