Running Royalties - Revision history

PubGizmoSysop: /* Create Payment Records */

2026-06-09T22:14:26Z

Create Payment Records

← Older revision		Revision as of 18:14, 9 June 2026
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	=== '''Create Payment Records''' ===		=== '''Create Payment Records''' ===
	This step "locks in" the amounts, such as the advance remaining and carry-forward values, which inform calculations for your next royalty run.		This step "locks in" the amounts, such as the advance remaining and carry-forward values, which inform calculations for your next royalty run.

			Important notes:

			# All of the steps above must be fully complete (all sales records imported, appropriate records set to calculate and pay-out, statements fully proofed) before you complete this stage. If you change anything for the current period, you will have to create the Payment records again.
			# You must complete this step for each royalty period before running the subsequent one, because important values (e.g., Advance Remaining) are carried over via Payment records. Your next period will be inaccurate if the previous period's Payment records have not been generated.
			# If you have created any Payment records previously and try to do so again, PubGizmo will warn you that records already exist, and they will be deleted and new ones generated. This is fine: the new Payment records will be created using the latest royalties data.

	=== CSV Export ===		=== CSV Export ===
	Generate on your desktop a CSV (spreadsheet, can be opened in Excel), which summarizes the statements. You can provide this to your accountant.		Generate on your desktop a CSV (spreadsheet, can be opened in Excel), which summarizes the statements. You can provide this to your accountant.

PubGizmoSysop at 19:37, 6 March 2025

2025-03-06T19:37:01Z

← Older revision		Revision as of 15:37, 6 March 2025
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	* '''<Year>''' The royalty year, if your press uses the calendar year for statement period, otherwise the start and end dates of the royalty period.		* '''<Year>''' The royalty year, if your press uses the calendar year for statement period, otherwise the start and end dates of the royalty period.
	* '''<Title>''' The book's title, or titles, if the author has multiple active contracts, in a comma-delimited list (Title1, Title2, etc.).		* '''<Title>''' The book's title, or titles, if the author has multiple active contracts, in a comma-delimited list (Title1, Title2, etc.).
	* '''<GreetingName>''' The value in the Correspondence Name field on the recipients Contact record (defaults to the contact's first name, but can be edited).		* '''<GreetingName>''' The value in the Correspondence Name field on the recipients Contact record (defaults to the contact's first name, but can be edited). For Organization contractees, this will attempt to use the email address of the Org's rep, if defined on the Contract, otherwise it will use the Org name.
	* '''<Artist>''' The contractee's first and last name.		* '''<Artist>''' The contractee's first and last name. Note: in the Agent email, this will substitute with the phrase "(refer to attached PDF)".
	* '''<Address>''' Recipient's mailing address in one line.		* '''<Address>''' Recipient's mailing address in one line.

PubGizmoSysop: /* Proof the Statements */

2024-11-13T23:37:54Z

Proof the Statements

← Older revision		Revision as of 19:37, 13 November 2024
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	Important! You should examine every statement before it is sent. You can do this in two different ways:		Important! You should examine every statement before it is sent. You can do this in two different ways:

	# '''On Screen:''' page through statements using the arrow buttons at the upper-left		# '''On Screen:''' page through statements using the arrow buttons at the upper-left (slower)
	# '''Generate a PDF:''' create a single PDF with all the statements		# '''Generate a PDF:''' create a single PDF with all the statements (faster)
	To generate a PDF, select '''PDF Found Statements''' (will generate a PDF containing only those Royalty records ~~that you can see~~ in the ~~list~~), or '''PDF All Calc Statements''' (PDF containing all statements with the Calculate Royalty flag active). The PDF is saved to your desktop.		To generate a PDF, select '''PDF Found Statements''' (will generate a PDF containing only those Royalty records in the found set), or '''PDF All Calc Statements''' (PDF containing all statements with the Calculate Royalty flag active). The PDF is saved to your desktop.

	=== Send the Statements ===		=== Send the Statements ===

PubGizmoSysop: /* The Process */

2024-11-13T23:36:42Z

The Process

← Older revision		Revision as of 19:36, 13 November 2024
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	# Flag which statements to pay out; any not paid out will have their amounts carried forward.		# Flag which statements to pay out; any not paid out will have their amounts carried forward.
	# Compose (or edit) your stock messages, one for contract holders, and one for literary agents.		# Compose (or edit) your stock messages, one for contract holders, and one for literary agents.
	# Proof your statements, either ~~online~~, or by generating a PDF.		# Proof your statements, either in PubGizmo, or by generating a PDF.
	# Generate email messages with the statement attached.		# Generate email messages with the statement attached.
	# Personalize those messages as you like, and send them.		# Personalize those messages as you like, and send them.

PubGizmoSysop: /* Flag Automatically */

2024-11-13T22:17:26Z

Flag Automatically

← Older revision		Revision as of 18:17, 13 November 2024
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	==== Flag Automatically ====		==== Flag Automatically ====
	PubGizmo can auto-flag for payout any active contract where the amount owing to the author (for all contracts) exceeds a threshold, e.g., pay out only if the author is owed $25 or more, otherwise ~~the amount~~ leave it unflagged, for the amount to carry over to the next royalty period (negative amounts always carry over).		PubGizmo can auto-flag for payout any active contract where the amount owing to the author (for all contracts) exceeds a threshold, e.g., pay out only if the author is owed $25 or more, otherwise leave it unflagged, for the amount to carry over to the next royalty period (negative amounts always carry over).

	To auto-flag:		To auto-flag:
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	[[File:PayOutCheckbox.png\|thumb\|Carrying forward; check the box to '''Pay Out 2023''']]You can flag records manually by clicking the checkbox on the statement record itself, or in list view.		[[File:PayOutCheckbox.png\|thumb\|Carrying forward; check the box to '''Pay Out 2023''']]You can flag records manually by clicking the checkbox on the statement record itself, or in list view.

	'''Hint:''' in Royalty list view, you can see the Statement Amount for all listed records by clicking the header. That will toggle on display of the amounts. This setting is off by default, because it requires PubGizmo to compute royalties for every statement in the list, which can be painfully slow.		'''Hint:''' in Royalty list view, you can see the Statement Amount for all listed records by clicking the header. That will toggle on display of the amounts. This setting is off by default, because it requires PubGizmo to compute royalties for every statement in the list, which can be painfully slow. Click the header again to turn off this display.

	=== Compose or Edit Stock Messages ===		=== Compose or Edit Stock Messages ===

PubGizmoSysop at 17:20, 10 September 2024

2024-09-10T17:20:13Z

← Older revision		Revision as of 13:20, 10 September 2024
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	=== '''Create Payment Records''' ===		=== '''Create Payment Records''' ===
	This step locks in the amounts ~~from~~ the ~~statement~~, ~~to ensure in remains stable~~ for ~~the~~ next royalty run~~. Run this when everything is complete~~.		This step "locks in" the amounts, such as the advance remaining and carry-forward values, which inform calculations for your next royalty run.

	=== CSV Export ===		=== CSV Export ===
	Generate on your desktop a CSV (spreadsheet, can be opened in Excel), which summarizes the statements. You can provide this to your accountant.		Generate on your desktop a CSV (spreadsheet, can be opened in Excel), which summarizes the statements. You can provide this to your accountant.

PubGizmoSysop at 16:37, 15 April 2024

2024-04-15T16:37:32Z

← Older revision		Revision as of 12:37, 15 April 2024
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	You can customize the email message as you like, and send each individually.		You can customize the email message as you like, and send each individually.

	'''Create Payment Records'''		=== '''Create Payment Records''' ===
			This step locks in the amounts from the statement, to ensure in remains stable for the next royalty run. Run this when everything is complete.

	~~This step locks~~ in the ~~amounts from the statement,~~ to ~~ensure in remains stable for the next royalty run~~.		=== CSV Export ===
			Generate on your desktop a CSV (spreadsheet, can be opened in Excel), which summarizes the statements. You can provide this to your accountant.

PubGizmoSysop: /* Accessing the Royalty Menu */

2024-04-15T16:14:43Z

Accessing the Royalty Menu

← Older revision		Revision as of 12:14, 15 April 2024
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	# Generate a spreadsheet that summarizes your royalties.		# Generate a spreadsheet that summarizes your royalties.

	== Accessing the ~~Royalty~~ Menu ==		== Accessing the Royalties Menu ==
	Many of the steps below are activated via a menu available at the upper-right in Royalties list view. ''The button to show this menu appears only if the previous royalty period is selected'', that is, the period that last ended.		Many of the steps below are activated via a menu available at the upper-right in Royalties list view. ''The button to show this menu appears only if the previous royalty period is selected'', that is, the period that last ended.
	[[File:RoyaltiesMenuButton.png\|thumb\|~~If it's~~ 2024, select ~~royalty year~~ 2023 to show the menu]]		[[File:RoyaltiesMenuButton.png\|thumb\|During 2024, select 2023 to show the menu]]
	For example, if your press uses calendar royalty years, the menu is accessible during 2024 only if 2023 (the period that last ended) is selected. This prevents bulk actions from being triggered in the wrong year. Individual royalty statements can still be generated and/or sent at any time, for any year for which you have sales data.		For example, if your press uses calendar royalty years, the menu is accessible during 2024 only if 2023 (the period that last ended) is selected. This prevents bulk actions from being triggered in the wrong year. Individual royalty statements can still be generated and/or sent at any time, for any year for which you have sales data.
	[[File:RoyaltiesMenuVisible.png\|none\|thumb\|600x600px\|~~Royalty functions menu]]~~		[[File:RoyaltiesMenuVisible.png\|none\|thumb\|600x600px\|Click the crown button to show the menu]]
	Click the crown to ~~see~~ the menu.
	== Step-by-step ==		== Step-by-step ==

	=== Complete Input of Sales Data ===		=== Complete Input of Sales Data ===
	Ensure all sales during the royalty period have been input. This means [[Importing Sales Data\|importing all your sales sheets]], as well as inputting manually sales not covered by import. Any sales input after ~~royalties~~ will never be counted, even in the next period, since PubGizmo uses the date to isolate sales for that period.		Ensure all sales during the royalty period have been input. This means [[Importing Sales Data\|importing all your sales sheets]], as well as inputting manually sales not covered by import.

			'''Important:''' Any sales input after the royalty run is complete will ''never be counted'', even in the next period, since PubGizmo uses the date to isolate sales for that period.

	=== Ensure All Active Contract/Statements are Flagged to Calculate ===		=== Ensure All Active Contract/Statements are Flagged to Calculate ===
	PubGizmo allows you flag active contracts, to determine if they get computed and included in your royalty run. Unlike flagging statements to pay out for this period (see below), the Calc Royalty flag persists through all royalty runs. You can set this flag in any of three locations:		PubGizmo allows you flag active contracts, to determine if they get computed and included in your royalty run. Unlike flagging statements to pay out for this period (see below), the the status of the Calc Royalty flag persists through all royalty runs, i.e., contracts remain active or dormant/dead until you change them. You can set this flag in any of three locations:

	# on the Contract itself, at the upper-right,		# on the Contract itself, at the upper-right,
	# on ~~the~~ Royalty form view,		# on Royalty form view,
	# in Royalty list view.		# in Royalty list view.

	'''Hint:''' you can ~~search for~~ statements by their compute flag by entering either "calc" or "nocalc" ~~into~~ the search box below the Royalties button on the Home screen, or at the top of the Royalties window.		'''Hint:''' you can get a list of statements by their compute flag by entering either "calc" or "nocalc" in the search box below the Royalties button on the Home screen, or at the top of the Royalties window.

	=== Flag Statements to Pay Out ===		=== Flag Statements to Pay Out ===
	~~[[File:PayOutCheckbox.png\|thumb\|Carrying forward; check the box to '''Pay Out 2023''']]~~Statements default to not being paid out. You'll notice that statements are ~~all~~ carrying over the earned amount to the next period. You can flag these either manually or automatically.		Statements default to not being paid out. You'll notice that initially, all statements are carrying over the earned amount to the next period. You can flag these either manually or automatically.

	==== ~~Auto~~ Flag ====		==== Flag Automatically ====
	PubGizmo can ~~automatically~~ flag for payout any active contract where the amount owing to the author exceeds a threshold, e.g., to pay out only if the author is owed $25 or more, otherwise the amount ~~will~~ carry over to the next royalty period (negative amounts always carry over). ~~To auto-flag:~~		PubGizmo can auto-flag for payout any active contract where the amount owing to the author (for all contracts) exceeds a threshold, e.g., pay out only if the author is owed $25 or more, otherwise the amount leave it unflagged, for the amount to carry over to the next royalty period (negative amounts always carry over).

	~~# Set your threshold in Admin.~~		To auto-flag:
	~~# Open the Royalties menu, and select~~

	~~==== Manually~~ Flag ~~====~~		# Set your threshold in Admin (bottom of main Admin screen).
			# Open the Royalties Menu.
			# Select '''Flag Eligible for Payout'''.

	You can flag ~~these~~ manually by clicking the checkbox on ~~the full view of~~ the statement record itself, or in list view.		==== Flag Manually ====
			[[File:PayOutCheckbox.png\|thumb\|Carrying forward; check the box to '''Pay Out 2023''']]You can flag records manually by clicking the checkbox on the statement record itself, or in list view.

	'''Hint:''' in Royalty list view, you can see the Statement Amount for all listed records by clicking the header. That will toggle on display of the amounts. This setting is off by default, because it requires PubGizmo to compute royalties for every statement in the list, which can be painfully slow.		'''Hint:''' in Royalty list view, you can see the Statement Amount for all listed records by clicking the header. That will toggle on display of the amounts. This setting is off by default, because it requires PubGizmo to compute royalties for every statement in the list, which can be painfully slow.
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	==== Merge Tags ====		==== Merge Tags ====
	Message text is merged with recipient data at the time the message is sent. The subject and body text of these messages are set in Administration > Bulk Mail Templates tab. The templates include a number of merge tags, each enclosed in "<" and ">", into which relevant data is substituted at the time the message is composed. These tags include:		Message text is merged with recipient data at the time the message is sent. The subject and body text of these messages are set in '''Administration > Bulk Mail Templates''' tab. The templates include a number of merge tags, each enclosed in "<" and ">", into which relevant data is substituted at the time the message is composed. These tags include:

	* '''<Year>''' The royalty year, if ~~you]r~~ press uses the calendar year for statement period, otherwise the start and end dates of the royalty period.		* '''<Year>''' The royalty year, if your press uses the calendar year for statement period, otherwise the start and end dates of the royalty period.
	* '''<Title>''' The book's title, or titles, if the author has multiple active contracts.		* '''<Title>''' The book's title, or titles, if the author has multiple active contracts, in a comma-delimited list (Title1, Title2, etc.).
	* '''<GreetingName>''' The value in the Correspondence Name field on the recipients Contact record (defaults to contact's first name, but can be edited).		* '''<GreetingName>''' The value in the Correspondence Name field on the recipients Contact record (defaults to the contact's first name, but can be edited).
	* '''<Artist>''' The contractee's first and last name.		* '''<Artist>''' The contractee's first and last name.
	* '''<Address>''' Recipient's mailing address in one line		* '''<Address>''' Recipient's mailing address in one line.

	==== Contractees/Agents With Multiple Statements ====		==== Contractees/Agents With Multiple Statements ====
	PubGizmo "rolls up" statements, that is, gathers all relevant ~~contracts~~ into a ~~singe~~ PDF, and attaches them to one email message, under these circumstances:		Rather than sending out multiple individual statements to an author, PubGizmo "rolls up" statements, that is, gathers all relevant statements into a single PDF, and attaches them to one email message, under these circumstances:

	* author/contractee has multiple active contracts		* author/contractee has multiple active contracts
	* literary agent is agent-of-record on multiple active contracts		* literary agent is agent-of-record on multiple active contracts

	=== Proof Statements ===		=== Proof the Statements ===
	Important! You should examine every statement before it is sent. You can do this in two different ways:		Important! You should examine every statement before it is sent. You can do this in two different ways:

	# '''On Screen:''' page through statements using the arrow buttons at the upper-left		# '''On Screen:''' page through statements using the arrow buttons at the upper-left
	# '''Generate a PDF:''' create a single PDF with all the statements		# '''Generate a PDF:''' create a single PDF with all the statements
	To generate a PDF, ~~go to Royalties~~ list ~~view~~, ~~and set~~ the ~~royalty year~~ to the ~~period for which~~ you ~~want~~ to ~~generate statements~~. ~~A crown button will appear~~, ~~which when clicked will yield a menu of options~~.		To generate a PDF, select '''PDF Found Statements''' (will generate a PDF containing only those Royalty records that you can see in the list), or '''PDF All Calc Statements''' (PDF containing all statements with the Calculate Royalty flag active). The PDF is saved to your desktop.

			=== Send the Statements ===
			When you select '''Bulk Email Statements''', PubGizmo generates draft email messages (it does not send them) addressed to the contractee's primary email address (as configured on their Contact record), with the statement attached, and similarly generates draft email messages to literary agents. Your default email program must be Mac Mail if you are on macOS, or Outlook if you use Windows (let us know if you use something else).

			You can customize the email message as you like, and send each individually.

			'''Create Payment Records'''

			This step locks in the amounts from the statement, to ensure in remains stable for the next royalty run.

PubGizmoSysop: /* Accessing the Royalty Menu */

2024-04-15T15:41:19Z

Accessing the Royalty Menu

← Older revision		Revision as of 11:41, 15 April 2024
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	== Accessing the Royalty Menu ==		== Accessing the Royalty Menu ==
	Many of the steps below are activated via a menu available at the upper-right in Royalties list view. ''The button to show this menu appears only if the previous royalty period is selected'', that is, the period that last ended.		Many of the steps below are activated via a menu available at the upper-right in Royalties list view. ''The button to show this menu appears only if the previous royalty period is selected'', that is, the period that last ended.
	[[File:RoyaltiesMenuButton.png\|thumb\|~~Today~~'s ~~date is in 2023~~, royalty ~~period~~ 2023 ~~selected, button visible~~]]		[[File:RoyaltiesMenuButton.png\|thumb\|If it's 2024, select royalty year 2023 to show the menu]]
	For example, if your press uses calendar royalty years, the menu is accessible during 2024 only if 2023 (the period that last ended) is selected. This prevents bulk actions from being triggered in the wrong year. Individual royalty statements can still be generated and/or sent at any time, for any year for which you have sales data.		For example, if your press uses calendar royalty years, the menu is accessible during 2024 only if 2023 (the period that last ended) is selected. This prevents bulk actions from being triggered in the wrong year. Individual royalty statements can still be generated and/or sent at any time, for any year for which you have sales data.
			[[File:RoyaltiesMenuVisible.png\|none\|thumb\|600x600px\|Royalty functions menu]]
	Click the crown to see the menu.		Click the crown to see the menu.



	== Step-by-step ==		== Step-by-step ==

PubGizmoSysop: /* Accessing the Royalty Functions */

2024-04-15T15:38:06Z

Accessing the Royalty Functions

← Older revision		Revision as of 11:38, 15 April 2024
Line 12:		Line 12:
	# Generate a spreadsheet that summarizes your royalties.		# Generate a spreadsheet that summarizes your royalties.

	== Accessing the Royalty ~~Functions~~ ==		== Accessing the Royalty Menu ==
	Many of the steps below are activated via a menu available at the upper-right in Royalties list view. The button to show this menu appears only if the previous royalty period is selected, that is the period that last ended. For example, if your ~~use~~ calendar royalty years, the menu is accessible during 2024 only if 2023 is selected. This prevents bulk actions from being triggered in the wrong year. Individual royalty statements can still be ~~set out~~ at any time.		Many of the steps below are activated via a menu available at the upper-right in Royalties list view. ''The button to show this menu appears only if the previous royalty period is selected'', that is, the period that last ended.
			[[File:RoyaltiesMenuButton.png\|thumb\|Today's date is in 2023, royalty period 2023 selected, button visible]]
			For example, if your press uses calendar royalty years, the menu is accessible during 2024 only if 2023 (the period that last ended) is selected. This prevents bulk actions from being triggered in the wrong year. Individual royalty statements can still be generated and/or sent at any time, for any year for which you have sales data.

			Click the crown to see the menu.



	== Step-by-step ==		== Step-by-step ==