Inventory Import Field Reference | ARTERNAL Help Center
Inventory Import Field Reference
Reference for all supported fields when importing inventory into ARTERNAL, with details on required and optional columns.
Written by Kalila Richards
July 28, 2025
Here’s a complete list of supported columns when importing inventory via CSV. Any optional fields left blank will be ignored or set to their default values where noted.
For importer field names marked with “**”, see the reference section below for details on what can be entered and where the data will appear on the contact profile in ARTERNAL.
Mandatory field:
| Column Name | Description |
| inventory_number | Unique catalog number for each artwork (if left blank, one will be auto‑generated) |
Artist fields (prioritized in this order):
| Column Name | Description |
| artist_lastname_firstname | Lastname, Firstname |
| artist_firstname | Artist’s first name |
| artist_lastname | Artist’s last name |
| artist | Artist name in any format (last fallback if others not provided) |
Common optional fields:
| Column Name | Description |
| title | Title of the work (free text) |
| location | Gallery or storage location |
| sublocation | More specific placement (e.g. “Studio 6”) |
| location_date | Date of location assignment (YYYY‑MM‑DD preferred) |
| year | Year the work was created (YYYY) |
| medium | Artistic medium (e.g. oil, acrylic, ceramic) |
| secondary_medium | Additional medium details |
| availability | Work status: available, sold, on hold, NFS, consignment, etc. |
| currency | Currency code/symbol or numeric price |
| add_to_list | Add the work to a list (name doesn’t need to exist) |
| parent_catalog_number | Link editions or alternate views to a main work |
| edition | Edition details (e.g. “2/5”) |
| tags | Tags are separated by commas |
| type | One of: inventory, edition, master edition, alternate view |
| condition | Physical condition state |
| sold_to, sold_for, sold_date | Creates buyer association (not invoice) |
| series, period, provenance, exhibition_history, certificates, literature, publications, collections | Free‑form text fields |
Pricing & multi‑price options:
| Column Name | Description |
| price_label | Multiprice label to prioritize one price display |
| price_history | Historical pricing (date, price, currency per line) |
| multiprice | Multiple labeled prices, each on a new line |
Media and documentation:
| Column Name | Description |
| image_url | URLs for main and alternative images (first listed becomes primary) |
| alt_view_urls | URLs for alternative images |
| video_url | Multiple video URLs, separated by semicolons |
| document_urls | Document link (Each link must have a document_filenames) |
| document_filenames | Document filenames |
Dimensions (provide both imperial and metric if available):
| Imperial (inches) | Metric (cm) |
| height_in width_in depth_in |
height_cm width_cm depth_cm |
| dimensions (HxWxD in inches) | dimensions_metric (HxWxD in cm) |
Additional details:
| Column Name | Description |
| additional_notes | General notes (under "Additional Notes") |
| work_status | Work state like “damaged”, “lost”, etc. (separate from availability) |
| consignor / consignor_history | Track consignment history (name, date, price, notes per entry) |
| location_history | Log of location changes with date and sublocation |
| signature / signature_details | Signature metadata |
| photo_credit | Credit for photographs or photography |
| third_party_expense / gallery_expense / artist_expense | Cost items, each list on separate line |
| notes2 / notes3 | Supplementary notes fields that merge under the main notes field |
✅ Summary
- Required column: inventory_number
- Prioritize using specific artist name fields
- Many free‑format text fields are accepted
- Include images, video, and documents using URLs
- Combine multiple notes, multiprice, consignor, and expense details using multiline entries
- For full customization or missing fields, the system will automatically create custom inventory fields upon import.