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Originally Posted by Joe Ross
Good question.
In the past, I've had 2 spreadsheets. One that shows everything that we've bought or had donated (and donated supplies also show the cost had we'd bought it). The second is just the stuff that is on the robot. It makes it easier to get everything that is on the robot if you know everything you could have put on the robot, as you will buy some things and end up not using them, and you don't have to count those.
As for specific things I track, I do part number, description of the part, supplier, cost, quantity, and a description of where it is on the robot.
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I'd add another column for weight, and weigh every part before it goes on the robot then you can see how close to the limit you are. You can also sort items by weight to find the "heavy hitters" should you need to put your robot on a crash diet. Why keep two spreadsheets when with a minor amount of extra work, one will do?