Although you can enter as little information as you want there are a few fields that are important: All the fields with drop down boxes can be updated (new options added, edited, etc.) on the Utilities screen.
Description: The Props / Set description is important for searching. Often a few key words here can make finding a Props/Set record easier.
Props/Set Type - this field helps you categorize the Props by Sets, Scenery, Personal, Rehearsal etc. Additional types can be added on the Utilities Screen.
Group / Category - You can create as many Groups or Categories for the Propa/Sets as you need. A few sample groups are included already.- Furnitur, Desk/Table Items, Toys, etc.
Item Type - This field is for the type of item - such as a phone, chair, teapot, lamp, sword, etc. To add a new item to the list quickly - double-click on the "+" button to open the Utility form for "Prop/Set Item Types".
Color - There are only a few colors listed but those should cover most of the costumes you have. You may add more colors if you wish (see Utilities). For example: there is only one “Pink”. You could add Light Pink, Rose, Hot Pink etc. I will caution you that it makes it harder to find a prop by color (using the Search Screen) if you have to enter in all the possible choices of colors. Also - every person that looks at the item may think it is a different shade of pink. Although the colors listed may not be terribly accurate they are a way to help group items by color. More detailed information can be listed in the Description field (which can be searched as well).
Time Period - You may enter as many Time Periods as you wish on the Utilities menu. Once you have the Time Periods that you wish you can assign a Prop to a Time Period. You may search for Props by Time Period on the Search screen.
Qty & Multiples - The quantity field is designed to list the number of small items in a prop - such as silverware or pieces of fruit in a basket. Each prop should have it's own ID but some items are too small to be tagged and can be grouped in a single Prop Tag ID. You have the option to mark a Prop as a "Multiple" and enter the Quantity field. After any rentals the 'Qty Available' field will be updated. The Current Location will be set to Multiple Checkouts .
Materials - listing the materials the prop or set is made from helps ID it and help determine its value.
Size - or measurements - Enter the size and the measurement units (inches, cm, feet, meters, etc)
Condition - Excellent, Good, Fragile, etc.
Special Effects - If a prop as a special effect like it is designed to look ‘distressed’ or has electric lights, etc. you can list it here.
Total Cost to Make/Buy and Replacement Cost - You may enter a value for the prop/set if you know it. There is a report on the Reports menu that will allow you print all props/sets and calculates the total cost of the items and the replacement costs. The replacement cost is listed on all Rental Reports so if a prop/set is damaged while rented the replacement cost can be known. These costs are important for the Asset Management reports as well.
Rental Fee: This is the amount charged to the Individual or outside Organization for using the Prop/Set. This may not be something you do but if you want to charge a fee, this is where you can record the amount.
Designer - This is the name of the Designer of the Prop/Set
Prop Maker - The name of the person who built the prop/set piece.
Storage Location and Storage Detail - There are two fields for Storage Location information. The first, Storage Location is for main locations - like specific rooms or sections of a warehouse. The Storage Detail field can be used for a rack, shelf, box or other specific place.
Current Location - You can think of this as a Status or ‘where is this prop/set item now?’ There are 7 locations that are set up for you: Storage, Production, Checked Out, Checked In, Cleaning, Class and Repairs. More locations can be added on the Utilities Menu (such as “Reserved for Performance”). You may print a report of Props by Current Location from the Reports menu. You can also use the “View/Update All Props Current Location” function to change the Current Location / Status for a group of Props (i.e. from Checked-In to Storage).
Notes - this is a place to type notes.
Inventory Owner: If you are storing props or set pieces that belong to multiple owners (your Theatre plus a college or another theatre) then you may want to consider adding the Inventory Owner module to track the owner of each item.
The Tabs at the bottom of the screen are:
Productions: Props/Sets may be assigned to one or more productions / performances. Reports are available on the Production screen. To view a Production - click on the View button.
Production records are added on the Production screen. The Productions screen can be accessed by clicking on the Add New Production or the View button.
Repair History - Props and Set pieces can have multiple records for repairs needed or finished.
Rental History - The history of all the times a Prop/Set item has been rented is listed. The View button will take you to the checkout/rental record
Ensembles: Props can be added to an Ensemble record. For example, if an actor needs to carry a spear or shield as part of their costume, the Prop can be added to the Ensemble record from the Ensembles screen. The Prop will be listed in the Production/Ensemble reports.
Discard Notes - When an item is discarded, the date, value and reason can be recorded. On the Props Reports menu is a report of discarded items for selected dates.
Note - when an item is "Discarded" you may enter the value at the time of the discard - for accounting purposes. Also once it is marked as Discarded there is a check box at the bottom of the record that will show it is discarded. In addition - at the top of the screen the word "Discarded" will appear in RED. Items marked as Discarded will not show up on reports or the Advanced Searches. A Discarded item can still be found with the Search By ID search box.
Borrowed Items - Props may be borrowed from another institution or person and that information can be kept in the record. A report of all props borrowed or rented from another organization is available on the Reports menu. You can add a new Rental Company by double-clicking on the "+" button or by going to the Props / Sets Utilities form.
The name of the Organization you borrowed the item from can be entered in the Props/Sets Utilities form - the Rental Companies option.
Rental Packages: Props and Set pieces can be added to a "Rental Package". Rental Packages can be rented out with all items rented at one time or individual pieces can be rented (if that is set up in the Rental Package record.) See the Rental Packages section of the User Guide.
The Props / Set Record Report is a one page print out with all the information on the Prop/Set item. This can be printed or saved to a PDF file and emailed. Follow the link for more information on Print Options.
To find information on Searching or Deleting Props/Set records - click here:
