Update to the Checkout / Rentals features

The Checkouts / Rentals features have been updated to include many features that will help customers who so a lot of rentals.

1)  The Checkout and Rentals pages and reports have been re-designed.  There were so many fees and adjustments for any checkout or rental that it was getting hard to find them on the screen and receipts.

* The Balance Due is at the top which takes into account the fees plus the amount paid.

*  The Total Rental Fees are for all Costumes, Props, Wigs, and Ensembles.

*  The Discount can be applied to the Rental Fees.  This is a percent so to take 50% off, enter 50.

*  The Multiplier is for very long rentals.  If your normal rental fee is designed for 2 weeks but someone wants to rent items for 3 weeks you could enter a ‘multiplier’ of 1.5 (see below).

*  The Fitting Fees + Damage + Late Fees – is a sum of all three fees.  You can see the details on the Fee Details / Payment tab.

*  The Subtotal is the sum of the Rental Fees (and Multiplier if used)  minus the Discount amount + all extra fees.

*  Sales tax is calculated if:  Your organization has to charge Sales Tax AND  this Organization’s record is marked to be charged Sales Tax.

*  If the Costumes have a Dry Cleaning Fee – it is added next.

*  The Rental Total is shown with all Rentals, Fees, Sales Tax and Dry Cleaning Fees.

*  The Fee Paid is the amount paid by the customer

*  The Date Fee Paid is the date when the payment was received.  Note:  If the customer pays in more than one payment, all payment amounts should be summed in the this one field.  If you need to keep track of the different payments, enter it in the Notes field.

 

All the Receipts have been updated to show this Fees Summary. 

2)  For Rentals (to other Organizations) you can now assign a Fitting Fee (either an exact amount or a percentage of the rental fee) when an item has been returned early.  (This feature is not on the Individual Checkout screen.)

To set up the Fitting Fee – go to the Rental Menu / Utilities:

To turn on the Fitting Fee feature – check the box next to “Do you charge a Fitting Fee?”.  Select the Fitting Fee type (Percent or Amount).  Enter in the fee (either the amount or the percent).

On the Rentals screen you will see a new button called “Return”.  When an item is returned, click on the Return button and 5 things happen:

1)  Next to the Return button the word “YES” appears to show that it was returned.

2)  The Item is ‘checked in’.

3)  The Rental Fee (on the Costume listing) is updated to the Fitting Fee

4)  A note is added to say that some items were returned.

5)  The Total Rental Fees is adjusted to reflect just the items checked out (not returned).  The Fitting Fee is added in the “Fitting Fees+Damage+Late Fees” section.  Note:  on this example there are Props checked out as well.  To see the Fees breakdown look at the Fee Details/Payment tab (below).

To see the Fitting Fees you can look at the top Fees summary or the tab for ‘Fee Details / Payment’.

The Checkout / Rental feature is part of the Theatre Inventory Database.  The database application is a MS Access program that runs on PCs/Windows computers.  If you would like to test the software, please visit our website – http://www.costumeinventory.com and download the 30-day free trial.

Any questions – please contact Margaret at 855-468-8247 or margaret@costumeinventory.com.

Thanks!

Update to the Props Module / Database

The Props/Sets Module has been updated to include:

1.  The Quantity field is back along with the option to mark a Prop as a “Multiple” and enter the Quantity field.  After any rentals the ‘Qty Available’ field will be updated.

2.  You may search for the Prop/Set piece by ID from the top of the screen without having to go to the Search dialog.

3.  The Current Location field is moved to the top of the photos to make it easier to find when trying to figure out where an item is.

Props Rentals:   The Qty Rented field has been added so that if a customer checks out 2 Lemons (see below) – the Total Fee is calculated as the Qty Rented * the Rental Fee.  In this case for the Lemons, the Qty Rented = 2 and the Rental Fee is $1 so the total is $2.00

On the Rental Receipt the Qty Rented is shown with the Total Rental Fee and the Replacement Cost per item.

The Props/Sets module is part of the Theatre Inventory Database.  The database application is a MS Access program that runs on PCs/Windows computers.  If you would like to test the software, please visit our website – http://www.costumeinventory.com and download the 30-day free trial.

Any questions – please contact Margaret at 855-468-8247 or margaret@costumeinventory.com.

Thanks!

December Newsletter

Hello – a lot has been happening at Costume Inventory Resources !

Database Updates:

​Theatre Inventory Database:  The Theatre Inventory Database version 8-12 (32 and 64 Bit) has been updated to include:

1. The Costume Pieces, Props and Wigs screens have be updated to allow you to ‘Find’ an item by the Tag ID without having to go to the Search dialog box.

2. Fitting Fees – For the Organizational Rentals (not simple Checkouts)  customers can return items after a few days and only be charged a percentage of the Rental Fee or a fixed amount (you choose).  The Receipts have been updated to print a logo, show the Fee Summary more clearly and to give you the choice of what to call the receipt (invoice, contract or anything else.)

3. Reports – Some of the reports have been updated to calculate the correct number of items in the collection if there are ‘Multiples’ of some Costume pieces.

4. Wigs – Wigs can now be assigned to a Production like the Costumes Pieces and Props/Sets.

5. Props have the Multiples option and the Qty Field and Qty Available.  When checking out Props you can enter the Quantity checked out.

See the New Feature Notes in the User Guide:   Click Here

If you are ready to upgrade to the latest version, please call us so we can help update your data tables to work with the new version.

Theatre Inventory Database – International English – This database has been updated with all the current features and has all reports designed for the A4 paper size and is available for 32 and 64 bit versions of MS Access.

Wigs Inventory Database:  The Wigs Inventory Database is now available as a Stand-alone database.  It can still be used in the Theatre Inventory Database but if you only want to track you Wigs Collection – you can do that now.

Uniform Inventory Database :  The Uniform and Music Dept databases have been updated to make them more user friendly.  The Uniform Inventory Database has become quite popular with schools (to track school uniforms), security firms and casinos to track employee uniforms.   The database module names can be updated to reflect the types of uniforms or people (students or employees) you have.

​New sizes of Inventory Labels:  The ‘Industrial or Extra Sticky’ labels have been very popular with our customers.  We now have 2 new sizes for this label:  the ‘Small’ 1.25″ x 0.5″ and the ‘Tiny’ 7/8″ x 3/8″.  Call or email us if you would like to receive samples.  We will be adding them to the store very soon but you can order them over the phone if you want.

​We are looking forward to the USITT Conference in March in Louisville, Kentucky on March 20th, 2019.  We will have an expanded booth to show off all the different software products.  In January we will be able to give you a free pass the Expo if you live in the area and are wanting to come see all vendors.  Contact us if you would like a free pass.

​Our prices will be going up a few percent in 2019 due to rising costs.  It will not be much but I have to keep up with my costs.  Tag and Label prices will be going up a  2 or 3 percent. The Complete and Startup packages and the Ultimate Ditty Bag will go up a few dollars.  Order before the end of the year to avoid these prices increases.

​Hoopwire:  We now have a link to the Hoopwire website – https://hoopwire.com/ on our website.  If you need any wire or boning to help create the right shape for a skirt, dress or tutu – this is the place to get it.

​

Equipment Database Update and User Guide Complete

The Equipment Inventory Database with the Lighting Equipment (Fixtures, Gobos, Accessories), Sound / Multi-Media Equipment, and the Tools / Misc Equipment modules has been updated and the User Guide finally written !!  See the User Guide at http://www.theatreinventory.info.

Download the latest version, 8-3, from the website (www.costumeinventory.com)  and see the all the features and reports.  If you currently have the Equipment database (or any of the modules – Lighting, Sound/Multi-Media, or Tools) contact me so I can get you up to speed with the newest version.

To help you label your equipment we have the following custom printed labels:

Extra Durable – a white label with a clear laminate to protect against abrasion

Industrial – a very durable and extra sticky label to put on rough textured materials

Cable – Wrap-Around labels – 2 sizes for small and larger diameter cables

Heat Tolerant – these small labels are designed to go on surfaces that get very hot – up to 425 degrees F.

Please contact us for free samples !

January 2018 – Newsletter

**  In case you missed our January newsletter email – here it is !

Dear friends,

We had a great year at Costume / Uniform Inventory Resources in 2017 and hope you did as well. We passed the 1 million mark for the number of tags and labels printed !  We want to thank all our customers and subscribers for their orders, questions, and interest in our products.  We hope that our products have made your work life a little easier and more organized.

We have added the Music Dept and Work Uniform Inventory Databases and list them under the name Uniform Inventory Resources.  It is still one company but with two different customer groups.  Look for updates to the website this spring.

Let us know if there is any product or upgrade you would like to see in the new year.  We are always on the look-out for new ideas.

Call or email us any time.  We hope to see you at one of our upcoming conferences in 2018.

Thanks!

Margaret

Here is what we have been working on lately …

1) New updates to the Theatre Inventory Database – version 8-1:

a)  Multiples:
Many customers have asked for a feature to track items like belts, ties, gloves, etc. that they don’t want to inventory individually but still want to check out.  We have added new fields to track these and keep track of the original quantity and the quantity available (after check-outs).  See more information in the User Guide – New Features section,

b)  Disposables:
Do you pass out gloves, socks, packages of eyelashes or makeup to your performers and don’t want them back?  We have added a category of “Disposable” to Costume Piece record.  You can check-out the item so you know the performer received it and keep track of how many you have in stock.  For example:  If you have 15 pairs of white gloves – you check out 10 pairs to performers, you will have 5 pairs left.  On the Checkout screen you will see that the Gloves are checked out but also checked in at the same time.  Once an item is checked out it is subtracked from the Quantity count so you will know how many you have left.

c)  Copy One Record to Many:
Have you ever created a record – for a costume piece, made 10 copies and then realized that you left one or two description fields blank?  You really don’t want to go to each of the 10 copies and update those fields.  Now you can use the “Copy One Record to Many” feature on the Costume Piece Utilities.  You can select a record that has all the fields filled in, select the records you want to update (you select them by TagID), then select the fields to update from the list of fields.  See the User Guide for more details.

d)  New reports
There are new reports for the Multiples options, new Storage Box Labels reports and more.
See a list of all the new features here in the User Guide:   New Features

If you would like to upgrade your current database to the new version – please contact us for details.

2)  Music Dept Inventory Database. The Uniform Inventory Database -has been renamed to the Music Dept Inventory Database.  After speaking with several music teachers at my last conference I realized that inventorying instruments and sheet music is just as important as the uniforms.  Please tell all your marching band, choir, and orchestra teachers/directors about the database and tags.  Click here for a brochure to download.

** 10% off for a Referral – If you refer a music teacher to us and they contact us – by phone or email, we will give you and the music teacher a 10% off coupon ! !  Help us get the word out to the music teachers at your school !  

3)  Work Uniform Inventory Database – This is a small database application to help companies track Work Uniforms (Shirts, Vests, etc) and Equipment (radios, work belts, etc).  The types of companies that are using it are security, landscaping, house keeping, and fire departments.  Look for a link to download this new database application very soon.

4)  Conferences – We will be at TETA in Galveston, TX January 24-27th and at USITT in Ft. Lauderdale, Florida March 14 – 17th.  Stop by our booth to see new software and pick up a 10% off Coupon.  Attend our presentation to learn more about getting your inventory system set up.  We hope to see you there!

5)  Out of Office Dates – Our office will be closed from  January 24-27th.  I will try to check email as often as I can but will not be able to print any tags during those dates.

6)  The Ultimate Ditty Bags are in stock !  Its time to get those Ditty Bags ordered for your spring musicals and performances.  Please allow 1 week to get them customized and shipped to you.

7)  New Download server – We have moved our Free Trial and other downloadable files to MS OneDrive.  When you select to download a file you will go directly to the folder with the file icon showing.  Click on the icon to download the file.  It is one more step than you had to do before but should be pretty easy to do.  Let us know if you have any questions or problems with the download.

Last – but not least –  ** All New orders for the Theatre Inventory Database Complete Package will get a free mouse pad with their order.

Thanks again – we really appreciate your business.

Margaret

Costume Inventory Resources 
Uniform Inventory Resources

margaret@costumeinventory.com
www.CostumeInventory.com   www.uniforminventory.com

Call toll free (US and Canada) 1-855-468-8247
Hours: M – F, 9am – 4 pm Pacific Time

December 2017 Notes

​New releases of the Theatre Inventory Database, Music Dept. Inventory Database and a new Work Uniform Inventory Database will be coming soon.  Watch for an email in early January.

The Techie Green Room – https://www.techiegreenroom.com/   Here is a new site to help school theatre production people with ideas and resources.  The site hopes (In their words) “To be a place for middle and high school drama teachers and technical directors to come to be inspired, to help others, and to share successes and failures to be used as learning tools.”  Check it out for new ideas and connect to other techies.

​    Here is a new site to help school theatre production people with ideas and resources.  The site hopes (In their words) “To be a place for middle and high school drama teachers and technical directors to come to be inspired, to help others, and to share successes and failures to be used as learning tools.”  Check it out for new ideas and connect to other techies.

December 15th we will be closed as out power will be out all day for the power company to do repairs in our neighborhood.  If you need to contact me, please send an email and I will contact you as soon as I can.  Thanks.

​I have added a Calendar of open/closed/conference dates to the Home Page.  Please check there to see what days are open during the December holidays.

Good News ! The prices of most of our products will remain the same for 2018 as there are no significant price increases for postage or our materials (tags and labels).  We are waiting to see if there are any increases in Barcode Scanners and Rack Dividers – but they are not expected to be more than a dollar or two.

Best wishes for holidays and New Year !  See you in 2018

News for October 2017

​The Theatre Inventory Database – Version 7-10 has just been released.  The new features include – keeping a Costume Piece Repair history – now you can keep track of many repairs and alterations for a garment, the Performer / Student record now has 2 new fields – School Year (to track when students graduate) and Outseam – for help measuring pants.  Contact us if you want to upgrade.

​We are getting ready for the NAfME (National Assoc. for Music Educators) conference in Dallas (Grapevine), Tx in November.  I will be demonstrating the Uniform Inventory Database which helps you catalog your Uniforms (Band, Orchestra, Drum Corps, Choirs,etc), Musical Instruments, Equipment and Props (Flags, etc) and Sheet Music.  I hope to see lots of music teachers and band directors there.

We have a lot of Ultimate Ditty Bags in stock now – please place your orders before Dec 15th if you need them in January.

The Store (www.costumeinventorystore.com) now accepts reviews of products.  If you have purchased a product and want to leave us a review – we would really appreciate it.  All reviews (good and bad) help our customers make choices of what is best for them to buy.

New Resource Guide – Printing Your Own Tags.   Several customers have asked about printing their own tags and labels with barcodes.  I have prepared a Resource Guide to explain what you need to set up and start printing.  Take a look if you are interested.

As always – if you have any questions or would like to receive any free samples – please call or email us.

Call Toll Free:  855-468-8247

EMail: info@costumeinventory.com

Looking ahead to your fall productions?

 

 

 

 

 

 

 

Putting a production together takes a lot of work.  We are here to help you with your Costumes, Props, Wigs, Pattern, Sound, Lighting Equipment and Tools.

Our Theatre Inventory Database (Costumes, Props, Wigs, Scripts), Equipment Inventory Database (Lighting & Sound/Media Equipment, Tools), Pattern Inventory Database and the Uniform Inventory Database are easy-to-use and full featured database software applications.  Free 30-day trial – just visit the website.

We are happy to print inventory tags customized with your theatre/school/company logo and any text you wish.  The Petite Press is a great tool for applying the Iron-on tags.  We have 2 types of Barcode scanners to make entering costume tag ID’s and checking out and checking in costumes/props easy.

To help back stage we have the Ultimate Ditty Bag and Rack dividers.

Visit our website today or give us a call so you can see how we can help you.

www.costumeinventory.com             1/855-468-8247

Are you ready for Nutcracker?

The Nutcracker is one of the largest yearly events for most ballet companies.  Dancers and community members look forward to it every year.  But for the ballet companies and the army of volunteers that work to put it together every year, it is a huge job.  Are you ready for this year??

The Theatre Inventory Database is designed to help you inventory your costumes, record dancers’ measurements and contact info, create a production record for each dance/movement in the ballet, list roles for each production, and assign dancers and their costumes to a role.  From all this you can print a variety of reports including cast lists, lists of performers and their roles, list of costume pieces used, and more.

Our custom printed inventory tags are easy to apply to costumes and can be scanned with a barcode reader to make it easy to find a costume piece record or check out a costume to performer.

Contact us if you would like to see a demo of the software or receive free sample inventory tags.  We are here to help !

Upcoming Conferences – Stop by !

We will be attending and have a booth at these upcoming Conferences –

          EdTA National Conference – Sept 14 – 16, 2017 Nashville, TN – Tulip Grove Ballroom

          NAfME – November 12-14, 2017 – Dallas, TX

          TETA – January 24 – 27, 2018 Galveston, TX

          USITT – March 14-17, 2018 Ft. Lauderdale, FL – Booth # 2624

We hope you will stop by to see our latest software, tags & labels, the Ultimate Ditty Bag and more.

Stage Directions – Theatre Resources Directory

 

Look for our ad in Stage Directions Theatre Resources Directory

If you can tell us what page # our ad is on – I will send you a 10% Discount coupon to use on your next order !

Creating Organized Storage Boxes

Click here to read/download the newest Resource Guide – Creating Organized Storage Boxes.  This Resource Guide will give you all the steps and list of materials you need to create stacks of organized boxes and bins.