Editions Screen

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 Works>Entering Editioned Works from the Works Module

1. Edition Details: Edition details are the vital information about the Edition record: Artist, Title, Year, Description, Media, Dimensions.

1. To correct the spelling of an Artist's name or to modify the Artist’s dates or nationality or categories: select from the menu Edit>Related Lists
2. To change the Artist's name on the record: simply right-click (or select [Command] + [Click]) and select Change Artist/Maker. Highlight to select the correct Artist from the Artist Selection Screen, then click OK.

• see also Basics>Related Lists

2. Screen Selection Bar: The Editions Screen Selection Bar provides access to additional screens for the Edition record: Edition, Details, Works, Values, Expenses, Misc. and Note.

3. Publisher and Printer: Enter the Publisher and Printer of the Edition if they are different from the Artist/Maker.

4. Date Added and Date Modified: These Date fields are updated automatically by Artsystems Pro. Date Added is the date the record was entered into the database, Date Modified is updated every time the record is edited. Select from the menu View>History to view the Editing History for the database.

5. Edition Table: Edition Table in the lower right of the screen helps the user display what the Edition comprises. Each line in the table represents an edition set.
   
   

• Edition Set: The first column labels the specific Edition Set (AP, TP, PP, etc.). (NOTE: regular Editions do not have Edition Set designations).
• Denominator: The Denominator is the total number of [planned] works in the Edition Set.
• Total Counts: Available, Sold and Not for Sale (NFS). Total Count fields in the Edition Table are populated automatically by Artsystems Pro as individual editioned works are entered in the Works Module and sold in the Transactions Module.

6. Marked and Inactive: Click Marked to mark an Edition record to include in a Marked List Set or Worksheet. Click Inactive to change the Edition Status from Active to Inactive.
   
   NOTE: Status color codes appear in the background of the Inventory Number field: the color for Active is GREEN and for Inactive is BLACK.

7. Retail: Retail values are entered on the Value Screen. This Retail field is display only.

• see also Edition Value Screen

8. Inventory Number: If System Assigned Inventory Numbers are NOT being used for Work records, a single Inventory Number may be used for an entire edition when Inventory Number is entered on the Edition record.

• see also Preferences>Modules>Works>System Assigned Inventory Numbers

9. Primary Image: The Primary Image is the main image for the record. Users should attach the Edition record's Primary Image FIRST before creating Works for the edition in the Works Module so that the Work records will contain the Primary Image. (NOTE: Secondary Images may also be added to Edition records.)

• see also Works>Images