Music Dept. Inventory Database User Guide
  • Musical Instruments

Musical Instruments

 Musical Instrument Inventory
The Instrument Menu allows to add/edit Instrument records, do searches, create records for Instrument cases, print reports and update Utilities.
** Note:  All the DropDown boxes are based on tables of data.  You can add/edit/delete values in these tables from the Utilities menu.
Tag ID:  Identifying Tag number - unique to each instrument
Instrument:  Name of Instrument
Current Location:  This is where the instrument should be now - i.e. Storage, Checked-out, Repairs, etc.
Description:  Description with more details about the instrument
Category:  What category - i.e. Strings, Woodwinds, etc does this instrument belong to.  The Category table  can be updated on the Instrument Utilities menu
Instrument:  Type of Instrument - i.e. Flute, Cello, Trombone, etc.
Instrument Maker:  Maker of Instrument
Model:  If the instrument has a model number of name it can go here
Serial Number:  Serial Number
Asset Number:  If your school/organization has assigned an Asset number you can enter that here
Size:  If the instrument is 1/2 or 3/4 size you can list that or enter actual dimensions
Color / Finish :  Enter the name of the color or finish type of the main color of the instrument
Condition:  What is the condition of the instrument at the time it was inventoried
Cost/Value:  What is the original cost or current value of the instrument
Replacement Cost:  What would it cost to replace this if it were lost or damaged?
Rental Fee:  If you organization charges a rental fee - enter it here.  At the time of the rental the amount can be discounted (up to 100%).
Source:  Where did this instrument come from?  This could be the store name or a donation.
When Acquired:  This could be just the year, "2004" or an actual date.
Has Case - Check this box if the instrument has a case.
Case ID:  Select the Case record off Instrument Case list.  The Cases can be entered on the Instrument Case form.
Storage Location:  This is a 2 part Storage Location - i.e. Storage Location = Music Room, Details = Shelf # 2
Classes / Activities:  This is the class or activity that the instrument has been assigned to.
Repair History:  You can list multiple repair notes here to see how often it has needed repair
Checkout History:  This is a list of all the students/performers who have checked out the instrument.
Discard Notes:  An Instrument may be marked as "Discarded" if it is broken, been sold, or has been lost.  Discarded Instruments will not show up on Search lists or on the Checkout screen.  You can print a list of all instruments that have been discarded from the Reports Menu.
Add Instrument:  This form will ask what number you want to use for the Tag ID for this instrument.  It can be the next number in sequence or any unique number you enter.  The Tag ID's have be unique.
Copy Instrument:  If you have many instruments that are identical (or nearly identical) you can create one record and use the Copy feature to make copies of it.
The Serial Number, Asset Number, Repair History, Checkout History data will not be copied as those fields are unique to the original instrument.
Search:  You can search for an Instrument record based on several fields.  You  can also use this form to get to the Advanced Search form.
Print Instrument Record - this is a one page report with all the information and pictures for this instrument.
Click on the links below to see those screens and get more information on each feature.