This article is intended for organizations that have moved over to NeonPay, and for new organizations just starting out with NeonPay.
When looking at your Arts People invoice, there are a couple of things to note:
- Credit card fees are not reflected in your invoice. They are located in NeonPay.
- Arts People usage fees are not reflected in your NeonPay payouts. We do not have access to your funds in NeonPay, and as such we cannot remove them before you receive the deposit. Arts People fees are removed via ACH withdrawal weekly or monthly based on your NeonPay payout schedule on Thursdays of the same week.
- Total Due upon receipt - this will be the amount of the withdrawal from your linked account on Thursdays – it will appear as Neon One, LLC on your bank statements.
Let’s examine the front page of the invoice:
On the front page you are provided a summary of the invoice. The total current fees (highlighted in blue) are your Arts People per ticket/item fees for the statement period. This is your newest activity.
This section may also show any adjustments made to your account. For example, if you ordered a credit card reader, or had billable data import work done.
Balance forward – as a NeonPay client you would only see this if for some reason you are not doing automatic bill payments with Arts People.
Total – if you are set up for automatic payments, this amount will be paid and withdrawn from your connected banking account on Thursday of the week the invoice is issued - you're all set! If you are not set up for automatic payments of Arts People fees (rare), this is the amount you should submit payment for. If you are unsure if you're set up for automatic payments, please ask your Client Services representative.
Now let’s take a look at the remaining pages of the invoice. On this page, you will see that your sales are broken down into the following categories: Tickets, Retail, Donations, Passes, Gift Certificates, and Enrollments. The tickets section is shown below as an example, but all section contains the same type of information.
Here you can see the count of billable tickets sold for each show during the invoice period, along with the AP fees incurred on those items. Next we have the Credit Card section, with Income, Refunds, and Net columns. The Net column is an accurate accounting of credit card income less refunds - keep in mind that this Net column does not include AP fees or credit card processing fees removed.
The Other section lists your sales in Cash, Check, and the following optional payment methods: Other & CCE, if you use them.
Our final two sections of the invoice can lead to some confusion.
First, the Patron Fees section lists fees that you have had set up in pricing, such as a per ticket fee or a per order fee, or even a retail fee. These are not fees being charged to you, they are fees you have elected to charge your patrons. These columns read the same way as all the others and list out each of the fees you have set up.
Now for the Totals. This is where many people become confused and it is understandable.
The Totals section recaps all of the above columns and lists your net income for the invoice period, before any credit card fees are charged, but after Arts People fees are removed.
In the Credit Card Net field, the total will not always match your NeonPay payout's gross charges collected. Here's why:
- Invoice periods – Arts People invoices run on Sunday at midnight, while NeonPay batches charges until Monday at 6:00 pm EST, at which point the payout begins to process. Thus you may have accepted more payments from the time the invoice for Arts People was generated and the payout process begins.
- Your payout will only include charges that have settled with the bank. A charge that occurred on Sunday evening may not clear with the banks until after the payout has processed on Monday, and will therefore be included in the following payout. The charge was created on Sunday before midnight so it will appear on the current invoice, but will not be included in a payout until it settles.
- Rounding, Rollovers, and Amounts Withheld in the NeonPay system. See the article in the Help Center about these.
Please reach out to your Client Services representative if you have any questions!