Collection (Other) Template Guide
Table of Contents
© Copyright Suisoft Limited, 2016-2017
The 'Custom (Other)' template provides a bare bones database, intended to be customised with additional fields.
When the database is first opened, the 'Database Home' screen is displayed.
Adding Fields
Fields can be added via the 'Manage Table' icon at the side of the 'Items' table on the 'Database Home' tab.
Click to drop down the list of options and choose 'Design Table (Fields)'.
Designing the Data Entry Form
After fields have been added, they need to be added into the Data Entry form for the Items table.
Click the 'Manage Table' icon next to the 'Items' table on the 'Database Home' tab.
Choose the 'Data Entry Form Layout' option from the drop-down list.
The first place you are likely to start is by cataloging your collection. When the database is opened
you will be shown the 'Database Home' tab. From here you can navigate to any table.
Click the 'Items' tab to display the list.
You will notice that 'Status: Owned' is selected in the navigation bar on the left hand side.
Click the 'Add' button to enter the details of the item.
You can 'Edit' and 'Delete' items from any of the lists (owned, wanted etc).
You can also enter a list of items that you would like to obtain in the future. To do this,
choose 'Status: Wanted' from the navigation bar on the left hand side of the Items List screen.
If you obtain an item that is in your wish list, you can edit the item and change its status.
Choose 'Status: Wanted' from the navigation bar on the Item List screen.
Select the item in the list and click the 'Edit' button.
Change the Status to 'Owned' and fill in any sales details that you have and click 'Save'.
If you decide to sell an item, you should 'Edit' the item from the 'Status: Owned' list and change its
status to 'Sold'.
Choose 'Status: Owned' from the navigation bar on the item list screen.
Select the item in the list and click the 'Edit' button.
Change the Status to 'Sold' and fill in any sales details that you have and click 'Save'.
Note that you can directly 'Add' an item into the 'Sold Items' list if necessary.
Usually an item will be in the 'Owned' list and you will change its status.
If you decide to trade an item, you should 'Edit' the item from the 'Status: Owned' list and change its
status to 'Traded'.
Choose 'Status: Owned' from the navigation bar on the Item List screen.
Select the item in the list and click the 'Edit' button.
Change the Status to 'Traded' and fill in any trading details that you have and click 'Save'.
Note that you can directly 'Add' an item into the 'Traded Items' list if necessary.
If you decide to give away an item, you should 'Edit' the item from the 'Status: Owned' list and change its
status to 'Gifted'.
Choose 'Status: Owned' from the navigation bar on the Item List screen.
Select the item in the list and click the 'Edit' button.
Change the Status to 'Gifted' and fill in any details that you have and click 'Save'.
Note that you can directly 'Add' an item into the 'Gifted Items' list if necessary.
If you decide to scrap an item, you should 'Edit' the item from the 'Status: Owned' list and change its status to 'Scrapped'.
Note that you can directly 'Add' an item into the 'Status: Scrapped' list if necessary.
The Items Record screen allows an item to be added or edited. Whether in Add or Edit mode
depends upon the button pressed on the Items List screen.
Note the [Edit] buttons next to the drop-down lists. These buttons allow you to quickly
add a row to the master list (e.g. Category) if the choice you require isn't present.
You can also Edit and Delete records in the master lists, allowing easy correction of mistakes.
Some of the drop down list selections are mandatory, indicated by a bold label above the list.
The main fields on the screen are as follows:
| Category (required) |
See Categories for details. Used to categorise items. |
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| Item | A descriptive name for the item. |
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| Status (required) |
Choose the status of the item:
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| Location |
See Locations for details. If an item is stored in the box with another item, choose '(With Item)' and enter the Record Identifier of the item in the next field. Normally this would be set by adding a record via the 'With Item' tab. |
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| Location Number / With Item [Id] |
If you store your items in numbered boxes or drawers, the Location Number field can be used. If an item is stored '(With Item)' as above, this number will be the Record Identifier of the parent item. You can obtain the Record Identifier of an item via the 'Info' tab on the record screen. |
The details tab at the bottom of the form contains the following additional fields:
| Date Issued | The date that the item was first made available. |
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| Original Retail Value |
The retail value of the item. This could be used to record the retail value when first
made available or the retail value when you acquired an item if you prefer. |
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| Current Market Value | The current value of the item. |
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Acquisition fields (not displayed for 'Wanted' items) |
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| Acquisition Type |
Choose how you obtained the item:
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| Date Acquired | The date on which you obtained the item. |
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| Acquired From |
The person or organisation you obtained the item from. See Traders for details. |
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| Amount Paid |
The amount that you paid for the item, excluding shipping. Only available if Acquisition Type is 'bought'. |
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| Shipping Paid |
The amount that you paid for the shipping. Only available if Acquisition Type is 'bought'. |
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| Total Paid (calculated) | Displays the total amount that you paid for the item. |
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Disposal fields (not displayed for 'Wanted' / 'Owned' items) |
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| Disposed Disposed | The date on which you Sold/Traded/Gifted/Scrapped the item. |
| Disposed To |
The person or organisation you Sold/Traded/Gifted the item to. Not displayed for
'Scrapped' items. See Traders for details. |
| Amount Received |
The total amount that you received for the item.
Only applicable if the item status is 'Sold'. |
| Shipping Paid Disposal | The amount that you paid for the shipping. May be zero if the recipient paid. |
| Net Received (calculated) | The amount received less shipping. |
The notes tab allows you to enter some free text.
Works in the same way as the tab on the main Items list screen. Items cannot be added this way until a new record is saved via the 'Save' button displayed in the tab.
Works in the same way as the tab on the main Items list screen. Attachments cannot be added this way until a new record is saved via the 'Save' button displayed in the tab.
Once the fields are filled in, click Save and Close to write the new / updated record or changes to the database. Press Cancel to abort and lose the new record or changes.
Acquisition Types are used to indicate how an item was obtained, i.e. Bought, Given, Traded.
A flag is stored against each of these, indicating whether the cash value fields (Amount Paid, Shipping Paid Acquisition) are available.
This is used by the rules on the data entry form to control the availability of the fields.
Used to categorise items. You may wish to rename this field to something relevant to the collection.
Locations is used to indicate where the item is stored or displayed.
For example: 'Back Bedroom', 'Display Cabinet' etc.
Indicates whether an item is Wanted, Owned, Sold, Traded, Gifted, Scrapped.
There are flags against each record, used to control the availability of fields on the data entry form.
e.g. Date Acquired is not available if status is Wanted.
Used to categorise traders, e.g. Company, Individual.
Traders are the people or organisations that you can obtain items from or sell/trade/give items to.