Prepping Sales Reports

Before you begin uploading your sales reports into Brainbase, you would first need to prepare them to be in the correct format so that Brainbase can accept and process the spreadsheet files without having any errors or discrepancies that may cause inaccurate sales reports.

Using either the licensor's custom template or Brainbase's default template (if there's no custom one), you would need to import all the data points to the spreadsheet while ensuring that the values fit the format criteria for each column based on the information within the associated contract uploaded to Brainbase. We will go over each column type and describe how each data point should best fit.

1. Territory (Exact match to contract) - If the contract territories is set to ‘Is applicable to all territories,’ this column may be left blank. If there are territory conditions, it is important to enter the territories exactly as they are shown in the contract.

2. Sale Type - Sale Types may be entered as ‘Standard’ or ‘F.O.B.’ If left blank, the default Sale Type will be set to 'Standard.' If there are no F.O.B rates specified in the contract, this column may be left blank.

3. SKU - SKU must always be entered with a value. A SKU is a unique serial number that represents the item being sold.

4. Property (Exact match to contract) - Property must match exactly how it is entered within the contract. To find valid property terms, you may navigate to the 'Contract Details' page and look at the properties list located under the ‘Rights’ section. The properties listed here are the only properties that should be entered into your sales reports.

5. Product Name - The name or description of the product.

6. Category (Exact match to contract) - Categories must match exactly how it is entered within the contract. This field may be left blank if the contract categories is set to ‘Is applicable to all categories.' You may find that some categories may be nested within parent category trees. It is important that the parent categories are also entered the same as they are shown within the contract. It is recommended that you navigate to the 'Contract Details' view page and view the categories list under the ‘Rights’ section as a reference to ensure that the category terms in the spreadsheet are valid with the contract. 

7. Distribution Channel (Exact match to contract) - Distribution channels must be entered exactly as they are shown within the contract. This field may be left blank if the contract distribution channels is set to ‘Is applicable to all distribution channels.'

8. Seller -  Name of the seller or retailer of the item.

9. Unit Sales - A number representing how many units were sold of the item.

10. Unit Price - A numerical value representing the price of each item. The number would need to correspond to the currency stated within the contract, and the values should always be positive numbers. 

11. Gross Sales - A numerical value representing the gross sales of the item for the period being reported. Each number must be accurate down to the hundredth decimal to ensure accuracy during the calculation process.

12. Net Sales - A numerical value representing the net sales of the item for the period being reported. Each number must be accurate down to the hundredth decimal to ensure accuracy during the calculation process.

13. Returns - A numerical value representing how many returns (in units) were made for the item. This number should be entered as a positive even though it will be calculated as a negative against the gross sales.

14. Discounts - A numerical value representing the number of discounts in the currency that were applied to the sale of the item.

15. Royalty Rate - A numerical value representing the royalty rate applied to the specified condition of sales.

16. Royalties Reported - A numerical value representing the royalties that were earned for items within the period being reported. This value will not be directly used by Brainbase, however, it is useful to use this value as a reference to the sales report to validate the accuracy of the entered sales report within Brainbase.

17. Price Types - The 'Price Types' feature is a royalty rate condition within contracts. This allows you to add different royalty rates based on the price type of the product that was sold. If you have different royalty rates based on price types, then the sales report needs to include this price type column.

18. Exchange Rate - An exchange rate formula that may need to be applied for the unit price, gross sales, net sales, and/or discounts before being submitted. This will usually be applied for royalties that were paid in a different currency than that of the agency/licensor company.