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Coin Manager! Documentation

Overview

[ Features ] [ Databases ] [ Reports ] [ Tools ] [ Upgrade ] [ Removal ] [ Windows ] [ Enhancements ] [ Trial Limits ] [ History ]

Coin Manager is designed to help coin collectors and investors manage their coin or paper money collection. Using Coin Manager you can keep track of your coin or paper money, what you're looking for, what you're interested in selling, what you've sold, the value of your collection and other details.

Coin Manager does this by allowing you to fully customize the information stored in the databases so that the information makes sense for your collection. By personalizing the data you keep, you don't have to have any unnecessary information in your databases wasting space on your handheld, or making it more difficult to find the data you're interested in.

On the right is an example of the program's Inventory report generated by querying the databases.

Coin Manager runs on Palm OS 3 through 5 devices, and Pocket PC 2002!

Summary of Main Program Features

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Eight (8) databases for defining and managing your collection.
Unlimited coins (limit is set by the amount of free memory), sets of coins and/or paper currencies can be entered in the primary database.
The seven (7) secondary databases can have up to 32,767(*) records in them.
Thirteen (13) reports for viewing information about your collections in different ways.
Find function that lets you search for any text or number in the Coin database.

* When used with the optional Windows program (which will be released later), each secondary database is limited by the HotSync manager to 15,999 records.

Program Databases

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Databases Menu

The databases are listed on the database menu in alphabetical order. This puts the primary database at the top. Each of the secondary databases, except the Collections database, can be added to while you are adding or editing a coin. However, you can't edit pre-existing entries in the secondary databases while adding or editing a coin. These menu options allow you to add to and edit the secondary databases. Depending on how you want to configure your databases, you may choose to enter data into the secondary databases before beginning the entry of coin information.

The program is designed so you can use as much or as little of the secondary databases as you choose.

Example entries and suggestions for the secondary databases will be shown below.

Coin & Sets Database

At the heart of Coin Manager is the Coin & Sets database. This database keeps track of individual coins, or sets of coins, such as proof or mint sets, or even custom defined sets. You can use this program to track paper monies and non United States currency as well. Also tracked are ask price, bid price, purchase price, sell price, want to buy, want to sell, in inventory, quantity, and other data.

Each entry in the coin database has a unique ID which is a number created by the program to track each entry.

Once the Windows version of the product is released, entries created on the handheld can be edited and resynchronized with the Windows version, and vice versa.

The ID can not be edited. If an entry is deleted the ID will not be reused.

Each entry in the coin database can have a name. This field may typically be blank, however, it can be used to name types or varieties of coins. For example, you could name a 1990 Commemorative Silver Dollar as Eisenhower. In general, the Name field can be used for any text you'd like to enter.

On most screens of Coin Manager application, the ? button will give additional help information related to the screen you're viewing.

Year allows you to define the date of issue.

The seven (7) square buttons next to and below Year allow you to select values from the secondary databases to associate with the coin data being entered.

On the left hand side of the screen below the square buttons are five (5) check boxes that allow you to select different characteristics of the coin being entered. More than one of the check boxes can be checked. For example, it's ok to have a coin in Inventory and also Wanted at the same time.

The Hide check box is for reporting purposes. When checked, no report, except the Inactive report will show coins with the Hide box checked.

On the right hand side of the screen is a field for entering the Qty (quantity) of coins you want or have. When adding new coins, this field defaults to the value of one (1).

The remaining four (4) fields allow you to enter data about costs. The Ask value is the amount you would want to ask for if you're trying to sell a coin. The Bid value is the amount you would want to offer if you were buying a coin. The Paid value is the amount you actually paid for the coin. And finally, the Sold value is the amount you got for the coin when sold.

Summary of Coins Database

The Coin ID can't be changed; is assigned automatically and is not reused when deleted.
The number coins that can be entered are limited by the amount of free memory.
None, all or any combination of the check boxes can be checked.
If the Hide check box is checked, the coin entry will only be reported on the Inactive report.
The Quantity (or Qty) value defaults to one (1).
The values in the Ask, Bid, Paid and Sold fields are optional.
Values from the seven (7) secondary databases are selected by pressing the appropriate square button.
The value in the Name field is optional.
Coins can be changed, updated or deleted, regardless of being created on the handheld or PC.

Collections Database

Coin Manager allows you to define your own collections of coins or sets. For example, you may want to create a Birth Year collection of coins and sets of coins. Coins can be members of several collections. For example, you may have United States Coins and Candian Coins. However coins of your birth year could be both US and Canadian coins. Another use of collections is to organize coins that were gifts received or given.

The flexible design and use of Coin Manager allows you to define as many collections as you like and assign as many to a single coin database entry as you need to identify your coins for reporting and organizing purposes.

Most of the secondary databases, including the Collections database have two fields that are entered. The first field should be a short descriptive value, such as USA for United States of America since these values are what is shown in the small square box shaped buttons on the Add or Edit Coin screen. Since a coin can be a member of multiple collections, a special multiple collection selection screen is displayed when making a coin a member of a collection, or removing it from a collection.

You can change either field when editing an entry. However, when you're using the handheld and Windows version together, it is recommended that you delete the old entry and create a new entry.

When editing a Collection entry after it has been created, a Delete button will be shown that allows you to remove it from the database.

The short descriptive name for a collection cannot have the { or } character in it.

When the Collect button is pressed on the Add or Edit coin screen, the screen to the right will be displayed. The first column shows you the collections the coin is a member of. The second column shows you the various collections that are defined and that the coin could be a member of.

To make the coin a member of a collection, simply tap the collection named in the second column. A coin can be added to the same collection only once. For example, you can't select USA more than once. When you tap a name in the right hand or second column, it will immediately show up in the left hand or first column.

To remove a coin from a collection it's a member of, simply tap the name of the collection in the left hand or first column, and it will disappear from the first column indicating it is no longer a member of that collection.

Another idea for a collection would be for a Registry Set of a particular coin or for all the coins in a particular year, or both. For example, you may have all the proof coins of 2000 in PCGS Proof 69 Deep Cameo condition, and that collection could be called 2000PR69DC (as an example). You may also have all the Kennedy Halves in PR69DC condition in a collection called KHPR69DC. In this case a 2000 Kennedy Half in Proof 69 Deep Cameo condition could be a member of the 2000PR69DC collection, and to the KHPR69DC collection.

And yet another collection idea is to keep track of slabbed coins by several different Third Party Grading companies.

A coin can easily be a member of hundreds of collections. In general, collections can be used to organize your coins in ways that aren't predefined in the program.

Due to this flexibility, you may want to think about how you want to organize your coins before beginning any data entry into the program. Or you may want to experiment with a few coins to figure out how the program can best meet your needs.

Summary of Collections Database

A coin can be a member of hundreds of collections.
When a coin is a member of one or more collections, an asterisk (*) will be displayed in the Collect button on the Add or Edit coin screen.
A collection can not have { or } in its name.
A collection can not be defined while editing or adding a coin. To define new collections, you use the DB menu option to select the Collection database.
A collection database entry has 2 fields. One for the short identifying name, and the other for a long description.
Collections are a good way to organize your coins in ways that are not predefined by the program.
A report for identifying coins in a collection is available (and will be explained below).
Use of this database is optional.

Coin Denominations

Use coin denominations to organize money by the face value of the money. Examples of denominations are: 50C for fifty cents, $1 for one dollar, S$1 for silver one dollar. An example screen is on the right.

Summary of Denominations Database

Face values are used in the Denominations Database.
Two fields are available, the first is used for a short descriptive name, and the second for a long description.
A report for generating lists of coins by denomination is available.
Use of this database is optional.

Coin Grades Database
The Coin Grades database, also referred to as Mint State by the program allows you to define the coin conditions or grades that you have in your collection. Example grades are: MS for Mint State or Uncirculated without a numeric grade. MS65 could describe a coin that has been graded as Mint State 65 by one of the third party grading companies or by the coin owner. An example screen is on the right.

Summary of Coin Grades Database

Grades typically defined by the American Numismatic Association should be stored here.
Two fields are available, the first is used for a short descriptive name, and the second for a long description.
A report for generating lists of coins by grade is available.
Use of this database is optional.

Coin Mints

Typical use of the Mints database is to define the Mint marks found on currency. For example, in the United States, S on a coin means San Franciso, California. An example screen is on the right.

Summary of Coin Mints Database

Place information about mint marks in this database.
Two fields are available, the first is used for a short descriptive name, and the second for a long description.
A report for generating lists of coins by mint is available.
Use of this database is optional.

Third Party Grading Database

Third Party Grading companies, such as PCGS, ICG, NGC and others can be entered here for tracking coins that have been "slabbed".

Summary of Third Party Grading Database

The program refers to Third Party Grading as TPG.
Place information about Third Party Grading companies in this database.
Three fields are available, the first is used for a short descriptive name, the second field is for informational purposes to identify the company's website, and the third for a long description which could include an e-mail address for informational purposes.
A report for generating lists of coins by TPG is available.
Use of this database is optional.

Coin Types Database
Use this database to identify the different types of coins. For example, there are at least seven (7) types of United States quarters since 1796.

Summary of Coin Types Database

Place information about coin types in this database.
Two fields are available, the first is used for a short descriptive name, and the second for a long description.
A report for generating lists of coins by type is available.
Use of this database is optional.

Coin Variety

Coin Manager allows you to track varieties of a coin. For example, you can enter and track the Type 1 and Type 2 Susan B. Anthony Proof Dollars, or the Type 1 and Type 2 1976 Eisenhower Dollar, and other variations of coins.
An example screen is on the right.

Summary of Varieties Database

Place information about coin variations in this database.
Two fields are available, the first is used for a short descriptive name and the second for a long description.
A report for generating lists of coins variety is available.
Use of this database is optional.

Program Reports

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Reports Menu

Coin Manager currently has 13 reports listed on the reports menu that allow you to view your coin data in a variety of ways. A special report for returning summary totals of any prices you've entered is also available.

You can use the hardware up and down buttons to scroll through the report if the report has more than 9 coins listed. You can also use the stylus to scroll the report. You can tap any coin displayed and you will be taken immediately to the Coin edit screen. This is especially useful when looking at the Wanted report when you've just purchased a coin on the Wanted list. You then tap the coin, and uncheck the Want to Buy check box and it will be removed from the report.

Report Summary:

Collection - The Collection Report allows you to select a collection you have named and then searches all the coins in the Coins Database and shows you the report with the results.
Denominations - shows all the coins for the selected user defined denomination.
Inactive - The Inactive report shows all coins that have the Inactive check box checked. This is the only report that shows coins with the Inactive check box checked. No other report includes coins that have the Inactive check box checked.
Grade - show coins by Grade.
Inventory - This report shows all the coins you have in inventory, as identified by checking the Inventory check box on the coin add or edit screen.
Mint - show all coins by Mint mark.
Sell - show all coins that have the Sell check box checked.
Query $ - after any of the preceding or follow reports are run, you can choose this report to show the dollar or price totals. See report on right. Use the Export button to save the Query $ report in the Palm memo database (Palm Version Only).
Sold - show all coins that have been marked as sold. Remember, you can click on Query $ after running this or any other report to see how much you've sold.
TPG - show all coins by Third Party Grading company.
Type - show all coins by Type.
Variety - show all coins by Variety.
Wanted - show all coins that have the Wanted check box checked. This is the default or primary report ran when Coin Manager is started.

Program Tools

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Tools Menu
Several program features can be viewed or set using the Tools Menu.

Find

Use this option to do a text search of all coin database fields and numeric values. You can press the F button on the main Coin Manager display to start this tool, or you can use the menu option.

Step 1
Step 2
Step 3

Step 4
Step 5
Step 6

Example of Find and Query $ report:

Start the Find process by pressing the F button or by selecting Find from the Tools menu. Enter your search critera and press the Search button.
The results are returned to the main screen. You can edit a displayed coin by tapping it's entry in the display grid.
Run the Query $ report by selecting the Rpts menu and the Query $ menu option.
To export the report to the Palm Memo database, press the Export button. This feature is only available in the Palm OS version of Coin Manager.
Select the Memo application to find the exported record.
Select the exported record to see the details.

Options

Use this screen to view or set user defined options:

Fast And Dangerous - when this check box is checked, you can delete entries in the different databases without any warning. Please note that once you've deleted an item in any of the databases, you can't undelete it. Use this option with CAUTION!

Startup Report - you can select the the first report that is automatically run when Coin Manager is started. The default is the Wanted report. Other choices include: Inactive, Inventory, Sell, and Sold.

DB Information

This is a report that shows you how many entries are in each of the various databases used by Coin Manager.

Update Index

After a confirmation, the program will go through all the coins and set the next Coin ID used to be a valid value. This option should rarely, if ever, be used.

Delete Databases

This option deletes all the databases in preparation for removing the program from your handheld computer. A confirmation will be displayed before all the databases are removed. Once the databases are removed, the program switches to the Application Launcher so that the program can be removed (On the Palm OS Version; other platforms simply exit Coin Manager).

Please exercise caution with this option. You must use this option if you're removing the program from the handheld or the coin databases will be left on the handheld even after the program is removed.

Upgrading from version 1.0.x, or 1.1.x to 1.2.0

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The preferences database has changed with version 1.2.0. When you run version 1.2.0 for the first time, any setting to the Fast & Dangerous option will be lost. Typically this shouldn't cause an issue since this mode isn't recommended.

Upgrading from the shareware or demonstration version

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If you decide to purchase the registered version, all you need to do is to install the registered coinmgr.prc file on your handheld. This will allow you to continue using the databases you have been using with the shareware version. The purchased version of Coin Manager removes the 31 day trial restriction, and gives you the ability to add more than 10 coins or sets of coins.

Removing Coin Manager

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If you decide you no longer want to use the shareware version or purchased version of Coin Manager on your handheld, please follow these instructions for removing it:

Start the Coin Manager program
Tap the Menu silkscreen icon, or tap Coin Manager on the upper left corner of the display.
Tap the Tools menu selection.
Tap the Delete Databases menu selection.
Tap Yes to remove the databases and exit Coin Manager (Tap No to cancel).
Then tap the Menu silk screen icon while running your application manager.
Tap Delete...
Find and select Coin Manager
Tap the Delete... button.
You are done!

CAUTION: If you do not follow these instructions and simply remove the Coin Manager application using the application manager delete feature, you will leave the databases created by the program on your device using some portion of memory.

Windows Program

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An optional Windows version of the program will be available, in the future, to registered users so that data entry into your coin database can be performed quicker.

Planned Enhancements

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Ability to select which fields are shown on the report.
Ability to output report to a memo.
Feature for Windows program to support import of CSV (comma separated values) files. This would allow you to export data from a Windows based program so you can import coin information to prepopulate the Coins Database.
Total number of coins shown in a query on the Query $ report.
Ability to add a collection while adding or editing a coin.
Duplicate button on the Add/Edit coin screen to create a new coin based on the current coin.
Reverse Tools and Rpts on the menu.
Ability to remove a single database (for reload purposes, etc. without erasing all the rest of the databases).

Trial Version Limitations

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The trial version of Coin Manager has two limitations:

You are limited to 10 coins or sets of coins in the Coins Database.
The program expires after 31 days.

Release History

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2004 January 18, Version 1.2.1 (PalmOS version)

Unused graphics were removed making the program smaller.
Several screens didn't get focus set to the text entry control correctly.
A PalmOS version ID was added.
A runtime version is now available. Sony PEG-SL10 devices with PalmOS 4.1 can't run the compiled version.

2003 December 2, Version 1.2.0

PALM OS 5 SUPPORT!
Pocket PC 2002 SUPPORT!
Find function added to program via the F button, and Tools, Find menu option.
Integrated help on most program screens added.
Query $ report export function added.
Reports are now in alphabetical order in the Rpts menu.
User selectable startup report option added.
Preferences database updated to support proper synchronization with Windows verison (which is under development).
Online documentation greatly enhanced with additional screen shots shown.
Cancelling a coin delete caused the program to backup 2 screens, instead of to the previous screen. Fixed.
Deleting coins from a report query didn't result in the query being updated. Fixed.
Selecting a coin from any report didn't take you to the correct coin record to edit. Fixed.
When editing secondary databases, the wrong or no field identifier was displayed. Fixed.

2003, Version 1.1.0b - Palm OS 5 beta test version, unreleased
2003, Version 1.1.0a - Pocket PC beta test version, unreleased
2003 March 19, Version 1.1.0

Removed the CoinID from the main screen report to provide more reporting information.
Each of the databases now remembers the last selection so that when you return to it while editting the database or modifying or adding a coin the value displayed is the last one used.
Total number of matching records on the main screen report/query is now displayed below the report/query.

2003 March 17, Version 1.0.1

Minor bug fix to correct an issue with editting Collection membership while editting a coin.

2003 March 16, Version 1.0.0

Initial release.

Page updated: 2004 March 18

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