Please note that before you generate a royalty statement or remittance advice on the system, we recommend that you check the Royalties Pre-flight report in order to ensure all of the data added onto the system will calculate the figures accurately. Once you are satisfied that your royalties system is up and ready to run, then you are ready to start generating royalty statements.
To generate royalty statements or remittance advice, you will need to navigate to the menu item: pay run. This can be found under the Sales and Royalties module, then the Royalties Reports sub menu, as per the below image:
This will generate statements, remittance advice, and once a period is closed and a pdf generated, bulk emailing of all statements and remittance.
Click the menu item Pay Run.
Tip: If you have multiple royalty configurations, you will be prompted as to which configuration you wish to use.
Once you have clicked on the appropriate configuration, a list of current pay runs will be shown, along with the number of statements and the royalties balance for the run. Beside each run, appropriate buttons will be displayed with available actions based on the current status.
Tip: If you see a red message towards the top of your screen that reads, “This action will close the current period,” scroll down to see which item is still open. Click the Close button beside it.
After clicking Generate Now, the following dialogue will appear:
It is worth checking that the date is correct before clicking on generate now.
Tip: The Royalties Pay Run will be generated, but the period will not be closed. This is so the run may be checked, and if required, deleted and re-run. The numbering of statements will be rolled back and reused if a period is deleted.
Statement numbers are unique per Royalties Configuration.
Once the statements have been generated, you will see the following appear on your screen:
After generation, the statements and remittance can be reviewed via the links on the screen. If you click View statements, the following dialogue will appear:
Royalties Pay Run report can be rather large, so we have just shown one example summary statement here.
Statements are content based. Those familiar with Stison will be familiar with this concept, but for those less familiar, ‘content’ is a common container for Paperback, Hardback, Epub, PDF, etc. of the same title. Summary statements are a summary of all statements attributed to a contributor and payee combination.
To view a statement, click on the show detail link below the summary, where a list of all statements on the summary statements will be displayed, each with a link to expand the detail view of each statement.
Once you have checked the run, you can either:
- Make corrections and Clear the run or
- Close the period, thereby committing the run to the system.
You can return to the Royalty Run to clear these statements, or close the period at any time, by following the steps at the top of this document and returning to the Pay Run menu item.
The clear button will delete all statements on the selected run and will roll back the end date and statement numbers of the selected configuration.
The close button will generate remittance advice and close the period.
After the period is closed, a PDF button will appear. This will generate PDF versions of the remittance and statements.
PDF generation can take some time dependent upon the number of pages, so they are added to a queue and the queue progress is displayed within the pay run area.
Once you have run the PDFs, a new button will appear that gives you the opportunity to Archive the pay run statements. This will simply move the item beneath a heading called Archived Reports. It's a good way of organising your system so that you can see quite quickly which pay runs are completed. You can see what we mean in the following screenshot:
Please note that if you want to re-open a pay period, you must be contact Stison directly at firstname.lastname@example.org. This feature is only available to super users on the system who have access to all elements.