Artwork reservations allow you to reserve an artwork in your inventory for a specific client, indicate a specific price, and select a date when the reservation will expire.
Any reservations you set up and assign to artworks will appear as Reserved status labels in your Inventory screen.
Setting your Reservation defaults
1. Go to Settings > Reservations
2. Ensure that Enable Reservations is toggled on:
3. Set a default Reservation Duration. This can be overridden on individual reservations.
4. Configure how Reservations and Quotes work together:
Enable Reserve Artwork on Quote to automatically reserve any artwork added to a quote.
Enable Release Reservation on Quote Cancel to automatically remove the reservation from an artwork when related quotes are cancelled.
5. Click Update Settings to save.
Creating a Reservation
1. In Art Galleria, go to Sales > Reservations, then click New Reservation.
2. In the New Reservation window that pops up, select the following reservations details:
Artwork to reserve
Client for which to hold the artwork
Price (will display the existing artwork price, but can be edited)
Reservation expiry date (will display the default term, but can be edited)
3. Click Create Reservation when complete.
4. The reservation for that artwork will appear in the Reservation section of Art Galleria, as shown below, and in your Inventory it will have the status label Reserved.
You can also view a summary of total sum of reservations shown at the top of the screen.
Please note, reserving an artwork will not affect it's availability in Private Rooms, portfolios, or any connected websites. If you wish to make the artwork no longer available for sale, you must change it's status manually.
Editing artwork reservations
After creating a reservation in the steps above:
1. Go to Sales > Reservations,
2. Click the more options icon (...) and select Edit Reservation next to the reservation you wish to modify:
3. You will have the option to change the amount of the artwork and the expiry date of the reservation, as shown below:
Marking an artwork reservation as invoiced
If the client purchases the artwork, you can mark the reservation as invoiced.
1. Go to Sales > Reservations, click the more option menu (...), then select Mark As Invoiced.
2. The reservation will then move to the History tab and the status label will change to Invoiced:
Cancelling an artwork reservation
If the client changes their mind about purchasing the artwork you can remove the reservation.
1. Go to Sales > Reservations,
2. Click the more option (...) icon next to the Reservation and select Cancel.
3. The Reservation will then move to the History tab and the status label will change to Cancelled:
3. To remove the record of the reservation after it has been cancelled, click the more options menu (...) on the Cancelled reservation and select Delete.
