Model inventory or how do you keep track of your stash??

For my 1/35 scale kits, I use an Access database that was created by someone from the Huntsville, AL IPMS club. For aftermarket accessories, I use an Excell spreadsheet with a different sheet for barrels, PE, tracks, resin conversions/upgrades, etc.

For my 1/72 scale kits, I expanded on my Excell spreadsheet and it contains kits and AM items all in one file.

I actually use three seperate databases stored on my computer (and backed up/stored elsewhere) to keep track of my stash and modeling supplies.

First, I use a "catch-all" database where I list absolutely everything including kits, AM parts, tools, diorama supplies, storage boxes...you name it. This database is used primarily to list the cost of each item and tabulate the total value so the rider on my homeowners insurance can be updated for coverage.

Second, I use another database where I list each model kit and then break down all the AM parts either needed, on hand, or supplied in each kit. This database definitely helps prevent spending extra money on AM parts I either already have or really don't need.

Finally, I have a database that simply lists all my basic model kits by manufacturer, scale, and a numerical number (1, 2, 3, ...100, 101, ...etc). There's really not much use for this database other than the show just how insane I really must be.

After buying several duplicate kits (that I really didn't need or want) earlier, I'm now a firm believer in keeping track of things. I personally prefer keeping these type of things on my own system - as opposed to in a server somewhere - because I really want to be able to have control over the files and ensure they are backed up regularly. 

Not being all too good at spreadsheets and the like-- would there be a place to download such htings for the computer illiterate??

What he said!!

Jeeves wrote:

Not being all too good at spreadsheets and the like-- would there be a place to download such htings for the computer illiterate??

http://www.geocities.com/hpmsdbase/

I look at the shelf where I keep my unbuilt models and I use my fingers to count up to the 8-10 models I usually have on hand on at one time.

I just can't comprehend how some of you folks have stashes of hundreds even thousands of models on hand,but thats just me ,I had to laugh when we talk of data bases and computers to keep track of our models !!!

Keeping track of my stash is easy!!! ...I only have one model hehe!

I only have a little over 100 in stash and about 40 built so for the most part I just use my memory.

The only one I have a problem with are the numerous Star Trek Enterprise models.

 i try to keep track of my stash in my head,i've got close to a 100 with no dupes (oops i do have three abrams on my desk),but for those of us who will hopefully build all our stuff, powers that be forbid something catastrophic happens its not a bad idea to know what ya need to replace.being a first time home owner i thought of my stash and how much it would cost to replace,i'm covered

Thanks to all for your input. I'm not really sure how I got so many models except I know a lot of them were bought when I was on active duty. With no place to build I guess they just sorta grew. I guess the only solution would be to just get fired up and start building faster. Will have to look at starting all over again using one of your suggestions. thanks again and happy modeling---Rick Martin

Thanks Rob-- I see one needs Microsoft Access to run it-- I need to go find out what that is first ;)  Much appreciated Rob!

I built an Access relational database shell, using a sequential numbering system for each kit.  The shell consists of 7 tables (like spreadsheets):

KITS
RESIN DETAILS
RESIN WHEELS
PE DETAILS
MASKS
DECALS
OTHER ACCESSORIES

Each table is linked through the primary key, which is the automatically assigned lot number.  Each table drives a query, and the queries are combined into a single form.  Each time I get a model, I enter it in the form (one page per model), which automatically assigns the next available number.  I make a number sticker and put it on the kit box.  I can pull up any record (form view) and add aftermarket items at any time.  I then put the items inside the kit box.

The tables have "Ordered" and "On Hand" fields, so I can create a wish list--research the aftermarket stuff I want, then record it as ordered, then on-hand, once I buy it.

My future widow need only call one of the club members over and they can print each kit's page (from the form view) and have a complete inventory for the estate sale.  Just put the sheet next to the model and let the bidding begin. 

 

There's also a master query that lists all the kits and their related accessories in spreadsheet form, but it's too big to print directly.  They'll have to export it to Excel to control font size and page setup for printing. 

 

I can do filtered searches (i.e. how many P-51s have photoetch frets already), or count the unfinished kits in the stash, etc.

The initial creation of the shell took a few hours. Each new model takes less than a minute to record. 

I use(d) an excell spreadsheet. I have about 100+ kits. But since I have moved I haven't updated it.

This is also because I am in denial about having more then 100 kits in my stash. I tried using creative calculating (only counting aircraft kits, not the others) but now I am firmly in denial...

It's funny that this topic has been brought up because I was thinking about it as well after seeing software for this purpose for sale on ebay for $14.95.  Rather than purchase this software I decided to create an MS Access database - as much to exercise my weakening computer skills as to keep track of my inventory.  I used the database creation wizard that is within MS Access and based it on a home inventory (one of the defaults available) and modified it to suit my needs.  As a former Aeronautical Engineer (read as anal retentive) the urge was to create an enormous database with every detail recorded.  However, my twelve step program kicked in  and I decided to keep my database simple.

The form I created has inputs for the Manufacturer (Tamiya etc.), Manufacturer Item No., Manufacture Date, Model name, Category (which I set up like the FSM Forum categories), Scale, Quantity and an "Auto Number" which is simply a sequential numbering system.

After reading some of these responses I may add a column or two for AM or PE parts.  I'm not sure if I'll go with start and end dates and prices, since the goal is to just keep track of what I own so as not to purchase duplicates.  And if I were to keep track of costs it might just scare me out of the hobby (or at least make my so far tolerant wife not so tolerant anymore!).

Anyway that's what I have done.

Hi all,

I've though about creating an Access database, but my stash is so small, a simple text file takes care of it. I actually keep several notes in it regarding what I have, what accessories I have for which kits, what I'm working on, what's finished, and what I'd like to have.

I've posted it below if anyone is interested. This format would work for another 25 kits or so (I think), but then a database is really the way to go.

Regards,

-Drew

 

My Model Stash
(last updated: 6/5/07)

What I'm working on currently:

Revell 1/72 Yak-38

1/64 scale wooden Brig Lexington using a semi-kit from The Lumberyard
(more info at: http://groups.yahoo.com/group/lexingtonpracticum/)

This is a long-term project, however, and I may takes breaks from it
to build a plane or two.

In the stash (about half of these were gifts!):
____________________________________________________
Revell 1/144 scale B-52G (gift)

Roden 1/72 Fokker D.7 (Alb.-built, early), with a Part PE set (gift)
Roden 1/72 Bristol F2.b with a Part PE set (gift)
ESCI 1/72 F4C National Guard Phantom (gift)
(an example built by another modeler is here:
http://www.modelingmadness.com/others/features/f4pages/haroldharkieesci72f4c.jpg)
Meikraft 1/72 Piper L-4 Cub
(you can see an example built by another modeler here:
http://www.aircraftresourcecenter.com/Gal3/2001-2100/Gal2056_Piper_Costa/gal2056.htm)
Fujimi 1/72 F-14D Tomcat
Revell 1/72 F-14D Tomcat

Hasegawa 1/72 Weapons Set VII --Special Bombs & Lantirn Pods, JSOW, JDAM, ECM Pods
For the Tomcats!

DML 1/48 Spad 13
Monogram 1/48 P-61 (gift)
Monogram 1/48 P-38
Monogram 1/48 OS2U Kingfisher
Monogram 1/48 Grumman F9F Panther (gift)
Monogram 1/48 Spitfire IX (gift)
Monogram 1/48 Stuka Ju 87G-1 (gift)

Revell 1/32 P-38 (gift)
-- Started by someone else years ago. Some parts glued together, but nothing is painted.

Testors/Italeri 1/35 Panzer IV H (gift)
Eduard 1/72 M4A3 (105) Sherman Tank (Sort of a gift: I bought it with a gift card :-) )

MPC Millennium Falcon

Airfix 1/600 H.M.S. Hotspur (gift)
Revell Germany 1/1,200 U.S.S. Hornet
Monogram 1/800 U.S.S. Nimitz (gift)
-- Came in a package with the Monogram 1/72 scale F4J
Revell "SnapTite" Nautilus Submarine (scale unknown)
-- A pretty cool model of the submarine from "20,000 Leagues Under the Sea."
It does not look like the model used in the movie, but recreates the look and feel
from the book.
See here for another modeler's example:
http://www.modelingmadness.com/contests/scifi/ronmnautilus.jpg

Total: 21
____________________________________________________
Wishlist:

1/72 scale Eduard Spad 13

1/72 scale Airfix Ford Tri-Motor
-- comes in the "Civil Aircraft Collection"
with DHC Beaver and the four-engined DH Heron.
Approximately $30.

PE bending tool -- approximately $50.

Fine Molds 1/72 Millennium Falcon -- approximately $250

White Ensign Models PE sets for HMS Hotspur -- Approximately $30

Monogram 1/72 F-82 Twin Mustang
____________________________________________________
Completed and displayed:

Revell 1/72 Spad 13 (completed in high school, pre-1991)

Monogram 1/48 P-51D (completed in high school, pre-1991)

Several Revell Mini-kit snap-together planes (completed in 2002-2005)

Fiddler's Green 1/144 scale Morane Bullet paper card kit (completed in 2002)

Starfix 1/72 scale Spitfire (completed in 2002 and given to my dad)

Monogram 1/72 F-4J (completed July 2004)
Represents the first time I:
* Used liquid glue and really worked to get the seams right.
* Used putty to fill gaps and nail polish remover to wipe away the excess
and smooth the putty.
* Sprayed a primer coat of matte grey enamel.
* Used an airbrush to paint the plane.
* Used acrylic paints in the airbrush.
* Used aftermarket decals.
* Coated the plane in Future floor wax as both a base coat for the decals, and to
seal them when finished.
* Used Microsol and Microset with the decals.
* Dipped the canopy in Future and masked it with Ambroid liquid mask.
* Used Pactra tape for the stripes on the missiles.
* Painted a figure.
* Made a simple diorama base.

Glencoe 1/74 Martin MB-2 (completed in April 2006)
Represents the first time I:
* Wet sanded to remove seams and molding flaws,
* Made my own decals (woodgrain decals for the cockpit floor; they turned out great!),
* Used white metal aftermarket parts (Lewis guns and Scarff rings),
* Drilled holes and installed a ton of rigging and control wire lines,
* Repaired broken struts by drilling holes in the ends and putting wire in them, and
* Scratch-built a few small pieces, the exhausts in particular.

I don't have MS Access, so until then I'll just have to look at what I've got whenever I go to the LHS.

i just do a spead sheet my self  but

check this out   http://www.kitinfo.com/

It's saying that the download is not there. Oh, well.

I have a 100+ kits and even more AM goodies. It would take too long for me to put them into the computer - and for what?  Seems out of reason for me as I'm not loading it into a laptop and taking it with me hobby shopping everytime. 

 Now be someone in a hobby shop, watching someone scroll through pages on a LP looking "do I have this one?....." I think I would be laughing pretty hard

I just did the inventory of what I have in my basement and I was quite shock that I had that many kits (now pushing more towards to 450 unbuilt kits).  Most amazing thing is that I have multiple of same kits.  I try to take a mental note of what I need/want and just buy as I see.  Otherwise, I really don't have any solid tracking system.  Besides, i am not going to leave any trail of data base for my wife to find out. 

 

 

DrewH wrote:

I have a 100+ kits and even more AM goodies. It would take too long for me to put them into the computer - and for what?  Seems out of reason for me as I'm not loading it into a laptop and taking it with me hobby shopping everytime.  Now be someone in a hobby shop, watching someone scroll through pages on a LP looking "do I have this one?....." I think I would be laughing pretty hard

I didn't build the database to haul to the hobby shop.  I built it because I managed or helped with three modelers' estate sales in the past two years.  Doing inventory on a model collection is time consuming for those who volunteer, and intrusive for the survivors.  For my stash, all that will need to be done is check off each lot number against the list and haul it off for the club to auction.

Ah- see, your reason is for buisness. That's totally diffrent then the rest of us. You need it and by the look of it, did an outstanding job. I would likely have done something like that in your place.

Like I said - for the average "joe model maker" it's doesn't seem to be worth the effort for me do set that up. I just can not justify the time to do that.

This thread really cracks me up. Y'all are like a bunch of pimps trying to keep track of your "ladies"!

I only have about 35 kits sitting around and various PE sets for some of them, a few resin sets, nothing big and certainly not the mammoth collections some of you guys have. I must be one of the exceptions to the modeling community because I intend to build everything I buy and right now it would take me nearly two years to build what I have including AM stuff. Not long ago I even decided to sell a portion of the stash and cull the herd.

It seems to me that people who decide to burn thousands of dollars on kits they will never build are one of two things. A) addicted, or b) they have made the gathering and collecting of kits another hobby in itself. Me, I'm a model builder. If I don't intend to build it I wont buy it. Hence the reason I thinned out the closet. Having seen a few of the absolutely huge freaking collections out there has made me wonder what people are thinking. Let's see. I'm going to buy kits until I own more than the LHS or even some internet retailers. I'm gonna pay retail price for them instead of cost like the LHS does. And I'm gonna add two or three PE sets and resin sets to each of them and pay retail for them too. Then I'm gonna let'em gather dust for a few years until I sell them for .50 on the dollar or I die, which ever comes first.

If I was Jones'in for kits that bad I'd start a small buisness in my garage, open for one day a week to justify it to the IRS and buy all my kits at cost. And I still wouldn't need a computer to track the darn things. They'd be sitting right there on the shelf for me to admire and dance naked around while chanting ohms to alah or whoever I danced to.

Buisness? Estate liquidation? You need computer driven data bases for that? All cool. The rest of you guys need help.

hkshooter wrote:

It seems to me that people who decide to burn thousands of dollars on kits they will never build are one of two things. A) addicted, or b) they have made the gathering and collecting of kits another hobby in itself... ...Buisness? Estate liquidation? You need computer driven data bases for that? All cool. The rest of you guys need help.

These are some pretty broad generalizations...

First - and speaking only for myself - I did not "burn thousands of dollars on kits" that I never intended to build. Every single kit I've purchased (in excess of $6,000 total) I fully intend to build at some point in the future...whether I meet that goal is another matter.

Second, I think you could say that one who participates in any activity with some degree of regularity could be "addicted", in the strictest sense of the word. It doesn't matter whether someone golfs, fishes, or builds models nearly every day. You could call any of them "addicted" to their particular passion of choice. I personally wouldn't call them addicted since it tends to imply a physical or psychological illness. I think of them more as dedicated.

My personal story is probably not unique. Four years ago, when I got back into this hobby, I was still on active duty in the USAF and had a monthly "disposable" income in excess of $1,500. I could have literally burned $1,500 out of every paycheck and still had enough money left over to live on. However, I knew once I retired, my "disposable" income was going to drop to $150 a month or less. Because I wanted to build models throughout my retired years, I realized I would need to "stockpile" most of the tools, supplies, and kits ahead of time. Either that, or be extremely handcuffed by my soon-to-be "meager" income. So, while my income was more than sufficient, I stockpiled everything needed to allow me to build models once my income dropped. Now, the only things I need to buy on a regular basis are paint, glue, brushes, and other expendable items. I'll still pick up a kit every 3 or 4 months, but I don't "need" to buy any kits to keep me active in the hobby.

As I said in my first post, my primary reasons for keeping an inventory are for insurance purposes and so that I don't end up buying stuff I already have on-hand or don't need. If someone doesn't want to keep track of their supplies, that's perfectly fine by me. However, I also can completely understand why someone would feel the need to document their "stash". 

I have made collecting kits (some of them are rare) a hobby of its own.  Yes, I have spent thousands of dollars on this hobby, just like I spent on other hobbies of mine.  So what?  I have finances to back it up and time to enjoy my hobbies.  Yes, my collection of armor kits are probably enough to start my own shop, but this is for my own joy.  I don't know why some people feel that it is their duty to ridicule others for doing things that they like to do or having a system that work for them.  Addict?  You bet I am.  Having a hobby of collecting kits? Absolutely.  You don't collect something as a hobby? 

Well said Robert!

I've not much of a stash, only about 25, not enough to warrent a database or spreadsheet inventory. Though I do have one! I also keep one for paints, and keep a reduced copy of it in my wallet to refer to when I'm standing in front of the paint rack. Of course keeping it updated is quite another matter! Which explains why I have so many duplicates!

I haven't yet begun buying kits in earnest, though I plan on starting soon. I've been occupied buying tools to build or paint with, and once that's completed (I need a PE bender and I'm hoping the Waldron punches come back on market soon) then I will start to stockpile more kits for the same reason Robert mentioned.

Addiction, to me, is a thing that you that you have little or no control over, and is harmful to you. Spending money isn't harmful, unless it lands you in such severe debt that you no longer have a roof over your head, or the lose the ability to feed yourself. I think (hope!) there are very few of us who is in that position.

While I enjoy the game of golf (or Flog considering the way I play), I can't see why people spend thousands on clubs, shoes, gloves and clothing, then thousands more on green fees, just to abuse their ego so. Then again I play Army Golf (left, right, left, right), so to me golf is just an excuse to go for long walks and propellering my arms while carrying odd shaped weights!

DrewH wrote:

Ah- see, your reason is for buisness. That's totally diffrent then the rest of us. You need it and by the look of it, did an outstanding job. I would likely have done something like that in your place. Like I said - for the average "joe model maker" it's doesn't seem to be worth the effort for me do set that up. I just can not justify the time to do that.

I'm not sure what you meant by "business", but my work on those estate sales was as an unpaid volunteer, as was the work of all the other Club members.  Our IPMS Chapter was contacted by the widows of the modelers, none of whom, by the way, were Chapter members.

We tried to get the maximum amount for the widows, and in the process put in scores of hours.  We'd go over to the widow's house  several evenings after work for about a month and inventory, mark, and pack all the kits in boxes provided by one of the members.  We put the widows in touch with a buyer for the book collections, and hauled the boxes of models over to one of the member's house to be stored in his living room.  Usually we paid the widows for the collections and sold them by silent auciton.  If there was any profit, we would give most of it back to the widow and put a few bucks in the Club's bank account.  We set one lady up with a free vendor table during one of our contests, and after other vendors complained, we charged her for the table.  She sold the entire stash to another vendor and was out of there in an hour or two.

One of our club members died a couple of years ago.  The family didn't contact us, but liquidated his collection themselves.  His daughter and son-in-law put in lots of time and were present at all the local swap meets for a year or two selling off the stash.  It occurred to me that my wife, who has no interest in the hobby, should not be burdened trying to do that.  I'm sure she'll have enough to worry about at such a time. And my friends in the Club, who will no doubt be asked to take care of it in the event of my death, will volunteer a lot of unpaid hours cleaning up after me.  At least I will have saved them time in doing inventory.

My motive in all this?  I figured if I helped out some guy's survivors when I was able, some other guys would do the same for me.

Yes, yes it is. Anyone who can do remedial math can figure out about how many kits he can build before he dies if everything goes right. At some point it has to become obvious that there is no way in heck all those kits are gonna get built my one person. To believe otherwise would be denial. 

Maybe "addict" was the wrong word. That would imply that the behavior is destructive to the person and that may not always be the case. My personal experiance is with a friend of mine. he could not stop buying kits. He'd sit and say it. "I have got to stop" but he'd come home with a stack everytime.

I guess the reason for the pile, if there is one, makes a difference on how I'd look at it. Like you mentioned, stocking up because you see harder days coming is wise. That stash would be one I could respect. Maybe even a collection built for the purpose of donating or furnishing kits to others less fortunate, like the Kits for Kandahar project on another board. To each their own really. It makes no difference to me. But me, personally, I will never stockpile more than I CAN build. That would just seem a waste of money. Now if I decided to stock up for my son, and his son...

I don't have it to burn like some. If it's not locked up in a kit I can pay a bill with it or buy that paint or supply I need.

    It's easy! I look on my bench and there's the kit.  Then during goodtimes (post x-mas, b-day, etc.) there may be A-WHOLE-NOTHER kit stored beside the workbench.  When I want to double my stash, I take inventory of my wallet and often wonder, "can 2 dollars, a free chinese buffet, and a gum wrapper buy a [insert desired expensive kit name here]?"

 

                                                           -graham