Automation

Automation is where you will manage information pertaining to bar coding of textbooks. It is here where you manage your PDA files, perform distributions and collections using quick data entry, and print ISBN and accession bar code labels.

Data that is collected using your Symbol SPT 1550 or SPT 1800 is hot-synced directly to your TIPWeb application data. Those records, which cannot be added to your data, are held for you under the Manage Personal Assistant (PDA) Errors icon. Here you can view the files, record-by-record, and then add them to the database once you have corrected the information within the file.

Data that is collected using your Symbol MC3090 is hot-synced directly to your TIPWeb application data. Those records, which cannot be processed or added to your data, are held for you under the Manage TIPWeb Mobile Errors icon. Here you can view the files, record-by-record, and then add them to the database once you have corrected the information within the file.

Quick Data Entry allows you to use your attached/connected reader to distribute and collect textbooks directly to your TIPWeb application data through a scanning process. You can see the information you are scanning, and in the case of distributions, you can print a receipt as soon as you have distributed all of a student's or teacher's textbooks.

Print Book ISBN & Accession Bar Codes allows you to print the bar code labels which you adhere to your textbooks. In some instances the district office prints the majority of the labels for you. However, some districts allow you to print all of your own labels. Regardless of where the majority of your labels come from, you will, from time to time, need to be able to print your own labels. You may want to distribute books which your district level is not tracking, or you simply need to replace a defaced label. TIPWeb provides the ISBN and accession bar code on one label. You simply select the title for which you need labels, indicate the number of labels needed, and select to print.

Your portable scanner is sent to you from Hayes Software Systems with the program called aTIP pre-installed. You will know that it is installed when you see the aTIP icon on the monitor of the device. The aTIP icon looks like this:

However, there are certain circumstances when the aTIP software will have to be re-installed. We Highly Recommend that you call Hayes Software Systems at (800) 495-5993 for assistance.

The (Manage Personal Digital Assistant (PDA) Errors) section of TIPWeb is helpful to anyone using a hand-held or portable scanner to distribute and collect textbooks.

When PDAs are synchronized with the computer that holds your TIPWeb database, there are sometimes data that, that cannot syncronize properly. This can be due to a misunderstanding between the PDA and the database. The Manage Personal Digital Assistant (PDA) Errors section allows you to view any data that did not synchronize properly.

Step-by-step instructions:

1.       Click on (Automation) located on the Navigation Bar.

2.     Click on (Manage Personal Digital Assistant (PDA) Errors).

3.     A window opens that lists all of the files that did not synchronize properly from your PDA to your database. You can search for certain files by File Type or File Name.

After you HotSync your portable scanner to TIPWeb, you might receive some errors in the section: Automation > Manage PDA. Listed below are the errors, what they mean, and how to fix them. Click on the error message to reveal the details.

Collection

·         Accession (xxxxxx) has a status of PAY1 and is assigned to (Name of Individual) at Campus (xxx) - The scanned textbook was formerly considered lost and paid for by this student or another student. Find the textbook in your Textbooks database, and change the status.

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The scanned textbook was formerly considered lost and paid for by this student or another student. Find the textbook in your Textbooks database, and change the status.

·                   Accession not in use - This accession number was not used during distribution or was scanned twice during the collection process. Go to (Find a Book), and search for the accession number by district-wide accession. If it is still not found, go to  (Students) and click on (Details) to find out what the correct accession number is.

·                   Accession must be numeric - The accession number entered had characters other than numbers. Try to collect the textbook manually. (You will get this error only if the district’s settings do now permit alphanumberic characters.)

·                   ISBN not found - The ISBN that was scanned is not in your database. Try collecting this textbook manually. If you still cannot find the ISBN, check in Textbooks for the proper ISBN.

·                   Student/Teacher not in Campus - This means that the person's ID is not in the database. Go to the Students (or Teachers) database and verify the ID number. You will also get this error message if you have accidentally scanned the accession number instead of the ID.

·                   Book not distributed to Campus - Your TIPWeb database does not contain the ISBN. Or you have accidentally scanned the accession number instead of the ISBN.

Verify this in the Textbooks database. Try to manually distribute the textbook.

Contact the district if you still cannot find the textbook.

·                   Not enough books distributed - You will get this message if you are trying to collect more textbooks from a teacher or student than were distributed to him or her. Verify the correct number of textbooks and manually adjust the numbers. Then try to collect the textbooks again, manually.

Distribution

·                   Book not distributed to Campus - Your TIPWeb database does not contain the ISBN. Verify this in the Textbooks database, and add the textbook with ISBN, if necessary.

·                   Not enough books available - This means you are trying to distribute more textbooks than your school has in storage.

·                   Duplicate Accession - The accession number you are trying to use is already in use. Pick another number or go to Find A Book to search for the accession number in question.

·                   Accession must be numeric - The accession number entered had characters other than numbers. Try to distribute the textbook manually.

·                   Student/Teacher not in Campus - This means that the person's ID is not in the database. Go to the Students (or Teachers) database and verify the ID number.

·                   ISBN not found - The ISBN that was scanned is not in your database. Try distributing this textbook manually. If you still cannot find the ISBN, check in Textbooks for the proper ISBN.