(c) 2017 Costume  Inventory Resources - Theatre Inventory Database User Guide

New Features Version 7

Version 7-12 - Released 12-4-17
1) Multiples option added
The Costume Pieces form now has the option to mark an Costume Piece as having multiple pieces with the same Tag ID.
New Fields:
Multiple: Yes/No
Qty : Enter the number you have in stock
Qty Available: The number of pieces that are not checked out and are available
Disposable: Yes / No (see below)
Most items in the Costume Inventory are quite valuable and have an individual inventory tag ID. But some items like ties or gloves or other small items are not worth tagging individually but are still checked out to students/performers and need to be tracked.
For those items that are inventoried and may be tagged (but also may not tagged), there is the option to classify them as a “Multiple”. All items, for example a box of ties, will have the same ID number assigned.
On the Costume Inventory screen there is a field called “Multiple ? “ with a (check box symbol). If the Multiples box is checked then you can enter a quantity, “Qty” amount. If there are 45 ties in the box, then the Qty would be 45. The “Qty Available” field is calculated based on the original quantity entered minus the number of ties that are checked out.
As the ties are checked back in the “Qty Avail” is increased.
2) Disposables:
Some items are purchased by the school/theatre to be distributed with the costume but are not expected to be returned. This may include gloves, socks, leotards, boxes of false eyelashes, etc. These items are considered ‘Disposable’. You may have 50 pairs of gloves at the beginning of the season. You check out 45 pairs to your students and you will have only 5 pair remaining. The Quantity field starts out at 50 but as each pair of gloves (or other costume piece) is checked out the Quantity is decreased by one. On the Checkout screen for the student who checks out the disposable item, the Check-in Date is filled in automatically when the item is checked out so you don’t have to worry about it when the rest of the order is checked back in.
To mark an item as Disposable - it must first be marked as "Multiple" - then you can put a in the "Disposable" box.
3) New Reports for Costume Multiples:
Two new reports are available for Costume Multiples on the "Costume Pieces Reports" screen:
a) List of Costume Multiples - this is a list of all Costume Pieces that are marked as Multiple.
b) Barcodes for Costume Multiples - This is a list of the Costume Multiples and it includes a large barcode
for each Tag ID. This is useful to keep by the Check-Out station so you can just scan the report when you
are checking out a "multiple" and you don't have to type in the Tag ID.
4) Box Labels - two styles on the Costume Piece Reports Menu
a) You can now print a large (2" x 4" or Business Card sized) label to go on the front of a storage box. On the "Costume Pieces Reports" and "Props Reports" screens - look for "Box Titles".
You can enter up to 10 box titles (that is the number that will print on the label stock.
There are 2 options for printing the titles:
1) 2" x 4" Shipping Labels (Avery template 5163). The Avery Shipping labels will stick to cardboard, plastic or metal.
2) Business Card Stock (Avery Template 5371). The cards can be put in adhesive card sized pockets (available from Costume Inventory Resources).
b) Individual Labels for boxed items (Hat Box Labels)
If you keep an item in a box and want an extra label with the tag ID on the outside - with the Tag ID, Barcode and name, you can select multiple Costume Pieces and print a "Hat Box Label"
Select one or more Costume Pieces for the labels. Click on View Search Results.
You will be taken to the Search Results screen. Select the button "Results on Hat Box Labels" to print a large label for each Tag ID. The report is designed for Avery 6572 - Permanent Multi-purpose Labels.
"Hat Box Labels" - Avery 6572 Labels - one for each box.
5)  Copy data from ONE record to MANY
Have you ever created a record, then copied it several times only to realize that you didn't include enough information on the first record - so now you have a lot of records to edit?  The "Copy One Record to Many" function will help you copy the data from the complete record to many other records.
a)  Go to the Costume Utilities menu and select "Copy ONE Costume Record to MANY"
b)  There are several steps here:
1)  Select the piece with the good data.  You will see the name, description, costume type and color listed below.
2)  Enter in the Starting Number of the records you want the data to go to.  Enter the Ending Number - the records must be consecutive to be updated.
3)  Select the fields that you want copied to the selected records.
4)  Click "Ok - Update".  You will be asked to confirm the update as there is no "undo".
Version 7-10 - Released 10/20/17
1)  Costume Pieces now have a Repair / Alterations History. 
You can create multiple repair and alterations records for each costume piece.  Look for the Repair / Alterations tab on the bottom half of the screen.
Note - if you want to upgrade to this version of the database your current Costume Repair data will be moved to the Repair History tab.
2)  New Fields have been added to the Performer record:  The School (or Graduation) Year and the measurement field - OutSeam.
3)  The Performer List shows the School Year and it can be sorted.  If you want to sort out the students who have graduated - you can sort the list in descending order and clear the "Current" field for the students who have left.
4)  You can print a blank worksheet for your Performers/Students and enter their measurements.  Once you have gathered the data for your performers you can enter it into their database record.
5)  There is a new Utilities form for Performer lookups.  From the Performer record you can select Utilities.  You can update the Gender options, Eye and Hair Color options and set the Drive/Folder path for the Photos.
Version 7-8 - Released 9/12/17
1)  Costume Piece Search has new fields to search on:  Date Checked Out, Measurements (Chest, Waist, Hip, InSeam).
2)  Costume Search Results has 2 views.
If you do not search on any Productions or Ensembles - you will see a screen with out the Production/Role and Ensemble fields.
If you do search on Productions or Ensembles then you will see the Production and Ensemble fields.
3)  The Student/Performer record can now be searched on Student ID.
4)  New fields added to Performer Record - Eye Color, Singing abilities, Dance, etc.
5)  The Checkout Records can be searched by Student ID.  For example: If their Student ID is entered in their Performer Record  - and - they have a Student ID that has a Barcode on it you can do a put your cursor in the Find By Performer ID box, scan the Student ID barcode and find their Checkout Record.
6)  Scripts screen now has a field for ISBN #.  You can also search for a script based on the ISBN number.
Version 7-5 - Released 5/30/17
1) The Inventory Owner module has been expanded to include more ways to view the Inventory Owners, print reports and link to Wigs.
a) The Inventory Owner is now a module on the main screen (when you install it).
New Features Version 7
b) The Inventory Owner Information screen now has a summary count of all costumes, props and wigs that are associated with the owner.
There is also a list of each item in the Costume, Props and Wigs tags.  There is a summary of the Costume and Prop rentals for the owner's costumes and props.
c)  New reports are also available:
      d) The Rentals and Checkout screens have a new Receipt that will break down the rental by Inventory Owner.
e)  To Install the Inventory Owner Module -
1)  Go to the Utilities Menu, Select "View List of Installed Modules".  Look for the Install new Module button.
2) Select the "Inventory Owner" option. 
3)  You will see the Inventory Owner Software Reg screen.  Enter the Registration Key provided by Costume Inventory Resources when you purchased the module.
4)  The Inventory Owner option will be listed on the Main Menu.  When you view a Costume, Props/Sets or Wig screen you will see the Inventory Owner field near the top of the screen.
2)  Patterns -
a) New fields - The Pattern screen has a new field for Pattern Year.  Since the Pattern companies are using the same pattern numbers over it is a good idea to have the year of the Pattern listed so if you have two - you know the year when it was published.
       b) The Costumes tab on the Pattern screen now also has a Photo Gallery so you can see all the costumes you have made from (and linked to) a Pattern.
3)  Props/Sets - New fields
1) Repair History - now you can list all repairs in a tab at the bottom of the screen.  You can print repair cards to help the technician know what needs to be repaired.  All the repairs are listed on the Props/Set Record Report.
2)  Four new fields have been added to the Props/Sets record.  They are designed to help with Rentals and Productions.
a)  "Can It Be Painted ? " and "Can it be Stood On?" are there to help you inform any one who might rent or use the item whether it can be painted (stained, recovered, etc.) and whether it is strong enough for someone to stand on it.  You may not want your Oak table to come back painted purple and in pieces after someone stood on it and broke it.  You have your choice of whether these two fields are printed on the rental receipts.
b)    "Is it Functional? " and "Can it be controlled remotely ?" are fields to help you when plan a production and want to know if the phone can ring or the clock hands move or the light turns on.  As more set pieces can be controlled remotely by the Sound or Lighting directors it is good to know if this can be controlled.  More info on how to control it can be entered in the Notes or Description fields.
4)  Performer List and Worksheet
The Performer list has been updated to include 2 new features:
a)  Performer Blank Worksheet
The Performer Blank Worksheet is a worksheet to use when you taking initial measurements of your performers.  Once the data is filled in by hand the data can be entered easily into the Performer records.
     b)  The second addition is the "View Organizations" button to go directly to the list of Organizations (for Rentals). (See above).   The Organization List has a similar button to go directly to the Performers (Individuals/Students) screen.
5)  Wigs - Quick Check-in Updated - The Wigs Quick Check-in wasn't quite right but it is all fixed now.
Available in March 2017, Version 7-2 has the following new features:
1)  New Costume Piece Measurement fields.
2)  Box Reports Updated - There are now 5 different styles of Box Reports that can be printed for a storage box or bin.
These box reports are helpful to place on the front of a box or bin.  It is easy to view the report to see what is inside.  As contents change it is easy to print a new report.  (Costume Inventory Resources now carries the 4" x 6" adhesive pockets to hold the 4" x 6" Box Report.)
Performance Management
1)  You can now add Wigs and Props to an Ensemble record.
2)  Performers screen has new tab for Audition Materials:
3)  New Report - Select to view Ensembles updated by selected dates.
a)  Do a Search on Date Updated from the Search Menu and print the results
b)  Select the date range (start and end dates) on the Ensembles Reports screen and print the report with or without photos.
4)  New Report - Print all costume pieces assigned to an Ensemble in a Production - by Cleaning Code.  This report will help you after you have finished a Production and want to gather everything up and get them cleaned.  The report is sorted by Cleaning Codes so all the Dry Cleaning is listed together, the Machine wash, etc.
5)  New Report - Print a list of all Costume Pieces assigned to an Ensemble in a Production - by Needs Repair / Alterations.  So once the costume pieces have been assigned to the Ensemble and those Ensembles assigned to the Production you can print a list of everything that is marked for 'Needs Repair' or 'Needs Alterations'.

1)  You can add Props to Ensembles and view the Ensembles on the Props screen.  The Ensembles tab only shows if the Performance Management module is installed.
New Report: All Scripts by Author.  The report will list all the Scripts (Scores, etc) by all authors or a selected author.
Quick Check In
The Quick Check-in screens for Costumes, Props and Wigs have 2 new lookup buttons and the Receipt # displayed.  After you check an item in you can view the Item (Costume Piece, Prop or Wig) or view the Rental Receipt.  You can also sort the records by Tag ID or by Check-In Date/Time.
Wigs - New Module
1)  Inventory Wigs, Hair Pieces, Facial Hair
2)  Link up to 6 photos
3)  Add Wig to Ensemble if the Performance Management module is installed.
4)  Do Searches and print reports and view the Photo Gallery
5)  Check-out Wigs to Individuals and Rent them to Organizations
6)  Update all the Lookup tables with values that you need.
7)  Print a variety of reports from the Reports Menu, Search Results and the Wig Inventory screen.