Entering A New Work Record

Please see our video tutorials at:

Adding Records: Works

Adding a Work and its Image (and Selling it)

1. As in all modules, to enter a new record:

• select the New Record button on the Main Toolbar
• or select from the menu Record > New
• or use the Keyboard shortcut ⌘ + ([Command] + [Shift] + [+/=])
• or use the Windows Keyboard shortcut ([Control] [Shift] [N])

2. The Add New Work Screen will activate to assist in the data entry.

3. Click in the Artist Search field to find the appropriate artist from the artist's list. Start typing the first letters of the last name to find the desired artist. If the artist is not in the list, click the Add New button to activate the Add New Artist Screen.

4. Designate the proper Ownership of the Work. The Financial Wizard screen will reflect different fields for the different types of ownership. Select one of the following:

• Purchased: Inventory that has been purchased (owned)
• Co-Owned: Inventory that has been purchased by you and partner/s
• Consigned: Inventory that has been consigned to you by another party
• Non-Inventory: Inventory that you are interested in but do not own or consign, or inventory that is in your possession but owned by another party.

5. Editions: Editioned Work records function in conjunction with corresponding Edition records entered in the Edition Module. It is required to enter the Edition record first and attach the image in the Edition Module, before entering an editioned Work record in the Works Module.
   
   

• see also Editions>Edition Screen
• see also Works>Entering Editioned Works from the Works Module

6. Click Next to continue.

7. On the next Add New Work Screen, designate the Location of the work (where the work is currently housed) and the Source of the work (from whom the work was purchased or consigned). The Location and Source fields are linked to the Contacts module. In order to designate Location and Source, search to find the desired Contact record from the Contact list. Click in the Select from Contacts field and start typing the first few letters of the desired contact, Artsystems Pro will help find and highlight the contact record. If the desired selection has not yet been added to Contacts yet, click the Add New button to add a new contact.

• Location: When the desired Location Contact record is shown in the list and highlighted, click the Arrow button under Location, to move the selection into the Location field.
• NOTE: Do not edit the default UNKNOWN contact record. Always select a new Location from the Contact Selection Screen.

• Source: When the desired Source Contact record is shown in the list and highlighted, click the Arrow button under Source, to move the selection into the Source field.

8. Click Next to continue.

9. On the next Add New Work Screen, enter all the Work details. NOTE: System Assigned Inventory Number is turned ON so the Inventory Number field does not appear.

Enter Media, Type and Alternate Type fields by clicking the down arrow to select the entry from the Related Lists drop-down menus. The drop-down lists ensure that data are entered in these fields consistently. To add a new entry to any of the drop-down menus, click once in the field to activate edit mode and type directly into the field, click the TAB key on the keyboard when complete and a prompt will appear asking if you would like to save the entry. Click YES to save the entry to the drop-down list, click NO to not save the entry. It is recommended to click YES, but you have the option to not save every entry to the drop-down list. Note that the Artist List and most drop-down menus may be edited by selecting from the menu Edit > Related Lists.

 

• see also Basics>Related Lists
• see also Preferences>General>Enable 'Add to List' Prompt in Detail Windows

Inventory Number: Type the desired inventory code into the Inventory Number field if System Assigned Inventory Number is turned OFF.. Artsystems Pro Preferences includes a System Assigned Inventory Number option that automatically adds the next number to each new record based upon the user's preference selection for Inventory Number. When the Systems Assigned Inventory Number option is activated, the Inventory Number will automatically appear on each new Work record (see also System Assigned Inventory Number).

10. On the next Add New Work Screen, designate the financial information. The financial section on the Add New Work Screen is dependent upon the type of Ownership. The screen shot below is an example of the fields shown for an Owned Work indicated by the aquamarine line. The Consigned and Co-owned Add New Work Screens have additional financial fields to enter (Net to Consignor, Net is Percent, etc).

1. Enter the Date Received: By default the Date Received will appear as today’s date, the user should edit this date to reflect the correct date purchased.
2. Enter the Retail Value and Insurance Value. Note these values may be edited after the record is created.
3. Check the Work Detail Summary located at the bottom of the screen. The user may click Previous to make any corrections on previous screens. (NOTE: The Ownership Color also appears on this screen as aquamarine).
4. Enter the Original Cost Currency and Purchase Cost. All Cost calculations display in the workstation's Home Currency (that is, the same Currency which is set in the computer's Regions & Languages). Below is an example of a Work entered where the Work was purchased in a non-home currency. Conversion Rates are saved in the database and users can get the most up to date conversion rates when needed. To update a currency’s conversion rate, simply right-click (or select [Command] + [Click] on the keyboard) on the Conversion Rate field and click any of the selections:

• Select Refresh from Web to update the Conversion Rate in the database and use the new rate for the Work’s conversion rate.
• Select Change to this Conversion Rate to use the database’s currently saved Conversion Rate.

11. Click Finish and the new Work has been created, additional information may be edited on the Works Detail Screen.

Entering a Consigned Work

There are inherent differences in the ways financial information is recorded according to ownership. When entering records for Consigned Works the Add New Work Screens vary slightly from the Add New Work Screen for Owned records. Below please find the differences:

1. When Consigned is selected on the Add New Work Screen, an option appears for Artist is Consignor. Artist is Consignor field is a feature to assist with data entry. If Artist is Consignor is checked, it indicates the Artist is also the Source of the Work, and Artsystems Pro will automatically fill in the Source of the Work. Click Next to continue.

When Artist is Consignor is selected, click Next and Source is auto-populated:

Artist is Consignor

Artist is Consignor is used only if an Artist Name on the Works Artist List is linked to the artist’s Contact record. The link is activated when a Contact record has a checkmark next to the Artist field .

 

If the link between Artist Name and Contact record is not yet established, the user may click Artist is Consignor to establish the link. Click Artist is Consignor and answer Yes to the prompt 'Do you want to assign this Artist to a Contact as Consignor?'. The Contact Selection Screen will then appear. Find the artist’s Contact record and then click OK.

 

2. On the Add New Work Financial Screen, enter the Date Received, the consignor Return Date (date the work is due back to the consignor), the Retail and Insurance amounts and document the amount due to the consignor if the Work is sold. The amount due to consignor may be entered as a Net Amount or click the option Net is Percent:

Generally agreements with consignors are either a decided net amount due, or the net can be calculated as a percent.

1. To enter the net amount due to the consignor, simply type the net into the Original Net field. (Note: if net due to consignor is in a non-home currency simply enter the Original Net Currency symbol and the desired Conversion Rate).
2. To enter a percent due to consignor, click the Net is Percent box. When Net is Percent is checked, the Net Percent field appears. Enter the desired Net Percent value.
3. Net Percent will calculate on the Retail amount, if it is desired to calculate the net percent amount on the Sales Price, click the option to Base Net on Sales Price.
4. Enter Net Cap and Percent above Cap as needed.
   
   

• see also Works>Financial Screen

Entering a Co-Owned Work

There are inherent differences in the ways financial information is recorded according to ownership. When entering Co-Owned records the Add New Work Screen vary slightly from the Add New Work Screen for Owned records. Below please find the differences:

1. When Co-Owned is selected, the user is prompted to enter the Location, Source, and Co-Owners from the saved Contact List:

2. On the Add New Work Screen, enter the Date Received, Retail, Insurance and Original Cost:

Please note that all Percentage Owned fields may be edited. When one percentage is edited the other percentages will adjust to add up to 100 %, and the Partner and House Costs will adjust accordingly. All co-owner financial fields may be edited after the Work record has been created.

Duplicate a Record

To assist the data entry process when adding large groups of records from the same artist use the Duplicate feature.

Create or locate the Work record to duplicate:

1. Highlight the record in the Main Content Screen or open the Works Detail Screen of the record.
2. Select from the Main Menu Record>Duplicate
3. On the Copy Work Record Screen type in the answer to 'How many times would you like to copy this record?'
4. Click the Arrow button to open additional Duplication Options
5. Select the desired options for duplication, click OK

6. The record will duplicate as many times as stated in the answer to 'How many times would you like to copy this record?'