Artwork Tab

Main Menu > Products > Artwork tab

Allows for recording of details listed below.

Products Artwork Tab Explained

Artist Field

A dropdown list of artists currently listed in your database. Names are sorted alphabetically.
Use the New Artist button to enter new names to appear in the menu. It is recommended that you be consistent in the entry of names or an artist may appear twice, e.g. Evelyn Ward or Ward, Evelyn. Use the Edit Artists button to modify names listed incorrectly.

(Limited) Edition # Field

Use for Limited Edition prints. Enter as a pair of numbers separated by a slash character, i.e. 145/5000 .
See also: Duplicate a Limited Edition Item

Note: Products with an Edition # have the option of being deleted from inventory when sold because they are one of a kind and cannot be reordered. To keep this item in inventory after it is sold, unmark the Delete box.

Date of Art Field

A text field which allows more options for entering the date: numbers DD/MM/YYYY, letters Nov. 1986 , or year 1890 , etc.

Condition Field

Condition of the artwork can be selected from the pop-up menu or typed into the field directly.
When artwork is imported into the Work Order, the condition field is automatically entered as well.
Condition items can be changed using Edit… at the bottom of the list. To enter a condition which you do not want in the list, click on the Condition field, then click above the pop-up menu back into the field and type in your entry.

Size Field

The overall size of the artwork as printed on the Certificate of Authenticity.

Subject Fields

Subject1 is set to define the style of artwork, e.g. Abstract, Portrait, Still Life, etc.
Subject2 is set to define the subject of the artwork, e.g. Children, Landscape, Pets, etc.
Subject1 and Subject2 have been designed to offer you another way to search for art for a customer.
Use the Edit… feature to modify the menu options.

Medium Field

A pop-up menu of pre-entered items to select from, e.g. Acrylic, Oil, etc.
Use the Edit… feature to modify the menu options.

Ground Field

A pop-up menu of pre-entered items to select from, e.g. on Paper, on Canvas, etc. and is usually used in conjunction with the Mediumfield.
Use the Edit… feature to modify the menu options.

Artwork Sizing

Size / Dimension Fields

Use to record the dimensions (Width and Height fields) of the artwork: the pre-entered amounts will be automatically imported onto the Work Order and can save time and increase accuracy.
Enter the Width and Height of the image (or opening of the mat if it is to overlap the image) as a whole number and fraction. Decimals are not recommended.
Use the White Space (below) feature to enter the amount of white to appear around a Limited Edition print.

Media Margin Fields

Use to indicate the amount of space between the edge of the image and the edge of the paper (medium).
Enter the amount as a whole number and fraction. The letter T stands for top, R for right, etc. These fields are most helpful with Limited Edition prints to ensure that the frame is larger than the print.
If selected in the Main Menu > Work Order Options > Check paper size for L/E prints, a message appears to alert you when the frame size is smaller than the artwork.

White Space Field

White Space is defined as the amount of media to be shown between the image and the mat opening.
There are two fields, Top/Sides and Bottom, to accommodate the extra space needed for some signatures; with pop-up menus for easy selection of common sizes.
Use Edit… to modify the menu options and Other… to enter an amount just for this record.

Related Work Order Field

The Work Order number associated with this item.
If the item is artwork which has been framed in the Work Order file and updated back to a product, then that Work Order number appears in the box. The adjacent Go button takes you directly to the Work Order file and displays the Work Order identified in the Related WO field.

Certificate of Authenticity Checkbox

Use to indicate that a certificate is available for the artwork shown.

Title or Desc (for Certificate) Field

Automatically filled when you enter the Title or Description field when creating the Product item.
Can be modified without affecting the other one. The entry in this field only appears on the printed Certificate of Authenticity.

Authorship Field

The artist's name.

Signature

If an artist’s signature is present on the work, note it here.

Publisher

The company who produced the edition, where applicable.

Literature

If you have accompanying printed information from the publisher concerning this art, note it here, i.e. booklet

Registration #

As provided by publisher, where applicable.

Artwork Tab Buttons

Where to find? In a column to the far left of the Artwork tab area.

New Artist Button

In the dialog box, enter the name of a new artist and click OK.
The active tab switches from Artwork to Pricing. You must choose a product Category to complete the record.
The new artist is automatically entered into the record you were in when you clicked the New Artist button. Also, the new artist’s name will be added to the pop-up menu in the Artist field.

Edit Artists Button

Edit Artists button displays a list of artists with a Delete button and Edit Spelling button beside each entry.
An artist's name may repeat several times; one for each item in the Product file and one for each Contact the artist is linked to. Do not try to delete these 'extras'; doing so removes all.

Duplicate Series Button

Use to automatically create a series of records for a particular Limited Edition print.
Before using this feature: Enter as much information as possible about the print and the first edition number of the series, e.g. 100/5000 before using the Duplicate Series button.
When clicked, a dialog box requests the last number in your series, e.g. 125/5000. The record is then duplicated with the edition number increasing by increments of one until the last number in the series is reached.

Tip: If the edition numbers of your prints are not in numeric sequence, then you can still use this feature.

Enter your first print (e.g. Edition# 100/5000) then calculate the number of records you need (e.g. 25). Click Duplicate Series and enter the last edition number as the edition number plus number of prints (e.g. 100 + 25 = 125/5000)

Once all the records are created, you can go to each record in the list view and change the edition number (e.g. 100/5000, 104/5000, 111/5000).

Print Title Labels Button

Prints out a label for attaching to a retail product. Suitable for all retail items. The printed label shows: product name, artist name, cost and bar code (optional).
See: Title Labels

Certificate of Authenticity Button

Displays a product-specific certificate which you may print.
All relevant information from the Product is imported; other fields can be filled in manually. Information entered is saved when leaving the screen.

Frame This Art Button

Use to move this piece of art onto a newly created Work Order, automatically transferring the cost, image size, media margins, white space and other related information.