US20080217406A1 - Method and system for tracking disposition status of an item to be delivered within an organization - Google Patents

Abstract

A method and system for tracking the receipt and the internal movement of items such as packages, parcels and other accountable items within an organization such as a corporation, hospital or school. The system comprises a portable data terminal programmed to record information regarding the receipt and the internal movement of the items in a data collection format, wherein the data collection format can be created and/or modified by the user according to the user's needs. For that purpose, the system further comprises a base station to allow the user to create and/or modify the data collection format. The base station is capable of communicating with the portable data terminal for unloading electronic files to the portable data terminal in order to modify the data collection format.

Description

CROSS-REFERENCE TO RELATED APPLICATIONS
• This application is a continuation application of prior application Ser. No. 09/475,364, filed Dec. 30, 1999, now U.S. Pat. No. ______, the specification of which is hereby incorporated by reference.
FIELD OF THE INVENTION
• The present invention relates generally to the receipt of accountable items such as packages by an establishment or organization such as a hospital, hotel, corporation, school or the like and the delivery of the received items to intended recipients within the organization and, more specifically, to the method and system for tracking the receipt and internal movement resulting in the final disposition of the items.
BACKGROUND OF THE INVENTION
• Businesses and other large organizations typically have a mailroom or delivery department which serves as a central point for the receipt of items such as mail pieces, parcels, and packages. The received items must then be delivered to the intended recipients within the organization. For large organizations, which may have hundreds or even thousands of employees, the internal delivery is a complex issue. In a large organization, not only the received item must be delivered as soon as possible, but the internal delivery or other disposition status of the items must also be recorded and updated so that the whereabouts of the received items can be known instantly, if desired. The tracking of the receipt and the internal disposition of the items is useful for the management to evaluate the performance of the delivery department. Moreover, the tracking of the delivery status can eliminate the unnecessary frustration and wrongful accusation toward the person responsible for the internal delivery when an item is misplaced or lost after delivery.
• Systems have been developed to track the receipt and internal delivery of items within large organization. One such known system is marketed by the assignee of the subject invention under the trade name of ARRIVAL.
• ARRIVAL is a software system which typically runs on a microcomputer to maintain a database of items received by a large organization. Typically, the record of a received item includes information such as a tracking number provided by the carrier who delivered the item to the organization, the date and time received, the name of the carrier, the name of the employee who actually received the item from the carrier, the name of the intended recipient, date and time of the internally delivery of the received item and name of the person who signs for the internally delivered item. Typically, the tracking number is provided by the carrier in a barcode form so that it can be read with an optical scanner known as a barcode reader.
• Preferably, the above-mentioned tracking data collection system includes a data processing unit which is programmed to maintain a database of records relating to received items, each of the records identifying an internal delivery address and delivery status for one of the received items, and to generate a manifest which identifies selected received items for internal delivery. The system also includes a portable data terminal which has the capability to communicate with the data processing system and which is programmed to input internal delivery information for the selected received items, and to communicate the internal delivery information to the data processing system. Such a portable data terminal is disclosed in U.S. Pat. No. 6,134,561. While the portable data terminal and the data processing system have proven to be successful for the intended purposes, there are areas in which improvements can still be made.
• It has been recognized that each organization has its own preferred format for recording data relating to the receipt and internal delivery of an item. Accordingly, it is an object of the subject invention to provide a portable data terminal for tracking the receipt and the internal delivery status of items such as packages, wherein the data collection format for recording the tracking information can be created and/or modified by the user of the portable data terminal, in accordance with the user's needs.
SUMMARY OF THE INVENTION
• The first aspect of the present invention is to provide a portable data terminal for tracking the receipt of an item such as a package, and the status of internal movement resulting in delivery or other final deposition of the received item within an organization, wherein the item is received from a carrier and is to be delivered to an intended recipient within the organization and wherein the item has an identification symbol such as a barcode or a tracking number to identify the item. The portable data terminal includes an optical device for reading the identification symbol, a data entry device for data entry, and a display screen for displaying information, wherein the information includes receipt information displayed in a receiving data collection format and internal movement information displayed in a delivery data collection format. The portable data terminal is programmed such that the data collection formats can be created and/or modified by a user according to the user's needs.
• Preferably, the portable data terminal is capable of communicating with a base station in order to download electronic files for upgrading the data collection formats.
• Both the receiving data collection format and the delivery data format include a plurality of entry listing types and each entry listing type includes a plurality of entry items such as the carrier name, the carrier barcode, the employee name, the sender name, and the PO number, wherein these entry items are selectable at the base station by the user so that the selected entry items can be included in a certain entry listing type in order to create a new data collection format or modify an existing data collection format.
• The second aspect of the present invention is to provide a system for tracking the receipt of an item such as a package, and the status of internal movement resulting in delivery or other final deposition of the received item within an organization, wherein the item is received from a carrier and is to be delivered to an intended recipient within the organization. The system includes: a) a portable data terminal programmed to record information regarding the receipt and the internal movement of the item, wherein the receipt information and the internal movement information are recorded in a data collection format; and b) a base station capable of communicating with the portable data terminal for uploading electronic files to the portable data terminal in order to modify the data collection format. It should be noted that the term “carrier” herein is used in the broadest sense in that the carrier can be a courier, a sender or any person who delivers the item to the organization.
• Preferably, the base station communicates with the portable data terminal via a connection cradle. It is possible that the base station communicates with the portable data terminal through electrical cables, optical links, infrared signals, radio signals or any wireless means. It is also possible that the base station serves as a docking station for the portable data terminal so as to allow the portable data terminal to communicate with the base station through a connection port.
• Preferably, the system further includes a data processing unit capable of communicating with the portable data terminal, wherein the data processing unit maintains a database of records so as to allow the data processing unit to retrieve the information recorded in the portable data terminal and store the retrieved information in the database. Preferably, the database of records includes records of received items, records identifying the address of the intended recipient and the internal delivery status for a corresponding one of the received items; records of recipient names. The data processing unit is also programmed to generate a manifest of selected received items; and generate a list of selected recipient names.
• The third aspect of the present invention is to provide a method for tracking the receipt of an item such as a package, and the status of internal movement resulting in delivery or other final disposition of the received item within an organization, wherein the item is received from a carrier and is to be delivered to an intended recipient within the organization. The method includes the steps of a) recording information regarding the receipt of the item; and b) recording information regarding the internal movement of the item, wherein the receipt information and the delivery movement information are recorded with a data collection format which is upgradable in order to allow the user to modify the data format according to the user's needs.
• Preferably, the data format includes a plurality of entry listing types, and each listing type includes a different combination of entry items such as the carrier name, the carrier barcode, the employee name, the sender name, the PO number and the actual recipient. The method further includes the step of adding or deleting the entry items in order to create or modify an entry listing type so as to modify the data collection format.
• Preferably, the method further includes the step of storing the recorded information in a database.
• The subject invention will become apparent upon reading the description taken in conjunction withFIGS. 1-24.
BRIEF DESCRIPTION OF THE DRAWINGS
• FIG. 1 is a schematic representation showing the different components of the receipt and delivery tracking system, according to the present invention.
• FIG. 2 is a schematic representation of a display screen showing an exemplary Receiving Menu of the portable data terminal, according to the present invention.
• FIG. 3A is a schematic representation of a display screen showing a plurality of listing types for the Receiving data collection formats.
• FIG. 3B shows the different combination of the data entry fields under each listing type of the Receiving data collection formats.
• FIG. 4 is a schematic representation of a display screen showing an exemplary Format Contents screen which lists the data entry fields of a selected listing type for Receiving.
• FIG. 5 is a schematic representation of a display screen showing an exemplary Format Details screen which provides the detailed information regarding the Format Contents ofFIG. 4.
• FIGS. 6A and 6B are schematic representations of a display screen showing an exemplary Receiving Parcel screen which allows a user to enter information regarding the receipt of an item.
• FIG. 7 is a schematic representation of a display screen showing an exemplary popup list of carriers.
• FIG. 8 is a schematic representation of a display screen showing an exemplary Review Receipts screen which gives a summary of recorded information regarding a received item that the user has processed or entered.
• FIG. 9 is a schematic representation of a display screen showing an exemplary Add Record screen which allows a user to add a record under a selected carrier.
• FIG. 10 is a schematic representation of a display screen showing an exemplary Delivery Menu of the portable data terminal.
• FIG. 11A is a schematic representation of a display screen showing a plurality of listing types for the Delivery data collection formats.
• FIG. 11B shows a different combination of the data entry fields under each listing type of the Delivery data collection formats.
• FIG. 12 is a schematic representation of a display screen showing an exemplary Parcel Delivery screen which allows a user to enter information regarding the delivery of an item.
• FIG. 13 is a schematic representation of a display screen showing an exemplary Complete Delivery screen which allows a user to enter the name and the signature of the person who actually signs for the delivered item.
• FIG. 14 is a schematic representation of a display screen showing an exemplary Delivery List screen which allows the user to review all deliveries recorded.
• FIG. 15 is a schematic representation of a display screen showing an exemplary User Login screen which allows a user to login and logout the portable data terminal.
• FIG. 16 is a schematic representation of a display window on the base station showing the configuration utility.
• FIG. 17 is a schematic representation of a display window showing an exemplary data collection format generator window which allows the user to edit a data collection format as shown inFIGS. 3A and 11A.
• FIG. 18 is a schematic representation of a display window showing an exemplary Format List window which provides a list of data collection formats to allow the user to select and edit a format if so desired.
• FIG. 19 is a schematic representation of a display window showing an exemplary Add window which allows the user to add a new data collection format.
• FIG. 20 is a schematic representation of a display window showing an exemplary Entry/Edit window that allows the user to select fields which are to be assigned to the package selection of data collection.
• FIG. 21 is a schematic representation of a display window showing an exemplary Properties screen that allows the user to assign “Prompt Names” to the selected fields.
• FIG. 22 is a schematic representation of a display window showing an exemplary Entry/Edit window that allows the user to select fields which are to be assigned to the package selection of data collection related to the Delivery event activities.
• FIG. 23 is a schematic representation of a display window showing an exemplary Properties screen related to the Delivery event activities.
• FIG. 24 is a schematic representation of a display window showing an exemplary popup list format generator window which allows the user to create an empty popup list which can be later filled in with entry items in the portable data terminal.
DETAILED DESCRIPTION
• As shown inFIG. 1, thetracking system10 comprises adata processing unit12, abase station20, aportable data terminal30 and aconnection cradle50. Thedata processing unit12 maintains a plurality ofdatabases14, which may include a database of records relating to received items and identifying an internal delivery address and internal delivery status for each received item; a database of names and internal addresses of recipients or employees, a database of carriers; a database of senders; and a database of received items. The received items may include packages, parcels, mail pieces and other accountable items. Thedata processing unit12 can also be used to print a manifest of selected received items if so desired. It should be noted that thedatabases14 as described herein are only examples.
• Theportable data terminal30 is programmed to record the receipt of items, record and validate the status information regarding the internal movement of the received items, and associate the received items with the recipients, the senders and other related descriptive data elements using barcode scanning, popup, keyboard entry, or look-up tables. The elements of data that can be recorded are configurable using a plurality of different data collection formats. Theportable data terminal30 is also programmed to acquire a signature for one item or a group of items being delivered. Furthermore, theportable data terminal30 can be programmed to receive a manifest from thedata processing unit12 and communicate the internal delivery status information to thedata processing unit12. As shown, theportable data terminal30 has acommunication device32 so as to allow theportable data terminal30 to send or receive communication signals to or from an external device, such as thedata processing unit12. Theportable data terminal30 further includes adisplay screen34 for displaying information, a hand-entry area36 for receiving hand-written data. Thedata terminal30 has a plurality ofmenu icons37 andapplication buttons38 to allow a user to select different programs and options. For example, the user can select a Receiving program to record or review information regarding the receipt of an item, or a Delivery program to record or review information regarding the delivery of a received item. The user can manually input data into theportable data terminal30 by using an on-screen keyboard (not shown) by tapping thetarget areas35. Preferably, theportable data terminal30 is equipped with alaser barcode scanner40 which can be turned on by pressing thetrigger button42. Ascan button46 is used to start the scanning of a barcode. Alaser decode LED44 is used to indicate that the scanner is on and the scanning of the barcode is completed. In order to transfer the information recorded by theportable data terminal30 to an external device, aconnection cradle50 is provided. On theconnection cradle50, anothercommunication device52 is provided to receive thecommunication device32 of theportable data terminal30. For example, once theportable data terminal30 is mounted on theconnection cradle50, theconnection cradle50 enables communications between theportable data terminal30 and thedata processing unit12. Theconnection cradle50 also enables communication between theportable data terminal30 and thebase station20. It should be noted that theportable data terminal30 can also communicate with thedata processing unit12 and thebase station20 through electrical cables, optical links, infrared signals, radio signals or other wireless means.
• Theportable data terminal30 is programmed to record information in a certain data collection format. Thebase station20 is mainly used to create a new data collection format or modify an existing data collection format according to the user's needs. Thebase station20 sends an electronic file via theconnection cradle50 to theportable data terminal30 in order to modify the data collection format. For purposes of modifying data collection format in theportable data terminal30, thebase station20 includes adata input device22 and adisplay screen24 to allow the user to change the data collection format in accordance with the needs of the users.
• Thebase station20 can be a Windows-based personal computer or any suitable data processing device. Preferably, theportable data terminal30 is a handheld data processing device using the PALM O/S, which is the operating system for a PALM PILOT, or other similar device. Thebase station20 further includes asoftware program26 compatible to the operating system of theportable data terminal30 to enable communication between theportable data terminal30 and thebase station20.
• After theportable data terminal30 is turned on, it is possible for the user to select a desired function or program from themenu icons37 or theapplication buttons38. In particular, the user can select the Receiving program or the Delivery program. It is also possible that the user selects a Manifest program in order to produce a manifest regarding the receipt and/or final disposition of an item.
• The Receiving program captures information regarding the receipt of items. The program allows the user to collect and review data. The Receiving program also allows the user to delete records. Preferably, the data collection function operates in a continuous cycle, prompting for data to be placed into appropriate fields as defined by a specific Receiving script, until the user selects another application or program.
• The Delivery program is used to record information regarding the internal movement resulting in the delivery or other final disposition status of the received items. This information can be exported to thedata processing system12 for proof of delivery, auditing, reporting and tracking. After an item or a group of items are delivered, it is preferred that the program prompts for delivery/group delivery information including a signature. After saving the delivery/group delivery data, the program begins the data collection loop again.
• FIG. 2 shows an exemplary Receiving screen when the Receiving program is selected from theportable data terminal30. As shown, theReceiving screen100 shows acompany logo90, aproduct version number92, ascreen title96, and the time ofday94. Also shown on thescreen100 is abox102 containing the name of a receiving data collection format. If the user wants to use the displayeddata collection format102 to collect receiving data, the user can press theCollect button104 to reach a receiving data collection screen as shown inFIGS. 6A and 6B. If the user wants to use another data collection format to collect receiving data, the user can click on thebox102 to reach a Pick Format screen for Receiving, as shown inFIG. 3A. However, if the user wishes to see a summary of information regarding a received or entered item, the user should select theReview option106 to reach the Review Receipt screen as shown inFIG. 8.
• FIG. 3A shows an exemplary listing of receiving data collection formats on thePick Format screen110. As shown, there are four different receiving data collection formats, collectively denoted byreference numeral112, along with thedescriptions114 of the formats. If the user wants to return the Receiving screen (FIG. 2), the Cancelbutton122 should be pressed. If the user wants to select any one of the listed formats, the user can highlight the desired format by pressing the corresponding screen area and then press theSelect button126. TheShow button124 is used to reach a Format Contents screen as shown inFIG. 4. As shown inFIG. 3A, one of the listed formats is a combination data collection format for both receiving and delivery, the $TA_COMBO format.
• FIG. 3B shows the format contents of different Receiving data collection formats. As shown, each data collection format is a different combination of data entry fields including: the name of the carrier, the name of the intended recipient (employee), the carrier barcode, the name of the sender, the PO number or Mail Stop number of the internal delivery address, and reference notes. The user can select one of the receiving data collection formats for recording the receipt of an item.
• However, if the user wants to modify the existing collection formats or create one or more new collection formats, he or she can do so on thebase station20, as described in conjunction withFIGS. 16 to 24. The modified or newly created collection formats can then be transferred from thebase station20 to theportable data terminal20 via theconnection cradle50.
• FIG. 4 shows a Format Contents screen for a receiving collection format called $TA_RCV1. As shown, the title of the data collection format is denoted bynumeral132. Thelist134 of data entry items contains both entry items as shown inFIG. 3B. The numericalFIG. 135 following eachdata entry item134 is the number of positions on the data collection screen associated with the specific field element described indata entry item134. For example, the Carrier barcode field can be entered up to forty characters, while the Sender Name field can have four characters. These items are received from four different carriers, delivered to thirty recipients in eight different departments within the organization. The user may return to the previous screen by pressing theReturn button138 or reach a Format Details screen by pressing theDetail button136.
• FIG. 5 shows the Format Details screen140. The Format Details screen displays the data collection attributes of each of the fields shown on the screen. The attributes include: Field—Name of the field within the data collection system that will be populated with the collected data; Sequence—The location on the data collection screen where this field will appear in relation to the other fields in the format; Text Prompt—The user defined value which will be displayed when collecting data for this field; Size—Number of characters allowed in the field; Carry Forward—An indicator that the value of this field should be carried forwarded, and automatically displayed as the value to save for the next record collected; Dups Allowed—when this box is checked, duplicate checking will not be employed for values entered into this field; Required—When this box is checked, any entry must be supplied for this field on every record; and Popup File—When this box is checked, this field displays a lookup table or popup list during data entry and the name of the lookup table or popup list is identified.
• When the displayingscreen30 of theportable data terminal30 shows aReceiving screen100 as shown inFIG. 2, the user may press theCollect button104 to reach the Receive Parcel screen. As shown inFIGS. 6A and 6B, the Receive Parcel screen150 is split into two halves because of the limited space of the display area. The Receive Parcel screen150 as shown inFIGS. 6A and 6B lists four data entry fields of the Receiving data collection format called $TA_RCV1 as shown inFIG. 3B. The data entry fields152 include the carrier name, the sender name, the recipient name and the carrier barcode. Thefields152 can be selected by pressing the appropriate screen area. The currently selected field for data entry is shown with amark154. After a field is selected, data can be entered using the on-screen keyboard (not shown). If the selected field is the carrier barcode, thelaser scanner40 of the portable data terminal30 (FIG. 1) can be used for data entry. If the carrier name is also contained in the barcode, then data in that field can also be entered using thescanner40.
• If apaper icon153 appears next to a field, a popup list is available for that field. It that is the case, data can be entered by using the on-screen keyboard or by selecting an item from the popup list. As shown, thepaper icon153 appears next to the carrier field and the employee name field. Thus, a popup list of carriers and a popup list of recipients can be accessed in order to select the carrier and the recipient from the respective lists. An example of the carrier popup list is shown inFIG. 7.
• InFIG. 6A, the first half150aof the Receive Parcel screen also shows three buttons in the lower portion of the screen:Clear button156,Review button158,Save button160 along with a page-downarrow162. TheClear button156 is used to clear information from a selected field. TheReview button158 has the same function as theReview button106 shown inFIG. 2. TheSave button160 is used to save the information entered to a selected field. The page-downarrow162 is used to access the second half150bof the Receive Parcel screen as shown inFIG. 6B.
• As shown inFIG. 6B, the screen150bdisplays the fourth of the data entry fields, which is the carrier barcode field. In both screens150aand150b, aReset button164 is provided to allow the user to restart the entry of information.
• ACarrier screen170 is shown inFIG. 7. Thescreen170 contains a popup list which includes a plurality ofalphabetical symbols171 along with thenames172 of the carriers. Thescreen170 also has anEntry field174 which allows the user to input a value to search for a particular carrier if the name of the carrier is not shown on the screen. The Cancelbutton174 is used to return to the previous screen150a. TheSelect button180 is used to select the carrier name to be entered onto the Carrier field on the Receive Parcel screen150a.
• In order to add a new name on the popup list, the user can press theAdd button177 to reach an Add Record screen as shown inFIG. 9.
• By tapping or pressing theReview button158 on the Receive Parcel screen150a(FIG. 6A), the user can reach aReview Receipts screen180, as shown inFIG. 8. The Review Receipts option is used to access a summary of the items that the user has processed (or entered). The amount of information for each transaction depends on the receiving format that the user is using and the amount of information entered. As shown, areview list182 shows the symbol and the name of a carrier, while thereview box183 lists the details of the receipt information related to the carrier shown in thereview list182. However, the review list is also used to show the employee name, the sender name, etc. The user can enter a value in theEntry field184 to search for a particular record, such as a tracking number, a carrier name, or an employee name, to be shown in thereview list182. Ascroll bar186 is used to scroll through the record related to the data item shown in thereview list182. As shown, the record is related to a particular carrier.
• If the user wants to add a record related to a particular carrier, the user can highlight the carrier on the popup list shown onFIG. 7 and then tap theAdd button177. AnAdd Record screen190 is shown inFIG. 9. As shown, there are threeentry fields192 on which the user can input data. The Save button is used to save the entered data to the record for the selected carrier. The Cancel button is used to cancel the entered information and return the previous screen (FIG. 7).
• The process for recording information regarding the receipt of items has been described with the description taken in conjunction withFIG. 2 toFIG. 9 above. The process for recording information regarding the internal delivery actively is explained inFIGS. 10 to 14.
• If the Delivery program is selected from thedisplay screen34 shown inFIG. 1, a Delivery screen as shown inFIG. 10 appears. As shown inFIG. 10, theDelivery screen200 shows a delivery data collection format in thebox202.
• If the user wants to use the displayeddata collection format102 to collect delivery data, the user can press theCollect button204 to reach a delivery data collection screen as shown inFIG. 12.
• If the user wants to use another data collection format to collect receiving data, a Pick Format screen for delivery as shown inFIG. 11A can be reached by tapping thebox202.
• However, if the user wishes to see a summary of the items delivered, the user can select theReview option204 to reach a Delivery List screen as shown inFIG. 14.
• FIG. 11A shows an exemplary listing of the Delivery data collection formats on thePick Format screen210. As shown, there are five different receiving data collection formats, collectively denoted byreference numeral212, along with thedescriptions214 of the formats. If the user wants to return the Delivery screen200 (FIG. 10), the Cancelbutton222 should be pressed. If the user wants to select any one of the listed formats, the user can highlight the desired format and then press theSelect button226. TheShow button224 is used to reach a Format Contents screen as shown inFIG. 4.
• FIG. 11B shows the format contents of different Delivery data collection formats. As shown, each data collection format is a different combination of data entry fields including: the name of the carrier, the name of the intended recipient (employee), the carrier barcode, the name of the sender, and the person who actually signs for the delivered item. The user can select one of the delivery data collection formats for recording the delivery of an item.
• TheParcel Delivery screen250 shown inFIG. 12 lists two data entry fields252. The data entry fields252 include the recipient name and the carrier barcode. Data can be entered using the on-screen keyboard (not shown) or thelaser scanner40 of the portable data terminal30 (FIG. 1). As shown inFIG. 12, apaper icon153 appears next to the Employee Name field. Thus, a popup list for the intended recipient is available for the user to select the Employee Name. InFIG. 12, thedisplay screen250 also shows four buttons in the lower portion of the screen: aClear button253, aList button254, aRecord button256, and a Deliverbutton256. TheClear button253 is used to clear information entered to the data entry fields252. TheList button254 has the same function as theReview button206 shown inFIG. 10. TheRecord button160 is used to save the information entered to data entry fields252. The Deliveredbutton256 is used to reach aComplete Delivery screen260 as shown inFIG. 13.
• TheComplete Delivery screen260 is used to record the name and the signature of the person who actual signs for the delivered item. The name is entered through thedata entry field262, while the signature is entered through thedata entry field264. The Cancel button265 is used to cancel the entered data and return to theParcel Delivery screen250, while theSave button268 is used to save the entered delivery data.
• In order to review the information currently recorded in the Delivery program, aDelivery List screen280 can be reached by tapping theReview button206 on the Delivery screen202 (FIG. 10), or theList button254 on the Parcel Delivery screen250 (FIG. 12) or the Complete Delivery screen260 (FIG. 13). This option is used to provide a summary of the delivered items of which information is currently recorded in the Delivery program. The amount of information for each transaction depends on the receiving format the user is using and the amount of information entered. As shown inFIG. 14, areview list282 shows the symbol and the name of a recipient, while thereview box283 lists the details of the delivery information related to the recipient shown in thereview list282. However, thereview list282 can also be used to shows the carrier name, the sender name, etc. TheRemove button286 is used to remove a record while theAdd Parcel button287 is used to add a record for a delivered item. TheReturn button288 is used to return to theComplete Delivery screen260 as shown inFIG. 13.
• FIG. 15 shows aUser Login screen290. This is a security feature for theportable data terminal30 for preventing an unauthorized person from using the Receiving or the Delivery program. Preferably, when either program is selected, theUser Login screen290 appears. User data is then entered in the data entry field292. TheLogin button296 and theLogout button284 are used for the specified functions.
• If the user wants to create a new data collection format or modify an existing one, the user must use thebase station20.FIG. 16 shows an exemplary default window shown on thebase station20 after starting the creating/modifying program. As shown, theConfiguration Utility window300 has two options that are useful for the understanding of the present invention. TheFormat option302 can be selected to create or modify the Receiving, Delivery or Combination data collection formats as shown inFIGS. 3B and 11B. ThePopups option304 can be selected to create or modify a popup list, as shown inFIG. 7. TheUser option306, theInitialize option308 and theStatus option310 are not part of the claimed invention and, therefore, their functions are not elaborated herein.
• The data collection formats as created and modified in thebase station20 provide configuration information that theportable data terminal30 uses to control prompts, prompt sequence and field attributes. When theFormats option302 is selected, a Data CollectionFormat Generator window320 appears on thedisplay screen24 of the base station20 (FIG. 1). The Data CollectionFormat Generator window320 has three tabs. TheGeneral Tab322 is used to create and modify scripts and formats. ThePackage Details Tab324 is used to reach thePackage Details window360 as shown inFIG. 20. TheDelivery Details Tab326 is used to reach theDelivery Details window400 as shown inFIG. 23.
• As shown inFIG. 17, the data can be entered through five data fields. TheFormat Code field328 is used to identify the data collection format on the Pick Format screen110 (FIG. 3A) or210 (FIG. 11A). TheFormat Name field330 is used to describe the format shown in theFormat Code field328. TheFormat Type field332 is used to identify whether the data collection format is a Receiving type, a Delivery type or a Combination type. TheControlling Index field336 is used to specify whether the record should be added or edited when transactions are conveyed from theportable data terminal30 to thedata processing unit12. TheControlling Index field336 refers to a field in the database within thedata processing unit12 and this field is used as a lookup index key for processing updates from the import file from the data collector. Like the other fields on thewindow320, the controllingindex field336 is not part of the claimed invention. The code and the name of the data collection format that appear in thefields328,330 also appear in theTitle338.
• TheGeneral window320 also has a plurality of selection buttons. TheAdd button340 is used to add a new data collection format. TheEdit button342 is used to modify the data collection format shown in theFormat Type field332. TheDelete button344 is used to delete the collection format shown on the window. For example, if the $TA_COMBO format as shown is deleted, this combination collection format will not appear in the Picket Format screens110 and210 as shown inFIGS. 3A and 11A. TheList button346 is used to select a data collection format from a Format list as shown inFIG. 18. TheClosed button348 is used to exit the current window.
• TheFormat list window350 is shown inFIG. 18. As shown, the window provides a list of existing data collection formats, includingformat codes352 andformat names354. Any one of the data collection formats can be selected for editing or reviewing. TheOK button356 is used to select a highlighted format, while the Cancelbutton358 is used to return to the previous window as shown inFIG. 17.
• If theAdd button340 on thewindow320 is clicked, awindow320 is displayed with all the blank fields as shown inFIG. 19. The user can create a new collection data format by giving it a code and a name. TheSave button347 is used to save the data entered to thefields328,330,332 and334. The Cancelbutton349 is used to cancel all the entered data and return to the window as shown inFIG. 17.
• Package details are the data entry fields that define the actual received item. For example, the tracking number can be used as one of the fields. The data defined in the Package Details tab324 (see alsoFIG. 17) is used to determine which fields in theportable data terminal30 will be updated with data regarding the movement or activity of the received item. Theportable data terminal30 uses the fields defined in the package details tab to describe the items which are being delivered. Up to nine fields, for example, are available in the Package Details tab for a specific format.
• ThePackage Details window360 is shown inFIG. 20.FIG. 20 shows an Entry/Edit window that allows the user to select fields which are to be assigned to the package section of data collection by the specified format. The window also allows the order of the collection fields to be revised. The available fields are listed on thewindow362. The selected fields for the specific format shown at thetitle338 are listed on thewindow364.
• TheProperties button368 on thePackage Details window360 is used to reach theField Properties window370 for Package Details, as shown inFIG. 21. Through this window, the user can assign the ‘Prompt Names’ to the selected fields, and define attributes to each field to be used by theportable data terminal30 when processing entries for the respective fields. As shown, the fields described in thePrompt column372 will be displayed for each field of data to be collected, along with other attributes of each field (seeFIG. 5). The other attributes are AllowDuplicates374,Carry Forward374, Required378,Popup List380 andPopup Script382.
• The toggled button ‘yes’ or ‘no’ inFIG. 21 is corresponding to check box as shown inFIG. 5. If a ‘yes’ or selected on the toggled button, the check box is checked. When a ‘yes’ is selected for the Carry Forward attribute, the value of this field should be carried forwarded, and automatically displayed as the value to save for the next record collected. Similarly, when a ‘yes’ is selected for the Allow Duplicates attribute, duplicate checking will not be employed for values entered into this field. When a ‘yes’ is selected for the Required attribute, any entry must be supplied for this field on every record. When a ‘yes’ is selected for the Popup List attribute, this field displays a lookup table or popup list during data entry and the name of the lookup table or popup list is identified. ThePopup Script283 is the name of the popup list of the corresponding attribute. The displayedfield388 is the name of the field within the data collection system that will be populated within the collected data as shown inFIG. 5.
• TheDelivery Details window390 is shown inFIG. 22. TheDelivery Details window390 is similar to thePackage Details window360. However, the fields specified in theDelivery Details Window390 are related to the ‘Delivery’ event activities associated with the final disposition of the receipt item. The available field are listed on thewindow392. The selected fields for the specific format shown at thetitle338 are listed on thewindow394.
• TheProperties button398 on theDelivery Details window390 is used to reach theField Properties window400 for Delivery Details, as shown inFIG. 23. The contents in this window is similar to the contents in the window shown inFIG. 21.
• However, the contents in this window are related to the ‘Delivery’ event activities associated with the final disposition of the receipt item.
• A Popup List FormatGeneral window420 can be accessed using thePopups button304 as shown inFIG. 16. It should be noted that this window is used to create an empty list so that the user can fill in the items on the list using theportable data terminal30. The modification of the popup list itself is described in conjunction withFIG. 7.
• Thus, what has been described is a portable data terminal which can be used to record data for the receipt of items and the status information related to the internal delivery or other any final disposition of the received items. The data collection formats are used for data collection and can be created and/or modified by the user according to the user's needs. The creation and/or modification of the data collection formats are carried out in a base station. The base station is capable of communicating with the portable data terminal in order to modify the data collection formats. Preferably, the portable data terminal is capable of communicating with a data processing unit in order to send the data recorded in the portable data terminal to the database in the data processing unit.
• Although the invention has been described with respect to a preferred embodiment thereof, it will be understood by those skilled in the art that the foregoing and various other changes, omissions and deviations in the form and detail thereof may be made without departing from the spirit and scope of this invention.

Claims (6)

1. A system for tracking receipt and internal movement of items within an organization, wherein each item is sent by a sender and received from a carrier to be delivered to a recipient, said system comprising:

a portable data terminal for recording information regarding the internal movement of the item in a data collection format; and

a base station adapted to communicate with the portable data terminal, the base station including

means for modifying the data collection format and means to transmit the modified data collection format to the portable data terminal,wherein the portable data terminal, in response to receiving the modified data collection format, will record data in the modified data collection format transmitted by the base station.

2. The system ofclaim 1, wherein the portable data terminal further comprises:

a display device to display information regarding the internal movement of items; and

an input device to input information regarding the internal movement of items.

3. The system ofclaim 2, wherein the input device includes a barcode reader.

4. The system ofclaim 1, wherein the base station further comprises:

a connection cradle adapted to hold the portable data terminal, the base station communicating with the portable data terminal via the connection cradle.

5. A method for tracking internal movement of items within an organization using a portable data terminal, the method comprising:

recording information regarding the internal movement of a first item within the organization using the portable data terminal;

storing the recorded information for the first item in a first data collection format in the portable data terminal;

receiving at the portable data terminal a second data collection format transmitted from a base station;

recording information regarding the internal movement of a second item within the organization using the portable data terminal; and

storing the recorded information for the second item in the second data collection format in the portable data terminal.

6. The method ofclaim 5, wherein the second data collection format is created at the base station.

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