Simon Clement

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October 2016

Hiding sold artworks


When browsing artworks in Tessera you’ll usually be interested in viewing artworks that are available. But when you’ve conducted a search you’ll often be left looking at a screen like the one below where there are a mixture of sold and in-stock artworks. (Where there is no stock available the Info Button will always be displayed in red instead of green).

To temporarily hide out of stock artworks use the “Hide Sold Artworks”. Now you can use the Omit button to toggle the view between sold and unsold artworks.

List view

Hiding sold artworks 2017-04-20T13:13:46+00:00

Browse Stock and Sales


Review Stock and Sales

  1. Use Browse Stock and Sales to gain an overview of current sales and stock


Basic details

  1. Select to review either sales or stock
  2. Filter the complete lists of artists
  3. Print a basic report but use the dedicated Stock or Sales Report screens for more detailed results.
  4. Use the Reveal Totals… button to show total
  5. Select an individual artist to reveal individual artist details (Once reviewing an individual artist’s works select an individual artwork to review details).



Browse Stock and Sales 2016-11-01T16:45:49+00:00

August 2016

Import Artworks


Import People records into Tessera before attempting to import artwork records as Artworks depend on finding and linking to the appropriate artists and owner records in the People Component..

Artist Names and how to speed up the time taken selecting artists.

This is useful if you are importing a large number of artworks with many different artists. If you are a single artist importing a collection of artworks all created by yourself this will not be of use.

When you import artwork data into the Artwork section Tessera will use the name you import into the Artist Last Name field and will attempt to match it with a record that has the same information in the Last Name field of a record you’ve already imported into the People Component of Tessera for those records where the person is marked as an artist.

If the import into an artwork record’s Artist Last Name = Last Name of an entry the People Component, where that record is marked as an artist, then Tessera will lookup and enter the correct artist name for you which will save you time where large imports are being made.

(Note: Tessera only looks for this link at this point of the import. Once your data is imported serial numbers are used and you can safely alter artist names with no effect on how Tessera works).

Things to consider when attempting to match artist entries

    1. There has to be an exact match between the Artist Last Name in the artwork import and the Last Name in the People record.
    2. Tessera ignores case. eg. Sortern will match sorteRn or sorteRn.
    3. Even if a surname is unique Tessera will not make a match if the record in the People component of Tessera is not marked as an artist.
    4. Tessera ignores spaces before or after names.
    5. Check the entries in the People Component marked as artists and ensure the last names are displayed as expected before importing artworks.
    6. If you have two artists with the same Last Name then you will need to adjust these the import page details manually.

Custom Fields

Tessera features the ability to add virtually an unlimited number of custom fields to store data within Tessera. On import there are ten of these custom fields available. Once you’ve imported data into these fields you’ll have the chance to specify what these fields are for before committing them to Tessera.

Fields available for import

This is a list of the names of the fields into which you can import data.

These fields are all text fields apart from the Artwork Retail PriceArtwork Purchase Price and Artwork Inventory Price fields which are numbers and the Image field which is a container designed to hold images. Image records can only be imported if you are importing from a FileMaker Pro file. (Alternatively there is an “Import images from a folder” feature which lets you import a folder of images after which you can add the artwork details.)

Artist Last Name, The last name of the artist

Artwork Title, The artwork title only

Artwork Dated, This can be a single date or an approximate date for historical artworks

Artwork Category, “Painting”, “Sculpture” or any other values you want to use to categorise artworks

Artwork Medium, “Oil on canvas”, “Mixed media” etc

Artwork ID, An unique identifier for your artwork

Artwork Other ID, The ID an artist may have already given to this artwork

Artwork Retail Price, The price for which the artwork will sell

Artwork Purchase Price, The amount you purchased this artwork for (useful for galleries and collectors)

Artwork Purchase Date, Format dates as 30/12/2014

Artwork Dimensions, Use any format suitable for your needs

Frame Dimensions, For consistency use similar formatting to general artwork dimensions

Location of Artwork, “Stockroom”, “Studio” useful for running inventory reports

Inscriptions, Where and when artwork signed. (“Signed and dated on reverse”)

Provenance, The history of the artwork

Literature, Reference in publications for this artwork

Collection Details, Are you recording details of an artwork that belongs to a collection?

Artwork Source Details, For galleries to collectors of historical works from where was this artwork sourced?

Image, The image for this artwork. (Note images can only be imported from another FileMaker file or directly either one by one or as a folder of images without accompanying text.

Image Name, Have you a spreadsheet full of artwork details and an accompanying folder of artwork image? Use the Image name field to record the name of the image. This way during the import process this will make it easier to find and enter the relevant image.

Custom 01, Tessera can hold any number of custom fields for holding other data use these fields for that data and once you’ve imported the records you can specify the names of the fields.

Custom 02

Custom 03

Custom 04

Custom 05

Custom 06

Custom 07

Custom 08

Custom 09

Custom 10

Pre-formated Excel spreadsheet

TIP: Are you a gallery regularly having artists sending you in artworks? Help speed the process by encouraging artists to download the spreadsheet and enter the data into the required fields. You won’t need all of the cells filled so specify in your email what you do require. The spreadsheet includes a column where the artist can enter the name of the image associated with the artwork. That way if they send you the images as well you’ll find it easy to locate and enter the correct image during the import process. To simplify life simply ask your artists to provide a spreadsheet with: The name of the artwork, the quantity and the retail price. Once this is imported the import features in Tessera will allow you to fill other fields rapidly.


You can download a pre-formated Excel Worksheet for importing artworks here. The pre-formatted Worksheet doesn’t include a column for images, which aren’t usually stored in a spreadsheet, but does include the Image Name column to help you find and insert relevant images during the import process. 

Import text data from a wide range of sources. (See FileMaker Pro support page on this topic)

Access the import feature from the home screen.


Import Features available

  1. Use this button to find artworks in a spreadsheet or in a text file to import. Common file formats used to import data into Tessera include .csv, .txt, .tab and .xlsx files from Excel.
  2. If you have a folder of artwork images then use this button to import them in one step you can then add text details before committing the data to Tessera.
  3. Use this button to display and print the fields accessible for import and access a feature that allows download of a pre-formatted spreadsheet.


Find data to import

Use the Find records to import… button to find and select your spreadsheet or other import file.


Matching Fields

  1. You’ll be presented with a dialog box where you can drag fields to match them to their Tessera counterpart.
  2. Finally use the import button.


Check Import

    1. Once imported use the Read these instructions… button to familiarise yourself with the features available.
    2. In particular learn how the Batch button works. This allows you to amend one field then see that same entry propagate throughout all other records which will help speed entry as well as ensuring accuracy. (You can amend fields once they’ve been imported into Tessera but the Batch button is only available with this range of functionality on this screen). For example: Amend one record on this screen so that the “Medium” field contains “Oil on canvas”. Now use the Batch button adjacent to this field and ALL records will contain the same value in the same field.


Other features available on the import screen

    1. Speed data entry by making use of these drop-down menu editing buttons that let you add entries to the list that appears when you tab into fields.
    2. Use this button for more details on entering artists. (See the section on entering people to Tessera to gain an understanding of how you can make the job of entering artists both easier and quicker).
    3. If you’ve imported data into any of the Custom fields then you will need to select an entry from the corresponding Custom field Name field. If there isn’t a Custom field Name that matches your requirements then use the feature found via the Help with custom fields button to add the fields you require. Failing to specify a name for the Custom field will result in the custom field data not being imported.
    4. Specify an ID for each artwork. (Tessera may not permit duplicate artwork IDs and duplicates will be appended with the word “COPY” on committing the import if you have disallowed artworks to have the same ID in Tessera’s Preferencest. If you have specified a serial number default in Preferences then this will be used with each new artwork incremented by a value of 1 meaning you have no need to enter an artwork ID on this screen. Any ID entered on the import screen will take precedence over the default set in Preferences. Artwork IDs can be amended at any time).


Commit the artworks to Tessera

Once you’re happy with the records use the Commit button and the data will be moved into Tessera.

Making corrections

What happens when you commit 1,000s of records to Tessera and then discover there’s an error in every record? Use the Artwork advanced search feature to find all of the last imported records then use the Tools button >  Delete Button > More feature to delete all of the imported records.

  1.  Find the last records imported by using the button found under the Artworks advanced search screen.
See the Import People help page for more details on locating and deleting the last set of imported records.


Import Artworks 2017-04-20T13:13:54+00:00

March 2016

Tessera 400


Changes to Tessera and Tessera Pro

Tessera now no longer includes the ability to create invoices although artworks can still be mark as sold and linked to the purchasing client. This has allowed a new price point for Tessera. For those purchasers of Tessera prior to this version they will now be automatically updated to a Tessera Pro licence.

New Features in Tessera 400

  • New interface design
  • Additional field for recording date that artworks are consigned into Tessera
  • Addition to the Artwork ID field
  • Important: Changes to recording artworks that belong to an edition


“Purchase Price” now “Inventory Price”

“Wholesale Price” in Version 400 is now “Purchase Price”

With Version 309 of Tessera the Purchase Price field has been renamed as the Inventory Price the price entered when adding stock has been renamed from Wholesale Price to Purchase Price.

These changes are simply to help in comprehension and to avoid ambiguity and make no alteration to the underlying purpose or function of these fields.


Retail Price: Amended over time as you adjust price levels for artworks. Changes are automatically written to the retail price log.

Inventory Price: Likely to start off as the same amount as the Purchase Price but as the value of the artwork increases over time should be amended so that inventory reports accurately reflect the true value of your inventory.

Purchase Price: For artworks you purchase outright, which is likely to be relevant for Collectors and Galleris but not so for artist’s who use Tessera to manage their output, this entry will remain fixed for each stock entry you make.

New interface Elements

Tessera has been redesigned with an emphasis of clean simple graphics and reducing colour where possible to remove as much distraction from the artworks.


When marking artworks as consigned in, you now have the option of including the date the artwork was consigned to you.

Artwork ID

There is now a second ID field. Often artists have their own ID system which they prefer to refer to when identifying artworks. For galleries or collectors it’s useful to include this ID along with your own ID for reference purposes.

Changes to artworks belonging to an edition.

Artists and galleries often have a number of artworks in an edition. These are unique artworks in a series that are often numbered in the format 1/5, 2/5 etc. These are usually prints or photographs but could also be a series of sculptures from the same casting.

Any artwork that belongs to an edition even if you hold a single item requires the Edition Checkbox to be checked. Importing your data into Tessera 400 from 309 will automatically make this alteration where possible. Keep an existing copy of Tessera 308 for references purposes to confirm this alteration has been made as expected.

Placing Editions out on Consignment

When placing artworks that belong to an edition out on consignment you now explicitly attach specific members of the edition to the consignment. You now have an unambiguous record of not only the artworks sent out on consignment but also the specific editions of that artwork. Editions out on consignment will be marked as such and you will not be able to sell or delete an edition marked out on Consignment until you detach it from the Consignment Document. This helps prevent inadvertent sales of artworks that are not currently available.

  1. When adding the quantity of an artwork attached to a consignment document you will be prompted to add the individual artworks you want to include.
  2. The edition numbers will be displayed here and you can copy and paste these into the description of the item meaning the printed consignment document will clearly show the artworks and the relevant edition numbers.

Managing Editions from the Artwork Edit Screen

  1. Select the Edition Details button on the Artwork Edit Screen
  2. The available editions will now display those artworks available, sold and out on consignment.

Managing Editions from the Artwork Stock Screen

  1. Artworks placed on consignment are now indicated as well as artworks sold. Use the adjacent buttons for more details and for the option to edit the related sale or Consignment Document.
  2. Totals now include the number of artworks out on consignment.
  3. The Printed option allows you to record those members of an edition that have yet to be created.
Tessera 400 2016-03-02T04:53:25+00:00

November 2015

Artworks – General Features


The Artwork Component is where artwork details are entered and stored. Each record represents an artwork. An artwork can have a stock level of more than one.

If you sell jewellery or multiple editions of an artwork or any item where you have many copies then the artwork is entered once and the stock level can be added to where required. See the section on managing multiple editions for more details on how to manage editions where each additional stock entry has an additional unique value such as an edition number.

For collectors and galleries it’s likely there will only be one item per artwork. For artist and shops using Tessera there may well be many pieces for each artwork.

  1. Edit Screen where all fields are available and most editing is performed. The Edit Screen is divided into several panels of information which is explained in more detail below.
  2. Form View. Here artworks are presented one at a time with an emphasis on highlighting the image.
  3. LIST screen more than one artwork viewable at a time..
  4. List Screen allowing more artworks to be viewed at one time.
  5. Grid Screen where artworks are presented in a grid format.
  6. Batch Screen. Here you can specify what fields are available to view allowing the ability to scroll through artworks and make quick edits.






Add and edit artwork details. All fields are included on this layout, with access to additional fields via buttons and popover screens. See the help files on the individual fields available on these screens for more details.

The Overview panel

  1. Click on an artwork to reveal details on the panel on the right-hand side.
  2. Use this button to temporarily hide the price on this screen.
  3. Use this button to select whether or not artworks with no stock are displayed in this column.
  4. Select an artist from this list to preview their artworks.

The Artwork panel

Where most of an artwork’s fields are available for edit and review. See the help files on the individual fields available on this screens for more details.

Review all artworks by current artist

  1. Use this button to review inventory and sales of all artworks by the current artist.

The Price panel

The Price screen for the current artwork. See pricing artworks for more details.

Review all pricing

  1. Use this button to review pricing of all artworks by the current artist.

The Image panel

The Image for the current artwork.

The Images panel

  1. Use this button to show all available images for the current artist
  2. Use this button to select whether artworks with no stock should also be displayed.
  3. Use this button to select whether artworks with no images should also be displayed.


Batch Screen

  1. On this screen you can elect from the drop-down menus to select exactly what details you want to appear in each column. Columns can be sorted and individual fields can be edited.
  2. Some fields will feature an edit button that gives you access to more details.
  3. Use the series of icons to access more features for individual artworks.
  4. There will be occasions when you want to make alterations to a number of fields at once. For example you might want to alter the Medium of a number of artworks from “Oil” to “Oil on canvas” at once. Rather than having to individually changed dozens of records, alter one record then use the Batch feature to change the value in all of the records in the current found set. Alterations made in this way cannot be undone. Use the Batch Keyword Alteration button to add or remove a specified keyword to a number of artworks at once.
  5. Tap the stock level icon to reveal sales and stock numbers.

Form Screen

This screen shows you one artwork at a time and is useful when showing artworks to clients. Click on the image to reveal more details.

  1. Use the Full Screen button to view the image alone with the option to switch the background colour between black and white.
  2. Control the text that appears next to the image.

LIST screen

View several artworks at a time in list format.

    1. Use the Preferences button to specify the data to be placed in the last field location on this layout.
    2. Click on images for more details and features.
    3. Use the “Hide Sold” button to temporarily hide artworks that have no stock available.


List Screen

View many artworks at a time in list format.

  1. Click on column headers to sort artworks.
  2. Sorting columns where the title is in bold will summarise data as shown below.


Grid Screen

View many artworks in a format designed to highlight images use the Preferences to specify the details to appear under images.

Artworks – General Features 2018-01-15T16:42:01+00:00

May 2015

The Tessera Screen


The Tessera Screen you see when you open Tessera and can be accessed from most areas using the Tessera Logo found in the top left hand corner of the screen. From here you have access to all the components of Tessera. This is also the screen from where reports can be run, upgrades to Tessera become available and where other essential features are found.

Features on the Tessera Screen

  1. When new versions become available this update message will appear. (You can check for the most current version of Tessera at any time by clicking on the Check for updates button). More details on updating Tessera…
  2. Register Tessera and review registration details.
  3. If there are comments requiring attention this message will be highlighted in red. More details…
  4. The three main components of Tessera, Artworks, People and Sales are accessed from here.
  5. The Tessera Reports screen. More details…
  6. Tessera Preferences for all Components. More details…
  7. Collections allow you to group artworks together for quick access. More details…
  8. Use this button to access a wide range of help features including the Tessera Tutorial and the online help files.

Tessera Screen continued

  1. Artworks can be consigned into and out of Tessera. Use this button to manage artworks consigned out from Tessera.
  2. Backups are crucial to preserve your Tessera data. This feature allows a quick and easy way to backup your data file but should not be considered a substitute for a regular comprehensive, off-site backup routine.
  3. Manage Users lets you set up users and security for your copy of Tessera. See Preferences for details on how to apply a password to protect the opening of Tessera.
  4. Data can be exported from Tessera from the Artworks, People and Sales Components. Use this button to export all data from all components.
  5. Data can be imported into the Artworks and People Components and this is where, for new copies of Tessera, you will import your data from an existing copy.
  6. Browse Stock and Sales Use this feature for an overview of all sales and stock. (Use the dedicated Sales and Stock Report for detailed results).

The Tessera Screen 2017-03-31T11:23:26+00:00

April 2015

Version 308 New Features


Amendments to existing features to ensure they work as expected

  1. Invoice design has been amended so there is more space for Header and Payment terms and the totals on an invoice will slide up to meet the last item on an invoice and will appear on the second or subsequent pages where required.
  2. Templates now will return the expected result when printed.
  3. More Consignment options are available see more details in the Tessera Help Files.
  4. Tessera help files have been extended and videos are now incorporated into the main help pages.

New Features in 308 

New Navigation

    1. The previous way to move between Views has been altered. There is now a horizontal menu at the top of every component that lets users move directly to the layout of their choice and see at a glance which layout is being accessed.


Keyboard Shortcuts

For Desktop users only:

Cmd + Arrow-Key Up moves you to the previous record for those Views where the manual record keys are available in the top right-hand corner of the screen.

Cmd + Arrow-Key Down moves you to the next record for those Views where the manual record keys are available in the top right-hand corner of the screen.

Cmd + Option (At) + Arrow-Key Up moves you to the first record for those Views where the manual record keys are available in the top right-hand corner of the screen.

Cmd + Option (At) + Arrow-Key Up moves you to the last record for those Views where the manual record keys are available in the top right-hand corner of the screen.

Cmd + ‘ Inserts from Last Record: Only available on the Artwork Edit List View this allows you to place into a field the last value from the last record visited. Example. You just moved from the Medium field in one row where the value is “Oil on canvas” to the next row and your cursor is again in the Medium field. Use this keyboard shortcut and the Medium field will now contain “Oil on canvas” as well. This speeds data-entry for this View.

New Artwork View

  1. Select using the column headers which fields you want to appear where.
  2. Buttons adjacent to fields give more details and features
  3. Use this feature to change the value in all the records being browsed for a nominated field. For example: Change all values in the Medium field for all records being browsed. Use the adjacent help button for more details.


Batch Alterations

  1. On the Artwork Edit List View Screen the option to alter the value in a single field over many records is now available

Example: You’ve found fifty records where you want the Medium field to show “Oil on canvas”.

  • Find the records you want to alter.Enter “Oil on canvas” into one of the available record’s Medium field.
  • Leaving the cursor in the Medium field click on the “Batch Alteration…” button.
  • Now all fifty records will all contain “Oil on canvas” in the Medium field.

Caution: Batch Alterations cannot be undone.


Frame details and other Artwork Edit Screen alterations

  1. Additional frame information is now accessed via the Details button.
  2. More space for viewing Category, Medium and Location details


Allow Duplicate Artwork IDs

  1. You can now allow duplicate IDs for artworks. Artworks that have a duplicate ID will be highlighted and a button will appear that will give you access to a popover that will show the other related artworks.


More details available on the Artwork Edit Screen

  1. The All buttons will display all other artworks that carry the same details in the adjacent field. Example: If the Medium field contains “Oil on Canvas” then the popover will display All artworks with “Oil on Canvas” in the Medium field. This is a quick and easy way to review related artworks.


Payments Made

  1. Feedback is now available on the Artwork Edit Screen and the Stock and Sales screen giving you details on payments made against the current artwork. A gallery can see from the Artwork Edit Screen if they have made payments to an artist or other party who was due to be paid an amount on sale of the artwork. If the gallery sells multiples of artworks then the amount shown will be the cumulative amount paid and reviewing the artwork on the related Stock screen will list every payment with the option to move to the related Payment Document.


Managing Collections

  1. Clicking into the Collections field on the Artwork Edit Screen now brings up a popover screen where artworks can be added to or removed from collections. 
  2.  The Collections Manager is still available from the Home Screen and can be accessed from this screen as well.
  3. Catalogue numbers can also be applied from here.
Using the “Info” button on any other Artwork Screen brings up a panel that also includes this collection feature allowing users to edit collections from most screens.


Managing Multiple Editions

  1. The edition feature has been amended so users can add any number of individually numbered editions to an artwork either when a new artwork is created or from the Artwork Edit screen. When artworks are sold the user can select a specific edition to sell and can review at a later date from the artwork’s stock screen which editing have sold and to whom.


Managing Amounts Payable

  1. When it comes time to pay third parties amounts on the sale of artworks Tessera now includes the ability to offset amounts payable with disbursement costs such as framing and promotional costs.


Version 308 New Features 2015-04-22T07:08:43+00:00

Version 307 New Features



New Stock and Sales interface

View all your stock and sales on one screen. Drill down to view stock by individual artist and individual artwork. Tap the available artwork and invoice buttons to view details on artworks and invoices. From the screen of any artwork use the “i” info button to access relevant stock and sales screens.


Better artwork tagging

Want to tag a number of artworks a client’s shown interest in? All screens in artworks now feature tagging where you specify the person and get feedback straight away as to the other artworks the current person is interested in as well as anyone who has expressed an interest.


More “i” Info Button details

Tapping the info “i” button on an artwork now shows more details as well as giving you access to all other artworks by the current artist. Need to visit the Edit screen is much reduced as most details are always going to be at your finger-tips.


Edit the Artwork Form View

Most often used to display artworks to interested clients the Artwork Form View, where one artwork is viewed at a time, now features the ability to edit the text details that accompany an image. You can select to have the image appear on it’s own or select from the drop-down menus and tailor the screen to fit your requirements.


Extended integration of Custom fields

Custom field allow you to add any number of user specified fields to Tessera. Now the integration of custom fields is more widespread. When it comes time to export data or select what details are included in a report you can specify custom fields by name. When searching for artworks you can select a custom field to search on by name improving seed and accuracy of searches.

All button

Many fields on the Artwork Edit screen feature “All” buttons that reveal all related artworks.


General Improvements

As usual ongoing improvements in performance and usability remain our priority and every release includes dozens of minor tweaks and improvements to allow you to get the most from Tessera.

Version 307 New Features 2015-04-21T09:24:12+00:00

Consigning artworks INTO Tessera


See also: Consigning Artworks out from Tessera

Galleries, studios, museums and collectors will from time to time have one or more artworks consigned to them. These artworks remain the property of the consigning owner and are placed with you for a temporary period only. Most often this will be a collection of artworks from an artist placed with a gallery for sale.

The gallery will be responsible for stock keeping and managing these artworks until such time as they are placed back with the artist or removed from the consignment if they have been sold.

They are included in stock reports and are considered as part of your stock.

Marking an artwork as having been consigned into Tessera

  1. When a new artwork is created use this checkbox to mark this artwork as having been consigned into Tessera by the owner. Tessera expects an owner to be entered for consigned artworks and you’ll receive a warning if this is not the case. Existing artworks entries can be marked as consigned into Tessera from the Artwork Edit Screen at any time. All stock associated with the marked artwork is considered consigned into Tessera.


Reviewing other consigned artworks

  1. On the Artwork Edit Screen the option to enter the date the artwork was consigned into Tessera
  2. Use this button adjacent to the consigned field on the Artwork Edit Screen to reveal all artworks consigned into Tessera.

NewImageOther places to review artworks consigned into Tessera

  1. From the home screen use tMange Consignments button to access the Consignment Access Screen.NewImage

The Consignment Access Screen

  1. Once on the Consignment Access Screen use the CONSIGNED IN button to review all artworks consigned into Tessera.NewImage

The Consignment Screen

  1. All artworks consigned into Tessera are listed here.
  2. Use the Edit button to alter an artwork’s consignment status.
  3. Filter the artworks displayed by owner and use the View these artworks… button to return to the artwork component and review the found artworks only. You can then select to print or export these artworks.


Editing edition settings from the Consignment screen

  1. Selecting the edit button allows the user to specify the date consigned in to alter the consignment status.


Other places you can review artworks consigned into Tessera

  1. From the People Component of Tessera select to view the Dashboard of an artist who’s consigned artwork into Tessera.
  2. Under the Consignment tab you can review all consigned artworks consigned into Tessera by the current artist/owner.
  3. Click on an artwork to reveal more details.



Other ways to review artworks consigned to you

  1. Use the Stock Report and conduct a search for all artworks owned by the owner who consigned the artworks into Tessera. Use the setting that will restrict the report to just artworks marked as consigned into Tessera.
  2. Use the Advanced Search Function in Artworks
  3. Select Other Searches and then the Consigned In search button to view all artworks consigned into Tessera.




Consigning artworks INTO Tessera 2016-12-04T23:32:30+00:00



Managing Multiple Artwork Editions with Tessera

Tessera understands that managing editions of artworks presents several challenges and demands absolute flexibility when it comes to letting the user decide what they want to do.

Artists and galleries often have many artworks from the same edition and will want to manage these artworks without resorting to entering a new artwork for each edition. Tessera lets you create a single artwork then specify the amount of artworks in the edition.

Each item of stock is entered as a new stock entry with a quantity of 1 (Only quantities of one or zero are allowed for edition stock entries. Use zero where artworks have been destroyed or removed from stock for other reasons). If you have five editions of an artwork then five separate stock entries would be made for the artwork. Each of these stock entries can also carry the edition number meaning you can track each individual editions as it’s entered in stock, sold or placed out on consignment.

Editions and creating a new artwork

When creating a new artwork these are the steps to attach any number of individual editions, each one a separate stock item, to an artwork.

  1. On the New Artwork Screen: Check this checkbox if this artwork is part of an edition. Even if you have just a single edition of an artwork.
  2. Enter the first edition number for the editions you hold or the single edition number available if this is a single artwork. (Use “/“ as a divider). If you have non-consecutive editions or want to enter text details rather than edition numbers then leave this field empty and add your edition details after the artwork has been created.
  3. Enter the total number of artworks in this edition that you’re entering into Tessera.

NewImageManaging editions once the artwork has been created

An artwork can be marked as being part of an edition once its been saved but if certain conditions are met.

  1. Once an artwork has been saved and you’ve returned to the Artwork Edit Screen you can review and edit edition details or mark an existing artwork as being part of an edition.
  2. This checkbox needs to remain checked if this artwork is an edition. (Once editions have been sold or consigned out this setting cannot be altered). For an existing artwork you may need to remove any existing stock before the Edition Checkbox can be selected. Now add stock back in from the Stock Screen. (This will also mean removing any incidences of this artwork from any consignment documents or any invoices).
  3. Use this button to reveal more edition details and to manage the editions for this artwork.


 Edition Details ScreenClicking on the Manage Editions button reveals details about the current edition.

  1. Editions that have been sold or consigned will be marked.
  2. Edition are managed, as is all other stock, from the Stock Screen. Use this button to move directly to the stock screen.


Managing Editions from the Stock Screen

  1. Artworks marked as belonging to an edition will have this checkmark highlighted. Click on the icon will reveal the option to print an inventory report showing artworks sold, consigned and and still available.
  2. Artworks belonging to an edition feature the Edition # column where the edition number is displayed and can be edited.
  3. Artworks belonging to an edition feature an Created column allowing artists to mark the state of artworks, such as sculptures or printed editions, that are for sale but have not yet been created.
  4. Editions that have been sold or attached to consignment documents will be indicated as such and clicking on the entry buttons will reveal more details.
  5. Unlike regular stock entries edition stock entries can only have a stock level of one or zero. (Zero for occasions where an artwork edition has been lost or destroyed).
  6. Access the stock details screen to adjust details such as purchase price.
  7. Use the Add Stock button to be prompted for the number af editions yo want to add and the edition numbers if required. Tessera adds a single line item for each entry which allows edition entries to have unique edition numbers.

NewImage Adding an edition to an invoice

  1. Search for and find an artwork to enter onto an invoice that belongs to an edition.


Adding an edition to an invoice continued

  1. Once you’ve selected to add an artwork that has an edition number to an invoice you’ll see this screen and the Edition Selector where you select the edition you want to enter onto the invoice. Editions already sold or consigned cannot be added to an invoice.
  2. Confirm the edition number that will be used on the invoice.


An artwork edition entered onto an invoice continued

  1. Once entered onto an invoice the edition number is displayed along with the title of the artwork.


An artwork edition entered onto an invoice continued

Click on an invoice line entry to review how the description of the artwork will appear on the invoice. Edit where required.

  1. The invoice description can include the edition number depending on your settings in Invoice Preferences. Here you can see the user has chosen to manually alter the entry.
  2. The original edition number of the artwork is displayed here as a reference.


Editions and Consignments

 When you consign artworks out you can specify an artwork that has multiple editions and specify just the editions you want to be included in the consignment. Editions that have been consigned out need to be removed from the consignment document before they can be sold.

Editions and Reports

When conducting Inventory Reports you can choose to display the editions numbers along with the artwork and only those editions that remain in stock will be displayed on the printed report. When exporting inventory it will also only be those editions that remain in stock that will be included.

Editions 2016-12-04T23:29:39+00:00