Holds & Sales
Reserve works for clients and record sales, invoices and payment status.
Holds & Sales
Holds and sales record the commercial life of a work in WrkLst — from reserving a piece for a client, through turning that reservation into a sale, to the invoice and the payments on it. This article describes WrkLst 10. 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 Offer, Interest, Sell, Ship, Exhibit, Consign and Present, you will find Hold. The action menu of a work: 1 Interest · 2 Hold · 3 Sell · 4 Present The action menu of a work: 1 Interest · 2 Hold · 3 Sell · 4 Present The hold dialog: 1 Put on hold The hold dialog: 1 Put on hold 1. Choose Hold. A dialog opens for that inventory number. 2. Set how long the hold runs: Until a date with an hour and minute, or For a duration in minutes, hours or days. A two-hour reservation at a fair works the same way as a hold that runs for weeks, and a timed hold expires on its own. 3. Choose the Client and add Notes your colleagues will see, then press Put on hold. The work is marked as held in the inventory, so anyone browsing available works can tell at a glance that it is spoken for. Hold in the sale form opens the full sale form instead, where a hold can also be Indefinite. You can also pick several works in the basket and choose Hold, Sell or Offer: the new record opens with those works already on it, with prices, captions and sizes filled in. 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. Set the Sale date and the Payment status and press Promote to sale; the work and the client are already filled in. Record the sale A sale records who bought what, when, and on what terms. You set the Type — Offer, Hold, Sale, Donation, Gift or Cancelled — the Sale Date and the Facilitator, the colleague responsible for the deal. Executed through says whether the sale was made in-house, by an external seller or by an external gallery; the options Museum sale, Through auction and Confidential describe the shape of the transaction. Under Parties you choose the Client and, where they apply, the Consultant, Museum, Curator and Bill To contact. If you run more than one space, the sale also says which Location it belongs to. A sale, with its bar at the bottom: 1 Edit sale · 2 Invoice · 3 Share as A sale, with its bar at the bottom: 1 Edit sale · 2 Invoice · 3 Share as For each work 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 on your paperwork is pre-filled from the work record and can be edited for that sale. Shipping is billed on the same invoice under Bill Shipments, anything else under Other Items. 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. The pictures at the top of the sale open the artwork full screen with its whole caption. Payments and payment links On a sold work the action menu offers Record payment: set the Payment status — Paid in full, Payments pending or Not paid — the Last payment date and Payment notes, and press Save payment. Money that arrives on your bank account or through Stripe, Shopify or QuickBooks is matched to the sale under Sales → Payments; see Payments. In the sale form you can Provide credit card payment link via Stripe or via Shopify, optionally with a credit card fee, or let the client pay the invoice in QuickBooks. The Payment link on the sale is for your client — do not open it yourself. When a sale goes to QuickBooks you can pick the Income account it posts to, so a primary sale and a resale need not land in the same place. 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. The Sales list shows sales as cards or as a table, sorted by client, invoice number or date, and filtered by type, payment status, year, facilitator or the location of the works. Searching matches the titles of the artworks on a sale as well as their inventory numbers, the artist, the client and the invoice number. The sales list: 1 Search sales · 2 Filter · 3 Show as table · 4 Add sale The sales list: 1 Search sales · 2 Filter · 3 Show as table · 4 Add sale Invoices and paperwork Choose Share as on a sale, pick a template and the PDF or Word document downloads on your own letterhead; see Document templates: PDFs, Word and Excel on your own letterhead. If your bookkeeping needs numbered, locked invoices, e-invoices or a DATEV export, see Invoices: numbered invoices, e-invoices and DATEV export. Still using WrkLst Classic? This topic in the Classic documentation: Holds & Sales Related articles - Invoices: numbered invoices, e-invoices and DATEV export - Payments: bank reconciliation, Stripe, Shopify and QuickBooks - Consignments - Shipments - Reports & Analytics
Invoices: numbered invoices, e-invoices and DATEV export
WrkLst produces an invoice for every sale on your own letterhead. If your bookkeeping requires it, invoice bookkeeping turns those invoices into numbered, locked documents with an embedded e-invoice and a DATEV export. This article describes WrkLst 10. Two ways to invoice Free invoicing is how every account starts. The invoice number is typed on the sale or assigned from the counter under Settings → General Account → Invoicing when you save. The document is produced from the sale each time you download it; to change it, edit the sale and download again. There is one invoice per sale and one payment status on the sale. Invoice bookkeeping is for accounts that must keep a formal invoice record: each invoice is issued as a numbered document that is never edited, a sale can carry several invoices — full, partial, advance and final — a mistake is corrected with a cancellation invoice, payments are booked per invoice, and every document has its own history. It is off by default; an administrator switches it on under Settings → Accounting with Switch invoice bookkeeping on. Switching it off later keeps every issued document, its journal and its payments. The rules of your country Rules of is prefilled from the seller's country — Germany (GoBD), Austria, Other EU country, United Kingdom, United States or Other country. The workflow is the same everywhere: gapless numbering, locked documents, cancellation invoices, payments and a history per document. The rules decide the rest: an e-invoice (ZUGFeRD/Factur-X) embedded in every PDF in Germany, Austria and the EU; a DATEV export in Germany and Austria; VAT notes — small business, margin scheme, export and intra-Community supply, recognised from the client's country and VAT ID — everywhere except the UK, which gets VAT invoice details and export notes, and the US, where sales tax is taken per line as entered on the sale. A document keeps the rules it was issued under. Setting up 1. Under Settings → Accounting, complete the Seller block, prefilled from your headquarters: company name, address and a VAT ID or Tax number are required; bank details go on the document too. 2. Set the Number formats with the tokens {{year}} and {{number}}, the Digits and the Payment term (days). A number is taken only when a document is issued; with {{year}} the count restarts each year. 3. Under Tax scheme tick Small business (§ 19 UStG) or Margin scheme for works of art (§ 25a UStG) if they apply, and enter the Note for other 0 % lines. 4. Under DATEV, enter the consultant and client numbers and the account mapping; the defaults follow SKR04 — confirm every value with your tax advisor before the first real export. 5. Under Settings → Templates, create a template with the Data source Sale (Invoice) and the Format Invoice document (configurable, PDF). Several may exist, for example per location or per language; you choose one when issuing. Settings → Accounting: 1 Switch invoice bookkeeping on · 2 Rules of Settings → Accounting: 1 Switch invoice bookkeeping on · 2 Rules of The invoice document The document is assembled from elements you switch on and reorder — Recipient address, Invoice details, Title, Introduction, Positions, Totals, Payment terms, Closing text, Terms from the sale, Signature and Tax notes. Positions print in the Gallery layout with picture, caption and price, or as a Table. Add your logo and letterhead, a Stationery PDF under every page, the Page format and the Document language, and watch the Preview render from your most recent sale as you work. The same document serves free downloads and, with invoice bookkeeping, every issued invoice. Issuing an invoice Open the sale's Invoices section and choose Issue invoice. Under What to invoice pick Everything not yet invoiced, Selected positions (partial invoice), Advance payment (advance invoice) or Final invoice, advance invoices deducted; choose the Document template and the Date of supply, and press Issue. The document is numbered and locked the moment it is issued. The section lists each document with number, kind, date, amount, status and PDF, shows what is invoiced, paid and still open, and warns if the sale changed after an invoice was issued. An invoice needs a client with an address that names a country, priced positions and a sale that is not record-only. Correcting a mistake An issued invoice is never changed. Cancel invoice asks for a reason and issues a cancellation invoice with its own number; the positions become billable again, and you correct the sale and invoice it anew. Both documents stay listed. The Invoices view Inside Sales, the toolbar switches between Sales or invoices. The Invoices view lists every document you may see, filtered by Status — Open, Overdue, Partly paid, Paid, Cancelled, Credit — Kind of invoice, Year and Client. A document opens with its Positions, Payments, History and Related documents and offers Download PDF and Download e-invoice XML. Book payment records an amount, date, method and reference; a booking is voided with a reason, never deleted. Payments from your bank, Stripe, Shopify or QuickBooks are booked from Sales → Payments; see Payments. DATEV export Under Settings → Accounting → DATEV export, pick the period, read the Preview — documents, payments, booking lines, total and findings such as a sale without an invoice document — and press Export stack. Every included document is stamped so it is not exported twice unless you tick Include documents already in an earlier stack. Under Verification, journal and archive you can Verify now, Download journal (CSV) and Download archive (zip) for a year — the archive is what an auditor receives. Related articles - Holds & Sales - Payments: bank reconciliation, Stripe, Shopify and QuickBooks - Document templates: PDFs, Word and Excel on your own letterhead - Email and accounting connections: Google Workspace, Microsoft 365, QuickBooks, Stripe and Shopify - Customise General Account Settings
Payments: bank reconciliation, Stripe, Shopify and QuickBooks
Payments collects every incoming payment — from your bank, Stripe, Shopify and QuickBooks — in one place and books it on the invoice or sale it belongs to, so you no longer tick off transfers by hand. This article describes WrkLst 10. Where to find it Open Sales and switch to Payments. The page is available to administrators; grant it to other roles under Settings → User Roles. Every incoming payment is listed with its account, date, payer, purpose, amount, what is still open and its status; filter by Status — To do (open and parked), Parked for a person or Done — by Account, Year and date. Sales → Payments. Sales → Payments. Accounts Accounts is where you say where money arrives. Each account is read on a schedule, and what arrives is matched to open invoices and sales. - Bank account — a German bank is read online: enter the IBAN and your online-banking login; the bank is recognised from the IBAN. Choose the TAN method — an app approval on your phone lets the schedule run by itself. The PIN is stored encrypted and never shown again; a refused PIN locks the access until you Unlock it. Elsewhere in Europe, upload the camt.053 statement your e-banking exports; the matching is the same. - Other account (statement files) — PayPal, a marketplace or a second card acquirer: anything that gives you a statement file but has no connection of its own. Upload a statement on the account row; camt, MT940, OFX, QIF, CSV, XLSX and PayPal exports are read, PDFs are not. For a CSV you confirm once which column is what. If your bank exports something WrkLst does not read yet, Suggest a format sends a sample to support. - Stripe, Shopify and QuickBooks — each is an account of its own, read on a schedule and matched like a bank account; each QuickBooks company is its own account. - US bank account via Stripe — if you use Stripe and bank in the US, Link a US bank account through Stripe's secure bank login. Stripe reads new transactions every day; it charges about $0.30 per linked account per month on your Stripe account, and WrkLst adds nothing. Read now fetches an account outside the schedule. Switch Book automatically off and every booking waits for a person. Only an account without payments can be deleted; one with payments is switched off instead. How payments are matched A payment whose purpose names an invoice or sale number and whose amount fits is booked by itself — including one transfer that pays several invoices — and so is a payment from a known client that fits exactly one of their open items. Everything else waits for you with ranked suggestions under Book on, each marked with what matched — Number, Customer no., Sum of several, Amount fits, Known IBAN, Name or Amount close — and you confirm with Book. Every open item is listed below in case none fits. If the purpose names an invoice that is already paid or cancelled, nothing is booked: that is a double payment or a mistake, and the payment says so. Match open payments again re-runs the matching for everything still open. A sale paid through a Stripe or Shopify payment link is marked paid the moment the client pays; when the same money later appears in the account, it is linked to that sale and not booked twice. Part payments, taking a booking back, setting aside Amount to book can be less than the payment; the rest stays open and the payment shows as Partly booked. Take booking back asks for a reason: the payment on the invoice is voided — never deleted — the sale's received amount shrinks, and the transfer is parked for a person. Set aside (nothing to book) removes a transfer that belongs to nothing; Put back to work reopens it. On the sale A sale shows Payments received — what arrived on the accounts for it — with a link to each payment. Booking a payment updates the sale's payment status; with invoice bookkeeping switched on, it is booked on the invoice document. You can still record a payment by hand with Record payment in a sold work's action menu; see Holds & Sales. Letting clients pay in QuickBooks If you keep your books in QuickBooks and have QuickBooks Payments on your company, choose QuickBooks under Online payments in Settings → General Account → Integrations. The pay link on your invoices then takes the client to the invoice in QuickBooks, the payment appears in your books, and the sale is marked paid in WrkLst on its own. When a sale is sent to QuickBooks you can pick its Income account on the sale. Related articles - Holds & Sales - Invoices: numbered invoices, e-invoices and DATEV export - Email and accounting connections: Google Workspace, Microsoft 365, QuickBooks, Stripe and Shopify - Users, roles and permissions