M5900 Portable Data Terminal

The M5900 Portable Data Terminal is an ultra-versatile, high-performance barcode reader that is easy to use. To set up this data terminal for use with the RTA Fleet Management Program, follow these few simple steps.

Do Not Plug the USB Cable into the Data Terminal at this time!

Step by Step guide

Windows Setup:
  • Insert the M5900 CD into the PC’s CD Drive. The current files on the CD should come up automatically. If not click on My Computer or Computer icon, on your desktop and select your CD or DVD Drive.
  • Double click the Setup folder.
  • Double click the “setup.msi” file.

The Setup Wizard will appear.

  • Click Next.

  • Change to “End User Mode...”

When installing software. This will create the communications connectivity between the M5900 and the Computer using the USB cable. This will need to be installed on each PC terminal that will use the M5900.

  • Click “Next”.

The program will default to installing the program in C:\Program Files\AML folder. RTA recommends checking the “Everyone” button.

  • Click “Next”.

  • Click “Next”.

While at this screen it’s important to turn on the M5900 and plug it into the USB cable.

This will assign the M5900 to your computer’s USB port.

  • Click Close.

  • Click “Close” to finish the software installation


After installation of the software and the M5900 is connected with the USB cable, the computer will recognize the handheld and you will see the icon appear in the taskbar.

PC Setup:

PC Setup:

For each computer that will download data from the M5900, it must have a directory called: C:\TEMP

If the PC already has that directory, the users will need permissions for the directory to Modify, Read, Write, Execute.

If the PC does not have the directory, one will need to be created, and users need permissions to the directory.

The M5900 is programmed to download all data files to the C:\TEMP directory, it MUST exist.

Running the Programs on the M5900:

Running the Programs on the M5900:

To access the handheld programs,

  • Using the arrow keys on the keypad, highlight “Run Program” at the top of the screen, then press either “ENTER” key.

  • Using the arrow keys on the M5900, highlight the program name and press the “Enter” key to access it.

The M5900 will allow you to have multiple data files for a single program.

For example, when performing an inventory count, you may have multiple stocking areas. You can create a data file for Stocking Area A, and create another data file for Stocking Area B.

If no files exist, you will be prompted to "Create New"

  • Highlight "Create New”
  • press the “Enter” key.

  • You will be prompted to enter a name for this data file. You must type a name to identify this data file. This is an alpha/numeric field, you can type numbers and/or letters. (Tip: Keep the names simple).
  • After typing the name press the <Enter> key. You will be taken into the program.
  • Follow the prompts on the screen for the program you choose.

  • If other files exist for the program, the data files(s) will appear under the “Create New” line.
  • You can arrow down to the existing data file and press the <Enter> key to add to this file. It will begin where you left off, or select “Create New” and enter a new name for this data.
Uploading Data from the M5900 to a Computer

Uploading Data from the M5900 to a Computer:

  • Right click the icon in your computer’s system tray.
  • Choose the “Receive Files” option.

  • The File Transfer window will appear.

  • From the M5900 main menu, arrow down to “Program Mgmt” and press the “Enter” key.

  • Select “Send Data to PC”, and press the “Enter” key.

  • Select “Send Data Files” and press <Enter>.

  • Select the program containing the data you need to download.

  • If more than one data file exist for the program, use the arrow keys to highlight the file and press <Enter> to upload.

****DO NOT select “SEND ALL”, if more than one data file exists for a program!****

****If you do, each data file uploaded will overwrite the prior data file!****

  • If more than one data file exists in a program, you must process EACH data file separately in RTA, before uploading the next data file.

For example in the image above: In the M5900 Parts Inventory program, there are two data files, “A1” and “A2”. Select one or the other of the data files to process first.

If "A1” is selected first, upload this file, then go into RTA and run the Tricoder Parts Inventory (PC) program.

After completing the data for “A1” in RTA, Go back into the M5900 and upload data file “A2”, then in RTA run the Tricoder Parts Inventory Program (PC) and complete the process for the “A2” data.


  • When the upload is finished. Press any key to exit.
  • The data file is uploaded to C:\TEMP

Uploading Data into RTA

Uploading Data into RTA:

Below is typical of the upload screens in RTA for the handheld.

  • This example is using the Tricoder Inventory Program (Parts→TriCoder Entry or PC).

  • Use M5900 text file: Check this box if you’re downloading from the M5900.
  • File Name: Change the path to C:\TEMP\(filename).csv.
    ****Note: The M5900 automatically uploads the data files to C:\TEMP. If you have moved the file to another location, you must enter the path of the new location in this field.****
  • Click “OK”. RTA will start processing the data file.
  • Follow the prompts on the screen in RTA to finish processing the data.


Deleting or Erasing Data Files from the M5900:

Deleting or Erasing Data Files from the M5900:

Uploading data from the M5900 does not delete the file, nor are you prompted to delete the file after uploading.

The data files remain in the M5900 until you delete them.

The following instructions are how to delete the data file(s) from a program.

****Note: It is recommended that you delete the data files from the M5900 when processing is completed, so not to run out of memory.****


  • From the main menu in the M5900, highlight “Program Mgmt”
  • Press the “Enter” key.

  • Select “Erase a Data File”
  • Press the “Enter” key.

  • Select the program containing the data file you want to erase
  • Press the “Enter” key.


  • You will be prompted to select a data file to erase.
    1. If you have multiple data files for this program, and want to erase all of them, highlight “Erase ALL” and press the “Enter” key.
    2. If you have multiple data files and do not want to erase all of them, highlight the one to erase and press the “Enter” key.


Setting Date and Time

Setting Date and Time:

It’s very important to verify and/or change the date and time to your time zone.

All data at the time it’s entered in the M5900 is time stamped with the M5900’s date and time.

When the data is uploaded into RTA, RTA uses the date and time that it was time stamped, therefore it’s important that these dates are correct.

  • From the M5900’s main menu, select “Settings”,
  • Select “Set Date and Time”.
  • Change your date and/or time accordingly,
  • Select “Save”.
Non-Portable Mode

Non-Portable Mode:

Non-Portable mode allows the user to connect the M5900 to the computer with the USB cable, and when a barcode is scanned the handheld transfers the data to the PC, where the cursor is residing, simulating a keyboard entry.

You can access Non-Portable mode with either the M5900 Program Generator software or Softcom32 software (optional). Below is instructions using Softcom32.

Initializing Non-Portable Mode -

  1. Turn the M5900 on and plug it into the Computer with the USB cable.
  2. On the M5900, highlight “Tool/Utils” and press the "Enter" key.
  3. Highlight “Non-Portable Mode and press the "Enter" key.
  4. In the computer taskbar, right click on the M5900 icon.

  5. When the following window appears, select “Run in Non-Portable Mode.


The M5900 is now in non-portable mode. You can scan barcodes and the barcode numbers will appear where the cursor is flashing, on

the Computer screen and on the M5900 screen.


Exit Non-Portable Mode -

  • To exit Non-Portable Mode, on the M5900, press the “Esc” key, located at the lower left corner of the keypad.


  • On the Computer, right click the M5900 icon in the Taskbar and select “Stop Non-Portable Mode”.

M5900 Data Collection Programs

The M5900 handheld comes pre-loaded with the RTA data collection programs, all options are documented below.

These programs are used to capture hundreds of data transactions, which can then be uploaded into the RTA system.

To access the programs and collect data, see the previous section above entitled “Running the Programs”, if more instructions are needed.


 FUELING

The Fueling program is used to collect fuel data at your fuel island. Rather than logging the fuel information on a paper form and then manually entering it into the RTA system, the data is entered into the M5900 and then uploaded into RTA.

The Fueling program prompts for the following data:

● Vehicle Number ● Odometer reading ● Pump Number ● Quantity (fuel quantity pumped)

Uploading data:

To upload the collected fuel data into RTA, connect the M5900 to the host computer and upload the data (see the previous section “Uploading Data from the M5900 to a Computer”, if more instructions are needed). Reminder: The M5900 always uploads the data file to C:\Temp on the PC the USB cord is plugged into. In the RTA system, select the TriCoder Input menu option (FFT) or if using Navigator, under the Fuel Tab, select Tricoder Fuel Input. Answer the screen prompts and check the box “Use M5900 text file”, then in the “File Name” field change the directory to C:\temp\tcfueling.csv, and choose OK. The update window will open and the data process will begin.

 TRICODER FUELING, OIL, AND TRANSMISSION FLUID

This program, along with fueling vehicles from your pumps, will also let the user post oil and transmission fluid to vehicles. The oil and transmission fluid cost are posted to the vehicle and the quantities are deducted from your inventory. With this program, the oil and transmission part numbers are pulled from the vehicle’s fluid screen (MVM). If no part is found there, the prices from the defaults in SSF lines 34 and 36 will be used.

The program prompts for:

● Unit Number ● Meter Reading ● Pump Number ● Fuel Quantity ● Oil Quantity ● Transmission Fluid Quantity

An Exception Report can be printed if any errors are encountered. Examples of messages and action needed:

Fuel Usage: Information only; all files are updated from the transactions.

Miles High Odometer Updated: Information only; the vehicle meter is updated.

Miles Excessive Update Odom: Appears when the meter reading from the Handheld exceeds the meter reading in the RTA system by too many miles. Verify the meter reading and, if the reading from the TriCoder is correct, you’ll need to manually update the vehicle

in RTA (FFQ) to avoid getting this message on the next upload.

Manually Update Odometer: Indicates the meter reading from the TriCoder is less than the reading in RTA.

Vehicle not Found: Indicates the vehicle# does not exist in RTA and no transaction was written.

Oil Part not Found ~ or ~ Trans Part not Found: Indicates the part number from the corresponding field in the Vehicle Fluid screen was not found in the part file.


Uploading data:

To upload the collected fuel data into RTA, connect the M5900 to the host computer and upload the data (see the previous section “Uploading Data from the M5900 to a Computer”, if more instructions are needed). Reminder: The M5900 always uploads the data

file to C:\Temp on the PC the USB cord is plugged into. In the RTA system, select the TriCoder Input menu option (FFT) or if using Navigator, under the Fuel Tab, select Tricoder Fuel Input. Answer the screen prompts and check the box “Use M5900 text file”, then

in the “File Name” field change the directory to C:\temp\tcfuelot.csv, and choose OK. The update window will open and the data process will begin.

 TRICODER FUELING, OIL, TRANSMISSION FLUID, AND ANTIFREEZE

Same as the program above with two exceptions: this program prompts for antifreeze in addition to the two other fluids; and this program does not use the prices from the parts inventory nor update the part quantity on hand. The prices to post are setup in the Fueling Parameters screen (SSF), lines 33-36.

To upload the collected fuel data into RTA, connect the M5900 to the host computer and upload the data (see the previous section “Uploading Data from the M5900 to a Computer”, if more instructions are needed). Reminder: The M5900 always uploads the data

file to C:\Temp on the PC the USB cord is plugged into. In the RTA system, select the TriCoder Input menu option (FFT) or if using Navigator, under the Fuel Tab, select Tricoder Fuel Input. Answer the screen prompts and check the box “Use M5900 text file”, then

in the “File Name” field change the directory to C:\temp\tcfloaa.csv, and choose OK. The update window will open and the data process will begin.

 ODOMETER UPDATE

This program is used for updating vehicle meter readings. It’s perfect for walking the yard to record the latest vehicle meter readings or collecting all meter readings at month-end.

User Programs, Menu Setup (SRS):

This program needs to be accessed from the User Programs custom menu.

User Programs are set up in screen SRS.

Select an open available line.

Menu Title: Type a menu name, such as “Tricoder Odometer Update”

Program Name: type in sslvehin.cob

Security: Leave it at zero.

Flag: Leave the field blank.

Click the <OK> button to save and exit. You will now find the program in (SR).

M5900 data collection:

The Odometer Update program prompts for:

●Vehicle Number ●Odometer Reading

Uploading data:

To upload the collected odometer data into RTA, connect the M5900 to the host computer and upload the data (see the previous section “Uploading Data from the M5900 to a Computer”, if more instructions are needed). Reminder: The M5900 always uploads the data file to

C:\Temp on the PC the USB cord is plugged into. In the RTA system, select the TriCoder Input menu option (SR). Answer the screen prompts and check the box “Use M5900 text file”, then in the “File Name” field change the directory to C:\temp\tcodom.csv, and

choose OK. The update window will open and the data process will begin. The entries can be checked by the reports printed after the upload is finished: Odometer Exceptions Report and the Yard Vehicle Inventory Report.

 VEHICLE WASH

This program will allow the user to enter the vehicles washed into the M5900 and then downloaded into RTA.

Setup:

Cost Setup MVC/18:

Add the cost of the washes in the Vehicle Class Codes (MVC/18)

Two fields exist in the Class Code screen: Wash rate 1 and Wash rate 2 (Wash rate 1 could be the cost of an exterior wash, Wash rate 2 could be the cost of an exterior and interior wash).

Click the <OK> button to save and exit.

M5900 data collection:

Select the program “VEHICLE WASH”. You will be prompted for:

● Unit Number ● Meter Reading ● Wash Number

Meter Reading is not required, you can by-pass the meter reading by pressing the <Enter> key and RTA will default to the vehicles current meter reading in the system when processing.

Wash Number: Enter either 1 or 2. This will tell the System which wash cost to charge to the unit. 1=Wash rate# 1 and 2=Wash rate# 2 in the Class Code screen (see Cost Setup, above)


**Note: The M5900 will remember the last wash number you’ve entered, so you will not need to type the same number over again for the next transaction. If the wash number changes, clear the field, by pressing the <׀ Backspace key on the M5900 and reenter the number.

The Wash Program will then repeat itself, prompting you for the next vehicle number.

The Handheld can be turned off at any time and when turned back on, will pick up where you last left off.

Uploading data:

To upload the collected vehicle wash data into RTA, connect the M5900 to the host computer and upload the data (see the previous section “Uploading Data from the M5900 to a Computer”, if more instructions are needed). Reminder: The M5900 always uploads

the data file to C:\Temp on the PC the USB cord is plugged into. In the RTA system, select the Tricoder Wash Upload menu option.


(VWT). Answer the screen prompts and check the box “Use M5900 text file”, then in the “File Name” field change the directory to C:\temp\tcvhwash.csv, and choose OK. The update window will open and the data process will begin.

Caution: Downloading the same data twice will cause double postings of the washes!

Exceptions Report:

RTA may print an exceptions report if errors are found in the download. Typical errors are:

Class code not found: Vehicle does not have a Class Code in the vehicle screen (MVM), or the Class Code in the vehicle screen does not exist in the Class Code file (MVC).

No cost found for class code: The wash rate for that Class Code does not have a cost.

Odometer out of range: Meter reading exceeded the system’s maximum allowable mileage range; the meter will not be updated.

Odometer less than current: Meter reading is less than the vehicle’s current reading.

Vehicle not found: Vehicle number does not exist in the System.

 PARTS INVENTORY

The Inventory program is used to simplify and speed up the process of doing physical part inventories and cycle counts and can update the parts with the new count.

The Parts Inventory program prompts for :

● Part Number ● Quantity (physical count)

Uploading data:

To upload the collected parts inventory quantities into RTA, connect the M5900 to the host computer and upload the data (see the previous section “Uploading Data from the M5900 to a Computer”, if more instructions are needed). Reminder: The M5900 always

uploads the data file to C:\Temp on the PC the USB cord is plugged into. In the RTA system, select the TriCoder Entry menu option (PC). Answer the screen prompts and check the box “Use M5900 text file”, then in the “File Name” field change the directory to

C:\temp\tcinv.csv, and choose OK. The update window will open and the data process will begin.

A Variance Report will print prior to being prompted to update inventory.

 INVENTORY BIN

The Inventory Bin program is used to update/change your parts bin locations.

The Inventory Bin program prompts for:

● Part Number ● Bin Number

Uploading data:

To upload the collected parts bin numbers into RTA, connect the M5900 to the host computer and upload the data (see the previous section “Uploading Data from the M5900 to a Computer”, if more instructions are needed). Reminder: The M5900 always uploads

the data file to C:\Temp on the Host PC. In the RTA system, select the TriCoder Bin Update menu option (STPT). Answer the screen prompts and check the box “Use M5900 text file”, then in the “File Name” field change the directory to C:\temp\tcbin.csv, and

choose OK. The update window will open and the data process will begin. A report will print showing changes.

 PO PARTS RECEIVED

The Received PO program is used to update Purchase Orders in RTA. As the parts come in, they can be entered/scanned in the M5900 and uploaded into RTA. The PO lines are updated and the PO is closed. (PPT)

M5900 Data Entry:

The PO Parts Received program will prompt for the following:

● PO Number ● PO Extension Number (optional) ● Invoice Number ● Part Number ● Quantity Received ● Price (optional)

M5900 RTA Installation Instructions.doc 1/29/2014 – Ron Turley Associates – Windows Installation Instructions - Page 11

PO Number: (PO# must exist in RTA),

PO Extension Number: is optional and is bypassed. To access the field, pressing the UP arrow key▲, will move the cursor back up

to this field.

Price (optional): You may enter through this field. If no price is entered, RTA will default the current vendor price.

The M5900 will then prompt repeatedly for Part Number, Quantity, and Price, for all parts that have the same PO# and Invoice #. To start another PO number or invoice number, press and release the Func & F8 keys in succession and the prompts will start at the

beginning (PO# field).

Uploading data:

The purchase orders must be created in the RTA system prior to uploading the parts received from the M5900.


To upload the collected parts received into RTA, connect the M5900 to the host computer and upload the data (see the previous section “Uploading Data from the M5900 to a Computer”, if more instructions are needed). Reminder: The M5900 always uploads the data file to

C:\Temp on the PC the USB cord is plugged into. In the RTA system, select the TriCoder Receive POs menu option (PPT). Answer the screen prompts and check the box “Use M5900 text file”, then in the “File Name” field change the directory to C:\temp\tcporcvd.csv,

and choose OK. The update window will open and the data process will begin. An Exception Report will be created and should be printed if there are any errors. The report lists parts that were not found in RTA, or parts not on the PO, or the PO# did not exist. These may have to be entered manually in the RTA system in PPC.

Notes:

If a higher quantity received is input into the M5900 than is on-order in the PO, the higher quantity amount from the M5900 will be used.

If a lower quantity received is input into the M5900, the remaining quantity on the PO will be placed on back-order.

If no price is input into the M5900, the price on the PO line will be used.

If a different price is input into the Handheld, the price from the M5900 will be used.

If Lot quantities are used on a PO line, the Lot quantity should be entered into the M5900. For example, if you order 1 case of 12 filters at $4 each; using a Lot of 1 @ $48.00, you would input a quantity received of 1 into the M5900.

 WORK ORDERS

This program allows you to create new work orders and post parts, labor, and tires; or post to existing work orders.

M5900 Work Order Entry:

Work Order? Prompts if Work Order was the correct program selected

N=New WO, E=Existing WO Prompt if creating New WO# or Posting to Existing work order.


***NEW WO***

(Selecting New Work Order by pressing N key, you will get these prompts)

Enter Vehicle Number

Enter Meter Reading

Enter VMRS Code (6-digits)

Enter Line Type code 1-10 (check, repair, replace, etc)

Enter type of posting: 1=Parts 2=Labor 3=Tires 4=New Line 5=EXIT.

New Line will take you back up to VMRS Code Prompt to add another line. Exit takes you to New/Existing WO prompt.


(Parts)

Enter Part Number or <Enter> Prompts for Part Number or leave blank and press the <Enter> key to return to Parts/Labor/Tire/Exit prompt.

Quantity After Quantity is entered it returns to Part Number prompt.

(Labor)

Enter Mechanic Number or <Enter> Prompts for Mechanic Number or leave blank and press the <Enter> key to return to

Parts/Labor/Tire/Exit Prompt.

Enter Hours Worked After hours are entered it returns to Mechanic Number prompt.

(Tires)

Enter Tire Number or <Enter> Prompts you for Tire Number, or leave blank and press the <Enter> key to return to

Parts/Labor/Tire/Exit prompt.

M=Mount or D=Dismount Prompts you to Mount or Dismount the selected tire.

(Mount)

Tire Position: Prompts you for the Tire Position.

(Dismount)

Tread Depth: Prompts for the tire tread depth of the dismounted tire in 32nds..

Dismount to: Send dismounted tire to I=Inventory or O=Out of Service, then returns to Tire Number Prompt.


***EXISTING WO***

(Pressing the E key for Existing WO will get you these prompts.)

Enter Unit Number

Enter Meter Reading

Enter WO# Prompt for existing Work Order Number.

WO Line# or <Enter> Prompt for Work Order Line Number, or leave blank and press the <Enter> key to exit back to New/Existing Work Order prompt.

1=Part 2=Labor 3=Tire 4=New WO Line 5=Exit. New WO Line takes you to WO Line# prompt. Exit takes you to New/Existing WO prompt.


(Parts)

Part Number or <Enter> Prompts for part number or leave blank and press the <Exit> key to return to Parts/Labor/Tire/Exit prompt.

Enter Quantity After Quantity is entered it returns to Part Number prompt.

(Labor)

Mechanic Number or <Enter> Prompts for Mech Number or leave blank and press the <Exit> key to return to Parts/Labor/Tire/Exit prompt.

Enter Hours Worked After Hours are entered it returns to Mechanic Number prompt.

(Tires)

Tire Number or <Enter> Prompts you for Tire Number, or leave blank and press the <Exit> key to return to Parts/Labor/Tire/Exit prompt.

M=Mount or D=Dismount Prompts you to Mount or Dismount the tire selected.

(Mount)

Tire Position: Prompts you for the Tire Position, then returns to Tire Number prompt.

(Dismount)

Tread Depth: Prompts for the tire tread depth of the dismounted tire in 32nds.

Dismount to: Send dismounted tire to I=Inventory or O=Out of Service, then returns to Tire Number prompt.


Uploading data:

To upload the collected parts received into RTA, connect the M5900 to the host computer and upload the data (see the previous section “Uploading Data from the M5900 to a Computer”, if more instructions are needed). Reminder: The M5900 always uploads

the data file to C:\Temp on the PC the USB cord is plugged into. In the RTA system, select the TriCoder Entry menu option (WC).

Answer the screen prompts:

Close WOs (Yes/No) Select to close the work orders being uploaded or leave them open.

Stock Area Select which stocking area the parts will be taken from. Leave as 1 if multiple stocking

areas are not being used.

Check the box “Use M5900 text file”, in the “File Name” field change the directory to C:\temp\tcwoupdt.csv, and choose OK. The update window will open and the data process will begin.

An exception report will print listing any errors or notifications, such as WO numbers created, vehicles not found, parts not found, WO not found...etc. These errors should be checked and/or corrected in the work order screen (WW).





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