Overview:
This article provides a step-by-step guide to each section under the Administration > Settings menu in ToolWatch. These options allow you to build a strong data foundation for managing tools, materials, vendors, service classes, and cost tracking.
Accessing Administration > Settings
Click on Administration in the main left-hand menu.
Expand the Settings section.
Use the left-hand menu to access specific setup areas including:
Tools & Materials
Purchasing & Receiving
Job Cost & Billing
Service
List Utilities
Equipment
Categories
Organize tools, materials, and templates into custom categories for easy tracking and filtering.
Navigate to Settings > Tools & Materials > Categories.
Use the dropdown to switch between:
Tool Categories
Material Categories
Template Categories
Click Create New to add a category.
Enter the Description and optional Number.
Use Edit or Delete to manage existing categories.
Classes
Group similar types of tools and materials into classes to simplify reporting and visibility control.
Go to Settings > Tools & Materials > Classes.
Click Create New.
Add a Name or classification.
Use Modify Visibility and Search as needed.
Shipping Methods
Create and manage standard shipping methods used during equipment and material transfers.
Open Settings > Tools & Materials > Shipping Methods.
Click Create New.
Enter the Description (e.g., FedEx 2 Day).
Click Save.
Status Codes
Assign status codes to items to indicate availability, repair needs, or removal from inventory.
Go to Settings > Tools & Materials > Status Codes.
Click Create New.
Fill in:
Code
Description
Optional checkboxes for item conditions (e.g., “Needs service or repair”)
Click Save.
Units of Measure
Define units such as “Each” or “Miles” for consistent measurement across tools and materials.
Go to Settings > Tools & Materials > Units of Measure.
Click Create New.
Add the Unit (e.g., ea) and Description (e.g., Each).
Click Save.
Cost Centers
Track costs by job site or department using unique cost center profiles and project settings.
Navigate to Job Cost & Billing > Cost Centers.
Click Create New.
Enter:
Number
Description
Manager
Customer
Start/End Dates
Code Group
Select options like “Enable Global Cost Codes” or Inactive if needed.
Click Save.
Cost Codes
Break down job costs further with specific codes linked to cost centers and code groups.
Open Job Cost & Billing > Cost Codes.
Click Create New.
Enter:
Code
Description
Cost Center
Code Group
Mark as Inactive if needed.
Click Save.
Service Classes
Set up categories for servicing tools and equipment to streamline maintenance tracking.
Go to Service > Service Classes.
Click Create New.
Fill in:
Number
Name
Click Save.
Data Merge Utility
Edit and maintain number blocks used in standardized list entries across your ToolWatch system.
Navigate to List Utilities > Data Merge Utility.
View and manage standardized number blocks used in:
Contractors, Vendors, Customers
Shipping Methods, Units of Measure, etc.
Use the Edit button to adjust any specific number block.
Import Meter
Upload meter readings from a CSV file to bulk update tool and equipment usage data.
Go to Equipment > Import Meter.
Click Browse to upload a CSV file.
Click Import to bring data into ToolWatch.
Use Clear to reset the form.