Feature
Consignment statements from contract settlement
Statements are accounting snapshots on a consignment contract, not a spreadsheet rebuilt on Fridays. Open balance updates as Invoice payments arrive; saved statements freeze a period for the consignor portal and PDF export. This guide covers settlement modes, manual close, and what the artist sees.
Open the contract settlement panel
Open Contracts → your consignment → settlement section (on the contract detail page alongside Terms and linked Works).
Open balance shows unsettled consignor share since the last saved statement or contract start. It is live until you close a period.
Fix missing data at payment time: if a line is wrong, correct the Invoice or expense attachment before month-end, not on the PDF alone.
Per-sale vs scheduled settlement
Per sale: each recorded Invoice payment writes a statement line automatically. Good when artists expect immediate visibility after each closing.
Scheduled: completed calendar months or quarters save as statements on a daily job. Set cadence on contract Terms or workspace defaults in Settings.
Workspace default consignor statement schedule in Settings applies to new contracts unless overridden.
Manual period close
Use Close period and save statement when you need a PDF before the schedule runs (mid-month artist request, contract ending early).
Pick Period from and Period to dates. The run pulls paid sales on linked Works with consignor share, deductions, and buyer reference columns.
Duplicate periods are blocked; adjust dates or open the existing saved statement instead.
Read line items
Each saved statement expands to lines: work, buyer, paid date, gross, deductions, consignor share, refunds if any.
Refunds on linked Invoices create reversal lines so the next open balance matches Stripe and gallery books.
Export PDF from the statement row for email; or point the consignor to the portal for the same numbers.
Consignor portal link
Statement share link on the contract mints a read-only URL scoped to that consignor.
The consignor downloads PDFs and reviews balances without a full workspace login. Revoke and reissue if the link leaks.
Distinct from the collector client portal: consignors see consignment economics only.
Month-end checklist
Before close: all fair Invoices marked paid, expenses attached, refunds recorded, returned works unlinked or status updated.
After close: send portal link or PDF, pay out consignor share per your agreement, and leave the saved statement unchanged (audit trail).
Pair with CRM notes only for internal follow-up; do not edit published statement rows in place.
FAQ
- Why is open balance zero but no statement saved?
- Per-sale mode may have zero unsettled share, or the period already saved. Check saved statements list on the contract.
- Can I reissue a statement after a typo?
- Correct underlying Invoice or payment data, then close a corrected period if the schedule already ran. Saved PDFs are snapshots; regenerate after fixes.
- Do storefront orders appear on statements?
- Yes when the sold Work is on the contract and payment is recorded. Storefront orders reconcile like other sales.
- How do consignors access statements without accounts?
- Share the consignor portal link from the contract. Password optional depending on your share settings.
- Where is default cadence set?
- Settings workspace defaults for consignor statement schedule, overridable on each consignment contract Terms tab.
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