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Add Artwork & Advances help

← Cataloguing
Includes: Adding artworks, editions and Advance payments

Tip:Automating the resizing of images, this help link can save a lot of time preparing images for SAM

Add new artwork – including drop down lists and adding photo

  1. Go to: [Catalogue] > select [Add Artwork & Advances]
  2. Click [+] at the bottom left of the grid to enter a new artwork
  3. Type at least three letters to search artist names – then select
  4. Leave (or amend) catalogue number (SAM will recall last number used)
  5. Select category
  6. Either type at least three letters to search Sizes – then select, or add your own (not recommended with Price manager)
  7. Check [Purchase] – if the art centre is to buy the work from the artist
    • If purchasing then enter a purchase price after checking [Purchase] box
  8. Enter a sale amount (SalesFactor of 1 price)
  9. Then enter Title and Story details, these are editable here
  10. Web active [Web] if work is to go online (sale amount must be entered)
  11. Insert image: click [+] , browse, select, edit and add image, wait
  12. Click [Save] – this means that the data is secure – but that the works are not active yet
  13. Click [Activate] when you are ready for these works to be available in SAM

Add artwork editions

Tip: Cataloguing editions uses the same initial cataloguing process as a standard artwork
Tip: The format for cataloguing editions should be set in [Admin] > [Catalog No. Format]
  1. Go to: [Catalogue] > select [Add Artwork & Advances]  
  2. Click [+] at the bottom left of the grid to enter a new artwork
  3. Type at least three letters to search artist names – then select
  4. Leave (or amend) catalogue number (SAM will recall last number used)
  5. Select Edition category, then enter details (Edition categories are special categories)
  6. Either type at least three letters to search Sizes – then select, or add your own (not recommended with Price manager)
  7. Check [Purchase] – if the art centre is to buy the work from the artist
    • If purchasing then enter a purchase price after checking [Purchase] box
  8. Enter a sale amount (SalesFactor of 1 price)
  9. Then enter Title and Story details, these are editable here
  10. Select web active [Web] if the work is to go online (sale amount must be entered)
  11. Insert image: click [+], browse, select, edit and add image, wait
  12. Click [Save] – this means that the data is secure – but that the works are not active yet, but also now you can add the Edition part
  13. Click the [E] icon at the end of the line of the Saved draft artwork
    1. Enter the Total number of the edition
    2. Choose one of the following:
    3. Click [OK]. This will auto save to draft
      • Range: if you are cataloguing less works than the total edition
      • Even: if you are cataloguing all the even numbered works
      • Odd: if you are cataloguing all the odd numbered works
      • All: whole edition
  14. Click [Activate] when you are ready for these works to be available in SAM


Add Advances

  1. Go to: [Catalogue] > select [Add Artwork & Advances]  
  2. Click [+] at the bottom leftof the lower grid to enter a new advance
  3. Type at least three letters to search artist names – then select
  4. Select date
  5. Either type at least one letter to search pre-set details or type your own
  6. Enter a pay amount
  7. Click [Save] – this means that the data is secure – but that the advances are not active yet
  8. Repeat steps 2 - 7 for each other advance
  9. Click [Activate] when you are ready for these advances and you will be prompted to enter a Cheque No/reference
  10. Click [Confirm Payments] to activate advances

Deleting items from either Artworks or Advances

  1. Go to: [Catalogue] > select [Add Artwork & Advances]  
  2. Click [-] at the end of the line of the item you wish to delete
  3. Click [Save] or [Activate]

Print tags and add tags

  1. Click on [Print tags] to see all tags to be printed
  2. Print the tags
  3. Once all tags are printed correctly then click [Remove Tags], this will reset the tags list to 0, ready for new work

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