Entering A New Edition Record

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.

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 Edition 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. Highlight the artist's name if it is on If the artist is not in the list, click the New Record button to activate the Add New Artist Wizard and enter the information. The new artist will be added to the artist list and the Contacts Module if you check the box 'Add Artist to Contacts.' The Wizard will return you to the Add New Edition Wizard to continue.
4. Click Next to continue.
   
   

5. Enter the Edition details:

6. Click Finish and the new Edition has been created, additional information may be edited on the Edition Details Screen.

Prior to Entering Works for the Edition

Prior to entering Works for the edition, users should complete data entry, add the Primary Image and enter the following information in the Editions record:

1. Enter all Edition Sets (regular edition, AP edition, PP edition, etc.), with the correct Denominators (the total number of records in the edition) which are available for the entire edition:
   
   

It is important to enter the Edition Sets and Edition Denominators on the Edition record in the Edition Table. When Work records are created in the Works Module for this edition, the Total number of records will automatically appear in the Total column above. Artsystems Pro calculates the Total, Available, Sold and NFS fields on the Edition Table as Works are created and sold.

2. Images attached to Edition records will carry over to Work records for the Edition. Attach any Images to the Edition record PRIOR to creating the editioned Works.
3. Information entered on the Edition Details Screen will carry over to Work records entered for the Edition. Enter all applicable information on the Edition Details Screen now before entering the editioned Works.
4. Values entered on the Edition Values Screen will carry over to Work records for the Edition. Enter all applicable information on the Values Screen.
   
   NOTE: Values may vary per edition. Values can be altered on the individual editioned Work records. Values for editioned Work records can also be auto-updated by entering values on the Edition Values Screen.
   
   

• see also Edition Values