On this page

• 1. Supported File Types
• 2. Header Row Requirements
• 3. Required Columns
• 4. Formatting Rules
• 5. Common Upload Issues
• 6. Before You Upload
• 7. What Happens After Upload?
• Frequently Asked Questions

How to Prepare and Upload Your Royalty Report

This guide explains how to prepare your royalty report before uploading it to Flowhaven.

Following these steps will help prevent upload errors, missing values, and formatting issues.

Note: This guide covers the file upload requirements only. After a successful upload, your report will be reviewed and validated against your agreement.

At a Glance

Before uploading, make sure that:

• Your file is .csv, .xls, or .xlsx.
• All data is on the first worksheet.
• Column headers exactly match the royalty template.
• Numeric fields do not contain currency ($, €, £) or percent (%) symbols.
• Each row contains one territory that exactly matches a territory in your agreement.

1. Supported File Types

The following file formats are supported:

Important

• The file extension must be lowercase.
  • ✔ RoyaltyReport.xlsx
  • ✘ RoyaltyReport.XLSX
• For Excel files (.xls and .xlsx), all data must be on the first worksheet. Data on additional worksheets will not be imported.

2. Header Row Requirements

The first row of your file must contain the column headers.

Headers must:

• Match the template names exactly.
• Use the correct spelling and capitalization.
• Be unique (no duplicate column names).
• Not contain hidden or special characters.

Example

✔ Product Code

✘ product code

✘ ProductCode

✘ Product_Code

If a header looks correct but is not recognized, delete it and type it again manually.

Tip: Leading and trailing spaces are automatically removed.

3. Required Columns

4. Formatting Rules

Numbers

Use plain numbers only.

Do not include:

• Currency symbols ($, €, £)
• Percent signs (%)

Correct

• 100
• 1250.50
• 1,250.50
• 1.250,50
• -50

Incorrect

• $100
• €50
• 10%

The system accepts both common US and European number formats.

Negative numbers are supported for returns or credit transactions.

Royalty Rate

Enter the numeric value only.

Up to three decimal places are supported.

Units Sold

Units Sold must always be a whole number.

✔ 10

✔ 250

✘ 10.5

Dates

Use the ISO date format:

YYYY-MM-DD

Example:

2026-04-02

Other date formats may not be interpreted correctly.

Country / Territory

Enter one territory per row.

The territory must exactly match one of the territories configured in your granted rights.

Correct

• Finland
• Germany
• United States

Incorrect

• Worldwide excluding Finland
• Europe & Middle East
• Nordic Countries
• Finland; Sweden
• Global

If sales cover multiple territories, split them into separate rows so that each row contains a single territory.

Product Code

The Product Code must match a SKU assigned to a Design Approval submission linked to your agreement.

Rate Type

The Rate Type must match one of the values configured on your agreement.

Examples:

• Net Sales
• Retail Sales Price
• Fixed Unit Rate

If you're unsure which value to use, contact your account manager.

Sales Type

The Sales Type must match one of the values configured on your agreement.

Examples:

• FOB
• Direct Sales
• Wholesale

If you're unsure which value to use, contact your account manager.

5. Common Upload Issues

6. Before You Upload

Before uploading your file, confirm the following:

• ☐ File is .csv, .xls, or .xlsx
• ☐ File extension is lowercase
• ☐ All data is on the first worksheet
• ☐ The first row contains the correct headers
• ☐ There are no duplicate headers
• ☐ Numeric fields contain numbers only
• ☐ No currency symbols or percent signs are used
• ☐ Royalty Rate is entered as a number (for example, 10)
• ☐ Dates use the YYYY-MM-DD format
• ☐ Units Sold contains whole numbers only
• ☐ Each row contains one territory that exactly matches a territory in your agreement. Do not use combined or descriptive values such as Worldwide excluding Finland, Europe & Middle East, or Global.
• ☐ Retailer values are fewer than 255 characters
• ☐ Product Codes match the SKUs in your agreement
• ☐ Rate Type and Sales Type match the values configured on your agreement

7. What Happens After Upload?

Once your file uploads successfully:

1. Your royalty report is created in Flowhaven.
2. The report is reviewed and validated against the agreement by your licensing partner.
3. If any discrepancies or additional information are required, your licensing partner will contact you with the necessary corrections.

A successful upload confirms that your file was imported into the system. It does not necessarily mean that the report has been approved or accepted. Approval is subject to your licensing partner's review and validation process.

Frequently Asked Questions

Which file types are supported?

.csv, .xls, and .xlsx

Do the column headers need to match exactly?

Yes. The spelling and capitalization must exactly match the royalty template.

How do I enter a 10% royalty rate?

Enter 10.

Do not include the % symbol.

Can I include currency symbols?

No.

All numeric fields must contain numbers only.

Which date format should I use?

YYYY-MM-DD

Can I use multiple worksheets?

No.

Only the first worksheet is imported.

Can I report multiple territories in one row?

No.

Each row must contain a single territory that exactly matches a territory in your granted rights.

What if my Product Code isn't recognised?

Verify that it matches a SKU or Additional SKU configured on your agreement.

I uploaded my file successfully, but it shows that I have invalid lines.

Invalid lines can occur for a number of reasons. In some cases, they are caused by specific agreement or system mappings configured by your licensing partner, rather than by the information in your file.

Your licensing partner will review the report and determine whether any corrections are required. If additional information or changes are needed, they will contact you with further guidance.