Show Settlements are a feature of our Merch Mgmt packages. Settlements can be accessed on the web at atVenu.com, or via our Artist Manager mobile app.
This article will walk you through the US Settlement process for an Artist account on the web, logged in to atVenu.com on a laptop or desktop. The web experience is also fully optimized for mobile so you can work with Counts from your mobile device by logging in to atVenu.com via your device's web browser.
This article will detail all core Settlement functionality for a US show. For more information regarding international taxes or specific European Settlement scenarios, please see:
Access the Settlement page:
- Once Count Out is complete, it's time to Settle the show. Access the Settlement page by clicking the Settlement button, located in the navigation at the top of the page
This takes you to the Settlement page, it does not complete the show. You can return to the Counts page at anytime prior to completing the Settlement to make adjustments by clicking the Counts button from the navigation at the top of the page.
Quick Tips:
- Each section on the Settlement page can be expanded or collapsed by clicking 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:
All of the Venue and show details, including Venue Cuts, Tax Rates, and Attendance are editable at the top of the Settlement page in the Show Info section.
- 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
- 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 show's Paid Attendance to calculate your true $/Head, listed in the header bar
- Enter the Venue's Tax ID if available (Not required to Settle the show). For more details, please see: Do I need the Venue Tax ID?
- Select Venue or Artist for Tax Retained By. This will apply the calculated tax to the appropriate party in the Settlement. In most cases, whoever is vending will retain the taxes. However, taxes are the responsibility of the Artist unless the Venue specifically states that they are retaining. You can confirm this with the Venue Rep when Settling the show
- Edit Venue Cuts as needed
Please note: atVenu does not withhold or remit taxes on your behalf. Taxes are the responsibility of Artist or Venue/Festival who is retaining them.
Credit Card/Cash:
Note: On the Settlement, your physical Counts determine the Gross Sales. If your physical Counts, do not match what was processed through atVenu Register (or another point of sale), you will end up with a Settlement discrepancy. The only way to adjust the Gross Sales total on your Settlement is to adjust your Counts.
Cash:
- Select Artist or Venue for Cash Collected By. Select Artist if you sold your own merchandise and collected the cash. Select Venue if the Venue vended and collected the cash
Credit Cards - If you ARE using atVenu Register:
- The Total CC Receipts ($) 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)
- Select Artist or Venue for Credit Cards 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
- Click the Refresh button on the right to re-sync the Total CC
- Add additional entries as needed by clicking the (+) Plus button
Credit Cards - If you ARE NOT using atVenu Register:
- Enter a Payment Type description into the second payment entry for your Credit Card sales
- Select Artist or Venue for Credit Cards Collected By
- 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 calculate automatically depending on the CC Fee (%) entered. This $ amount is deducted from the Total Gross Sales
- Add additional entries as needed by clicking the (+) Plus button
Show Adjustments:
Here you can enter any Show Adjustments (Show Costs, Venue Adjustments) to be included in the Settlement. One of the most common Show Adjustments is Bootleg, so we’ll use that as our example:
- Click on Click here to add a show adjustment
- Enter a description for the Show Adjustment. In our case, we'll enter: Bootleg
- Use the Cost Type dropdown to select how the cost should be applied. In this scenario, use 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)?
- Enter the actual cost associated in the Total Cost ($) field
- Click the Trashcan to delete any entry
- Use the (+) Plus button to add additional entries as needed
Venue Adjustments:
A Venue Adjustment is an option within Show Adjustments. Adjust the final Settlement total by selecting Venue Adjustment from the Cost Type dropdown. This is useful for rounding to even numbers, or adjusting the final Settlement totals to account for discrepancies that can't 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 (including any Venue Cut Adjustments entered on the Counts page), 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 method 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 Off Bottom costs entered in the Show Adjustments section. 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 on the Counts page, 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:
- Obtain the Venue Rep signature in the Signature area (Required)
- Click the Clear button to clear the signature and sign again
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, click the Settle button
- Clicking 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
- The show is now moved from Open to Completed routing on the Shows page
Please Note: You must Count In/Out and Settle your shows in order to submit your music sales to SoundScan.
Unlocking a Settlement for edits:
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:
- How do I access my Completed Shows?
- Settling a show on mobile (Artist Account)
- Working with Counts on the web (Artist Account)
- Managing your User List (Artist Account)
- Managing your Email List (Artist Account)
Comments
0 comments
Article is closed for comments.