Invoice Transactions
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- When artwork is shipped in separate shipments, use the Preview Panel to Convert the unshipped Invoice to create a Shipment Transaction.
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- If work is returned from the purchaser, use the Preview Panel to Convert the shipped or unshipped Invoice to create a Credit Memo Transaction. The Credit Memo will change the Work record's color Status back to GREEN (for available).
Receive Payment Transaction
Reconcile Invoices by documenting payments received from purchasers. A Receive Payment Transaction displays all outstanding Invoices for the 'Received from' Contact (note that paid-in-full Invoices do not appear on a Receive Payment Transaction).
- Enter the Amount Received in the Received column for the associated Invoice.
- Enter Payment Method if needed.
- Enter Reference # if needed.
- Enter the Prepared By and Authorized By fields if needed.
- Enter notes on the Notes Pane if needed.
Cash Sale Transactions
A Cash Sale Transaction is both an Invoice and a Payment. Enter the Transaction the same way as an Invoice but also include the Payment Method and Reference #.
- Enter Discounts if needed
- Enter Tax Jurisdictions if needed
- Enter Alternative Currency if needed
- Enter the Prepared By and Authorized By fields if needed.
- Enter notes on the Notes Pane if needed.
- Enter shipment information on the Transactions Shipment Screen if needed
- Enter Miscellaneous Charges if needed.
- Click Shipped when the work leaves the premises .
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- When artwork is shipped in separate shipments, use the Preview Panel to Convert the shipped or unshipped Cash Sale to create a new Shipment Transaction.
Make Payment Transaction
Create Make Payment Transactions to Consignors for Work sold. A Make Payment Transaction displays all outstanding Payments for the 'Paid to' Contact.
- Enter the Amount Paid in the Payment column for the associated Invoice.
- Enter the Payment Method if needed.
- Enter the Reference # if needed.
- Enter the Prepared By and Authorized By fields if needed.
- Enter notes on the Notes Pane if needed.
Offer Transaction
Create Offer Transactions to document artwork offered to Contacts. A Shipped Offer indicates the artwork is out on Approval.
- Enter Discounts if needed.
- Enter Tax Jurisdictions if needed.
- Enter Alternative Currency if needed.
- Enter the Prepared By and Authorized By fields if needed.
- Enter notes on the Notes Pane if needed.
- Enter shipment information on the Shipment Pane if needed.
- Enter Miscellaneous Charges if needed.
- Click Shipped when the work leaves the premises. Clicking Shipped updates the Location and color Status (YELLOW for out on approval) for the Work records in the Transaction.
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- When artwork is shipped in separate shipments, use the Preview Panel to Convert the unshipped Offer to create a Shipment Transaction. Click Shipped on the Shipment Transaction to update the Location and and color Status(YELLOW for out on approval) for the Work records in the Transactions.
- To sell work out on approval, use the Preview Panel to Convert the shipped Offer to create an Invoice Transaction (and the color Status will update to RED for sold).
- To return work out on approval, use the Preview Panel to Convert the shipped Offer to create a Return Transaction. Click Shipped on the Return Transaction to update the Location and color Status (to GREEN for available) fields for the Work records in the Transaction.
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Loan Transaction
Create Loan Transactions to document artwork traveling out on loan to Framers, Restorers, and Museums (when not in a specific Exhibition), etc.
- Enter the Prepared By and Authorized By fields if needed.
- Enter the Start and End dates for the Loan.
- Enter notes on the Notes Pane if needed.
- Enter shipment information on the Transactions Shipment Screen if needed.
- Click Shipped when the work leaves the premises. Clicking Shipped also updates the Location and color Status (YELLOW for out on loan) fields for the Work records in the Transaction.
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- When artwork is shipped in separate shipments, use the Preview Panel to Convert the unshipped Loan to create a new Shipment Transaction. Click Shipped on the Shipment Transaction to update the Location and color Status (YELLOW for out on loan) fields for the Work records in the Transaction.
- To return artwork from a Loan the shipped Loan to create a new Return Transaction. Click Shipped on the Return Transaction to update the Locationvand color Status (to GREEN for available) fields for the Work records in the Transaction.
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Consignment Out Transaction
Create Consignment Transactions to document artwork out on consignment.
- Enter Discounts if needed.
- Enter Tax Jurisdictions if needed.
- Enter the Prepared By and Authorized By fields if needed.
- Enter Start and End dates for the Consignment.
- Enter notes on the Notes Pane if needed.
- Enter shipment information on the Transactions Shipment Screen if needed.
- Click Shipped when the work leaves the premises. Clicking Shipped also updates the Location and color Status (YELLOW for out on consignment) fields for the Work records in the Transaction.
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- When artwork is shipped in separate shipments, use the Preview Panel to Convert the unshipped Consignment to create a new Shipment Transaction. Click Shipped on the Shipment Transaction to update the Location and color Status (YELLOW for out on consignment) fields for the Work records in the Transaction.
- To sell artwork out on consignment, use the Preview Panel to Convert the shipped Consignment to create an Invoice Transaction (and the color Status will update to RED for sold).
- To return artwork out on consignment, use the Preview Panel to Convert the shipped Consignment to create a Return Transaction. Click Shipped on the Return Transaction to update the Location and color Status (to GREEN for available) fields for the Work records in the Transaction.
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Shipment Transaction
Create Shipment Transactions to document that a Work has changed location.
- Enter the Prepared By and Authorized By fields if needed.
- Enter notes on the Notes Pane if needed.
- Enter shipment information on the Transactions Shipment Pane if needed.
- Click Shipped when the work leaves the premises (clicking Shipped also updates the Location field) for the Work records in the Transaction.
Receive Works Transaction
Create Receive Works Transactions to document artwork coming in to your premises.
- Enter the Prepared By and Authorized By fields if needed.
- Enter notes on the Notes Pane if needed.
- Enter shipment information on the Transactions Shipment Pane if needed.
- Click Shipped when the work leaves the premises (clicking Shipped also updates the Location field) for the Work records in the Transaction.
Return Transaction
A Return Transaction is a Transaction Converted from a Consignment, Loan, Offer/Approval Transactions and Exhibitions. When Consignments, Loans, Offer/Approvals Transactions and Exhibitions are SHIPPED, the Status for all Works included on these Transactions turn YELLOW, meaning they are out of your possession but must either return or be sold. To correctly change the YELLOW Status color on Works records back to it's original Status color, it is important to return to the original Transaction that caused the Status color. Note the Return includes a field that displays the original Transaction number: see This transaction originated from:
Credit Memo Transaction
A Credit Memo Transaction is a transaction Converted from an Invoice. When a purchaser returns Sold Work, go back to the original Invoice Transaction created for the sale and convert the Invoice to a Credit Memo.
- Open the original Invoice Transaction Detail. If the Transaction is locked for editing, click the Lock to unlock the Transaction .
- Click Convert on the Preview Panel to Convert.
- Select the Credit Memo Transaction, click Next to continue.
- Click to mark the specific Works to include in the new Transaction.
- Click Finish and a Credit Memo Transaction is created and the status color on the Work record will return back to GREEN (the available status color).
- Enter the Prepared By and Authorized By fields if needed.