This royalty contract import method copies all royalty rates and terms from an existing contract to create an new royalty contract.
- Create the template contracts
- Create the Microsoft Excel import file
- Backup your database
- Import royalty contracts
- Print & review the royalty contract summary reports for the new contracts
Step 1. Create Template Contracts
The first step is to create the template contracts. The import process will use the royalty rules and terms in the template contract to create new contracts.
For your template contracts we recommend that users create a dummy title called: Template and a dummy royalty beneficiary (author) with an organization name of Template. Some clients assign these contracts a reference number that indicates the royalty structure while others incorporate this information into the organization name.
Example for a template contract with royalty breaks of 10%,12% and 15%.
- Reference: T0101215 or Beneficiary: Template 101215
We recommend that you allow our customer service representative to create two sample template contracts for you. You can use these as templates when creating additional template contracts. To do this they will need a copy of your database file and PDFs of 2 royalty contracts.
Step 2. Create the Microsoft Excel import file
The next step is to create the import file using Microsoft Excel. At a minimum, this file will have columns for TitleCode (or Title), BeneficiaryCode (or Beneficiary FullName), ReferenceNumber (of the new contract), CopyFromRef (Reference number of the contract to be copied).
Field names will be in the first row of each column. Information for each contract/title/beneficiary combination will be on a separate row. If a contract has multiple beneficiaries (authors) sharing the royalties each beneficiary will have its own row and with the same ReferenceNumber and CopyFromRef as the other authors on this contract.
After the file is created we recommend that you send it to your customer support representative to review before importing.
Fields to Import
The fields below are those most commonly used when referencing contract templates to create royalty contracts. If these or other fields are populated their values will overwrite the values copied from the reference contract.
|TitleCode||We recommend the TitleCode in lieu of the Title.||T0200|
|Contract Title||Optional: This field records the original title used in the contract. This may be different from the title used for the final product.|
|ReferenceNumber||This is the unique identifier for the new contract. If multiple authors share royalties from the same contract each title/author row will have the same ReferenceNumber.||C0800|
|CopyFromRef||Reference number of the contract to be copied||C0010|
|BeneficiaryCode||We recommend the Beneficiary Code in lieu of the AuthorName||A0734|
|SplitRate||Used if several authors share (split) the royalties on a single contract. The SplitRate is this author’s share of the royalties.||.25|
|PmtsToAgent||If the agent code field is populated enter Y if payments are made to the agent. Enter N if payments are made to the author.||Y|
|ForeignSystemReference||Optional. This is the reference number used by your filing system.||2015-156|
Step 3. Backup your database
We recommend backing up your database prior to any import. This is done from Options & Settings > Database Management > Backup now button.
Step 4. Import Royalty Contracts
Before importing royalty contracts confirm that the excel file is closed. If the file is open dates will be imported as their numeric value.
Then go to the Importing menu and select the file to be imported. Press Next.
In the Import type step select Type of data: Royalty contracts.
Step 5. Review royalty contract summary report
The royalty contract summary report provides a summary of a royalty contract’s terms and rates. After creating a contract(s) we recommend that you print and review this report for all newly created contracts.
To print the contract summary report for all contracts go to Data & functions > Royalty statements view and select all records by pressing Ctrl+A key on your keyboard. Then select the documents/print icon (the printer) in the toolbar.
Select Report: Royalty contract summary and the applicable information to show on the report.