TRANMAN REL8 USER MANUAL V4.0 JAN 2016

Tranman Release 8
User Handout

Version 4.0 January 2016

Version 4.0 January 2016

A- GENERAL INTRODUCTION
B- STORES & AUTOMATIC REORDERING
C-
D- JOB CARDS
E- DEFECTS & RECALLS
F-
G- SCHEDULING
H- DOCUMENTS & IMAGES
I-
WEB PORTAL
AGORA SERVICE ORDERS

USER FORMS



Tranman Release 8
User Handout A:

TRANMAN
General Introduction

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General Screen Layout

On launching the application, the system defaults to vehicle records. The Navigation Bar
options and data on view may be tailored to a user’s login credentials.
Most Tranman screens are organised in the following manner:

1. Navigation Bar 2. Main Record 3. Linked
Summary Summaries

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The Navigation Bar

The Navigation Bar is always present on the left-hand side of the screen and allows the
user to access any part of the system they need at the click of an icon. Clicking on the
headings or the double chevron icon to the right of the heading collapses or expands the
list of options it contains. The actual options available on the Navigation Bar may differ
from one organisation to another, but the content is always organised into the following
sections:

1. Records refer to the main inventories or record sets
within Tranman, such as vehicles, accidents, jobs, orders,
etc. Clicking on one of the icons opens up a table in the
Main Record Summary area where the user can do most
standard functions such as view, sort, and filter, add,
update, export, print and delete records.

2. Tools are special functions grouped by module and
contain system housekeeping tasks such as stock-taking,
automatic parts re-ordering, etc.

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The Main Record Summary

The Main Record Summary displays a summary table of the data records contained in the
main Tranman inventories such as vehicles, jobs, stock, hire contracts, orders, etc. This
data can be viewed and manipulated in a variety of ways which are described below.

Tabs
Icons

Grouping
Sorting
Filtering

Tabs offer different ways of organising and looking at the data in each module. Clicking on
a tab opens up a new Main Record Summary. For example, within the Vehicles section
Live Vehicles and Deleted Vehicles have been separated into two distinct lists. Events,
Reports or other tabs give users quick direct access to related information about vehicles
in a table format.

Icons are used to execute commands on the entire Main Record Summary or on the
highlighted data record. The icons are standardised across the system and hovering over
an icon with the cursor will display its label (such as ‘Update’ or ‘Delete’). The main icons
are special functions grouped by module and contain system housekeeping tasks such as
stock-taking, automatic reo-ordering, etc.:

* These icons
only appear

when the
data has
been filtered,
grouped or
sorted.

Delete Vehicle Record
(Central Fleet Only)

Undelete Vehicle Record
(Central Fleet Only)
Complete service
Calendar view
Add image

Undelete stock record
Order print

Change status
Print job card

Close job
Email for authorisation

(no longer used)
Approve order

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Grouping is a quick way to organise the data records into categories based on the values
in any of the fields. By dragging a column header into the space…

… the data records are grouped by the values in that column with sub-totals shown per
group (note the first column width may need to be resized to view the full name and
number of rows: see section 7).
Numeric fields will also display sub-total values for that group.

The ‘Expand/Collapse All Groups’ icon (see also section 2.2) can be used to show or hide
record details as well as the “plus” and “minus” icons to the left of each group. Grouping
can be done on multiple fields.

‘Ungrouping’ – dragging the grouped field back into position in the column header will
remove the groups.

Sorting the data records in numerical and alphabetical order can be done by simply
clicking on the desired column header as follows:

• one click for ascending (0-9, A-Z): the column header changes to bold with
an upward-pointing triangle next to it as shown in the ‘Vehicle Class’ column
in the example below:

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• two clicks for descending (Z-A, 9-0): the column header changes to bold with
a downward-pointing triangle next to it, again as shown in the ‘Vehicle Class’
column in the example below:

• three clicks to return to the unsorted list: the column header returns to normal
(no bold and no triangles). Clicking the “Clear Sorting” icon will also undo any
sorting the user has defined (see also section 2.2).

The data can be sorted on multiple columns.

Filtering lets users search for and select one or many data records that meet their criteria.
There are several ways to do this:

• Click in the space below the column header to write in a unique value to
search for. The predictive text feature begins narrowing down the search with
each character entered. The ‘wild card’ percent sign (%) can also be used in
combination with characters to help in searching.

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• Hover over the right-hand side of the column header to reveal a drop-down
arrow which when clicked shows a tick-list of all the values in that column.
Users may tick as many options as are relevant:

Tick the ‘Range’ option to open a dialogue box for selecting all the values between two
defined points. As text is entered a drop-down list of values appears from which users can
select or users can use the “wild card” to further customise their filters:

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Linked Record Summaries

The Linked Record Summaries usually appear along the right-hand side or bottom half of
the screen and display additional information that is linked to the record highlighted on the
Main Record Summary.

In the example below, vehicle CLZ2684 is highlighted in the Main Record Summary. In the
Linked Record Summaries on the right hand side of the screen, the user is presented with
Extra Vehicle Details, Operating Details and Accidents relating to the highlighted vehicle.

Linked Record Summaries can be sorted, filtered, printed, etc. just like the Main Record
Summaries.

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Menu Bar and Other Features

Menu Bar

The Menu Bar is always present at in the top left-hand corner of the screen and offers
options to do with system-wide settings, user preferences and other support functions.
The menu options and their functions are outlined below.

• File

o Settings
 Printer settings – select printer and printing options
 User options – customise print settings
 Calendar Colours – choose the colour scheme in calendars

o Exit – close and exit the programme.

• Goto – replicates the structure of the Navigation Bar and is an alternative method
of moving around the system. The key strokes Alt+G activate this menu
and the arrow keys can then select the relevant feature.

• Options

o Change username/role – change logins without closing and restarting Tranman
Release 8.

o Look and feel – select the style (colour, 3D effects, etc.) of the screen layout from
the five options given.

o Navigator View - select the style (colour, 3D effects, etc.) of the Navigator Bar
from the nine options given.

o Trace – is a support function for use in diagnosing user-reported problems.
Switching on ‘Trace’ creates a technical programming log of all the user’s activities
which can then be saved and shared with the Help Desk.

o Special Trace – as above.

• Help

o About - display system information about the application, database and user

• Windows

o Main window – return to the original window (when multiple windows are open)
o History – can be used in conjunction with the ‘Trace’ functions for support

purposes.

o (other open screens) – if the user has other Rel 8 screens open they will appear
in this list.

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Scroll Bars

Whenever there are more options or data than can fit on a screen vertical and horizontal
scroll bars appear below or to the right of a screen to allow users to view all of the content.
When scrolling the column headers and footers remain visible.

Footer Totals Scroll Bars

Footer Totals

Footer totals are available on the first column (row count) and on some numeric columns
to give a sum of values in a particular field. These footer totals recalculate in response to
filters and are a handy way to quickly interrogate and summarise the data.

Column Size and Position

The column width can be changed by hovering over the boundary between column
headers and dragging and dropping it to the desired width. The order of the columns on
the Main Record Summary or Linked Record Summaries can also be changed to suit the
user’s needs by simply dragging and dropping the column header to a new position.
Tranman Release 8 will retain adjustments for the duration of the session but the screen
will return to its default setting when the user logs out.

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Full Record View

Double clicking on any record in the Main Record Summary or Linked Record Summaries
will open the Full Record View which shows all of the details held for a particular vehicle,
job, stock item, etc. In the example below, the user has double-clicked the vehicle record
“AK63KUD” and opened a new window entitled “View Fleet No AK63KUD”. There are
several tabs available to access all of the details.

The Full Record View is primarily where records are added or updated.

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

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Tranman Release 8
User Handout B:

Stores and Automatic
Reordering

1 - Stock Cards

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Stores Module Overview

The Tranman stores module manages stock and stock/vehicles spares purchasing
information. The main areas of functionality contained in the module are:

● Stock Card Inventory: the recording of stock levels and value, by bin numbers
within a number of store locations, using a common inventory system, allowing
each storeman access to the overall stock position. The capture of stock level and
stock usage reports/enquires for monitoring capital investment in stocks and re-
order policy decision-making.

● Suppliers: the maintenance of stores supplier records.
● Purchase Orders: the processing of orders, goods receipts and supplier invoices

for stock and direct purchases.
● Issues: the recording of allocations and issue of parts in stock to workshop jobs.
● Tools: Stock-taking and discrepancy reporting and automatic re-ordering.

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Stores Module – Stock Cards

To access the stock cards click on the ‘Stock’ option within the navigation menu bar. All
the existing stock cards showing parts held across the different stores locations are
displayed. Clicking on a particular part item will automatically display associated
information within the other panels.

For example – parts movements history, order details, issues to current jobs.
To add the new part that is to be held in stock for a particular store location click on the

add button shown below within the Stock | Stock Details tab folder:

First part of the process the system prompts with the following dialog: 3 of 12

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● Part Type the new part code is entered.
● Location the store location identifier where this stock card is to reside.
● Bin No the combination of location and bin number creates a unique identifier for

the new stock card

Pressing the OK button will then display the stock card window shown below:

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Add New Stock Part - Stock Card 1

Enter in the relevant fields bearing in mind the following:

● Part Description is entered giving the long description the system will display for
this particular part item.

● Supplier needs to be added as it is used within the system lookup search
windows when selecting parts and also be used as the default supplier by the
automatic ordering functionality.

● Add on Cost Percentage is only to be used when there is an uplift on the cost of
the parts as it is a chargeable Job (this is only currently used by Croydon
Workshop - all other workshops can ignore this message).

● Cost, Cost Type the unit cost should be entered during the process of adding in
the new stock card if it is known. This value will subsequently be updated
automatically through the invoice entry elsewhere in the system. This is the ‘cost’
that will be assigned to the job issues when the part is issued against a job card.
‘N’ – for ‘new’ or ‘latest’ costing which uses the last invoice cost.

● Unit Of Quantity – the quantity in which this item is ordered and issued. Typically
entered as ‘Each’ but could be input for example as ‘0.5 Litres’ or ‘Metres’. Parts

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may only be ordered and issued in whole units.

● Maximum Level can be entered to be used for reporting purposes and also by the
automatic ordering functionality. Note however there is the normal ‘Re-Order Qty’
field as well, and the system can be configured to either use the ‘Re-Order Qty’ or
the ‘Maximum Level’ values for automatic ordering.

● Reorder Level is used to denote the quantity in stock at which re-order is
required.

● Safety level when entered will be used at time of job issue to prompt the user that
they have approached this defined ‘safety level’ of quantity in stock.

● Warranty Miles, Months can be entered as for example ‘10’ - ‘12’ to denote
warranty of ’10,000 miles’ or ’12 months (These figures can be used by the system
at issuing time to flag to the user that the same part has been issued to that
vehicle previously and is still within warranty. You must therefore ensure that all
vehicles have a correct odometer reading when raising a Job Card to trigger the
system to alert repairs that are being undertaken on parts that are within warranty.

● Impressed Stock If the part you are ordering is Impressed stock, put a ‘Y’ in the
box.

● Reorder Qty is entered here for use by the automatic ordering functionality or for
reporting purposes.

The following fields are optional entries and could be used for reporting purposes:
● Manuf Part Number if entered can be used for reporting purposes.
● Make Model Year – as above – may be used for reporting purposes.

Once you have completed the Stock Card 1 click save to continue:

The next stage of the process is to click onto the second tab folder ‘Stock Card 2’ as
seen below.

Stock Card 2

Except for the ‘Reorder Qty’ field, the remainder of the fields displayed are not available to
update as the system will automatically maintain these to display the two most recent
orders entered from within the ordering windows elsewhere within the module.

Reorder Qty is entered here for use by the automatic ordering functionality or for reporting

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purposes - this will default from the Reorder Qty amount from the front screen, but can be
amended if so required.

The adding a new stock card process is finished by pressing one of the standard Tranman
‘Save’ buttons:

will ‘Save and Exit’ the window.

will ‘Save’ the new stock card record and the window will remain open on screen.

Stock Card – Order Dates Tab Folder
The ‘Order Dates’ tab folder is used to display the last 15 order and received dates for a
particular stock item (Closed or Live Orders). This information is automatically maintained
by the system.

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Quick Stock Take – For an Individual Part

The ‘Quick Stock Take’ tab folder on the Stock Card window can be used to quickly adjust
the stock quantity for an individual stock item rather than having to undertake the full stock
take process.

Simply drill into and access the stock card record and select the ‘Quick Stock Take’ tab
folder option

And press the standard Tranman button icon for ‘Update’ on the button tool bar:

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New Stock Quantity is entered and the ‘Save’ button pressed.

The system will then automatically update the ‘Quantity In Stock’ value for the part and
will also create a ‘Stock Movement’ record of ‘Trans Type’ – “STOCK-TAKE”.

This record can be seen within the main stock view against the part that has just been
adjusted. Example screen shot shown below:

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

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Tranman Release 8
User Handout B:

Stores and Automatic
Reordering

2 - Ordering & Receiving Stock

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Ordering and Receiving Stock

Ordering and receiving stock items is done within the ‘Orders / Suppliers’ option of the
Stores Module.

Accessing the ‘Orders / Suppliers’ option will display the ‘Open Stock Order’ tab folder
view:

Adding Stock Orders

To add a stock order start by pressing the ‘Add’ button within the ‘Open Stock
Orders | Open Orders Last 12 Months’ tab folder: This will open the Order header

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Screen:

As a minimum the order header will require the following:
● Order No This has to be the 10 digit Agora Order Number. (The Agora purchase
order will have to be raised before raising the Order Number in Tranman)

● Supplier Code is entered either by entering the code or from a lookup search
window on Supplier Code or alternatively the search can be done from the
‘Supplier Description’ field and its search window.

● Exp Del Date - the expected delivery date can be entered.

Pressing the ‘Save’ button will save the new order header record.

The Order Status within Tranman will progress through the following sequence:
● ‘N’ – for ‘New’ is automatically assigned when a new order is created. Details can
only be amended while the order is at this status.
● ‘O’ – for ‘Outstanding’ The order will be automatically assigned this status once
the order has been ‘Approved’ (see later section). It will remain at this status while
items are received up until the point the order is ‘fully received’. If an amendment
needs to be made to the order at this stage then the ‘Change Status’
function (see icon on the right) could be used to revert back to ‘N’ew
status.
● ‘D’ – for ‘Delivered’ Automatically assigned once ALL order lines have been fully
received. If an amendment needs to be made to the order at this stage then the
‘Change Status’ function could again be used to revert back to ‘N’ew or
‘O’utstanding status.
● ‘C’ – ‘Closed’. Automatically assigned when the order has been fully invoiced
matched.

Stock Order Details – add new order line:
The stock items to be ordered are entered within the ‘Stock Order Details’ tab folder
section in the lower part of the order window:

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To enter an order line the ‘Add’ button is pressed – this will display the part item find
browser.

The find browser will be configured to display parts from the store location you are
assigned to.
A part could be located by looking for just parts that are normally sourced from that
particular supplier – either by name or supplier code: You can search by Part Description
if you are unsure of who the supplier is, please ensure to check you are ordering the
correct part as there may be several with similar Descriptions.

When the required part is found it is highlighted – as shown below – and the OK button
pressed.

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After selecting the part required the user is positioned back to the order window to finish
entering the remainder of the order detail fields within the cell entry grid:

● Ordered Qty is entered.

● Cost is automatically defaulted from the stock card according to whether the
system has been configured to work with ‘A’verage or ‘N’ew (latest) costing. This
estimated cost value can then be amended if required.

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The order line is then saved by pressing the Save button.

Adding Additional Order Lines
The same procedure, as described above, is repeated to add several different order lines
to the order.
The ‘Add’ button is pressed again and the find browser used to select another part.

Note – it is possible to drill into the stock card from the find browser by double clicking on the row
within the browser. This will display the stock card window in order to view the details.

Amending Order Details
If an amendment is required to the order lines, this can be done by using the ‘Update’
button on the ‘Order header Tab’.

● ‘Update’ button enables change to the Ordered Qty and Cost.

The changes are then saved by pressing the Save button as normal.

Note – Order Status: ‘N’ – for ‘New’ is automatically assigned when a new order is created.
Details can only be amended while the order is at this status.
If an amendment needs to be made to the order at a later stage then the ‘Change Status’ function
could be used to revert back to ‘N’ew status.

● ‘Delete’ button can be used to remove an unwanted order line. However, as
described above, this can only be done when Order Status is at ‘N’ew, and there
have been NO items received against the order line. Highlight the line you wish to
delete, click the ‘Delete button’ and the line will turn to red, once the record has
been saved it will remove the part from the order.

Order ‘Approval’ and Printing

Once a ‘N’ew order has been raised the next stage is to ‘Approve’ the order. This will set
the Order Status to ‘O’utstanding.

It is not possible to receive in items against an order unless it is at a status of ‘O’.

The ‘Recent Live Orders’’ view will display the order Status ‘N’ew. The associated
‘Order Details’ will be displayed in the lower right hand panel.

As items are received the delivery notes will start to appear in the ‘Order Documents’
panel.

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By clicking on each live order the panels on the side will automatically display the
associated order details and order documents for that order.

Order Approval

To approve the order, drill into the View Order window by double clicking on the order in
the Recent Live Orders view.

Before it is approved and printed - if a free text ‘Delivery Address’ is required to be
available then it can be entered on the Order Address tab folder:

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The button tool bar displays the Approval and print buttons at the top of the window:

● is used to ‘Approve’ the order and set the Order Status to ‘O’utstanding.

Note - The Order Status within Tranman will progress through the following sequence:

● ‘N’ – for ‘New’ is automatically assigned when a new order is created. Details can only be
amended while the order is at this status.

● ‘O’ – for ‘Outstanding’. The order will be automatically assigned this status once the order
has been ‘Approved’. It will remain at this status while items are received up until the point
the order is ‘fully received’. If an amendment needs to be made to the order at this stage

then the ‘Change Status’ function could be used to revert back to ‘N’ew status.

● ‘D’ – for ‘Delivered’. Automatically assigned once ALL order lines have been fully
received. If an amendment needs to be made to the order at this stage then the ‘Change

Status’ function could again be used to revert back to ‘N’ew or ‘O’utstanding status.

● ‘C’ – ‘Closed’. Automatically assigned when the order has been fully invoiced matched.

Stock Order – Pre-View, Print or Export Option

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● is used to preview the printed Order Header

● is used to print the Order Header
● is used to Export and print the requisition

Ability to Approve, Print And Add Documents from Open Stock Orders View
You can access the ‘Approval’ and ‘Add Documents’ options from the main Open Stock
Orders and on the ‘Recent Live orders’ or ‘Live Orders’ button tool bar:

● Add Documents
This button is available on the ‘Recent Live Orders and Live Orders button tool bar
as well as the individual View Order window. This option will be used later to
receive items.

● Blue Book
This is available on the ‘Recent Live Orders’ and can be used for printing the order
when the Order line is highlighted.

● Approval Button
An order can be approved from the ‘Live Order’ Tab once the order line is
selected, changing it to a status of ‘O’.

Receiving In Stock Order Items

Receiving in ordered stock items is done by entering in ‘Order Documents’ via the ‘Add
Documents’ facility.

● This button is available on the ‘Recent Live Orders’ ’ button tool bar as well as
the individual Live Order window.

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The ‘Add Documents for order’ window shown below is used to select ‘Delivery Note’
when receiving items in.

● Receipt voucher is selected.
● Doc No the delivery note is entered (tab across to the field).

Credit Note – used when returning parts to a supplier.
Receipt Voucher – used to add the delivery note number to the order.
Elimination – used to eliminate the quantity on order when the outstanding parts on an order are
no longer required. This could be following a return to supplier or when an order line has been only
part received.

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The system will automatically display the order lines confirming the Receipted status of
each order line.

● Include - The ‘Include All’ selection box can be used to automatically select all
the order lines – or the appropriate parts can be selected to ‘Include’ on the
receipt individually.

● Qty will default to the outstanding order qty for acceptance or amendment if part
received (note – it is not possible to ‘over receipt’).

● Invoice Cost - if the invoice cost is available at this stage then please enter the
relevant value

In the case of a part that is not being received within the delivery note then the ‘Include’ is
not selected for that part line. Parts movement records will also be created for each of the
received items.

When all the details have been entered one of the save buttons is pressed.

will save the details and leave the window open on screen.

will save the details and close the window.

Within the View Order window shown below you can see the order documents associated
for each part line and also the comparative figures for each order line with regards to:

● received qty
● returned qty

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The order will remain in Recent Live Orders and Live Orders until it is fully receipted.
However you can see what line has been receipted in this screen by highlighting the
Order line.

Receiving Up To Fully Delivered Status

Using the example from above, if this was only part receipted e.g. there was an
outstanding quantity of 1, then for the subsequent 2nd delivery another Delivery Note is
entered – the same process as previously.

The system will automatically populate the Qty cells with the outstanding quantity. Note –
it is not possible to over receipt.

Upon saving the details the system will display an information box confirming that all
ordered parts have now been received and the Order Status has been set.

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Looking at the Order window again we can see the Order Status has now changed to
‘R’eceipted.‘ ‘
The effect on the stock movements can be seen by going back to the main ‘Stock | Stock
Details’ view where the generated parts movements and the associated order details for
that particular part item are displayed.
Once an order has been fully received then the system will automatically set the Order
Status to Receipted and move to the All Closed Orders tab.

Returns to Suppliers

Returns to supplier of received stock items is done by entering in ‘Credit Note’ via the
‘Add Documents’ facility in the same manner as when entering in the delivery notes
previously.

Note: Firstly, we will need to change the status of the order back to ‘D’elivered
(fo●r when you are not expecting any further item(s)) or ‘O’rdered (used when
you are expecting a replacement item(s))

● the ‘Add Documents’ button is available on the ‘Recent Live Orders’’ button
tool bar as well as the Live Order window.

On selecting the ‘Add Documents’ button the following window will be displayed, select
the ‘Credit Note’ option from the drop down list:

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Enter:
● Doc No The internal returns note number is entered.

Using the tick-boxes, select the item(s) to be returned from the list of order lines and enter
the quantity to be returned.

● Include - The ‘Include All’ selection box can be used to automatically select all
the order lines – or the appropriate parts can be selected to ‘Include’ on the credit

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return individually.
● Qty enter the quantity being returned to the supplier (note – it is not possible to

‘return more parts than have been ordered and received to date).

●
When all the details have been entered one of the save buttons is pressed.

will save the details and leave the window open on screen.

will save the details and close the window.

Important Note: The status of the order determines how credit returns are handled
within Tranman:
If the order status is:
Outstanding – returned quantity is added to the field ‘Returned Qty’ and also added
to the ‘Quantity Outstanding’. The system assumes that the part(s) will be re-
receipted at a later stage.
Delivered – Returned quantity is added to the field ‘Returned Qty’ and the system
assumes that the part has been returned and will not be replaced.

The credit note details can now be seen in the order documents pane on the right-hand
side of the screen and the order detail records have been updated to reflect the returned
quantities entered.

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These details may also be seen on the Main Order summary view:

The effect on the stock movements can be seen by going back to the main ‘Stock | Stock
Details’ view where the generated parts movements and the associated order details for
that particular part item are displayed.

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

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Tranman Release 8
User Handout B:

Stores and Automatic
Reordering

3 - Automatic Reordering

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Automatic Reordering

The Automatic Reordering screen resides in the
TOOLS section of the system under Orders.

Clicking on the summary minimiser button on the Auto Parts Re-order view, will show
you the full screen version of the Stock for Re-order view

From here the user can see previously ordered parts and have the option to check if new
items require ordering.

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