Simon Clement

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April 2018

Managing Stock


When you create a new artwork you specify the number of items of stock to be attached to the artwork.

You can add and amend levels of stock for a artwork at any time.

Selling or consigning items of stock reduces the stock level.

Artworks with single items of stock

In many cases the stock level of the artwork will be one item only. Make sure you understand use of  The Tracker and why you should have the Tracker on even for single items of stock.

Artworks with multiple items of stock

In other cases there will be several items of stock for an artwork.


  • Artworks where there are several unique editions.
  • Photographic prints where there are many prints available for an individual photograph.
  • Items such as jewellery where the gallery selling these items often takes on additional stock.

The Stock Management Screen and managing stock

Accessible from:

  1. Artwork Edit Screen
  2. The Artwork Dashboard
  3. Browsing an artist’s artworks when using Browse stock and sales


Features of the Manage Stock Screen

  1. Use the Stock button to show all stock entries for the current artwork.
  2. Artwork sales and artworks consigned out will be shown here. Stock level is a product of stock added – stock sold – stock consigned out.
  3. The inventory value of an artwork is the value used to calculate the value of inventory you hold. It can be edited from here or from the Artwork Edit screen.
  4. Use these buttons to review all artwork sales and artwork stock for the current artist.
  5. Individual stock entries are listed here.
    • May artworks will have a single entry with a stock level of 1.
    • Some artworks may have a single entry with a stock level of many. (For example an entry in Tessera for a book on an artist that you sell.)
    • Some artworks will have many single line entries all of one item of stock. (For example where the gallery or artist holds many items belonging to an edition where each edition has unique details such as an edition number. Or where a photographer, or a gallery selling a photographers artworks has many prints for sale some of which have unique prices and sizes).
  6. Artworks can be given an unique ID. Useful for tacking artworks belonging to an edition. Artworks with many items can be controlled in greater detail through use of the Set Controls.

Entering purchase price details for items of stock

  1. Click on the edit button to enter purchase details.

Purchase Price Settings

  1. Collectors and galleries can enter the purchase price for artworks.
  2. Tax settings can be amended where need be.
  3. Where appropriate enter a suppliers name.

Artworks with more than one item of stock

  1. Here 7 items of stock have been entered for an artwork. (Use the Add stock for this artwork button to quickly add a number of items of stock).
  2. To help identify items of stock each entry is given an ID that is a combination of the ID for the artwork, the ID of the set the item of stock belongs to (if the item of stock belongs to a set) and the ID you give to the item of stock. This helps in situations where more than stock item has the same edition number. e.g You have several prints of a photograph some large, some small and the first item in both the series of small print and large prints has the same edition number.
  3. You can specify whether or not an item of stock has been created. As an artist of gallery you can have an expectation that more editions may be printed when required and can enter them into Tessera in anticipation.
  4. Where need be large numbers of stock items can be divided into Sets. For example with photographs or you prints with different sizes, or signed or unsigned print editions that have different prices. Using Sets allows you to divide entries into sets that make it easier to specify exactly which item is sold.


Managing artworks with multiple items of stock

Adding artworks to sets

  1. Use the Set Controls button to reveal the available set features
  2. Use the Manage Sets button to move to the Set screen

The Set Screen

  1. The Set Screen is where you create the sets that you want to divide the artwork stock entries between.
  2. Here two sets have been created Large and Small and have been given the Set IDs lrg and sml.

Entering stock and assigning stock to sets

  1. Return to the Stock Manager Screen and use the Add Stock for this artwork button to specify details of the stock to be added. The dialog box allows you to make settings that speed the entry of stock with unique IDs.
  2. Once you’ve adjusted settings use the Add Stock button to create all the required stock.

Reviewing stock entries

  1. The stock entries have been made and the stock entries have been given an unique ID which is a combination of The Artwork ID + the Set ID + The Item ID.
  2. The Set the stock item has been assigned to can be adjusted here at any time.

Reviewing Set Screen

  1. Stock entries have been made, the Large set has 5 stock entries, the Small set has 6 entries.
  2. Use the Set edit button to manage individual settings.

The Set Management Screen

  1. Details entered on this screen affect the values for all items that belong to the individual items of stock are listed.
  2. Individual items of stock can be given individual values that take precedence over values given to the set itself.
  3. Give each set a title and a set ID to help identify each item of stock.
  4. Enter values for the set for fields such as Location and Medium where required.
  5. A number of Custom Fields are available for additional values.

Adjusting individual values for stock entries

  1. Here the location value for the Large set has been adjusted to “Studio”
  2. The default setting for the Dimensions for this set has also be adjusted.
  3. The values for Price, Location and Dimensions have been amended for this item of stock.

Additional editing of individual items of stock belonging to a set

  1. Use the edit button next to an individual item of stock to gain access to the full range of fields.
  2. Any values entered here will be carried through to invoices.


Adding an individual item to an invoice

  1. An artwork has been selected to add to an invoice. A stock item has been selected that belongs to the Large set. Individual settings have been adjusted and you can see the price and the dimensions are different from the other entries.
  2. The edition number of the item, the price and the dimensions will be reflected in the entry made on the invoice.

Adding individual items to a consignment document

  1. Here two items from the Small set have been added to a consignment document.

The Stock Manager Screen after Sales and Consignments have been made

  1. The stock entries will show details such as sales and consignments.
  2. Click on underlined items to reveal details about associated sales and consignments.
  3. Use the Log icon next to consignments to reveal details on when individual items were consigned in and out from Tessera.
  4. Items that are sold, or marked as consigned out from Tessera, cannot be deleted.




Managing Stock 2018-04-23T22:32:23+00:00

Selling artworks by way of Manual Sales


If you have a Tessera Pro licence you can sell artworks by creating an invoice and adding artworks. Without a Tessera Pro licence you sell an artwork by making a Manual Sale.

Manual Sales

  1. Manual sales are managed from the Artwork Stock Screen which is commonly accessed from the Artwork Edit Screen.
  2. The Artwork Dashboard also has a link to the Artwork Stock screen and there are many other screens which will give you a similar link.

Selling the artwork manually

(For more details on managing stock see the Stock Manager help screen).

  1. Once on the Stock Manager screen use the Sales button.
  2. Existing sales, whether manual sales or sales through the issuing of an invoice, are listed here.
  3. Use this button to initiate a manual sale.

Specify Sale Details

  1. Once you’ve used the Sell Artwork button you’re presented with this screen. First of all select a client for the sale.
  2. Adjust the retail price here. This has no effect on the pricing settings for the current artwork.
  3. Quantity can be set to any levels but when the Tracker is enabled quantity can only be set to one.
  4. When the Tracker is enabled you will need to select an item of stock from the list provided. See managing stock for more details on entering multiple items of stock and managing edition numbers.

Committing to a sale

This is the screen you’ll see once you’ve committed to the sale.

  1. Adjust the date where required remembering that this date is used when running sales reports.
  2. If need be amend client details.
  3. The edition number, where applicable, will be displayed here. Editing the original artwork stock details is how you’d alter edition numbers.
  4. Apply discounts and amend tax rate where required.
  5. Delete entries at any time.
  6. The Artwork Dashboard can be accessed from here.

Once the sale is complete

  1. The Stock Sold column will reflect the sale.
  2. Manual Sales are listed as shown, click on Manual Sale to be taken to the sale screen.
  3. Invoice sales are listed as shown along with the invoice number. (When highlighted in red it indicates an invoice has yet to be paid for in full).

Reviewing sales elsewhere in Tessera

  1. The record for Howard French, the artist who’s artwork sold in the example above. Selecting the Sales tab in their People record shows the sale with the option to click on Manual Sale and return to the artwork stock screen to review details of the sale.
  2. The record for Helga Rio, who purchased the artwork in the example above, also shows the sale under the Purchase tab.

Reviewing Manual sales on Sales Reports

  1. Sales reports will detail manual sales if the sale falls in the date range specified.
  2. Click on the artwork to open the Artwork Dashboard or the Manual Sale item for more details and the option to edit the sale.

Selling artworks by way of Manual Sales 2018-04-17T18:55:39+00:00

The Artwork Dashboard


The Artwork Dashboard gives you an overview of all details related to the selected artwork. The Dashboard can be accessed from labelled buttons or anywhere you see the Artwork Title underlined and accompanied by the “i” icon.


Dashboard Features

  1. The Dashboard has several screens all of which include a Dashboard Icon which when clicked will always return you to this main Dashboard Screen.
  2. General artwork details .
  3. Artwork controls for other artwork features
    • Move to the relevant Artwork Edit screen.
    • Review to where artworks have been consigned out.
    • Add, review and amend artwork comments.
    • Add and remove this artwork from available Collections.
    • Review and amend any artwork status set on this artwork.
  4. Artwork Image controls to review image, forward image or view all images by current artist.
  5. Review all artworks sold by this artist and in stock by this artist. Stock contorls also feature the ability to edit pricing and other details.
  6.  The current level of stock for this artwork. Click on Stock icon for explantion.
  7. Use the MANAGE STOCK button to move to the Manage Stock screen.
  8. The number of stock items that have been added for this artwork.
  9. Review all sales for this artwork.
  10. Click on Invoice to review details of sale and move directly to invoice if required.
  11. Review all items consigned out from Tessera.
  12. Click on underlined Consignment title to review details and move directly to Consignment Document where required.

The Artwork Dashboard 2018-04-12T13:57:30+00:00

Tessera 414


Artwork Dashboard

  1. The new Artwork Dashboard can be accessed from most anywhere in Tessera. Review comprehensive details on any artwork and see related artworks.
  2. Make changes to most artwork settings.
  3. See stock levels and changes to stock that have been made.
  4. Clicking on the underlined artwork name wherever it’s displayed will bring up the Artwork Dashboard.

Artwork Edit Screen

  1. The Edit Artwork Screen has been simplified and condensed onto one screen allowing faster data entry.

Artwork Pricing

Simplified pricing screen incorporated into Artwork Edit Screen.


Tessera Preferences are now combined onto one screen accessed using the PREFS button found on the Sales, People and Artworks screens.


Collections can now be categorised into type allowing Collections to be filtered using these types. For example, categorise all Collections that detail exhibitions as “Exhibits” or your client price lists as “Prices”.


    1. The Tessera help topics are now displayed in clear, easy to read windows, when using Tessera help icons.

Production Notes

Production Notes now include an amount field allowing artists and galleries to keep a record of how an artwork was produced as well as the costs involved in production.

Artwork Collections

New features available when adding artworks to Collections from the Artwork Component.

    1. Review the artworks attached to any Collection
    2. See the number of artworks associated with any Collection.
    3. Immediately list artworks associated with a Collection in the Artwork Component from where artworks can be exported or printed.

Manage multiple items of stock

New features making it easier for Photographers and Print Makers to track multiple items of stock that belong to any one particular artwork. Stock items can have individual prices, dimensions and other data.

Tessera 414 2018-04-03T15:53:53+00:00

November 2017

Tessera 413




Occasionally the button to add an artwork to a consignment was not appearing on screen. This now functions as expected.

When choosing to delete an entire consignment document there were occasions where the artworks attached to that consignment were not properly cleared making it seem if the artworks was still on consignment. This now functions as expected. When a consignment document is deleted all attached artworks are nor returned to stock.

When you import your artworks from a previous version of Tessera into version 413 any artworks erroneously appearing as out on consignment will be cleared.

Importing Data into Tessera

You now have the option of merging Tessera data. Select this option and your existing data in Tessera will remain as it is. The data from another copy of Tessera will be merged. Preferences, serial numbers and other ancillary data will not be imported. A merge cannot be undone and adequate backups should be made before this step is taken.



Tessera 413 2017-11-15T22:25:47+00:00

Tessera 412



Export of Records

Exporting of Client and Artwork records now works as expected.

Alert on amounts payable

Option included to set an alert on amounts payable in the Price Screen in Artworks. This allows setting an alert on an amount payable where, for example, the gallery needs a reminder that they paid for an aspect of the artwork such as framing. This alert follows the amount payable throughout Tessera as a reminder so that the gallery ensures they add relevant disbursements.



Tessera 412 2017-11-06T10:05:35+00:00

October 2017

August 2017

Tessera 410



Version 410 concentrates on improving speed in all areas from finding artworks, adding artworks and managing images.

Tessera 410 2017-08-29T16:06:36+00:00

May 2017

Tessera 409


As with all releases Arawak continues to improve performance and remove any inconsistencies.

New Button Designs

Buttons for making selections are now more clearly delineated.











New Artwork Status Icon Colour

The red and green icons that indicate whether an item has stock available now have a third state where the icon can be yellow.

An artwork has an that has a yellow icon indicates that one or more artworks are out on consignment and this has temporarily reduced the available stock to zero. When that artwork is returned from consignment the icon will revert to green.

Previously an artwork with items out of consignment could reduce the available stock to zero and the icon would be displayed as red. Having the icon as yellow indicates to the user that it’s possible stock for the artwork could become available.

Other Artwork Icons

In the Artwork Component additional icons appear in a number of places.

  1. When highlighted this indicates this artwork has been consigned into Tessera. Clicking on this icon allows the user to toggle the consigned status on and off.
  2. This icon when highlighted indicates this artwork belongs to one or more artwork collections. Click on this icon for the option to add or remove this artwork from collections.
  3. When highlighted this icon indicates comments have been added to this artwork. Click on this icon to add, remove or amend comments.
  4. Artworks can be assigned a status and a status can be assigned a colour. A Status is usually a temporary state such as “Out on Loan”, “Under repair” or “Not for sale”.
  5. The stock status of the current artwork
  • Green. There’s at least one item of stock for the current artwork available.
  • Red. There’s no stock available for this artwork.
  • Yellow. There’s one or more artworks out on consignment, when returned to stock the icon will display as green.








More Sort Options

Additional fields added to be displayed on list view screens allowing more choices particularly when sorting artworks.


Inclusion of valuation figures in more areas throughout Tessera

You can now select the most recent valuation of an artwork to appear on the various artwork screens as well as on Print Templates and as an option when exporting artworks.

Expanded Artwork Status Icon Function

Click on the Green, Red or Yellow Artwork Status icon and a wider range of artwork details are revealed.

  1. Click on the Artwork Icon where it appears in the main screens in the Artwork Component.
  2. Sales details now include a list of client’s who’ve purchased the current artwork along with the related invoice.
  3. You now have the option to move directly to the relevant client or invoice record.
  4. Consignment details are also displayed for the current artwork.

Updated Artworks Edit Screen

  1. Simpler, cleaner design for navigating the Artwork Edit screen with the inclusion of essential Artwork Icons.


Tessera 409 2017-05-21T23:25:29+00:00

April 2017

Tessera 408


Importing from previous version of Tessera

Tessera will now correctly import registration details.

If comments have been added to artworks this will be indicated in the artwork component with an icon that when clicked allows the users to add and amend comments.


Tessera 408 2017-04-20T13:20:06+00:00