Separate Location and Artwork Status
complete
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Peter Aitken
When a work is sold, the location is changed to "sold to XYX" automatically but the work is still with us and we still need to know where it is. Please separate artwork location from artwork status.
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Kat Colón, CSM
updated the status to
complete
Hi Peter, and everyone who added their voice here, thanks for flagging this.
We can now share that this fix is now live. Selling, consigning, or returning an artwork no longer touches the Location field. Whatever you've entered there stays put and will not be overridden when an invoice is opened or sold, etc.
We also rebuilt how returns work end to end: returning an artwork from the inventory list now automatically creates a return consignment record, so all returns are searchable now in consignments. If a piece has already been returned, the "Return to Artist" action greys out and shows the return date instead, so there's no risk of double-returning it. That activity now shows up in the artwork's history too for audit purposes.
Appreciate the detail everyone added on packing lists and returns, it's what shaped the scope here.
Emily Ezell
Hi everyone! After feedback on our recent Location field update, we’ve added an opt-in setting for automatic location changes.
Navigate to Account Settings >> Configuration >> Inventory and turn on the “Sale Status in Location” toggle. The toggle is off by default. When turned on, a confirmation listing current and proposed locations appears after each sale, consignment, or return. Uncheck any items you'd like to keep at their current location.
This setting gives you the flexibility to keep locations as-is or let them update automatically, depending on your workflow.
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Allison H Legacy Art
Hi Emily Ezell - I'm glad to see Artcloud has worked to address this issue, but I don't think that this toggle on/off is the correct resolution. Whether on or off, both will still require manual corrections:
- Toggle ON: Location will change to 'Sold to [buyer name]' which has to be changed for privacy, often numerous times since it will also say 'On open invoice for [buyer name]' if it's not an immediately closed sale.
- Toggle OFF: Location remains as the studio or gallery, requiring a manual update to reflect it's no longer at that location and reflect the Sold status.
This whole "location/status" issue is most important for Artists.
I have numerous clients that use Location, publicly, on their website to help show in what galleries their artwork is consigned.
At a minimum, if toggled ON, it would be helpful if Artcloud offered a way to display Sold in the location field without automatically including the buyer's name. This would protect collector privacy and eliminate this manual update.
Thanks!
S
Sarah Valdes
Hello Kat:
Your rebuilding of the returns has caused real problems for us.
Remembering that you recently transferred our data from Artbase, and because you had very limited categories by which our shipping receipts that had many different labels and purposes in Artbase, the decision was made to migrate our shipping receipts as "Inventory Return". In following, this update has changed the status of too many artworks to count to "returned" with the most recent date that they appeared on a shipping receipt. These works are still active, still in our care and custody, but now show as Returned.
This needs to be reversed immediately! Our database is entirely messed up!
Kat Colón, CSM
updated the status to
complete
Hi Peter, and everyone who added their voice here, thanks for flagging this.
We can now share that this fix is now live. Selling, consigning, or returning an artwork no longer touches the Location field. Whatever you've entered there stays put and will not be overridden when an invoice is opened or sold, etc.
We also rebuilt how returns work end to end: returning an artwork from the inventory list now automatically creates a return consignment record, so all returns are searchable now in consignments. If a piece has already been returned, the "Return to Artist" action greys out and shows the return date instead, so there's no risk of double-returning it. That activity now shows up in the artwork's history too for audit purposes.
Appreciate the detail everyone added on packing lists and returns, it's what shaped the scope here.
Allison H Legacy Art
In the Artist Manager, I have a couple clients that use the Location field to show what pieces are at what galleries. When it changes to 'Sold to...' that opens up privacy issues, and training/remembering to change location to 'Private Collector' risks.
E
Eloise Cato
This is crucial!! I can't believe the location data is wiped! Owned by and physical location are two very seperate things! If there are concerns about re-engineering what is currently exisiting.... This could easily be fixed with a "location field" and a "Sub- location field" ie location "Gallery- on invoice etc" Sub location "Gallery Storage Rack A1" People could elect to use the sub location or not etc. Regardless Status "Sold to x client" and physical location "Gallery x location" are two very different things and are CRUCIAL, Please Art Cloud this is mandatory for most users of your system!
Sales Staff
Hopefully this is in the queue! Still remains an issue for us.. SOLD is status not a location.
Andrew Smith
updated the status to
open
Sales Staff
We have brought this issue up since we started Artcloud in 2020. It is a MAJOR issue, as we need to know where the inventory is when its time to pack it to ship, and also indicate once it has left the building. If doing a search by Sold to - that feature then also doesn't work once location changed. Location should be LOCATION. Add another field, such that SOLD TO is a STATUS..
Kat Colón, CSM
updated the status to
under review
Our team is reviewing this request. Please note, this status of Under Review does not mean that we are building this feature at this time. We will update the status as changes are made.
Grace Hopkins
Totally agree. Also when making a consignment out list you have to print it out before because all the locations go away.
Grace Hopkins
And for a third party consignment there is no easy way to do a return of that consignment when it comes back to the gallery.
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