Approving Sales Reports

Overview

In addition to viewing and managing sales reports, Revelator’s Finance section provides powerful workflow tools:

  • Batch Approving Reports: Approve multiple new or pending reports at once.

  • Foreign Currency & Adjustments: Handle cross-border revenues by setting up or applying currency conversions and making manual adjustments.

  • Exporting: Export your consolidated or filtered reports for external analysis or archival.

  • Detaching Unmatched Reports: Separate unmatched lines or entire reports that need further verification to keep your main list clean and focused.


Prerequisites

  1. Access to Finance: You must have the appropriate user permissions to view and manage the Finance section.

  2. Supported File Formats: Ensure your report is in a format Revelator can parse. For example, CSV, or TXT from recognized DSPs or distributors.

  3. Catalog Management: Ideally, you have a clean catalog with accurate metadata (ISRC codes, track titles, etc.), to minimize unmatched lines upon import.


Who Is It For?

  • Label Managers / Accountants who process a high volume of DSP statements and want efficient approval flows.

  • International Teams handling cross-currency revenues and manual adjustments.

  • Admin / Financial Controllers who require exports of financial data for auditing or external reporting.


Key Benefits

  1. Time Savings: Batch approving eliminates repetitive single-report confirmation, speeding up large workflows.

  2. Accurate Cross-Currency Management: Add or adjust foreign currency rates, ensuring final payouts reflect current exchange rates.

  3. Streamlined Data Hand-offs: Exporting allows quick sharing of statements or summaries with stakeholders outside Revelator.

  4. Clean Data & Organization: Detaching unmatched lines (or entire reports) for separate review prevents clutter and ensures only verified data is processed further.


How It Works: Step by Step Guides

1. Batch Approving Reports

  1. Navigate to Finance: In the left-hand menu, click Finance to open the list of sales reports.

  2. Select Reports: Use the checkboxes in the first column (or a multi-select option) to choose the reports you want to approve in bulk.

  3. Click “Approve”: Locate the Approve action button (often in a toolbar above the report table) and confirm your choice.

    • Result: All selected reports move to an Approved state, eliminating the need to individually confirm each one.

3. Exporting Reports

  1. Filter & Group: Before exporting, apply any desired filters (e.g., date range, DSP, or unmatched lines only) to capture the precise dataset you need.

  2. Select Export Format: In the Export dropdown, choose a format (CSV, XLSX, or any supported format).

  3. Download: Click Export to prompt a file download. Save the file locally for accounting, auditing, or sharing with external collaborators.

  4. Verify Data: Open the exported file in your spreadsheet or financial software to ensure the correct columns and filters were applied.

4. Detaching Unmatched Reports or Lines

  1. Locate Unmatched Reports: Within the Finance list, look for a report flagged as “Unmatched” or containing unmatched lines.

  2. Open Report Details: Expand the report to see the unmatched lines.

  3. Detach Unmatched Items:

    • Detach Entire Report: If a report is significantly incomplete or has widespread mismatches, select Detach or Move to Unmatched from the action menu.

    • Detach Specific Lines: If only certain lines are problematic, select them individually and choose Detach or Separate for Review.

  4. Review Later: Detached reports or lines typically move to a separate Unmatched or “Pending Review” section, ensuring the main Finance list contains only active, finalized, or approved items.


Frequently Asked Questions

  • Can I undo a batch approval if I made a mistake? Yes, you can reopen an approved report if you notice errors. However, if the system has already allocated payouts, additional steps may be required to reverse the distribution.

  • Do manual currency adjustments override automatic rates? Yes. When you enter a manual rate, it typically overrides the auto-fetched rate. Make sure to document why you changed the rate for future reference or auditing.

  • How do I export only unmatched lines for further analysis? Use filters to show only unmatched lines or reports, then click Export. The downloaded file will reflect your filtered view.

  • What happens if I detach a report and never reattach it? It remains in a “detached” or “pending” state, not affecting official earnings calculations. You or another team member can revisit it later to match lines or confirm data.


Additional Resources

  • Finance Overview & Unmatched Lines Guide

  • Currency Conversions & Best Practices

  • Bulk Metadata Matching & Imports


Next Steps and Future Releases

  • Enhanced Batch Tools: Future updates may provide partial batch-approval, allowing you to skip certain lines or segments.

  • Auto-Currency Updates: Additional integrations with currency-rate APIs to further automate conversions.

  • Audit Log Improvements: More detailed history of who approved, detached, or adjusted lines for transparent financial reporting.

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