Submitting Military Royalties

Contents

Reports need to be submitted by email or through the portal QUARTERLY.
All reports must be submitted by the 30^th of the next month. (i.e. Q4 reports need to be submitted by January 30^th)
Once the reports have been submitted they will generate and send us an invoice. Payment is made per the due date on the invoice, usually Net 30 after the report due date. (i.e. Q4 invoice would be due on February 28^th)

Air Force (V# 2558)

Run report

Open royalty Crystal report
- P:\Crystal Reports\Accounting\Commission and Royalty\Commission & Royalty Reports for Reprint\Royalties\Air Force Royalty Report
Select refresh icon

Select Prompt for new parameter values

Select OK
Enter INT

Select OK
Select filter icon

Select @invoice_date tab
Select the correct quarter from the drop down

Open excel template
- S:\Accounting\Commissions-Royalties\Royalties\2022\Military 2022\Air Force\ Air Force report TEMPLETE
Enter Sales Amount from the Crystal report into the Gross Sales and Royalty Sales columns for each item

Save spreadsheet on shared drive
- Name: “Air Force report QQ YYYY”
  - Example: Air Force report Q3 2022
- Shared drive location: S:\Accounting\Commissions-Royalties\Royalties\YYYY\Military YYYY\Air Force
  - If you’re working on Q1, the folders may need to be created

Upload to portal

https://login.directlicensinghub.com/home
Select Advantus, Corp
Hover over Royalty Reporting dropdown and select Licensor

Select Upload new Report
Select Department of the Air Force
Select Quarter and Year

Select choose file
Select file saved previously
Select Upload
The file will take several minutes to calculate
Refresh webpage
Once Report Status is Awaiting Submission, match Payment Due to total from Crystal report (it may vary a few cents due to rounding)

Select Review & Submit
Select Pay Royalty
Select Wire
Save Voucher to saved drive
- Shared drive location: S:\Accounting\Commissions-Royalties\Royalties\YYYY\Military YYYY\Air Force
Select Back to Details
Select Submit

Marines (V# 3772)

Run report

Open royalty Crystal report
- P:\Crystal Reports\Accounting\Commission and Royalty\Commission & Royalty Reports for Reprint\Royalties\Marines Royalty Report
Select refresh icon

Select Prompt for new parameter values

Select OK
Enter EXT

Select OK
Select filter icon

Select @invoice_date tab
Select the correct quarter from the drop down

Select the Export icon

Format: Microsoft Excel Workbook Data-only
Destination: Application
Select OK
Excel Format: Custom
Make the following selections

Save spreadsheet as a csv
- Name: “Marines Royalty Report QQ YYYY”
  - Example: Marines Royalty Report Q3 2022
- Shared drive location: S:\Accounting\Commissions-Royalties\Royalties\YYYY\Military YYYY\Marines
  - If you’re working on Q1, the folders may need to be created

Import report

Go to www.brandcomply.com
Select Royalty
Select Upload New Royalty Report

Select the following
- Contract: 2021
- Reporting Period
- Reporting Year

Select Choose File
Select file saved previously
Select Initiate Upload
Select This preview looks correct
Confirm invoice amount matches open bills in NetSuite
Select Submit Royalty Report

Pay invoice

notification@pay.gov will send an invoice an email once available to pay

The bill will not be available until a day after receipt of the email
Click on the link in the email
Enter the access code provided in the email

Click Submit
Security Question: What is your 5-digit mailing Zip Code? 32223

Select View Bill

download or print the PDF version
In the Attachment dropdown, select Demand Letter
It will appear in a new tab
Save pdf to shared drive
- S:\Accounting\Commissions-Royalties\Royalties\2022\Military 2022\Marines
Close demand letter
Select Next
Select Debit or credit card

Select Next
Enter A/P credit card information
Select Review and Submit Payment
Select check for * I authorize a charge to my card account for the above amount in accordance with my card issuer agreement.
Select Submit Payment

Army (V# 3773)

Run report

Open royalty Crystal report
- P:\Crystal Reports\Accounting\Commission and Royalty\Commission & Royalty Reports for Reprint\Royalties\Marines Royalty Report
Select refresh icon

Select Prompt for new parameter values

Select OK
Enter EXT

Select OK
Select filter icon

Select @invoice_date tab
Select the correct quarter from the drop down

Select Print icon

Print to pdf
Save pdf on shared drive
- Name: “Army QQ YYYY”
  - Example: Army Q3 2022
- Shared drive location: S:\Accounting\Commissions-Royalties\Royalties\YYYY\Military YYYY\ Army
  - If you’re working on Q1, the folders may need to be created

Send report via email

Report goes to paul.c.jensen.civ@mail.mil
Copy and paste draft in A/P shared mailbox drafts folder
Open copied email
Update quarter and year (replacing the X)
Attached report
Send email

Pay invoice

To obtain the invoice online, go to pay.gov
- Scroll down to Use my Access Code and click Get Started
- Access code is 7374836952
- Security Question: What is your 5-digit mailing Zip Code? 32223
- Select View Bill and download or print the PDF version

Navy (V# 3736)

Email external report and they will send an invoice with and access code to pay online. The invoice will also give you link.

royaltyreporting.fct@navy.mil
- Copy: nadine.santiago@navy.mil and iyabo.alli.ctr@navy.mil
No need to enter in NetSuite (done monthly with an extended due date)
Do not pay until you are over $700
To obtain the invoice online, go to pay.gov
- Scroll down to Use my Access Code and click Get Started
- Access code is 355623947
- Security Question: What is your 5-digit mailing Zip Code? 32223
- Select View Bill and download or print the PDF version

Learfield – Coast Guard (V# 3794)

You load their sales on website and they will send an invoice with an access code to pay online. The invoice will also give you link where to pay.

https://brandmanager360.com
Select Royalty Reporting
Select Create Royalty Report
Select Reporting Period you are working on
You will load sales separately for Coast Guard and Merchant Marines
If there are zero sales to be reported:
- Click No Sales/Exempt Only Report
- Click Multi License
- Print the invoice they generate as well as save a copy on the shared drive
  - S:\Accounting\Commissions-Royalties\Royalties\YYYY\Military YYYY\Learfield- Coast Guard
If there are sales to be reported:
- Input item number (s)
- Select Details
- Product Categories – select Specialty Items Miscellaneous
- Retailer – select Direct to Consumer
- Zip Code – Input zip code listed next to item description from royalty report

- Invoice Number – number next to the zip code on the royalty report
- Invoice Date – Date next to invoice number on the royalty report
- Units – Quantity amount
- Sales Total – Sales Amount
- Royalty – Portal will calculate after you save
- If you run out of lines, click Save/Next and more lines will appear
- Once finished, select Save, then Submit/Close Quarter
- Print the invoice PDF that the portal gives you and also save it on the shared drive
  - S:\Accounting\Commissions-Royalties\Royalties\YYYY\Military YYYY\Learfield- Coast Guard

GSA (V# 3759)

Run report

Open royalty Crystal report
1. P:\Crystal Reports\Accounting\Commission and Royalty\Commission & Royalty Reports for Reprint\Royalties\GSA
Select filter icon

Select @invoice_date tab
Select the correct quarter from the drop down

Select OK

Update portal

Log into portal
- https://srp.fas.gsa.gov/
On the left hand side, select Reporting and Form Entry

Select the Contract Number drop down

Enter values sales values from Crystal report
- Must enter zero if there are no sales
Select Submit Report
Select the checkbox for “By selecting this checkbox and clicking Submit, my user ID will capture my submission. I state that the information that is being submitted is complete and accurate. If any of the information that I have submitted is not or ceases to be complete and accurate, I agree to resubmit the information again.”
Select Yes
Select OK

Updated on October 21, 2022

Tagged: military royalties

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