To have VENUE SALES reported to Soundscan, two pieces of information are MANDATORY.
First, a completed venue sales sheet (available here) must be submitted. This MUST INCLUDE: name of venue, address--including ZIP CODE, date of performance, name and signature of venue rep. This must faxed to 509-757-8602. Pictures from smartphones tend to come in extremely large via email so fax is rquired. The fax number is an efax account, which converts the files to small data files that can easily be combined with all the other labels' sheets.
If you do not have a fax machine, there are Staples/Office Max/Kinko's/UPS stores in most towns with fax machines available.
Also,you can sign up for an efax account and then send via efax and attach your document(s) to the email. They'll send your fax and deliver fast confirmation. Here are other free faxing options: http://www.makeuseof.com/tag/send-email-fax-machine/
Also, there are plenty of smartphone apps that will fax photos from smartphones.
UNFORTUNATELY, Pictures from smartphones AND attachments will not work.
Second, information from each sales sheet must be formatted into a text entry for submission into SOUNDSCAN'S system. This formatted information must be included in the body of an email or as an attached Word document. A seperate text entry is required for each different show. The text entry has three components. The three components are HEADER, SALES, FOOTER. They are described below:
1. HEADER: includes our account number (52400000735), the date of the Thursday on which you are actually submitting the sales (Not the date of the show), and the venue's five digit zip code.
2. SALES: each different title sold needs its own row. The row will contain the prefix I30 (that's the capital letter "i"), the entire 12 digit UPC barcode of the title sold, and five digits indicating how many units of said title were sold from 00001 to 99999.
If three different titles are sold such as: Anthrax's Fistful of Metal, Armed and Dangerous, and Worship Music, then there would be three different rows of sales. One for each title. Not, one row for each unit sold. If Anthrax only sold four copies of Worship Music, then there would only be one row for this section.
3. FOOTER: This contains a fixed number (9400001) followed by seven digits ranging from 0000001 to 9999999 indicating the total of all units sold. So if Anthrax sold 1 copy of Worship Music, this row would look like this: 94000010000001. If they sold 2 copies of each Worshp Music, Armed and Dangerous, Fistful of Metal, then this row would look like: 94000010000006.
The label must submit the completed venue sales sheets and a notepad/text document containing the sales in the text format as required by Soundscan for submission to firstname.lastname@example.org by 10:00 a.m. (EASTERN STANDARD TIME) each Thursday. That Thursday's email should only contain sheets and data for shows from the following Thursday-Wednesday.
MRI/Megaforce ARE NOT responsible for missing or incorrect Venue Sheets or text entries which cause Soundscan to not properly process submitted sales.
Below displays a visual guide to how to properly format the venue sales for submission to soundscan. If you have any questions after reading the instructions at the link beloew, please send them to email@example.com
You can download the instructions below HERE.