If you work directly with stores then they will issue quarterly or monthly sales statements that you will need to import into your royalty database. The below guide explains how to set up an import for these statements.
Note - Label Worx statements are handled differently. If you wish to receive your Label Worx sales into Royalty Worx please read this article instead - How do I receive my Label Worx statements into Royalty Worx?
It is recommended that you complete one Sales Import at a time and start with the oldest statement first. Only when your statement has a status of "Matching Complete" should you attempt to import the next statement.
How does the Sales Import work
The sales import system is designed to handle extremely large statement files without the need for you to be sat looking at the computer screen for long periods of time. We designed it so you can import your file and come back later to complete the import or do a bit now, a bit tomorrow etc.
The process for the import works as following -
1. Create Import
2. Upload File
3. Auto Matching Occurs (The system matches the lines on your statement to the tracks in our system)
4. You manually match any lines on your statement that are not auto matched
5. You Finalize the statement (These sales are then available to include on your Licensor statements)
To setup a new sales import complete the following steps -
1. Select "Royalty->Sales Imports" from the Top menu
2. Select "New" from the top right icon menu
3. Select the "Statement Import" that relates to your statement
Note - If the sales import list does not list the store or distributor that your statement is from then please send your statement to us via our Request Form and we will get this added for you
4. Select the "Accounting Frequency" that matches your statement - "Monthly" or "Quarterly"
5. Select the "Period" the statement is for from the list
6. Click the "Create" button from the top right icon menu
Note - The import will now be created and ready for you to upload your file statement file. Some imports will have different import instructions. Please refer to the Import Instructions that appear on your screen.
7. Using the "File Picker" select the statement file from your local hard drive
8. Click the "Upload" button
Royalty Worx will scan through the uploaded file and match Countries, Stores, Labels and Currencies. If for any reason any of these are not found you will be prompted to match these using a search box. You just search for the matching "item" in the list and click the "Save" button to match it.
Polling & Matching
Once your file has been uploaded and successfully imported the status of your import will change to "Polling". This means your statement has been queued for matching and one of our matching servers will match the lines on your statement to the tracks you have already setup in the Label Management System shortly. Depending on how busy our servers are, this may take 1 - 15 minutes. If your statement has thousands lines it will take a little longer to process.
Once your statement has been "Processed" it will say either "Matching Complete" or "Manual Matching Required".
Manual Matching Required - If the statement has this status please read this article - How do I manually Match Lines on the Imported Statement?
If your statement has the status "Matching Complete" this means every line on the statement is allocated to a track in our system. The final step is to "Finalize" your statement which will perform a currency conversion (if required) and make these sales available to be included on Licensor statements.
For instructions on how to Finalize your statement please read this article - How do I Finalize my Sales Import in Royalty Worx?