When you enter artworks and other items in the artwork component you enter the stock level at the same time with the option to add the price you paid for the artwork.
The Purchase Report allows you to report on amounts spent purchasing artworks.
Recap on recording purchase amounts
When creating new artworks you had the option of adding the amount paid as well as the level of stock to the new artwork.
- If you want to add more stock you access the stock management screen from the Artwork Edit screen.
Adding stock and a purchase price
- Information on the stock screen shows for this artwork that two stock entries have been made. One for one artwork and one for twelve artworks. This indicates that this is likely to be an item you regularly sell that can be restocked such as jewellery.
- Here you can see the calculation used to show the remaining artworks in stock. .
- To add additional stock use the + Add Stock button.
Entering Stock Details
- Enter the actual date of entry as this will be used in the Purchase Report.
- General comments for your use
- Add the amount for the individual price for this artwork
- For regions where prices are inclusive of tax
- Tax rates will have automatically been entered from Tessera Preferences
- Where need be you can edit the tax amount manually
- Enter the number of item to add
Reporting on these amounts paid for stock
- Access the Purchase Report from the Home Screen.
Purchase Report Features
- Control what artworks are displayed by entering a date range into the date filter.
- Select individual items for the option to return to the artwork to edit stock details.
- Comments can be attached to People, Artwork and Invoice records. Comments can also be marked as requiring attention. If there are comments marked as requiring attention then the Manage Comments link on the Tessera Screen will be highlighted.
- Once on the Manage Comments Screen click on a Comment button to review the comment.
- From the popover you can toggle off the action required status which will remove this comment from this screen, edit the comment or choose to delete the comment altogether.
Producing and printing labels
To produce labels for artworks or client addresses first find the records you need and then select to export the result by selecting to Print the records then Exporting the records..
See the Export section of the Tessera help pages for more details.
Select to export the result as an Excel spreadsheet making sure you select to make the first row of the export the field names.
Once you have the result exported open MS Word and use the Mail-Merge feature to select label type and formatting or use one of many other programs available for producing labels.
Amounts Payable and Payment Documents
When artworks are created you can specify if payments are required to be made when they are sold. Usually this is when a gallery has sold an artwork on behalf of an artist or other party and a percentage of the sale now falls due. It may also occur if a royalty payment to an artist needs to be made. Tessera can also manage artworks where there is more than one amount payable on sale of an artwork. See the pricing of artworks section to understand how more on how to specify amounts payable on artworks.
This section looks at how to pay for amounts now payable once an artwork has sold.
Recap on Payable Amounts
This is a look at how you got to the point where you need to draw up Payment Documents.
- When you added an new artwork to Tessera you have the option of specifying an amount payable to a third party. This screenshot is from the pricing screen in the Artwork Component once the artwork is created.
Editing Payable Amounts
- When an artwork is added to an invoice you have the opportunity to edit the details of the amount payable. You can return to the invoice at any time to make alterations or add additional amounts payable. This screenshot is from the invoice component of Tessera where you’ve selected a line item that you’ve added to the invoice and this is where you access the features for specifying the amount payable.
- Options include…
- Altering to whom the amount is to be paid.
- Altering or deleting the amount payable.
- Adding additional amounts payable to other payees.
Once artworks have been sold these are the steps you take to review and settle the amounts now payable.
Steps: Create Payment Documents and add payable items.
- Access the Payables Screen via the Tessera screen.
Amounts Payable Main Screen
This screen is where new payment documents are created before you add the related sold artworks.
- Create a new Payment Document
- Filter existing Payment Documents by artist/owner
- All existing Payment Documents with an option to hide documents that have been marked as paid in full
- Every artwork that has already been added to a Payment Document.
- Artworks with amounts payable that have yet to be added to a Payment Document.
Review Unpaid Items
Use the Artworks ready to be added tab. This takes you to the screen shown below where you can review amounts payable that have yet to be added to a Payment Document.
- Use the filter to restrict the artworks shown to the selected payee
- Use the print button to print the displayed artworks in a form suitable for review
- On the left side of the screen are details of the artwork sold
- This button will show the details of the related sale. (If you have sold this artwork manually rather than adding it to an invoice you have the option to return to the related artwork to make any required alterations to the sale details).
- On this side of the screen are the details concerning the amount now payable
- Use the Edit button to review the complete details about the amount payable. You can edit these details including to whom it is to be paid, delete the amount payable altogether, or move directly to the original invoice to review all the original details
Creating a Payment Document and adding payable items
- From the Payment Documents screen and select New Payment Document and select the payee
- Click on the newly created document to access the Payable’s editing screen.
Payment Documents Edit Screen
Selecting a Payment Document takes you to the screen below.
- On the left hand side of the screen
- Document date: The date of issue of this Payment Document
- Date payment made: For reference enter the date you paid this document
- Your Reference: Use your own reference system to give the document an unique reference.
- Comments: Public comments will be included on the printed document.
- Postal Address: Included on the printed document.
- On the right hand of the screen are details regarding the amounts included on the document.
- This includes the retail amounts the items sold for.
- The total amount now payable to this payee.
- Any disbursements/deductions to be deducted from the amount payable (Example: Framing)
- Any extra payments to be made to this payee. (Example: Reimbursement for shipping).
- What is now payable to the payee.
Adding Artworks to a Payment Document
Use the Add Artworks button to access a screen that shows only those items available to be added to the current document.
- The artwork details for amounts now payable for the current payee will be listed on this screen.
- The ID is included to ensure you are identifying the correct artwork.
- The total amount now payable to the payee.
- Use this button to show the amount outstanding on the invoice and other invoice details and details on the amount payable including the option to amend or delete the amount now due.
- Use this button to add this item to the payment document and remove it from this screen.
A Payment Document with artworks added
- The payable items have now been added to the payment document.
- Click on the edit button to review and amend the description and the amount now payable.
- Use the delete button to remove the item from the payment document.
You can return to the Payables screen in Tessera at any time to find the Payment Documents for a specific person and you can review an individual’s payment documents from the People component of Tessera.
- Access the person’s Dashboard in the People Component and under the Payment Document tab you’ll find listed all Payment Documents including the amounts paid and when they were made. Clicking on a payment document will take you straight to the original document screen.
- Use this report to report on payments received from clients from artwork sales for a specified date range.
- Use the filter to specify a date range or enter the same date in both fields to specify a single date and where required specify to filter by whom the payment was made.
- Export details of filtered result in a format suitable for use in a spreadsheet.
- Click on available buttons for the option to edit the method of payment or to move directly to the original invoice.
- Review details of the original sale.
- Filter settings include the ability to restrict a report to a specific date range or a specified client. A “Cash Sales” option is included when you choose to select a client allowing you to include only those payments made where the client was not known.
- This reports lets you review any invoices that don’t have a zero balance. This will include invoices with amounts outstanding as well as invoices is in credit.
- Print a list detailing incomplete invoices.
- Leave this screen and move to the Invoice Component to view all unpaid invoices individually.
- Access the Produce Statements screen where statements of account can be printed for individual clients.
- Export details of outstanding amounts to a spreadsheet.
- Sort unpaid invoices by clicking on column headers.
- Click on invoice buttons to review invoice details.
- Select to produce statements of account
Statements of Account
- Control the appearance of printed statements
- Either print or copy details to the Clipboard
- Produce a custom report detailing sales for particular clients, artists and date ranges
Sales Report Features
- Use Report Settings to control which items and which date range is to be displayed.
- Report contents can be exported to a spreadsheet for further analysis.
- If amounts payable are required to be made on the sale of artworks then the totals are included giving a more accurate result for the amount received from sales.
- This icon indicates an amount is payable on the sale of this artwork. Use the icon to reveal more details.
- Artworks can be sold by adding them to an invoice or by manually marking them as sold from the Artwork Stock/Sales screen. Use this buttons to reveal more sales details.
- See more details on the individual items sold by using this button.
- Select the information included in this column using this Preference button.
- Review all sales to take including in bar-chart format which over time will produce a compelling visual result.