HQ has three tools that control what happens to royalty statements after they're calculated: a setting for royalties you collect in another system, a setting to hold statements for your review, and quick ways to mark statements paid. For how royalties are calculated in the first place, see How royalty calculation and collection work in HQ tier.
Both settings are on the royalty formula page under Royalty → Rule in your HQ dashboard. They apply to your whole organization. Org owners and admins can change them by default. Everyone else sees whether each one is On or Off.
Royalties billed through another system
Turn on Royalties are billed through another system if you collect royalties outside SalesThumb.
With it on, statements are still calculated so your reports stay complete. But they're marked $0 owed and are never emailed. They also never get reminders, late fees or ACH drafts. These statements show as "Billed through another system."
Good to know:
- The setting only changes statements made from now on. Statements already written stay as they are.
- If a period still has statements owed from before you turned it on, the period page tells you how many and asks you to regenerate the period to waive them.
Hold statements for review
Turn on Hold statements for review if you want to check statements before franchisees see them.
With it on, new statements aren't emailed automatically. Review each period, then use Send now on the period page to email them. Held statements get no reminders or late fees until they're sent.
While a period is held, its page says: "Statements are held for your review — the daily send won't email this period until you click Send now or Queue emails."
A period you already released with Send now or Queue emails while the setting was off stays released if you turn it on later.
Marking a statement paid
On a period's page, each unpaid statement has Record payment and Mark paid buttons.
- Click Mark paid on the statement.
- Set the Payment date. Use the date on the check or wire. Early-pay discounts and late fees use this date.
- Click Mark paid to record the open balance as paid in full.
The date starts as today, or as the ACH file's effective date when the statement was drafted by ACH. It can't be in the future or before the billing period started.
Marking several statements paid
- Tick the boxes next to the statements in the table.
- Click Mark selected as paid in the bar that appears.
- Set the Payment date and click Mark paid.
Each statement's open balance is recorded as paid in full on that date. Statements with no open balance are skipped.
Mark paid and Mark selected as paid are for people with permission to record royalty payments. Org owners and admins have it by default. They aren't available once a period is closed.
Frequently asked questions
Q: If I turn on "billed through another system," do my old statements change?
A: No. Only statements made from then on are marked $0 owed. Regenerate a period to waive statements already written in it.
Q: With "Hold statements for review" on, how do I send statements?
A: Open the period and click Send now, or Queue emails.
Q: Why does Mark paid ask for a date?
A: Early-pay discounts and late fees are based on when the payment was made. Enter the date on the check or wire, not the day you're entering it.
Q: Who can change these settings?
A: Org owners and admins by default. Other HQ members can see whether each setting is on or off.