Search and filter sales with the advanced search

Use the advanced search in the Sales module to find particular transactions by applying filters such as status, client, seller, dates, amounts, artwork, artist, certificate or type of sale.

This tool is useful for reviewing outstanding sales, preparing reports, checking payments, finding invoices or extracting information for your accountant.

1. Go to the Sales module.
2. Open the sales list.
3. Click Advanced search.
4. Fill in one or several filters.
5. Click Search.
6. Review the results in the sales list.

You can combine several filters in the same search to get more precise results.

What filters you can use

The advanced search lets you find sales by different criteria.

You can search by:

• Type of sale: final, draft, credit note, rectified or advance payment.
• Invoice number.
• Sale status: pending payment, paid, partially paid, cancelled, returned, reservation paid, reservation cancelled or other custom statuses.
• Rectified or rectifying sales: using the Rectifies and Rectified by fields.
• Certificate status: sent or pending.
• Location of the sale.
• Artwork: searching by artwork or artist.
• Artwork type.
• Artist.
• Client.
• Seller.
• Period: start date and end date.
• Minimum amount and maximum amount.
• Country of the sale.

Examples of use

You can use the advanced search to answer everyday management questions.

For example:

1. See sales pending payment

   Filter by Sale status > Pending payment to find transactions that have not been paid yet.

   
   

2. Check partially paid sales

   Filter by Sale status > Partially paid to review sales with payments recorded but not yet complete.

   
   

3. Find sales with a pending certificate

   Filter by Certificate sent > No to review which sales still need the certificate of authenticity sent.

   
   

4. Review sales for a particular period

   Use Start date and End date to look at the sales for a month, quarter, art fair or campaign.

   
   

5. Check sales by seller

   Filter by Sellers to review the sales handled by a particular member of the team.

   
   

6. Search for sales of an artist or artwork

   Use the Artwork or Artists filters to find sales linked to a particular artwork or artist, and export the results to Excel for a more detailed analysis.

   
   

7. Review sales by location

   Filter by Location to check sales made at a particular site, art fair or event.

   
   

8. Prepare information by amount

   Use Minimum amount and Maximum amount to find sales within a given price range.

   
   

9. Check credit notes

   Use the Rectifies or Rectified by fields to find sales related to a rectification.

After running a search

The results appear in the sales list.

From that list you can review the sales found, open a particular sale, change statuses from Tools or export the information if you need to work with it outside ITGallery.