Image tracking and invoicing

**jatrax** · 02-24-2015, 06:03 PM

I have photo cards and matted prints in three stores with talks underway with two more. I have framed prints at one location and will be adding to that. When it was just the local coffee shop I just used a spreadsheet to track what I dropped off and what sold. But with more stores it is getting complicated.

So, anyone have a method either manual or software for tracking what you have out in galleries and stores? I want to track what I have out there as well as what is selling so I can keep the sellers in stock and remove the duds.

**Lowell Goudge** · 02-25-2015, 07:42 PM

Assuming you print set numbers have you considered simply using a label printer to print barcodes, and a bar cod scanning application.

Surely this could work, but so can a spreadsheet

Set it up with one column for prints, one for a sequence number, and one column for what store has it. You could add another for when they sold it and when you gave the store the print

**jatrax** · 02-25-2015, 09:44 PM

Thanks Lowell, I don't print in numbered sets so I don't have to track that. I currently use a spreadsheet with a separate page for each store. But now when I add a new image I have to add it in three (and potentially more) places. I can see that getting out of hand. Your idea of columns for each store might be a better way. But how do I deal with restocking then? I sold 4 prints yesterday at one store and I'm working on matting replacements, I have the original delivery marked but how do I record the restock? I want to be able to tell what is selling as I go forward.

Seems there has to be a way, this is nothing new. I'm sure lots of smart folks have figured it out already.

**Lowell Goudge** · 02-27-2015, 05:43 PM

Originally posted by jatrax

Thanks Lowell, I don't print in numbered sets so I don't have to track that. I currently use a spreadsheet with a separate page for each store. But now when I add a new image I have to add it in three (and potentially more) places. I can see that getting out of hand. Your idea of columns for each store might be a better way. But how do I deal with restocking then? I sold 4 prints yesterday at one store and I'm working on matting replacements, I have the original delivery marked but how do I record the restock? I want to be able to tell what is selling as I go forward.

Seems there has to be a way, this is nothing new. I'm sure lots of smart folks have figured it out already.

There are lots of business applications to track this type of thing.

What I don't know, is, when you put stock in a store, do they purchase it, or is it on consignment, if it is on consignment, it may be a different issue then if it is a sale when you put it into a store.

Regardless, I think they way to analyze it's in a spreadsheet, and use a pivot table report by print, by store and by month, positives are when you put a print in the store, negatives are when they are sold, and inventory is the total of positive and negatives foe any store and print

The sheet only needs 4 Columns. Date, print, store, and quantity.

I did a sample test just using random numbers and it works

Last edited by Lowell Goudge; 02-27-2015 at 05:55 PM.

02-24-2015, 06:03 PM	#1
jatrax Site Supporter Join Date: May 2010 Location: Washington Cascades Photos: Gallery \| Albums Posts: 12,991	Image tracking and invoicing I have photo cards and matted prints in three stores with talks underway with two more. I have framed prints at one location and will be adding to that. When it was just the local coffee shop I just used a spreadsheet to track what I dropped off and what sold. But with more stores it is getting complicated. So, anyone have a method either manual or software for tracking what you have out in galleries and stores? I want to track what I have out there as well as what is selling so I can keep the sellers in stock and remove the duds.

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02-25-2015, 07:42 PM	#2
Lowell Goudge Site Supporter Join Date: Jan 2007 Location: Toronto Photos: Gallery \| Albums Posts: 17,888	Assuming you print set numbers have you considered simply using a label printer to print barcodes, and a bar cod scanning application. Surely this could work, but so can a spreadsheet Set it up with one column for prints, one for a sequence number, and one column for what store has it. You could add another for when they sold it and when you gave the store the print

02-25-2015, 09:44 PM	#3
jatrax Site Supporter Join Date: May 2010 Location: Washington Cascades Photos: Gallery \| Albums Posts: 12,991 Original Poster	Thanks Lowell, I don't print in numbered sets so I don't have to track that. I currently use a spreadsheet with a separate page for each store. But now when I add a new image I have to add it in three (and potentially more) places. I can see that getting out of hand. Your idea of columns for each store might be a better way. But how do I deal with restocking then? I sold 4 prints yesterday at one store and I'm working on matting replacements, I have the original delivery marked but how do I record the restock? I want to be able to tell what is selling as I go forward. Seems there has to be a way, this is nothing new. I'm sure lots of smart folks have figured it out already.

02-27-2015, 05:43 PM	#4
Lowell Goudge Site Supporter Join Date: Jan 2007 Location: Toronto Photos: Gallery \| Albums Posts: 17,888	Originally posted by jatrax Thanks Lowell, I don't print in numbered sets so I don't have to track that. I currently use a spreadsheet with a separate page for each store. But now when I add a new image I have to add it in three (and potentially more) places. I can see that getting out of hand. Your idea of columns for each store might be a better way. But how do I deal with restocking then? I sold 4 prints yesterday at one store and I'm working on matting replacements, I have the original delivery marked but how do I record the restock? I want to be able to tell what is selling as I go forward. Seems there has to be a way, this is nothing new. I'm sure lots of smart folks have figured it out already. There are lots of business applications to track this type of thing. What I don't know, is, when you put stock in a store, do they purchase it, or is it on consignment, if it is on consignment, it may be a different issue then if it is a sale when you put it into a store. Regardless, I think they way to analyze it's in a spreadsheet, and use a pivot table report by print, by store and by month, positives are when you put a print in the store, negatives are when they are sold, and inventory is the total of positive and negatives foe any store and print The sheet only needs 4 Columns. Date, print, store, and quantity. I did a sample test just using random numbers and it works Last edited by Lowell Goudge; 02-27-2015 at 05:55 PM.