Produce Police Reports

Guidelines for Entering Data

Please follow these rules for entering data in correct format for police reports:

• Drivers license state and number must be entered in this format: NC 23408475.
• Height should be three digits. Example: Enter six feet three inches as 603.
• ID Type must be chosen (Drivers License, etc.).
• Never record SSN (social security number).
• Phone #s must be in this format: 123-456-7890.

Preliminary Text Report

CMPD Software generates a text (.txt) file which contains the information to be included in police reports. Email the .txt file to Dick Evans for inspection. If the content of the report is approved, the police will issue log-in information for submitting future reports via FTP (File Transfer Protocol).

Create a Preliminary Text Report

The text file sent to Mr. Evans must contain:

1. More than one transaction
2. More than one article for at least one of those transactions
3. Transaction times before and after 12 p.m.

Transmitting the Text File

1. Under Work Areas (upper left) click on Pawns.
2. In the Pawn Menu (lower left) click on CMPD Report to File.
3. A 'Save in' window will open.
4. A suggested filename will appear in the File-Name Field. Don't change the name.
5. Choose a location on your computer (like the Desktop) for saving the file.
6. Click Save.
7. Open your email program.
8. In the To Field enter devans1@cmpd.org.
9. In the Subject Field enter only the filename (of the text file).
10. Leave the Body blank.
11. Attach the text file to the email. (See your email program's instructions.)
12. Send the email.

FTP Reports

When the Preliminary Text Report is approved, the police will issue a Store ID, their Server Name, a Username and Password. Please follow these steps to prepare and submit police reports via FTP:

FTP Report Setup

1. In CMPD Software, click on File (upper left) then Program Setup then the Pawn-Etc tab.
2. Enter the Store ID, Police Server Name, Username and Password provided by the police.

   

3. Click Save/Exit to save entries and close the Program-Setup Window.

FTP Report Preparation

CMPD Software includes 'Report Screens' which contain options for 'filtering' reports. The content of any report (including those to the police) may be controlled by making settings on the Report Screen.

1. In CMPD Software on the Main Menu, click on Reports.
2. Select the Pawns tab.
3. Place a check in the Record-Date Box. (The Date Range won't apply if the box is not checked.)
4. Set the Date Range (which will usually be today's date).

   

5. Minimize the Report Screen. Don't close it.

Sending the Report Via FTP

1. With the Report Screen minimized, select Pawns in the Work Areas Menu (upper left in CMPD Software).
2. Click CMPD Report FTP in the lower-left menu to upload data to the police server.

One of 3 messages will appear:

1. The transmission was successful and the # of records sent is shown.
2. If no records were sent (because there were no transactions for the date (range) set) this message will appear: "No reportable items to export".
3. The transmission failed. CMPD Software will refer you to the Charlotte Police Department for correct Internet Connection Parameters. Before contacting the police, please do these things:
   • Click on this link (Google). If your Internet connection is working, the Google website should open in your default web browser.
   • Check to see that there are transactions during the time range specified on the Report Screen. If there are no transactions during the time period, no items will be transmitted.
   • In CMPD Software go to File, Program Setup, Pawns and verify the police server settings. Be sure that all 3 values are set correctly: Store ID, Username, Password. (Check the police email to verify correct values.)
   • Review procedures. Was the Report Screen closed after setting the date range? It should have been left open by minimizing it. If this is the case, repeat the procedure.

Transmission Confirmation

A successful transmission of data will be confirmed by the police. Verify that number of items sent to them by running an Inventory Report with the same settings as the police report and compare the item count.

Troubleshooting

The most common cause of error would be failure to record a pawn transaction. Run an inventory report for the day and compare it with manual records.

User-Defined Group Greyed Out - Chose a category before opening the Extended Code screen.

For support please Email the Help Desk