Loans

The 'Movements' module lets you manage artwork movements easily: consignments, loans and purchases.

Record artworks coming into and going out of your inventory, and print or send the corresponding documents.

Create a loan

There are two ways to create a loan:

• 'Artworks' > List > Select the artworks that make up the loan > 'Tools' > 'Create loan'*

• 'Movements' > 'Loans' > 'New'

  
  

*Remember that, once you have chosen the artworks, you will need to select the editions of those that are not unique works.

Once the artworks have been added, or once you have selected the new option, a modal window will appear where you can fill in the loan details.

General information

• Reference - A free field to enter a reference for the loan

• From - Date the loan starts.

  If the loan date is earlier than today's date and the loan has already been completed, the location and status of the artworks cannot be updated.

• Change location - Ticking this box opens a selector with the locations recorded in the system; you can also enter a new location by typing its name and then filling in the additional details from 'Your locations'
• Type - Incoming or outgoing
• to - End date of the loan

Lender and borrower

These two fields draw on the data entered in your account in the 'Artists', 'Contacts' and 'My Gallery' modules.

When entering the lender and borrower details, type the name of your artist or contact, or the name of the gallery, so the form is filled in with the information held in those fields. If any information is incomplete or wrong, you can change it manually.

Insurance information

Company, insured amount and currency, insurance cost and currency.

Agreement information

• Details - To set out the reason for the loan
• Terms and conditions

Once the details are filled in, click the 'Create' button at the bottom of the form. Remember that you can edit the details after creating it by clicking the pencil icon in the loans list.

Add more artworks to a loan

Once the loan has been created, you can add more artworks to it:

Steps

1. In the loans list, open the loan you want to change by clicking its reference
2. In the 'Artworks' tab, use the search box to find the artworks you want to add
3. Select the edition you want to add and click the 'Add' button.

Generate a loan document

Once the loan has been created, you can print a loan document that gathers the information entered earlier, together with the technical details of the artworks.

Steps

1. In the loans list, open the loan whose document you want to print by clicking its reference
2. Select the language of the document*
3. Select the units of measurement of the artworks included in the loan
4. Select PDF or Word
5. Add the date of the document
6. Review the information in all the fields and change it if necessary
7. Set the visibility of the prices of the artworks included in the loan; you can choose whether to show prices or not, as well as the price type and the taxes applicable to them
8. Click the 'Print' button; the document will download to your device.

*Remember that if there is no information in the selected language, the system will show the information in the language available.