Keeping an Inventory of your Trains

There are specific inventory programs for toy trains, some will even populate item details with just the stock number.

I use a database program that I got through a special program at work.  I like it because I can search different ways to see what I have, plus it will help family.  I think I am up to 25 columns.  Some of the last ones listed whether PS2 (3 or 5 volt) or PS3, and if I replaced the PS2 battery.  Too much?   List only what you need.

You can get free databases that have most of the functions of the big ones, so look around for one.  

Added:  With my database, for a forum post I wanted to know how many MTH 40' boxcars in the PRR Phase 1 Merchandise Service paint scheme I had, and if I had any with the same car number.  Took less than a minute. 

I keep my inventory on an Access database.  I transferred it over from DB3.  It's probably overkill since I really don't need a relational database for the trains.  I liked having the inventory on DB3 since I had a wide carriage line printer and could print out all the information across the sheet.  The advantage of the Access database is that I can quickly isolate items by manufacturer, road name, type (locomotive diesel vs. locomotive steam), time period (prewar, postwar, modern), gauge, and a few other columns.

I can probably share the Access database structure with you if you like but I would have to figure out just how to do that.

I keep my trains that I have for sale on an Excel spreadsheet and that is adequate for items moving in and out.

LionelFlyer

Howdy, I've used Excel for years and am very pleased - completely customizable, easy to update, inexpensive, and compatible with nearly any other computer that may need to be used to view the inventory. I track anything of value related to the layout/collection (trains, vehicles, signals, structures, power systems, etc). The one thing I feel my Excel inventory system is missing is the ability to easily add photos. Can you describe what you don't like about Excel? Perhaps I or others can find you a solution that has the features you desire.

I use Google Sheets with a separate sheet for accessories, freight, locomotives and invoices.  Each item references my assigned invoice number.  I find this to be difficult to manage as it grows in size and there is no search functionality.  However, it does allow me to store notes for each item.  One day I penned out the specs for a very nice web interface with DB back-end using my PHP library.  Unfortunately, I don't have the free time to develop that.  So, I say, if Excel is no longer working for you, as mentioned, see what's available online.  But before jumping into anything, be sure to kick the tires so to speak to make sure it has all the functionality you need to manage your collection.

Anthony

A simple Excel file works for me.  Separate sheets for rolling stock, locos, accessories, etc.

Excel is ok just thought there might be a program specific for the purpose— thanks for the replies!

@dmestan posted:

A simple Excel file works for me.  Separate sheets for rolling stock, locos, accessories, etc.

Same here

Never take the time, I like surprise finds in the collection every so often.

Mark, I use Excel, and it is possible to put a link to a photo in the spreadsheet.  I have a folder that has my photos and my spreadsheet.  When you are ready to add the link right click on the box, and select Link.

That will open a window that allows you to go the photo file and select that. 

I edit the Text To Display down to just be the car initials and number, then select OK.

You will end up with a hyperlink that when selected will open a picture.

Hope this helps, Merry Christmas!

Ross

Simple excel file, easy to update and have it saved as well on a thumb drive with separate pricing what I paid and what you can reasonably sell for. Also what to expect if some company buys the whole kitkaboodle!

A friend of mine made a access spreadsheet,  automatically adds up all purchases so I know total cost are, what I’ve spent over the years.   I have three categories miscellaneous, rolling stock, and engines

I'd sort of like to have an inventory, but then it would likely scare the crap out of me how much I've invested!

My major issue with just using a DB or Excel is all the data entry, I'd like to have a pre-compiled database of all the manufactured items so I didn't have to enter all that data time after time.  That's such a daunting task that I've never started it.

Sounds to me like a new version of TrainTracker,  John.

I liked and used it too.

Yep, I wish they had kept updating TrainTracker, that's one I would have paid for.

I use an old-fashioned WORKS spreadsheet.  Like John said, it's scary how much I have invested in the hobby.  Those days are mostly past, and I do have an automatically updated total for insurance purposes if ever needed.

Ron

I still use Train Tracker, There was another program before Train Tracker. I was able to transfer all the info into TT with out a problem. I to would pay for something that I could transfer TT  into that was simple. I'm no big computer IT guy.

Jim D.

I guess the database worked for me because I started using it a long time ago, when my "collection" was not that big.  Now, adding a new purchase is not that hard.  Just need to keep it updated.

If you are just starting out building an inventory, I would use a database instead of a spreadsheet.  It will take the same amount of time to enter the data, and you get much more search functionality with the database.

The purpose built model train inventory programs I have seen have data only for one or two manufacturers.  Maybe there is now a program covering more manufacturers, but with a multi-manufacturer collection like the OP's I am not sure it would be that much easier.

Get a descent free, or low cost, database and start populating.

@wb47 posted:

Never take the time, I like surprise finds in the collection every so often.

wb47,

The 2 main reasons I keep a running inventory (almost 900 train items over 13 pages in Excel) are:

1) To help me avoid buying duplicate items

2) To help my heirs know and list what I have with approx. values, should I kick the bucket

I use Excel, inserting the data I want.  Separate sheets for locos, pas cars, freight cars, accs, etc.

Lionelflyer: Question for you.  Many years ago I kept certain personal data in DB3.  I can no longer access it.  How did you get it into Access, which I've never used?  Wish I could get it into Excel

I used Trainminder while it was alive, then I built a simple Excel spreadsheet with links to pictures of each item. It includes among the usual items, location of where the train boxes are stored in my home.

I have used Excel for years for all of my collections. It has worked out well for me. Here is a screenshot of a page from my O gauge spreadsheets.

Never mind, lionelflyer.  I found I could get Excel to open DB3 files.  Now if I could get it to open old 1-2-3 files.

I don't keep a current inventory because I have too many trains squirrelled away but when I get everything out for the layout, I will use my TrainTracker 5 program I purchased many years ago.  I won't have current pricing to import but I can manually insert any pricing info.  It has everything you can imagine to add a piece.

A drop-down menu for:   Manufacturer which has around 30, Era,  Class,  Subclass,  Gauge,  Condition, and Box Condition. Entries for Cat number, Color, Price paid, Quantity and more.  Calander for date acquired is nice also.  You can attach a pic if you want and a page for notes. You can sort and make lists of whatever you want. Can't beat it.    JP

I still use Train Tracker.  I have to keep using it in Windows XP as it won’t work on Windows 7.

Neal Jeter

Hi RJR,

Someone on this forum, sorry I don't remember his name, quite a while ago used the DBF file I sent him and converted it to an Access database.  I'm pretty good at keeping it updated when I acquire new items as there are over 1000 line items.  If you can still open the DBF file, I think you can convert it to something like a comma delimited file and then up load that in to Excel or Access.

This website seems to have some information on doing the conversions: https://www.lifewire.com/dbf-f...w-to-open-dbf-files, but I haven't tried doing that as I have the files in Access now.  I'm sure there is someone on this forum with much more knowledge on how to do that than I have and may be able to help you.

For the reasons stated above, Insurance, Heirs, not winding up with duplicates, I like having the data base available.  Just yesterday I was looking in an antique store and they had a Lionel 3461 Green Log dump car for $38 with 30% off and I couldn't remember if I had one or not and quickly found that I did.

It is especially helpful since I have almost everything stored in 56 quart plastic containers and have them numbered so I know about where I can find something.  I think I'm up to about 80 containers so knowing where something is can be a great timesaver when i want to run it.

I use Trainminder.  Have used it for many years.  Also keep a hard copy which I update periodically.

Bruce

Like many of the forum members, I also use Excel for inventory. In addition, I use Excel to keep a record of my aftermarket control system conversions which includes what specific system was installed, what it was installed in and when it was done. There is also a section in the program for test results and general comments.

I don't use spreadsheets, because they are over-stimulating. Instead, I divide my collection into numbered "sets" with three sections: (a) Switch List, (b) Log and (c) Topics. The switch list has the consist and notations for insurance. The "Log" is the history of the set (with a related "Roundhouse" file to document maintenance) and "Topics" is for everything else, including photos, research and the like and everything is supplemented by an external hard drive of all videos from about 2007 to the present, regardless of the level of technology at the time (they are all standardized) so if I have to go to a nursing home someday, which I hope to avoid, I can watch my trains on a laptop. Everything is scanned, no papers. Mark

No inventory here. I have a pretty good idea what I have, I just have no idea where it is. I need to install RFID chips in my stuff so I can find it.

Pete

I don't, I don't care, it is toooo much work, I don't want to know how much I spend and don't care how much time it takes my kids to make that list and then decide what to do next.

@gunrunnerjohn posted:

My major issue with just using a DB or Excel is all the data entry, I'd like to have a pre-compiled database of all the manufactured items so I didn't have to enter all that data time after time.  That's such a daunting task that I've never started it.

That's just an excuse the AutoComplete feature addresses with flourish.

What, me worry?

I find it interesting the posts that are getting the likes:

1.  Use Excel or other spreadsheet because that is what they have always used.

2.  Do not maintain an inventory (too hard, don't want to know).

I think inventories are good (everything in our house is in the database).

I started my inventory with Excel because I used that a lot at work.  One day I imported the spreadsheet data into Access to see what a database does.  Wow, what a difference in capability.  Spreadsheets are better than a database for many tasks, and I still use Excel for most things.  But I use Access for my inventory.  Finding things for the forum, checking for duplicates, or just want to know is so much easier in Access.

If you are starting an inventory why limit yourself with a spreadsheet?  Access is overkill, but I am sure there are a lot of free or low cost home office databases that would work just as well.

My list for trains is real simple.  I use MS Word and titled it Trains Buy and Repair List and save it with a date saved each year  and just save the list during the year by hitting Save.  I am more comfortable with Word and do not need the calculation and column capacities of Excel for my List.  I do not spend much time with this list as I only purchase a few used post war train items a year.

It has a date as a the first entry.  Then I describe all the purchases at a train show, Ebay, garage sale, personal sellers name and all locations, etc. The entry includes details on each item, model number, road name, color, condition, price and faults.   I also will include items passed on.  Items bought are in Bold type.

I also make entries on repairs made to trains, and the layout with brief details.

I use Word "search" to find an item if necessary, but usually find it by scrolling down the pages.  I have about 20 pages so far.

I also keep a Item Wanted List and a list of more complete details on complicated repairs I made below the main Buy and Repair 20 page list.  I also keep a list up up coming train shows and dates list at the bottom.  All important stuff in one place.

Since I did not start this list 40 plus years ago, I had to review what notes I had and tried to remember details of earlier items as best I could.  Since I have moved every 3 to 6 years many times remembering where I lived helped me get close to a date.   The list is very good since 2000.  I have short list of trains I have with no idea where or when I got them.

Charlie

@CAPPilot posted:

If you are starting an inventory why limit yourself with a spreadsheet?

Exactly. That's the wrong tool, a relational database is all I've ever used.

The best tool for inventory is a relational database. You don't have to input repetitive (read redundant) information and it makes reporting more flexible. I wrote this one in Microsoft Access (comes with MS Office Pro) several years ago as a teaching aid for a class I taught at Mt. SAC. Now that I'm retired, I'm going to take a look at rewriting the macros behind it and put some code in to better handle the stored images.

@Ross posted:

Mark, I use Excel, and it is possible to put a link to a photo in the spreadsheet.  I have a folder that has my photos and my spreadsheet.  When you are ready to add the link right click on the box, and select Link.

That will open a window that allows you to go the photo file and select that.

I edit the Text To Display down to just be the car initials and number, then select OK.

You will end up with a hyperlink that when selected will open a picture.

Hope this helps, Merry Christmas!

Ross

@AGHRMatt, I have not linked pictures in access, is it similar to excel as Described by @Ross above.

Unless i missed it, seeing multiple item pictures simultaneously in excel or access is not easily done. Seeing a picture of the item, and all similar items simultaneously, has always been very important for me. Easy and quick to see what I have and don't have. My inventory is not huge and these basics are what keep me under control and avoid too many duplicated items. For picture ease, I pretty much migrated from excel and now rely on word files. I keep them by item category files: 40 ft boxcar, 50 ft boxcar, steam locos, etc. The issue with pictures in word docs like I use is files get big quickly, even with cropped pictures.

I use Excel - a common, portable format that should be around for a long time.  Everything is in one sheet; first column is item type (locomotive, rolling stock, accessory, etc.).  Easy to sort and categorize.  Easy for each person to create whatever columns/categories are useful for them. 

Initial data entry was a major task, but it only needed to be done once.  Updating it for new items is quick.  After each update, I email it to myself as a backup in case the computer croaks.

I find it very useful for preventing unintentional purchases of duplicate items.  (Intentional duplicates are another story.)  I also don't automatically sum the value of the items (only done on demand) - some things are best left to the imagination. 

Sorry I'm using Train Minder. Train Tracker was the program before Train Minder and they were compatible for transfer . Train Minder works on Windows 10.

Jim D

Gussin' most of your all must have a hobby shop worth of choo-choos. 

Only having about 40 to 50 +/- locomotives, 120 +/-freight and 60 or so passenger cars I use the fat dumb and happy 3 ring "program" on a 1/4" graph grid.  Has worked for decades, never been frozen or accidently deleted.  I just scan it and send it to the TCA insurance carrier.

Don't worry much about valuation or purchase price, that all will be consumer driven at time of disposal.

(I find it interesting when guys set their stash on 3 or 4 tables the shows with their purchase price as their selling price.  They wind up only selling one or two or no items.  Packing it up then put it all out again at the next show.  Purchase price is meaningless for establishing today's value.)

Model trains in today's world are much like most automobiles, a depreciating asset.

Like Norton and Bill DeBrooke. RFID chips may help me find everything, but in another sense, I do not care, misplaced stock just gives me additional siding space.   M.I.A. equipment that when found, is a pleasant surprise.