Creating an inventory

Command	Workspace: Path
Inventory and Equipment List	Design Suite: Entertainment Spotlight: Spotlight

An inventory represents a list of gear owned by a specific entity. To be able to effectively use the inventory and equipment list feature, first set up one or more inventories to represent equipment available from a particular vendor or manufacturer, a venue, or your warehouse. Single objects, symbols, parts, and virtual parts can be included in multiple inventories, as many vendors offer identical equipment.

To create an inventory:

Open a new Vectorworks file.

Using the various tools available in Spotlight, place one of each type of lighting device, truss, hoist, cable, television, screen, and all of the objects that represent the equipment available from the warehouse, vendor, or venue. Place the objects on one or more design layers.

For convenience, it's suggested to place the objects on design layers named after each category in the inventory, such as audio, lighting, scenic, and so on. Use the default classes and folder names from Vectorworks content; optionally, place custom resources in a folder structure within the Resource Manager that matches the categories.

Attach the necessary virtual parts to each placed object. For example, lighting devices may need color frames and safety cables, and truss may need bolts or pins. From the Object Info palette of each object, click Edit Virtual Parts. The virtual parts already assigned display in the Object Info palette. If needed, adjust the quantity.

Save the file with a name that indicates its source. Keep the file for future updates.

Select the command.

The Inventory and Equipment List dialog box opens. The equipment in the file is listed in the Symbols and Parts tab. 

Edit and organize categories and equipment items as needed. See Managing and reporting equipment lists.

Click the Manage Inventories tab. Initially, the tab's lists are blank.

Click to show/hide the parameters.Click to show/hide the parameters.

Click New Inventory from File.

The Inventory Information dialog box opens.

Provide a name for the inventory, and then enter optional information about the vendor or venue and any notes or other information. The vendor name can be selected to display on reports.

Click OK; the inventory displays in the Inventories column.

The inventory is saved as an .xml file in your user folder, and it can be shared with a workgroup if desired: [User or Workgroup]\Libraries\Defaults\Inventories. See Voorkeuren Vectorworks: Categorie Bestandslocaties. The Inventories list displays these inventory files. 

Do not edit the inventory from the .xml file; always use the source Vectorworks file to make updates.

Once an inventory has been created, it can be updated or deleted. 

Update the stock quantities of items, when this value is known. Select each item in the Symbol/Object list, and then click in the Stock in highlighted inventories column. Enter the quantity. This applies to subparts such as accessories, camera lenses, and stands.

Click Edit Inventory Settings to update the inventory information (for example, a contact's phone number).

To make changes to the items in the inventory, open the source Vectorworks file that was used to create the inventory, and make the changes to the placed objects. Then click Update Inventory File.

Delete an inventory file by selecting it from the Inventories list and clicking Delete Selected Inventory. The source Vectorworks file is not deleted by this operation.

Managing and reporting equipment lists

Managing inventory filters

Creating an equipment summary key

Concept: Inventory and equipment lists