Equipment Inventory Sheet Cancel The title field is required!

1. Melvin Waldron

   

   43 posts
   
   1/2/2014 8:01 AM

   Does anyone have a good equipment inventory sheet that they use for keeping all pertinent information together on one sheet?
   
   I'm looking for something that can maybe give the discription, manufacturer, equipment number, model, serial number, also engine model and serial number, any attachment serial numbers (such as cutting units), maybe the purchase date and price, and maybe a spot for some notes?
   
   I am thinking about making one myself, but don't know what program might work best, excel or word, not up on publisher, but I might try that.
   
   But if someone can save me the trouble that would be most appriciated.
   
   Many thanks!
   
   Mel

   
   Melvin H. Waldron III, CGCS, Horton Smith Golf Course, City of Springfield/Greene County MO
   
   
2. Andy Jorgensen

   

   1 posts
   
   1/2/2014 8:01 AM

   I have one on Excel. I'd email but it is a very, very large file. it has all you mentioned, and our equipment asset number as well. It also has columns for data entry for our annual inventory that has "date last physically seen"(which is very important instead of the guys just saying it's here), and hours when it was seen. By recording hours we can document how many hours we are putting on them each year.

   
   
   
   
3. Melvin Waldron

   

   43 posts
   
   1/2/2014 9:01 AM

   Andy Jorgensen said: I have one on Excel. I'd email but it is a very, very large file. it has all you mentioned, and our equipment asset number as well. It also has columns for data entry for our annual inventory that has "date last physically seen"(which is very important instead of the guys just saying it's here), and hours when it was seen. By recording hours we can document how many hours we are putting on them each year.

   
   
   Thanks Andy, I might try doing one on that.
   
   I do have a form I fill out weekly for our main equipment with engines so I can track hours and schedule servicing.
   
   I will try to attach it to this. It will look kind of odd or busy when opened, but I had to copy and past items over to other pages to get my grid lines to print for the one page I use. I will just print one page (1 to 1 on the print box) and will fill in the hours weekly during the season, then about every 3 weeks to a month in the winter depending on the weather. I will try to scan an acutal work sheet to the equipment hours post.
   
   Thanks.
   
   Mel

   
   Melvin H. Waldron III, CGCS, Horton Smith Golf Course, City of Springfield/Greene County MO
   
   
4. Paul Double

   

   37 posts
   
   1/2/2014 2:01 PM

   Hi Mel,
   I do have a basic excel program I made years ago that all you would have to do is fill in the blanks. I will email it to you.
   
   Paul L Double
   Director of Turfgrass Management
   Sugar Valley Golf Club
   Bellbrook, Ohio

   
   
   
   
5. James Smith

   

   112 posts
   
   1/2/2014 3:01 PM

   It is not that difficult to build yourself a proper file system. We did it a few years back, this is what we did.
   
   Use excell to type in all needed information on each piece of equipment.
   
   First off send a person out to take pictures of each piece of equipment as well as take a picture of the model and serial numbers on the equipment.
   
   you could do like I did and build a file folder for each types of equipment you have (fairway mowers, greensmowers). Place the pictures in the needed file folder for each unit you have.
   
   compile all needed information onto a simple excel spreadsheet to make it easier to access (I would do this last though because it will be easier to just open each file and then type the info into the excel sheet.
   
   After doing all of the individual folders build one main folder labled Equipment and drop all of the other files into that folder as well as the excel file. Be sure to date all files with the month and year so it will be easier to search later on down the road. One thing I learned I needed was the purchase and payoff dates on any equipment we have a note on. Seems my president always wants me to get that info instead of the office so now I simply place it into the folders when I get a new piece of equipment.
   
   at the beginning of every year I make an equipment inventory list as well as an updated survey of the life span on the equipment as well as a five year purchase plan in order to give my club an idea of how our equipment is doing and were we may expect needs in the near future. I leave this in my equipment folder so I can re-read it before making a new assessment.
   
   You could also use a word format for repairs to each one if you want to get that technical but I leave this out due to lack of personell.
   
   Over the years I have collected a lot of files on equipment and at times I go back and read them just to see how we have done. with todays technology it is even easier to build information files with pictures for everything in your shop. Just make a new folder for just about everything and place it in one folder to make it easier to find is all.

   
   
   
   
6. Melvin Waldron

   

   43 posts
   
   1/2/2014 3:01 PM

   Thanks Paul and James,
   
   I will try playing with some of your ideas as well.
   
   I did stop by our parks garage and they had an inventory sheet I'm checking out as well. Might use it kind of like James suggests.
   
   Thanks!
   
   Mel

   
   Melvin H. Waldron III, CGCS, Horton Smith Golf Course, City of Springfield/Greene County MO
   
   
7. Stephen Tucker

   

   0 posts
   
   1/7/2014 8:01 AM

   Here is what I have been using. Just a simple form.

   
   
   
   
8. James Smith

   

   112 posts
   
   1/10/2014 12:01 PM

   Stephen Tucker said: Here is what I have been using. Just a simple form.

   
   I would take this a few steps further by having a column for payoff date and also warranty expiration dates. The warranty dates will come in extremely handy in having the unit completely checked out to see if any last minute warranty claims may need to be made.

   
   
   
   
9. Stephen Tucker

   

   0 posts
   
   1/11/2014 3:01 PM

   James,
   Great point I track that in our PM system but it would be good information to include on the list.
   
   Stephen