You may work directly with some stores, in which case you will need to import their statements to you into RoyaltyWorx. If you receive a spreadsheet format statement, that details track sales on individual lines, this can be imported into the system. You may need to reach out to our support team to help get them converted into a format readable by our system.
IMPORTANT - LabelWorx distribution statements are handled differently. If you wish to receive your LabelWorx sales into RoyaltyWorx please read this article instead - How do I receive my LabelWorx statements into RoyaltyWorx?
The sales import system is designed to handle extremely large statement files without the need for your constant attention. We designed it so you can import your file and come back later to complete the import or complete it in parts, which may fit better around your workload.
This guide explains each of the stages below and should assist you with your RoyaltyWorx setup.
- Importing the statement into RoyaltyWorx
- Polling & Matching
- Finalising Statements
Before You Start
It is important to remember the following rules when importing statements into RoyaltyWorx:
- It is recommended that you complete one Sales Import at a time.
- You should also always 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 to Import Statements Into RoyaltyWorx
Select Royalty from the top menu and then select Sales Imports.
This will then display the Sales Import Screen, which hosts all of your imported statements. To create a new import, select the New button from the icon menu.
The New Sales Import screen will appear, and you should select the relevant Statement Import for your Statement. In most cases, this will be a store or distributor.
IMPORTANT - 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.
If we have converted a statement for you, please use Distributor Sales - File Conversions (Streams & Downloads). You can then select the specific DSP / Store for the statement.
Once you have selected a Statement Import, you should then see further options appear. Select the Accounting Frequency that matches your statement, either Monthly or Quarterly.
For Period, select the relevant period for your statement from the drop-down list. Remember you should also always start with the oldest statement first.
Once you have selected your options, click Create located in the icon menu.
The import will now be created within RoyaltyWorx and you will automatically be taken to that Import's screen. Here you can now select the file you wish to import. Each Import option will have a specific set of instructions. Follow the Import Instructions in order to ensure you use the correct file/format.
IMPORTANT - Some imports will have different Import Instructions. Please refer to the Import Instructions that appear on your screen. (as seen in the image below)
Click Choose File and select the statement file from your local hard drive. Once selected, click the Upload button.
RoyaltyWorx will scan through the uploaded file and match Countries, Stores, Labels and Currencies.
If any of these are not recognised, you will be prompted to match these manually. This is completed by using the search box. You simply search for the unrecognised item in the list. This should then appear as a selectable option. Select the relevant item and click Save 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 in the background, our system will match the lines on your statement to the tracks you have already set up in the Label Management System shortly.
Depending on how busy our servers are, this may take 1 - 15 minutes. If your statement has thousands of lines, it may take a little longer to process.
Once your statement has been processed, the Status will change to either Matching Complete or Manual Matching Required.
If the Status is Manual Matching Required, there will be lines that need manual confirmation of the track/release to match the sales to. This may be due to missing information from the stores/distributor (such as EAN/UPC or Catalog Number)
Please read this article - How do I manually Match Lines on the Imported Statement?
Finalising Your Statement
Either through automated matching or manual matching, you should eventually encounter the Matching Complete status. 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 Finalise your statement, which will perform a currency conversion (if required) and make these sales available to be included on Licensor statements.
IMPORTANT - until a statement is finalised, the sales data on it will not be pulled through into the system.
Please read this article for more information on how to finalise your statement - RoyaltyWorx - Finalising Statements Overview