Reports & Analytics
Reports & Analytics is a one-page overview of your sales, facilitators, exhibitions and consignments, with the ability to drill down to any individual sale. This article describes WrkLst 10.
What the overview shows
The page pulls together how the year is going: what has sold, who sold it, and how exhibitions and consignments contributed. Pick the Year and View by month, quarter or year (Yearly lists every year with sales). The Sales card and Facilitator sales go by the date of each sale; Exhibition sales place a show in the period it opened and Consignment sales a consignment in the period it began, and that row counts the sales of its works from its start date on, with no end limit — for an exhibition whether or not a work is marked Confirmed; a show without dated venues counts from the day its record was created. In Facilitator sales, Exhibition sales and Consignment sales, unfold any row with the arrow at its start to list the sales behind it — date, client, invoice and amount under a facilitator; date, work and amount under an exhibition; date, work, gross and net under a consignment. The arrow at the end of a sale opens it. A single sale there shows its amount the way the sale itself does, such as 4,000.00 EUR; the cards, charts and period totals keep whole amounts.
- Sales — sold works by period, converted to your currency, with the total, the number of sales and the average sale, each compared with the year before. In the monthly and quarterly view, last year's sales stand in grey beside each month or quarter, and the tiles show in percent how far you are up or down — while a year is still running, against the year before up to the same day. Point at a bar to see its change. In the yearly view, each year shows its change against the previous one. A year without sales is not compared.
- Facilitators — sales grouped by the colleague who facilitated them.
- Exhibitions — sales attributed through the sold works that appeared in each exhibition, marked At gallery or External. A sale counts for every exhibition its works appeared in, so totals may overlap.
- Consignments — realised sales grouped by financial consignment, with each consignment's direction, Gross and Net (the gallery's share) side by side, and the works sold.
- Leads — your Open leads by stage, New leads by where they came from (Long-term leads are not counted), Won or lost with the Win rate, Reply and close times, the Sales value of the offers, holds and sales made from leads, the leads by Channel, by who they are Assigned to and By contact, Why it was lost, and the Works declined and why; with Opportunities switched on, the tab ends with how your team answered its proposals — see Lead goals, settings and the Leads report. Once you can see leads with a goal other than Sale, a Goal choice appears: with several goals in the choice, By goal gives each goal its own figures and win rate; pick one goal and every figure counts that goal alone, in its own words.
- User Performance — read and write activity over a 30-day window: the eight most active users side by side, or one user's reads and writes on their own.
- Acquisition / Insurance — the estimated, insured and acquisition values across the collection, and how many works have an acquisition price.
- Inventory Volume — object count and cubic volume by inventory, with locations and group members excluded if you wish.
Every sales figure — the Sales card, Facilitator sales, Exhibition sales, Consignment sales, the Sales value on the Leads tab and a record's own Sales report — counts what the sold works are worth: their price without VAT and after discounts (a general discount on the invoice is shared among its lines), without shipping, other invoice items or additional costs.
Three settings shape the sales figures. Basis chooses Gross or Net for the Sales card and Facilitator sales; Exhibition sales always show gross, and Consignment sales show gross and net side by side. Net follows the direction of the work's financial consignment — on an incoming consignment you keep only your commission, on an outgoing one the venue's commission comes off a sale the venue made: one Executed through External or External gallery whose External Seller is the consignee or is left empty. A sale made In-house, internal transfers and third-party consignments stay at gross. The reports start from internal sales; tick Include external sales and Include gifts & donations (at list price) to add them. Gifts and donations bring in no money: they count at each work's list price — a work without one counts as 0 — so a total shows what the works were worth, not what was received. They are shown apart: on the Sales card a Gifts & donations tile joins the total, and on each bar they sit on top of the sales in a colour of their own; Facilitator sales, Exhibition sales and Consignment sales get a Gifts & donations column and, beside each period's total, of which … gifts & donations; in a drill-down, such a line is marked Gift or Donation. The Counting line underneath sums up what the figures include.
Reports on a single record
Exhibitions and consignments each carry their own sales report. Open one and you see what it actually sold: the total, how much each colleague sold, and every sold work with its buyer and invoice. Unfold a facilitator and their sales appear the way the Sales page shows them, with picture, client, invoice and payment status; one click opens the sale. A bar shows where every work stands — sold, donated, gifted, on hold, offered, available, not available — by number of works or by value, where a sold work counts its value as in Reports & Analytics. Your own sales, external sales and donations and gifts sit in separate groups; donations and gifts are valued at the work's list price. There is no period to choose: the report counts the sales of the record's works from its start date on, and a work that came back or was resold no longer counts.
Next to the sales report, Production & expenses sums what the works cost to make and, on an exhibition, what the show itself cost, as a PDF or a spreadsheet; see Exhibitions.
Who can see it
Reports & Analytics and its item in the sidebar open for anyone who may see one of its tabs: the permission to see sales reports, User Performance or Acquisition / Insurance is enough on its own, and so is the permission to see leads, for the Leads tab. Each tab needs its own permission: the Sales tab the permission to see sales reports, and User Performance, Acquisition / Insurance and Inventory Volume one each. The sales figures only count what you may see in Sales: without permission to see all sales, only the sales you facilitated, and confidential sales only with permission to see them. A record's sales report appears with the same sales-report permission once one of its works has been sold or given away, and Production & expenses needs permission to see work values. If you cannot see something, that is a role permission — speak to your account administrator. The Leads tab needs only the permission to see leads and counts only the leads you may see; its sales figures and amounts also need the permission to see sales reports.