CONTACT Info / Edit
The CONTACT module is where you register all persons, companies and institutions that you are dealing with. These entries are then available for use in allocations, correspondence and any other administrative tasks.
Company / Institution
Name of the company or institution.
Department
If it is a large organization you may specify the department here. This entry can also be included in the address.
Google button
Clicking the Google button opens a browser window that performs a web search for the name of the company and/or person.
Salutation
Mr, Ms etc.
Title
Dr., Prof. etc.
Client number
Is there already an existing client number for this person or company?
First name
First name or preferred name of this person
Surname
Family name of this person
You formal / You
How do you address this person?
I
The I button refers to the person or institution that owns the database. Their contact details are saved on the I button and can be used to quickly complete entry fields instead of going through the allocation procedure.
The I button can be assigned temporarily as well, for example when registering large bodies of work by a particular artist. However it is not possible to have more than one I. When a second contact is marked as I, beryll automatically resets the first I mark.
Profession / position
What is the person's occupation or position within the abovementioned company?
Note
Various notes. These are included everywhere in the CONTACT module where the basic data of this person or company are displayed.
Partner's name
Press NEW to create a partner entry and tick the "selection" box to include their name in the mailing address. You can create and tick multiple entries.
Contact information
Enter telephone numbers, websites or email addresses here. The first entry field with the drop-down menu serves as a description, e.g. home phone, office number etc. By ticking the selection box you can determine which address to use for mailings.
Stamp area
National, overseas etc.
Language
In which language do you communicate with this person?
Salutation
beryll automatically puts together a form of address which is used in letters. If you prefer a different form simply click on Salutation and type in a dissent address. In this case beryll always uses the dissent address in lieu of the standard greeting.
Address check
Here you see the address as it will appear on labels or other documents.
Address
A person or company can have multiple address entries. The one marked as main entry will be used for printed matter and is displayed in the address check window above.
Type
Business or private? Tick the box if you want to hide the company name
Date
The date automatically shows when an address entry was created.
Street / no
Street and house number
Address suffix
P.O. Box, c/o etc.
Zip code / City
Postal code and town, city
State, Canton
State, Province or Canton
Country
The way the address is put together switches into the customary format depending on which country you enter.
CV
Under CV you can list personal details and enter the CV as a text.
First meeting
When and where did the first meeting take place? You can either use the calendar to enter the date or type directly into the entry field.
Date of birth and City / town
When and where was this person born?
Date of death and City / town
If the person is deceased, list when and where they died.
Nationality
What is this person's nationality?
Lives in
Where do they live?
Life data
The Life data button uses the personal details to create a one-line summary.
Vita
Here you have space to enter the complete CV or similar texts. You may check which entry should be used when printing. This entry will be used in the print-out of contact data and shown at the top of the list. You may change the selection at any time.
Type
Type of CV: for instance long version, short version. etc.
Language
Language the CV is written in.
Office
This section contains information regarding invoices and bank details.
VAT Number
Value added tax number
Company information for invoice
Additional information regarding the company. These details can be taken from quotes or invoices related to this sender.
Agreements
Specify any arrangements made.
Mentoring
Who is responsible for this person? e.g. a gallery or a specific person, an administration of estate, a scientific institution etc.
Bank account
A person or company can have multiple bank account entries. Tick the entry you wish to use for the invoice.
Bank name
This is the bank where the account is held.
IBAN
Enter the IBAN (International Bank Account Number) number.
Holder
Enter the exact name of the account holder.
PC-account
Account number of the bank's Swiss postal account.
BLZ
Enter the bank's routing number or Bankleitzahl (BLZ).
Account No.
This is the account number.
SWIFT
This is the BIC / SWIFT Code.
Fields
Here you can create your own entry fields that, once they have been created, are available for all contact datasets. The first part is for the field label and the second part for the entry. The entry in the second field will be shown everywhere in the CONTACT module where the basic data of this person or company are displayed.
CONTACT Documents
This section contains links to documents created in the OFFICE module that are connected to the contact. You can also upload files and list the location of physical material.
Offer, Invoice, Loan invoice etc.
Links to documents created in the OFFICE module that are connected to the contact. Clicking on the entries takes you to the corresponding dataset.
Digital attachments
Upload digital material and add remarks or descriptions.
Additional physical material
Additional physical material can be listed with content and location.
Project
Links to projects created in the OFFICE module that are connected to the contact. Clicking on the entry takes you to the corresponding dataset.
Meeting
Links to meetings created in the OFFICE module that are connected to the contact. Clicking on the entry takes you to the corresponding dataset.
Mailings
Correspondence
Links to correspondence created in the OFFICE module that is connected to the object / work. Clicking on the entry takes you to the corresponding dataset.
Mailing
This entry lists all serial letters or mails that were sent to the contact.
CONTACT Links
This section contains links to the modules COLLECTION (Work), EXHIBITION and PUBLICATION. The point of reference for links to EXHIBITION and PUBLICATION is the work which is on display in the exhibition or featured in the publication.
CONTACT Acquisition
In the database works that have been allocated to an invoice are considered bought or sold as soon as the invoice has been printed. Information regarding a person's sales and acquisitions can be viewed here.
CONTACT Show
Show allows you to present your contact datasets similar to a catalogue.
CONTACT Lists
Every module can be viewed as a list. Lists can be created based on different layouts. You can scroll through the data sets, mark and select them. Data sets may also be sorted according to various criteria and printed.
CONTACT Print
beryll provides various layouts to create documents and labels. These are described in more detail under Print.