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Inventory SpreadSheet

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  • Member since
    July, 2016
  • From: Podunk, Illinois
Inventory SpreadSheet
Posted by smhardesty on Sunday, May 07, 2017 1:40 PM

I decided my stash had reached the point that I needed some way of keeping track of it. That decision came right about the time I was placing a newly purchased kit up on the shelf and saw I already owned the kit. Kind of embarrassing, but I can always build one kit as a street rod and the other as a factory stock.

So I decided an inventory sheet was in order. It has been a LONG time since I did any great amount of spreadsheet work and I really didn’t realize how much the spreadsheet apps had changed. I was almost lost trying to find my way around in the app. So I cheated and downloaded a sample inventory sheet from the ‘Net and then tweaked it to fit my stash inventory needs. It’s nothing spectacular, but it will keep me in line a little better.

I’d be happy to share the inventory sheet with anybody that would like a copy of it. I happen to use LibreOffice, but any modern version of MS Office should be capable of opening and using it. Nothing is locked on the spreadsheet so you could easily change headings to fit your own needs. I think I have about 150 lines set up for use, but it’s no problem to add more lines for you guys that have hundreds of kits in your stash.

So if anybody would like a copy, PM me with your email address and I’ll be happy to send you a copy. I put a couple of entries in it just for the sake of seeing samples. You can just delete them. Holler if you have any questions.

Steve

On the bench - Right now, a mess.

  • Member since
    August, 2005
  • From: Nashua, New Hampshire
Posted by mrmike on Monday, May 15, 2017 8:00 AM

I wanted to create an inventory sheet for my stash of model kits and went searching for one online.  What I found really didn't work for me as I would've had to change all the headings and the layout of the sheet.  Instead, I created my own sheet using Microsoft Excel with my own headings and column widths.  I can add or subtract kits as I use them, note parts that were removed or added, current kit status, notations for building ideas, and kit manufacturer.  Every setup is unique to the individual, which is why I created my own Excel sheet.  If anyone has access to Microsoft Excel, I recommend creating your own Excel sheet.  If you are looking for ideas, then contact us.  

"That's Spenser with an 'S' like the poet." Robert Urich Spenser For Hire 1985 

On my bench-1962 Chevrolet Sinkhole Corvette; 1962 Ford Thunderbird Sports Roadster; 1973 Ford Bronco

Classic Plastic Model Club 

The name is Mike...mrmike!

  • Member since
    July, 2016
  • From: Podunk, Illinois
Posted by smhardesty on Monday, May 15, 2017 11:07 AM
You're 100% spot on, Mike. There is no way any 2 guys are going to want the exact same info included on an inventory sheet. I made sure to include a "Miscellaneous" column at the end of the other data. I can adjust the column size as needed, of course, but I promised myself I would try NOT to get carried away with adding a lot of extra info. No sense in writing a book on each one. My next step will be to create a way to print out "data cards" for each kit I complete. I think I'll plan on attaching the cards to the bottom of the individual display cases I'm going to use. For a few months I'll remember every detail about each kit, but years down the road will be a different story. I'll want to know what brand of kit, what color the paint was, etc, etc. Data cards seem like what I need. I think I'll end up printing the cards on regular paper stock to avoid wasting a sheet of card stock.

Steve

On the bench - Right now, a mess.

  • Member since
    December, 2005
  • From: Upstate New York
Posted by spencer1984 on Monday, May 15, 2017 11:50 AM
I use a Google Sheets spreadsheet for my inventory, which has the added bonus of being accessible anywhere so I can pull it up on my phone when I'm at shows or hobby stores to double-check myself before I buy
  • Member since
    December, 2003
  • From: Nova Scotia
Posted by Bainford on Thursday, May 18, 2017 8:16 AM

smhardesty
I'll want to know what brand of kit, what color the paint was, etc, etc. Data cards seem like what I need. I think I'll end up printing the cards on regular paper stock to avoid wasting a sheet of card stock.

You might find keeping a note book on your bench is best for this type of information. It is at the bench where you will want to know what finish you used for that Cuda you build two years ago, or what paint and technique did you use to do the stripe on the Goodyear Blue Streaks that look so good on that Shelby, etc. Keeping notes will help you to narrow down what processes and techniques work best for you, or produced the results you were looking for, and what ones did not. Often I do some experimenting with the various tips and techniques I learn about on the forums, and I keep notes so I can duplicate (or avoid) certain procedures or products. This is also the perfect place to keep notes when planning and starting your builds, and to make your mid-build 'to do' lists.

In the beginning just jot down the obvious stuff like what paint you used or are going to use, what tires you substituted, etc. Eventually you will find that when you refer back to your notes, what you are looking for is not there. That's is your clue to start including that info on notes for your current build. Eventually the type of stuff you need from your notes become apparent.

I also keep another book that is just for projects in the planning or dreaming up stages. I often find I get a brainstorm for a potential project and come up with some nifty ideas on how to execute, or potential kitbashing solutions. If I don't get this stuff written down it sometimes becomes lost in the caverns of my mind. It's a lot of fun to refer back to this book which has been in the making for a few years now, and check out some of my earlier project ideas and become re-inspired.

As I work away at the bench I find that I refer to these note books much more than I ever thought I would. Especially as my builds become more complex and my brain gets older. I do realise that such detailed notekeeping is not for everyone, but it has been a great help for me.

In addition to this though, I do keep a multi page excel spreadsheet to catalogue my stash, my want lists, and very many other things including a seperate page for hobby tools and equipment. Lately I've been buying up glue bombs, builts, and started kits for cheap in the local classifieds to sell at hobby shows, and just last night I created a new page to keep track of money going in and out for this endeavour.

Power matters in the straights.
Lightness matters everywhere. - Colin Chapman

Trevor

  • Member since
    March, 2010
  • From: Midwest
Posted by High octane on Thursday, May 18, 2017 10:58 AM

Sounds too much like "work" and this hobby to me is for FUN. I used to keep a list of kits in my "stash," but as I've been "thinnin' the herd" these last few years and a lot of my kits are gone and I pretty much know what I have left. As far as duplicating a paint finish, to me once is enough as there are plenty of colors out there to choose from, and I really don't use the same color twice.

High octane

  • Member since
    July, 2016
  • From: Podunk, Illinois
Posted by smhardesty on Thursday, May 18, 2017 1:39 PM

spencer1984
I use a Google Sheets spreadsheet for my inventory, which has the added bonus of being accessible anywhere so I can pull it up on my phone when I'm at shows or hobby stores to double-check myself before I buy

I was going to refrain from commenting, but read this again today and I just can't resist.

I spent 30+ years involved in the computing industry with a lot of the later years dealing with computer and network security. When I read about someone using Google for anything, I cringe. When I read or hear of someone using any “cloud” type service, I cringe. I really hope you never experience any troubles, but it scares me to see or hear things like that.

 

Steve

On the bench - Right now, a mess.

  • Member since
    July, 2016
  • From: Podunk, Illinois
Posted by smhardesty on Thursday, May 18, 2017 1:45 PM

I see where keeping notes could be very useful. I also see HO’s point about turning a fun hobby into a work type task. I think I’ll probably end up somewhere in the middle of the two trains of thought. I’ll want just some basic info recorded for future reference. On the other hand, it happens that I have already done some paperwork on the two snap kits I’m gong to start with. It’s nothing like permanent notes I’ll want to keep, just some quick thoughts I jotted down to remind me of what I want to do to certain parts, or maybe what colors I decided to paint. I do believe in a certain level of planning any project, so basic notes are essential for me.

Steve

On the bench - Right now, a mess.

  • Member since
    April, 2017
Posted by aliasT.W. on Thursday, May 18, 2017 2:15 PM

 I make notes on the insde of box lid,(using thin black marker) they don't get lost that way. If I have a build theme in mind or add & subtract parts, this is also written on the box lid. As for knowing all the kits I own, I try to categorize the piles Mopar with Mopar, Chevy with Chevy & so on, it's not hi tech but it works for me anyway. Bill.

  • Member since
    November, 2005
  • From: Lower left side
Posted by vettecote on Thursday, May 18, 2017 10:24 PM

I just take a quick snap shot with my digital camera of any model I purchase, and download the pic on my fotki site. Then arrange as needed...see below...Joe

"I never met a model I didn't want to modify!" Someone once told me,"You have too many models." I told them, "I have options"!

  http://public.fotki.com/vettecote001/

  • Member since
    December, 2005
  • From: Upstate New York
Posted by spencer1984 on Friday, May 19, 2017 8:07 AM

smhardesty

I spent 30+ years involved in the computing industry with a lot of the later years dealing with computer and network security. When I read about someone using Google for anything, I cringe. When I read or hear of someone using any “cloud” type service, I cringe. I really hope you never experience any troubles, but it scares me to see or hear things like that.

You'll notice what I use it for, though: a list of models and what I plan to do with them. Worst case scenario in case of a data loss, I have to look at my actual, physical shelves again (meh). Worst case scenario in case of a data breach, someone will know I have a whole bunch of models that I have plans for (also meh).

The only information I put in cloud storage is data that A) I can replace relatively easily, B) want to access from multiple places, and C) don't really care if other people see.

Cloud storage is a tool, and like nearly any tool it can be both useful and dangerous - you just need to familiarize yourself with the basic risks.

  • Member since
    July, 2016
  • From: Podunk, Illinois
Posted by smhardesty on Friday, May 19, 2017 10:37 AM

Data loss is only one possible problem with using Google or any other cloud service, and is probably the least of the real worries. More importantly are the risk of having your data files infected with a virus or Trojan, and the risk of opening a port on your PC to anybody that would like to access your PC. Not saying it would ever happen to you, and I certainly hope it never does, but those are the two things that immediately come to mind for an old computer security dog. Open ports on a PC are exactly like open, unguarded ports at sea. Sometimes the open invitation is too much for some to ignore. If you're using a Windows based PC, please take extra precautions to protect you computer. Have a good anti-virus installed and update it regularly. I would also recommend a good firewall.

Steve

On the bench - Right now, a mess.

  • Member since
    December, 2005
  • From: Upstate New York
Posted by spencer1984 on Friday, May 19, 2017 5:01 PM

smhardesty

If you're using a Windows based PC...

 
Nope; although I still know my way around the OS for work reasons, I haven't used a Windows machine as my primary for 15 years or so
  • Member since
    July, 2016
  • From: Podunk, Illinois
Posted by smhardesty on Saturday, May 20, 2017 1:22 PM

spencer1984
 
Nope; although I still know my way around the OS for work reasons, I haven't used a Windows machine as my primary for 15 years or so

Spoken (or typed) like a man that finally had enough. I would say 15 years would be a very close estimate of when I dumped Windows, myself. You either jumped to a Mac, or did what I did and found LINUX. Either way is surely a LOT better than Windows. So I’ll retract most of my concern for your safety on the Cloud. Risk still exists, but at a greatly reduced level compared to Windows.

Steve

On the bench - Right now, a mess.

  • Member since
    December, 2005
  • From: Upstate New York
Posted by spencer1984 on Saturday, May 20, 2017 8:09 PM
Absolutely, and it's still good to be concerned (at least, insofar as reducing risk as much as possible). So I make sure to keep my anti-malware current, all system updates installed properly, etc.
  • Member since
    September, 2011
Posted by Arthur Anderson on Monday, May 29, 2017 9:30 PM

I just started, on Friday, to aid the brother of my long-time model car buddy who passed away a couple of months ago, in inventorying his massive stash of model car kits.  I'm talking about literally several thousand model car kits.

At this juncture, a spread sheet is out of the question--those kits a scattered through several rooms, even the basement of his house.  But, in the end, that is what simply has to happen--many kits are likely to show up multiple times!

Art

  • Member since
    January, 2004
  • From: Northeast Ohio
Posted by jas1957 on Friday, June 02, 2017 5:11 PM
My inventory is old school, a spiral notebook & a pen.
6
  • Member since
    February, 2005
  • From: https://www.facebook.com/kitparts6/
Posted by 6 on Wednesday, June 07, 2017 12:05 PM

The burning question is how many kits do you have in your inventory?  Any of you over 1000?

I have always used MS Excel.  Searchable, sortable, easy to edit.  Anything like Excel should be very effective. 

   6

kitparts6 on FB

Kit-Parts on eBay

  • Member since
    December, 2003
  • From: Nova Scotia
Posted by Bainford on Wednesday, June 07, 2017 1:11 PM

A mere 600 kits here, but hoping to soon pare it down to under 400.

I find the excel spreadsheet to be the pefect tool for keeping track of the stash, as well as want lists, tools and equipment, etc.

Power matters in the straights.
Lightness matters everywhere. - Colin Chapman

Trevor

  • Member since
    July, 2016
  • From: Podunk, Illinois
Posted by smhardesty on Wednesday, June 07, 2017 2:51 PM
My stash is nowhere near the size that some of you guys have, BUT,,,, I only decided to get back in the hobby one year ago. As I recall, my first kits were purchased in July of last year. I've kind of lost track of the exact number in my stash over the past 2 or 3 weeks, but it's right at 95 or 96. I keep promising to stop buying, but then up pops a kit that I have on my 'want list' and I buy again. At least now that 'want list' is getting smaller so purchases will be fewer and further between. I really need to stop with the kits and pick up some more paints and supplies. And I REALLY need to get started on a build. Just haven't been much in the mood.

Steve

On the bench - Right now, a mess.

  • Member since
    December, 2003
  • From: Nova Scotia
Posted by Bainford on Wednesday, June 07, 2017 3:37 PM

smhardesty
My stash is nowhere near the size that some of you guys have

It's not the size of the stash, Steve. It's how you use it Wink

Power matters in the straights.
Lightness matters everywhere. - Colin Chapman

Trevor

  • Member since
    November, 2004
  • From: UK
Posted by PatrickW on Thursday, June 08, 2017 4:43 PM

I retired from work and spreadsheets that I had to work from/add to etc. Not again. I can see my kits at a glance. So as not to buy two of anything. It's a hobby not work. 

  • Member since
    December, 2005
  • From: Upstate New York
Posted by spencer1984 on Thursday, June 08, 2017 6:01 PM

6

The burning question is how many kits do you have in your inventory?  Any of you over 1000? 

Only just: 1,084 is my current count

PatrickW

I retired from work and spreadsheets that I had to work from/add to etc. Not again...It's a hobby not work. 

 
Fair point. Since my work doesn't involve spreadsheets, I haven't gotten sick of them yet
  • Member since
    March, 2017
Posted by Moparlover64 on Friday, June 09, 2017 11:00 AM

Approaching the 2000 kit mark will be selling off some soon way to many doubles triples 

Moparlover64

  • Member since
    July, 2016
  • From: Podunk, Illinois
Posted by smhardesty on Friday, June 09, 2017 3:47 PM

Bainford

It's not the size of the stash, Steve. It's how you use it Wink

That made me laugh. It also reminded me of what an old football coach said all the time. I played during that period when long, long hair was becoming "the thing" to do. He would constantly tell us, "It ain't the length of your hair she's worried about boys".

Steve

On the bench - Right now, a mess.

  • Member since
    November, 2012
Posted by Dragcarz on Monday, June 12, 2017 6:29 PM

At last count, 1073 unbuilt kits. That's why I keep an inventory.

Roger

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