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Royalty Statements

The final tab in the Royalty Run view is ‘Statements’.

A royalty statement PDF is generated for each rights holder in a royalty run, regardless of whether the rights holder’s titles made sales in the royalty period. 

The PDF royalty statement is comprised of two parts:

  1. The cover page – a breakdown of the payment owed to the rights holder, and – where relevant – advance information, and custom text.
  2. Royalties details – details about the royalties earned for each title format. There are two royalties layout types to choose from.

Cover page #

Payment Summary #

PDF royalty statements include the same first page, regardless of the layout type chosen (see below for an explanation of the layout types).

The cover page shows a payment summary table that explains how the amount owed to the rights holder was calculated. This table includes credits and debits from the rights holder’s statements of account. Credits can include royalties earned and amounts carried over (for example, withheld from a previous royalty run as the total did not meet the minimum payout threshold). Debits can include negative opening balances, returns, and payments of earned royalties towards paying off advances.

The royalties information included in the payment summary table is limited to financial info. Further details on royalties are shown on the subsequent page(s).

Custom text #

Custom messages (optional) can be added to the cover page. They are shown below the total amount owed to the rights holder.

This custom text is edited on the Settings page. It will be added to all generated statement PDFs.

Advances and financial adjustments #

If the rights holder has any open balances (i.e., debts) on their advances or adjustments, then these will be shown on the cover page below the payment summary.

Royalty statement types #

Royalties HQ supports two types of royalty PDF statement layout. These vary only in the way that the royalties data are presented, starting on the second page of the royalty statement

The two statement types are:

  1. Simplified – shows the rights holder’s royalties in one table. All sales for one title format are summed in one row for the royalty period (where royalties cross more than one tier, each tier will be shown as a separate row in the table).
  2. Detailed – A royalties table is added for each title format. Each royalties table is a breakdown of a title format’s sales in the marketplace and month in the royalty run period. This gives each rights holder more detailed information about where and when their sales were generated.

Changing royalty statement type #

Choose your preferred royalty statement type on your Settings page > Royalty Statement Customisation card > .

Your choice will be used to generate PDF statements in all royalty runs. It can be edited at any time, and the statement PDFs can be regenerated.

Generate PDF royalty statements #

Royalty statements can only be created once the royalty allocation has been completed and bills have been created.

When you first visit the Statements tab, you will see a list of statements, one per rights holder. However, the PDF versions of these statements have not yet been generated.

To generate the PDF royalty statements:

  1. Go to the main menu > Royalty Runs
  2. Select a royalty run
  3. Click the Statements tab.
  4. Click the Generate All Statements button.
  5. Depending on how many rights holders are included in the royalty run, it may take a minute or two to generate all of the PDF statements. When the PDF statements have been generated, they will appear in a list on the Statements tab (one statement per rights holder). You can leave the page and return – the PDF generation process runs in the background.

When all PDF statements have been generated for a royalty run, new buttons appear. These allow you to email and download statements.

Regenerate existing PDFs #

For existing PDF statements that wish to regenerate, for example, after changing the statement layout type or after updating contact details or custom text (Settings page) – or for any other reason – click the regenerate icon next to one rights holder (circular arrow icon in the right column).

Or, to bulk regenerate the PDFs:

  1. At the royalty run, go to the Statements tab
  2. Click the checkbox in the header row
  3. Confirm that you wish to select all rows (not just those that are visible)
  4. Above the table, click the Bulk Actions drop-down
  5. Click Generate Statements.
  6. The statements will be regenerated using the selected statement type. For large royalty runs, this could take a couple of minutes.

Emailing statements to rights holders #

When all PDF statements have been generated for a royalty run, the Email All Statements button appears.

  • By clicking the Email All Statements button, each rights holder in the royalty run will be emailed their statement.
  • You can individually email a statement to a rights holder using the paper aeroplane icon next to each rights holder (Royalty run > Statements tab).
  • The ‘Emailed status‘ of each payment indicates whether the statement has been emailed from Royalties HQ directly to the rights holder.

Downloading statements #

When all PDF statements have been generated for a royalty run, the Download All Statements button appears.

  • By clicking the Download All Statements button, all statements in the Royalty Run will be downloaded to your device.
  • You can also download a single statement using the download icon in the rights holder’s row (Royalty run > Statements tab).

Publisher rights holder statement #

The publisher rights holder’s royalty statement is slightly different from a regular royalty statement.
  • The Publisher rights holder’s statement always exports using the Simplified layout, regardless of the type of statement saved on the Settings page.
  • Where The Publisher Rights Holder is explicitly named as a rights holder on a title format, those royalties are shown in the same “Payment Summary” table as seen on a regular rights holder’s statement. If the Publisher Rights Holder is not explicitly named as a rights holder on a title format, this table will not appear in the Publisher Rights Holder PDF statement.
  • During a royalty run, after the regular rights holders’ allocations have been created, the publisher rights holder is allocated the remainder of each title format’s royalties. These remainder royalties allocated to the publisher rights holder are detailed in a separate table, “Publisher-allocated Royalties”.