Recording a Settlement
To mark a booking as paid or settled:
1. Record a Payment:
First, ensure you've recorded the payment on the booking via Payment > Record Payment. This captures the amount collected from the buyer or payer.
2. Go to Payment > Settlement > Record Settlement:
The system will suggest an amount based on what has been collected and available. You can adjust this amount to match the actual payment received.
3. Enter Payment Details:
Select the payment method (e.g., bank transfer, check, cash).
Attach supporting documents or receipts if available.
Add reference codes or comments for clarity.
Handling External Payments
If you receive a payment outside of Gigwell (e.g., cash, check, wire transfer):
Input the exact amount received in the Record Settlement window.
Select the appropriate payment method.
Attach any receipts or reference codes.
This process ensures all payments are accurately reflected in your settlement reports.
Generating and Customizing Settlement Reports
To manage your settlements effectively:
Navigate to Reports > Settlements:
Filter bookings by artist, date range, or status.
Use the filter icon to customize your view.
Customize Columns:
Add or remove columns such as artist, city, or payment details for better clarity.
Share Reports:
Send reports for management approval before payment.
Share confirmation after payment is settled.
Export Data:
Download reports as CSV or PDF for record-keeping or external reconciliation.
Finalizing a Settlement
Once all payments are recorded and verified:
Mark the settlement as "Complete" by toggling the checkbox.
This action moves the booking out of the Settlements stage and updates the booking status to "Complete."
Best Practices & Tips
Avoid Duplicate Invoices:
Ensure you delete or adjust duplicate settlements to prevent overpayment.Check Filters Carefully:
Use booking status filters like "settlement" to include only relevant bookings.Maintain Clear Records:
Attach receipts and reference codes for transparency and future audits.