Statements

A statement reports one consignor's revenue for one date range and calculates what you owe them after fees. Most prop houses issue one per consignor per calendar month.

What Counts as Revenue

A line item counts toward a statement when both of these are true:

1. Its invoice is fully paid, and
2. The date that invoice was paid falls inside the statement's start and end dates

This is cash-basis reporting: a rental invoiced in June but paid in July belongs to the July statement. That means you can't finish a month's statements until that month's invoices have actually been paid.

The Monthly Workflow

The recommended sequence for each consignor is:

1. Create the statement for the period
2. Capture it to lock in the numbers
3. Pay the consignor and log the payout
4. Finalize it so nothing can change it afterward

Wait until the period's invoices are settled before you start. Creating a July statement on July 20th will show an incomplete month.

Create the Statement

Go to your Statements page and click New Statement, or create one from the consignor's own Statements tab.

Field	Notes
Consignor	Who the statement is for
Start Date / End Date	The period. Defaults to the current calendar month
Rev Share %	Pre-filled from the consignor's current contract
Memo	Shown to the consignor on the statement
Private Notes	Never shown to the consignor
Finalize?	Leave this off until you're completely done. See Finalize

Statements are created one at a time, so if you have 40 consignors you'll repeat this 40 times each month.

Capture the Statement

A new statement shows a live Performance Report — the line items currently matching its date range — but its own revenue figures are still zero. Capture is what turns that live report into a saved snapshot.

Click the Capture button on the Performance Report tab.

Capturing saves:

• The revenue total and the consignor's share
• The base fee, new item fee and any discount
• A copy of every line item, so the statement always reproduces exactly what you sent

Until you capture, the statement's totals are zero and it won't appear in the consignor's running balance. You can capture as many times as you like; each capture replaces the previous snapshot and is recorded on the Activity tab.

Read the Summary

Line	Meaning
Revenue	Total discounted revenue for the period
Consignor Share	Revenue × the rev share percentage
New Items Fee	Per-item fee × items added during the period
Base Fee	Your flat fee for the period
Fee Discount	Any amount you're crediting back
Consignor Total	What you owe: consignor share, minus fees, plus any discount
Paid Amount	Payouts logged against this statement
Balance	Still owed
Our Share	Revenue minus the consignor's share

Adjust Fees and Log Payouts

The Billing tab is where you change the base fee, new item fee or discount for this statement, and where you record what you've paid.

Click Add Payout once you've paid the consignor. Payouts are a record of payments you made outside Propcart — logging one does not move any money.

Finalize the Statement

Turn on the Finalize? toggle when the statement is settled and you never want it to change again.

Finalizing disables the Capture button, so the snapshot can't be overwritten. It also prevents anyone from saving a payment dated inside that period unless they have the Edit consignors permission — see Variances below.

The Other Tabs

• New Items — items added to inventory for this consignor during the period. This is what the new item fee is charged on
• Activity — who created, captured, edited, downloaded or emailed the statement, and when

Send the Statement

Use the statement's menu to Download a PDF or Email it to the consignor.

The email recipient list is pre-filled from the consignor's contacts. Both actions are logged on the Activity tab, so you can always see when a consignor was last sent their statement.

Variances

This is the most important thing to understand about statements.

Why They Happen

A captured statement is a snapshot, but the line items behind it are live records. If a payment changes after you capture, the snapshot and the underlying line items no longer agree.

In practice this is a two-person problem. The person who logs payments and the person who issues statements are usually different people, and they're working on different schedules:

You capture July's statements for every consignor on August 14th. On August 15th, your bookkeeper realizes an invoice was never marked paid and logs the payment with a July date. That line item now belongs in July — but July's statements were captured yesterday, and their totals don't include it.

Nobody did anything wrong. The revenue figure you already sent to that consignor is simply no longer correct.

How You Find Out

Propcart watches for this and flags it as a variance:

• The statement shows a warning and appears with a Variance badge in your Statements list
• Flagged statements appear in a to-do list on your Dashboard
• A summary email goes out each morning to the address in your Statement Variance Email setting
• You can filter the Statements list by Has Variance to see all of them at once

Whoever is about to cause a variance also gets warned. If you save, edit or delete a payment dated inside a period that's already been captured, Propcart tells you which consignors are affected before the change goes through. If that period has been finalized, the change is blocked unless you have the Edit consignors permission.

How to Fix One

Open the flagged statement and compare its Performance Report against the saved figures.

• If the payment change was correct, click Capture again. The statement re-syncs and the flag clears
• If the payment change was a mistake, correct the payment. The flag clears once the numbers agree again

If you've already sent the consignor the old statement, send them the corrected one after recapturing.

tip

Variances are much easier to avoid than to clean up. Agree on a cut-off with whoever logs payments — for example, no backdated payments into a closed month — and finalize each month's statements once you've paid them.