Summary 

Gallery Manager is a software application which was developed for Thornthwaite Galleries and has since been installed in other galleries.

The solution supports all aspects of a gallery including accounting and book-keeping, VAT (zero, standard, margin and flat rate), point of sale,  artwork and exhibitor management (sale or return and purchased stock) , third party payments, bank reconciliation, customer mailing and invoicing, business performance measurement and much more.

The strength of the solution results from the following:

• Built by a gallery owner who is also an IT specialist.
• The system can be tailored, if required, to the customer's requirements and this will be done by someone who understands your business.
• All enhancements are fully tested and then used operationally in Thornthwaite Galleries before being released to customers.
• Existing stock lists and customer and exhibitor records can be loaded, automatically, from electronic records reducing the start-up time and effort.

Features & Benefits

One system provides total control

Main features & benefits:

•  Manages exhibitor & supplier stock
•  Provides real time stock control with re-order levels
•  Prints automatic stock labels and exhibit display card with artist, item code, price, description and medium
•  Manages all sales with "end of day" balancing and reconciliation
•  Produces a daily record of performance (which can be printed or emailed as required)
•  Provides control accounts for artists & suppliers with automatic statements & payments
•  Supports customer records with invoices and mailing lists
•  Provides complete financial control and bank reconciliation
•  Delivers full annual accounts for effortless submission for audit  
•  Supports interfaces to artist CVs
•  Provides a Gallery diary, including exhibition schedule (which can be printed for display etc)
•  Supports all variances of VAT with automatic VAT return calculation (non-VATable, flat rate, standard, marginal)
•  Delivers Key Performance Indicators to help manage performance (real time display, reports and graphs)
•  Written in Microsoft Access, the application links seamlessly with all Microsoft products

Gallery Manager is the ultimate solution to help you control every aspect of your gallery business – exhibitors, artists, suppliers, customers, stock, accounts, bank accounts, VAT and business targets. It is fully integrated so, for example, the input of a sale delivers a stock update, artist and gallery cash accounting entries, VAT posting, artist statement update etc.

Developed over the last five years by computer expert Ron Monk, Gallery Manager has evolved to fill a need, when Ron bought his own gallery, Thornthwaite Galleries near Keswick

Thornthwaite Galleries operated with completely manual systems when Ron bought the business in 2004 and he immediately set about computerising the whole operation – the intention being to make life simpler, provide complete control and to reduce administration.

The result, Gallery Manager, now provides a one-stop-shop to computerise any gallery business and means that no other administration or accounting system is required.

Exhibitors & Artists
Gallery Manager manages each with their contact information, their commission levels, lists items on sale or return, records gross sales monthly calculating artist commission, sales contribution to the business, VAT and prints a statement to forward with payment.

Suppliers & Stock
Gallery Manager maintains a database of suppliers, generates set ‘mark up’ for sales, enters deliveries into stock, prints stock/sale labels, provides real time stock levels and re-order reminders.

Customer Database
Gallery Manager links customers to sales if required, allows invoices to build over time or appends sales to hold items in lieu, allows database interrogation to identify customer groups, prints mailing labels or mail merges letter ready for post.

Financial Management
Gallery Manager reconciles all financial transactions daily, weekly, monthly and at the end of financial year – as required.  The system automatically provides everything required for book keeping, annual accounting, VAT, bank reconciliation, and the management of customer, supplier and exhibitor accounts.

System Schematic