# 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.

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## **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.

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## **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.

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## **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.

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## **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.

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### **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.

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### Additional Resources

* Finance Overview & Unmatched Lines Guide
* Currency Conversions & Best Practices
* Bulk Metadata Matching & Imports

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### 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.