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LEARFIELD LICENSING ROYALTY REPORTING
TO MANUALLY ENTER SALES DATA IN TRADEMARX:
1. Go to learfield.trademarxonline.com
2. Log in using your email address and password
a. If you haven’t already, please click the “Forgot Your Password?” link to reset your
password for Trademarx. Enter your email address (Primary Contact), and click “Reset”.
You will receive an email with a temporary password to login and update your
password.
b. If you are unable to log in, please send an e-mail to [email protected] and
request a new password. Please be sure this request is sent from the primary e-mail
address associated with your company.
3. From the Navigation Menu bar (top), select License Management.
4. Click the Royalties tab as you usually do when submitting royalties in Trademarx.
5. Choose the correct royalty quarter/year and click View – a box should show up with the list of
your Licensors and Contracts (see screenshot below).
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6. Go to first Licensor/Contract, and click “Details” (left of school name).
7. A box will pop up below, allowing you to manually enter detail for that school.
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8. Use drop down boxes to enter. We recommend that you start typing in the field box to filter the
list of options. You will be able to select an option from the dropdown menu once the list is
filtered. For example, type “bookstore” in the Retailer field and all available retailers with
“bookstore” in the name will be shown.
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9. Once all required data fields are entered (Sales Total is the last column to enter), click “Save”. If
you want to save and enter sales for another school, click “Save/Next” and enter data fields for
the next school. Once all data has been entered, click “Save” to return to the summary screen.
Royalties will be calculated for all schools with data entered.
10. If you have schools with no sales during the period, at this time you will need to mark the box
under “Zero Sales” for the applicable school contract(s).
a. After checking the box, you will need to then apply this to the report by clicking “Apply
Zero Sales”.
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11. Once all school contracts have either sales/royalty data or the Zero Sales box marked, you must
submit your report by clicking the “Submit/Close Quarter” button on the bottom right.
12. An Invoice will appear in a new window for you to print and return with your royalty payment.
a. Note: If an invoice does not appear, please be sure you are allowing pop-ups from
Trademarx.
13. If you need to generate the invoice again at a later date, there is a link to generate the PDF
document on the Royalties tab (go to the desired reporting period and click View to get back
there).
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TO UPLOAD SALES DATA FROM A SPREADSHEET:
1. Go to learfield.trademarxonline.com
2. Log in using your email address and password
a. If you haven’t already, please click the “Forgot Password” link to reset your password for
Trademarx. Enter your email address (Primary Contact), and click “Reset”. You will
receive an email with a temporary password to login and update your password.
b. If you are unable to log in, please send an e-mail to [email protected] and
request a new password. Please be sure this request is sent from the primary e-mail
address associated with your company.
3. From the Navigation Menu bar (top), select License Management.
4. Click the Royalties tab.
5. Choose the correct royalty quarter/year, and click “View” – a box should show up with the list of
your Licensors and Contracts (see screenshot below).
6. Click “Import” (lower right corner).
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7. System will navigate to another tab or window, as shown below.
a. Please ensure your pop-up blocker is turned “off”.
8. Enter the column letter that matches your spreadsheet to Required Fields. Please note, this is the
letter that appears at the top of the column on your Excel database.
a. Required fields are as follows: Contract, Product Categories, Retailer, Licensor, Quantity,
Total Sales, Zip Code, Invoice Number and Invoice Date.
9. Once column letters are listed they will default to the same format for future imports. If you need
to adjust simply click the field under “Column Letter” and enter the new letter.
10. Click “Choose File” to select your sales upload file to import.
a. If you have a header row in your upload file, check the box next to “First row contains
column headers”.
11. Once the columns have been mapped and file has been selected, click “Upload and Verify” in the
lower right corner to import the data file.
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12. The system will navigate to the “Verify Import” screen and you will see the items uploaded. Those
highlighted in red are fields the system does not recognize and need to be mapped.
14. To map field data, click on cell and the Mapping window opens.
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15. We recommend that you start typing in the search menu to find the accepted Trademarx name
for that field. You will be able to select the field name from a dropdown box.
16. Once you have mapped the name for that field, click the “Save” button (see screen shot above)
below the drop down. Trademarx will archive your mapped terms and will automatically apply
them to future imports.
17. From there, you can simply click “Next Value to Map” to navigate to the window to map the
next term.
18. Once all fields have been mapped, click “Finished” in the bottom right corner to revalidate the
report and go back to the “Verify Import File” page.
19. If there are additional fields that need to be mapped, the software will revalidate data and
highlight those fields that need to be mapped.
20. If you need to edit or delete any sales rows, you can click the Pencil (edit) or Trash Can (delete)
button on the left of the sales row.
21. Once all fields have been mapped and/or edited, you will be able to click “Submit” at the
bottom of the screen to complete your sales upload.
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22. If at any time you need to start over you can click “Restart Upload” at the top of the page.
23. You will see a screen stating the upload has been completed. Simply click on “Finish & Close”
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TO SUBMIT THE IMPORTED ROYALTY REPORT AND PRINT THE INVOICE:
1. Return to the Royalties tab
2. If you have schools with no sales during the period, at this time you will need to mark the box under
“Zero Sales” for the applicable school contract(s).
a. After checking the box, you will need to then apply this to the report by clicking “Apply Zero
Sales”.
3. Once all school contracts have either sales/royalty data or the Zero Sales box marked, you must
submit your report by clicking the “Submit/Close Quarter” button on the bottom right (the same
way you have in the past).
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4. An Invoice will appear in a new window (the same way it has in Trademarx in the past) for you
to print and return with your royalty payment.
a. Note: If an invoice does not appear, please be sure you are allowing pop-ups from
Trademarx.
5. If you need to generate the invoice again at a later date, there is a link to generate the PDF
document on the Royalties tab (go to the desired reporting period/year and click “View” to get
back to the Royalties page for the period).
