Once reports are generated in the Report Generator, you can access them from the View Royalty Reports Screen. To reach the View Royalty Reports Screen, click on the appropriate button on the Main Menu or choose MAIN TASKS >> VIEW ROYALTY REPORTS from the Menu Bar.

The Report Generator will automatically move you to the View Royalty Reports Screen when it completes its processing tasks.  Any new reports that it has generated will be displayed on the screen.

Records Displayed. The Royalty Report Screen can display more than just the most recent reports.  It keeps a record of all reports that you have generated.  What is displayed is controlled by filtering features built into the program.  You can change the filter by selecting TOOLS and FILTER REPORTS from the menu Bar.  Or you can click on the "Change Which Reports Show" button on the right side of the screen.  For more information, see Filter Reports.

Note that if the Report Generator places you in the View Royalty Report Screen only the most recently generated reports will be displayed.  If you enter the Report Screen from some other part of the program, all reports will be displayed.  Click on "Change Which Reports Show" to alter the filter to your liking.

Moving from Report to Report. You can move to different reports by pressing Page Up or Page Down on your keyboard.  To go to the first report, press Ctrl+Page Up on your keyboard.  To go to the last report, press Ctrl+Page Down.  You can also move from report to report by clicking on one of the navigation buttons on the bottom right of the screen.  The navigation buttons resemble the buttons on a VCR, CD or tape player.  The right arrow button ( > ) goes to the next report and the left arrow button ( < ) goes the previous report.  The right arrow with a line ( >| ) goes to the last report, and the left arrow with a line ( |< ) goes to the first report.

Information Provided on a Report. A royalty report provides you with all the information which has gone into determining an individual's royalty.  It lists the total number of products sold, net amounts received for the period, the number and amount of returns, and the number and amount of damages.  Additionally, it lists "Ineligible" sales.  These include any sales recorded on invoices on which you have checked "No Royalty."  Ineligible sales usually include sales in which you have given particularly deep discounts.  (See more about Ineligible sales lower on this page.)

Reproduced on a report is the formula that has been used to determine the royalty.  The way in which the formula is constructed is based on the selections that you made on the Royalty Set-up Screen.  For your convenience, the set-up choices are summarized in the upper right hand corner of the screen.

The final figure (Total Due), which appears after the formula, is the amount that you owe the royalty holder.

If the Total Due is a negative number, then the amount is in your favor.  To compensate for a negative amount, you'll need to deduct the amount from the next royalty check issued to the royalty holder.  Negative amounts result from a sales environment where returns outnumber sales.

If you have selected Keep Running Tally on the Set-up Screen, accumulated sales figures appear on the box on the right side of the screen.  Each time a report is created the sales figures will be updated and you'll always know how many total units have been sold.  This is particularly important for quantity breakpoints in variable structured royalty systems.  The program needs to keep track of running totals to determine which breakpoint to use for royalty calculations.  For other types of royalty systems, keeping a running tally is optional, but you may want to use it to track total sales.  If you decide not to use it, "NA" will appear in the two "Total Sold" lines.

Revenues, Cost & Fees. The Royalty Report Screen will include the figures for revenues, costs and fees if at least one of the following is met:  1) If at least one report in a group of reports generated includes a selection from the "Net or Profit Option" in Royalty Set-up; or 2) If at least one report in a group of reports generated uses the "Profit" calculation method.  Since obtaining this data requires extra processing power and time, it's calculated only when necessary.  If you'd like to obtain this information for all of your products, it's far easier to generate it (along with other data) by selecting PRODUCT TOOLS >> INVENTORY FUNCTIONS from the menu on the Main Invoice Screen.

Discount Ranges. If you have a variable structure with different discount ranges, the Report screen will list the quantity and amount of sales for each discount range, calculating the total royalty based on the information you provided in Set-up Information.  If you are using a Net Calculation method, AnyBook will calculate the percentage of sales based on the number of units sold in each discount range.  Using these percentages, it divides total net sales and allocates proportional amounts to each range.  See illustration, below, for an example:

Quantity Breakpoints. If you have a variable structure with different quantity breakpoints, the Report Screen will list the breakpoint and calculate the amounts accordingly.  If the number of products sold during the period extends across two or more breakpoints, the report screen will list each breakpoint on a separate screen page.  A reminder note will notify you whenever a report spans more than one screen page.

Breakpoints are labeled using the following format:  "For Quantities of 20,000 to 50,000."  This is a bit of simplification.  What it means is that figures shown on the screen are for the breakpoint which starts at 20,000 and cover total accumulated sales ranging from 20,000 to 49,999.  The next breakpoint starts at 50,000.  This method of labeling was chosen since using numbers other than the breakpoints delineated in royalty contracts tend to complicate things and overall this is a bit easier to understand.

Compensating for Returns When Total Sales Cover More Than One Breakpoint. When the total sales of a product extend across more than one quantity breakpoint, AnyBook has to compensate for any returns or damages that are involved.  There are two different ways to deal with this situation, and you determine the method you wish to use for your business.  More information on the methods and how select the appropriate option is found here: Breakpoints and Returns.

Ineligible Sales. Ineligible sales are listed on the Royalty Report.  These include any sales with the "No Royalty" box checked on invoices.  Ineligible sales are included in the "Gross Number Sold" figure, but are removed for "Net Total."  Although not likely, it is possible that you may have returns or damages associated with ineligible sales.  If so, the quantity figure in the ineligible sales column will be adjusted accordingly.  In very rare cases, you may have returns out-number sales.  Since the "Gross Number Sold" figure has been reduced because of the returns, the royalty holder is credited the difference.  The credit shows up as a negative amount in the ineligible sales column, and "Net Total" is increased a like amount.

Promotional Copies. This figure is the total number of products given away during the royalty period.  It includes all products which have been recorded on invoices with a sales code of  "P" (for promotional item).  This figure is for informational purposes.  Promotional copies are given away and do not generate income, and thus do not have a bearing on royalty calculations.

Log File. Level 6 - 7 Feature.  When you generate royalty reports, you can indicate whether or not you want a log file.  If you selected this option, the name of the log file will appear on the Royalty Report Screen.  By clicking on the "View Log File" button, AnyBook will start up your spreadsheet program and display the raw data that AnyBook used to prepare the royalty report.  Note that if you generated several reports at the same time, the log file will contain data from several products.  If you want the log file restricted to only one royalty report, you'll need to generate royalty reports one at a time.

Important Note for Network Users: Log files are created on the local computer and are saved in the C:\AnyBook\LogFiles directory.  In other words, log files are only accessible to the computer on which you are working.  If you use log files, it's best to work from only one computer on the network.  If you need to work from other computers on the network and must access one or more log files, you will need to copy the files that you need to the computer on which you are working.

Cash-based Counting. When you create royalty reports based on Cash-based Counting, AnyBook reviews each invoice.  If the first paid date ("Date1") on the invoice falls within the start date and end date of the royalty report - and the author's book is listed in the Item Area, then AnyBook will include the total amount on the royalty report. (The total amount is the price of the book times the quantity minus any discount) .  AnyBook always uses the total amount.  If two payments (or more) were made on the invoice, AnyBook still uses the book's total.  It doesn't divide it up according to payment.  This avoids discrepancies and it prevents the situation where an item might be counted twice when a second payment is made.

See the next section on how credits are handled with cash-based counting.

Credits. A major question that arises concerns credited items (such as returns and damages) is when should the credit be applied?  Should it be applied during the same time period in which the original sale occurred?  Should it be applied when the return occurred?  Or should it be applied when the customer makes a lump sum payment in which the amount of the return has been subtracted?

In order to provide consistency in royalty reports, AnyBook uses the following rule: returns or damages are credited at the time the invoice is issued.  It doesn't matter when the invoice is paid or when the credit on the invoice is applied against the customer's account.  What matters is the invoice date. Thus, any returns with an invoice date which fits within the designated time period will be counted for a cash-based royalty.

This rule applies to both accrual and cash-based counting methods.

This same rule also applies to fee invoices if you have indicated on the set-up screen that you want fees removed from net sales.  Fee invoices are those in which you have coded the book with a sales code of "F."

Printing. When you are ready to print a report, make sure the desired report is showing on the screen and press "Print" or "Quick Print."  For more information on printing, see Printing Royalty Reports.

Menu Bar. Additional options are available from the Menu Bar.   For more information, see Menu Bar (Royalty Reports).