View Categories

Importing sales data

This page shows you how to import your sales data into Royalties HQ.

Sales data consists of the sales reports you receive from your distributors and retailers, for instance, Amazon and Ingram.

Overview #

The overall sales import process:

1. Upload a sales file  ➡️  2. Import as sales batch(es)

When you upload a sales file (for instance, from a distributor such as Ingram), it is first represented in Royalties HQ as an Uploaded Sales File. You can then import a sales file to create one or more Sales Batches, each containing one or more sales lines.

  • Sales data should be in the currency of the sales channel.
  • Each row in a sales report is imported as one sales line in Royalties HQ.
  • Sales lines are grouped into sales batches by Royalties HQ.
  • You can import sales data from custom sales channels such as your own e-commerce site, in-person sales, and wholesale orders using the Royalties HQ custom sales data import template, which you can download from the sales data upload page.

Supported file formats #

Currently, Royalties HQ sales import supports four file fomats (types of file):

  • Amazon KDP (XLSX).
  • Lightning Source (monthly “sales comp” XLS reports).
  • Findaway royalty compensation files (XLSX).
  • Royalties HQ format (CSV) – for any other sources of sales not listed above.

The Amazon KDP (XLSX), Lightning Source (monthly “sales comp” XLS reports), and Findaway files should be dropped into Royalties HQ without any amends or changes to the data within.

Tip: Import any sales data from any source using the Royalties HQ import template (downloadable on the Add New Sales page).

Locating your sales files #

Here’s where you will find those files, should you use any of these distributors/platforms:

  • Amazon KDP – Download the royalty report XLSX file from your KDP account. Do not edit the contents of the file.
  • Lightning Source – You have two options:
    • 1. Use the monthly “sales comp” files (XLSX only) that Lightning Source emails you each month. We recommend that you re-name each filename with the correct month and marketplace. Do not edit the contents of the file – you can rename the file without opening it. We prefer this option as we can set an email rule/filter in Gmail to automatically save the email attachments to a Google Drive folder. Note: If you set up an email rule, DO NOT use the ‘Reporting – Classic’ option at Lightning Source, as that will result in additional sales compensation files being emailed to you.
    • 2. Or, download sales reports directly from the Lightning Source account dashboard (Reports > Compensation > Compensation Statements). Select the year and month, and download each report type as a CSV (not PDF). Be sure to download every file. Unfortunately, bulk download for all files in a period is not possible. Note: DO NOT use the ‘Reporting – Classic’ option at Lightning Source, it won’t import into RHQ.
  • Findaway – Use the monthly sales report files that Findaway sends you (XLSX only). Do not edit the contents of the file.

If you have sale sdata from another source, e.g. a distributor not listed above, or whlesale or e-commerce sales, you need to use the Royalties HQ sales file template – see ‘Import custom sales’ section below.

Import custom sales #

For sales from other sources, for example your own e-commerce website, wholesale orders, or sales via a custom distributor, use our sales import template CSV to prepare your data. Learn more here.

How to upload sales data #

Uploading your sales files is the first step. After uploading, the file can be imported.

To upload your sales files:

  1. Go to the main menu (icon top left) and click Add New Sales. 
  2. Drop your sales file into the dropzone (or click the dropzone and select your file)
  3. Royalties HQ will attempt to recognise the type of file. This will be shown in a drop-down. Once the correct type of file is selected, click Continue.
  4. The file will now be checked, and will show status as “Validating”. If the file is safe to import, its status will update to ‘Ready to import’. If not, errors will be shown (A copy of the file is stored on Royalties HQ. Click the file name to see more details).
  5. If the file shows as ‘Ready to import’, click the Import button
  6. The contents of the file will be imported. Each row becomes a sales line, grouped into one or more sales batches. Click the View Batches button to see the imported sales batches.

Once you’ve uploaded sales data, you need to add a publisher income payment for each sales batch.