HOW TO RUN A PERIOD
Navigate to the Period area via the Statements menu in the toolbar.
The first page displays an index of all the periods you have run or begun to set up. Hit the Create button & you will be taken to a setup page with three tabs.
- Setup – Enter top-line info about the period.
- Included Sales – Select the sales reports to run royalty calculations against.
- Included Costs – Select costs to include.
Name – Name the Period for your and your artists their reference. This name will show on the statements.
Accounting Period Type – This selects which Contracts should be picked up in this Period. For example if you select Half-Yearly, only those contracts set to half-yearly accounting will be included in the run & any Quarterly or Monthly Contracts will be ignored. Accounting Period Types are customisable in your Settings.
Year – The year of sales contained in the period.
Accounting Period – The accounting period of sales contained in the period.
Contract Type – This field is only available for Record Labels & Distributors and specifies who they account to.
- Selected ‘Standard’ for accounting to your artists or labels
- Select ‘Mechanicals’ to account to the publishers of your sound recordings. For a detailed explanation on how to account your mechanicals please refer to the Mechanicals article.
Start Date – This tells the system where to take the opening balance for the period from the Transactions tab of the included contracts.
End Date – This sets the date for the closing balance of the period. Only the transactions set before this End Date will be included in the Closing Balance, and any transactions made after this End Date would not be taken into account. This date will show on the statement of account.
Accounting Date – The date you intend to publish your statements. This will show on the self-bill invoices.
Exchange Rates – When you account to some clients in a currency different to your home currency, or you deduct mechanical royalties in a currency different to your home currency; here you can specify the exchange rates. These will be used should there be any rates not set at the point of ingestion & crucially these are the rates used to convert from your Home Currency into each contract’s specific currency. These are automatically loaded for converting your Home Currency into your specific currency using an XE integration, at the current exchange rate at the point of Period creation. But it is possible to update these rates if you wish to do so.
IINCLUDED SALES & INCLUDED COSTS
On the second tab, you select the sales files to include in the run. When you open the page the Included Sales section at the top will be empty & all your uploaded sales files will be listed in the Excluded Sales section below. Here you will realise the benefit of using the Target Period tags when uploading your sales files.
There are three methods to select sales files for inclusion:
- The purple Include All button at the top right of the list will add all un-archived sales files.
- Files can be included individually using the checkbox to the left of the file details & then using the green Include Selected button.
- Or the displayed files can be filtered to return specific files based on chosen criteria (such as Target Period), then selected with the white Include Filtered button.
Only sales files selected here will be included in the royalty calculations. You can include sales files that have already been used in a previous royalty period. If a sales statement is fully reported, no lines will be included in the period. However, if a statement was only partially reported, the sales lines that were left unreported will be included in this period.
Once all your required sales files are showing in the Included Sales at the top, hit the Next button at the foot of the page.
On the third tab select the costs to be included in the run in exactly the same way as selecting sales files above.
Now you have set up your period & selected sales & costs data to be calculated: hit ‘Calculate’.
Calculation times will vary. The major contributing factors are the number of contracts, the complexity of rates & the size of the sales & costs files. Whilst calculations are running you & your colleagues can continue to use Curve, though any sales files you upload or contracts/catalogue you create during of after this run will not be included in the Period. It is not necessary to keep your browser open for the calculations to complete. You can check the progress of the run by clicking into the period from the Period Index page.