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 default Sales page, you’ll see a list of all your sales files in Tone.

  1. Click on “Upload sales”

  2. 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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  3. Click upload

  4. 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. This may differ from the transaction dates represented in the file.

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    Note: To add a new Source, scroll to the bottom of the Source dropdown and click "Add a 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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  5. Once you’ve added Source and Report date, Tone will process the file. The status will be Processing.

  6. If Tone recognizes the contents & formatting of the file, the file’s status will change to Pending reply and you will see a “Net amount”. Proceed to step 7. If not, skip ahead to step 8.

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    We strongly recommend verifying that you received a payment matching the "Net amount" shown. This step is crucial because once the file is approved, all royalty calculations will use this amount as income.

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  7. Approve this file for royalty processing or reject it.

    1. Approving the file means that Tone can include the file and its contents in upcoming royalty periods. File status will be Approved.
    2. Flagging the file will put this sales file and its data on hold until you either delete the file or instruct Tone Staff on further actions. File status will be Rejected.

  8. Otherwise, the status will change to Under review, which means a Tone team member will inspect the file and ingest it.

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    Note: Tone Royalty Experts may reach out to ask you to provide more information about the file in order to process it.

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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

✅ see which sales data is missing from Tone

✅ keep your sales data clean & updated so that it’s ready use in your upcoming royalty periods

Who can upload sales files?

Any company member with permission to access the Sales page in Tone can upload a sales statement.