SAM - Help Contents

SAM - General

SAM overview, requirements and updates

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
Tips: The following video gives you a general look at SAM, note that all forms have a [help] button which will give you help relating to that page.

What are the system requirements for SAM?

  • SAM is designed with the latest web technologies, so the latest web browsers are required.
  • FireFox 8+
  • Internet Explorer 9+
  • Chrome
  • Safari
  • YouTube video's are used in the help
  • JavaScript and Cookies should be enabled on your choosen browser (this is normally the default setting).
  • PageSetup of your browser should have all Headers and Footers set to -none-, this keeps your reports clear of unwanted text
  • Automating the resizing of images, this help link can save a lot of time preparing images for SAM
  • (optional) Adobe Flash player is required to use one of the reporting views.

What to do when SAM has an update?

  • SAM uses update methods that trick your browser into getting the latest version when it’s out, but sometimes if there are issues just logout and back in, this will tell your computer to clean up the cookies and get fresh ones

SAM - Artists

Tip: words in [] like [save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions. Hitting 'enter' or 'return' on the keyboard does the same thing.

Search

  1. Go to: [Search] > select [Search Artists]
  2. Either select an artist by scrolling through the list, or enter a minimum of 3 letters to search, and hit {Enter}, then select the artist
  3. No need to refresh between searches
  4. You can reverse the order, by clicking on the header of any column
Tip: All drop down lists besides Community can be updated through Admin at the menu.
NB: Country, Father and Mother Country, Birth Place and Outstation all use the same list 'Locations' in Admin.

Adding a new artist, or adding/editing an artist’s photo

  1. Go to: [Catalogue] > select [Add Artist]
  2. Or
  3. Go to: [Search] > select [Search Artists] and click [+] at the bottom left of the grid to add a new artist 
  4. Minimum details are first name, surname, DOB, gender, suburb (enter first three letters to trigger a search)
  5. Enter other details – as many as possible
  6. To add/change a photo of the Artist click [Change] to insert (and edit)
  7. Click [Save]

Editing artists: new photo, changed and new details

  1. Go to: [Search] > select [Search Artists]. Either select an artist, by scrolling or enter a minimum of 3 letters to search, and hit {enter}, then select the artist
  2. Click [Edit]
  3. Make changes, or add information
  4. To amend a photo of the Artist click [Change] to insert (and edit)
  5. Click [Save]

Artworks: browse or edit artworks by a selected artist

  1. Go to: [Search] > select [Search Artists]. Either select an artist by scrolling through the list, or enter a minimum of 3 letters to search, and hit {Enter}, then select the artist
  2. All artworks are listed. List can be sorted by any category – click the column header (list order can be reversed by clicking again)
  3. Click on the required artwork. (this takes you to a different section of SAM where you can manage and edit artworks)
  4. Click {back} to return to 'Artists’ page and Artworks list

Artists’ Biographies, including print and email

  1. Go to: [Search] > select [Search Artists] and select an artist, then hit {enter}
  2. Click [Biography], this will open the artist’s biography. You can then [Print] or [Save As] to export the biography in a range of formats
  3. Click [Email Biography]
  4. Enter email details, click [Submit]

Deleting Artists

  1. Go to: [Search] > select [Search Artists] and select an artist, then hit {enter}
  2. Click [Delete], this will ask you to confirm the delete. (You should not delete artists that have artworks or payments)

SAM - Artists history pages

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Add and Edit Commissions/Mediums/Themes/etc

  1. Go to: [Catalogue] > select [Add Artist History >>] > [Commissions/Mediums/Themes/etc]
  2. Click [+] at the bottom left of the grid to enter a new Commissions/Mediums/Themes/etc
  3. Click [Save]

Deleting Commissions/Mediums/Themes/etc

  1. Go to: [Catalogue] > select [Add Artist History >>] > [Commissions/Mediums/Themes/etc]
  2. Click [-] at the end of the line item in the grid you wish to delete
  3. Click [Save]

SAM - Cataloguing

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
Tip:Automating the resizing of images, this help link can save a lot of time preparing images for SAM

Add new work – including drop down lists and adding photo

  1. Go to: [Catalogue] > select [Add Artwork/Add Artwork (Medium)]
  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 Narrative 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] > [Catalogue No. Format]
  1. Go to: [Catalogue] > select [Add Artwork/Add Artwork (Medium)]
  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 Narrative 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 new work collaboration

Tip: We recommend adding collaboration works by cataloguing the work repeatedly for each artist participant and adding a defining letter at the end of the same catalogue number
  1. Go to: [Catalogue] > select [Add Artwork/Add Artwork (Medium)]
  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 Narrative 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 the [C] icon at the end of the line.
    1. Enter the total sale price of the work
    2. The first artists will already be in the list, add the other artists of the collaboration
    3. For each artist enter the percentage of the work done eg. 40% = 0.4
    4. Click [OK]. This will add the extra artists for you and then auto save to draft
  14. Click [Activate] when you are ready for these works to be available in SAM

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 works

SAM - Cataloguing & Advances

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Add new work – 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 Narrative 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] > [Catalogue No. Format]
  1. Go to: [Catalogue] > select [Artwork]
  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 Narrative 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 left of 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 works

SAM - Artworks

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Finding and editing artworks

  1. Go to: [Catalogue] >, select [Artworks Maintenance]
  2. In the Catalogue No field, enter at least three numbers, then select the required artwork
  3. Click [Edit] to add new or amend data
  4. To change or add an image click the [+] at the bottom of the Artwork Images box in the centre of the page, click [+] next to the image, then choose your image and wait for it to finish uploading.
  5. Click [Save]

Print and email certificate

  1. To print a certificate, click [Certificate], let it load, then select the output (print, pdf, export etc)

Deleting

Tip: You can only delete unsold and un-consigned artworks
  1. Find the work you wish to delete
  2. Click [Delete] to remove an artwork
  3. Confirm delete when the alert pops up

SAM - Products

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
Tip: quantity is updated on every transaction involving the product, on completion of stocktake or by adding product stocks in Products Adjust Stock page
Tip: to add products for the first time you will need to add some categories to attach the products to.
Tip: You can't adjust stock while in the middle of a stocktake.

Adding a new product

  1. Go to: [Catalogue] > [Add Product]
  2. Click [+] at the bottom left corner of the Products grid
  3. Select a Category
  4. Type in a description for the product
  5. To select a supplier, enter a minimum of 3 letters, then hit {enter}, or scroll through the list
  6. Enter the price (must be a decimal value)
  7. Click [Pencil] under Adjust column, to add the quantity of a product. and a pop-up window will come up
  8. Enter the new quantity in stock for selected product
  9. Click [Add Product Stock]
  10. To continue adding more products repeat steps 2-9
  11. Click [Save]

Editing a product

  1. Go to: [Catalogue] > [Add Product]
  2. Or
  3. Go to: [Search] > [Search Products]
  4. Select the product you wish to edit
  5. Make changes and/or add information
  6. Click [Save]

Searching for product stock history

  1. Go to: [Search] > [Search Products]
  2. Click in the [magnifying glass] under History column and a pop-up window will come up with the most recent changes in stock for the product.
  3. Click [SaveClick [Print]]

Adding a new category

  1. Open [Admin] > [Accounts and Category Setup] on another tab/window
    • Hold down {Ctrl} (new tab} or {Shift} (new window) and then click on the [Admin] link
    Or
    • {Right-click} the link to Admin
    • Select [Open link in new Tab/Window]
  2. See [Help] on how to add a new category
  3. Add a new category
  4. Close the [Accounts General] window/tab
  5. Go back to the [Products] window and refresh the page - hit {f5} or click the refresh button on your browser

SAM - Customers

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
NB: GCR = Gallery commission rate, which is the rate which the gallery will charge for selling the works

Search

  1. Go to: [Search] > select [Customers]
  2. Enter a minimum of 3 letters, then hit {enter}, or scroll through the list
  3. Select a customer by clicking once (or click {back} to return)
  4. Selecting a customer takes you to: Home > Customers > Customer maintenance
  5. Click [Edit] to add new, or amend data, then click [Save]

Adding

  1. Go to: [Sales] > select [Add Customer]
  2. Enter new data: minimum data is: name, address, phone
  3. Click [Save]

Deleting

NB: Only customers with no history can be deleted, if you get an error on deleting its because of history
  1. Go to: [Search] >, select [Search Customers]
  2. Enter a minimum of 3 letters, then hit {enter}, or scroll through the list
  3. Select the customer you wish to delete
  4. Click [Delete] to remove
  5. Confirm the delete when the alert pops up

SAM - Invoices

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
Transaction Detail explaination:

Add Invoice sale: including different categories and status of items. Change and manage commission rates

  1. Go to: [Sales] > select [Add Sales]
    • Invoice is used when no payment is received and the artwork is taken by the customer.
  2. Select a customer (type min. of 3 letters and then select)
  3. Select [Invoice]
  4. Select Sale Type
  5. Change the default Commission if required (this can be changed on a item by item basis)
  6. Click [+] at the bottom left of the grid
  7. Type in Item (Catalogue Number) - min of three characters to search
  8. Enter Sale Price (and any discount, if applicable)
  9. For stock items (anything owned by the art centre), select from the categories available, and any other details
  10. Click [Save]
  11. Click [Print] if needed.

Make Payment of an Invoice

Tip: this function allows money to be received against an invoice, without the artists’ account recording any income. Used where no payment was received at the time of sale, but some payment has now been received.this function allows money to be received against an invoice, without the artists’ account recording any income. Used where no payment was received at the time of sale, but some payment has now been received.
  1. Go to: [Search] >, select [Search & Pay Sales]
  2. Select a customer, or search(min. of 3 letters press enter and then select) in the 'Sales' grid
  3. Filter selecting [All/Invoice/Lay-by] and/or clicking [Show Owing]
  4. Select the checkbox next to the sale for which payment has been received
  5. Move to the ‘Payments’ grid (on the right), click [+] at the bottom left of the grid then enter the payment details
  6. Click [Save]
  7. Click {back} to return to 'Search & Pay Sales’ page

Turning an Consignment into an Invoice

  1. Go to: [Sales], select [Add Sales]
  2. Click: [Select Consigned]
  3. Search through either the reference number or the customer name, then press {Enter}
  4. Click the correct Consignment from the list
  5. Select [Invoice]
  6. Modify any of the sale details
    • If you need to delete an item, click [-] at the end of the line
  7. Click [Save]

Edit Invoice

  1. Go to: [Search] > select [Search & Pay Sales]
  2. Select a customer, or search (enter a minimum of 3 letters, press enter and then select) from the list in the 'Sales' grid
  3. Filter selecting [All/Receipt/Invoice/Lay-by] and/or clicking [Show Owing/Show All]
  4. Click the customer/sale
  5. Click [Edit]
  6. Modify any of the sale details
    • If you need to delete an item, click [-] at the end of the line
  7. Once Edit has been completed, Click [Save]

Print and/or email invoice, including a batch of certificates

  1. This can be done after any save action; otherwise
  2. Go to: [Search] >, select [Search & Pay Sales]
  3. Select a customer, or search(min. of 3 letters press enter and then select) in the 'Sales' grid
  4. Filter selecting [All/Receipt/Invoice/Lay-by] and/or clicking [Show Owing/Show All]
  5. Click the customer/sale
  6. Click the desired report
  7. Once loaded, [Print] or [Save] as required

SAM - Receipts

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
Transaction Detail explaination:

Add Receipt sale: including different categories and status of items. Change and manage commission rates

  1. Go to: [Sales] > select [Add Sales]
    • Receipt is used when full payment is received and the artwork is taken by the customer
  2. Select a customer (enter a minimum of 3 letters, then select from the list)
  3. Select [Receipt]
  4. Select sale type, if required
  5. Change the default Commission if required (this can be changed on a item by item basis)
  6. Choose the correct Payment method
  7. Click [+] at the bottom left of the grid
  8. Type in catalogue number (min of three characters to search)
  9. Enter sale price (and any discount, if applicable)
  10. For stock items (anything owned by the art ctr), type the product name or choose from the categories available, and add any other details
  11. Click [Save]
  12. Click [Print] if needed.

Turning an Consignment into an Receipt

  1. Go to: [Sales] > select [Add Sales]
  2. Click: [Select Consigned]
  3. Enter either the Ref number or some of the customer name, then press {enter}
  4. Click the correct Consignment from the list
  5. Select [Receipt]
  6. Modify any of the sale detils
    • If you need to delete an item, click [-] at the end of the line
  7. Click [Save]

Edit Receipt

  1. Go to: [Search] > select [Search & Pay Sales]
  2. Select a customer, or search(min. of 3 letters press enter and then select) in the 'Sales' grid
  3. Filter selecting [All/Receipt/Invoice/Lay-by] and/or clicking [Show Owing / Show All]
  4. Click the customer/sale
  5. Click [Edit]
  6. Modify any of the sale details
    • If you need to delete an item, click [-] at the end of the line
  7. Once editing is completed, click [Save]

Print and email Receipts, including a batch of certificates

  1. This can be done after any save action, otherwise
  2. Go to: [Search] > select [Search & Pay Sales]
  3. Select a customer, or search(min. of 3 letters press enter and then select) in the 'Sales' grid
  4. Filter selecting [All/Receipt/Invoice/Lay-by] and/or clicking [Show Owing / Show All]
  5. Click the customer/sale
  6. Click the desired report
  7. Once loaded, [Print] or [Save] as required

SAM - Lay-bys

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
Transaction Detail explaination:

Add Lay-by: including different categories and status of items. Change and manage commission rates

  1. Go to: [Sales], select [Add Sales]
    • Lay-by is used when no payment is received and the artwork is not taken by the customer.
  2. Select a customer (type min. of 3 letters and then select)
  3. Select [Lay-by]
  4. Select sale type
  5. Change the default Commission if required (this can be changed on a item by item basis)
  6. Click [+] at the bottom left of the grid
  7. Type in catalogue number (enter minimum of three characters to search, then select from the list)
  8. Enter sale price (and any discount, if applicable)
  9. For stock items (anything owned by the art ctr), type the product name or choose from the categories available, and add any other details
  10. Click [Save]
  11. Click [Print] if needed.

Make Payment on a Lay-by

Tip: this function allows money to be received against a lay-by, without the artists’ account recording any income. Used where no payment was received at the time of sale, but some payment has now been received
  1. Go to: [Search] >, select [Search & Pay Sales]
  2. Select a customer, or search(min. of 3 letters press enter and then select) in the 'Sales' grid
  3. Filter selecting [All/Invoice/Lay-by] and/or clicking [Show Owing]
  4. Check the box next to the sale for which payment has been received
  5. Move to the ‘Payments’ grid, click [+] at the bottom left of the grid then enter the payment details
  6. Click [Save]

Edit Lay-by

  1. Go to: [Search] >, select [Search & Pay Sales]
  2. Select a customer, or search(min. of 3 letters press enter and then select) in the 'Sales' grid
  3. Filter selecting [All/Receipt/Invoice/Lay-by] and/or clicking [Show Owing / Show All]
  4. Click the customer/sale
  5. Click [Edit]
  6. Modify any of the sale details
    • If you need to delete an item, click [-] at the end of the line
  7. Once Edit has been completed, Click [Save]

Print and email Lay-by, including a batch of certificates

  1. This can be done after any save action, otherwise
  2. Go to: [Search] >, select [Search & Pay Sales]
  3. Select a customer, or search(min. of 3 letters press enter and then select) in the 'Sales' grid
  4. Filter selecting [All/Receipt/Invoice/Lay-by] and/or clicking [Show Owing / Show All]
  5. Click the customer/sale
  6. Click the desired report
  7. Once loaded, [Print] or [Save] as required

SAM - Credit Memo

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

What is Credit Memo and how should it be used?

  • Credit Memo is used for crediting and returning a sale that has been exported, we don't allow credits of non exported sales this stops users editing the sale that was credited. Also sales have to be fully paid beforehand (Invoices and Lay-bys).
    • All items will be returned to stock
    • Artists and Art Centre accounts will be debited to reflect the reversal of the sale
    • Transaction information will be exported

Add a Credit Memo

  • Go to: [Sales], select [Add Credit Memo]
  • Click [Transaction]
  • Choose the export date of the sale that is to be credited
  • Select the sale
  • Delete any sale items that are not being returned or credited
    • If you need to delete an item, click [-] at the end of the line
  • Click [Save]

SAM - Consignments

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
Terms: Commission rate (C. Rate) is the art centre commission rate, what the art centre takes on sale price. eg. $1500 Sale with 0.4 (40%) C.Rate will mean a commission of $600
Terms: Gallery Commission rate (G.C.R) is the commission rate that the gallery will take off the RRP. eg. $420 sale with a 0.3 (30%) G.C.R will give you a RRP of $600
Transaction Detail explaination: (when in consignment the below is only recorded for the later sale, none of this actually happens)

Add new Consignments

  1. Go to: [Consign]
  2. Select a customer by scrolling through the list, or search (enter a minimum of 3 letters and then hit [Enter]) in the ‘Search’ window – then select the customer (or further refine the search)
  3. Change the default Commission if required (this can also be changed on a item by item basis)
  4. Change the default Commission if required (this can be changed on a item by item basis)
  5. Click [+] at the bottom left of the grid
  6. Type in catalogue number (minimum of three characters to search)
  7. Enter the RRP (recommended retail price)
  8. For stock items (anything owned by the art ctr), type the product name or choose from the categories available, and add any other details
  9. Click [Save]
  10. Click [Print] if needed.

Edit Consignment

NB: When editing a consignment and checking the returned box for each artwork you will also return the works
  1. Go to: [Search], select [Search Consignments]
  2. Select a customer by scrolling through the list, or search (enter a minimum of 3 letters and then hit [Enter]) in the ‘Search’ window – then select the customer (or further refine the search)
  3. Click [Edit]
  4. Modify any of the sale details
    • If you need to delete an item, click [-] at the end of the line
  5. Once edit has been completed, click [Save]

Print and email Consignments

  1. This can be done after any [Save] action, otherwise
  2. Go to: [Search], select [Search Consignments]
  3. Select a customer by scrolling through the list, or search (enter a minimum of 3 letters and then hit [Enter]) in the ‘Search’ window – then select the customer (or further refine the search)
  4. Select the required report
  5. Once loaded, hit [Print] or save in the required report

Consignment Returns

NB: There are 2 ways to return artworks, the below section explains the first and also edit a consignment and check the returned box for each artwork
  1. Go to: [Consign], select [Consignment Returns]
  2. Click [+] which is at the bottom left
  3. Enter a minimum of 3 characters of the catalog number and select the correct found one
  4. Add notes if need to, these will be added to the Artwork Notes as 'CR: notes'
  5. Keep repeating steps 2-4 for works you all the works you wish to return
  6. Once all works are entered click [Save]

SAM - Search

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Search Methods

  1. Go to [Search]
  2. Enter the type of information you wish to search in any or all of the following fields
  3. A minimum of one character is required to start a search:
    • Catalogue No (any part of the catalogue number)
    • Title
    • Artist (any part of their name)
    • Story
    • Size/Medium
  4. Select a specific Category if required
  5. Adjust the Sale Price range
  6. Choose the Status, if required
  7. Click [Search]
  8. You can change the number of artworks displayed on the page by changing the dropdown list at the bottom of the grid
  9. You can sort the results by clicking the column header(and clicking again to reverse the order)

Quick reports from Search

  1. Use the above Search method to find the works you wish to report on
  2. Select the works you would like to report on by checking the far right box next to the work
  3. You will see once you select a few works that a [Selected] button appears
  4. Once you have repeated steps 1-2 for all the works you can click [Selected]
  5. Choose the report that best fits your needs

WebActive updating

  1. Select the works you would like to change its WebActive status by checking the far right box next to the work
  2. Then click [+WA] to make WebActibe or click [-WA] to remove WebActive
  3. It will ask you to confirm

SAM - Artwork Promotion

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Adding Promotion

  1. Using [Search] find the works you wish to promote
  2. On the right side of each of the artworks you would like to promote check the box to select the work
  3. You can repeat steps 1 to 2 for more works
  4. Once you have selected all the works click [Promotion] on the top right corner
  5. Add the first 3 letters of a customer’s name, then select the customer, (if they are not there you will need to add them first [Sales] > [Add Customer])
  6. If the customer has an email, it will be automatically added
  7. Enter a Subject for the Promotion, this will appear in the emails subject
  8. Enter a message for the email body
  9. Select the correct [Sale Type] to factor the price correctly
  10. Click [Send], this will send an email with the selected works

Search a Promotion

  1. Go to [Search] > [Promotions]
  2. Enter criteria to meet your search request then click the [Search] button
  3. Click the Promotion from the list to view results

SAM - Reports

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
NB: There is an unresolved error where the 'Date To' can appear as 'Na/Na/Na', you can fix this by selecting a new date range

Search

  1. Go to: [Reports]
  2. Search reports including any information (minimum of 3 letters to search) the result will come up in the [Search] Category left side before [Artists] Category
  3. Hover over the Categories to see the list of Reports
  4. Hover over the Report to see the description of it
  5. Click on a specific Report and a pop-up window will come up with the criteria details of the report, eg. [Date From] or [Date To]
  6. Click [Print]
  7. Once in the report Preview you can save to any number of different formats like Excel or PDF, you can also print it.

Favourite Report

The Report will appear in the Favourite Reports List in the Home page and in the Report Page. And it will be indicated, in the General Report Lists, with a white heart on the left
  1. Go to: [Reports]
  2. Search reports including any information (minimum of 3 letters to search) the result will come up in the [Search] Category left side before [Artists] Category
  3. Hover over the Categories to see the list of Reports
  4. Click on a specific Report and a pop-up window will come up with the criteria details of the report
  5. To include in the Favourite List, click [heart +]
  6. To exclude from the Favourite List, click [heart -]

Editing Reports (Part 1)

Editing reports can only be done if you have a copy of the report first. This is because all Art Centres share the main body of reports
  1. Go to: [Reports]
  2. Hover over the Categories to see the list of Reports
  3. To edit a special report like an Receipts, Certificates and Bio's:
    • Hover over [Manager] Category, this will display the special reports in the list.
  4. Select a specific Report from the report list and a pop-up window will come up with the criteria details of the report
  5. Click [Copy]
  6. You should rename this report to what you like (its default is "report name - copy", its best not to change other settings on the first copy as some of these are needed to keep it in the correct place. If you think its important to add to the description then do so)
  7. A good Name for a report is similar to the original but with a more slightly more detailed ending eg. "Invoice" should be "Invoice - current"
  8. Click [Save]
  9. Now you have a new report which only your Art Centre and see and use.
  10. Select your newly copied report
  11. Click [Design]
  12. Once in the designer you will be able to edit the reports layout and setup. Its very similar to Microsoft Word.
  13. When done with the editing click the [Save] button in the designers menu
  14. Go back to the [Report] window

Editing Reports (Part 2) placing reports in specific web pages

Tip: You can place many different reports on different pages, but if they don't have the required criteria on that page it may not display what you intend, check with your Admin for more details
  1. Go to: [Reports]
  2. Hover over the Categories to see the list of Reports
  3. To edit a special report like an Receipts, Certificates and Bio's:
    • Hover over [Manager] Category, this will display the special reports in the list.
  4. Select a specific Report from the report list and a pop-up window will come up with the criteria details of the report
  5. Click [Edit]
  6. You should now have a similar window to the Copy report window
  7. If you are happy with the name of the report and description you should only change 2 other feature in this window
  8. Choose a [Report Page Location], this where the report will also appear, this is critical for all Special reports, eg Invoices
  9. Give the report a [Page Display Name], this is what the reports name on the page will be, this should be short and to the point
  10. Click [Save]
  11. Now you can check the page and see if your new report is there.
  12. NB: If you are replacing a report with a new copy then you need to remove the old
    • Edit the old report changing the [Report Page Location] back to the top selection "Please select Report Page Location"

SAM - Accounts

NB: The Account Balance is the Artists/Art Centre actual balance, the grid below only displays date filtered transactions. This is done to save loading time
NB: To remove the artist image just click on it
Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Searching an Account

  1. Go to: [Accounts]
  2. Enter an artists name (minimum of 3 characters), then select the artist from the drop down list
  3. Change the date range if required
  4. Click [Search]
  5. Clicking on the transaction will open that record

Paying Artists (non advance)

  1. Go to: [Accounts]
  2. Enter an artists name (minimum of 3 characters), then select the artist from the drop down list
  3. Click [Payment] to open the 'Artists Payment' form
  4. Adjust the Payment Ref, if required
  5. Enter the payment amount
  6. Enter details, if required
  7. Click [Save]

Paying Artists (advance)

  1. Go to: [Accounts]
  2. Enter an artists name (minimum of 3 characters), then select the artist from the drop down list
  3. Click [Payment] to open the 'Artists Payment' form
  4. Adjust the Payment Ref, if required
  5. Enter the payment amount for all works to which an advance applies (this should be the total advance amount, even if there is more than one work. SAM will split the payments across the selected works)
  6. Select the works on which to pay advances, the amount will be split evenly between the selected works
  7. Click [Save]

Crediting Artist Account

  1. Go to: [Accounts] > [Artists Payments]
  2. Enter an artists name (minimum of 3 characters), then select the artist from the drop down list
  3. Adjust the Payment Ref, if required
  4. Enter the credit amount with a minus sign in front eg -100, once you do this and move away from the field it will place "Credit" next to the Amount field
  5. Enter a description in Details
  6. Click [Save]

Crediting Artist Account (advance)

  1. Go to: [Accounts] > [Artists Payments]
  2. Enter an artists name (minimum of 3 characters), then select the artist from the drop down list
  3. Adjust the Payment Ref, if required
  4. Enter the credit amount with a minus sign in front eg -100, once you do this and move away from the field it will place "Credit" next to the Amount field (this should be the total credit advance amount, even if there is more than one work. SAM will split the credits across the selected works)
  5. Select the works on which to credit advances, the amount will be split evenly between the selected works
  6. Click [Save]

Money Transfer (transfers money between 2 artists accounts)

  1. Go to: [Accounts] > [Money Transfer]
  2. Enter an artists from name (minimum of 3 characters) which the money will be transfered from, then select the artist from the drop down list
  3. Add the Payment Ref, if required
  4. Enter the amount to be transfered
  5. Enter an artists to name (minimum of 3 characters) which the money will be transfered to, then select the artist from the drop down list
  6. Click [Save]

Paying the Art Centre

  1. Go to: [Accounts], select [Art Centre Payments]
  2. Choose payment type from the drop down list
  3. Adjust the Payment Ref, if required
  4. Enter the payment amount and details
  5. Click [Save]
  6. Click [Yes] to confirm

Transferring Art Centre Commission from the Trust account to the working account

NB: You need to include GST in both payments from Art Centre > NON_ARTWORK_SALE and Art Centre > ART_CENTRE_PURCHASE
  1. Start with NON_ARTWORK_SALE payment, we need to find the total of the payment:
  2. Go to: [Accounts]
  3. Choose NON_ARTWORK_SALE from the dropdown
  4. To get the correct amount you need to click on the date and choose “All Dates before” and choose today's date, then click search.
  5. The total at the bottom of Ex$ = ####.## and the GST $ = ##.##
  6. Go to: [Payments]
  7. Choose NON_ARTWORK_SALE from drop down (IMPORTANT!)
  8. Enter your reference
  9. Amount = Ex$
  10. GST = GST$
  11. Details = Commission transfer
  12. Click [Save], then [OK] and then [cancel] to get back to account and now this should show $0.0 balance for NON_ARTWORK_SALE
  13. Now to ART_CENTRE_PURCHASE, again we need to find the total of the payment:
  14. Choose ART_CENTRE_PURCHASE from the dropdown
  15. The total at the bottom of Ex$ = ####.## and the GST $ = ##.##
  16. Go to: [Payments]
  17. Choose ART_CENTRE_PURCHASE from drop down (IMPORTANT!)
  18. Enter your reference
  19. Amount = Ex$
  20. GST = GST$
  21. Details = Commission transfer
  22. Click [Save], then [OK] and then [cancel] to get back to account and now this should show $0.0 balance for ART_CENTRE_PURCHASE
  23. When you look at your overall Art Centre accounts now it should be 0

Adding Purchase Orders

Tip: Purchase Orders are used to help manage payments that don't need to come out of the bank immediately.
Once a Purchase Order is created no money is moved from the artists account, but every time you enter that artists account you will be prompted with non complete Purchase Orders.
  1. Go to: [Accounts], select [Purchase Order]
  2. Enter an artists name (minimum of 3 characters), then select the artist from the drop down list
  3. Enter the PO amount
  4. Enter the PO number
  5. Enter the Details of the PO
  6. Click [Save]

Completing Purchase Orders

  1. Go to: [Accounts], select your artist, if there are non-complete Purchase Orders the form will be displayed
  2. Enter the correct amount if different
  3. Click [Complete] checkbox
  4. Click [Saved Completed]

SAM - Stocktakes

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
Tip: the stock value is the sum of the sale amount of each item in stock prior to the stocktake

Adding stock artwork

  1. Go to: [Accounts] > select [Stocktakes], and begin a new stocktake or select an ongoing stocktake
  2. Search (enter a minimum of 3 letters and then hit [Enter]) in the ‘Search’ window just above the Artwork Stock list – then select the artwork (or further refine the search)

Adding stock product

  1. Go to: [Accounts] > select [Stocktakes]
  2. Click [Begin New Stocktake] or select an ongoing stocktake
  3. Click [+] at the bottom left of the right-hand grid to enter a new product
  4. Search by product name (enter a minimum of 3 letters and then hit [Enter]) in the [Product] column of the list – then select the product (or further refine the search)
    • [Stock Qty] is the number of products in stock prior to stocktake
    • [New Qty] is the number of products found in the current stocktake
    • [Price] is the individual price of the stock product
  5. Enter/adjust the number of products found under [New Qty]

Deleting Stock Item

  1. Go to: [Accounts] > select [Stocktakes], select an ongoing stocktake
  2. On an ongoing stocktake, select either an artwork stock or a product stock you wish to remove from its respective list
  3. Click [-] at the end of the line of the item you wish to delete
  4. Once the item is removed, the stocktake value and loss will be recalculated - you may re-enter any removed items

Ending Stocktake

  1. Open up an ongoing stocktake and click on [End Stocktake]
  2. A confirmation message will appear. Read it and confirm completion of stocktake
    • Once a stocktake is completed, it cannot be updated/deleted
    • Upon completion of stocktake, all artworks/products not found in stocktake will be marked as removed and will sum up its total price as the stocktake loss

Cancelling Stocktake

  1. Open up an ongoing stocktake and click on [Cancel]
  2. A confirmation message will appear. Read it and confirm cancellation of stocktake

Stocktake History

Tip: completed stocktakes are no longer editable
  1. Go to: [Accounts] > select [Stocktake]
  2. Select the stocktake you wish to view, double-clicking the stocktake entry
  3. NB: Ongoing stocktakes should be at the bottom of the list

SAM - Exports

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Printing

  • Go to: [Accounts] > [Exports]
  • To view/print the next export, choose a report without selecting any previous exports (click on either [Exports] or [MYOB Payments])
    • To unselect any exports (for viewing the next export), click on the [Refresh] button at the gird's bottom left corner
  • Choose the format you wish to view/print the report
  • You can then [Print] or [Save As] the report in selected format

Exporting

  1. Go to: [Accounts] > [Exports]
  2. Select a date you wish to export up to:
    • The export will be between the [Last Export Date] and the [To Date] selected
    • The [To Date] can only be later than the [Last Export Date]
  3. Click on [Export] and confirm to export

Previous Exports

  1. Go to: [Accounts] > [Exports]
  2. Select the export you wish to view/print from the [Exports] list
  3. Select a report (click on either [Exports] or [MYOB Payments])
  4. Choose the format you wish to view/print report
  5. You can then [Print] or [Save As] the report in selected format

Importing into MYOB (ver. 19-20)

NB: You must import new customers first otherwise sales to those customers will not import.
NB: This can be done over and over, so if the reporting format is not correct, it can be corrected and redone.
  1. Go to: [Accounts] > [Exports]
  2. Select the export you wish to view/print from the [Exports] list
  3. Select the Report for [Customers], then Choose [Export], this will prompt you to save a file, do so and name in to "Customers" saving it to a location you know like Desktop (you can delete later)
  4. Select the Report for [Sales], then Choose [Export], this will prompt you to save a file, do so and name in to "Sales" saving it to a location you know like Desktop (you can delete later)
  5. Select the Report for [SpendMoney], then Choose [Export], this will prompt you to save a file, do so and name in to "SpendMoney" saving it to a location you know like Desktop (you can delete later)
  6. Open MYOB
  7. Customer:
    1. Go to: File > Import Data > Cards > Customer Cards
    2. Change [Duplicate records] "Update existing", Change [Identify records by] "Co./LastName" then [Continue]
    3. Find and choose the "Customers" file you saved, click [Open]
    4. [Match all], check that fields have in fact matched
    5. Click [Import], if error's note the log file contact SAM for help, don't import again or log file will be overwritten.
  8. Sales:
    1. Go to: File > Import Data > Sales > Professional Sales
    2. Change [Duplicate records] "Add them", Change [Identify records by] "Co./LastName" then [Continue]
    3. Find and choose the "Sales" file you saved, click [Open]
    4. [Match all], check that fields have in fact matched
    5. Click [Import], if error's note the log file contact SAM for help, don't import again or log file will be overwritten
  9. Spend money:
    1. Go to: File > Import Data > Disbursements > SpendMoney
    2. Change [Duplicate records] "Add them", Change [Identify records by] "Co./LastName" then [Continue]
    3. Find and choose the "SpendMoney" file you saved, click [Open]
    4. [Match all], check that fields have in fact matched
    5. Click [Import], if error's note the log file contact SAM for help, don't import again or log file will be overwritten

Importing into QuickBooks

NB: Requires Excel as well as QuickBooks
NB: This can be done over and over, so if the reporting format is not correct, it can be corrected and redone.
  1. Go to: [Accounts] > [Exports]
  2. Select the export you wish to view/print from the [Exports] list
  3. Select the Report for [QuickBooks], then Choose [Export], this will prompt you to save a file, do so and name in to "QuickBooks" saving it to a location you know like Desktop (you can delete later)
  4. Go to: QuickBooks
  5. Go to: File > Import
  6. Find and choose the file you just saved, click [Import]

SAM - Report viewer

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Explanation

  • This is one of 3 ways to view reports; This is the HTML viewer the other 2 are the FLash viewer (which requires Flash installed) and the direct print which opens in a PDF form.
  • Both this viewer and the Flash viewer enable you to export the reports to images, PDF, Excel, Word and many other formats. You can access this from the [Save] menu in the report.
  • When Exporting data for analysis its best to export to one of the Excel formats but check the option [Export Date Only] and uncheck [Export Object Formatting] for best results.
  • NB: This viewer often gets the page length incorrect on large reports as its impossible to set the margins for all web browsers, its best to use the other views to print the format correctly

SAM - Admin

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Explanation

  • Each of the Admin items has its own help within the their form
  • The Non Art Centre lists have restricted access to prevent incorrect entries, but please contact SAM if you require additons or edits to these lists

Change Password

  1. Click [Change Password]
  2. Enter your old and then your new password twice
  3. Click [Change Password]

SAM - Art Centre

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Art Centre details

  • Go to: [Admin] > select [Art Centre details and setup]
  • Art Centre details are linked to most reports and forms, they should be changed sparingly
  • Editing and then saving will exit you from the form
  • [Get New GUID] changes the address to the SAM Protal (web gallery), do this only if required
  • Cat. No format (catalogue number format) - sets what is accepted in cataloguing for numbering
  • PayPal email - is for those that wish to use the portal for direct purchases via PayPal, please contact SAM for more details
  • Portal Path - is the address to use if you would like to link the portal to your website
  • Portal terms - are the terms displayed at the end of a enquiry/purchase from your website portal
  • Logo should be samll (50-100kB) as they are displayed on all certificates and will slow down the loading if too large

SAM - Accounts General

Tip: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
Tip: This form normally requires Bookkeeper/Accountant's help with the setup

Editing General Accounts

  1. Go to: [Admin] > [Accounts and Category setup]
  2. Click [Edit]
  3. Enter names for the credits and debits respectively as they are reflected in the Quickbooks or the Account Numbers as they are reflected in MYOB (NB: The Receipt credit/Invoice debit etc fields are all the same for MYOB)
  4. Click [Save]

Adding a new category

  1. Go to: [Admin] > [Accounts and Category setup]
  2. Click [Add]
  3. Enter the description for the new category
  4. Enter the default commission rate
  5. Enter names for the credits and debits respectively as they are reflected in the Quickbooks or the Account Numbers as they are reflected in MYOB (NB: The Receipt credit/Invoice debit etc fields are all the same for MYOB)
  6. Place a tick on Catalogued if this category is to be recorded with a catalog number
  7. Place a tick on Editions if this category can be catalogued as mulitple entries at one time
  8. Click [Save]
  9. To continue adding more products repeat steps 2-8

Editing a category

  1. Go to: [Admin] > [Accounts and Category setup]
  2. Click [Prev] or [Next] to toggle through your art centre categories and find the category to be edited
  3. Click [Edit]
  4. Make changes and/or add information
  5. Click [Save]

SAM - Artwork Sizes

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Explanation

  • Size Code - this creates a link to the Price manager, fewer codes the simpler it is to manage, also try and keep codes together eg. 100 x 50 should have the same code as 75 x 75 and 50 x 100 etc (number only)
  • UpFront $ - is the suggested Advance payment of this artwork size, this is used in payment advances on individual artworks

Adding

  1. Go to: [Admin] > [Artwork Sizes]
  2. Click [+] at the bottom left of the grid
  3. Must enter a description at least
  4. Click [Save]

Editing

  1. Go to: [Admin] > [Artwork Sizes]
  2. Modify any of the list as required
  3. Click [Save]

SAM - Clan

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Adding

  1. Go to: [Admin] > [Clans]
  2. Click [+] at the bottom left of the grid
  3. Must enter a description
  4. Click [Save]

Editing

  1. Go to: [Admin] > [Clans]
  2. Modify any of the list as required
  3. Click [Save]

SAM - Dance

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Adding

  1. Go to: [Admin] > [Dances]
  2. Click [+] at the bottom left of the grid
  3. Must enter a description
  4. Click [Save]

Editing

  1. Go to: [Admin] > [Dances]
  2. Modify any of the list as required
  3. Click [Save]

SAM - Dreaming

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Adding

  1. Go to: [Admin] > [Dreaming]
  2. Click [+] at the bottom left of the grid
  3. Must enter a description
  4. Click [Save]

Editing

  1. Go to: [Admin] > [Dreaming]
  2. Modify any of the list as required
  3. Click [Save]

SAM - Locations (Artists Countries)

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Explanation

  • Locations stores all the items for Mother Country, Father Country, Country, Birth Place and Outstation

Adding

  1. Go to: [Admin] > [Locations (Artists Countries)]
  2. Click [=] at the bottom left of the grid
  3. Must enter a description
  4. Click [Save]

Editing

  1. Go to: [Admin] > [Locations (Artists Countries)]
  2. Modify any of the list as required
  3. Click [Save]

SAM - Non SAM Gallery Settings

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Explanation

  • Non SAM Gallery is an external web site gallery to display / sell artworks.
  • When the below settings are entered and are correct SAM will send all webactive works which have images to the below web server with a data file so the works can be displayed there.
  • You must fill in all details, otherwise SAM will not attempt to send the images. If you don't need 3 thumbnails, just enter 0 in the Large thumbnail field

Editing

  1. Go to: [Admin] > [Non SAM Gallery Settings]
  2. Click [Edit]
  3. Modify any of the list as required
  4. Click [Save]

SAM - Price Manager

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
Tips: You can't add new rows in this form you must first add a new Size code in Artwork sizes

Explanation

  • Size Code/Level - relates to the Size code in Artwork Sizes, Price Manager auto generates this form when you enter for the first time or adds additional code lines when you add new codes in artwork sizes
  • Level (the letters across the top) - represent the artists level and by clicking on these you can see which artists are in which level. You can change and artist level in the artists details page
  • There is no right way to order the prices as long as you stay to the form you set

Editing

  1. Go to: [Admin] > [Price Manager]
  2. Modify any of the list as required
  3. Click [Save]

SAM - Sale Factors

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Explanation

  • Default - sets this as the default factor for sales, this should be the most common sale type you use. If you primarily sell at retail then you should set the sale type to Retail.
  • Portal - sets this as the gallery portal factor for online sales, normally this will be Retail type.
  • Factor - is the figure at which the base price should be factored when selecting this Sale Type in sales or purchases. You will always need to have one of your type's set to 1 and this should almost always be the default sale type. So what you enter into the system is what you commonly sell for.
  • Sale Type - name for the factor figure, this is a selection list of Purchase, Retail, Direct, Wholesale and Gallery. You are required just one, you can have all of them but less is better as it simplifies the process.

Examples

  • Retail as the default Sale Factor
    An Art Centre that sells primarily to the public or direct via online sales should set their Default to Retail and its sales factor to 1, it should also be the checked as Portal. They might like to add a Wholesale at 0.6 so that when they sell to a gallery SAM will mark the price down.

  • Wholesale as the default Sale Factor
    An Art Centre that sells primarily to galleries should set their Default to either Wholesale or Gallery and its sales factor to 1, it then should set another sales factor to Retail and this should be factor of 2 or 1.4 which ever matches the markup when selling to the public, this sales factor should also have the Portal checked.


Adding

  1. Go to: [Admin] > [Sale Factors]
  2. Click [+] at the bottom left of the grid
  3. Check [Default] only once
  4. Enter the Factor figure, this should be a decimal only eg. 1 or 1.45 or 0.5
  5. Choose a Sales Type to match your figure (if you need more Sale Type's contact SAM)
  6. Click [Save]

Editing

  1. Go to: [Admin] > [Sale Factors]
  2. Modify any of the list as required
  3. Click [Save]

SAM - Savings Accounts

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Explanation

  • The Savings accounts function is for automatically transferring a small % of artists commission to another Artist account specifically setup as a savings account
  • You will need to setup an artist account for these savings, an example of a artist account would be, "Lunch program" or "General Savings"
  • The savings account can be turned off when you don't want it to happen, this is good for seasonal savings like Xmas breaks
  • The order of the savings account entries is Important as the savings percentage is calculated on the adjusted amount
  • Note: The Savings account only functions for "Artists Stock" sales and after the sale is paid in full like normal commission payments
  • Note: When a Credit memo is issued all transactions are reversed as before including the savings accounts

Adding

  1. Go to: [Admin] > [Savings Accounts]
  2. Click [+] at the bottom left of the grid
  3. All fields are required.
  4. Account Description: Appears in the artists account as part of the item details
  5. Saving Account: is the artist account where the savings will go
  6. Trigger $: is the artist commission amount that needs to be meet before the savings rate will be taken out, if you want all sales then set Trigger $ to 1
  7. Savings Rate: is the percentage in decimals of how much of the commission amount is to be transferred to the savings account
  8. You can add another by going back to step 2)
  9. Click [Save]

Editing

  1. Go to: [Admin] > [Savings Accounts]
  2. Modify any of the list as required
  3. You can Click [-] at the end of the line of the item you wish to delete saving accounts as well
  4. Click [Save]

SAM - Staff

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
Tips: The below Security Roles are sometimes named to after an Art Centre; this is only to help identify the role and has no relation to accessing that Art Centres data.
Tips: If staff have forgotten their password they can reset it on the login screen [I forgot my Password]

Explanation

  • Staff Details - this should be filled in as much as possible, particularly DoB, Gender and email as these are required and used for sending promotions and invoices etc
  • Date Employed - has to be before they start using SAM otherwise they will not be able to login
  • Security Roles - these are used to hide fields on the artists form so unrelated details are not been requested
  • Security Roles (System manager) - the System manager role needs to be checked for all managers other wise they can't access the admin pages

Adding

  1. Go to: [Admin] > [Staff List]
  2. Click [+] at the bottom left of the grid
  3. On the Staff maintenance form you can now enter all the staff details. DoB, Gender and email are required
  4. Select the security role that matches the staff's role and Art centre, remember managers can delete.
  5. Click [Save]

Editing

  1. Go to: [Admin] > [Staff List]
  2. Search or select Staff member from list
  3. On the Staff maintenance, click [Edit] and modify any details
  4. Click [Save]

SAM - Country Shipping Methods

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Adding

  1. Go to: [Admin] > [Shipping]
  2. Click [+] at the bottom left of the grid
  3. Enter Country by typing the first 3 characters and then choosing them from the list
  4. Choose a Shipping Method from the drop down (this is a controlled list and can be set by Admin's at SAM)
  5. Set the Shipping Cost
  6. Click [Save]

Editing

  1. Go to: [Admin] > [Shipping]
  2. Modify any of the list as required
  3. Click [Save]

SAM - Shopping Cart

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Explanation

  • Shopping cart shows all active web portal transaction with PayPal
  • These transactions range in status from "In Progress", "Checking Out", "Paid" and "Shipped"

Finalising Sale

  1. Go to: [Admin] > [Shopping Carts]
  2. Choose from the dropdown "Paid", this filters the below list to show you only paid transactions
  3. Select the from the left hand list the transaction you wish to deal with
  4. On the right now you will see all the works purchased in that sale
  5. Click [PayPal] link, this will show you customer details and purchase options like shipping
  6. Now you need to generate the sale in normal fashion while following the above details (the best way is to open the sale in a new window/tab)
  7. Once processed you can click [Complete]

SAM - Stories

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions
NB: when you do returns in a story it will replace them with special characters like a 'br /' inside greater and less than signs. This is by design and will work properly in artwork

Explanation

  • Stories are to help with common or similar narrative's of artworks, enter them here and when cataloguing or in artwork you can choose from the story list

Adding

  1. Go to: [Admin] > [Stories]
  2. Click [+] at the bottom left of the grid
  3. On the Story maintenance form you can now enter a title and narrative of the story, try and keep the title unique as this is how you will select the story later
  4. Click [Save]

Editing & Deleting

  1. Go to: [Admin] > [Stories]
  2. Search or select Story from list
  3. On the Story maintenance form, click [Edit] and modify any details
  4. Click [Save]
  5. Or
  6. On the Story maintenance form, click [Delete] and confirm

SAM - Web Categories

Tips: words in [] like [Save] represent buttons, words in {} like {enter} represent keyboard keys or browser actions

Explanation

  • Web Categories are linked to artworks and used in searching inside the web site portal

Adding

  1. Go to: [Admin] > [Web Categories]
  2. Click [+] at the bottom left of the grid
  3. Enter the name of your Category eg. Emerging Artists or Spring Show
  4. Click [Save]

Editing

  1. Go to: [Admin] > [Web Categories]
  2. Modify any details
  3. Click [Save]