HARDCAT ADMINISTRATOR

USER GUIDE

KZN PROVINCIAL TREASURY

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Administrator User Guide

Contents Page
1. Overview ………………………………………………………………..… 2
2. Hardcat Security ………………………………………………………….. 2
3. Maintaining Hardcat Users ………………………………………………... 3
3.1 Creating a new User …………………………………………………… 4
3.2 Users Not Properly Logged Out………………………………………… 8
3.3 Reset Disabled User…………………………………………………….. 9
4. Modify Codes …………………………………………………………….. 10
5. Administration System Reports ………………………………………….. 13
5.1 Hardcat Catscan Unit Report…………………………………………... 14
5.2 Hardcat Log……………………………………………………………. 15
5.3 Hardcat System Log…………………………………………………… 15
5.4 Hardcat User Login……………………………………………………. 16
5.5 Hardcat User Permission………………………………………………. 16
5.6 Hardcat Users Report………………………………………………….. 17
5.7 Modify Codes Report………………………………………………….. 17
6. Administration General Reports ………………………………………….. 18
6.1 Attached Reports………………………………………………………. 19
6.2 Base Statistics Report………………………………………………….. 19
6.3 Regions………………………………………………………………… 20
6.4 Standard List…………………………………………………………… 20
7. Why can’t I log in? ………………………………………………….……. 20
8. Preset Classes and Presets ……………………………………………….… 20
9. Asset Types……………………………………………………………......... 22
10. Products…………………………………………………………………...… 24
10.1 Creating the Product Hierarchical…………………………………… 26
10.2 Adding A Product…………………………………………………… 27
11. Configuration Location Types………………………………………………. 29
11.1 Location Type Preset Questions…………………………………….. 30
11.2 Creating A Location Folder Hierarchy………………………………. 32
11.3 Adding A Location………………………………………………….. 34
12. Creating A Cost Centre Type……………………………………………….. 34
12.1 Cost Centre Preset Questions……………………………………….. 35
13 Creating People Types………………………………………………………. 37
13.1 People Preset Questions……………………………………………….. 39
13.2 Peoples List Configuration…………………………………………….. 40
13.3 Updating Peoples List…………………………………………………. 41
14. Creating A Supplier Type…………………………………………………… 43
14.1 Creating and Using Supplier Preset Questions………………………… 44
14,2 Updating Supplier List………………………………………………… 45

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Administrator User Guide
1. Overview

Hardcat User Administration

Any user with Administration privileges can maintain Hardcat Users. An Administration User can create users,
restrict access to certain areas of Hardcat, and deactivate users if necessary.

2. Hardcat Security
Hardcat has been designed to give additional levels of security over your asset management database on top of
the standard Network security. Hardcat Users with Administration privileges, known as Administration Users
control this.

The Administrator (amongst other things) will be responsible for setting up the following:

Security
Time out
Passwords

Purchase Orders
Order limits
Order description

Presets Configuration
Asset types
Cost Centres preset classes
Supplier preset classes
Asset preset classes
People preset classes
Location preset classes
Exporting: Locations
Cost Centres
Asset
People
Suppliers
Products

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3. Maintaining Hardcat Users

 From the File Menu, choose Administration, then Security.
 The left box lists all Users of Hardcat. The right box lists all Users currently logged into Hardcat, and
the date and time of log in. External users are displayed in blue.
 The ‘Reset’ button is used to reset Users who are still showing as logged into Hardcat but are not for
various reasons. See the section ‘Administration User’ for more details.
 You can also restrict access to Hardcat by reducing the Maximum Users. This restricts the number of
concurrent users that may access Hardcat at any point in time.

Click on File -> Administration -> Security

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3.1 Creating a New User

 To create a new user, click on ‘New’ from the Hardcat User Administration screen.
 The “Enter a new, unique Login” screen below is displayed

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 Type in the Persal Number of the new user as User Id and click on OK
 The “Details For User Screen” below will be displayed.

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 Hardcat Users must be chosen from the List of People in Hardcat. To choose a Person click on the
‘People’ button and choose your new User. You may be required to create a new Person at this point.
 Enter the password. The Password can be up to nine (9) characters and is initially set by the System
Administrator. The User can change this at a later stage by using the New Password function on the log
on screen.
 The Active User key allows the System Administrator to deactivate a User at any stage.
 Uncheck Password Never Expires box
 Check/Tick CatScan User box if the user will be using Scanners
 Allocate Access levels as per the functions performed. Access Levels for this User allows you to restrict
access to certain areas within Hardcat. There are 4 options to choose from the drop down menus:
N = None
R = Read only
RA = Read/Amend
RAD = Read/Amend/Delete
 Users can be set up to start at different Menus in Hardcat from the Log-In Menu. From the ‘Start At’
field, using the drop down menu, the administrator can select the Users designated starting point.

 Click ‘OK’. The new user will now appear in the list of users.
 If you are setting up several users with exactly the same access levels, you can use the Copy feature to
Copy one user's details across to another new user, changing the User Name and Password as necessary.
 If you use the Copy feature to create a new user, you will be required to Edit that new user and choose
the appropriate Person from the List of People.
 The System Administrator can Edit details of a user by selecting Edit. You cannot edit a User that is
currently logged into Hardcat.

Details For User Options

Select the Options button from within the Details For user Screen, from here you will be able to set additional
user security access levels.

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 A Purchasing Authority limit may be enabled for a User who utilises the Purchasing Module.
This option interacts with the Purchasing Module

 option settings. If a limit is enabled to a specified amount, the User cannot confirm a Purchase
Order Above this amount.
 Can Change Asset Preset Classes will enable users the ability to change an assets preset class.
 Can change Asset Preset Class check box if selected will enable Hardcat users to edit an assets
Preset Class.

A User cannot be deleted from HARDCAT if they have made any changes to the system. If you try to delete a
User, a warning will appear telling you that the User is associated with log records and will be deactivated.
We recommend that you make the User inactive by turning off the Active User flag in the User Details screen.

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3.2 Users Not Properly Logged Out

Occasionally users may not be logged out of the database properly, potentially preventing the user from logging
back into the Hardcat system. This can occur when a user's machine crashes (i.e. due to a power failure) since
the user does not get a chance to log off. The Admin User Log-in is used to reset these Users. This is the only
login that can reset Users.

The following steps are required to reset a user:

 Log in to Hardcat using the User ID of ‘Syscon/ADMIN’
 Click on File->Administration->Security
 Highlight the User ID from the right hand side.

 Click on the button.

 You will be asked if you wish to reset the user. Choose YES.
 Click Close and log out of Hardcat by selecting File, Exit.

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3.3 Reset Disabled User Account(Failed Login Attempts =3)

1.Select File->Administration->Security

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NB: The disabled user will be displayed Magenta colour
 Select the disabled User Account and Click on Edit

 Click on the button(Failed Lon In Atttempts will change to “0”)

 Check on the Modify Password checkbox
Type in the new password in the Password field
6. Click Ok

4. Modify Codes
The Modify Codes feature facilitates the changing of entity codes in Hardcat. This function also allows users to
merge entities. Eg A Product may have a similar description
to another Product, later it is discovered that they are the same. There would be no point in having two identical
entities within Hardcat. If you are merging entities all preset data of the entity that is to be merged will be lost.

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 From the File menu, select Administration followed by the Modify Codes option.

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 Select entity type you wish to amend. Eg Location, Suppliers. Cost Centres, People or Products by using
the radio buttons then click the New button.
 By clicking on the Old Code button will bring up the selected entities structure eg People list or
Locations. Navigate to the entity you with to make adjustments to.

 The entities details will appear below the Old Code button, make the necessary adjustments below the
New Code button then click Save. The changes will now be displayed in the list of adjustments to be
implemented. Continue to make further adjustments to other entities by repeating steps 2 to 4.

The entity you are modifying may already be created within Hardcat. Eg A Product may have a similar
description to another Product, later you discover that they are the same

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product. There would be no point in having two identical entities within Hardcat so the Modify Codes function
allows you to merge the two Products together.

When you use the Code Modification dialog to change or consolidate Product Codes all Assets or Stock that
reference this Product are changed as well. For Assets the Asset Type and Description are also changed to
those of the new Product. Stock Types
And Descriptions of relevant Stock are not changed.

If the Asset Type on the Product is blank then no change is made to the Asset Type of the relevant Assets.

1. Once you are satisfied with all the changed made click Run and all the amendments will take
effect.

If you wish to modify a large quantity of codes and descriptions it may be easier to utilize the import function.

5. Administration System Reports

Hardcat generates a number of system reports that make up the system's audit trail. They can be useful in
tracking changes made to assets within your system as well as who performed them and when.

 From the file menu, choose Administration.

 Click on Reports

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5.1 Hardcat CatsScan Units Report – List of Registered Scanners with their Unit Ids

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5.2 Hardcat Log –Report of audit log per functional area

5.3 Hardcat System Log – Report on all System entries

Hardcat
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5.4 Hardcat User Logins – Report on User Logins

5.5 Hardcat User Permission

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5.6 Hardcat Users Report –Report on all system users and their rights

5.7 Modify Codes Reports – Reports of all Modified Codes

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6. Administration General Reports

Hardcat also has a number of general reports as well. As these reports may cover multiple areas of Hardcat, they
are on a separate menu for selection.
 Select General from the drop down list of Report Areas.

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6.1 Attached Files

6.2 Base Statistics

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6.3 Regions

6.4 Standard List

7. Why can't I log in?

It may be that the last time you logged in to Hardcat, you did not exit properly or your machine crashed. The
database may still register you as being logged in therefore; you will not be able to log in until you reset
yourself. The admin user login is used to reset users and is the only login that can do so. Once you log in as the
admin user with User ID as ‘ADMIN’ and the password ‘USER’, this takes you directly to the security options
where you can highlight your user login and click on reset. See the section ‘Administration User’ for more
details.

The user with full administration rights will be responsible for the following configuration:

8.Preset Classes and Presets

The term ‘asset presets’ in Hardcat is used to describe user-defined attributes that are assigned/given to assets of
a specific preset class. In this way, a ‘preset class’ denotes a
set of preset questions. To configure asset presets and questions, Click on Configuration->Asset Preset Classes-
>New->Capture Preset Name->Enter Preset questions

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The example asset shows preset questions such as ‘Memory’, ‘Hard Disk’ and ‘BIOS’.

If a Preset Class is provided for an Asset Type then all Assets subsequently created with that Asset Type will be
initially created with this Preset Class, i.e. the preset class will be the default preset class associated with that
Asset Type. However, as the Preset Class is linked directly to the Asset, it can be changed at any future time.
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The change of a preset class associated with an asset can be done manually or via import, however, please
ensure that no data is lost when adjusting an Asset Preset Class.

Here presets can be edited or new presets can be defined, with optional default values. Further, a preset
question may be defined as ‘Restricted’. A restricted preset implies that
only Hardcat users with full Administration rights can edit the value contained in this preset.

9.Asset Types
To configure Asset Type information, select ‘Asset Types’ from Hardcat’s ‘Configuration’ menu.
The list of Asset Types comprises a list of Asset Type folders and a list of specific Asset Types associated with
the active Asset Type folder.

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The folder structure itself may be edited by selecting ‘Edit Folders’. In ‘Edit Folders’ mode, shown below,
users are able to create, edit and move folders to configure and customize their Asset Type structure.

To edit or create specific Asset Types, return to the Asset Type list by clicking ‘OK’. Here the user can select
‘New’ or ‘Edit’ to respectively create or edit an Asset Type. Note that only specific Asset Types, not Asset
Type folders can be edited in this mode.

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When creating a new Asset Type, a unique name must be entered. Some information specific to depreciation
and maintenance of an asset is also attributed to an Asset Type. A Maintenance class may be assigned using the
Maint. Class button; this relates to the Maintenance Module, if enabled within your Hardcat System. The Dep.
Class button relates to the Depreciation Module and allows you to select a default Depreciation Class for the
Asset Type.
A preset class may optionally be designated to an Asset Type. If preset information is not required about assets
of this type, it is recommended that no preset class be assigned.

10.Products
Predefined Products are created to reduce the data entry time in Hardcat. All Hardcat modules, with the
exception of Depreciation, utilise this Product Catalogue. Creating a product in Hardcat simplifies the ordering
process of new assets and Stock Items in the Purchasing and Stock Modules. The Product is used in the Base
and Barcoding modules to create the description of the asset. In the Help Desk and Maintenance modules,
Products are used to determine the parts required for Maintenance Tasks or Help Desk fault repairs.

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Predefined Products allow you to establish commonly ordered Products with standard information, which
includes Supplier, Unit Cost, Tax Applicable, Warranty details etc. This promotes the fast and efficient ordering
of commonly purchased products by selecting them from a list, also known as a Product Catalogue, rather than
manually entering repetitive information. Predefined Products will also assist staff members in determining
which products are ordered from which Suppliers, utilising the preferred Supplier option.

How Are Asset Types different to Products?

In Hardcat, Asset Types can include Desktop PCs, Laptops and Chairs. The analogy for Products is that
products are featured in a product catalogue and they do not exist in an organisation unless they are purchased
and these products become assets, or stock in the Hardcat database.
Hardcat uses Products to facilitate the creation of assets and the naming or the description of an asset.

The structure of asset grouping is defined by your organisation’s information requirements. For
example your IT department may want to know the number of Desktop Computers and Printers in
your organisation. Therefore we create an Asset Type Folder called Computer Equipment. Under
this two Asset Types are created, Desktop Computers and Printers. Another requirement may be to
list each brand/model/product of Desktop Computer and Printer. In this
case each brand/model/product purchased by the organisation is set up as a Product.

An example of this scenario in Hardcat is represented below:

Asset Type Folder: Computer Equipment
Asset Type: Notebooks
Product: HP Omnibook XE3L Notebook

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10.1Creating the Product Hierarchical Structure
The list of Products is comprised of a list of Product folders and a list of specific Products associated with the
active Product folder. The image of folders, as used in the Windows™ programs demonstrates this. See
example below.

 The + sign beside a folder name indicates that folder levels below exist.
 The - sign beside a folder name indicates that the lower level folder(s) are shown.

To edit the folder structure of the Product catalogue:

 Select Lists, Products, or press CTRL-R or click on the Product Icon.
 Click on the ‘Edit Folders’ button.

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 In ‘Edit Folders’ mode shown, users can create edit and move folders to configure and customise their
Product Structure.
 Click on the NEW button, with the cursor on the selected parent or higher level folder.
 Enter the Product Folder Code over ITEM #
 Enter the name of the Product structure over <untitled1>
 Enter any further levels as required, by repeating steps 4 - 8.
 Click on the OK Button to return to the Product screen.

10.2 Adding A Product

Now that the Product hierarchy has been defined, the Products can now be added.
 Select Lists, Products or press CTRL-R or click on the Product icon.
 Select the correct hierarchical structure (folder) for the new Product.
 Click on the New button.

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 Hardcat will prompt you with a unique product code, depending on Options selected you may or may
not be able to override this code. For further information on Options, please refer to Global Options
within this file/document.
 Enter the name of the Product.

 Select the Supplier by clicking on the Supplier Button, which takes you to the standard List of Suppliers
screen.
 Select the Alternative Supplier by clicking on the Alternative Button, which also takes you to the
standard List of Suppliers screen.
 In the Supplier’s Part Number box, enter the Supplier’s Part Number, if available.
 If known, enter the barcode of the Product in the Barcode Box.
 Enter the Brand of the Product in the Brand Box.
 In the Buy Price Box, enter the purchase price of the Product.
 In the Sell Price Box, enter the selling price of the Product.

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 If there has been another tax rate configured, click on the button and select the appropriate tax rate.
 Click on the Create tab to record further information about the Product. (Please refer to Creating Assets
or Stock from Products below)

11.Configuring Location Types

Location Types determine the User Defined Preset Questions/fields that appear on each location record. If you
are using Hardcat to create Purchasing information for Assets or Stock, you may have specific delivery
locations that require further information (other than Location Description). If you are not using Purchasing,
you may have only one location type, or possibly not even use this field.

 From the Configuration Menu, choose Location Types.

 Click on New.
 Click on the Code Box, then enter in a code or use the system default.
 Click on the Description Box, and then enter in the Location Type.
 Click on OK to confirm.

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11.1Location Type Preset Questions

 From the Configuration Menu, choose Location Types.
 Ensure the required Location Type is highlighted then click on Edit.
 Click on Presets.
 Click on New.
 In the Prompt to Display Box enter the Question you wish to appear regarding this Location Type.
 Click on the Default Value Box to enter a default response to a preset question if known / required.

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 Click OK.
 To change an existing Preset question, highlight it, click on Edit and then click OK when the changes
are complete.
 The position of the preset question can be moved to suit your information requirements using the Move
arrows. Click on the preset question to highlight.
 To delete an existing Preset question, highlight it and then click Delete.

11.2.Creating the Location Hierarchical Structure

Locations represent the physical areas of your organization. A hierarchical structure based on folders should be
used to split locations into more manageable groups and allow
for ease of reporting. A building may be grouped into different floors, with the rooms/areas or workstation
numbers being the actual locations. This will allow assets contained on a floor or within a building to be
reported on easily. By attaching assets to one of these locations the recording of asset movement is possible.

To edit the folder structure of the Locations:

 Select Lists, Locations, or press CTRL-R or click on the Location Icon.
 Click on the ‘Edit Folders’ button.

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 Click on “Edit Folders” button

 In ‘Edit Folders’ mode shown, users can create edit and move folders to configure and customize their
Location Structure.
 Click on the NEW button, with the cursor on the selected parent or higher level folder.
 Enter the Location Folder Code over ITEM #
 Enter the name of the Location structure over <untitled1>
 Enter any further levels as required, by repeating steps 4 - 8.
 Click on the OK Button to return to the Location screen.

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11.3Adding A Location
 From Location screen, select the Location from Location Folder

 Click on New

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Hardcat will prompt you with a unique product code, depending on Options selected you may or may not be
able to override this code. Click on OK

Enter the name of the Location.

Click OK

12.Creating a Cost Centre Type

 From the Configuration Menu, choose Cost Centre Types.
 Click on New.
 Click on the Code Box, then enter in the Cost Centre Type Code, or accept the system default.
 Click on the Description Box, then enter the Cost Centre Type description.
 Click on OK to confirm.

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12.1 Cost Centre Preset Questions

 From the Configuration Menu, choose Cost Centre Types.
 Ensure the required Cost Centre Type is highlighted then click on Edit.
 Click on Presets.

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 Click on the New Button.

 In the Prompt to Display Box, enter the Question you wish to appear regarding this Cost Centre Type.
 Click on the Default Value Box to enter a default response to a preset question if known / required.
 Click on OK.
 To change an existing Preset question, highlight it and click Edit, then click OK when the changes are
complete.
 The order of the preset question can be moved to suit your information requirements using the Move
arrows. Click on the preset question to highlight.
 To delete an existing Preset question, highlight it and then click on Delete.

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13.Creating People Types

From the Configuration Menu, choose People Types.

 Click on New.
 In the Code Box enter in the Person Type Code (this information may be available from your HR
system) or use the system default.
 Click on the Description Box, then enter in the Person Type description.
 Click on OK

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13.1 People Preset Questions

 From the Configuration Menu, choose. People Types.
 Ensure the required Person Type is highlighted then click Edit.
 Click on Presets.

 Click on New.
 In the Prompt to Display Box, enter the Question you wish to appear regarding this Person Type.
 Click on the Default Value Box to enter a default response to a preset question if known / required.
 Click OK.
 To change an existing Preset question, highlight it and then click Edit, when the changes are complete
click OK.
1. The position of the user defined preset questions can be moved to suit your information
requirements using the Move arrows. Click on the preset question to highlight.

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13.2 Peoples List Configuration

Assigning assets to people within the HardCat database means that the responsibility of an asset is attributed to
that person. This is specifically designed to track attractive and
portable items including laptops and mobile phones. People can be configured in a hierarchical structure in
exactly the same way as locations and Cost Centres.

The person structure is also imperative for HardCat Users, as it details a complete history of an assets and who
made any adjustments or updated records.
It is recommended that an Employee list from HR, a phone list, or a Login ID list are used to create the people
records.

13.3 Updating Peoples List

 Select Lists, People, or press CTRL-P or click on the People Icon .

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 Select the Folder Name from the Peoples Hirachy

 Ckick OK

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 Hardcat will prompt you with a unique people code, depending on Options selected you may or may not
be able to override this code. Click on OK

 Enter the name of the Person and complete other fields

 Click OK

14. Create A Supplier Type

 From the Configuration Menu, choose Supplier Types.

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 Click on New.
 In the Code Box, enter the Supplier Type Code or accept the system default.
 Click on the Description Box, and then enter in the Supplier Type Description.
 Click OK.

Creating and Using Supplier Preset Questions

 From the Configuration Menu, choose Supplier Types.
 Ensure the Supplier Type is highlighted then click Edit.
 Click Presets.

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 Click New.
 In the Prompt to Display Box, enter the Question you wish to appear regarding this Supplier Type.
 Click on the Default Value Box to enter a default response to the preset question if known / required.
 Click OK.
 To edit an existing Preset question, highlight it, click Edit, and then click OK when the changes are
complete.
 The position of the preset question can be moved to suit your information requirements using the Move
Arrows. Click on the preset question to highlight.
 To delete an existing Preset question, highlight it and then click on Delets.

4.1. Updating Suppliers list

Select Lists, Suppliers, or press CTRL-S or click on the Suppliers Icon

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From the List of Suppliers Screen below, Click on New

Form the Screen below, enter Supplier Name and other details
Click on OK

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