Simon Clement

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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).

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 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.

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.






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.

January 2015

Version 305 New Features


Amendment and alterations to how the Custom fields are accessed and used throughout Tessera.

Users can now select custom fields by name when using them in templates for printing or when they want to include them on artwork details screens.

The Artwork View screen now allows the user to specify the details that appear on that screen.

The Collections feature has been expanded and improved so that users can view details on collections on most screens.


October 2014

Reports: Purchase Report


Purchase Report

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.

  1. If you want to add more stock you access the stock management screen from the Artwork Edit screen.


Adding stock and a purchase price

  1. 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.
  2. Here you can see the calculation used to show the remaining artworks in stock. .
  3. To add additional stock use the Add Stock button.


Entering Stock Details

  1. Enter the actual date of entry as this will be used in the Purchase Report.
  2. General comments for your use
  3. Add the amount for the individual price for this artwork
  4. For regions where prices are inclusive of tax
  5. Tax rates will have automatically been entered from Tessera Preferences
  6. Where need be you can edit the tax amount manually
  7. Enter the number of item to add


Reporting on these amounts paid for stock

  1. Access the Purchase Report from the Home Screen.



Purchase Report Features

  1. Control what artworks are displayed by entering a date range into the date filter.
  2. Select individual items for the option to return to the artwork to edit stock details.