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Using spreadsheets or software for inventory

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Using spreadsheets or software for inventory
Posted by armchair on Monday, March 23, 2009 10:26 AM

 This has proaboly been covered many times in the past, but I'm curious to know if there is an easy to use program available to inventory all the rr items on hand that one seems to collect over the ages. I used to write purchases down in a journal a few years ago when I was gone on the road all the time. Now I'm home & most of the 'stuff' isn't even in My records. As i'm working at getting more computer 'savvy,I thought it would be nice to find an easy to use software program that I could learn & maybe  get these items itemized so I actually know what I have on hand. I'm still in the planning staging of a new home layout & thought this would be a great help to see what I may need in the future. You're personal experiences & methods would be appreciated. Thanks in advance. Randy.....

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Posted by skagitrailbird on Monday, March 23, 2009 10:30 AM

 Randy,

I use a Microsoft Excel spreadsheet with a tab for each major category, such as locomotives, freight cars, cabeese, passenger cars and structures.  Each tab has column headings appropriate to the category.  It's pretty simple but has worked for me for several years.

Good luck!

Roger Johnson
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Posted by luvadj on Monday, March 23, 2009 10:42 AM

 I use a combination of Excel and an Access database to keep track of my fleet.

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Posted by blownout cylinder on Monday, March 23, 2009 10:47 AM

I use Excel for inventory and cost tracking--sometimes even on the same page! If you're really finicky with how your inventory looks there are innumerable ways that you can customize the tables to look and other things---I find one really doesn't need even more software cluttering up memory when you need the memory for the inventory--Smile,Wink, & Grin

Any argument carried far enough will end up in Semantics--Hartz's law of rhetoric Emerald. Leemer and Southern The route of the Sceptre Express Barry

I just started my blog site...more stuff to come...

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Posted by johncolley on Monday, March 23, 2009 11:40 AM

I use not one, but three spreadsheets: Engines, Passenger, and Freight. My freight car roster has columns for the reporting marks under each heading. There are two lines for the headings: car type, and AAR code. Down the left side the lines are numbered for each entry, so I can tell at a glance that I have 37 box, 32 reefer, 9 tank, 4 flat, 3 gon, 5 hopper, 6 cabeese. When I get a new car, or pick up an old one at a train show, I put on new metal wheels and Kadee couplers. When it is ready to join the fleet I add it to the roster, with a change date. John Colley, Port townsend, WA

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Posted by tstage on Monday, March 23, 2009 11:41 AM

Randy,

Although I know how to use Excel, I actually use tables in MS Word just like cells in Excel.  I find them somewhat easier to manipulate and format - especially for the purpose of printing them out in order to take them with you to shows.  Excel does have the advantage of more sorting options.

There are inventory software packages out there that do a nice job and may have some advantages with larger inventories.  However, since my inventory is smallish, it's not worth the extra expense for me at this point in time.

Tom

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Time...It marches on...without ever turning around to see if anyone is even keeping in step.

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Posted by dstarr on Monday, March 23, 2009 11:52 AM

I just use an Excel spreadsheet, since I use Excel often enough to remember how it works.  I keep one Excel work book with  worksheets for box cars, locomotives, hopper cars, passenger cars, cabeese, reefers and so on.  I have columns for roadname, reporting marks, kit/rtr makers name, cost new, date built (when I bought it), comments, and maintenance history.   Excel can sort each worksheet by any column you desire.  That feature makes it easy to insure that the same car isn't listed twice. Excel is very cooperative about adding new columns or rearranging them.

 

 

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Posted by garya on Monday, March 23, 2009 12:08 PM

This same question came up on the Atlas Forum, and believe it or not, turned into a free-for-all. 

Many people use Excel, so if you have it and are familiar with it give it a try.  You could look at a freeware program called Yardoffice, http://www.musicmixradio.com/yardoffice/ , which looks really nice.  I set up my own database program, modifying a boilerplate inventory program in NeoOffice, which is basically OpenOffice for the Mac.  The hardest part is entering everything in--it's rather tedious.

Gary

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Posted by rrinker on Monday, March 23, 2009 1:15 PM

 Dave Husman has a nice Access application he wrote that can do inventory on locos and rolling stock as well as generate car cards for operation. You can use as much of it as you want - right now I just use theinventory part, but when I have indusitries set up I'll be able to make swotch lists and car cards without reentering all my rolling stock. The only place I know it's been made available for downlaod is int he file section fo the Car Cards Group on Yahoo.

 Being that I know Access very well, I created an extra couple of reports to make pocket-size lists of the locos and cars I own to carry to train shows so I don't buy duplicates.

 

                                 --Randy

 

 


Modeling the Reading Railroad in the 1950's

 

Visit my web site at www.readingeastpenn.com for construction updates, DCC Info, and more.

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Posted by MisterBeasley on Monday, March 23, 2009 1:26 PM

The little that I do is in Excel.  I've got a list of engines with their decoders and custom settings for them.

I also have a collection of old computer games and serious applications that will no longer run on my computer.  Let this be a warning.  A computer program written for today's version of Windows can not anticipate tomorrow's version of Windows.  Eventually, some basic aspect of the operating system will be changed, and the program will no longer work.  So, even if you keep your original program disks and back up your files, sooner or later you'll get a new machine and your inventory program will not work.  If you're lucky, you may be able to transfer your data to a different program, but many times these programs use proprietary formats, and the best you can do is print out a report and begin typing.

Excel will survive.  Excel can produce a comma-delimited output file that many programs can import.  Excel can import such files that other programs have created.  It's the winner in this Survivor game.

It takes an iron man to play with a toy iron horse. 

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Posted by Flashwave on Monday, March 23, 2009 2:45 PM

So, I see I;m outvoted here. but the poeople I know use and love YardOffice. To me, it's less cluttered than all the columns and rows in Excell or Access (Which can be cleaned up in the forms).

One otgher thing that should be inventoried, and isn't, that Yardoffice can do, is scenery. Especially if your insuring your stuff, you can't forget the big expensive buildings as well. You may not need to count every flake of styrafoam, but if you have 60,000 trees, you might want to know that.  

-Morgan

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Posted by chatanuga on Monday, March 23, 2009 3:47 PM

I started using Excel, but it quickly became a bit overwhelming.  That's when I switched to TrainTrack, which allows for a very detailed listing for each piece of rolling stock as well as to add a picture to each listing.

Kevin

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Posted by cuyama on Monday, March 23, 2009 4:10 PM

As long as you can guarantee that your freeware or shareware database supplier is always going to be interested in providing upgrades to the software everytime MicroSquish makes an upgrade, you're fine with one of those.

Personally, I can do everything fine on Excel (even keep track of trees, if I ever descend to that level of detail) and I know that my files will never be orphaned by an operating system change.

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Posted by CP5415 on Monday, March 23, 2009 8:33 PM

I've set up an Access database, using different forms for different items. Locos, freight, passenger, vehicles, work etc. With this, I have the information on each peice that I want, when I want. I guess there is no right or wrong with what you use, it boils down to what you feel comfortable using & how much information you require.

Anyone who wishes to see a copy, just email me.

 Gord

 

Brought to you by the letters C.P.R. as well as D&H!

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Posted by BRVRR on Monday, March 23, 2009 9:08 PM

armchair,

There are many commercial programs available to keep track of your model railroad inventory. Many people 'roll their own' with MS Access or Excel. More power to them.

I found a 'freeware' program that meets my needs call RRTrains. It has most of the bells and whistles of the commercial programs and its free. It has categories for locos, freight cars, passenger cars etc. If you need more, there are provisions for user defined categories as well.

One of the features I like the best is that a photograph can be attached to each individual car's record.

Here is the link: http://www.gregorybraun.com/

Check it out. RRTrains is in the "Hobby" section. Just scroll down the page until you come to it.

 

Remember its your railroad

Allan

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Posted by dehusman on Monday, March 23, 2009 9:17 PM

Having used both databases and spreadsheets extensively professionally and in my hobby, if you just want an inventory, spreadsheets will work great. 

Where databases excel (no pun intended) is with forms, formated input and selection.  If you want a list, it you want to sort it, if you want to calculate the sum of the value of your collection, then spreadsheets are great.  If you want formated input and the ability created select subsets, etc, then you need a database. 

Most people can achieve everything they want for documentation with a spreadsheet.

Dave H. Painted side goes up. My website : wnbranch.com

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Posted by Medina1128 on Tuesday, March 24, 2009 12:08 AM

BRVRR

armchair,

There are many commercial programs available to keep track of your model railroad inventory. Many people 'roll their own' with MS Access or Excel. More power to them.

I found a 'freeware' program that meets my needs call RRTrains. It has most of the bells and whistles of the commercial programs and its free. It has categories for locos, freight cars, passenger cars etc. If you need more, there are provisions for user defined categories as well.

One of the features I like the best is that a photograph can be attached to each individual car's record.

Here is the link: http://www.gregorybraun.com/

Check it out. RRTrains is in the "Hobby" section. Just scroll down the page until you come to it.

 

And for those who insist on using Excel, RRTrains will export in Excel format.

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Posted by innocent_gentleman on Tuesday, March 24, 2009 1:32 AM

I have used RRTrains now for a little over a year for my 200+ inventory and export to Excel for a simple listing to know what I have got when I go to the hobby shop.  I am now working on my step-dad's inventory using the same program.

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Posted by chateauricher on Tuesday, March 24, 2009 2:09 AM

I use Yard Office ( http://www.musicmixradio.com/yardoffice/ ).

I find it very easy to set up and use.  With Yard Office, you can ...

  • include images (photos and logos);
  • generate customised inventory lists (great for when you go shopping);
  • add/delete types of rollingstock;
  • record dates, locations, and prices of purchases (important for insurance purposes);
  • know the location of the item (eg: on layout, in storage, in repair shop, etc.);
  • keep track of any modifications (eg: decoders, new wheels, trucks, couplers, etc.) or repairs; and
  • include notes.

When you have to enter in a long series of very similar items, you can copy previous entries and edit them to save having to re-enter all the data over and over.

While it is free, paying the $27 USD to register and unlock all the options is well worth it.

Timothy The gods must love stupid people; they sure made a lot. The only insanity I suffer from is yours. Some people are so stupid, only surgery can get an idea in their heads.
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Posted by Medina1128 on Tuesday, March 24, 2009 6:48 AM

innocent_gentleman

I have used RRTrains now for a little over a year for my 200+ inventory and export to Excel for a simple listing to know what I have got when I go to the hobby shop.  I am now working on my step-dad's inventory using the same program.

As an aside to RRTrains, the inventory WITH pictures is good enough for my insurance agent should the unthinkable happen. I pay a little extra for "collectibles coverage".

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Posted by blownout cylinder on Tuesday, March 24, 2009 7:05 AM

Of course, one CAN use 'Office word' to do all that without having all the extra memory going to another piece of software---then again, ask yourself do you really need all those extra bells/whistles in the first place?I've been placing pix of my stuff on word without all the extra googaws so----

 If you have the database such that you have pix for insurance purposes--make sure that you have that CD/DVD of your inventory someplace OTHER THAN in your own home.

Any argument carried far enough will end up in Semantics--Hartz's law of rhetoric Emerald. Leemer and Southern The route of the Sceptre Express Barry

I just started my blog site...more stuff to come...

http://modeltrainswithmusic.blogspot.ca/

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Posted by Autobus Prime on Tuesday, March 24, 2009 7:42 AM

Folks:

I don't track my trains and I'm not planning to. Life is too short.

 Currently president of: a slowly upgrading trainset fleet o'doom.
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Posted by blownout cylinder on Tuesday, March 24, 2009 7:58 AM

cuyama

As long as you can guarantee that your freeware or shareware database supplier is always going to be interested in providing upgrades to the software everytime MicroSquish makes an upgrade, you're fine with one of those.

One way to get around those issues is to run the software in compatability mode--

Any argument carried far enough will end up in Semantics--Hartz's law of rhetoric Emerald. Leemer and Southern The route of the Sceptre Express Barry

I just started my blog site...more stuff to come...

http://modeltrainswithmusic.blogspot.ca/

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Posted by mobilman44 on Tuesday, March 24, 2009 8:20 AM

Hi!

While there are inventory packages out there, I created my own many years ago with Microsoft Excel - a business spreadsheet package. 

My inventory has a plethora of identifiers (i.e. road, type, sub type, color, built year, mfg, mfg number, etc., etc.) that can be sorted in as many ways as you want.  I also have columns for maintenance, such as added details, coupler/truck replacements, and "incidents".

Excel is not cheap, and if you don't use it in your work you will have a learning curve. 

FWIW,

Mobilman44

ENJOY  !

 

Mobilman44

 

Living in southeast Texas, formerly modeling the "postwar" Santa Fe and Illinois Central 

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Posted by pastorbob on Tuesday, March 24, 2009 8:33 AM

I use Excel, have for many years, used it when I was working in EDP, even taught classes to users in it, so have worked it to death.

I have one spreadsheet for diesels, both Santa Fe and foreign seperated.  I have a second one for all foreign cars and a third for Santa Fe cars.  Why two?  over 1700 freight cars to keep track of. 

Bob

Bob Miller http://www.atsfmodelrailroads.com/
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Posted by tatans on Tuesday, March 24, 2009 8:37 AM

Here's my inventory sheet:

1 sheet of lined paper, with 3 holes punched.

3- locomotives, 2 steam, 1 diesel

6- boxcars converted to haul lumber

8- logging cars and logs

1-transformer

2- wooden trestles hand made.

seems to be a pretty simple process to handle a model railroaders inventory don't you think?

hopefully you don't have too much more than this do you? would like to see your list.

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Posted by jamnest on Tuesday, March 24, 2009 8:42 AM

I have used Excel for a long time.  I have one spread sheet for rolling stock and one for locomotives.  I bring the spread sheet up when I am on Ebay to check car numbers.  I also do a print out and take it to train shows. I have a PDA cell phone and can upload the spread sheet to the cell phone to use at train shows.  Also when I travel, I like to visit hobby shops and the spread sheet is helpful in knowing what I already have.

Jim, Modeling the Kansas City Southern Lines in HO scale.

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Posted by nbrodar on Tuesday, March 24, 2009 9:08 AM

 I use Excel, and have for many years.   My spreadsheet has worksheets for locomotives, freight cars, passenger cars, cabooses, etc.   I also have the dollar values from each tab collated on a master cover sheet, so I can see the dollar totals, and breakdown at a glance. 

Nick

Take a Ride on the Reading with the: Reading Company Technical & Historical Society http://www.readingrailroad.org/

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Posted by dehusman on Tuesday, March 24, 2009 10:06 AM

I use an Access database since I also use it to generate car cards and waybills.  I also use Excel for quick lists and planning, and its no problem to run a query in Access and pop the results in an Excel spreadsheet if I want to manipulate it differently.  I don't see it as an either, or proposition. 

I do like "rolling my own" inventory system so I can customize it to what I want.  I have just the data I want, in the format I want.  When I changed eras I added the ability to have multiple rosters.  When I changed era I needed to organize cars by family lines (for example the PRR had about 8 sets of initials, all of which were "PRR" cars).  Also since I share some of my databases, I have been able to modify them based on feedback from my "customers".  So there are some things in may databases that I may have no need for but others may (for example a "train show" list organized by manufacturer).

Use whatever fits your needs, its all good, but don't rule out other options.

Dave H. Painted side goes up. My website : wnbranch.com

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Posted by armchair on Tuesday, March 24, 2009 3:53 PM

 I want to thank Everyone Who took time to answer this post. I already have the word & excel software on My computer so I guess I'll just format it. This deems to be a time consuming endevear, so maybe I can get persuade My wife to help out. I never realized I'd accumilated so much "stuff" until I went to look for something I thought I knew I had. I found things I didn't even know I had . Talk about a lack of organization.  R...........

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