Frequently asked questions ... about HayTrack

Can I use one copy of Haytrack to track hay operations on two farms?
HayTrack identifies all hay by the year, field name, and cutting. Hay owned by two different owners can easily be indentified by using field names that indicate ownership. For example, a single initial letter and a dash in front of actual field names can distinguish between hay owned by different owners. Similarly, a few identifying characters in storage location names can indicate hay ownership.

If two farms are operated by one person, family, or company, only one copy of HayTrack needs to be purchased. This copy can be installed separately on two different computers, each used to track hay operations for one farm.

What actual files does HayTrack use?
HayTrack uses two files. The first one (named HayTrackProg.mde) contains the program instructions. The second one (named HayTrackData.mdb) contains your farm data. This separation has two purposes. First, when the program is upgraded, a new copy of the first file can be installed without affecting your data. Second, when you make backup copies for safety purposes, you only need to copy the second file - normally to another computer, to a jump drive (a small device that plugs into your computer), to a CD disk, or to a floppy diskette.

HayTrack also uses another set of files that are largely invisible to the user. These are the files for the Microsoft Access Runtime Version. Microsoft Access is a powerful database management programming system. HayTrack Software has obtained a license from Microsoft Corporation which allows distribution of the Runtime Version with the HayTrack program, at no cost to the user. When HayTrack is installed on a computer, the Microsoft Access Runtime files are also installed automatically. Please see the system requirements for more details.

Can I use HayTrack on two different computers to manage hay operations for one farm?
See the discussion of the HayTrack files for an explanation of the two files that contain HayTrack.

To use HayTrack on two different computers, the program file (HayTrackProg.mde) should be installed on each computer, in the folder C:\HayTrack. Data should be changed on only one computer at a time. Typically, the data file (HayTrackData.mdb) on one computer is designated as the master copy, and all information is entered and changed on that computer. Periodically, the data file is copied to the C:\HayTrack folder on the other computer – often a laptop computer -- and used only for reference.

If it is desired to make changes to the data from the second computer, the changed data file can be copied back to the first machine.

(Note that copying the data file from the second computer to the first loses any changes that may have been made on the first after the data file was copied to the second computer.)

Can I use HayTrack on a Personal Data Assistant (PDA) or other hand- held computer?
The amount of information that is displayed on one screen to enable you to make needed decisions will not fit conveniently on a miniature screen. Using HayTrack on a PDA is not practical.

You can make effective use of your PDA in the tractor or truck to make notes about what hay you have baled, stored, moved, and promised for reference in entering information into HayTrack when you get back to the office.

Inventory reports can be printed and carried with you for the purpose of answering customer questions from the field.

Does the Production History by Field report show the actual weight produced?
If the estimated weight per bale for each lot is correct (for example, if each lot is weighed when stacked), or if this weight is corrected later, then the weight shown on this report is correct.

However, the weight per bale for each lot cannot be back-calculated from scale tickets because a given shipment may contain bales from different lots.

How do I make a backup copy of my data?
From time to time you should make another copy of your hay business data file. All of the information about your hay business is contained in the file HayTrackData.mdb in the folder C:\HayTrack. In the event of a problem with your computer, you will be glad that you have a recent copy of your HayTrack data stored somewhere else.

To make another copy (a “backup” copy) of the file HayTrackData.mdb do the following:

1. Start Windows Explorer by right-clicking on Start at the lower left corner of your desktop, and then left-clicking on Explore.
2. In the left pane, navigate (go) to the folder C:\HayTrack. Left double-click on this folder in the left pane – the fields in this folder will then be listed in the right pane.
3. By dragging it from the right panel to some other folder on the hard disk, or to a CD disk drive (usually D:_, or to “jump” drive, or to a diskette drive (usually B:) make a copy of your HayTrackData.mdb file.

This copy can later be copied back to the C:\HayTrack folder if you need to restore your data.

Note that when you copy a data file into a directory already containing a file of the same name, the one being copied replaces the one previously in place. All the information in the file in place is lost.

What happened to the little red X?
The little red X in the upper right corner of many Windows screens closes the window with no further action. HayTrack contains many tests to be sure that the entries on a form have been made correctly. These tests let you make needed corrections immediately, and prevent you from storing invalid or inconsistent information. Many of these tests are applied when you click on the exit button - the one showing the open door - to close the form.