Purpose of the Mapping Step

The Mapping Data step defines how the columns of a Royalty Statement file are translated into the Reprtoir standard data model.

This step is mandatory and decisive. It determines which data will be imported, how it will be interpreted, and how it will later be matched, calculated, and reported.

Once mapping is confirmed, the mapped data becomes the immutable input for royalty calculations. Any mistake at this stage will propagate through the entire Royalty Accounting workflow.

When Mapping Occurs

Mapping occurs immediately after a Royalty Statement file is successfully uploaded to a Royalty Statement Income.

If the system detects that a previously validated template and mapping configuration already exists for this Statement Template, mapping may be applied automatically.

If automatic mapping is not possible or incomplete, manual intervention is required.

What the System Displays

During the Mapping Data step, Reprtoir displays two synchronized tables that reflect how the statement will be processed.

The first table, displayed at the top, is the Statement Preview. It shows the first rows of the source file exactly as received from the Statement Provider, without any transformation or interpretation.

The second table, displayed below, is the Reprtoir Standard Format. It shows how each column from the source file is mapped to Reprtoir fields and how the data will be interpreted once imported.

This side by side view allows you to validate column alignment, data formats, and identifier usage before confirming the mapping. Any mismatch detected at this stage will directly impact matching accuracy and downstream royalty calculations.

Mapping Objectives

The objective of this step is to:

Map all mandatory fields required for processing
Map as many relevant optional fields as possible
Ensure dates, numbers, and financial amounts are interpreted correctly
Ensure identifiers required for matching are correctly assigned

Unmapped mandatory fields will block progression to the next step.

Mapping Rules and Constraints

Mandatory vs Optional Fields

Each Reprtoir field has a predefined status:

Mandatory fields must be mapped for the import to proceed
Optional fields can be left unmapped, but doing so may reduce matching accuracy or reporting detail

Mandatory fields depend on the selected Statement Template and its scope.

Date Formats

When mapping date columns, you must explicitly select the correct date format used in the statement file.

Incorrect date formats will lead to invalid or shifted dates and may cause processing errors or incorrect period allocation.

Numeric Formats

You must specify how numeric values are formatted in the source file, in particular the decimal separator used.

Supported decimal separators include:

Comma, used in most European formats
Dot, used in most US and international formats

If numeric formats are not configured correctly, amounts may be misinterpreted during import, leading to incorrect values being processed.

Gross and Net Amounts

Gross and Net amounts must not be inverted.

In standard industry practice, Gross amounts are greater than or equal to Net amounts. If this is not the case, the mapping should be reviewed carefully.

Column Statuses

Each column in the mapping table has a status indicating its readiness:

Ready to be imported: the column is correctly mapped and valid
Must be mapped: the column is mandatory and not yet mapped
Not mapped: the column is optional and currently unmapped

Only columns marked as Ready to be imported are included in the final import.

Royalty Matching Prerequisites

Royalty statements rarely contain reliable descriptive metadata such as titles or artist names.

Matching is primarily based on technical identifiers present in the statement file, such as ISRC, UPC, ISWC, or provider specific identifiers.

For matching to succeed:

The identifiers used by the Statement Template must exist on the corresponding items in your catalog
Identifiers must be stored in the correct Reprtoir fields according to asset type

If a statement line cannot be matched using identifiers, it will remain unmatched and generate a Data Error in the next step.

Automatic Mapping Behavior

When possible, Reprtoir attempts to apply existing mapping rules automatically.

Automatic mapping is based on:

The selected Statement Template
Previously validated mappings for the same template
Column names and detected data patterns

Automatic mapping should always be reviewed before confirmation. It is not a guarantee of correctness.

Confirming the Mapping

To confirm the mapping

Review all mapped columns and their statuses
Ensure all mandatory columns are marked as Ready to be imported
Verify date and numeric format settings
Click the “Confirm Mapping” button at the top right of the page

Once confirmed, the mapping is locked and the system proceeds to the next step.

Restarting the Mapping Process

If the mapping is incorrect:

Click the “Restart Process” button
The Income will return to the upload step
The file can then be remapped from scratch

Restarting the process discards the current mapping configuration for this Income only.

Irreversibility of Imported Data

The data imported at the Mapping Data step is the final source used to:

Generate Operations
Calculate Royalties
Produce Statements
Feed Analytics and Reporting

Once mapping is confirmed and data is imported, it is not possible to edit or replace these values without deleting and re ingesting the Income.

Common Mapping Errors

Typical issues encountered at this stage include:

Selecting the wrong Statement Template
Mapping an identifier to the wrong asset type
Inverting Gross and Net columns
Using incorrect date or numeric formats
Leaving mandatory fields unmapped

Most downstream processing issues originate from incorrect mapping decisions.

Relationship with Other Steps

Mapping Data sits between:

File Upload, which validates file structure and integrity
Handling Amount Errors and Handling Data Errors, which address inconsistencies and missing information

Accurate mapping significantly reduces the number of errors encountered in later steps.