Import Template Builder

Before You Start…

1. Understanding Compatible Files

The Template Builder is for reports that follow a standardized structure. You must ensure that your report meets these criteria:

• File Format: Supported formats: CSV, TXT, TSV, XLS, and XLSX. For non-standard XLS/XLSX, resave in Excel.

• Header Row: Should always be in the same row, not necessarily the first.

• Lines to Delete: Must be at the beginning or end of the file.

• Data Organization: Sales data should be in a single dataset.

• Column Consistency: Each column should represent a single data point.

• Excel Formulas: Recreate Excel formulas in the Template Builder.

• Multiple currencies: Only one currency per report is supported.

Template Creation Service

A system template implementation is needed for non-standard reports. More info below.

Legacy pricing

The template builder is not available under legacy pricing. Head to your Subscription page to unlock the feature.

2. Gathering File Characteristics

You’ll need to gather all required file characteristics prior to creating your new source.

To do so, reach out to your distributor/partner and request the following file characteristics:

• Character Encoding (only applies to CSV/TXT/TSV files)

• Column Separator (only applies to CSV/TXT/TSV files)

• Header Row Position

• Amount Format (EUR or USD)

• Lines to Skip (from top of the file)

• Lines to Trim (from bottom of the file)

Step 1: Add or Create a Source

1. Navigate to Account Settings:

   • Go to Account Settings > Royalty Sources.

2. Add a Source:

   • Click on "Add a Source".

   • Search for an existing source or create a new one if it doesn’t exist. There are more than 250 system templates available.

   • Select the currency in which you’ll receive your sales reports.

Step 2: Create a Template

Once the source is added, any pre-existing system templates will be available in your account. If they are unsuitable, you’ll need to create a new template:

Access Template Creation: Click on the ellipsis (three dots) next to the relevant source and select "Create New Template".

Template Information and File Characteristics

1. Template Info:

   • Name your template using the source name and add version information (e.g. "Source Name - Digital").

   • Add any pre-import notes for further reference (e.g. non-standard excel, re-save file in its original extension before uploading…).

2. File Characteristics:

   • CSV / TXT / TSV Files:

     • Determine the character encoding and column separator.

     • Set the header row position.

     • Configure the amount formatting (e.g. "," for EUR, "." for USD).

     • Specify the lines to delete between the header and the first sales row.

     • Specify the lines to delete after the last sales row (e.g. total lines, blank lines are removed automatically)

   • XLS or XLSX Files:

     • Select the specific file extension.

     • Specify the sheet name. If your source uses a variable sheet name (e.g. referencing the period), set a default sheet name and rename the sheet accordingly before uploading.

     • Set the header row position.

     • Set the amount formatting to determine the decimal separator (e.g. "," for EUR, "." for USD). For XLS/XLSX files, always use USD formatting unless the cells are stored as text with a comma (",") as the separator. Note: Excel defaults to USD formatting despite local settings.

     • Specify the lines to delete between the header and the first sales row.

     • Specify the lines to delete after the last sales row (e.g. total lines, blank lines are removed automatically).

3. Upload a Test File:

   Upload a small test file to recognize headers and display test data. Use the smallest file available for a quicker process, the current file limit is set at 25 MB.

XLS and XLSX

If the upload fails, open the file in Excel and resave it using "Save As" with the same extension (.xls or .xlsx).

Step 3: Map Fields

Map fields to the relevant sections.

1. Sellable Fields

• These fields identify the content being sold (e.g., ISRC, UPC). Map each identifier to its corresponding column and skip any identifier not present in the file.

  • If a column contains multiple identifiers (e.g., ISRC and UPC), map all relevant identifiers to that single column.

  • Sometimes, ISRCs may be specified in multiple columns (e.g., one column for ISRC and another for Video ISRC). In such cases, you can map multiple columns to the ISRC field.

2. Sales Fields

   • These fields classify the sales (e.g. sales period, country, sales channel, quantities, gross and net amounts). Ensure all relevant fields are mapped.
     

     Sales Channel - Adaptive Mapping Update:

     We’ve revamped our sales channel structure and introduced adaptive mapping for new templates. Learn more here..

Formulas

Formulas can handle scenarios where the file lacks values needed for statement processing. When using formulas make sure none of the cells are empty.

1. Missing Values:

   • Use formulas to add missing values (e.g. PPD for physical templates, gross amount…).
     

2. Split Values and excel formulas:

   • Recreate any necessary formulas within the template builder if values are distributed across multiple columns (e.g. sales and returns) or if the Excel file includes formulas.
     

3. Gross-to-Net Fee:

   • Do not use formulas for gross-to-net calculations. Use the specific gross-to-net fee function provided, you’ll be able to specify the actual commission fee at the import stage.

Step 4: Test and Validate the Template

1. Run a Test

   • Once all fields are mapped or skipped, launch a test. The first 10 rows will be displayed to verify data processing accuracy.

   • Background tests will ensure data and file integrity.
     

2. Validate the Template

   After successful testing, validate the template and create an import in the sales import section.

Template Creation Service

We recommend using our Template Builder for your convenience. However, if you are short on time or dealing with non-standard formats, we offer a set-up service that includes template creation at a flat rate. For more complex scenarios involving non-flat data or specific pre-processing needs, we can develop fully custom importers. Please contact support for pricing.