Artlogic has flexible options to help you easily manage your stock numbers. The frequently asked questions in this guide explain how to approach the stock numbers in your database.
How do I add stock numbers?
Stock numbers can be included in any artwork import, when adding individual or multiple artwork records, and they can be adjusted in existing artwork records. The stock number field exists under the Artwork tab of an artwork record, labelled Stock number.
Continue a stock number sequence.
To continue the sequence of an artist's stock number for a new artwork, click the 'get next highest' text next to the stock number field in the main screen of an artwork record. The system will automatically fill this field with a continuation of the artist's stock number from the previous highest.
What happens when I add a new artist?
When the first artwork of a new artist is added to the database, you will need to manually add the stock number, along with any prefixes and formatting (e.g. AA001). Once this has been submitted, the system will automatically log the specific formatting for that artist's stock numbers. The next time you add an artwork by the same artist, it will follow automatically (e.g. AA002, AA003...).
After this, you can use the 'get next highest' button when adding additional artworks.
What happens when I delete stock numbers?
If you delete an artwork with a stock number within a series of existing stock numbers the database will not change any of the other artwork's stock numbers. The next artwork added will still pull the next highest stock number. If you wish to reuse or reallocate a stock number that is not the next highest you will need to enter this manually.
Duplicate stock numbers
It is possible to have different records with the same stock number. The system will display a warning if you have entered a stock number that is already in use in your database.
How does Artlogic format stock numbers and can I adjust these?
There are a number of ways that the system can manage your stock numbers programmatically:
- Stock numbers can be automated by artist or a continuous stock sequence can apply across your entire inventory regardless of the individual artist/s.
- You can set a minimum number of digits per stock number.
- If you are importing data from a system that added a prefix or suffix to stock numbers that is not used anymore, the system can ignore this when sorting works.
- Edition records will automatically take the stock number of the Edition Data Record. If you wish to change the individual edition records to have their own stock numbers you will need to detach the records.
If you would like to adjust the formatting of your stock numbers, Get in touch and we will be happy to help.