The most common way of uploading sales data into the system is via a sales report that is sent to you from your sales channels (eg your warehouse, your distributor, etc). In order to upload sales data from any source, they will need to be configured as a supplier within the Title Manager system. Details demonstrating this process can be found on the Setup a Distributor page.
To start the process, select Upload Sales File. The following screen will then appear:
Using the Choose File button, browse your computer for the appropriate file. When you have found it, select this file and then choose the file Input Type. If you choose CSV or Text file, you will be asked for additional information about the delimiter being used to separate the records. This will not be the case when uploading an XLS spreadsheet.
Currently, Stison will only accept the import of Excel files that are formatted in the Excel 97 - 2003, which are recognisable by the .xls on the end of the filename. Current Excel files that have an extension on the end of .xslx will result in an error on upload. To convert from xlsx files to xls all you need to do is open the file in Excel and then choose File / Save as and choose Excel 97 - 2003 Workbook (*.xls) file type that can be found in the Save as File Type drop down.
Once the file is located click on Update.
The system will read the first few lines of the file and attempt to map the fields to the information in the database.
The system will not allow you to upload documents with the same name as a previously uploaded file. It will give you the warning: This dated sales file has already been updated.
Royalties Manager will now take you to the sales import screen outlined below:
The following information is then required:
Default Date Sold
This will automatically populate with the current date. If the sales date for the file is different to the date of upload, then you should overwrite this information. If you have a column that matches the date sold in the spread sheet you are importing then this field will be ignored.
This is where you establish whether the uploaded file includes Sales, Returns or both types of transactions, i.e. Mixed. Normally this will remain at mixed.
Choose the relevant retailer from the drop down menu. If your sales report includes figures from a range of retailers rather than just one, then leave this item on the default, Multiple Organisations and use retailer account number and/or
If you specify and account number and an account name the system will automatically generate new organisation records for them and take the Sales Type and populate that as a default. In order for this functionality to work there must be both Account Number and Account Name filled in.
The currency code of the sales in the file being processed. This will default to your selected default currency. For more information on currencies see Currency Page.
The conversion rate based on the selected currency. The system will look up the current exchange rate between the currency and your default currency. You may change the looked up rate to something more appropriate.
It is important to make sure that you choose the correct date format for the dates supplied in your file.
This should rarely be used and can lead to incorrect information in the database, so if used please check carefully. This will allow an import without an ISBN13 identifier and will match by title. It will assign the sales to the first title found, however you can specify which product form to apply the sales to.
The Sales Sheet mapping
Following on from this you will need to map the columns in your spread sheet to the required fields.
The system stores a template per Sales organisation, so it will remember the Column Mappings next time you receive a sales spread sheet from that same organisation. Therefore you do not need to follow this process every time you upload a sales file.
PLEASE DO CHECK THE COLUMN HEADINGS EVERY TIME IN CASE CHANGES HAVE BEEN MADE
Selecting the column heading by clicking on it will bring up a drop down list of all the options that are available. As per the diagram below:
The following table provides full information about each field:
Ignore this Column
|Used to ignore the data and not import|
Match to ASIN for Amazon sales reports
|Y - If no ISBN|
|Book Title||Book Title|
|Country||Country of Sale|
|Comment||Any Commnet you wish to appear by the sale (often used for further detail for rights sales)|
|Currency||Currency Sold that sales are being reported in, if used mandatory to add in an exchange rate. (If importing a single currency then this can be set with the import options).|
|Customer Type||NOT CURRENTLY USED|
|Date Sold||Date of sale - WIll override the default date sold|
|Discount||Sales Discount if you wish to import rather than allow the system to work it out.|
|Exchange Rate||Exchange rate to be used to convert sale amount to the base currency for the royalty calculations|
|Net Income Value||The total income value for the sales file, this should be default field used for values imported. You can import negative values so if a consolidated field is available this is should be used.||Y|
|Net Returns Value||Total Returns Value, if your sales partner doesnt provide a consolidated sales value you can use this to seperate out Returns.|
|Retailer||Name of customer sold too.|
|Retailer Account Number||Account number of customer sold too.|
|PO Nu. / Invoice Number||Reference number that can link back to sales data.|
|Purchase Price||The net sales price of the book sold, this should exclude all costs, as it is the price the system will pay Royalties on.|
|Sales Type||The Sales type that the sale should be registered against for the purposes of the value of payment to be made to the contributor(s). See Sales Types for more information.|
|Type||This should be used in the file holds seperated Sales and Returns lines and be set to Sale or Return|
|Units Sold||The Quantity sold.This can be a negative value, so should be the default for majoroity of sales channels.||Y|
|Units Returned||Quantity of units returned, only to be used if no consolidated sales file and returns are reported in a different row / column.|
Once the file is ready and you are sure that your columns are correctly mapped click Process File. The file upload process will commence.
If the file is successful you will be returned to the Sales Screen and the sales data will be imported. You will notice that at the top of the screen there information as shown below:
There are three points of note:
- Indicates the Sum total of the Value imported.
- Indicated the Total Sold Copies imported.
- Shows the name of the file.
It is important to check every time that the Sum Total and the Total Copies sold match what you were expecting from the imported file.
Information about the options available on this screen can be found at Sales Import.