Simon Clement

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June 2014

The Invoice Component

2014-06-10T11:35:01+10:00

The Invoices/Sales Component

Available only with a Tessera Pro licence

Note: Artworks can also be marked as sold from the Artwork Component without having to raise an invoice. See the Artwork Component for more details.

  1. The Sales Component is where you create invoices, add artworks and other items, and make payments.
  2. Basic Invoice Details
    • Invoice Date The date that appears on the invoice and the date the artwork is considered sold.
    • Invoice ID This is controlled by the settings in Invoice Preferences.
    • Comments Any number of comments can be added and comments can be marked as requiring attention. Comments requiring attention are listed in the  Home screen under the Active Comments report.
    • Invoice Terms are printed on the invoice and can be used for general comments.
    • Sale Location Selling artworks from more than one location? Use this field to mark records accordingly. You can filter Sales Reports by Location.
    • Sold by When security is turned on you can specify who was responsible for the sale.
    • Exchange Rate Enter a foreign exchange rate to be used for this invoice only.
  3. Billing address looked up from from the person’s record. This can be edited. Shipping address can also be included and is only printed if it differs from the Billing Address.
  4. Invoice Tool Bar
    • Add Item Use this to add artworks or other items to this invoice.
    • Add Payment Record payments made against this invoice.
    • Print Print the current invoice.
    • Copy Copy the text details of this invoice so you can email them or format them in another program.
    • Lock/Unlock Invoices can be locked preventing inadvertent alteration. If security is enabled then a password will be require to unlock the invoice.
  5. Line ItemsThis is where items that have been added to an invoice are listed.
    • Use the Sort button to items into order.
    • Cicking the Yes button for information on line items where an amount is payable on sale of the artwork.
    • Delete line item entries.
    • Select a line item for more details.
  6. Payments Use this tab to access fields for entering payment amounts.NewImage

Editing line Items

  1. Select a line item to edit.

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Line Items

  1. If the item being sold is an artwork then the details will appear here. Use the button to view more information with the option to move to editing the artwork itself.
  2. When you add an item to an invoice details are looked up from the related artwork and formatted according to your Preference settings for invoices. Use the > Reset to default button found under the “?” button to restore the contents of this field back to your default settings.
  3. The Artist and the Owner will have been looked up from the artwork at the time you entered this item onto the invoice. If need be you can amend these entries. Alterations to these entries has no effect on the original artwork. Make sure these entries are correct as they will affect sales reports and your history of who sold what and when it was sold.
  4. Details of the edition you chose to connect this entry to when you added this item to the invoice.
  5. Category is also looked up from the artwork at the time of sale. Make sure it’s correct so that reports are accurate.
  6. The retail price is looked up from the artwork but can be altered here without affecting the original artwork price.
  7. Discounts can be whole amounts or a percentage. If you want to discount all items on an invoice you will need to do so on a per item basis.
  8. Tax rates will have been entered based on your Preference settings but can be amended where required.
  9. Quantity can be altered once you’ve entered an item.
  10. Amounts may be payable once an artwork is sold and if you’ve set up an artwork to reflect this then an entry may have been made automatically. You can delete this entry or add additional entries. Select an entry to amend the payable details.

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Amounts Payable

  1. Once you’ve selected a payable amount you can view it’s settings and amend to whom the amount is payable if need be. The only people who appear in this drop-down menu are those marked as Owners in the People Component.
  2. If you are using the percentage to calculate the payable amount then this will be based on the amount this item is sold for as indicated on the line item for the invoice.
  3. Either deduct your gallery percentage from the invoice amount or specify a fixed amount you’d want the payee to receive.
  4. These fields display the result of your settings and you can select whether or not tax is included in the final payable amount.
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Amounts Payable:

  1. Once a payable amount has been added onto a Payment Document you can’t amend the payable amounts and you’ll see this screen instead of the one above.
  2. Use this button to go to the Payment Document. You can remove the item from the Payment Document and return to this screen if you do need to make an adjustment.NewImage

Making Payments

  1. Access the Payment area by using the Payments button..

  2. Use the Add Payment button to add a payment or select an existing line entry to edit it’s details.

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Payment Details

  1. Any number of payments can be added to an invoice and in Preferences you can specify if they are to appear on the invoice. Payments are linked to the client’s file and can be viewed on their Dashboard or reported on in the Reports Component of Tessera.

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The Invoice Component 2014-06-10T11:35:01+10:00

Printing People Details

2018-04-16T17:15:21+10:00

Printing People Records

Printing of client details is managed from the People Component. If you want to print labels then find the people records and export the result which you can then open in a dedicated label program or in a programme such as MS Word that features label printing features.

Printing Records

First find the people records you want to print.

  1. Select Print. Or use keyboard shortcut Cmd-P which is found under the File menu on Desktop devices.

Designing the printed result

This screen allows you to control the details to be printed.

  1. Make selections from this menu from a range of fields including Complete Mailing Address which returns the person’s name and postal address.
  2. Use the Insert button to insert your selection into the template. You can add your own text where required and on desktop devices use the formatting menu to control the typeface design.
  3. Use this button to produce a text document that you can edit and copy for use elsewhere.
  4. Use this button to export the result to a text file. (Exporting records will not maintain any text-formatting you may have applied).

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Printing People Details 2018-04-16T17:15:21+10:00

Lists

2014-06-10T01:19:55+10:00

Lists for managing people records

You can add people to any number of lists. Lists are an ideal to create groups such as VIPs or create lists for emailing.

  1. Start managing Lists from the People Component of Tessera.

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Lists

  1. The List Manager gives you the controls to create lists and manage their content.
  2. Search for lists by name.
  3. Entries for the current person are displayed here.
  4. Click on available lists to add or remove the current person from specific lists.
  5. Make alterations to the mailing address, this can also be managed from the People Edit Screen.

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Features available on the List Manager Screen

  1. Use the All Lists tab to rename and delete lists or mark them as favorites which mean they move to the top of Lists making them easier to select. Also review people on a particular list.

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The Manage List Contents Screen

  1. Select a List to view it’s content on the right side of the screen.
  2. Select individual people to review and edit the Lists they’ve been added to.
  3. Use the Batch feature to move groups of people between Lists or to amalgamate Lists.
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Search Lists

  1. Conduct searches on Lists using the List filter.
  2. Once you’ve found people belonging to selected lists you can export the result or collect emails from the found records.

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Lists 2014-06-10T01:19:55+10:00

Printing Labels

2018-04-16T16:53:20+10:00

Printing Labels

Whether you’re wanting to print labels for artworks or labels for artworks take the following steps. Find the artworks or client details you want to print. For clients you’ll probably want to search for people belonging to particular Lists. For Artworks it might be a collection of artworks that you need labels for.

Once you’ve found the records

  1. Select to print the found collection of artwork or people records.

Select to export the records

  1. From the artwork or people component print screen you’ll be able to export the result.

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 Customise your export

  1. Select exactly the information you want to include on your labels and export the result to a spreadsheet or file format that works with your chosen label printing software.NewImage

Label Software

The most ubiquitous label-printing software would be MicroSoft Word for either Windows or Mac. Extensive templates and help is available to help take your export and format it as you need within this program.

Other ways to find addresses for printing

  1. From the People Component access the List screen.
  2. Select to open the List Manager.
  3. On the  List Manager screen use the Search Lists function to find lists of clients.
  4. Use the Export button.

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Printing Labels 2018-04-16T16:53:20+10:00

2018-10-16T13:16:26+11:00

Tessera 417 October 2018

Tessera 416 August 2018

Tessera 415 May 2018

Tessera 414 April 2018

Tessera 413 November 2017

Tessera 412 November 2017

Tessera 411 October 2017

Tessera 410 September 2017

Tessera 409 May 2017

Tessera 408 April 2017

Tessera 407 April 2017

Tessera 406 April 2017

Tessera 405 March 2017

Tessera 404 January 2017

Tessera 403 December 2016

Tessera 402 November 2016

Tessera 401 November 2016

Tessera 400 November 2016

Tessera 308 August 2015

Tessera 307 April 2015

Tessera 306 January 2015

Tessera 305 January 2015

Tessera 304 September 2014

Tessera 303 August 2014

Tessera 302 June 2014

Tessera 301 May 2014

Tessera 300 April 2014

 

2018-10-16T13:16:26+11:00

Overview of the People Component

2018-04-16T17:01:37+10:00

People Component

This is where all your contacts are entered. Every entry is considered a potential client but only records specifically marked as such are considered to be Artists and/or Owners.

See importing records to understand how you can import your existing clients rom spreadsheets and other sources.

Along with general details the people component can mange the following:

  1. Partner’s Name: Record a partner name and select whether this name is included in the mailing address.
  2. Owners and Artists: Marking people as artists and/or owners means their names will appear in the drop-down menus in artworks when you enter artwork details. Once these details are in use elsewhere in Tessera these checkboxes cannot be unchecked.
  3. Artist Name: If this entry is marked as an Artist and you want the artist’s works to include the name the artist uses to work under then enter it here.
  4. Artist Dates: For galleries recording historical works then this is where the relevant artist birth and death dates are recorded.
  5. Client Files: Any number of electronic documents can be attached to a person’s record.
  6. Websites: Enter websites relevant to this entry and review them from within Tessera.
  7. Extra fields: Use these to record extra data. Use the edit button to amend the titles of these fields.
  8. Lists: Use Lists to enter people on one or more lists which can be used for managing mailing lists etc.
  9. Dashboard: The Dashboard presents the activity for this person throughout Tessera.
  10. Manage a person’s mailing address.

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Dashboard

The Dashboard puts together on one screen this person’s activity throughout Tessera.

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List Manager

Use the List Manager to add clients onto one or more lists. Lists can be used to find groups of clients for emailing or exporting for other actions such as label production.

  1. Make selections from this list to add or remove people from lists.
  2. Use the filter to find particular lists.

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List Manager

  1. Use this tab to rename and delete lists or mark them as favorites which mean they move to the top of Lists making them easier to select.

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Manage List Contents

  1. Select a list to view it’s content.
  2. Select individual people on the list to review and edit the lists they belong to.
  3. Use the Batch feature to move groups of people between lists or to remove groups of people from lists altogether.

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Batch Alterations

Make selections for List A and List B and use the buttons below to make amendments.

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Search Lists

  1. Use the Search Tab to conduct searches on Lists by using the List filter.
  2. Use the Search Lists to select from available lists.
  3. Once you’ve found people belonging to selected lists you can export the result or collect emails from the found people’s records.

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List View for the People Component

  1. The other main screen in the People Component is the List View were many People records can be viewed at once. Use this search feature to find client’s by the first letter of their surname or company.
  2. Sort records.
  3. People who are Artists and Owners indicated here.
  4. Click on a client record to reveal more details.

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Viewing Client Records

Clicking on a client record from the List Screen reveals a dialog box showing a range of details for the current person.

Overview of the People Component 2018-04-16T17:01:37+10:00

Artwork Collections

2018-04-16T15:56:09+10:00

Collections are a way of grouping selections of artworks together. These can then be retrieved for printing or display purposes by searching in Artworks using the dedicated search features on the Artwork Advanced Search screen or from the Collections screen itself.

Artworks can be added to Collections from the Collections Screen or from any of the Artwork Component screens.

Collections vs Consignments

Collections

Collections allow you to create groups of artworks, whether or not those artworks have any stock available. You can add artworks to any number of Collections.

Examples

  • Groups artworks for prospective clients
  • Create separate Collections for themes in your collection such as portraits and landscapes
  • Exhibition lists using the Collection feature lets you specify different prices for artworks then their listed retail price

Consignments

Consignments are used to specifically place artworks in your collection or gallery out to another venue. If artworks are not available then they cannot be placed out on consignment.

Examples

  • Loan artworks from your collection to public institutions
  • Place artworks from your gallery at art fairs
  • Collectors can use consignment documents to place artworks at auction
  • Artists can place artworks on consignment at a gallery

Using Artwork Collections

  1. Use the Home button then the Collections button.
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The Collections Screen

Where existing Collections are listed and new Collections are created.

  1. Create a new collection.
  2. Collections can be marked as Public. Public collections are designed to allow clients to view a collection without access to other components of Tessera. Use this button to enter the Public Collection screen.
  3. Use the filters to restrict the number of displayed Collections
  4. Access existing collections by clicking on the relevant Collections button,
  5. Collection Categories  an be created and Collections can be added to these categories. This makes it easy to search and filter Collections into particular categories. This way you search and find all Collections that are exhibitions for example.
  6. Indicator showing if this Collection is private or public.

 

Individual Collection Management

  1. Give the Collection a suitable title.
  2. If need be assign the Collection to a Collection Category.
  3. Specify if this is a Private or a Public Collection. Public Collections are accessed from the Main Collections Screen and are designed to allow clients to access selected Collections for viewing purposes only.
  4. Add general comments.
  5. Leave this screen and view the artworks in the Artwork Component.
  6. Use the Artwork Print and Export screen with the artworks in this Collection.
  7. Copy the text details of this Collection to the Clipboard.
  8. Remove all artworks and then delete this Collection.
  9. Use this button to add any number of artworks to a Collection.

Collection Management Line Items

  1. Click here to open the Artwork Dashboard for this artwork.
  2. Entries can be given numbers most often used as Catalogue numbers when using a Collection as a way to create a catalogue of artworks. Collections are always sorted by this number.
  3. This field is automatically populated with the retail price but this can be altered to any value without effecting the original artwork retail price. This allows creation of collections to be used as catalogues of artworks where the price remains as a record of the price at the time of the catalogue creation.
  4. If required you can specify a quantity. This has ne effect on actual artwork stock levels.
  5. Use this button to access features that allow easy numbering of the number field.
  6. Remove this artwork collection entry.

Public Collections and Security

  1. Public collections are designed for clients to browse. Clients only have access to the public collections and need a password to exit the Public Collections Feature. Note: Security should be enabled in Tessera for this feature to work as expected.

Caution: If security is not enabled clients will be able to exit the public collections screen and access the other components of Tessera.

When Security is enabled you can open the Public Collections page and give your client access to your iPad or laptop or allow them to access Tessera as a guest. They will be able to browse the public Collections but will not be able to leave the Public Collection area without entering the current users password. Preventing them from access other areas of Tessera.

Public collections over the internet

If you’re hosting Tessera using FileMaker Pro Server then you can enable webdirect. This feature of FileMaker Pro Server allows a client using most browsers to access Tessera. With Security enabled in Tessera they will be able to log in to Tessera use the “Guest” button. The Guest button is enabled from within security. Using the Guest button takes the client to the Public Collections screen where they can browse the collections available as they would any webpage.

Accessing Collections from the Artwork Component

  1. From any of the Artwork Component Screen click on the Collection icon to open the Collection Screen. This icon is highlighted when the current artwork has been added to one or more Collections.

Artwork Dashboard Collections Screen

  1. Clicking on the Collection icon opens the Artwork Dashboard for the current artwork on the Collections Screen where all available Collections are listed.
  2. Number of artworks in this Collection.
  3. Use this button for the option to display all artworks in selected Collection on the Artwork Component List screen. This makes it an easy way to find and display artworks in a Collection.
  4. Search for Collections.
  5. Items in Collections can be numbered and numbers can be added and edited from this screen.
  6. Click on Collection title to review all artworks in Collection.
  7. Remove artwork from Collection.
  8. Open Collection Manager to create and manage Collections.

Artwork Collections 2018-04-16T15:56:09+10:00

Artwork Documents

2018-04-14T11:29:32+10:00
  1. This feature allows you add documents to artwork records. A wide range of documents can be added from word processor documents, PDFs, videos or additional photographs. The Artwork Files field shows the nuber of documents currently attached to the current artwork.

Artwork File Control

Add any number of documents to your artwork. Use the buttons provided to preview details of the document, alter the title of the document or save it to a new location on your Desktop device.

Artwork Documents 2018-04-14T11:29:32+10:00

May 2014

Version 302 New Features

2014-05-30T07:07:07+10:00

Version 302

Update Reports+ Screen

The Reports+ screen has been updated with reports moved to a separate screen. There is also a dedicated screen for managing consignments and for payables. Payables are items that require payment once an artwork has been sold

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Consigning Artworks

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To create a consignment document the user enters the consignment screen and creates a new consignment document and adds artworks to the document.

This approach allows an artwork to be included on one or more consignment documents.

Consigned documents:

Can be marked as having been consigned In or Out.

Can be marked as Active or Inactive.  Artworks on inactive consignment documents are not considered to be consigned. This allows consignment documents to be stored as a reference without effecting the current consignment level.

Artworks placed on consignment are considered to still be in stock and will be included in inventory reports.

On the artwork Edit Screen the number of artworks consigned is displayed (1) and details of the consignments the artworks are included in is displayed.

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Payables

The Payables screen allows users to create documents and attach payable amounts.

Only amounts with an amount outstanding can be added to the document.

Feature included that allows you to review the amounts outstanding for one person or all people.

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Adding Artworks to Invoices

 The dialog presented when you add an artwork to an invoice has been expanded and now allows you to specify the number of items you want to add as well as allowing you to preview and amounts payable once this item has been added to the invoice.

Auto Display

Once your search criteria has found one artwork that matches your search criteria you are automatically presented with the Add To Invoice dialog helping speed data entry.

Version 302 New Features 2014-05-30T07:07:07+10:00

Version 301 New Features

2014-05-13T04:14:22+10:00

Version 301

Info Buttons

Found on Artwork screens and on Sales and Inventory reports Info buttons (1) give access to an extensive range of artwork details and in the Artwork Component allow the user to view and move to other artworks by the same artist.

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Preview Invoices

A button (1) has been added to the invoice screen so that invoices can be previewed from Desktop devices.

When previewing invoices controls have been added to allow moving backwards and forwards through multiple page documents.

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Adding artworks to invoices

When adding an item to an invoice you are now presented with the option to review details of the artwork before adding it to the invoice. Because Location and Status field entries are often altered after a sale you can now manage these artwork fields at this time (1).

A Price field, and where applicable an Edition field, are also available so these details can be amended if need be. (2). If the artwork is in a multiple edition then you will be presented with a blank edition field, if the artwork is a single edition then the field will be populated with the relevant edition number. (Altering these fields at this time has no effect on the artwork price or edition number).

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Editions

Edition options have been expanded. Now you mark and artwork as either belonging to a single or a multiple edition. Single Edition artworks have a field for the edition number. Multiple editions have no field available and you will be prompted when adding the edition to an invoice for the relevant edition number.

Consignments

The consignment feature in Tessera 3.0 has been removed while a better way to manage consignments is considered.

Currently the recommended approach is to mark the Status field to a value such as Consignement xxx where xxx is the name of the location you’re consigning the artworks to or from.

You can then produce an inventory report filtered by Status.

Alternatively you can create an invoice and add the consigned artworks. This will reduce your inventory totals.

New Sales and Inventory Report settings

Sales and inventory reports now feature settings screens that allow you to control the details to be included on reports.

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New Artworks

For new artworks the automatically entered ID number can be edited without altering the Preference settings. This means you can alter the ID for an artwork and the next new artwork created will be the next ID as set in Preferences. This allows the user to add an ID that may be out of sequence for artworks you’re entering without having to alter the Preference setting.

Fixes

Amendments to the new artwork screen so that features work as expected.

 

 

 

Version 301 New Features 2014-05-13T04:14:22+10:00