title: “Your sales”

Your sales

For member artists. The page is called My Sales, and it lists every sale of your own work at this gallery — what sold, when, to whom, what it was listed at, what it sold for, any discount, the commission rate applied, and what you are owed.

New here? Start with Signing in.

What the page shows

At the top, four figures for this gallery:

Pieces sold — how many of your pieces have sold (a refunded sale, or one reversed as recorded in error, is listed below but not counted here).
Sales — what those pieces sold for, added up.
Commission owed — your share of sales the gallery has not paid you yet.
Commission paid — your share of sales the gallery has already paid.

Below that, one row per sale:

Column	What it is
Date	The day the piece sold, in that gallery’s time zone: a sale at 8 pm is on that day, not the next.
Piece	The title, with its Label ID underneath where the gallery gave it one.
Buyer	Who bought the piece, when the gallery knows: the buyer’s name and email address. Click the email address to write to the buyer in your own email program. Empty means the gallery does not know who bought it. You never see a buyer’s phone number or address.
List	What the piece was listed at. For a sale rung through the gallery’s register this is the list price at the moment of sale; for other sales it is the catalog price, marked catalog.
Sold for	What the buyer actually paid.
Discount	The difference, if the piece was discounted — and, underneath, the allowance the discount was given under (the statement the desk confirmed when they applied it). A piece that sold below its list price shows the difference here too, even when the discount was given on the Square Register; your commission and the gallery’s share are both worked out on the price it sold for.
Rate	The commission rate applied to this sale. If the gallery adjusted your commission on this sale before paying it, this is the adjusted rate, the one your commission was worked out at.
You are owed	Your share of the sale, as it was recorded when the piece sold.
Status	Owed (not yet paid to you), Paid (with the date and the check or payment reference; for a check, Check 1042 · sent Sep 20 · cleared Sep 25, or not yet cleared until the gallery’s bank has paid it), Refunded (the buyer was refunded and the sale reversed; the reason is shown), Reversed (recorded in error) (the gallery recorded this sale by mistake and has undone it; nothing is owed on it, and the reason is shown), or Not yet recorded (the gallery has not yet recorded your share).

Refund adjustments

If a sale is refunded after the gallery has already paid you for it, the gallery may decide to take that amount off your next payment instead of absorbing it. When it does, a Refund adjustments box appears above your sales, with one line per piece and the amount as a minus figure:

pending, to come off your next payment — it has not been taken yet, and the box says how much will come off in total;
taken off your payment RUN-… — it was deducted from that payment, which is also shown on the payment email the gallery sent you.

An adjustment is taken off once. If you are owed less than the adjustment at the next payment, you are not paid a negative amount: the balance waits until later sales cover it. Each gallery’s adjustments are its own; a refund at one gallery never changes what another gallery pays you. Questions about an adjustment go to the gallery.

Looking at one month or one year

Above the figures are two lists, Month and Year. Pick a month to see only the sales in that month; pick a year to see only that year; pick both for one month of one year. The four figures at the top, and the list below them, then count only that period. Clear filters shows everything again.

Year lists only the years you have a sale in. If nothing sold in the period you picked, the page says so.

The figures do not move

Everything on this page is what was recorded when the piece sold. If the gallery changes its commission rates later, last month’s sales still read as they did. If a figure looks wrong, the gallery can correct the sale record; the page will show the correction.

Exporting the list

Press Export (top right), then CSV or Excel (.xlsx). Your browser downloads a spreadsheet file with the same rows as the table (so if you picked a month or a year, only that period, and the file name says which) and the same columns, amounts as plain numbers, dated with today’s date — useful for a tax return or your own records. There is nothing in the file that is not on the screen.

My Reservations

A reservation holds one of your pieces for one named patron until a pickup date. While a piece is reserved, nobody can buy it online or in the gallery, and the gallery’s website shows Sale Pending where the price was. My Reservations is near the top of My Sales.

When the gallery asks you to approve one

The gallery emails you, and the request is listed under Waiting for you to approve. Until you approve it, the piece stays for sale.

Sign in to the member portal at the gallery’s address, then press My Work, then My Sales.
Under My Reservations, find the request. It names the piece, the patron and the pickup date.
Read the statement and tick the box next to it:

“I understand that by reserving this piece for a specific patron, it will no longer be available for purchase online or in the gallery. This may result in a missed sale from another interested buyer.”
Click Approve reservation. Or click Decline if you do not want the piece reserved; the gallery is told and the piece stays for sale.

The gallery keeps a record of the statement you agreed to and when.

If the piece sells before you answer, the request is cancelled and you cannot approve it any more.

Reserving one of your own pieces

Under My Reservations, click Reserve one of my pieces for a patron.
Choose the Piece. Only your pieces that are for sale at this gallery are listed.
Type the Patron name and, under Email or phone (at least one), the Patron email, the Patron phone, or both (either can be left blank; the phone is set out as (555) 123-4567 as you type), and choose the Pickup date.
Tick the box next to the statement above.
Click Reserve for this patron.

The piece is reserved straight away and the patron is emailed the pickup details. A patron with no email address is not emailed, so let them know by phone.

What happens next

The patron collects the piece. They pay at the gallery, and the sale appears in your sales list like any other sale. The reservation shows under Collected.
The patron does not come. At the gallery’s closing time on the pickup date (or the next day it is open, if it is closed that day) the reservation expires. The piece goes back on sale, and you are emailed that the patron did not pick up the piece and the reservation has expired. It shows under Expired.

Only the gallery can cancel a reservation you have approved. You cannot archive a reserved piece until the reservation ends.

More than one gallery

If you are a member of more than one gallery that uses CartonCrew, each gallery’s portal shows only that gallery’s sales. Sign in at the other gallery’s address to see its ledger. The two are never mixed.

Common questions

A piece I sold is not listed. The gallery records the sale; until it does, there is nothing to show. Ask the gallery.
The Buyer column is empty. The gallery did not record who bought the piece (for example, a cash sale at the gallery with no name taken). That is the gallery’s choice at the till, not a fault on your side.
How do I contact a buyer? Sign in to the member portal at the gallery’s address, press My Work, then My Sales, find the sale, and click the buyer’s email address in the Buyer column: your email program opens a new message to them. You see only the buyers of your own work at this gallery; for a sale at another gallery, sign in at that gallery’s address.
I see a discount I did not agree to. The allowance text under the discount says what the desk confirmed. Take it up with the gallery.
Has my check cleared? A row paid by check shows the check number, the day it was sent and, once the gallery’s bank has paid it, the day it cleared. Every sale the same check paid shows the same number.
Where is the check? A Paid row shows the date and the reference the gallery recorded. The check itself comes from the gallery.