Uploading a Payment File

Rather than manually adding a payment to your Royalties system, you may want to upload a spreadsheet with several payments that you've made at the same time.

Please note that your file must contain either an ISBN or a summary statement number against which the payment is being made.

We will take you through an example of a basic payment file, as shown here:

1) Navigate to Royalties --> Payments/Advances

2) Click onto the upload payments file button as circled below in red:

3) You will be asked to find the relevant file on your computer. Click Update when you have.

4) You will then need to set and check a few options for the file:

Default Date Paid. If a payment date is not provided in the uploaded file, this is the date that will be used.

Upload Type. You can leave this as mixed, or you can indicate that this file only includes payments, or only includes advances. 

Update statements. IF LEFT SELECTED, this will input the payments included in the file into the prior period, as seen in the example below. Please note that if you choose to do this, once you have uploaded the file you cannot then delete it - the payments will be attached to statements and therefore no available to delete.

If you un-select this, the payment will be included in the next royalty period.

Currency. If you are uploading a file in your default currency, you can leave this field as it is. If you are uploading in a different currency to your organisations base currency, please select the currency. The conversion rate that Stison will apply will then show in the field to the right, and you can edit this if you would like to.

Date Format. This will be set as your organisations default date format. If the dates included in the file are in a different format, please indicate that using this field.

5) The system will process the spreadsheet, attempting to map out the column headings from the file to the headings on the system. You must check each column individually to ensure accuracy. Here is how we've mapped out our example:

If the system has incorrectly mapped a column, you can select the heading (the white writing on the purple background), and a drop down list will appear which you can select the appropriate heading from:

6) When you are sure that the column headings are accurately mapped, and the fields are ready to go, then click onto Process File and then again on OK, as shown below:

7) The system will process the file. If there are errors, a report of issues will be flagged on your screen. Click into each individual error to review what may be the problem with the file. In our example, we've successfully uploaded the information and this is how it looks:

The boxes beside each item above indicate that the payments have not been applied to a pay run on the system. You could delete these payments if necessary because of that. However, once you complete a pay run, those squares will no longer be available. You will need to email [e-mail] to help you remove the items.

If you would like to view an individual item, click onto the payment date and you will be taken to a screen with the following information:

Whilst it is possible to upload the summary or details spread sheet directly from the Royalty Pay Run screen, it is advised that you remove all lines where there is no payment due.