Frequently Asked Product Questions

If you are already an Artsystems Customer, please visit our User FAQs pages.

Please note: Our native-Mac / native-Windows upgrade to GalleryPro, Artsystems Pro, is now available.

See www.artsystems.com/pro for details.

Q. Artsystems offers four applications for managing art, antiques, and other fine collectibles. Which is right for me?

A. If you sell or consign art, antiques, or other fine collectibles, you need Artsystems Pro, unless you are an artist — then Studio is right for you. If you do not, and are only managing a collection, Collections may be right for you. However, if you would like to take advantage of Pro's robust features, or need to keep track of detailed and extensive bibliography, exhibition history, and provenance for the works in your collection, you may need Pro. They all work with our integrated Web Manager Websites and iPad Solution.

Scroll down to see what each system can do for you.

Pro, Studio, and Collections are user-friendly applications that do all of the following. You need one of these applications to:

• Track locations of work in many different locations — including works out on loan or in exhibitions
• Organize works and track value for insurance purposes
• Immediately identify the source and cost of each work
• Keep track of shipping details and generate shipping documents
• Track insurance information (policy numbers, broker's names) as well as appraisal and insurance value history
• Record designation of pieces for estate planning purposes
• Keep track of contacts: dealers, galleries, artists, collectors, shippers, restorers, etc. Even if each contact has many different addresses — home, office, and summer address, for example
• Create Artsystems contact 'task reminders' with one click via integration with Outlook.
• Print mailing labels based on any combination of contact criteria
• Create slide labels and wall labels
• Store and display multiple images of each work with its record
• Automatically update the work's location when shipped
• Create a custom loan agreement
• Keep track of the work's loan history
• Track retail, insurance, and appraisal value histories
• Track cost information in multiple currencies
• Track inventory or collection details, sources, and destinations
• Quickly locate information in any field in the database
• Link, extract, and present inventory and contact information in a variety of report formats
• Create 'multiple image' reports of selected Works
• Define your own fields
• Create and access correspondence and artist bios directly from the program — save with the appropriate record
• Save correspondence (including email) within each contact's record for future reference
• Create information sheets for each work
• Track photography of works and link to contacts
• Display documents and reports in Microsoft Word (optional)
• Send emails — including to groups — directly from Contact database via integration of Microsoft Outlook and save messages within the Artsystems software contact record
• Exchange DataKits of selected objects — including basic information, images, and an information sheets — with partners, dealers, galleries, artists, clients using Artsystems GalleryPro (utilized by the majority of galleries using a gallery management system), Artsystems Studio or Artsystems Collections — no re-typing!
• Create security, allowing some users have access to all information, and limiting others

Pro and Studio include all of the above features, as well as features that keep track of art sales and consignments. (Note: Only two artists can be tracked in Studio). You will need Pro or Studio to:

• Keep track of Consignment information
• Keep track of offers to clients
• Convert offers to invoices with one click
• Give multiple discounts on one invoice and calculate the total sale
• Calculate and display profit for each work
• Create price lists
• Track client balances, including aging receivables
• Set custom codes for automatic inventory numbering
• Complete inventory cataloguing of multiple editions, including numbered and unnumbered editions, multiple image sets, and all information common to editions sold or produced
• Track work reference and artist bio information such as exhibition history, provenance (collections), and bibliography for each work and cross-link through the relational database
• Track bibliographic entries by type: Book, Dissertation, Journal, Lecture, Magazine, Newspaper, Video, Reference Book, or Television
• Automatically create both 'Verbose' and 'Abbreviated' Exhibition and Bibliographic entries in 'Chicago Style' for automatic creation of artwork Information Sheets
• Set custom codes for automatic inventory numbering

Pro includes all of the above features, as well as features that keep track of multiple artists and other multiple sources of inventory. You will need Pro to:

• Create accounts payable reports
• Track source balances
• Track which clients buy which artist's works, and how much they paid
• Integrate data with QuickBooks Pro or other accounting packages for a complete general ledger solution (feature in development — additional fees may apply)
• Track items in clients' collections

Artsystems Pro is the long-anticipated major upgrade to the world's most relied-upon art and antiques business and collection management software, GalleryPro. It includes all of the features listed above, plus all of the enhancements listed below.

In Artsystems Pro, GalleryPro's time-saving features and powerful functionality have been enhanced and improved, and many more exciting exclusive features have been added.

Artsystems Pro upgrade highlights include:

• Native on Mac and Windows — cross platform for mixed networks
• Industrial-strength SQL database
• Private online cloud database mirror, remote access, sync and backup (optional)*
• Mobile app integration for iPhone/iPad*
• Integrated Websites (see sample) — new designs and new technology*
• Integrated iPad App Solution— an easy-to-use elegant presentation tool
• Drag-and-drop image handling and resizing
• Editable HTML email with images — click to add contacts, works, offers, transactions
• Audit history log of entries and edits sorted by user, date, type
• Track and calculate accounting for multi-partner work ownership
• Enter and display any language, any alphabet
• Utilize multiple currencies; update conversion rates online, on demand
• Customize list view layouts for views and reports on demand, including re-sizable image thumbnails

Q: How can I demo the software?

A: You may demo Artsystems software in a number of ways:

• You may view the online intro demo and tutorial videos for Artsystems Pro and review many screen shots for the program from the Pro page.
• We have extensive walk-through demos for Collections and Studio software here on this Web site
• We conduct live demos over the Web of new Artsystems Pro on your own computer

Q: Does Artsystems have a way to update my Web site with the data and images I enter into the system?

A: You bet — with Pro, GalleryPro, Collections, Studio — or even competitors' software or without any at all — and our integrated Web Manager and Web Site you can even update entire exhibitions with press releases, artists bios, home, news, contact pages — all with no HTML or Flash coding, and with no need to re-enter data anywhere or anytime.

Q: Is there a manual?

A: Yes, soon, Pro will have a 'help' system that is online and available via the software. For earlier software, there is a detailed PDF user guide written by former gallery staff for each software package. Each is very comprehensive, readable and informative, with lots of screen shots and step-by-step instructions.

Q: Is there a sample database for practicing?

A: Yes, there is a sample database, which you can use to profoundly familiarize yourself with the system before entering in your real data.

Q: Is there a need for entering the same information more than once within Artsystems software?

A: No, there is no need for double entry because Artsystems software has a fully-relational database.

Q: What is a fully relational database?

A: A fully relational database is a database in which there are links between related records: links between an invoice and the work sold and the person who bought the work. Create an invoice and Artsystems automatically updates the work — marks it as sold, records the sale price, calculates profit, updates location (when shipped), adds to client's record as a purchase, etc. With a fully relational Database, information from related records (contact addresses for an invoice, for example) is not redundantly 'copied' into a record, but rather is 'related' or drawn directly from the related record. This allows for more efficient program performance, less possibility of data corruption, and ability to jump directly to the related record. It also means that if you need to make a spelling or other correction, you only need to make it once — the system updates throughout. These are major advantages over competing systems.

Q: Is there a limit to the number of inventory items you can have in Artsystems software?

A: No. The only limitations would be with your computer hardware. Any recently purchased computer would be fine to run Artsystems software. See System Requirements for details.

Q: Are there user-definable fields?

A: Yes, there are many user definable fields throughout Artsystems software — each customizable for the needs of your art business or collection.

Q: Can I choose to view my data in a spreadsheet?

A: Yes, or in a single-record form view. You can move the columns around in the spreadsheet so you can print the data you want — including images! — in the order you choose. You can even save that customized format and use next time you would like to print.

Q: What happens if I need help?

A: You can call or email our experienced support staff! Artsystems staff averages 28 years industry experience and all support staff have previously used Artsystems software in a professional environment. Artsystems Studio and Collections software comes with 60 days of free telephone or email support. We are continually available for live technical support Monday through Friday from 9:30 am to 6:00 pm Eastern (New York) Time. In addition, we offer continuing support on a subscription basis. See Services Prices for details. We also offer quick access to support through our Online Support Form and links to frequently asked support questions here.

Q: Are there security levels?

A: Yes, you may set up security levels, to be accessed on a workgroup or individual basis via individual login and password. If you would like to restrict access to financial or other information, you can block out certain fields, tabs, or functions, or make them 'read-only'.

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TECHNICAL QUESTIONS

Q: Does Artsystems have a Macintosh solution?

A: Yes. Please see our System Requirements page for details.

Q: What are the system requirements?

A: Please visit our Systems Requirements page for details.

Q: In which programming language is the program written?

A: Unlike its competition, Artsystems Software packages are not 'home-made' systems configured from off-the-shelf kits such as Filemaker Pro or Access. Artsystems software are real, built-from-the-ground-up, software applications that relies on the Real Basic (for Pro) and Visual Basic (for Studio and Collections) programming languages to provide enhanced performance and unlimited integration capabilities with third party imaging, communication, accounting, and Internet applications. Artsystems software is not limited by the narrow range of features that can be programmed within an application such as Access or Filemaker Pro. Artsystems uses database software only for its strength — as its database engine. Pro uses an industrial-strength SQL datbase, And yes, Artsystems software can be customized to meet your specific needs.

Q: Is Artsystems software networkable?

A: Yes. Multiple licenses must be purchased to run on multiple computers. See pricing for details.

Q: On which networks does Artsystems software run? A: Please see our System Requirements page for the latest information.

Q: Can I access my Artsystems software database from a remote location?

A: Yes. Soon, with Artsystems Pro, Artsystems will provide services to host a copy of your database on the Artsystems Cloud on the Internet, which can be automatically synched in real time by multiple users in multiple locations, allowing them the benefit of running current data locally. Users can even disconnect from the Internet and continue to use the software, synching their changes and those of others when going back online. In the meantime, and for older Artsystems software, you can access your computer at home or in the office from another location via Internet-based linking software such as PC Anywhere^® or GoToMyPC^®. We have found that the best solution for such wide area networking of an Artsystems software database to multiple locations, however, is through Citrix or Windows Remote Desktop Services. Please speak to your computer consultant about how to employ these solutions.

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WORKS MODULE QUESTIONS

Q: Can I view images of the works within Artsystems software?

A: Yes, you may attach multiple image filese to each work record so you may have a visual representation of the work in a thumbnail along with the information about the work, as well as supporting images (details, alternate views, alternate resolutions). This is in the format of a stockcard — a digital stockcard. If you double click on the thumbnail images you can view the images in a full screen format. You may instead scan the image to attach directly into the work record, if you like.

Q: What resolution should the image file have?

A: Pro will autoatically create a copy of virtually any source image file to your preferred size, format and resolution when you attach it to a work record by merely dragging the source image file onto the work record itself. A new copy of the image with the new specifications will be linked to the work record, and the original source file is not disturbed in any way. For use with Studio or Collections software, we suggest attaching compressed (jpeg format) images, as these programs will link to but not covert images. We suggest saving images to a resolution of 266 or 300 ppi.

Q: Can you enter foreign currencies for retail prices or costs of work?

A: Yes. In Artsystems Pro, one can enter work costs, expenses, and sales information in any currency, and convert and create price lists (automatically rounding amounts to your preferred degree) or other reports or documents. Rates can be automatically set to current on demand via a Web link. In other Artsystems software you can enter foreign currencies for costs and for amounts due to the consignor. The system will convert from the foreign currency into your standard currency once you have entered in the applicable conversion rate. You can have that symbol of your base currency appear on the screen — if you operate in Pounds, Euros, Swiss Francs, whatever.

Q: Can you keep track of editions in Artsystems software?

A: Yes. Pro and Studio each include a module for managing editions. Information common to each of the works in an edition can be entered into a template Edition Record — all of this information will be copied into a new Works Record when you add an individual piece from the edition to your Works database. All works from the edition or a selected range can be added simultaneously. You may view all works and the number sold and or available directly from the Edition Record, and globally update the prices of available works.

As in the other modules in Artsystems software, there are tabbed sections in the Edition Record containing more detailed information about the edition or about a specific piece in the edition.

Q: Can I search or filter by dates, by artist, by source, etc.?

A: Yes, you can search for or filter (group) records by virtually any criteria you have entered. By artist, by source, by location, retail price, insurance value, size, media, category, type, inventory number, etc.

Q: Will Artsystems software automatically convert from inches to centimeters?

A: Yes, it will automatically convert from inches to centimeters and vice-versa. There is even a dimensions notes field in which you can keep information such as diameter or installation dimensions.

Q: Can I make my own categories and types for my inventory within Artsystems software?

A: Yes, all the categories and types are based on your database and the information you need to track. You choose how you want to sort information, perhaps by period, or subject matter.

Q: Can I make slide labels of the works in Artsystems software?

A: Yes, once the information is in the database you can automatically print slide labels, wall labels, labels for transparencies, price lists and more.

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CONTACTS MODULE QUESTIONS

Q: Is the program also a mailing list program?

A: Yes, you can keep track of all of your addresses, and print out many different label sizes, Rolodex cards, reference lists, etc. in Artsystems software directly.

Q: Can you have more than one address for a contact?

A: Yes, in Artsystems software you can have as many addresses for a contact as you need. The primary address for the contact can be marked so that it always appears first when you look at the client's record.

Q: Can I save and easily access an Artist Biography?

A: Yes, you can create an artist's biography and attach it to the artist's record in Contacts.

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ACCOUNTING QUESTIONS

Q: What are the accounting capabilities within Artsystems software?

A: Pro and Studio record consignments, offers, sales, returns, payments, individual work expenses, client net balances, aging accounts receivables, consignor statements, receipts journals, and much more. Pro and Collections also track art purchases. Pro and Studio calculate Accounts Receivable (and Pro Accounts Payable) with regard to the art works and art work expenses. Many sophisticated accounting reports are standard.

Q: Do any of your programs integrate with other standard commercial accounting software packages?

A: Yes. Artsystems Pro will soon include an import/export accounting module that can be configured to link with popular general ledger systems. GalleryPro provides a link to QuickBooks Pro/Premier (U.S., U.K., Canada, New Zealand versions), the most popular accounting software for small to medium-sized businesses. QuickBooks Pro provides for all types of accounting needs, including a full General Ledger and Payroll Module. In fact, unlike a customized system, Intuit (the producer of QuickBooks Pro) can update its Payroll Module with the current tax tables, and can provide online banking and payroll transfer. The QuickBooks Pro Chart of Accounts is available to GalleryPro through an import file, and any changes made to these accounts in QuickBooks Pro can be reflected in GalleryPro.

Note: Implementing link for 2009-2012 versions of QuickBooks Pro/Premier requires the purchase of an addtional utility for $179. See our Pricing page for details.

Q: How does the QuickBooks Pro link work?

A: With Artsystems GalleryPro software, you have the option whether or not to activate the link to QuickBooks Pro. If you do choose to link to QuickBooks Pro, you will be able to link your GalleryPro item's sales-related Accounts Receivable and Accounts Payable information to your General Ledger in QuickBooks Pro. Artsystems maintains your contacts, art inventory, and art inventory transactions. The link to QuickBooks Pro enables you to automatically update your General Ledger with Sales, Cost of Sales, Payment and Consignor/Artist Liability information and eliminates the need to enter the same information twice.

When the link to QuickBooks Pro is activated, drop-down list boxes are available throughout GalleryPro for linking to the QuickBooks Pro Chart of Accounts. The drop-down boxes allow you to choose the vendor or client reference number for the appropriate account in QuickBooks Pro.

When you create an Invoice in GalleryPro, or when a piece is returned and you create a Credit Memo, the transaction can be posted to QuickBooks Pro through a simple export/import process.

Q: Why did Artsystems choose to create a detailed link to QuickBooks Pro instead of creating a full General Ledger within GalleryPro itself?

A: Artsystems chose to focus on what we know best — art and antiques management — and take advantage of the work Intuit (the maker of QuickBooks Pro) has done in their development of a great accounting program. We felt that the development focus of Intuit on QuickBooks Pro allows much more flexibility and adaptability to changing tax structures and technology innovations than could offered by Artsystems.

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REPORTS QUESTIONS

Q: Are there built-in reports in Artsystems software?

A: Yes, there are quite a few standard accounting, contacts, works inventory, editions, label and display reports in Artsystems software. Please visit Pro/GalleryPro or Studio Reports pages, or Collections Reports for a list and a few examples.

Q: Can reports and transaction documents be customized?

A: Yes, the look and field contents of reports can be customized to suit your specific needs or tastes for a reasonable fee.

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