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.

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 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.

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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.

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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.

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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.

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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.

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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.