The Editions Module will help users keep track of prints, photographs or sculpture where multiple pieces of the same image are produced and collected. The Edition record will be where users can get an overview of how many records were produced in the edition, how many are in possession, how many are sold or available, etc. It is not necessary to add an Edition record for a print when users expect to only have one work of an edition. It is recommended to utilize the Editions module when purchasing or collecting multiple pieces of the same edition because it helps keep track of all works in the Edition. When adding multiple works it is important to add the Edition record first in the Editions Module because the Edition record will act as a template to help create the Work records for the Edition.
IMPORTANT: It is important to remember the Edition record acts as a template for the Work record. That said, be sure to complete entering all necessary fields in the Edition record (including Images) before adding Work records for the Edition.
Open the Editions Detail Pane
Double-click on any Edition in the grid to open the Edition Detail Pane and the Edition Preview Panel.
The Editions Detail Pane includes several panes to access additional information: Details, Works, Images, Notes, Documents, Notes and Financials.
- Details: The Details Pane contains basic Edition details (artist, title, year, signature, etc.), Publisher, Printer, and Edition Series, and also includes classification fields (Types, AltTypes, Categories, etc.) and 6 User-defined fields.
- Works: The Works Pane displays all works entered for the Edition.
- Images: The Images Pane is where users will document all visual images (The primary or main image plus any additional images).
- Documents: The Documents Pane is where users can save any documentation on the Edition Record (condition reports, certificate of authenticity, etc.).
- Notes: The Editions Notes Pane is a large Note field to document any information about the Edition.
- Financials: The Financial Pane will display Values (Retail, Insurance, Appraisal, and 3 User-defined Values) and includes Value History and Expense History.
The Editions Preview Panel on the right side of record is where users can see a brief overview of the Edition Record including the Editions Series and it includes an Action Bar in the center: Present, Reports, Transactions, and Share.
- Present: Select Present to display the Presentation View where users see one Edition with details in full screen.
- Reports: Select Reports for an easy way to run the Full Page Detail.
- Transactions: Not in use at the present time.
- Share: Not in use at the present time.
Edition Series
The Edition Series section is where Users will document the entire Edition record. The first line is generally used for the regular edition, the lines after that are for any additional edition such as AP, TP, PP, BAT, etc. Users need to add the Edition Series in the Edition column and the Denominator for that particular series in the Denominator column. The Available, Sold, NFS, and Total will be calculated by A5Artsystems as Edition Work records are added.
Edition: Enter the Edition Series (AP, TP, PP, BAT, etc.) in the Edition column. For regular edition records the Edition Series can be left blank.
Denominator: The total amount of records in the Edition and this value will be used as the denominator in the edition numbers.
Classification Fields
To ensure that data can be retrieved easily it is important to define how to use the classification fields: Types, Alt Types, Period, Style, Country, and Categories. All List Fields may be edited by selecting Works>Edit List Fields. SEE How to Maintain Editions List Fields.
- Edition Types: Types are considered a comprehensive overall description characterizing a particular kind of Artwork, such as Painting, Sculpture or Print (but this list is subjective based upon the work in all users inventory). Prior to entering data the User should decide a list of Types to designate for the Work records.
- Edition Alt Types: 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.
- Period: Period is the description of a certain Period or Era such as Zhou Dynasty, the Baroque Period, and the Harlem Renaissance.
- Style: Style is the definition of a particular art movement such as Contemporary, Modern, Neoclassical, etc.
- Country: The Country field is to note the artwork's country of origin.
- Edition Categories: Edition Categories help to organize the classification of Edition records. Unlike Types (which are overall definitions of the Edition record), Categories can define more granular information. Categories entered on a Work record define the Edition's attributes such as Landscape, Portrait, Butterfly Series, etc. Categories can also tag a Edition for inclusion in a list such as Donation, Art Fair 2012, Returned to Artist, etc.
User Defined Fields
Users will define all User and User Value Fields to ensure data is entered consistently. Before getting started it is recommended to define all User and User Value Fields in the Settings Module. Note that all User Defined Fields are the same as the User Defined Fields in the Works module. All renaming for these fields will be done in the Works Module Settings. SEE Works Module Settings.