Holds and sales record the commercial life of a work in WrkLst — from reserving a piece for a client, through converting that reservation into a sale, to invoicing and payment tracking.
Before you start
You need a work in your inventory and a contact for the client. See Creating New Artwork and Create a New Contact.
Place a hold on a work
Open the action menu on the work you want to reserve. Alongside Interest, Sell, Ship, Exhibit, Consign and Present, you will find Hold.
Choosing Hold opens a new hold for that inventory number. Set Hold Until as a date and a time, so a two-hour reservation at a fair works the same way as a hold that runs for weeks. Choose the Client the work is being held for, and add Notes that your colleagues will see.
Once the hold is saved, the work is marked as held in the inventory, so anyone browsing available works can tell at a glance that it is spoken for.
Edit, release or convert a hold
The action menu changes once a work is on hold:
- Edit Hold — change the deadline, the client or the notes.
- Release Hold — return the work to available without recording a transaction. Use this when a client passes.
- Hold to Sale — carry the reservation straight through into a sale, with the work and the client already filled in.
Record the sale
A sale records who bought what, when, and on what terms. You set the transaction Type, the Sale Date and the Facilitator — the colleague responsible for the deal. Flags for Museum, External, Auction and Through Curator let you describe the shape of the transaction, including consultant-mediated and third-party sales.
For each work on the sale you record the Price and Currency, any Discount as a percentage or a fixed amount, Additional Costs with your own label for things such as framing, and the Tax rate and label. The item text that appears on your paperwork is pre-filled from the work record and can be edited for that sale.
The invoice is laid out line by line, with every discount, tax and currency conversion shown, and the outstanding amount at the top — so you can see whether a sale is paid without opening the PDF.
After the sale
Because sales are linked to both works and contacts, the transaction appears on the work's record and on the client's contact record. Sales can be sorted by client, invoice number or date, and filtered by payment status or year.
Generate invoices and paperwork
Sales feed WrkLst's template engine, so invoices, statements and other documents can be produced from the sale on your own letterhead. See Custom Document Templates.