Show Settlements are a feature of our Merch Mgmt packages (Tour Merch Mgmt, Advanced Inventory, MerchIQ). 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.
If you are a SoundScan Reporter package user, please see: How do I submit my nightly music sales to SoundScan? (Mobile)
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?
Note: If you use multiple devices simultaneously while working with Counts, be sure to allow enough time for changes to sync, and remember to refresh the page to load any new changes that might have been made on the other device. atVenu auto-saves your changes. There is not a save button on the page
Access the Settlement:
- Log in, then select your tour
- Select the show you wish to Settle from the Routing (Shows) 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
- 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
Venue & Show Details:
- All of the Venue and show details are editable in the top portion of the Settlement under Show Info
- A Venue Rep Name and Venue Rep 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
- Enter Paid Attendance to calculate your true $/Head which will be listed in the Show Info header bar
- Edit Venue Cuts as needed
- Change Tax Method (Tax Inclusive or Tax on Top) if needed. Changing this setting on the Settlement page will override the show setting and default account setting. For more about Tax on Top, please see: Tax on Top feature overview
Please Note: Changing prices on the Settlement will change your Gross Sales. If you disable Tax on Top, once you have already started selling through atVenu Register, your prices will change, and you will no longer be collecting tax. This will result in discrepancies at Settlement due to changing prices mid-show
- Edit 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?
- Select Venue or Artist for Tax Retained 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
Please note: atVenu does not withhold or remit taxes on your behalf. Taxes are the responsibility of Artist or Venue/Festival who is retaining them.
- Show Info can also always be edited by navigating back to the show page and clicking Edit next to the date and Venue name
Credit Card/Cash:
Note: On the Settlement, your physical Counts determine the Gross Sales. If your physical Counts, do not match what was processed through atVenu Register (or another point of sale), you will end up with a Settlement discrepancy. The only way to adjust the Gross Sales total on your Settlement is to adjust your Counts.
Cash:
- Select Artist or Venue 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
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 directly on the Credit Card entry to load the Edit Payment Entry screen
- Enter or edit the Payment Type description
- Select Artist or Venue for Collected By
- 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
- Alternatively, you can enter a Total Fee $ amount, and the Fee (%) will be automatically calculated for you
- Tap Done when you're finished or tap Delete to delete the entry
- Add additional entries as needed by tapping Add New Payment on the Settlement screen
- To re-sync the atVenu Register CC data, tap the Refresh button from the Edit Payment Entry screen
Credit Cards - If you ARE NOT using atVenu Register:
-
- Tap Click here to add a payment entry and the Edit Payment Entry screen will load
- Enter a Payment Type 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 Collected By
- Tap Done when you're finished or tap Delete to delete the entry
- Add additional entries as needed by tapping Add New Payment on the Settlement screen
Show Adjustments:
Here you can enter any Show Adjustments (Show Costs) to be included in the Settlement. One of the most common Show Costs is Bootleg, so we’ll use that as our example:
- Tap Click here to add a show adjustment
- Enter a description for the Show Adjustment. In our case, we'll enter: Bootleg
- Enter the actual cost associated in the Amount field
- Select how the Show Adjustment should be applied. For our example, we'll select Off Top Paid to Venue. For more information on Show Adjustment - Cost Types, please see: Which Cost Type should I select for my Show Adjustment (Show Cost)?
- Tap Done when you're finished or tap Delete to delete the entry
- Add additional entries by tapping Add New Adjustment on the Settlement screen
- Tap directly on any Show Adjustment entry to edit or delete
Venue Adjustments:
A Venue Adjustment is an option within Show Adjustments. 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.
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 Adjustments 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 on the Settlement screen
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
Settled By:
- By default, the Settled By fields are populated by the logged in user name and email address to reflect who settled the show
- These fields can be overridden as needed as part of the settlement process
- Settled By info is included on the Settlement PDF
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
Please Note: You must Count In/Out and Settle your shows in order to submit your music sales to SoundScan.
- If you have a cellular or WiFi connection, your Settlement will be completed and you will see the notification below
- Once the Settlement syncs, the show will display a blue checkmark next to it on the Routing (Shows) screen, indicating the Settlement is complete
- If you are working without a cellular or WiFi connection, the show will display the data sync icon, indicating the Settlement data has not yet synched
For more information on Settling while offline, please see: Does the atVenu Artist Manager mobile app work offline?
Unlocking a Settlement for edits:
Settlements cannot 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:
Comments
0 comments
Article is closed for comments.