Sales Imports - Distributor & Partner Workflows

This article explains how to import sales statements from external distributors and DSP partners into details. All partners follow the same logic: you need an Import Setup, then you work with tiles in DISTRIBUTION / IMPORTS.

Good to know

• Always confirm the correct account, currency, and channel in the Import Setup before uploading.
• After upload, details processes the file. Resolve any items under Import Matches, then verify totals in Import Result.
• Some partners support automated ingestion (DSS). If a file is missing/outdated, re-trigger via Import Setup → Perform → Run Auto Import.
• If your file format is not directly supported, contact [e-mail] — a converter/toolkit may be available.

► Amazon

Amazon Imports

Amazon statements are fetched via sFTP at digital-music-ftp.amazonmp3.com (Port 22). Use an sFTP client such as FileZilla or Cyberduck, log in with your Amazon credentials, and download the monthly statement files.

• Folder structure: organized by territory (ISO2) → choose the monthly folder. Within each service folder, you’ll find the respective sales files.
• Services/tiers: separate files for tiers such as Prime and Unlimited. “Summary” files may contain per-item sales but often lack country information — rename them with the country for clarity.
• Currencies: each file includes one reporting currency (EUR, USD, GBP, or JPY). Set up one importer per currency for clean separation.
• Zip archives: most files arrive as .zip; unzip before import.

Upload the corresponding files via DISTRIBUTION / IMPORTS. Consider creating separate importers by tier × currency for more structured reporting.

Automated ingestion: Amazon supports DSS auto-ingestion. If a period appears incomplete or incorrect, open the related Distribution Account → Import Setup, click Perform, select the Year/Period, then choose Run Auto Import.

Tip: If you receive multiple partial files for one reporting period (e.g., different Amazon services), import them sequentially within the same monthly tile to ensure correct aggregation.

► Bandcamp

There are three ways to bring Bandcamp data into details.

1) Conversion Toolkit or Support

• Use our external Conversion Toolkit to convert the RAW DATA REPORT into a pre-configured XLSX that you can import directly in DISTRIBUTION / IMPORTS.
• If you want to run the toolkit yourself, we will provide a FileMaker-based runtime installer. Contact [e-mail] to receive it.
• Prefer not to install software? Our team can perform the conversion for you at the regular support rate. Simply send the RAW DATA REPORT (or provide temporary access). We will return monthly digital/physical XLSX files ready for import.

Raw Data Reports can be found in your Bandcamp account under Sales → Reports.

2) Merch Orders API (optional)

If you want to ingest Bandcamp merchandise orders as individual DISTRIBUTION / ORDERS for picking/packing and fulfillment, we can enable an integration with the Merch Orders API.

• All product orders are downloaded into DISTRIBUTION / ORDERS.
• Each order can be processed end-to-end (receipt → fulfillment) inside details.
• For setup details, see the related “Bandcamp Order Ingestion Plugin” article.

Planned: DSS Auto-Import

For clients operating multiple labels via a Bandcamp Fulfillment Account, we plan an automatic ingestion using Bandcamp’s Sales Report API.

Questions? Contact the Label Team: [e-mail].

► FNAC

FNAC Imports

1. Log in to your details account and go to DISTRIBUTION / IMPORTS.
   
2. Select the relevant sales month and click the corresponding FNAC tile. Tiles are organized by week for FNAC sales.
   
3. Upload the FNAC weekly file. details automatically splits the file into daily imports and separates sales and returns.
4. After processing, verify that all lines are correctly linked and the message “Matching Complete” appears. If not, manually link missing sales to products or add new products in details.
5. Click the orange tile to review the import, then click [CONFIRM IMPORT] to finalize it.
6. You’ll be redirected to the FNAC Account Overview, showing all invoices ready for confirmation.
7. Select all ready invoices and click [ACCOUNT ON MULTIPLE INVOICES].
8. details automatically generates one invoice per day, using the FNAC sale date as the invoice date and including the FNAC reference in the subject line.

► IDOL (Labelcamp)

The IDOL Labelcamp integration enables a fully automated sales ingestion directly into details. Once set up, new monthly statements are fetched automatically. You can also manually re-trigger a transfer if needed.

► Automated Setup

1. Log in to Labelcamp → Accounting → Royalties.
   
2. In the main menu, go to Accounting → Royalties.
   
3. Click [CREATE AUTOMATION] (or [NEW AUTOMATION] if others exist).
   
4. In the modal window, fill in the following details:
   • Contract: select your Labelcamp contract.
   • Service: choose details.
   • Details Client ID: the part of your app URL after https://app.details.eu/ (e.g., https://app.details.eu/MyLabel/ → MyLabel).
   • Shared Key: copy this from your details → Distribution Account → Import Setup.
   
5. Click [SAVE]. Labelcamp will automatically push your monthly statements into your details Imports grid.

Multiple contracts? Create one automation per contract. Each will use its own Import Setup and Shared Key in details.

► Manual Re-Trigger (if automatic transfer fails)

1. In details: go to DISTRIBUTION / IMPORTS and remove the interrupted import by clicking the (–) icon on the tile. This clears the failed run so a fresh transfer can start.
2. In Labelcamp: navigate to Accounting → Royalties.
3. Click [NEW EXPORT] (top-right).
   
4. Configure the export:
   • Contract: choose the relevant contract
   • Service: details
   • Period: pick the period you want to re-transfer
   
5. Click [CREATE] to trigger the transfer. In Labelcamp you’ll see the status move to Waiting.
6. Back in details: monitor the IDOL tile in DISTRIBUTION / IMPORTS. The status should move from Processing to Matching Complete when finished.
   

If the automatic transfer repeatedly fails, contact the Label Team at [e-mail].

► MERLIN

Set up automated sales ingestion from the MERLIN Network FTP into details. Once configured, new monthly files are pulled automatically and appear as tiles in DISTRIBUTION / IMPORTS.

Step 1 – Open API Configuration

1. Log in to your details account.
2. Go to SETTINGS / SHARING (section: API CONFIGURATIONS) or open:
   https://app.details.eu/<yourClientID>/v2/#/main/settings/sharing
3. Scroll to API CONFIGURATIONS.

Step 2 – Add the MERLIN FTP Connection

Click [ADD API CONFIGURATION] and fill in the fields:

Field	Example / Instruction
Notes	merlin
Host	ftp.merlinnetwork.org
Protocol	FTP
Port	leave empty
User	your MERLIN FTP username
Password	your MERLIN FTP password
Start Date	optional – month to start ingestion from

Then click [ADD].

Important: Credentials are client-specific and provided by MERLIN. details cannot supply or reset them for you.

Step 3 – Create Distribution Account(s) for MERLIN Imports

After adding the API Configuration, create one or multiple DISTRIBUTION / ACCOUNTS to receive MERLIN sales.

• Recommended: one account (e.g., MERLIN Network) to centralize all MERLIN-delivered DSPs. This lets you search for “MERLIN” and see all related DSPs in one view.
• Alternative: separate accounts per DSP (e.g., MERLIN – Spotify, MERLIN – Deezer) if preferred for reporting.

1. Ask the details Label Team to enable the relevant MERLIN DSS (Digital Statement Sources) for your client.
2. Once permissions are set, activate the automated importer(s) under DISTRIBUTION / IMPORTS on the target account tiles.

Important: Using one shared account keeps MERLIN sales centralized; separate accounts help with DSP-specific reporting preferences.

Step 4 – Scheduling and Updates

When active, the Auto‑Ingest Cron Job checks the MERLIN FTP regularly and imports new or changed files.

Typical MERLIN path structure: /sales/YYYYMM/<source>
Example: /sales/2025M07/spotify/…

Additional Notes

• MERLIN may replace files under the same filename; details detects changes by comparing creation date and file size.
• No manual uploads are required once automation is enabled.

Troubleshooting

• If [ADD API CONFIGURATION] is disabled, ensure you have admin rights.
• If MERLIN DSS options are not visible in DISTRIBUTION / IMPORTS, ask support to enable DSS ID 43 (MERLIN) for your client.

► PIAS (Physical)

Use the PIAS Toolkit to convert the file and deduct the PIAS return handling fee.

1. Open the toolkit and upload the original PIAS file.
2. Select sheet PHY and use the preset import (no manual mapping needed).
3. Enter the return handling fee from the PIAS summary, choose a filename, export to desktop.
4. Upload the exported file via DISTRIBUTION / IMPORTS.

Help: [e-mail].

► Republic of Music (ROM)

Republic of Music (ROM) statements may include both digital and physical sales. Each file can contain several tabs such as Sales, Summary, and Line Charges. To ensure correct imports, these tabs must be separated before uploading.

Step 1 – Open the Original Statement File

Open the ROM statement file as provided by the distributor.

Step 2 – Separate Tabs for Physical and Digital Sales

ROM statement files usually contain one tab per sales type. To prepare these files for import:

1. Right-click the tab (e.g., Digital or Physical) → select Move/Copy → New Spreadsheet.
2. Do not cut or delete data from the original file — always copy to a new one.

Step 3 – Save as XLSX

Save each new file with a clear name (e.g., ROM_Physical_2025-07.xlsx) in XLSX format.

Step 4 – Prepare the File

• Remove any auto-filters.
• Select all cells (CMD+A) → open Format → Standard to ensure numbers are converted correctly.
• Delete the last line (summary total) — or remove it later inside details.
• Save the cleaned file.

Step 5 – Upload the File

Upload your new XLSX files to the correct month in DISTRIBUTION / IMPORTS.

Step 6 – Check and Map Headers

Verify that headers match correctly in the import configuration.

Mandatory Fields: Artist, Title, Identifier (Cat#), Identifier2 (UPC), Net Units, Net Income, Net Payable, Country, Format, Shop.

Step 7 – Proceed Import

Continue the import process and check the import preview in DISTRIBUTION / IMPORTS.

Step 8 – Run Matching

Once the file is processed, use [RUN ID MATCHING] to match items. Check that all lines show Matching Complete.

Step 9 – Verify Totals and Account

Compare the total in details against the original ROM statement (either Summary tab or bottom line in Sales tab). If values match, you can account the statement.

► Rough Trade

Before importing Rough Trade physical sales reports, first check whether your statements contain domestic sales only or a combination of domestic and international sales.

All Rough Trade reports are provided as .xls files and must be opened and re-saved as .xlsx before importing.

Domestic Sales (Raute Media)

1. Ensure that Rough Trade has been added as a Distribution Account in details.
2. Go to Current Statements and create a new Statement Setup using the DSS Mercat physical.
3. Upload the converted .xlsx file to the correct DISTRIBUTION / SALES IMPORTS month.
4. Click through all your Import Matchings and resolve any unmatched lines.
5. Verify the imported total amount against your Rough Trade summary PDF. Once totals match, you can account the statement.

International Sales

For international sales, separate reports by region or currency as required and import each file according to its configuration in your Distribution Account. Refer to your account setup for detailed instructions on handling multiple currencies or markets.

► The Orchard

► Import Files for The Orchard

Open the original file in OpenOffice or Excel. When importing, make sure to separate by tab only and set the character set to Unicode (UTF-8). Save the file as text CSV or XLSX.

Attention: The Orchard uses thousands separators (commas) in the SALES column. Please format the column as numbers without thousands separators. You may also format barcode and ISRC columns as numbers without decimals.

1. Upload the prepared file to the corresponding month in DISTRIBUTION / IMPORTS.
2. Match headers carefully. Important: Orchard’s ISRC column should be mapped to Identifier, since it may contain UPCs in some cases.
3. [SAVE CONFIGURATIONS] for future imports.
4. Manually process the Import Matching — use [RUN ID MATCHING] and resolve remaining items.
5. Once all items have been matched and totals verified, proceed to account the statement.

► Setting Up the Importer for The Orchard

1. Add The Orchard as a Company Contact (The Orchard, NY, US).
2. Create a Distribution Account for The Orchard.
3. Go to Current Statements and add Statement Setups.

Attention: Always double-check the Currency and Period — they may differ from client to client.

► Wordandsound

Wordandsound provides two files: sales and country. Use the Mercat Country Toolkit to merge both and apply the distributor fee.

1. Open the toolkit → select preset Wordandsound → enter the Wordandsound distribution fee.
2. Import the sales file; confirm the summary.
3. Import the country report; the toolkit generates a combined XLSX on your desktop.
4. Upload that XLSX in DISTRIBUTION / IMPORTS.

► Zebralution

Note: Zebralution / TMO statements often arrive as ZIP archives containing both sales and cost files. Only the sales file needs to be imported into details.

Zebralution and TMO provide sales files in different formats: some clients receive CSV files, others Excel (XLSX). Depending on the original format, certain steps may be redundant.

► Manual Import – TMO XLSX → TXT/TAB

Here is the step-by-step guide for importing sales sheets provided by TMO for Zebralution:

Step 1 – Convert the .xlsx into tab-separated .txt files

• Open Microsoft Excel and go to File → Open for the .xlsx file provided by TMO.
• After opening the file, choose File → Save As...
• Select Text (Tab delimited) (*.txt) as the file type (German: Tabstoppgetrennter Text).
• Choose a save location and name the file appropriately.
• Click Save.

Step 2 – Splitting files with multiple months in the “Period” column

• Check the Period column in your tab-separated .txt file.
• If multiple months appear, create separate files per month.
• Copy the original file and open it.
• Use Auto-Filter in Excel to select rows for a specific month.
• Delete unrelated rows and save the file under a new name.
• Repeat for each remaining month.

Step 3 – Importing the tab-separated .txt files into details

• Go to DISTRIBUTION / IMPORTS in details.
• Navigate to the period you want to import sales to.
• Select and upload the .txt file.
• Match column headers according to the mapping table below.
• Confirm import and verify that the data has been processed correctly.

► Toolkit Workflow (Alternative)

1. Open the Zebralution Toolkit and select your CSV file.
2. Process the file using the suggested import order.
3. Clean up shop names if necessary — rename variants on the right-hand panel.
4. Click Continue to export a TAB file to your desktop.
5. Upload the TAB file to the corresponding month in DISTRIBUTION / SALES IMPORTS.
6. Before processing, match all column headers in details with the uploaded import file.

Mandatory Fields: Artist, Title, ISRC, Barcode, Label Order_Nr, Country_Iso, Net Sales, PPD Total, PPU Total.

Import Column Mapping Table

Source	details field
Period	Info
Label	Label
Artist	Artist
Title	Title
EAN	Barcode / UPC
ISRC	ISRC / Identifier
Label Order_Nr	Catalog No
Provider	Label
Shop	Shop
Content	Usage Type
Country / Country_Iso	Country
Income	PPD Total
Net Sales	Sales (Qty)
Rev.less Publ.EUR	PPU Total

Don’t forget to [SAVE CONFIGURATIONS] for future imports.

Import and Matching

7. Proceed with the import.
8. Once uploaded, check your import matchings — try [RUN ID MATCHING] first.
9. After all lines are matched, verify totals against the Zebralution summary PDF included in the ZIP folder.

If everything is correct, account the statement and create the internal invoice.