Settling a show on our mobile app (Artist Account)

Show Settlements are a feature of our Merch Mgmt packages. Settlements page can be accessed on the web at atVenu.com, or via our Artist Manager mobile app.

This article will walk you through the Settlement process for an Artist account using our Artist Manager mobile app. This article will detail all core Settlement functionality for a US show. Some portions of Settlements for non-US shows more closely match our Settlements on web. 

You can use the Artist Manager mobile app to run and Settle your show even without cellular service or WiFi. Once your device regains an internet connection, re-launch and refresh the app to sync all the data back to your account. For more information, please see: Does the atVenu Artist Manager mobile app work offline?

Access the Settlement: 

• Tap on the show from the Routing page
• Tap the Settle button. This loads the Settlement page, it does not complete the show. You can return to Counts at anytime prior to completing the Settlement to make adjustments

On the next screen, you are presented with Total Gross Sales for the show, total Merch (Apparel & Other), and Music sales, as well as totals for each individual category. Tap to expand the Apparel, Other, or Music tabs for a detailed view of units sold.

• Tap the Next button

 

Venue & Show Details: 

All of the Venue and show details are editable within the Artist Manager mobile app.

• Tap the Pencil button to edit
• A Venue Rep name and phone number must be saved in order to finalize the show Settlement
• A Venue Rep email is optional, but recommended. If a Venue Rep email is added, they will receive a copy of your Settlement report once the show has been Settled
• Edit Venue Cuts or Tax Rates as needed
• Enter the Venue's Tax ID if available (Not required to Settle the show). For more details, please see: Do I need the Venue Tax ID?
• Your edits are auto-saved. When finished, tap < Back in the upper left corner of the Venue Details screen

Entries: 

• Enter the show's Paid Attendance to calculate your true $/Head
• Select Venue or Artist for Cash Collected By. Select Artist if you sold your own merchandise and collected the cash. Select Venue if the Venue vended and collected the cash
• Select Venue or Artist for Taxes Collected By. This will apply the calculated tax to the appropriate party in the Settlement. In most cases, whoever is vending will retain the taxes. However, taxes are the responsibility of the Artist unless the Venue specifically states that they are retaining. You can confirm this with the Venue Rep when Settling the show

Credit Card and Other: 

Credit Cards - If you ARE using atVenu Register:

• The Total CC Receipts ($) will automatically sync into the Settlement for you. You do not need to manually enter your Credit Card sales, but you do have the ability to make edits
• The CC total is also available on the Register Report for atVenu Register users. For more information on the atVenu Register Report, please see: Understanding the atVenu Register Report (Artist Account)
• Tap on the CC payment entry to load the details screen
• The default CC Fee (%) will sync automatically (if saved for your account), but can be edited as needed. Manually enter your CC Fee (%) if nothing auto-populates
• The Fee ($) will be calculated automatically for you. This $ amount will be deducted from the Total Gross Sales
• Select Artist or Venue for Credit Cards Collected By
• To re-sync the Total CC tap Reload Payment Info
• Tap Save in the upper right corner of the screen to save your changes
• Add additional entries as needed by tapping (+) Add an Entry

Credit Cards - If you ARE NOT using atVenu Register:

• Tap (+) Add an Entry to add a CC payment entry
• Enter a description
• Enter the Total CC Receipts ($)
• Enter the CC Fee (%). This is the processing fee % you are paying to your CC processor, or the % the Venue is charging
• The Fee ($) will be calculated automatically for you. This $ amount will be deducted from the Total Gross Sales
• Select Artist or Venue for Credit Cards Collected By
• Tap Save in the upper right corner of the screen
• Add additional entries as needed by tapping (+) Add an Entry

Show Costs: 

Here you can enter any Show Costs (Show Adjustments) to be included in the Settlement. One of the most common Show Costs is Bootleg, so we’ll use that as our example:

• Tap (+) Add an Show Cost
• Enter a description for the Show Cost. In our case, we'll enter: Bootleg
• Enter the actual cost associated in the Amount field
• Select where the Show Cost should be applied. For our example, we'll select Off Top Paid to Venue. Tap the info link at the bottom of the screen if you need help determining which type to select, or see: Which Cost Type should I select for my Show Adjustment (Show Cost)?  
• Tap Save in the upper right corner of the screen when finished
• Add additional entries by tapping (+) Add a Show Cost
• When finished, tap the Next button to continue with your show Settlement

 

Venue Adjustments:

A Venue Adjustment is an option within Show Costs. Adjust the final Settlement total by selecting Venue Adjustment from the Cost Type list. This is useful for rounding to even numbers, or adjusting the final Settlement totals to account for discrepancies that can not be rectified.

Deleting Entries:

• To delete a Payment Entry or Show Cost, swipe left, then tap Delete

Continue: 

Once you have saved your Payment Entries and Show Costs, you are taken to a new screen to continue with the show Settlement. Each segment of the Settlement from this point forward is broken into its own section with clearly labeled header. The layout and functionality for this portion of the Settlement matches our Settlements on web. 

Quick Tips:

• Each section can be expanded or collapsed by tapping any header bar. The headers display key details from each section. Expand any section to see additional details as needed. Also, you have the ability to expand or collapse all sections at once by clicking the Expand/Collapse button located on the left side of the utility bar at the bottom of the page
• atVenu auto-saves your changes. There is not a save button on the page

Show Info: 

Here, you have another opportunity to enter or update the Venue Rep Name, Email, or Phone Number, Paid Attendance, Venue Tax ID, and Venue Cuts. 

• Taxes or Credit Card entries can not be edited on this screen for US Settlements
• Tap < Back to return to the previous screen to edit Taxes or Credit Card entries

Gross Sales:

The Gross Sales section of the page details how the Adjusted Gross is calculated. Be sure to confirm the Gross Sales total is correct.

• Sales Tax is backed out of the Total Gross and retained by Artist or Venue
• CC fees are backed out of the Total Gross and retained by Artist or Venue
• Off Top Show Costs are backed out of the Total Gross
• The Adjusted Gross is broken down by Merchandise and Music sales, along with a Total

Note: Adjusted Gross = Total Gross Sales - CC Fees - Taxes - Off Top Show Adjustments

Settlement:

The Settlement section of the page details the split between Artist and Venue, and how that is calculated.

Note: Venue Cuts are calculated against the Adjusted Gross, not Total Gross Sales.

• Venue Cuts, CC Fees, Show Adjustments, and Taxes are all detailed, and broken down by Artist and Venue
• Confirm the Total Due Artist and the Total Due Venue amounts

Final Payment: 

Final Payment displays the balance due to the Venue and how it’s to be paid out: Cash, Check, or To Follow (Example: Wire transfer). 

• The total amount due will be automatically entered when a payment method is selected
• You can split this payment if the Venue wants to take a portion in cash, for example. In this case, select Cash on the left, and enter the amount you want to pay in cash. Then select the type of payment for the balance and atVenu will automatically calculate the split

You must select a Payment Method to complete the Settlement, and the balance must reflect $0.00.

Cash from Show:

The Cash from Show section of the page details all cash you should have on hand at the end of the night. 

• Cash from Show = Total Gross - less Credit Cards (or other payment entries) - less cash paid to Venue (entered in the Final Settlement section)
• Off Bottom Costs = Total of all saved Off Bottom Show Costs. Off Bottom costs are deducted from your total Cash from Show
• If you have the Vend Fee feature enabled under Manage Tours, you can enter a % for Merch, Other, and/or Music which will calculate the Vendor Fee to be deducted from your total Cash from Show. For more information on how to enable this feature, please see: Enabling Vend Fee % for Settlements
• Crew Sales, which are logged within Counts, have no impact on your Settlement with the Venue. Crew Sales are not reflected in your Total Gross Sales, however the cash collected is listed in the Cash from Show section, since it does contribute to your total Cash on Hand at the end of the night

Signature: 

• Tap the Add Signature button to obtain the Venue Rep's signature (Required)

• Rotate your device, and have the Venue Rep sign
• Click Clear to clear the signature and sign again
• Tap Save when finished

• Once saved, if you need to obtain a new signature, tap the New Signature button

Additional Info:

• Enter details pertaining to Check, or To Follow payments in the Additional Payment Details area. Example: Wire transfer details, or payable to info for checks
• Enter any additional notes pertaining to the show or Settlement in the Notes area

Settle:

• To complete the show Settlement, tap the Settle button
• Tapping Settle will trigger automatic Settlement emails to go out to all Users of the account. In addition, any emails saved to the account’s Email List will also receive the Settlement email, as will the Venue Rep if an email was entered

• If you have a cellular or WiFi connection, your Settlement will be completed and you will see the notification below
• Tap OK

• You will be taken back to the Routing page, and once the Settlement syncs, the show will have a blue checkmark next to it, indicating the Settlement is complete

• If you are working without a cellular or WiFi connection, you will see the notification below
• Tap OK

• You will be taken back to the Routing page
• The show will display a clock, indicating the Settlement is waiting to sync

For more information on Settling while offline, please see: Does the atVenu Artist Manager mobile app work offline?

Unlocking a Settlement for edits: 

Settlements can not be unlocked from the Artist Manager mobile app. You must log in to your account on the web in order to unlock a Settlement. If you have Settled a show, but need to unlock it to make edits, please see: How do I unlock a Settlement? (Artist Account)

Also see: 

• Settling a show on the web (Artist Account)
• Working with Counts on mobile (Artist Account)
• Managing your User List (Artist Account)
• Managing your Email List (Artist Account)
• How do I get the Artist Manager or Register apps on my iPad or iPhone?