This guide provides step-by-step instructions for uploading sales files to our system. It covers the entire process from reviewing to approving or rejecting files, ensuring you can efficiently manage your sales data.

Here's what you need to know:

How to upload sales files

After logging in, navigate to the Sales page. On the Sales page, you’ll see a list of all your sales files in Tone.

1. Click on "Upload Sales". This will open the import page, where you can select and configure your files before uploading.

1. Browse your computer to select one or more sales statements to upload.

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   Accepted file formats: .xls, .xlsx, .tsv, .csv, and semi-colon delimited documents (1GB file size limit, no file count limit)

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2. Click “Upload”

3. The files will show up in Tone with the status: Needs Info. Use the dropdowns to assign a Source and Report Date for each file.

   1. Source is the company that originated the statement. This can be a distributor, licensing partner, or DSP (Digital Service Provider).
   2. Report Date is the time period for which the sales statement was created, typically the month you received the statement and corresponding payment. This may differ from the sales dates reported in the file.

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   To add a new Source, scroll to the bottom of the Source dropdown and click "Add file source." Each source requires a reporting frequency, which tells Tone how often to expect new sales statements. You can also add a source sub-category if you receive multiple statements from the same source and want to report and track them separately.

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4. Once you’ve added Source and Report Date, Tone will begin processing the file. The status will change to Auto Matching.

5. Tone will now attempt to auto-map your file whenever possible — including cases where a file is from a new source or has a slightly different format than before. This means you'll see files reach Auto Ready status more often without any manual mapping needed.

   1. If you've previously uploaded a file from this source and the format hasn't changed, Tone will apply the same column mappings, rules, and conditions automatically.
   2. If there are new invalid values to map (territories, configurations, distribution channels), the file status will change to In Progress. When you open the Details panel, the tab status will be Needs Validation.
   3. If there are no new invalid values to map, the file status will change to Auto Ready.

1. If Tone is unable to auto-map the file, the file status will change to In Progress and you can follow the sales file processing steps outlined here.

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Once a file has been processed, we strongly recommend verifying that you received a payment matching the Net Amount displayed in the Sales tool. You can use the Payment Received checkbox to track which files you’ve collected income for.

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When should I upload new sales statements?

We strongly recommend that you upload new sales statements as soon as you receive them.

Perks of uploading it quickly:

✅ see your aggregated and normalized sales data in one convenient place

✅ easily identify what data is missing from your sales Timeline

✅ keep your sales data clean & up-to-date so files are ready use in your upcoming royalty periods