One bill is generated for each rights holder in a royalty run. It represents the amount you will pay to the rights holder. The bill is effectively the rights holder’s invoice to you, the publisher, as a supplier.
To create the bills in the royalty run:
- The allocation step must already have completed.
- Click the green ‘Create Bills’ button
How bills are calculated #
The bill is calculated automatically based on the financial activity in each rights holder’s statements of account – the financial record of credits and debits. Each rights holder has one statement of account for each title format they have ownership of.
- The total of all royalty lines per rights holder per title format is added to the financial Statement of Account for each rights holder’s title format.
- Statements of account are also affected by adjustments, for example, advances, as well as any residual balance, i.e. amounts carried over from previous royalty runs.
- The bill is calculated using the net total of the rights holder’s statements of account balances. Usually, this means that the creation of a bill resets each of the rights holder’s statements of account to zero.
Download bills #
All bills in a royalty run can be downloaded as a single CSV (one row per bill) for importing into your accounting and/or payments software.
When downloading bills, you will be presented with options. For example, by default, bills for rights holders that have a payment status of “paused” will not be included in the bill download CSV. However, you can override this using the checkboxes in the download pop-up form.
Xero import #
The bills CSV download is in a format ready to be imported as bills in Xero accounting software. For this to work, you need to ensure that each rights holder on Royalties HQ has their ‘Xero Contact Name’ spelled exactly as the contact name on Xero. This is a limitation of Xero’s bill import feature, as their import doesn’t support the ‘account code’ ID or Xero database ID. We are exploring a direct integration with Xero in a future update which will remove this problem.