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Everything a licensee needs to know to report royalties in RoyaltyZone is contained in this easy to use step-by-step guide.
Logging into RoyaltyZone
When your Licensor invites you to join their account in RoyaltyZone, you will receive an email similar to the one below. Click on the link in the email to create your account.
You will be directed to your setup page where you will need to enter a password and password confirmation. The remaining fields on the form are optional. When complete, select create account
The first time you log in, you will be asked to accept our cookie policy and our terms of service. You can open those documents to review and when satisfied, check the box and select Accept
The next time you need to log into RoyaltyZone, go to www.royaltyzone.net and enter the user name assigned to you and your password.
How Do I Report Royalties to my Licensor
When you log into RoyaltyZone, you will be directed to your Dashboard where you can manage your account. Click Submit for the period and agreement you're reporting
Click the 3 bars to access the dropdown menu to see your account access.
RoyaltyZone takes you through the 4 steps necessary to submit your sales
Step 1 - Review Your Profile Information
If not already filled out, you will need to enter the fields in red below. This is a one-time setup. When complete, select Continue
Step 2 - Manage Products
On the product management page, you can review the SKUs available to report on.
- If your Product Management type is Open, you can add any new SKUs not shown. All other types of Product Management must contact their Licensor to add new products. If it is not Open, skip 2
- Click Add to Add your new SKUs
- Click View to see the details of a SKU
- Click Archive to archive discontinued products
- Click Continue to move to Step 3
Step 3 - Sales Transactions
RoyaltyZone gives you two options to enter your sales
- Add sales manually
- Upload your sales
If you select Add to add manually, fill out the form
This form is an example only. Your form is designed by your Licensor and may require more, less and/or different information. You must fill out all fields on the form
- Select Sale or Return
- Select your SKU number from the dropdown
- Enter the quantity you sold. Quantities must be whole numbers
- Enter the Gross Sales
- Select the Invoiced Date
- Select the Territory sold to
- Select the Distribution Method
- Select the Retailer
- Select Save if this is your last item
- Select Save and Add Another if you have more rows to add
- When complete you will be directed back to the Sales Transaction page where you can select Continue to proceed to Step 4
Important Information
If you select Return, all quantity, gross sales and discounts must be POSITIVE numbers
If your territory or distribution does not show in the dropdown, you must contact your Licensor
If your retailer does not show in your dropdown, select No Match and then enter the retailer name in the box that appears
If you select Upload to upload your sales, you will be directed to our upload page. Here you can:
- Download your available data items. This will download a csv file showing you your available SKUs, Territories, Distributions, Retailers, and Currency to use to build your report
- Download your RoyaltyZone Sales Data Template to fill out
- Upload your saved file
- Uncheck if your file does not have a header row
- If you are using a different column seperator, date format or currency separator, change your selections here
- Upload your file and RoyaltyZone will calculate your royalty owed.
To fill out the RoyaltyZone upload template, follow these instructions
Your template is designed by your Licensor. Yours may or may not look like the one below. It may or may not have the same fields and may include additional fields
- This row is your header row and describes each column
- Your template will show the currency you should report in
- This row shows whether each column is optional or required. If required, you must put information in that cell
- This tells you what data should be entered
- This gives you the expected format
- If you are using European format, you can enter the date as DD/MM/YYYY and the price, sales and discount amounts as n.nnn,nn but must remember to change the currency formatting on the upload page
- Enter the invoice number for the item you sold
- Enter the date of the sale
- Enter the SKU number
- Enter the territory the sale was made to. This MUST match a territory on your agreement
- Enter the Distribution the sale was through. This MUST match a Distribution on your agreement
- Enter the retailer the sale was made to
- Enter the quantity. If it is a sale, quantity should be positive. If it is a return, quantity should be negative
- Enter the unit price
- Enter the total gross sales. If it is a sale, gross should be positive. If it is a return, gross should be negative
- Enter any discount given. If it is a sale, discount should be positive. If it is a return, discount should be negative. If you gave a discount on the original sale, the return should show a discount as well. This is an optional field. If you did not give a discount, leave blank
- If your sales is FOB, enter Y or Yes. If not, leave blank
- If your sale is exempt from royalty, enter the reason it is exempt (ex. Sales to Licensor). If the sale is not exempt (most are not), leave blank
- If your Licensor allows you to report in more than one currency, you can list the different currencies here and RoyaltyZone will do the conversion for you. Otherwise, enter the currency stipulated on the agreement. Currencies must be in the standard 3-digit ISO code
- This is an example of how a sale should be entered
- This is an example of how a return should be entered
- The template downloads as a csv. It must be saved as a csv
When completing your Template DO NOT:
- Add any additional columns
- Remove any columns
- Enter blank rows between rows of data
- Enter any information that is not requested on the template
- Add any symbols such as dollar signs or or other currency signs
If you are cutting and pasting from a data file from your sales system, use Cut and Paste Special, and paste only the VALUES. This prevents hidden characters from being pasted into the template that can cause upload errors.
Once your template is complete, save it and go back to the upload page to upload
Step 4 Submitting Your Report
If your sales file has less than 100 rows, you will see this message and and you can submit your report when calculation is complete. If your sales file is over 100 rows, you will receive an email with a link to access the completed report.
When Calculation is complete, you will land on our Submit page
- This shows the total royalty due your Licensor
- Shows the currency of all dollar values
- Shows total net (gross - discount) sales
- Shows total royalty owed
- Shows any exempt sales
- Shows any advances applied
- Shows any returns
- Shows any royalty due
- If you have a marketing contribution, shows any marketing fees due
- If your marketing contribution has a guarantee, shows any advance applied
- Shows net marketing fees due
- Shows net amount due
- Shows the data you entered/uploaded and the calculations RoyaltyZone made
- Shows your guarantee status - what it was prior to this period report, what the effect of this period was, and new cumulative totals
- If you agreement has a marketing commitment and/or sales quota, tables here will show you their status
- Before submitting your report, make sure to check this box
- Submit your report
- If you have made corrections to your report, make sure to recalculate before submitting
What Happens Next?
Once your report is submitted, your Licensor will receive an email. When they have approved your report, you will receive an invoice from them.