Our royalty software sales import wizard; for a custom import, has six groups of options for customizing the sales import.
1. Batch Numbers
This option allows the user to assign a batch number to every sales record created by the sales import. A batch number is useful if you want to report on the total sales for a specific sales file. You can use filter the list of sales records to show only sales from a specific batch. If you need to correct a sales import you can use the batch number to delete all sales records with a specific batch number.
When returns quantity and sales amount are negative the software automatically assigns an entry type of “Returns” to these records.
When returns quantity or the sales amount are not negative you need to assign type R (or “Returns”) to these records. Then you need to indicate the sign of the returns quantity and the sales amount. The royalty software uses this information to convert the number to the correct value.
3. Product Identification
Every sales record requires a unique identifier. This is called the ProductID. The product ID can be the ISBN number, the SKU or the Vendor Code.
4. Discount Identification
Discount is implied is the default value. This is selected when the sales amount is net of the discount.
Discount is specified in each row, as a %, in a discount column is used when each row in the sales import row has the retail amount (pre-discount) in one column and the discount amount in another column. There is no column for the net sales amount.
Discounts appear on separate rows as negative amounts in the sales amount column is primarily for QuickBooks users that choose to show a discount for the entire invoice on one line item at the bottom of the invoice instead of including the discount in each line item’s sales amount. This discount amount is usually assigned a product ID of Disc.
5. Exchange Rates
Our royalty software can handle foreign currency sales. The exchange rate for these sales can be specified in the sales import file or the Options & settings > Exchange rates table.
If the exchange rate is specified in the import file the rate can be units of foreign currency to 1 unit of the home currency; as specified in Options & settings, or units of the home currency to 1 unit of foreign currency.
|Rate is units of foreign currency to 1 US Dollar||10.00|
|Rate is USD to 1 unit of foreign currency||0.10|
If the exchange rate is not specified in the import file, when the sales record is imported the software will reference the Options & settings > Exchange rates table to load the exchange rate that matches the currency and sale date for the sales record (row).
6. Other Options
6.1 Ignore rows where the ProductID is blank or contains any other information apart from a valid product ID or discount keyword.
Selecting this option will ignore sales from products with invalid product IDs. No error message will be created to alert the user to the existence of invalid product IDs.
6.2 Ignore rows if both receipts and quantity are zero or missing. (Recommended)
Selecting this option will exclude any sales records where the receipts (sales amount) and quantity are zero or missing from the sales import.
6.3 If receipts are zero or missing, set entry type to “Press (free).” (Recommended)
The royalty software does not calculate royalties on sales records with an entry type of “Press (free).” Nor are these sales included in the life to data sales numbers reported on royalty statements. You do have the option to show the life to date quantity of “Press (free)” transactions on the royalty statement.