This is a page to explain the basics of the royalty report for Wipf and Stock Publishers.
A. Exchange rate:
a. Unearned advance balance from previous period: If a license has a remaining balance from an advance, please use the exchange rate from the date the advance payment was originally submitted to W&S.
b. Earned Out: If the advance is fully earned out and you are sending additional royalty payments, please use the exchange rate applicable on the day the report is submitted.
B. Publication Details (Pub Date & NYP)
a. Missing Dates: If the publication date is missing, please provide the accurate date.
b. Not Yet Published (NYP): If a title has not yet been published, please mark "Y" in the NYP field for each respective media format.
c. Deadline Extensions: If a book remains unpublished past its contractual deadline, please contact us via a separate email to formally request a publication date extension.
d. Termination Notice: Please be advised that if we do not receive a response and the publication is significantly delayed, the agreement may be terminated due to non-publication without any notice to you.
C. Unearned Advance Balance
Our records for unearned advance balances may not be fully up to date. If you find any discrepancies, please correct the amount and provide supporting documentation. All balances must be recorded in US Dollars (USD) based on the specified exchange rate.
D. Accumulate qty of copies sold
This field should reflect the total cumulative number of copies sold for each specific media format from the initial publication date to the end of the current reporting period.
E. Agreement File
If this field is marked as "No" and if the expiration date for the title has passed, we will proceed to terminate the contract following this reporting period. If you believe the contract is still valid, please provide a PDF copy of the agreement signed by both parties. Unsigned documents will not be recognized as valid contracts.
If a signed contract is unavailable but an advance has been paid, please provide the payment date, amount, and invoice number for our verification.
F. Expiration Date
If the expiration date has passed but the contract includes a one-year automatic renewal clause, we will update the expiration date to the current year and continue with annual extensions thereafter upon we hear from you for such request.
G. Historical Sales Data
a. Previous Reporters: If you have reported sales in the past, please resubmit all previous sales/remittance data and support documents for our system consolidation.
b. First-time Reporting: If you are reporting for the first time, we require complete sales data from the initial publication date.
c. Royalty Calculation: Please review your contract carefully to confirm whether royalties are calculated based on the Retail Price (List Price) or Net Receipts.
d. NYP: If a book (including E-books and Audiobooks) has not been released, please mark "Y" in the NYP field for all relevant formats.
H. Data Accuracy & Corrections
If you identify any missing or inaccurate data, please notify us immediately. Note that a copy of the agreement is required to process any corrections to our database.
If you have been reporting diligently and find your data missing from our list, please do not be alarmed. It is likely a clerical omission during our large-scale data integration. We apologize for any inconvenience. Once this synchronization is complete, future reporting will be significantly more streamlined for both parties. If you have submitted a report very recently, our emails may have crossed; please simply inform us of your recent submission.
I. Looking Forward
Based on the data you provide, we will issue a formalized Sales Report / Payment Instruction. We are confident that this new system will make the sales reporting process more efficient and accurate for you. While the process began slightly later this year, we expect to provide earlier notifications in the coming years once this system is fully established.
We appreciate your cooperation in helping us maintain accurate records and process the royalty report.