Processing a Royalty Statement
Processing a Royalty Statement (05:09)
We strongly recommend watching the video below to understand the full ingestion and processing workflow before starting.
Royalty Statement Income Workflow
A Royalty Statement Income follows a structured and sequential process aligned with the product workflow:
- Adding a Royalty Statement Income
- Uploading a Royalty Statement File
- Mapping the Data
- Handling Amount Errors
- Handling Data Errors
- Review
- Summary
Royalty matching prerequisite
Royalty statements primarily reference assets using identifiers.
If identifiers present in the statement do not exist in the catalog, lines cannot be matched and remain unprocessed.
Processing a Royalty Statement with a Different Currency (02:57)
When a royalty statement is expressed in a currency different from the Organization currency or bank currency, additional considerations apply.
In such cases, currency conversion impacts:
- statement amounts
- balance calculations
- downstream royalty reporting
We strongly recommend watching the video below before processing statements involving multiple currencies.
◼ 1. Adding a Royalty Statement Income
Open the navigation menu on the left, click the “Royalty Accounting” icon, locate the “Transactions” section, and click the “Incomes” list.
Click the “New Income” button located at the top right of the list, then select “Import from Statement File”.
A panel opens to create the Royalty Statement Income.
Details
| Field | Description |
|---|---|
| Name | Internal name of the Income. |
| Statement Provider | Company that issued the royalty statement. |
| Template | Statement template used for parsing and mapping. |
| Label Contract — Money In | Contract receiving the revenues. |
| Payment Date | Date the Organization received the funds. |
| Statement Currency | Currency used in the statement. |
| Net Amount | Net amount received by the Organization. |
| Foreign Net Amount | Net amount in a foreign currency, if applicable. |
| Gross Amount | Gross amount reported, if available. |
| Foreign Gross Amount | Gross amount in a foreign currency, if applicable. |
| Notes | Internal notes. |
Tags
| Field | Description |
|---|---|
| Custom Tags | Tags assigned to the Income. |
Reprtoir automatically creates new Tags or links to existing ones during import.
Click the “Save” button to create the Income.
Click the “Cancel” button to discard.
◼ 2. Uploading a Royalty Statement File
Drag and drop the statement file into the “Upload Statement” area at the bottom of the Income panel.
Supported file formats
| Format | Extension |
|---|---|
| Comma-Separated Values | .csv |
| Text File | .txt |
| Tabulations-Separated Values | .tsv |
| Excel Spreadsheet | .xlsx / .xls |
| CRD - Common Royalty Distribution | .version_number |
The system validates file structure, encoding, and format.
If validation fails, the file is rejected.
When validation succeeds, the process moves automatically to the next step.
◼ 3. Mapping Data
This step aligns statement columns with the Reprtoir standard data model.
In many cases, mapping is automatic. Manual adjustments may be required.
The interface displays:
- a Statement Preview in provider format
- a Data Mapping preview in Reprtoir standard format
Mapping rules
| Data Type | Description |
|---|---|
| Dates | Correct date format must be selected. |
| Numbers | Decimal separator must be correctly defined. |
| Gross & Net | Gross must not be inverted with Net. |
Column statuses
| Status | Meaning |
|---|---|
| Ready to be imported | Mapping complete. |
| Must be mapped | Mandatory mapping missing. |
| Not mapped | Optional mapping not provided. |
Click the “Confirm Mapping” button to continue.
Click the “Restart Process” button to reset.
◼ 4. Handling Amount Errors
If discrepancies are detected between statement totals and declared amounts, the system pauses processing.
Edit the Income amount using the “Edit Income Amount” action if the issue is internal.
If the discrepancy originates from the statement file, contact the Statement Provider.
◼ 5. Handling Data Errors
This step resolves missing or invalid data required for processing.
Error statuses
| Status | Meaning |
|---|---|
| To correct | Error detected. |
| Corrected | Error resolved. |
| Quarantined | Error deferred for later processing. |
Typical correction cases
| Case | Description |
|---|---|
| Missing Asset | Asset must be created with identifiers. |
| Missing Royalty Split | Contract must be linked to the asset. |
Typical formatting cases
| Case | Description |
|---|---|
| Missing dates | Sale or reporting date required. |
| Missing classification | Sale type, country, or retailer required. |
Corrections generate reusable Rules stored for future processing.
Quarantined errors do not block the workflow.
Click the “Confirm Errors” button to proceed.
◼ 6. Review
This step summarizes the processing scope:
- Total Amount
- Total Lines
- Quarantined Lines
Click “Confirm” to launch final calculation.
◼ 7. Summary
Once processing completes, the system provides a final summary:
| Amounts | Lines |
|---|---|
| Total | Total |
| Processed | Processed |
| Quarantined | Quarantined |
If Quarantined Errors require further work, click the “Edit Quarantined Errors” button at the bottom right of the page.
Editing a Royalty Statement Income
Only limited metadata fields can be edited after creation.
Open the Income panel, click “Edit”, update allowed fields, then click “Save”.
Editable fields are limited to:
- Name
- Payment Date
- Notes
Processed data cannot be modified. If errors exist, the Income must be deleted and reprocessed.
Editing Royalty Statement Incomes in bulk
Select multiple Incomes in the list, right click, and choose “Edit”.
Bulk editing applies only to editable metadata fields.
Deleting a Royalty Statement Income
Open the Income panel, click the arrow next to “Edit”, then select “Delete”.
Confirm deletion when prompted.
Deleting Royalty Statement Incomes in bulk
Select one or more Incomes, right click, and choose “Delete”.
Confirm deletion to permanently remove them.
Updated about 4 hours ago