The List of Machines is where you manage every machine in your operation. Each machine
must be set up here before it can be assigned to a location, have collections recorded
against it, or accept repair tickets from customers.
Machine Name
The name customers and staff will see everywhere in the system -- on ticket submissions,
collection entry cards, and all reports. Use a clear, descriptive name that makes the
machine easy to identify at a glance (e.g. "Pac-Man Upright", "Black Knight Pinball").
Machine Type
The type controls how collections are entered and calculated for this machine.
Types are set up under Admin → Machine Types and determine:
- Whether collections use coin weight (grams) or bill count
- The coin weight used to convert grams to a dollar value
- The header color shown on collection cards and report panels
- Which repair issues are available when a customer submits a ticket
If a machine type has no issues configured, a warning appears in the machine list
and customers cannot submit tickets for that machine until issues are added.
Asset #
An optional internal reference number for tracking purposes -- useful if you
tag your machines with asset labels or maintain an inventory spreadsheet.
It appears on the machine list and on the Machine Depreciation report.
There is no required format; use whatever numbering system works for you
(e.g. A-001, M-42, 1001).
Purchase Price
The original cost of the machine when it was acquired. This is optional but
recommended -- it feeds into the Machine Depreciation report
under Admin, which subtracts the purchase price and all repair costs from
lifetime earnings to show you the true net profit or loss per machine.
If you acquired a machine for free or don't know the cost, leave it blank.
The depreciation report will show "not set" for that machine's purchase cost
rather than treating it as zero.
Location
The physical location where the machine is currently installed. Locations are
managed under Admin → Machine Locations. A machine can
only be at one location at a time -- if you move a machine, update its location
here so collections and reports reflect its current placement.
The Collections Trend and Performance reports filter by current machine location,
so keeping this accurate ensures historical charts only show machines actually
at a given location today.
More Info (IPDB Link)
An optional URL for additional information about this machine. The placeholder
shows the IPDB format (ipdb.org/machine.cgi?id=xx) -- the Internet
Pinball Database is a comprehensive reference for pinball machines. You can
use any URL here, or leave it blank.
When a URL is entered, the machine name on the list becomes a clickable link
opening the page in a new tab, giving staff quick access to schematics,
manuals, or other reference material.
Photo
An optional photo of the machine. Upload one by clicking the camera icon while
editing a machine. Photos are resized to a maximum of 1200px and saved as JPG.
Click the blue camera icon in the list to view a machine's photo in a popup.
A gray camera icon means no photo has been uploaded yet.
Photos are only available when editing an existing machine -- save the machine
first, then edit it to upload a photo.
Active / Inactive
Inactive machines are hidden from collection entry and excluded from the
Collections Trend and Performance reports. They still appear on the
Lifetime Earnings and Depreciation reports so their historical data is
preserved. Use inactive for machines that have been retired or removed
from service rather than deleting them.
QR Code & Print Label
Each machine has a unique QR code (shown in the Barcode column) that links
customers directly to the ticket submission page for that specific machine.
Print a label for an individual machine using the printer icon in its row,
or use Print All Labels to generate labels for every machine
at once.
Deleting a Machine
Deleting a machine soft-deletes it -- it disappears from all active views but
its historical collection and ticket data is preserved in the database.
Any photo on disk is also deleted at the same time. If you simply want to
remove a machine from active use without losing history, set it to
Inactive instead of deleting.