Entering Editioned Work Records from the Works Module

Please see our video tutorial at: Adding Records: Editions and Editioned Works

IMPORTANT: Enter the Edition record FIRST from the Editions Module and attach the Primary Image BEFORE creating the Work records in the Works Module.

• see also Editions>Entering an Edition Record

1. As in all modules, to enter a new Work record for an Edition, open the Works Module:

• select theNew 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 the Edition field and enter the edition information:

• Single or Range: Select Single to enter one editioned Work, or Range to add multiple editioned Works.
• Even, Odd, or All: Select All to enter all Works in a range of editions, Odd to enter only odd Works in a range of editions or Even to enter only even Works in the range of editions.
• From and To: Enter the Numerator range for the Works to be entered (NOTE: Users can add any range needed: from 2 to 6, from 12 to 36, from 1 to 100, etc.)

4. Designate the proper Ownership of the Work. 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. Click the Next button to continue.

6. Select the Edition. Use the Search field to limit the Edition selections. Highlight the correct Edition, 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.

• 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.

9. Click Next to continue.

10. On the next Add New Work Screen, all the Work details are automatically entered as per the Edition record that was created FIRST from the Editions Module:

Note About Inventory Numbers: Enter Inventory Number on the Edition record if it is desired for all editioned works to have the same inventory number (this is possible with the System Assigned Inventory Number option turned OFF). For Inventory Numbers to auto-populate with unique numbers, use the System Assigned Inventory Number option. For Inventory Numbers to all be uniform, enter an Inventory Number on the Edition record prior to starting the add new editioned work process (also note the System Assigned Inventory Number option would have to be turned off).

 

• see also Preferences>Works>System Assigned Inventory Number

11. On the next Add New Work Screen, designate the financial information. The financial information 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 owned and non-inventory work. The financial information for the consigned and co-owned Add New Work Screen have additional 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 Price: and Insurance Value. Note these values may be edited after the record is created.
3. Check the Work Detail Summarylocated at the bottom of the screen. The user may click the Previous to make any corrections on previous screens. (NOTE: The Ownership Status color also appears on this screen as dark blue).
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.

12. Click Finish and the new Works have been created. Remember in this example we entered a range of editions from 1 - 10 , and in this process all ten Works were entered at the same time. The Edition's data and Primary Image are carried over to the new editioned Works. Additional information may be edited on the Work Detail Screen.