Keeping track of your fleet

[lvrr325]

I sometimes see guys at shows with a notebook or pad keeping track to make sure they don't accidentally buy duplicate numbers on freight cars and the like.  

I've been lucky a couple times this year on that front and was starting to think I should do the same.  

Question is, which way is better to organize the book - cars by railroad and car number (maybe by type then number), or brand and stock number?

Kind of thinking if I'm looking at say an Atlas car or a Kadee or what have you it would be easier to open to a section listing what Atlas I already have and checking for the stock number.  

[canrailfan]

For a modeler who is interested in operations a list of rolling stock would usually be organized by roadname and car number. Any additional info about manufacturer, stock number, source, etc. is secondary. The objective is to avoid two cars with the same roadname and car number in a program that generates switch lists and manifests for the trains.

If someone is using DCC, the list for locomotives can be organized by road number and then roadname to avoid ending up with duplicate DCC addresses. Again the additional info can be recorded but is secondary.

I keep track of all this in a spreadsheet that is updated when new items arrive and when items are sold or traded.

The spreadsheet also allows the information to be sorted in many different ways as needed. I print a PDF of the spreadsheet before shows and load it on my phone for reference.

[tillamook]

May 2, 2023 17:57:05 GMT -8 canrailfan said:

The spreadsheet also allows the information to be sorted in many different ways as needed. I print a PDF of the spreadsheet before shows and load it on my phone for reference.

This. Track all available information and sort after what is the most important information when needed. I even have a column each for the full name of a railroad and its reporting mark, because you never know if you’ll need it one day.

[fr8kar]

Just put all those fields in a spreadsheet and sort it to your heart's content. I separate locomotives and rolling stock into different spreadsheets since there's very little overlap in the fields I consider important between the two data sets.

I use Google Sheets because I can view and edit it on my phone or computer and I don't have to worry about keeping different files up to date like I did when I used Excel for the same purpose. Writing formulas for Google Sheets is sometimes a bit different from Excel but many of the same features are there.

I have several Sheets within each spreadsheet that reference data in the master sheet, so as fields are modified or new data is added (like buying another car) each affected sheet automatically updates. This is handy for keeping track of the cars assigned to a certain train, so that when I buy another Tangent auto parts boxcar, for example, the train list for traffic to GM Oklahoma Assembly gets updated.

Other fields include information on the wheels, trucks and couplers, which can be useful for updating the model or sourcing replacement parts. I also like to keep a record of the colors of paint I used on custom painted models. With enough columns of data the spreadsheet can become unwieldy so those Sheets that reference the master sheet become much more useful at distilling the data into specific lists where the unneeded data is hidden.

[lvrr325]

I guess I'm old fashioned, I never considered putting it on a phone.

Because I sell I tend to think manufacturer-part number first, but if you're buying something without a box the p/n won't be there. Probably not a big deal to include the road number also.

[hudsonyard]

I maintain a spreadsheet with reporting mark, number, car type, usage and empty return route (if i can figure it out), one day this will be the backbone of a waybill system.

[Gino Damen]

Hi,

I use a spreadsheet for both.

The car spreadsheet is also used to generate the carcards and the engine spreadsheet for the lococards.

If interest I can upload both to my website.

[ncrc5315]

I use a relational database, Filemaker by Claris. I can store all of the pertinent information on a a car, locomotive, building, etc. I can even store pictures of the item, and a copy of the receipt. I can access the database from my phone, or iPad, for both viewing, and adding to the database. I'm also able to track, where the item is stored.

[Deleted]

I have no spreadsheets or lists. Am good with numbers so easy enough for me to remember. If by chance I ordered a Tangent or similar freight car and got a duplicate, it would be ok as usually they are mixed in trains anyway.