Coin Inventory Software???

AtcBob

Hey all,

Could anyone recommend a software program that is failry good to use for coin inventory management?

Thanks

semicycler

I use a Microsoft Excel spreadsheet.

AtcBob

Scott,

How do you set your up? I'm just starting to use excel???

jom

You need to sit down and think out what fields you need for your coins. Things such as design type, date, mintmark, grade, service etc etc. and then use those as you column heads. Each row will be a different coin.

Personally, I use a much more complicated set-up. I'm using MS Access and I've done some programming with it. So it's your choice: simple or easy?

Good luck.

jom

Bikingnut

I use Coin Elite, which is fairly easy to use.

ursabear

What computer and operating system (Windows, Macintosh, Linux, etc.) do you folks use to run your coin software/spreadsheets?

StillLurking

This is from my LOTUS 123 inventory of world coins. This forum does not maintain the column spacing of 123 so it looks cramped. Date, denomination, coin name and KM# each have their own column. I also keep a running total for countries and total coins. There is enough room for notes about overdates, errors and metallic content.

Argentina
1888 1 Centavo KM7
1891 2 Centavos KM8
1916 10 Centavos KM10
1942 20 Centavos KM17
1951 10 Centavos KM22
1954 50 Centavos KM24
1959 1 Peso KM32
1961 5 Pesos KM34
1963 10 Pesos KM35
1975 1 Peso KM44
1954 50 Centavos KM49
1959 1 Peso KM57
1963 10 Pesos KM60
1987 5 Centavos KM72.1
1992 10 Centavos KM82
1992 1 Centavo KM83
1992 50 Centavos KM86
1989 10 Austral KM102

semicycler

For Excel, I have one "coins.xls" file password protected. Inside, there are different worksheets for each collection (those little tabs at the bottom - use a right mouse click, insert/delete to manage worksheets). I have worksheets for proof sets, JFK's, SAE's, GAE's, Type Set, etc. On each worksheet, each row is a coin sorted by year/mintmark. The columns have all the pertinent info - Date, Desc, Grade, Cert No, Purchase Date, Purchase Price, Purchase From, Notes, etc.

When I sell a coin, I move the row to the "Sold Items" worksheet tab and insert the Sold Date, Sold Price, and Sold To columns.

The spreadsheet features are useful for summing Purchase Price, Sold Price, and Profit. The other thing I do is I have a summary worksheet which has a row for each of the other worksheets. This summary worksheet shows total value of each set by Purchase Price, FMV, and Unrealized Gain.

With a few clicks, I can find any coin in my spreadsheet - from current inventory to sold items.

lablover

I use Microsoft "Works" Spreadsheet. Came loaded on the computer and I did'nt have to buy Excell. If your running Windows i.e. XP version you've already got it.

wayneherndon

I use Excel extensively to manage my inventory, financial statements, etc. and have so far found few limitations other than my understanding of the software itself. I'm sure there are other applications out there that are good. But, with Excel...

...you don't have to learn another application (assuming you have some basic spreadsheet experience)...
...most people already have it either on their home or work system (nothing to buy)...
...it can organize and sort things as simply or as complexly as you want and are comfortable with (and get more complex as your experience with it and your collection grows)...
...it is compatible with so many other applications (bookkeeping, banking, tax, etc., etc.)

For example, every month, I download my PayPal transactions (500+ per month) in an Excel format that I dump into my bookkeeping spreadsheet. I do the same with my business bank account and business credit card accounts. I have that spreadsheet programmed to sort each transaction into columns for Sales, Coin Purchases, Supplies, PayPal Fees, Travel, Utilities, Advertising, etc. (about 20 categories I track for books and taxes). Out of literally a thousand or two transactions each month, I only have to manually record those where I pay cash. I use key words to sort the transactions and there's usually 15-20 unusual transactions every month where the key words didn't hit that I have to manually code. Pivot tables then sum each category by month with is used to build summary spreadsheets and financial statements. All this and I type almost nothing--virtually everything is downloaded and dumped into my templates.

Yes, it took a lot of time to set up the templates and I'm constantly improving them. But, you balance the set up time against the data entry time and as your collection (or other activity) grows more complex, it becomes worthwhile to put some work into your templates. Until then, hard coding the data will work fine.

You can even have Excel automatically download tables from a website (e.g., PCGS Price Guide, other Registry Sets, etc.) and keep your sheet current. For example, you can type your new coin into your PCGS set but have Excel download that info into your sheet so that you don't have to enter it both places.

For the reasons above and more that it would take me all night to list, I'd recommend starting with Excel (or another spreadsheet application you already have on your system). I think you'll find it will suit you very well and will be able to do basically anything you want. Most have great help functions--so do check there first if you want to do something but can't figure out exactly how. Also, you can get manuals rather cheaply for almost any application. True beginners not only with spreadsheets but with software in general may find a reference book a better way to get help since it can be held and touched. If so, I recommend getting one made by someone other than the software manufacturer (which tend to be geared for more technical savvy users). These can often be found used on on eBay for under $10.

If you don't have Excel, start with whatever you do have as part of the software included on your computer. Most of these can be converted to Excel later with a couple of clicks so that you don't have to enter the same info again in the event that you outgrow the freebie spreadsheet that came installed on your computer.

Finally, if all else fails and you need Excel help, ask sonofagunk. I'm convinced he's the world's champion Exceller.

I don't use databases much but I understand they are even more versatile than spreadsheets. So, if your collection ever outgrows a spreadsheet, I understand a database is the way to go.

Hope that helps,

WH

PS: Above info for any that are interested. For Bob (or others that I see at shows), I always have a computer with me--I'd be happy to show you some of these features in action if you'd like.

PPS: "sonofagunk" wouldn't make it through the censors. But a quick look at the source on one of Russ' swear words showed my how to sneak it by--thanks Russ.

Coppernicus

I use excel with a separate worksheet for each series. If a series is one that I have listed in the PCGS Registry, then I have all the weights and bonus points, etc. that calculate all of the stats that you see in the PCGS listings. I include slab serial numbers as a sort of theft protection device, even though almost all of the slabs are in the safety deposit box at any given time. (But let's face it, you've got to have a few in your hands from time to time! )

For my raw coins, I have a separate worksheet for each series as well, along with my grade opinion, cost, where or from who I bought it, and the date of purchase.

If I sell a coin, I keep it in my database but flag it as "gone!" (I think I'm very anal all of a sudden!) Thus, I have a complete record of every coin I bought, have, or sold over the last 15 years. Yikes! This is anal....!!

I also keep track of the coins, rolls, slabs that I have donated to coin clubs for drawings, etc. I even have a record of how many pounds of wheats I have given to kids in coin clubs, boy scouts, etc., to get them interested in collecting.

The only thing I do not have an accurate record of is the number of 40s and 50s common date wheats that I leave in the coin tray at gas stations, hoping to stimulate someone's interest in collecting.

Wow - Sorry to get off topic here! I've seen some commercial software for collectors, but never could justify the cost. My excel system seems to work just fine. (I teach a financial modeling course in the graduate school of business at UW-Milwaukee so excel is just like a multidimensional video game to me!)

Mike

Draco

I use coin manage 2002. It's a very cool program with pictures, values and a ton of other information. You can also export your coins to an excel spread sheet or an html file. It has a few weird problems, but it's the best I've seen.