Add a New Work Record
- Select Works>All Works from the Main Menu
- Select New>Work Record on the black Toolbar to create new inventory records.
In each module when you select New > Module Record a series of panes will appear to assist in adding the new record.
Add New Work Pane 1
On the Add New Work Pane 1 users will select Artist, denote Ownership, and denote if the work is Single work of art or Edition (more on Editions in the How To: Edition Module). Note the Navigation buttons on the bottom of each pane to navigate through the Add New Work panes.
- Select Artist /Maker: Click to highlight the selected Artist for the new work, or use the Search field to find the artist in the list. To use the Search field type in the last name of the artist and hit Enter on the keyboard to find the artist in the list. Highlight the found artist name. Artist/Maker may be added in the Artists module or users can Add Artists on the fly directly from the Add New Work pane.
- Select the Ownership of the new work:
Purchased: Inventory which has been purchased (owned)
Co-Owned: Inventory which has been purchased by you and partner/s
Consigned: Inventory which has been consigned to you by another party
Non-Inventory: Inventory which you are interested in but do not own or consign, or inventory that is in your possession but owned by another party.
- Select Edition if the work is a multiple and the main Edition record has already been added.
When the form is complete select the Next navigation button to move to Add New Work Pane 2.
To Add New Artist from the Add New Works Pane
- Click on the Add New icon
to add a new Artist, a new pane appears to add the new Artist:
- Type in the Artist First and Last Name and Artist Dates (if applicable).
- Users can also add the optional Artist Categories which is a valuable marketing tool where Artist Categories associated with the Artist may be applied to a buyer contact records at the time of a sale. SEE The Detail Pane of the Artist Record.
- If the Artist was not added to the Contacts modules, Users have the opportunity to add the Artist to Contacts by checking the option Add Artist to Contacts module.
- If Add Artist to Contacts module was not checked, select the Finish button on the bottom of Artist pane and return to the to the Add New Work Pane 1.
- If Add Artist to Contacts module was checked, select the Next button and continue to another screen to add the Artist as a Contact.
Add Artist to Contacts option from the Add New Works Pane
If Add Artist to Contacts module is checked, a screen appears to add the Artist to Contacts module.
When the form is complete select the Finish navigation button and the new Artist is added.
The User will then return to the Add New Work Pane 1, the new artist will be selected, select the Next button to continue adding the Work.
Add New Work Pane 2
On the Add New Work Pane 2 users will select the Location and Source of the new artwork.
- Select Location: Click to highlight the selected Location for the new work, or use the Search field to find the location in the list. To use the Search field type in the desired location and hit Enter on the keyboard to find the location in the Contact list. Highlight the found location, and select the Location Arrow
to move the selected location to the Location field. - Select Source: Click the option for Source before selecting the Source from the Contact list. Click to highlight the selected Source for the new work, or use the Search field to find the source in the Contact list. To use the Search field type in the desired source and hit Enter on the keyboard to find the source in the list. Highlight the found source , and select the Source Arrow
to move the selected source to the source field.
- If Location or Source is not yet entered into Contacts, users can select the New icon
to add a new Contact on the fly. - When the form is complete select the Next navigation button.
Add New Work Pane 3
On the Add New Work Pane 3 users will add all the necessary Work details: Title, Year, Description, Media, Dimensions, Type, and AltType.
- Dimensions: Click the desired radio buttons to select either Inches, Cm, or Note. Inches are broken up into separate fields for the whole number, numerator and denominator.
Note: A default Dimension Type (inches, cm or note) may be selected for the database in settings. SEE Works Module Settings.
- Type: Work Type is an overall description of work such as Painting, Print, Sculpture, etc. The selections in this list should reflect what is important to the inventory.
- Alt Type: Alternate Type is the secondary Type field and used for additional methods of classification, such as keeping track of Asset Groups, Designations for donations, etc.
- When the form is complete select the Next navigation button.
Add New Work Pane 4
On the Add New Work Pane 4 users will enter financial information: Retail, Insurance, Image and depending on the ownership, other financial information such as for Consigned: Net to Consignor, or for Owned: Purchase Price or for Co-Owned: Partners and Percentage of Ownership.
Consigned Work Entry:
- Enter Net Amount in the Net field or if desired the user can change the screen and click the Net Is a Percent field, which allows users to enter the Net Percent, Net Cap, Percent above cap and also the user can select Base Net on Sales Price to have the net calculate on Sales Price:
- Image: Click the
Image Upload icon next to the Image window, then drag and drop the new file into the drop zone. - Click the Done button to close the drop zone when complete.
- When the Add New Work Pane 4 is complete, click the Finish navigation button.
- The new Work will appear in spreadsheet view, click once to view thePreview Panel.
Note about Financial Fields for Owned and Non-Inventory Works:
When entering Owned Works the Financial field will include Orig. Cost, Owned Conv Rate, and Cost fields:
Note about Financial Fields for Co-Owned Works:
Users will be prompted to add Co-Owner information on the same screen entering Location and Source:
Check all the details on the final page and click the Finish button.
