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Organizing sales records?

Organizing sales records?

2013-12-01 by <michael3442@...>

I'd like to raise the subject of tracking one's sales. After keeping track of my handful of sales on slips of paper filed....somewhere nearby, I'm now needing to put together a system to avoid total chaos at some point down the road. And where better to broach this subject than here in the midst of decades of experience. So, how do you manage your sales records? A database, spreadsheet, external software, shoebox? All responses much appreciated.

Re: [Digital BW] Organizing sales records?

2013-12-01 by jimbo

Hi Mike,
You'll probably get a lot of varied advise here.. After many attempts at doing it non professionally..LOL.. I simply use QuickBooks.. I work with artists, galleries and  businesses.. To be honest their are several reasons I like using it.. I can track my sales by service segment ...Prints , photography, computer services etc.. As I get a new customers they just get added to the customer list.. Repeat sales are a no brainer just pull up the client and make an invoice.. I can also do estimates using the software.. It a real help at tax time and I can do a quick summary by client to see who my better customers are.. I can print or email an invoice right out of it.. I spend quite a bit of time behind a computer so generally I would seek out non computer methods but in this case it gives me more time, and it is a professional way of doing it.. It's pretty easy actually. You can go as far as you want..including tracking cost , materials etc.. what works for you will just show up when you get there.

jimbo
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  ----- Original Message ----- 
  From: michael3442@... 
  To: DigitalBlackandWhiteThePrint@yahoogroups.com 
  Sent: Sunday, December 01, 2013 9:45 AM
  Subject: [Digital BW] Organizing sales records?


    
  I'd like to raise the subject of tracking one's sales. After keeping track of my handful of sales on slips of paper filed....somewhere nearby, I'm now needing to put together a system to avoid total chaos at some point down the road. And where better to broach this subject than here in the midst of decades of experience. So, how do you manage your sales records? A database, spreadsheet, external software, shoebox? All responses much appreciated.

  
  No virus found in this message.
  Checked by AVG - www.avg.com
  Version: 2014.0.4259 / Virus Database: 3629/6882 - Release Date: 12/01/13

Re: [Digital BW] Organizing sales records?

2013-12-01 by Terry Ritz

Right now I write an invoice for each sale, detailing everything, and then I put a summary entry in a simple spreadsheet. The spreadsheet totals the year and let's me see how much printing I do versus art sales. 

Terry.
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>> On Dec 1, 2013, at 10:45 AM, <michael3442@...> wrote:
> 
> I'd like to raise the subject of tracking one's sales. After keeping track of my handful of sales on slips of paper filed....somewhere nearby, I'm now needing to put together a system to avoid total chaos at some point down the road. And where better to broach this subject than here in the midst of decades of experience. So, how do you manage your sales records? A database, spreadsheet, external software, shoebox? All responses much appreciated.

Re: [Digital BW] Organizing sales records?

2013-12-01 by Kip Babington

Jimbo -

Technical question - do you or others use QB on a Mac or a Windows box?  If a Mac, how well does it do?  I ask because I’ve used it for several years on a Windows box and it does fine, but I’m in the process of switching to Mac.  I've read several places that the Mac version of QB does NOT work well, but have to wonder if that’s everybody’s experience or maybe just those who try to use all the bells and whistles.  (I don’t even keep track of customers on QB - not needed for what I use it for - just to do P&L and a balance sheet for tax purposes.)

Thanks for any feedback.

Cheers,
Kip
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On Dec 1, 2013, at 11:05, jimbo <mrjimbo@...> wrote:

> 
> 
> Hi Mike,
> You'll probably get a lot of varied advise here.. After many attempts at doing it non professionally..LOL.. I simply use QuickBooks.. I work with artists, galleries and  businesses.. To be honest their are several reasons I like using it.. I can track my sales by service segment ...Prints , photography, computer services etc.. As I get a new customers they just get added to the customer list.. Repeat sales are a no brainer just pull up the client and make an invoice.. I can also do estimates using the software.. It a real help at tax time and I can do a quick summary by client to see who my better customers are.. I can print or email an invoice right out of it.. I spend quite a bit of time behind a computer so generally I would seek out non computer methods but in this case it gives me more time, and it is a professional way of doing it.. It's pretty easy actually. You can go as far as you want..including tracking cost , materials etc.. what works for you will just show up when you get there.
>  
> jimbo
> ----- Original Message -----
> From: michael3442@...
> To: DigitalBlackandWhiteThePrint@yahoogroups.com
> Sent: Sunday, December 01, 2013 9:45 AM
> Subject: [Digital BW] Organizing sales records?
> 
>  
> I'd like to raise the subject of tracking one's sales. After keeping track of my handful of sales on slips of paper filed....somewhere nearby, I'm now needing to put together a system to avoid total chaos at some point down the road. And where better to broach this subject than here in the midst of decades of experience. So, how do you manage your sales records? A database, spreadsheet, external software, shoebox? All responses much appreciated.
>

Re: [Digital BW] Organizing sales records?

2013-12-01 by Mark Savoia

I agree with Jimbo, we have been using QB for years.

Mark
www.stillrivereditions.com
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On Dec 1, 2013, at 12:05 PM, jimbo <mrjimbo@...> wrote:

>  
> 
> Hi Mike,
> You'll probably get a lot of varied advise here.. After many attempts at doing it non professionally..LOL.. I simply use QuickBooks.. I work with artists, galleries and  businesses.. To be honest their are several reasons I like using it.. I can track my sales by service segment ...Prints , photography, computer services etc.. As I get a new customers they just get added to the customer list.. Repeat sales are a no brainer just pull up the client and make an invoice.. I can also do estimates using the software.. It a real help at tax time and I can do a quick summary by client to see who my better customers are.. I can print or email an invoice right out of it.. I spend quite a bit of time behind a computer so generally I would seek out non computer methods but in this case it gives me more time, and it is a professional way of doing it.. It's pretty easy actually. You can go as far as you want..including tracking cost , materials etc.. what works for you will just show up when you get there.
>  
> jimbo
> ----- Original Message -----
> From: michael3442@...
> To: DigitalBlackandWhiteThePrint@yahoogroups.com
> Sent: Sunday, December 01, 2013 9:45 AM
> Subject: [Digital BW] Organizing sales records?
> 
> I'd like to raise the subject of tracking one's sales. After keeping track of my handful of sales on slips of paper filed....somewhere nearby, I'm now needing to put together a system to avoid total chaos at some point down the road. And where better to broach this subject than here in the midst of decades of experience. So, how do you manage your sales records? A database, spreadsheet, external software, shoebox? All responses much appreciated.
>

Re: [Digital BW] Organizing sales records?

2013-12-01 by jimbo

Kip,
No problems with either platform.. I run it on windows here but my wife does books for 3 business one of which is on a Mac.. the other two windows.. It works either way. By the way you can run the windows version on the Mac.. works fine..

Jimbo
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  ----- Original Message ----- 
  From: Kip Babington 
  To: DigitalBlackandWhiteThePrint@yahoogroups.com 
  Sent: Sunday, December 01, 2013 12:23 PM
  Subject: Re: [Digital BW] Organizing sales records?


    
  Jimbo -



  Technical question - do you or others use QB on a Mac or a Windows box?  If a Mac, how well does it do?  I ask because I’ve used it for several years on a Windows box and it does fine, but I’m in the process of switching to Mac.  I've read several places that the Mac version of QB does NOT work well, but have to wonder if that’s everybody’s experience or maybe just those who try to use all the bells and whistles.  (I don’t even keep track of customers on QB - not needed for what I use it for - just to do P&L and a balance sheet for tax purposes.)


  Thanks for any feedback.


  Cheers,
  Kip




  On Dec 1, 2013, at 11:05, jimbo <mrjimbo@...> wrote:


    

    Hi Mike,
    You'll probably get a lot of varied advise here.. After many attempts at doing it non professionally..LOL.. I simply use QuickBooks.. I work with artists, galleries and  businesses.. To be honest their are several reasons I like using it.. I can track my sales by service segment ...Prints , photography, computer services etc.. As I get a new customers they just get added to the customer list.. Repeat sales are a no brainer just pull up the client and make an invoice.. I can also do estimates using the software.. It a real help at tax time and I can do a quick summary by client to see who my better customers are.. I can print or email an invoice right out of it.. I spend quite a bit of time behind a computer so generally I would seek out non computer methods but in this case it gives me more time, and it is a professional way of doing it.. It's pretty easy actually. You can go as far as you want..including tracking cost , materials etc.. what works for you will just show up when you get there.

    jimbo
      ----- Original Message -----
      From: michael3442@...
      To: DigitalBlackandWhiteThePrint@yahoogroups.com
      Sent: Sunday, December 01, 2013 9:45 AM
      Subject: [Digital BW] Organizing sales records?


       
      I'd like to raise the subject of tracking one's sales. After keeping track of my handful of sales on slips of paper filed....somewhere nearby, I'm now needing to put together a system to avoid total chaos at some point down the road. And where better to broach this subject than here in the midst of decades of experience. So, how do you manage your sales records? A database, spreadsheet, external software, shoebox? All responses much appreciated.




  
  No virus found in this message.
  Checked by AVG - www.avg.com
  Version: 2014.0.4259 / Virus Database: 3629/6882 - Release Date: 12/01/13

Re: [Digital BW] Organizing sales records?

2013-12-01 by John Castronovo

I’ve been using QuickBooks Online for the last two years and it suits my needs. With one monthly subscription I can access everything through a web address and do business simultaneously from multiple computers in different locations and even from my smartphone.
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From: jimbo 
Sent: Sunday, December 01, 2013 2:53 PM
To: DigitalBlackandWhiteThePrint@yahoogroups.com 
Subject: Re: [Digital BW] Organizing sales records?

 


Kip,
No problems with either platform.. I run it on windows here but my wife does books for 3 business one of which is on a Mac.. the other two windows.. It works either way. By the way you can run the windows version on the Mac.. works fine..

Jimbo
  ----- Original Message ----- 
  From: Kip Babington 
  To: DigitalBlackandWhiteThePrint@yahoogroups.com 
  Sent: Sunday, December 01, 2013 12:23 PM
  Subject: Re: [Digital BW] Organizing sales records?

    
  Jimbo - 


  Technical question - do you or others use QB on a Mac or a Windows box?  If a Mac, how well does it do?  I ask because I’ve used it for several years on a Windows box and it does fine, but I’m in the process of switching to Mac.  I've read several places that the Mac version of QB does NOT work well, but have to wonder if that’s everybody’s experience or maybe just those who try to use all the bells and whistles.  (I don’t even keep track of customers on QB - not needed for what I use it for - just to do P&L and a balance sheet for tax purposes.)

  Thanks for any feedback.

  Cheers,
  Kip


  On Dec 1, 2013, at 11:05, jimbo <mrjimbo@...> wrote:


    

    Hi Mike,
    You'll probably get a lot of varied advise here.. After many attempts at doing it non professionally..LOL.. I simply use QuickBooks.. I work with artists, galleries and  businesses.. To be honest their are several reasons I like using it.. I can track my sales by service segment ...Prints , photography, computer services etc.. As I get a new customers they just get added to the customer list.. Repeat sales are a no brainer just pull up the client and make an invoice.. I can also do estimates using the software.. It a real help at tax time and I can do a quick summary by client to see who my better customers are.. I can print or email an invoice right out of it.. I spend quite a bit of time behind a computer so generally I would seek out non computer methods but in this case it gives me more time, and it is a professional way of doing it.. It's pretty easy actually. You can go as far as you want..including tracking cost , materials etc.. what works for you will just show up when you get there.

    jimbo
      ----- Original Message -----
      From: michael3442@...
      To: DigitalBlackandWhiteThePrint@yahoogroups.com
      Sent: Sunday, December 01, 2013 9:45 AM
      Subject: [Digital BW] Organizing sales records?

        
      I'd like to raise the subject of tracking one's sales. After keeping track of my handful of sales on slips of paper filed....somewhere nearby, I'm now needing to put together a system to avoid total chaos at some point down the road. And where better to broach this subject than here in the midst of decades of experience. So, how do you manage your sales records? A database, spreadsheet, external software, shoebox? All responses much appreciated.


  No virus found in this message.
  Checked by AVG - www.avg.com
  Version: 2014.0.4259 / Virus Database: 3629/6882 - Release Date: 12/01/13





No virus found in this message.
Checked by AVG - www.avg.com
Version: 2014.0.4259 / Virus Database: 3629/6882 - Release Date: 12/01/13

Re: Organizing sales records?

2013-12-02 by Clayton Price

This is related, and perhaps should be re-named Organizing Fine Art Sales.

I've recently started editioning some of my fine art work and would like to
find a program for Macs, that can keep track of sales, each edition (or 
where various prints have been sent if not editioned), and galleries, as 
well as where final prints, not yet sold are located (in my various hard 
drives). Importantly, at least a small thumbnail of each print (with it's negative
file number, and room for some notes would be good. 

There are a number of programs out there, but I've not yet found one 
that works well with Macintosh.  Any suggestions?

Thanks all!

Clay Price
NYC

Re: Organizing sales records?

2013-12-02 by Michael K

Thanks for the replies. Already I see I should have been more specific. Many here seem to be speaking from the standpoint of being heavily involved in printing for others as a business. My query should have been clearer as I’m coming at this issue from the standpoint of a fine artist making comparatively few sales but who anticipates these sales to grow with time. If I let these few sales get foggy in the mind, or the sales notes get misplaced, proper numbering of prints in an edition will get out of order and it might be impossible to straighten out. So, I’m not anticipating so many sales that taxes would become an issue, it’s much more keeping track of what get’s sold, who buys, number in an edition, and so on. Thanks again.

Michael

Re: [Digital BW] Re: Organizing sales records?

2013-12-02 by Dale Hoffman

Michael,

Have you considered keeping your records using Excel (spreadsheet) or Filemaker Pro (database)?
Both are versatile enough to allow you to make additions to the fields as your record keeping evolves.
You can start with an existing template and customize.

Google: "excel art inventory templates" to get an idea what others have done with Excel.
Google: "filemaker pro art inventory" for similar info regarding the program Filemaker.

Dale Hoffman
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On Dec 2, 2013, at 9:49 AM, Michael K wrote:

> 
> Thanks for the replies. Already I see I should have been more specific. Many here seem to be speaking from the standpoint of being heavily involved in printing for others as a business. My query should have been clearer as Iâ•˙m coming at this issue from the standpoint of a fine artist making comparatively few sales but who anticipates these sales to grow with time. If I let these few sales get foggy in the mind, or the sales notes get misplaced, proper numbering of prints in an edition will get out of order and it might be impossible to straighten out. So, Iâ•˙m not anticipating so many sales that taxes would become an issue, itâ•˙s much more keeping track of what getâ•˙s sold, who buys, number in an edition, and so on. Thanks again.
>  
> Michael
>  
>

Re: Organizing sales records?

2013-12-02 by Ben Schneider

I have been using QuickBooks Pro for my business on a Mac for about twenty years.  It is the forth accounting software I tried, and I am never looking back.  It does so much, is easy to learn and use, and is one of the best software deals out there.

It is easy to set up clients, items, and make reports of sales, and payments at anytime.  It even makes taxes more easy to file.  I only use an accountant for my depreciation schedules, and year end closings.  My accounting fees are less then $500 a year, and includes all my tax filings, including personal property taxes.

QuickBooks is the accounting software my CPA recommended.

The company is a pleasure to do business with.  When an over voltage killed my hard drive, they gladly allowed me to reinstall it without question.  Not like Adobe who made me buy new upgrades.

Sent from my iPad

Re: Organizing sales records?

2013-12-03 by edknightphoto

Michael, I track each print from printing to final disposition (sold, donated, etc) in an OpenOffice Base database. I then drag db queries to an OpenOffice Calc spreadsheet for taxes. Never tried QB though that may be a more efficient solution.

--- In DigitalBlackandWhiteThePrint@yahoogroups.com, <michael3442@...> wrote:
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>
> I'd like to raise the subject of tracking one's sales. After keeping track of my handful of sales on slips of paper filed....somewhere nearby, I'm now needing to put together a system to avoid total chaos at some point down the road. And where better to broach this subject than here in the midst of decades of experience. So, how do you manage your sales records? A database, spreadsheet, external software, shoebox? All responses much appreciated.
>

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