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
- Go to: [Catalogue] > select [Add Artist History >>] > [Commissions/Mediums/Themes/etc]
- Click [+] at the bottom left of the grid to enter a new Commissions/Mediums/Themes/etc
- Click [Save]
Deleting Commissions/Mediums/Themes/etc
- Go to: [Catalogue] > select [Add Artist History >>] > [Commissions/Mediums/Themes/etc]
- Click [-] at the end of the line item in the grid you wish to delete
- Click [Save]
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
- Go to: [Catalogue] > [Add Product]
- Click [+] at the bottom left corner of the Products grid
- Select a Category
- Type in a description for the product
- To select a supplier, enter a minimum of 3 letters, then hit {enter}, or scroll through the list
- Enter the price (must be a decimal value)
- Click [Pencil] under Adjust column, to add the quantity of a product. and a pop-up window will come up
- Enter the new quantity in stock for selected product
- Click [Add Product Stock]
- To continue adding more products repeat steps 2-9
- Click [Save]
Editing a product
- Go to: [Catalogue] > [Add Product]
Or
- Go to: [Search] > [Search Products]
- Select the product you wish to edit
- Make changes and/or add information
- Click [Save]
Searching for product stock history
- Go to: [Search] > [Search Products]
- 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.
- Click [SaveClick [Print]]
Adding a new category
-
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]
- See [Help] on how to add a new category
- Add a new category
- Close the [Accounts General] window/tab
- Go back to the [Products] window and refresh the page - hit {f5} or click the refresh button on your browser
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)
- GST $ = Total GST on purchased works or non-catalogued items
- Sale $ = Amount expected to be received for sale of item
- C.Rate = Commission rate the Art Centre charges on catalogued works, 0.4 equals 40%
- C.$ = Commission amount the Art Centre charges on catalogued works
- C.GST = GST amount included in the C.$
Add new Consignments
- Go to: [Consign]
- 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)
- Change the default Commission if required (this can also be changed on a item by item basis)
- Change the default Commission if required (this can be changed on a item by item basis)
- Click [+] at the bottom left of the grid
- Type in catalogue number (minimum of three characters to search)
- Enter the RRP (recommended retail price)
- For stock items (anything owned by the art ctr), type the product name or choose from the categories available, and add any other details
- Click [Save]
- 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
- Go to: [Search], select [Search Consignments]
- 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)
- Click [Edit]
- Modify any of the sale details
- If you need to delete an item, click [-] at the end of the line
- Once edit has been completed, click [Save]
Print and email Consignments
- This can be done after any [Save] action, otherwise
- Go to: [Search], select [Search Consignments]
- 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)
- Select the required report
- 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
- Go to: [Consign], select [Consignment Returns]
- Click [+] which is at the bottom left
- Enter a minimum of 3 characters of the catalog number and select the correct found one
- Add notes if need to, these will be added to the Artwork Notes as 'CR: notes'
- Keep repeating steps 2-4 for works you all the works you wish to return
- Once all works are entered click [Save]
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
- Go to: [Accounts]
- Enter an artists name (minimum of 3 characters), then select the artist from the drop down list
- Change the date range if required
- Click [Search]
- Clicking on the transaction will open that record
Paying Artists (non advance)
- Go to: [Accounts]
- Enter an artists name (minimum of 3 characters), then select the artist from the drop down list
- Click [Payment] to open the 'Artists Payment' form
- Adjust the Payment Ref, if required
- Enter the payment amount
- Enter details, if required
- Click [Save]
Paying Artists (advance)
- Go to: [Accounts]
- Enter an artists name (minimum of 3 characters), then select the artist from the drop down list
- Click [Payment] to open the 'Artists Payment' form
- Adjust the Payment Ref, if required
- 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)
- Select the works on which to pay advances, the amount will be split evenly between the selected works
- Click [Save]
Crediting Artist Account
- Go to: [Accounts] > [Artists Payments]
- Enter an artists name (minimum of 3 characters), then select the artist from the drop down list
- Adjust the Payment Ref, if required
- 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
- Enter a description in Details
- Click [Save]
Crediting Artist Account (advance)
- Go to: [Accounts] > [Artists Payments]
- Enter an artists name (minimum of 3 characters), then select the artist from the drop down list
- Adjust the Payment Ref, if required
- 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)
- Select the works on which to credit advances, the amount will be split evenly between the selected works
- Click [Save]
Money Transfer (transfers money between 2 artists accounts)
- Go to: [Accounts] > [Money Transfer]
- 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
- Add the Payment Ref, if required
- Enter the amount to be transfered
- 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
- Click [Save]
Paying the Art Centre
- Go to: [Accounts], select [Art Centre Payments]
- Choose payment type from the drop down list
- Adjust the Payment Ref, if required
- Enter the payment amount and details
- Click [Save]
- 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
- Start with NON_ARTWORK_SALE payment, we need to find the total of the payment:
- Go to: [Accounts]
- Choose NON_ARTWORK_SALE from the dropdown
- 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.
- The total at the bottom of Ex$ = ####.## and the GST $ = ##.##
- Go to: [Payments]
- Choose NON_ARTWORK_SALE from drop down (IMPORTANT!)
- Enter your reference
- Amount = Ex$
- GST = GST$
- Details = Commission transfer
- Click [Save], then [OK] and then [cancel] to get back to account and now this should show $0.0 balance for NON_ARTWORK_SALE
- Now to ART_CENTRE_PURCHASE, again we need to find the total of the payment:
- Choose ART_CENTRE_PURCHASE from the dropdown
- The total at the bottom of Ex$ = ####.## and the GST $ = ##.##
- Go to: [Payments]
- Choose ART_CENTRE_PURCHASE from drop down (IMPORTANT!)
- Enter your reference
- Amount = Ex$
- GST = GST$
- Details = Commission transfer
- Click [Save], then [OK] and then [cancel] to get back to account and now this should show $0.0 balance for ART_CENTRE_PURCHASE
- 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.
- Go to: [Accounts], select [Purchase Order]
- Enter an artists name (minimum of 3 characters), then select the artist from the drop down list
- Enter the PO amount
- Enter the PO number
- Enter the Details of the PO
- Click [Save]
Completing Purchase Orders
- Go to: [Accounts], select your artist, if there are non-complete Purchase Orders the form will be displayed
- Enter the correct amount if different
- Click [Complete] checkbox
- Click [Saved Completed]
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
- Go to: [Admin] > [Staff List]
- Click [+] at the bottom left of the grid
- On the Staff maintenance form you can now enter all the staff details. DoB, Gender and email are required
- Select the security role that matches the staff's role and Art centre, remember managers can delete.
- Click [Save]
Editing
- Go to: [Admin] > [Staff List]
- Search or select Staff member from list
- On the Staff maintenance, click [Edit] and modify any details
- Click [Save]
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
- Go to: [Admin] > [Stories]
- Click [+] at the bottom left of the grid
- 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
- Click [Save]
Editing & Deleting
- Go to: [Admin] > [Stories]
- Search or select Story from list
- On the Story maintenance form, click [Edit] and modify any details
- Click [Save]
Or
- On the Story maintenance form, click [Delete] and confirm