Bradbury Phillips Products
The Bradbury Phillips Rights Manager is an integrated pre-sales, contracts and incoming royalties system designed to handle all the functions of publishers’ rights departments and literary agencies. Easy to learn and intuitive to use, the system supports a comprehensive database with details of title, authors, purchasers, pre-sales, contracts, invoices and royalty ledger and all their related information. It has extensive reporting and a powerful data analysis function.
The Bradbury Phillips Agency Manager adds a client accounting module to the Rights Manager System, allowing literary agencies to support all aspects of client accounting from receipt of monies to disbursement of funds including reconciliation of client bank accounts, production of 1099 details, foreign withholding tax and audit reporting, and the ability to export files to the agency’s own accounting system.
The Bradbury Phillips Authors Royalties System is a comprehensive royalty management system that records details of book sales, advances, deductions, reserves and foreign income. It is designed to calculate the royalties due for a specified royalty period from sales and advances. Details of book sales, advances, deductions, reserves and foreign income are recorded, as well as rules for each title. Royalties due, if any, are calculated according to the rules for the specified title from sales and advances. A royalty ledger for each title is maintained, together with various reports and analyses.
- Optional Permissions and Tax Exemptions Modules
Access or Microsoft SQL Versions
Design your own reports
Integrated Pre-sales, Contracts and Royalties System
Easy links to other Systems
Multi-title, multi-author contracts
Tracks interest, submissions and options
Holds full contract details
Chases on advances, payments and royalties
Invoices for advances
Chases on signature, delivery, publication and reversions due
Chases on incoming royalties
Maintains a royalty ledger
Produce customised letters, faxes and emails
Co-editions ability to chase on all events
Export to Word, Excel, HTML
No limit on number of records
- The Bradbury Phillips Rights 2000 is a comprehensive software package to handle all the functions of a Rights Department.
- The information is entered once only and can be accessed and reported on in a variety of different ways. The database can be searched and reported on by title, purchaser, author, series, ISBN, imprint and proprietor.
- The System maintains a database holding details of titles, authors, publishers, contracts, interest and submissions, invoices and a royalty ledger.
- Reports can be displayed to the screen, printed, exported as a .DOC mailmerge file, exported as a CSV file to Excel, saved as a .RTF file and can be read by Word, saved as a text file and as an HTML file.
- This is a multi currency System. A currency file is maintained so that financial reporting will show the payment currency equivalent for all monies due in a foreign currency. The payment currency equivalent of foreign monies will be recorded on the royalty ledger.
- Permissions (extra chargeable module). Holds details of your permissions. Produces invoice and exports information to Word Processor. Will chase on Overdue Permissions money, where you have granted the permission etc.
- Tax Exemptions (extra chargeable module). Records details and keep track of foreign tax exemptions. Reports on expired and non- returned tax exemptions. The Overdue Advances/Payments and Overdue Royalties reports will highlight receipts with an invalid Tax Exemption.
- Details held about Titles include multiple authors, details of the head contract and rights available/not available, proprietor, categories, series, imprint.
- Purchasers and contacts including publishers, agents, bookclubs, TV companies. Purchasers and contacts can be categorised and catalogue and other selective mailings can be done.
- The Title Activity holds details of Interest, Submissions and Options including a chase date.
- Contracts can be for single or multiple titles which are jointly accounted. Other information held includes deal, contract, publication, reversion, cancellation and royalty accounting dates, unlimited numbers of advances and payments and scheduled events with due and receipt dates. The System produces deal memos. Advances and payments can be invoiced and invoices either printed from the System or exported to your template or Accounting System.
- A royalty ledger is maintained holding details of all advances/payments received and royalties earned. The System maintains an Unearned Balance and at any time a royalty ledger can be printed showing the sales history of the Contract.
- Title Activity reports on interest, submissions and options and can chase overdue submissions and options.
- Contracts shows who bought what and what rights are available for a title, what contracts have been made for an author or proprietor or series or imprint. There is a financial option to show the total value of contracts made during a period.
- Contract Chasing reports on overdue advances, payments, invoices, publication dates, reversions dates etc.
- Overdue Royalties reports on all contracts where a royalty statement is due but not received.
- Bookfair Report which details all the contracts and title activity by publisher or sub-agent.
- Invoicing which previews and generates invoices and from which invoices can be printed or exported.
- Projected Income which shows all income (ie advances and payments) expected within a time period.
- Contract Statistics
- Royalties Received reports on all monies received within a time period
The Agents Accounts software caters for the receipt of payments, allocation of that money to clients, and production of payment advices to clients. It links into the Rights System and makes use of the existing Purchaser, Title, Author and Name & Address details. The Contract File will hold your commission percentage and the Sub-Agents commission percentage where relevant. A Client Ledger will be maintained showing in detail receipts for a client and payments made to that client. It caters for multi-currency accounting and will produce analysis of the relevant accounts. It will link with the Invoicing and Tax Exemptions software. A Royalty Ledger showing all transactions for a contract (advances and royalties) is maintained. The Analysis Ledger holds details of what is in the Clients’ Bank Account, the Control Account, Commission, Commission VAT and Income Tax.
Payment Advices to clients are printed on plain stationery with your company name and address or onto your headed note paper.
Receipt Of Payments
Each cheque received will be treated as a batch by the System and allocated a batch number. All payments from a batch must be in the same currency. The details of each batch will be entered into the computer including Purchaser/Sub-Agent, currency and cheque amount, payment currency, date of receipt and royalty accounting period. The money received will be allocated over the clients and contracts to which it refers. You must allocate the entire amount received. If the payment currency is different from the receipt currency, the equivalent and any bank charges in the payment currency must be entered. The System pro-rates these amounts over the transactions for this batch.
For each allocation, if there is a discrepancy between the expected and actual amount or VAT, there are two purchaser deductions to explain the difference. On acceptance, a record will be written to the Batch File. VAT will be expected where the author is VAT registered and the Purchaser territory is UK or in the EU and is not registered for VAT.
For each allocation there are three possible ways of entering the information
- where no invoice or contract exists,
- where an invoice has been raised,
- and for contract payments where no invoice exists.
The receipts cater for advances, royalties and other receipts such as permissions.
Processing Of Payments
Once a batch has been entered it must be printed. If the batch is not fully posted or the payment currency equivalent has not been entered, the batch cannot be further processed. If the batch is amended, it must be reprinted before any updating can take place. Once the batch is correct is can be updated and the Accounts Ledgers will be updated with details of the receipt, if relevant, the advance and royalty accounting dates on the Contract File and the Invoice is marked paid. Disbursements can be entered against a client.
Payments To Clients
The System will produce payment advices to clients showing all receipts and disbursements due by a particular date. Copy payment advices can be produced.
The Authors Royalties System is designed to calculate the royalties due for a specified Royalty period from sales and advances. Details of book sales, advances, deductions, reserves and foreign income are recorded. The System will calculate the royalties due, if any, according to the rules for that book and will maintain an unearned balance. A statement will be printed for each title showing all the movements this period. A remittance advice will be printed for each payee, showing in summary all the statements for them including the money they are owed. Only statements over a specified minimum value will be paid. UK. Income tax will be calculated where relevant. A royalty ledger for each title is maintained, together with various reports and analyses. Up to 4 royalty periods are maintained.
The System maintains a database of titles, authors and payees. Titles can have several authors and payees. Up to twenty rules can be held for each title. These rules define the basis on which royalty percentages are calculated. They cover levels of discount percent, foreign, export or all sales, book club sales, price paid, pence per copy or published price. Each rule shows how many copies have been sold against it. For each payee, an unearned balance, a current reserve amount, total advances and total earnings are maintained. Each payee may have up to four levels of escalator percentages per rule. A payee may be payable through an agent.
Reserves can be made against all titles or specified titles. They can be calculated as percentage of sales, earnings or copies sold, or as earnings on a specified number of copies or as a flat amount. A payback date can be recorded and the System will automatically generate the payback transaction at the correct time. Reserves can be made against specific rules or all rules.
A Name and Address File is maintained with addresses for authors, payees and agents.
A Publisher/Imprint File is maintained. Most reports can be run by Publisher or Imprint.
A file of valid brick codes and their descriptions is maintained. Sales coming into the System must have a valid brick code.
There are various reports and analyses showing title/author data, royalty and payee ledgers, names and addresses and rules.
Sales details are imported and validated by ISBN and brick code. They contain a sales date, discount, price paid, quantity and brick code. The brick code determines whether the sales is home or export. An error report and Error File are written containing any invalid sales data, and a Transaction File is generated containing all valid data. The Error File is corrected and validated again until all errors have been cleared. The result is a Transaction File of valid sales data.
The Transaction File can be updated manually to enter figures for advances, deductions, reserves, paybacks and sub-rights sales. These will not affect the unearned balance and sales figures until after the statements have been fully processed and the ledgers updated.
The Transaction File is used to generate a temporary Statement File. This can be done at any time, and as frequently as desired. The Statement File can be use at any time to establish royalty liability up to a specified date, without updating any ledgers, sales figures or unearned balances. It can also be used a period ending dates to print statements, remittance advices and other analyses. When these are satisfactory, the ledgers, sales figures and unearned balances are updated.