Keeping Art Files to Find Them Later
Question: Is there an easy way to keep art files so I can find them later?
Answer: While this technically is not an accounting question, cataloging your art files is important for keeping your order management organized.
During my distributor days, I kept a folder in my documents called “Art.” I would keep all my client art there, and use my customer’s name and the purchase order (PO) # as the file name: ABC Company PO 1234.
Today, I notice some of my clients include the type of product in the name as well: ABC Company PO 1234 Keyrings.
The goal is to make it easier to find the art file again should you need it. With this system, all of the various art files for ABC Company will show up together when searching by file name.
It was common for my clients to tell me to use the same art they supplied for the last order. I would then either put the new PO number on a copy of the file or just add the PO number to the file name: ABC Company PO 1234, 1345.
Whatever system you choose, be consistent so you can find your client’s art easily. It will save you a great deal of time with your orders.
Please email accounting questions you would like considered for the column to HGatter@AccountingSupportLLC.com with the subject line of "Ask the Accountant."
Harriet Gatter, owner of Accounting Support LLC, was an ad specialty distributor for 23 years and an adjunct professor of accounting at Neumann University. She sold her ad specialty business in 2012, became certified as a QuickBooks ProAdvisor, and now works exclusively with ad specialty distributors nationwide on their QuickBooks, order management and accounting needs.