Once you have generated your Licensor Statements and have checked through them to ensure they are correct, RoyaltyWorx provides you with the necessary tools to email these statements to your Licensors.
IMPORTANT - If you have not yet generated your Licensor Statements then please read this article - How do I generate Licensor / Artist statements?
IMPORTANT - If you have already sent statements to your Licensors but need to "resend" them read this article - How do I resend statements to my Licensors?
HOW TO SEND YOUR STATEMENTS TO YOUR LICENSORS
Within Royalty Worx, you can email your generated Licensor Statements in 2 ways - Individually or Bulk. This guide will run through both options and their processes.
Select Royalty > Licensor Statements > Licensor Statement Listing from the top menu. This will take you to the Licensor Statement Manager screen. Depending on your needs, select the relevant section below for help on individual or bulk sends.
INDIVIDUAL SEND
This method is the more simple approach and allows you to find a Licensors specific statement and quickly email it to them. This would not be recommended for sending out your statements to multiple Licensors.
Search and find the relevant statement in the list. If you have a large list, you can use the search box at the top left of the screen. Click Email Now located in the Sent column for your statement.
A Pop-up window will appear for the "send email" window, displaying all the information that will be sent to your Licensor. You can change this if you like but it should be "Ready to Go" for most people.
Click the Send button at the bottom and your statement will now be emailed directly to your Licensor.
BULK SEND
The Bulk Statements Send system can be used to send statements to all of your licensors. There are two send modes "First Send" & "Resend" which can be toggled between in the Icon Menu. With "First Send" selected, all statements previously sent will be skipped.
Sending your statements out in Bulk also has the added benefit that your Licensors will receive only one email with multiple attachments (if you have more than one statement to send them).
Select Royalty > Licensor Statements > Send Licensor Statements from the top menu.
IMPORTANT - Using the "Statements To Send" range screen you can decide exactly who you wish to send your statements to. If you leave everything as it is displayed and click "Preview" the system will attempt to send all unsent statements. If you wish to do this, simply click Preview List.
Select a specific Licensor from the drop-down (if you wish to send a single Licensors statements only)
The Reference From and Reference To fields can be used if you wish to send statements using references as the filter (releases)
If you wish to send statements from a specific category of "Contracts In" use the Category field
If you wish to select a range of "Contracts In" by their Date use the Contract Start Date From and Contract Start Date To fields.
Click the Preview List button to view a list of statements that will be emailed.
To confirm and actually start the statement emails going click the Send button on the icon menu
Your statements will now be sent to your Licensors and they will be able to submit invoices online to collect their royalties.
HOW TO RESEND STATEMENTS TO YOUR ARTISTS
If you need to resend statements to your Licensors the process is slightly different to sending the statements in the first instance.
You just need to head to Royalty > Licensor Statements > Send Licensor Statements and press the Resend button in the Icon Menu in the top right corner. This will switch it to Resend mode, then you can select the relevant filters.
You will notice a few new options, including Statement Batch & Statement Status.
Statement batch corresponds to any specific statement batches you’ve generated previously, you are able to resend statements for those.
Statement status is set to “Do Not Send Invoice Received Statements” by default. This is to prevent the resending of statements that licensors have already submitted invoices for, but you can change this to “Send All Statements” if needed.
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