With Buma you manage copyright per booking: you determine who arranges the copyrights, calculate them as sales and/or purchase amounts and process the Buma/Stemra declaration. You set the standard per price group and can adjust it as needed in a separate booking.
The Buma setting can be found in Artwin Live under Copyrights. The Buma card in the financial data shows whether Buma is not applicable, arranged by the client, applied, or processed as a purchase.
The four Buma types
- Not applicable: no Buma is calculated for this booking or included as Buma purchase. This is not reported to Buma/Stemra.
- Arranged by the client: the client arranges and pays the copyrights themselves. Artwin Live does not add a Buma amount to the sales or purchase of the booking. This is reported under other in the Buma/Stemra file.
- Calculate Buma: Artwin Live calculates the Buma amount, sets this as Buma on the sale, and includes it as purchase costs on the booking. These bookings are intended for the Buma/Stemra declaration. This is reported to Buma/Stemra.
- Purchase at agency: Artwin Live processes the Buma amount as purchase costs on the booking. Use this when copyrights are purchased through another party or the agency. You can optionally fill in a different purchase amount. This is reported under other in the Buma/Stemra file.
Setting Buma in a price group
Open the artist, go to Price Groups and open the desired price group. Click on the Copyrights card in the financial overview or on the edit icon. Under Calculate Buma, choose the desired setting and save.
This setting forms the standard for new bookings created with this price group. The data is copied to the booking upon creation so you can check and adjust the financial settlement per booking as needed.
Automatically calculate or set values yourself
Keep Set values yourself turned off when Artwin Live needs to calculate the Buma automatically. The basis will then follow the Buyout of the booking and Artwin Live will use the set Buma percentage and VAT percentage.
Only enable Set values yourself if you want to deviate for this price group or booking. You then fill in Basis amount, Percentage, and VAT % yourself.
Note: once you set values yourself, the Buma basis will no longer automatically follow the buyout. If you later change the buyout, the self-set basis will not change accordingly. Always check the basis before you invoice or report the booking.
With Purchase at agency, you can also enable Custom purchase amount. This allows you to set a fixed purchase amount for Buma. Without this option, the purchase amount follows the calculated Buma.
Adjusting Buma in a booking
Open the booking and go to the Financial tab. Click on the edit icon on the Buma or copyright card. In the Copyrights window, select the Buma type and, if necessary, adjust the values for this specific booking. Click Save to apply the change.
The change only applies to the opened booking. The price group remains unchanged and other bookings will not be adjusted as a result.
Kickback
When Calculate Buma is selected, the option Enable kickback may appear. This option is only available when kickback commission for your Buma/Stemra connection is enabled.
The Buma that you pass on to the client remains the full calculated Buma amount. The kickback only reduces the Buma purchase amount for the booking by the agreed commission. This way, the difference between sales and purchase remains visible as a fee. The kickback is not available with Purchase at agency, Arranged by the client or Not applicable.
Working with the Buma overview
Go to Purchase in the main menu and open the Buma tab. Choose a period at the top, such as month, quarter, or year, or fill in your own start and end date. Use the filter to select the Buma types. Click Apply to refresh the overview.
Each line shows the date, artist, event, client, Buma status, basis, purchase, and sales. In the last column, you can see the date on which the Buma/Stemra declaration was sent, or the number of the linked purchase invoice. At the bottom, the totals for basis, purchase, and sales are displayed. Click on a line to open the corresponding booking.
Sending data to Buma/Stemra
First, choose the correct period in the Buma overview and check the entries. Then click on Buma/Stemra. You can check or adjust the email address, subject, and message and optionally send a copy to yourself. Artwin Live adds two Excel files: one for bookings for which Buma is calculated and one for the other Buma types. After successful sending, the booking receives a sending date in the overview.
With Export, you can download the overview for your own control. Use Buma/Stemra if you want to email the declaration directly from Artwin Live.
The declaration contains the data needed to report the booking:
- the name, location, Buma registration number, and reporting period of your organization;
- date, artist, event, location, and place of the booking;
- the name of the agency or the client, the Buma status, and whether there is music in the performance;
- venue, buyout/basis, and Buma percentage;
- when available: the setlist of the artist, as a separate repertoire sheet for the declaration for bookings for which Buma is calculated.
The declaration does not include invoice numbers to the client, margins, internal notes, tasks, contact details of your team, or details of non-selected bookings. The columns for genre, venue area, net revenue, and amount due will not be filled in this export. Always check whether the period, client, location, and setlist are complete before you send it.
Booking the Buma invoice in purchases
If you receive the invoice from Buma, then open the correct period in the Buma overview and click on Buma invoice. Artwin Live collects the Buma purchase lines from bookings with Calculate Buma that have not yet been linked to a purchase invoice and opens a new purchase invoice with these lines.
Fill in the invoice details of Buma on the purchase invoice, check amounts and VAT, and save the invoice. The purchase lines are then linked to the respective bookings. In the Buma overview, you will then see the invoice number in the status column.
Good to know
Check before sending: the Buma/Stemra declaration follows the selected period and the displayed bookings. Adjust filters and data before you send.
The price group is a standard: changes in an existing booking do not change the price group. If you want to use the new procedure for future bookings, change the price group.