Coin inventory software

Moonbiter · January 7, 2008 1:47AM

I'm a computer geek and occasionally I get a bug to program something. Last year I did a comic book inventory program. This year I'm thinking about a coin program. I see there are some pretty expensive coin programs out there already. Do lots of collectors use these types of programs? I'm looking at making a very nice in depth program for the fraction of the cost of some of the other programs. I sold my comic book program for $15 each.

What type of features would you as a collector like to see in an inventory program? This is my short list

Coin denomination
Series
Obverse and reverse photos
Grade
Area to input what TGP if any coin is graded by
Value
Amount paid
Date acquired
Location - what box, book or where ever the coin is located
Error or VAM notes
General notes

The photos would be thumbnails that you can click on for the full size photo. You could put in as little or as much information about the coin as you want. The search feature would let you search for and return anywhere from a single coin, up to your entire collection.

I would also put in a section called "Wish list" that would provide a print out of the coins you want, and how much they would cost in the appropriate grades. This way you can just take a sheet of paper with you with a list and prices.

So, sound interesting or not, and what would you like to see as a collector?

blu62vette · January 7, 2008 1:49AM

Sounds interesting, I would really like a program I can put my pictures on as you mentioned. Would you make something MAC compatible?

Moonbiter · January 7, 2008 1:51AM

I've never developed for a MAC before, but I can check out what it would take to make a MAC version also.

ricko · January 7, 2008 1:52AM

Coin Elite is an excellent program, with the features you describe. It is a bit pricey as are the updates... so a cheaper, comparable program would be very interesting. Cheers, RickO

ModernCrapNut · January 7, 2008 1:53AM

The only I could add would be the TPG cert. number. You'd have pretty much what Coin Elite offers and they charge $50 plus another $15/yr to update values.

PonyExpress8 · January 7, 2008 1:58AM

i too would have an interest, and also have a Mac.

Moonbiter · January 7, 2008 2:30AM

How important is having the values part of the program vs inputing the values yourself?

blu62vette · January 7, 2008 2:56AM

I think something that can track values graphically and also returns over time would also be nice.

messydesk · January 7, 2008 2:57AM

Automatically downloading values isn't particularly valuable to me for much of my collection, which is Morgan dollar varieties. Many values are rather approximate, some are not market tested, and then you get issues with values being more in PCGS slabs than other slabs or raw coins. Then there's the problem that most rare varieties are problem coins that are hard to automatically value.

Cladiator · January 7, 2008 2:59AM

I use a Microsoft Excel spreadsheet that I made up to record all the pertinent information for each coin. Then I hyperlink the first text box of each listed to the image file of that specific coin.

tmcsr69 · January 7, 2008 3:03AM

I currently use pro coin which does a adequate job with free updates for the program and coin values, which is linked to PCGS value guide. This program offers a wish list which I have never bothered to use as my wish list is to long. I do like the ability to have several different collections on one program-i.e. my collection and my sons collection kept separate. In addition I find a section for coins for sale helpful. With this program I have the option to accept of decline and enter my own values compared to PCGS values. Best of luck to you on your project.

messydesk · January 7, 2008 3:07AM

I'll add that several years ago I started building some inventory software myself. I've probably written such software on every computer platform I've ever owned since the early 80s. It's very hard to come up with something that's good for everything. There will be compromises you'll have to make that will make it not fit certain collecting paradigms well for whatever reason.

Other things you should have is the ability to manage multiple collections and multiple want lists, where there can be a man-to-many relationship between collections and want-lists. Automatic want-list generation based on "what am I missing" criteria is also nice. Instead of just obverse and reverse photo, allow several photos for each coin, where one is the preferred obverse shot and one the preferred reverse shot. The others can be variety closeups, compulsory full-slab shots for eBay, satellite photos for your RARE L@@K coins, etc.

Query-by-example reporting is also a plus, but it falls victim to the aforementioned compromises rather quickly.

Dennisl · January 7, 2008 3:12AM

Include mintage, pop of coin and number higher. Also include varieties.

Thanks

Moonbiter · January 7, 2008 3:13AM

Multiple collections and want lists sounds like a good idea and should be pretty easy to write in. Thankfully a big bulk of the code is already written and working, thanks to my comic program. It seems there might be a place for another piece of software for coin inventory, so I guess I have my project for the year figured out.

Might have to get a few beta testers when I'm ready.

23Pairer · January 7, 2008 5:01AM

Sounds great! As an Early Half dollar collector, I would love to see a place for Overton #'s and Rarity #'s included in the coin description.

ModernDollarNut · January 7, 2008 6:02AM

I'm interested. Second the commotion on building in flexibility to write out details of varieties (some can be lengthy), my main interest. Rob

BobGreene · January 7, 2008 6:18AM

Some people like to keep track of coins that they used to own but no longer do. Therefore, you might consider a space for "Date Sold" or "Date Divested". Also, a space to list current value might be nice.

DeusExMachina · January 7, 2008 6:23AM

I keep track of my coins in excel but I would love to upgrade.

I also list the name of the seller as a field.

Moonbiter · January 7, 2008 6:26AM

I really like the ideas that have been tossed out and they have my creative mind working on integrating them. I think I can accommodate a lot of the ideas and still leave everything streamlined and easy. In short, I think I have an idea that will let you have it as simple or complex as you want, so it can suit different styles.

LanLord · January 7, 2008 6:38AM

<< I think something that can track values graphically and also returns over time would also be nice. >>

I strongly agree.

Features and functions that I'd like are reports, reports and reports. The ability to create ad-hoc reports as desired as well as export to CSV or Excel and or graphing would be way cool too.

Moonbiter · January 7, 2008 6:49AM

I can export to excel easy, that capability was in my other program. I agree with the reports feature. It's something that not everyone would use but it's nice to be there. For me, reports are one of the hardest things to code, because if you don't have the expensive professional VB package you don't get a reporting tool and all you can do is export and pull the data into something like excel. I'm hoping this time around I can do it right and do reports in the program and be able to export.

Mercury10c · January 7, 2008 10:40AM

I use Collector's Assistant, and these are some of the features that I find useful that you should consider:

Cert #, buy-and-sell info (where, when, how much, etc.), I find pop #s useful for some of my sets, a section for 'notes.'

There's lots of other info and just thinking about it is giving me a headache.

This sounds like a serious and complex undertaking. Good luck with it!

messydesk · January 7, 2008 10:49AM

<< I can export to excel easy, that capability was in my other program. I agree with the reports feature. It's something that not everyone would use but it's nice to be there. For me, reports are one of the hardest things to code, because if you don't have the expensive professional VB package you don't get a reporting tool and all you can do is export and pull the data into something like excel. I'm hoping this time around I can do it right and do reports in the program and be able to export. >>

One way you could do this is by outputting the report as HTML code, then you could open it an a browser and print from there. The Crystal Reports tool included with VB Pro would make this easier, but spitting out HTML would not only allow you an easy way to format the report from your code, but would also enable you to generate the guts of an online inventory that the user of your code could then wrap in a banner.

Moonbiter · January 7, 2008 11:08AM

I'm looking at getting VS 2008 pro this time around just for the crystal reports. Seems like there is strong enough interest that I might take a chance and get the Pro version of the software this time around.

Cert#'s are definitely going to be in there. Also as suggested before, I can easily put in a sold date also and unless you delete a coin from the DB, it will stay in there.

Most of this program is fairly straight forward. Organizing all the good ideas and integrating them without making it to complex for people that want it simpler will be the tricky part. Most of the heavy coding and SQL statements are already written for this program. It's just a matter of making it into a nice looking coin program and adding more features. Reports are going to take a good chunk of time though. I would also like the ability to graph also. It is a big project, but with lots of leg work already done, it's a manageable project.

mozin · January 7, 2008 4:33PM

It would be nice to import into your new software from my Filemaker Pro. I am a Mac Leopard user.

festivusmaximus · March 8, 2008 3:24AM

GREAT thread! I found it because we just started looking for a decent, affordable piece of software and figured these forums would be a good starting point for research ... and I was right.

I would LOVE to be a beta tester!

Recommended "dream list" fields (broken into categories, and summarizing all the info above plus some of my own):

IDENTIFICATION INFORMATION:
Year
Mint
Demonination
State (MS, PF)
Series
Metal (if bullion)
Metal weight (useful for calculating "melt value" of collection)
Variety
Mint Code/Personal ID#
Mintage
Error/VAM notes
<Ability to link to pictures>
Other Notes

ACQUISITION INFORMATION:
Date acquired
Cost1 (price)
Cost2 (shipping)
Acquisition source
Acquisition ID (eBay #, etc.)
Source of funds (useful if handling consignments, etc.)
notes

GRADING INFORMATION:
Date submitted
Company
Grade
Grading fees
Shipping fees
Source of funds (useful if handling consignments, etc.)
Coin # (i.e., PCGS #, etc.)
Certification number
Population
Notes

STORAGE INFORMATION:
Current Location (for specifying "safety deposit box," "home safe", "at grader", etc.)
Sold / in inventory
Notes

SALE INFORMATION:
Date
ID# (invoice or eBay #)
Price paid by buyer
Shipping paid by buyer
Fees paid by seller (PayPal, eBay, etc.)
Shipping cost paid by seller
Notes

OTHER FEATURES
Ability to import or export into various database, txt, spreadsheet formats would be nice

Ability to graph, search, etc. would also be nice.

**ANYTHING I FORGOT?? **

tmcsr69 · March 8, 2008 3:31AM

I'd say the list looks very complete and hopefully you can put together such a program. Also would like to know if your comic book program available anywhere? My son collects comics and has been asking about just such a program.

Mercfan · March 8, 2008 1:14PM

<< GREAT thread! I found it because we just started looking for a decent, affordable piece of software and figured these forums would be a good starting point for research ... and I was right.

I would LOVE to be a beta tester!

Recommended "dream list" fields (broken into categories, and summarizing all the info above plus some of my own):

IDENTIFICATION INFORMATION:
Year
Mint
Demonination
State (MS, PF)
Series
Metal (if bullion)
Metal weight (useful for calculating "melt value" of collection)
Variety
Mint Code/Personal ID#
Mintage
Error/VAM notes
<Ability to link to pictures>
Other Notes

ACQUISITION INFORMATION:
Date acquired
Cost1 (price)
Cost2 (shipping)
Acquisition source
Acquisition ID (eBay #, etc.)
Source of funds (useful if handling consignments, etc.)
notes

GRADING INFORMATION:
Date submitted
Company
Grade
Grading fees
Shipping fees
Source of funds (useful if handling consignments, etc.)
Coin # (i.e., PCGS #, etc.)
Certification number
Population
Notes

STORAGE INFORMATION:
Current Location (for specifying "safety deposit box," "home safe", "at grader", etc.)
Sold / in inventory
Notes

SALE INFORMATION:
Date
ID# (invoice or eBay #)
Price paid by buyer
Shipping paid by buyer
Fees paid by seller (PayPal, eBay, etc.)
Shipping cost paid by seller
Notes

OTHER FEATURES
Ability to import or export into various database, txt, spreadsheet formats would be nice

Ability to graph, search, etc. would also be nice.

**ANYTHING I FORGOT?? ** >>

Very comprehensive list of fields for a database!

I've started an Excel database for my stuff, and I've included an "Item" field in which I indicate such types of numismatic items as: coin, proof set, mint set, OBW, paper roll, plastic tube, partial roll, note, etc.

I also have included a field I title "Affiliation," which indicates what type of belonging each item has in my collection/accumulation: #1 Lincoln set; #2 Lincoln set; type example; duplicate; circulated roll; uncirculated roll; Registry Short Set; etc.

I've had no inclination to add a field for "current value" or anything of the sort, since it seems awfully labor intensive (and I really don't much care what their value is; if I like owning them, they'll be around for awhile).

festivusmaximus · March 9, 2008 12:40PM

Just subscribing to the thread ...

bcinok · March 9, 2008 2:28PM

<< I use a Microsoft Excel spreadsheet that I made up to record all the pertinent information for each coin. Then I hyperlink the first text box of each listed to the image file of that specific coin. >>

Thanks for the hyperlink to the photo tip. I have used Excel for years and never knew about that feature.

oldcameoproofsguy · March 9, 2008 3:01PM

Boy I feel like a dolt. My excel program for inventorying my coins has pretty limited info.

fruitloops · March 9, 2008 3:10PM

Very neat

MajorDuty · March 9, 2008 3:19PM

<< Boy I feel like a dolt. My excel program for inventorying my coins has pretty limited info. >>

Bah, I'm sure it serves you just fine. If people want to put gluttonous information in their sheet like the list above, all the power to them, but I think that is more than a little excessive. Mintage numbers? You can get that in a Red Book. Where your coins are stored? Cmon, do you really need that information on a spreadsheet, do you really lose track?

Excel is a very good and powerful tool and can do more than most people have a clue about, myself included.

malachi555 · March 9, 2008 7:37PM

I just finished programming an MS Access datbsse for tracking all of my collecting. I was halfway through an SQL DB and an accompanying website front end in asp.net which would allow me to do all my transacting any where there is Internet access (including from my PDA) I put that on hold for a while because I needed to get something up and running for taxes this year. The Access DB tracks everything that a modern inventory system should with additional numismatic specific functionality like TPG submissions and valuation history. (I use sources such as Heritage's auction history and eBay's completed auctions to build up history against each type of coin in my inventory.) This allows me to run reports which can quickly identify latent coin values for any item in inventory by using moving average sale prices snd comparing them against purchase prices. It also allows me to track orders, vendors, sales, returns, deposits and eBay listings so i can see all the history against any specific coin. I can also track specific vendors to analyze business data against them and develop a list of trustworthy sources. I've added a lot of reporting features too to help me identify opportunites for sales and upgrades. Overall its been a great learning experience in having to consider all of the different facets of inventory and accounting control specific to numismatics!

festivusmaximus · March 9, 2008 8:17PM

I'm not sure what half that stuff means, malachi, but it definitely sounds cool (SQL DB? ASP.NET?). Interested in selling a copy of your app?

<< I just finished programming an MS Access datbsse for tracking all of my collecting. I was halfway through an SQL DB and an accompanying website front end in asp.net which would allow me to do all my transacting any where there is Internet access (including from my PDA) I put that on hold for a while because I needed to get something up and running for taxes this year. The Access DB tracks everything that a modern inventory system should with additional numismatic specific functionality like TPG submissions and valuation history. (I use sources such as Heritage's auction history and eBay's completed auctions to build up history against each type of coin in my inventory.) This allows me to run reports which can quickly identify latent coin values for any item in inventory by using moving average sale prices snd comparing them against purchase prices. It also allows me to track orders, vendors, sales, returns, deposits and eBay listings so i can see all the history against any specific coin. I can also track specific vendors to analyze business data against them and develop a list of trustworthy sources. I've added a lot of reporting features too to help me identify opportunites for sales and upgrades. Overall its been a great learning experience in having to consider all of the different facets of inventory and accounting control specific to numismatics! >>

Moonbiter · March 9, 2008 11:39PM

festivusmaximus just sparked another idea which I'm going to pursue, and that is to add another tab or two to the tabbed control.

As for the comment about mintages and locations of coins, some people might want to input that data. It's there for those that want it, but it's not required to be inputed.

Coin inventory software

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