In Purchasing > Settlement Statements, you create, download, and send settlement statements for a selected period. You determine which recipient receives the documents. The display shows whether a document has already been sent per recipient and provides, for a settlement statement, the option to record the received purchase invoice.
Use the date selection at the top to choose the period. With the arrows, you navigate to the previous or next period; with the calendar icon, you go back to the current month. Then click on the checkmark to refresh the list.
The two types of settlement statements
Settlement statement
This is an overview for a creditor relationship. It contains the cost lines for which that relationship is set up as a creditor, potentially from multiple artists. You use this document, for example, to invoice an artist, band member, supplier, or other creditor for the purchasing costs on bookings.
Financial overview
This is an overview for one artist. It contains the revenues and costs per booking, allowing the recipient to view the financial result of the artist over the chosen period.
Setting up a recipient for a settlement statement
Click in Purchasing > Settlement Statements on + Recipient, choose Settlement statement under Type, and select the desired Recipient. Save the setting. From then on, this relationship receives the monthly settlement statement for the cost lines to which it is linked as a creditor.
A relationship only appears in the list with relevant lines when it is actually registered as a creditor on cost lines of bookings. Therefore, check with every cost line whether the correct creditor has been selected.
Linking a team member to the correct creditor relationship
For costs of a team member, that team member must have a Creditor relationship linked. Without that link, Artwin Live cannot group the team member's costs to the correct relationship in the settlement statement.
You set this up for each artist:
- Open the artist and go to the Team tab.
- Edit the relevant team member.
- Select the relationship from your relationship database under Contact details in the Creditor relationship field.
- Save the team member.
You can only link a relationship to a team member after the invitation from that team member has been accepted. If the relationship does not yet exist, create it first in your relationship database.
Setting up a financial overview for an artist
You add a financial overview from the same Settlement Statements window. Click on + Recipient, choose Financial overview artist under Type, select the Artist, and choose the Relationship that should receive the overview. Save the setting.
The chosen relationship is then set for this artist as the recipient of the financial overview. You do not need to use any other procedure for this.
Downloading, sending, and registering invoices
Open a line in the list to view the underlying bookings. Through the download menu, you can download a settlement statement as a PDF or Excel file. With the send icon, you open an email in which you can adjust the email address, subject, and message before sending. Artwin Live then keeps track of the fact that the document has been sent for this period.
If you receive a purchase invoice following a settlement statement, you can check it directly from this overview. Compare the invoice with the underlying cost lines, and then create the purchase invoice via the settlement statement. The cost lines are already prepared as invoice lines. If the purchase invoice is already linked, you can open it from the settlement statement to check it. Once the purchase invoice is paid, this will be visible in the settlement statement.
What data is sent?
Settlement statement is sent via email as two attachments:
- PDF: a readable overview with date, artist, booking, location, description, amount, and totals per currency.
- Excel (.xlsx): the same lines in a spreadsheet, with the columns date, artist, booking, location, description, amount, and VAT percentage.
Financial overview is sent as Excel (.xlsx). Per booking, the file contains the booking number, date, client, location, place, description, artist fee, booking fee, costs, and total amount. The costs appear as separate lines under the corresponding booking.
Good to know: in the current Settlement Statements view, you only work with these two types. You do not use the old Settlement Statements view for this.