order to cash (o2c) - klopotek ag · pdf filemanagement of online subscription products ......

Order to Cash (O2C)

Status: September 2013

PUBLISHER: Klopotek

Amsterdam, Berlin, London, Munich, Paris, Parsippany

[email protected]

Table of Contents

2 Order to Cash (O2C) © Klopotek & Partner GmbH

EN_PS_O2C_1011 (Status: September 2013)

Table of Contents

Product Pool - PPM-S-070/6.0 8

Suppl: Product Pool - "Summary" tab - PPM-Z-270/10.8 16

Attestations, Safety and Maintenance Instructions PPM-Z-280/10.10 17

Suppl: Collective Revision for Products via User Interface - PPM-Z-200/9.2 18

Product Pool Series, Standing Orders, Loose-Leaf Editions, Sets - PPM-S-080/6.0 19

Title Information System - PPM-S-090 / 6.0 20

Product Pool (BSD) (Distribution only) - BSD-S-070/6.0 21

Management of Online Subscription Products - BSD-S-170/8.2 22

Sales Models - BSD-S-160/8.2 23

Suppl: Management of Add-Ons (Inserts) - BSD-Z-100/8.2 24

Import Interface Product Pool - PPM-X-060/6.0 25

Product pool update procedure - GEN-650/9.8 26

Product MBS Adaptor family - MBS-020/8.5 27

XML Export Product Pool - WEB-110/8.4 29

PPM catalog function (incl. product selection and XML Export Product Pool for restricted use

for catalog creation) - PPM-S-085/6.0

31

Digital Asset MBS Adaptor family - MBS-030/8.8 33

Customer Pool (BSD) - BSD-S-040/6.0 34

Quotas - BSD-Z-180 / 10.11 38

Customer Information System - BSD-S-030 / 6.0 39

Order and Document History in the Customer Information System (BSD) - BSD-Z-190 / 10.11 43

Customer MBS adaptor family - MBS-160/9.12 44

Web Services Customer Pool - WEB-120/8.4 45

Book Order Fulfillment - BSD-S-010/6.0 46

Real-time Order Calculation and Credit Card Authorization - BSD-S-065/6.5 50

Credit Card Authorization - BSD-Z-045/6.5 52

Credit Card Number Encryption - BSD-Z-130/10.4 53

Table of Contents

© Klopotek & Partner GmbH Order to Cash (O2C) 3


Provide Order for Distribution in the "Orders" Module - BSD-S-190/10.4 54

Internal consignment settlement - BSD-Z-170 / 10.11 55

Order Fulfillment and Invoicing for Standing Orders and Series - BSD-S-120/6.0 56

Order Fulfillment and Invoicing for Loose-Leaf Editions - BSD-S-130/6.0 57

Order Fulfillment and Invoicing for Sets - BSD-S-140/6.0 58

Order Fulfillment and Invoicing for Period Models - BSD-S-150/6.0 59

Suppl: Generating Orders (Direct Delivery, Duplication, Reversal) - BSD-Z-020/6.0 60

Suppl: Profile Standing Orders (General Standing Order Fulfillment) - BSD-Z-060/6.0 61

Web Services Book Orders - WEB-130/8.5 62

Web Services Credit Card Authorization - WEB-170/8.5 63

Web Shop Calculation (BSD) - WEB-180/9.8 64

Sales Data MBS Adaptor family - MBS-050/8.5 65

Online Subscription Management - ONL-S-010/9.0 66

Online Subscription - Account Management - ONL-S-020/9.0 67

Online Subscription MBS Adaptor family - MBS-090/9.0 68

Book Invoicing - BSD-S-020/6.0 69

Order Overview and Invoicing Release - GEN-680 75

Suppl: Order Processing and Invoicing per Contractor - BSD-Z-120/9.5 76

Suppl: Agency Settlement for Publishers - BSD-Z-150/9.12 77

Suppl: Processing Purchase Orders (Supplier Orders) - BSD-Z-090/7.1 78

Suppl: Shipping Unit Formation by Volume and Shipping Container Definition - BSD-Z-050/6.0 83

Suppl: Combined Shipping - BSD-Z-080/6.0 84

Stock Accounting - BSD-S-050/6.0 85

Warehouse Management - BSD-S-060/6.0 86

Stock Valuation at Reprint Level - GEN-100/7.8 87

Warehouse MBS Adaptor family - MBS-110/9.5 88

Suppl: Costs Statement Evaluation (Periodic Statement, Break Even Analysis) - PPM-Z-

030/6.0

89

Suppl: Online Postings in Cost Statements - PPM-Z-040/6.0 90

Table of Contents



Settlement of Representative's Commission - BSD-S-110/6.0 91

Suppl: Accounts Receivable in the Customer Information System - BSD-Z-030/6.0 92

School Teacher System (General) - GEN-060/6.7 93

School Teacher System (Standard Variant) - New Business Partner Creation and

Assignment - GEN-060/6.7

94

School Teacher System (Standard Variant) - Business Partner with the Role School -

GEN-060/6.7

95

School Teacher System (Standard Variant) - Business Partner with the role teacher -

GEN-060/6.7

96

School Teacher System (Extended Variant) - Business Partner Creation and Assignment -

GEN-060/6.7

97

School Teacher System (Extended Variant) - Business Partner with the Role School -

GEN-060/6.7

98

School Teacher System (Extended Variant) - Business Partner with the Role Teacher -

GEN-060/6.7

99

School Teacher System - Inspection Copies - GEN-060/6.7 100

School / Teacher ViewPoint - GEN-450/8.4 101

BSD Customer ViewPoint - BSD-S-180/8.4 102

Product ViewPoint - PPM-S-150/8.4 103

Publishing Statistics Data & Procedures (BSD Introductory Package) - BSD-S-080/6.0 104

Publishing Statistics Data & Procedures (BSD Package 1) - BSD-S-090/6.0 105

Publishing Statistics Data & Procedures (BSD Packages 2) - BSD-S-100/6.0 108

Saving Report Parameters - GEN-030/6.0 110

Suppl: Order Receipt Statistics (Data, Derivation Procedures and Reporting) - BSD-Z-010/6.0 111

Consignment Handling - BSD-X-230/8.4 112

Export Interface for Electronic Data Interchange, e.g. EANCOM - BSD-X-200/7.1 113

Export Delivery and Print Data - BSD-X-240/9.5 114

External Shipping System Interface - BSD-X-070/6.0 115

Print Procedures (Documents, Stock Pick-Slips, Letters) - BSD-X-010/6.0 116

Suppl: Database Reorganization - BSD-Z-075/6.7 117

Table of Contents



Export Interface Costs of Sales - GEN-110/7.8 118

Book Sales Interface Package - SAP-010/7.8 119

E-Invoicing for BSD - GEN-250/8.3 120

Import Interfaces Sales System North America (KNA_I_STAT) - PPM-X-210/8.5 121

Costs Statement Royalties Accrual Export Interface - BSD-X-220/8.5 122

Suppl: Dashboard - IAP-Z-080/10.0 123

Web Services Dashboard App - WEB-210/10.0 124

Suppl: Notification System - PPM-Z-020/6.0 125

Suppl: Quick Search - IAP-Z-090/10.0 126

Suppl: Digital Asset Management (DAM) - IAP-Z-100/10.0 127

Suppl: Quick Connect - IAP-Z-110/10.0 128

Customer Pool (JSD) - JSD-S 080/6.0 129

Publication Pool for Distribution (Prices) - JSD-S-090/6.0 130

XML Export Publication Pool - WEB-140/8.4 132

Journal Order Fulfillment - JSD-S-030/6.0 133

Bundle Products - Top Down Bundling - ONL-S-030/9.1 136

Bundle Products - Bottom Up Bundling (Pick and Choose) - ONL-S-035/10.8 138

Supplemental Offers - ONL-S-040/9.1 139

Upgrade Function for Subscriptions (ONL-S-050 /10.8) 140

Subscription MBS Adaptor family - MBS-100/8.3 141

Suppl: Journal Insert Management - JSD-Z-010/6.0 142

Suppl: Linked Subscription Products - JSD-Z-035/6.0 143

Suppl: Price Optimization (incl. Student Prices) - JSD-Z-070/6.0 144

Suppl: Promotional Shipment (Delivery for External Publishers) - JSD-Z-090/6.0 145

Suppl: Evaluation Option - JSD-Z-040/6.0 146

Suppl: Collective Revision - JSD-Z-033/6.0 147

Suppl: Shipping Pool - JSD-Z-050/6.0 148

Suppl: Promoter Pool and Management - JSD-Z-100/6.0 149

Table of Contents



Suppl: Online Usage (Import of Online Usage, Invoicing, Accruals) - JSD-Z-120/8.0 150

Journal Invoicing - JSD-S-050/6.0 151

E-Invoicing for JSD - GEN-260/8.3 152

Web Services Journal Orders - WEB-150/8.5 153

Web Shop Calculation (JSD) - WEB-190/9.10 154

Suppl: Agency Settlement for Publisher - JSD-Z-150/9.10 155

Journal Distribution - JSD-S-040/6.0 156

Link to BSD Stock - JSD-S-085/6.5 157

Suppl: Delivery by Issue (Wholesalers) - JSD-Z-030/6.0 158

Suppl: Optimization of Postage and Shipping Method - JSD-Z-060/6.0 159

Suppl: Continuing BSD Basic Edition Delivery as Journal Subscription - JSD-Z-080/6.0 160

Settlement of Representative's Commission - JSD-S-140/6.0 161

"My Tasks" - JSD-S-150/6.0 162

JSD Customer Information System - JSD-S-070 / 6.0 163

Journal Information System - JSD-S-160 / 6.0 164

JSD Customer ViewPoint - JSD-S-170/8.4 165

Publication ViewPoint - JSD-S-180/8.4 166

Publishing Statistics (JSD) (Data Basis and Procedures) – JSD-S-110/6.0 167

Publishing Statistics (JSD) Reporting (Package 1) - JSD-S-120/6.0 168

Publishing Statistics (JSD) Reporting (Package 2, Additional to Package 1) - JSD-S-130/6.0 171

Saving Report Parameters - GEN-030/6.0 174

Subscription Lists - JSD-S-020/6.0 175

Accruals - JSD-S-010/6.0 176

Suppl: Export Interface Deferred Revenue - JSD-Z-130/8.0 177

Suppl: Change in Quantity Statistics - JSD-Z-110/6.0 178

Suppl: ICEDIS Interface - JSD-Z-020/6.0 179

Subscription Export Format ICEDIS - JSD-X-110/9.10 180

Table of Contents



Printing Procedures (Documents, Enclosures) - JSD-X-090/6.0 181

Journal Sales Interface Package - SAP-020/7.8 182

Multi LCL (Language, Currency, Location) - GEN-580/10.2 183

Product Pool - PPM-S-070/6.0




Versions

• Versions, editions, title reprints and deliveries

• Differentiation between versions by version type, (hardcover, paperback, special version etc.) or

by regional descriptions

• Version overview

• Hierarchical presentation of the versions/editions linked to the title

• Grouping product versions and editions as works

• Handling of non-physical products (e.g. electronic products) and physical, non-stocked products

(e.g. bookmarks)

• Structured according to proprietors, company groups, publishers, divisions and subject groups

• Complete incorporation of all bibliographic data, including bibliographical information on binding

and specifications of the version in the catalog

• Filing of title data in multiple languages

• Series affiliation

• Management of defined inter-product relationships at version level




• Edition-related historization of title, text and originator data

• Flexible specification of the fields to be synchronized for products in the same version family

• Highlighting of the synchronized fields

• Exporting parallel versions: Restriction to editions with identical edition numbers

• Use of product templates or user-defined specifications to copy base product data

• Modification history: display of logged product pool and production modifications

• Automatic generation of keywords from the title, subtitle, short title and descriptive text boxes

• Catchwords for title registration export

• Preview, publicity and marketing texts, contents descriptions, details concerning competing

products, internal notes

• VAT dependent on the country of origin and the medium

• Display of assigned marketing activities and product selections on a separate tab

• Sales tax calculation for the USA and Canada

• Import American tax tables via Web Application Server

• Settings for distribution handling, GTIN-Code determination

• Integration in CCM’s transaction management at the version and edition level

• Individual customer tab for viewing and editing products at version, edition and reprint level

• XML-based export of product data to Excel

• Multi-location: units of measure (weights and lengths), delivery status, prices. Replacement

products, product discount groups, unit costs and schedule templates

• SIU units of measurement system (système international d'unités) or US standard




Editions

• Manual or automatic allocation of ISBN (within pre-defined number ranges)

• ISBN validation

• Allocation of order numbers

• Publishing dates, shipping status

• Seasonal articles flag to provide sales support for seasonal sales: products are held back until a

defined date and then shipped in a bundle relevant to the particular seasonal sale.

• Planning editions, print runs, reprints and sales

• Title registration using the international ONIX standard format

• Distribution information (replacements, notes, holds etc.)

• Production costs for stock evaluation of finished and semi-finished stock

• Comprehensive design features at reprint level

• Display of the production status for reprints

• Extended calculation on customized Excel® spreadsheets

• Automatic issue of DOI (Digital Object Identifier)

Print runs

• Management of deliveries for (re)print runs (print run is received in deliveries on different dates)




Stock allocation

• Stock reservation independent of orders on hand

• Reservations including planned stock

• Allocation of stock independent of order priority

Prices

• Complete price history for all price types and currencies

• Edition-specific and period-related prices




• Gross, net and approximate prices

• Scale, group and special prices

• Automatic creation of foreign currency prices (of individual and quantity prices)

• Setting to adjust the extent to which the foreign currency price is dependent on the base price

• Period of validity for the assignment of a product to a price group

• Price synchronization to simplify product administration

Originator

• Quick recording of new originators in the address pool

• Adjustable types of originator

• Originator data log

• Version or edition related display of originator

• Tool for updating outdated addresses for all of the selected products/series




Contracts

(Contract Management license required)

• Display of all contracts applicable to the title

• Relationship to contracts (author contracts, editor contracts, translator contracts etc.) via an

integrated search option within the contract inventory

• Direct access to contract processing

• Creation of contracts from the product pool

Planning

Two different views for planning sales volume:

• For trade publishers

– Planning of sales quantities for each edition per distribution channel and year as well as

monthly

– Differentiation by pending orders, post-publication orders and complimentary copies

– Transfer of the planned sales volume to the "Production" module

• For academic publishers

– Planning of sales quantities per distribution channel for first printings and total edition

– Assignment of the planning data to an edition or a Digital Asset Collection (DAC)

– Transfer of the planned sales volume as product data and to the technical calculation in the

"Production" module




Classification

• Multi-level classification via freely definable categories and types

• Specification of value quantities and blank input fields

• Product Pool classification at version and edition level

• Freezing classifications (to prevent alterations)

• Predefined classifications based on combinations of publisher, division and subject group

• Assignment of user groups to classifications




Schedule

• Project development and control via time schedules

• Schedule Templates

• Targets, execution data, reminder data

• Task projection for each staff member and department

• Schedule management at version and edition level

Links und Texts

• Links as references to product files or URLs

• Product texts (content, comments, memo and quotes), optionally in HTML format

• Output of texts and links for XML, embedded in the catalogue via style sheets

Suppl: Product Pool - "Summary" tab - PPM-Z-270/10.8



Suppl: Product Pool - "Summary" tab - PPM-Z-270/10.8

An extensive range of product attributes from other tabs in the product pool are provided in aggregated form

on the "Summary" tab. This enables you to edit the data in a central location rather than needing to switch

between tabs.

The "Summary" tab provides a large number of data elements and options. These are boxes and options for

data from the version, edition and reprint levels.

• Values which can be modified directly on the "Summary" tab

• Values which can only be viewed on the "Summary" tab

• Links to tabs where you can enter complex values (e.g. data on originators)

• Simplified price management on the "Summary" tab

• Options for editing product data (e.g. "Generate ISBN")

If you have a license for the "UI Configurator" (GEN-230) product, your system administrator can rearrange

or hide boxes on the "Summary" tab.

Attestations, Safety and Maintenance Instructions PPM-Z-280/10.10



Attestations, Safety and Maintenance Instructions

PPM-Z-280/10.10

For non-book products, it may be necessary to manage additional information on product characteristics

(e.g. quality seals, and safety or maintenance instructions). This information is addressed to the consumer or

is necessary for production / catalog creation.

• Manage additional product information as product notices.

• Create text modules for product notices in different languages and then use them in different

products.

• Save graphics (e.g. quality seals) via "Digital Asset Management".

• Automatically copy and synchronize product notices.

• Export product notices in XML format in different languages using the Klopotek export

procedures

• Export saved graphics as URLs.

Suppl: Collective Revision for Products via User Interface - PPM-Z-200/9.2



Suppl: Collective Revision for Products via User Interface -

PPM-Z-200/9.2

• Collective revision of responsibilities and staff members: replace, add to and delete

responsibilities and staff members for selected products and projects

• Collective revision of classifications: replace, add to and delete categories and values for

selected products

• Collective revision of publisher, division, subject group: replace publisher, division and subject

group for selected products

• Available in results list for products and product selection

Product Pool Series, Standing Orders, Loose-Leaf Editions, Sets - PPM-S-080/6.0



Product Pool Series, Standing Orders, Loose-Leaf Editions,

Sets - PPM-S-080/6.0

• Definition of series and processing models (loose-leaf, reference works, period)

• Management of order series and bibliographic series

• Structure of product hierarchies

• Creation of single-level and multi-level sets (sets in sets)

• Assign products and sets to sets. Set components can be output in product selection

• Multi-level sets: control price and discount calculation, warehousing, and presentation of each

set level on documents

• Sales tax split for sets according to standard prices or production costs per unit

• Proprietor wide title assignment to series and sets is possible

• Management of series texts (Contents, Comments, Internal Notes)

• Searching for series via one-off products

• Searching for products belonging to series

• Series structure and set structure accessible from the "Products" and "Series" modules, and as a

tool

• Prerequisite for the implementation: license for Product Pool

Title Information System - PPM-S-090 / 6.0



Title Information System - PPM-S-090 / 6.0

• Compact information display of the most important title, design, and distribution information for

the edition

• Stock is differentiated by warehouse and stock type and is sorted according to finishing and

quality states

• Sales are differentiated into normal and special sales for each year; display of unbilled

shipments, returns, unsold copy quotas and balanced sales

• Sales revenue is differentiated into normal and special sales for each year; display of credit

notes and quotas as well as balanced sales revenue

• Choice of display either for an entire version or for single editions

• Detailed display, choice between by month or by order-type

• Different views of the invoiced sales and sales revenue for products

– Compare different periods across several years

– View sales and sales revenue per month / day for a particular year / month

– View total sales or sales revenue for a single product

– View the customers with the most sales

• Prerequisite for the implementation: licenses for publishing statistics data & procedures (BSD

Introductory Package), stock accounting and warehouse management (for comprehensive stock

information)

Product Pool (BSD) (Distribution only) - BSD-S-070/6.0



Product Pool (BSD) (Distribution only) - BSD-S-070/6.0

Product Pool, "Distrib." tab

• Versions, editions, reprints

• Pricing by edition or period in various price types and currencies

• Price groups and scale prices

• Information on pricing on shipment and book rates

• Distribution notes

• Constraints on distribution rights for countries or country groups

• Flagging first editions and following editions (optional) as new titles

• Inserts (charged and not charged)

• Creating sets; versions of sets

• Packaging units

• Deadline for acceptance of returns

• Products with several valid prices for different target groups

• Maximum discount definition

• Suppressing notification for document recipients

• Prerequisite for the implementation: license for Product Pool

Management of Online Subscription Products - BSD-S-170/8.2



Management of Online Subscription Products -

BSD-S-170/8.2

Product Pool, Online Subscription Product

• Sales products with their own data structure

• Available in the product pool

• Duration, renewals and history

• Not physically shipped (= fixed term access to online content)

• Sent to e-mail address

• No version, edition, reprint, year or volume structure

• Allocation of ISBN and order numbers, VLB registration

• Can be ordered via BSD order management

• Own price structure

• Definable add-ons

• Definable renewal and attendant actions that initiate a transaction

• Flat rate price for settling online subscriptions

• Regular settlement for a fixed period

Sales Models - BSD-S-160/8.2



Sales Models - BSD-S-160/8.2

Combination of different products (pay-and-go products, online subscription products) and product groups

• Unrestricted sales model

– Loose combination of products with a common order number

– Appropriate product combination from a marketing point of view

• Restricted sales model

– Special terms (prices, discounts) for standard orders

– Assignment to the marketing activity via which the sales model in the order can be ordered

• Creation of sales model variants

• Product groups

• Discount calculation, discount models

Suppl: Management of Add-Ons (Inserts) - BSD-Z-100/8.2



Suppl: Management of Add-Ons (Inserts) - BSD-Z-100/8.2

• Recording and automatic shipment of products ("Add-Ons") in addition to the ordered product on

specified terms

• Possibility of defining several, even identical add-ons for products, product groups and marketing

activities

• For marketing purposes and as chargeable additional products

• Add-on processing for normal orders, pro formas, offers

• Differentiation between necessary and optional add-ons by means of defined relations between

the ordered product and the add-on

• Transfer the relationship between the ordered product and the add-on to the order receipt

statistics

• Definition of different add-on terms according to which an add-on is delivered with an ordered

product

• Automatic check of order lines with the same product to avoid an overrun of the maximum add-

on quantity

• Limitation of add-ons for standing orders (add-ons are excluded in the order)

• Terms for add-ons are considered during invoicing and real-time calculation

• Definition of text modules to be used for the covering letter for an ordered product

• Customer-specific set-up regarding the number of text modules and language used for different

types of letter

Import Interface Product Pool - PPM-X-060/6.0



Import Interface Product Pool - PPM-X-060/6.0

• "FCB PRD Product import (PRDIMP2)" batch procedure for importing product data into the

Klopotek system via a general interface

• Conversion of the source data from external systems by means of mapping with the Klopotek

interface structure

• With the "Product pool update procedure [➙ 26]" license (GEN-650/9.8), the batch variant "FCB

PRD Import/update (PRDIMP2UPD)" can be configured so that attributes of particular product

areas can be updated by means of a Replace function.

– If the Replace function is activated for a product area, the existing values for the product are

deleted completely and replaced by the values from the corresponding interface table.

– The values for selected attributes can be updated during batch processing by the "Product

update (PRDUPD)" batch procedure.

Product pool update procedure - GEN-650/9.8



Product pool update procedure - GEN-650/9.8

• The product update procedure supports business models under which users work with the

current product and series data in the Klopotek system, but this data is not the master data.

Synchronization is maintained between two or more systems.

• JAVA-based "Product Update (PRDUPD)" batch procedure enables updates to numerous

product and series attributes during processing of the standard product import interface:

– Update or delete of the existing value for an attribute as flagged in the interface

– The "Product Update (PRDUPD)" batch procedure processes the entire product structure

(with all its editions and reprints) and only updates the relevant product components. This

enables it to update the prices for a product without updating the version and edition data for

the product.

– The "Product Update (PRDUPD)" batch procedure started as part of the product import.

– Prerequisite for use: "Import Interface Product Pool" (PPM-X-060) license

• Semantic validation rules used to check values:

– Validity of a specific combination of attribute values (e.g. publisher/division/subject group)

– Comparison of the new values for the product with the old values (e.g. a set product cannot

be converted to a normal product).

Product MBS Adaptor family - MBS-020/8.5




Product Adaptor (OUT)

The message published by this adaptor contains a product’s main data set, including:

• sets, linked to the actual product and in a separate product message with the sets product list

• series, linked to the current product and in a separate product message with the series product

list

• parallel versions, linked to the current product

• related titles, linked to the current product

• text information for marketing purposes , blurbs, table of contents etc.

• classification information, like market restrictions and web codes

• price information about the product

Changes to the product will trigger the product adaptor to export the data set.

Product Series Adapter (OUT)

The message published by this adaptor contains a series’ main data set, including:

• series, linked to the current series

• products linked to the current series

• text information for marketing purposes , blurbs, table of contents etc.

• classification information, like market restrictions and web codes

Changes to the product series will trigger the product series adaptor to export the data set.

Product Classification Adaptor (OUT)

The message published by this adaptor contains the classification scheme for product classification.

Changes to the product classification will trigger the product classification adaptor to export the data set.

Product Price Adaptor (OUT)

The message published by this adaptor contains:

• price data

• a reference to the product

• product classifications

Changes to the product price will trigger the product price adaptor to export the data set.




Product Classification Adaptor (IN)

The message expected for this adaptor contains:

• product classification information according to the classification scheme

• a reference to the product

at edition level.

Product Import Interface Adaptor (IN)

The message expected for this adaptor contains new product data.

The system automatically saves this data in the product import interface.

Product Link Adaptor (IN) (as of Version 9.5)

Every product can have external references, so called "links", which are maintained on the "Links" tab in the

product pool. With this adaptor, you can import links from external systems. The external link is imported and

written to the product pool.

The adaptor supports three import modes:

• creation of new links

• alteration of existing links

• deletion of existing links

XML Export Product Pool - WEB-110/8.4




Use this tool for

• selects and provides product pool data for sales and marketing

• automated supply of product data to publishing web sites and publisher-owned web shops

• providing product pool data for external Internet shops and Internet booksellers even in the ONIX

for Books format

• defining individual export interfaces for various data recipients

• flexible conversion and formatting (for example, in tagged TXT or XLM formats) using XML and

XSL

XML interface

• provides product based data from the Klopotek product pool (as in PPM)

• includes products and series that exportable products are assigned to

• supplies the export data in a detailed XML structure (documentation is available separately)

• available as an individual interface batch procedure

Functional overview

Individual interface definition:

• flexible batch description:

– defines individual selections with SQL and additional restricting standard criteria

– individual configuration settings for export

– defines individual interface properties

• individual conversion with XSL

• variable serialization of the XML data, e.g. in files with file names automatically issued on the

basis of the date and a time stamp

• difference exports on the basis of the last export

• automatic execution, e.g. with UC4 or an operating system scheduler (see also XML Export

Service)




Data space

• Product and series data that references sales, marketing and catalog production is exported in a

logically structured, detailed XML data structure.

• Along with bibliographic data, the export contains details on the originators, prices, texts,

classifications, print runs, schedules, linked objects and more.

• A description of this interface is available separately and is updated in accordance with the

export enhancements.

Requirements for use

• Java VM with access to the MEX database

• the appropriate MEX version 6.7 and higher

Product pool schema

• is available as a separate document

PPM catalog function - PPM-S-085/6.0



PPM catalog function (incl. product selection and XML

Export Product Pool for restricted use for catalog creation) -

PPM-S-085/6.0

Use this tool for

• selecting and supplying product pool data for sales and marketing

• the automated supply of product data to publishing web sites and publisher-owned web shops

based on selection profiles

• providing product pool data for external internet shops and internet booksellers even in the ONIX

for Books format

• providing data for the production of catalogs and other marketing materials and generation of

individual interface formats

• flexible conversion, sorting, filtering, grouping, layout preparation and formatting (for example,

directly into HTML or TXT) using XML and XSL

XML interface

• provides product based data from the Klopotek product pool (as in PPM)

• includes products and series that exportable products are assigned to


• available in combination with PPM

Functional overview

Individual product selection and catalog functionality within the PPM online user interface.

• individual product selection definition within PPM

• individual changes to the search results

• UI-supported, individual configuration settings for export

• search profile management

• standard XML export from PPM or optional additional data conversion with XSL within the

standard PPM functionality

• individual conversion of the XML data

• automatic execution of a predefined export profile in the user interface, e.g. with UC4 or an

operating system scheduler (see also XML Export Service)

PPM catalog function - PPM-S-085/6.0



Data space

• product and series data that references sales, marketing and catalog production is exported in a

logically structured, detailed XML data structure.

• along with bibliographic data, the export contains details on the originators, prices, texts,

classifications, print runs, schedules, linked objects and more.

• a description of this interface is available separately and is updated in accordance with the

export enhancements.




Product pool schema


Digital Asset MBS Adaptor family - MBS-030/8.8



Digital Asset MBS Adaptor family - MBS-030/8.8

DAC Product Adaptor (OUT)

The message published by this adaptor contains digital asset collection (DAC) information for the product,

including general DAC information and information about the related products.

Changes to the products belonging to the DAC will trigger the DAC product adaptor to export the data set.

DAC Contribution Adaptor (OUT)

The message published by this adaptor contains digital asset collection (DAC) information for the

contribution, including general DAC information and information about the related contributions.

Changes to the contributions belonging to the DAC will trigger the DAC contribution adaptor to export the

data set.

DAC Series Adaptor (OUT)

The message published by this adaptor contains digital asset collection (DAC) information for the series,

including general DAC information and information about the related series.

Changes to the series belonging to the DAC will trigger the DAC series adaptor to export the data set.

Customer Pool (BSD) - BSD-S-040/6.0




• Main Customer Pool based on the general Business Partner Management (International Address

Pool)

• Customer code and customer type, modification history

• Shipping and invoice addresses

• Payments due and payment methods (incl. SAN (standard address number))

• Discount structures per customer for products, product discount groups and order types

• Special discounts per division or subject group

• quantity or value oriented customer discount models

• Sliding discount model taking into account the order history

• Customer-specific special prices per product

• "Exporter" code is transferred to the financial accounts system (SAP) for evaluation purposes

• A price list is assigned to each customer

– Assignment of a price to a price list




• Standard terms per medium

• Standard shipping methods dependent on weight scales

• Schedule code for invoice and shipment

• Notes for the order processing

• Representative and wholesaler assignment

• Automatic allocation of customer and account numbers

• Terms specific to proprietors and company groups

• Modification history

• Grace period

• Generation of more than one pro forma with the same document number

• Deposit account: Pre-paid account for settling selected order lines

• Inventory labels




• Customer hierarchies, warehouse structures

• Central account holds and medium terms also valid for branches

• Management of collective shipping dates

• Parking according to value or weight

• Automatic issue of GTIN-Code

• GTIN-Code on documents

• Setting to define which terms and prices are printed on documents




• Product range restrictions: specification of which products a customer may or may not order

• Specifications are automatically taken into account when processing orders and invoicing

Quotas - BSD-Z-180 / 10.11



Quotas - BSD-Z-180 / 10.11

• Assign customers to quota groups

• Assign products to quota groups

• Reserve stock independent of orders on hand and / or planned production quantities by

specifying a quota

• Stock can be reserved before it enters the warehouse

Customer Information System - BSD-S-030 / 6.0




• Compact info-display of the most important customer pool data; shortcut access to customer

data for editing

• Display of sales and sales revenue: annual and monthly sales and sales revenue by company

group, publisher and division, or by medium differentiated with respect to sales, credit notes and

balance; credit note rate




• Different views of the invoiced sales and sales revenue per customer

– Compare different periods across several years

– View sales and sales revenue per month / day for a particular year / month

– View total sales or sales revenue

– View the products with the most sales ("Bestseller list")

• Display of invoice lines: activity number, document date, document number, quantity, product

number, short title, order type, price type, price, discount, net sales revenue; invoice document

displayed by double-click a shortcut to product information display




• Standing orders: publisher, order type, order number, order date, order reference, series

abbreviation, series short title, quantity and bonus copies, shipment recipient, order start date,

order end date, reason for cancellation; order processing access by double-click; shortcuts for

order cancellation and for customer change

• Version overview for standing orders: version date, quantity, order type, order date, order

reference, series abbreviation and series short title

• Pending order lines: activity number, quantity, bonus copies, order type, order number,

ISBN/order no., short title, order date, order reference, shipping date, consolidation code,

message date, message text; order processing access by double-click; shortcuts to order

cancellation, to customer change and to product information




• Account information: account number/origin, document type, document number, document date,

currency, unpaid item (amount), due date, last entry, reminder level (separate license debit

accounts info)

• Prerequisite for implementation: license for publishing statistics data & procedures (BSD

Introductory Package)

• View the customer's product range restrictions (specification of which products a customer may

or may not order)

• Specifications are automatically taken into account when processing orders and invoicing

Order and Document History in the Customer Information System (BSD) - BSD-Z-190 / 10.11



Order and Document History in the Customer Information

System (BSD) - BSD-Z-190 / 10.11

"Customer Info" tool:

• Centralized information on all the transactions generated by the invoicing procedure which led to

the creation of a document / customer notification

• Information for each order line in list form

• Linked to an integrated archiving system by means of "Jump Out" functionality

Customer MBS adaptor family - MBS-160/9.12



Customer MBS adaptor family - MBS-160/9.12

Customer Deposit Account adaptor (OUT)

Using the "Customer Deposit Account adaptor (OUT)", you can forward data on deposit accounts (account in

which an initial deposit is made from which subsequent purchases are debited) to an external delivery

system.

The message output by this adaptor contains

• Information on a new or modified deposit account belonging to a customer.

• When an account falls below a configurable minimum threshold, the adaptor sends an e-mail to

the respective customer.

Web Services Customer Pool - WEB-120/8.4



Web Services Customer Pool - WEB-120/8.4

Functional overview

• for BSD, JSD or ASM customers

• generates a customer pool item for an existing business partner

• creates new business partners with the "Customer" role in connection with standard terms

• creates new credit card information as a component of the customer pool data

• identifies customers using a business partner or customer number

• modifies the address information for a customer (see Web Services Address Pool)

• modifies standard usages (main address, invoice address, delivery address)

• modifies credit card information as a component of the customer pool data

• access to customer data for customer group-specific control of web workflows

• setting that determines whether a transaction is created in the sales and distribution system

when a new customer is created

• provision of complete data (full deduction) or differential data (delta)

Book Order Fulfillment - BSD-S-010/6.0




Recording and editing of single and standing orders

Single orders

• Single orders

• Orders for packing units

• Representative orders

• Complimentary copy orders

• Management of pending orders, back orders and reservations

• Fixed stock reservation

• Invoices, pro formas and credit notes for display and further processing in the dialog

• Order confirmation / offers via e-mail

• Controlling first release, including selection option for pending positions and price update for real-

time order calculation

• Generating marketing activity orders and default setting for advertised products

• Controlling via order types




• Variable shipping and invoice dates, prior deliveries

• Grace period days or fixed grace period date

• Invoice and shipping addresses differ on order

• Entry and evaluation of destination countries for products from exporters

• Modifying all terms per order

• Minimum orders and minimum order amounts, reduced value surcharge

• Availability checking and marking the product per line

• Referencing marketing activities per order line

– Automatic recognition and assignment of matching marketing activities

• Issue number and security code checking of the credit card for the order, customer and real-time

order calculation

• Checking for double orders and active standing orders

• Flexible control of delivery hold and credit limit

• Customer info opens if a customer exceeds the credit limit when creating a new order or opening

an existing one

• Orders for 1st class and 2nd class stock

• Bonus copies

• Individual covering letters for products

• Supports BCA statement, automatic debiting and credit card statement, clearing houses

• Statement for non-product related fees, e.g. service statements

• Processing of electronic orders (EDI – Electronic Data Interchange)

– BWA (only in Germany), EANCOM, TRADACOM and BISAC SCEDI

• Order entry for one-off products and online subscription products

Document display

• Display of all documents (invoices, delivery notes, credit notes, shipping units and positions)

• Initiating sequential transactions (reverse postings)

• Creating a replacement document after reverse posting

• Supporting complaints processing

• Two tax amounts for document lines with products containing different media

• Shipping and delivery service information (carrier)

• Document copies with process history

• Possibilities to access reminder processes of the financial system




• Law adjustment regarding service provision for German publishers with German customers

(invoice documents used as delivery notes)

• Settling documents is controlled by financial accounting system

• Importing document information from financial accounting system into Klopotek's system

• Exporting questionable invoices from Klopotek's system into the financial accounting system

Credit Notes

• Assigning returns to invoices

• Accepting terms from invoices

• Free recording without assignment

• Determining terms analogous to invoice

• Automatic reduction and cancellation of standing orders

• Automatic creation of returns credit notes with reference notes and date

– Credit notes for previous editions

• Handling charge percentage specific to a company group

• Credit notes, either as a return or reverse posting in the statistics

• Credit notes for bonus copies and lines that are not charged

• Limiting the maximum credit quantity and the maximum credit note amount




Order and credit note authorization

• Automatic holds specified for orders or credit notes

• Orders or credit notes on hold are not processed

• Credit note and order authorization processes can be set up separately for:

– orders or credit notes

– order or credit note value

– order type

– payment type

– payment method

• Explicit authorization by authorized user

Real-time Order Calculation and Credit Card Authorization - BSD-S-065/6.5



Real-time Order Calculation and Credit Card Authorization -

BSD-S-065/6.5

• Real-time order processing

• Order information available in real-time

• Order calculation at line and order level

• Saving invoicing results including all terms

• Credit card authorization (separate license)

• Show delivery value for order lines that are available and those that are not available

• Use of a web-based service to calculate shipping costs for several shipping methods

Real-time Order Calculation and Credit Card Authorization - BSD-S-065/6.5



• Availability check

Product identification/routing, sets, product information and stock amount/product status are

called up and checked.

• Add-ons (inserts)

Defined add-on products (inserts) are automatically added to the order via the new "Add-On

Management" component and incorporated into the calculation.

• Price calculation

Determination of the (sales) tax rate as well as the current price.

• Discount calculation

Discount calculations on the basis of discount models and calculation of bonus copies.

• Shipment

Calculation of shipping costs depending on the flat rate or standard model.

• Document separation

Generation of invoices as internal preliminary documents if the order is paid by credit card or

assignment of order lines to a logical document that is later turned into a real one.

• Credit limit check

Check to determine whether the credit limit has been exceeded.

• Stock reservation

Reservation of necessary stock for each available order line.

• Prerequisite for add-ons: "Add-on (inserts) management" license

• Prerequisite for credit card authorization: Credit Card Authorization license

Credit Card Authorization - BSD-Z-045/6.5



Credit Card Authorization - BSD-Z-045/6.5

Interface for immediate authorization of credit card transactions for real-time order calculation

• Authorization is either carried out by the real-time order calculation or the invoice batch

procedure

• Authorization per invoice

• Reversing authorizations for order

• Postponement of processing for documents with credit card payment when customers credit limit

is exceeded and payment has not yet been authorized

• Issue number and security code checking of the credit card

• Automatic check and authorization of order lines with expired authorizations

• Import and export of external authorization numbers in place of credit card and bank information

for authorization of payment method

• Prerequisite for the implementation: license for Real-time Order Calculation

Credit Card Number Encryption - BSD-Z-130/10.4



Credit Card Number Encryption - BSD-Z-130/10.4

• Encryption or masked storage of credit card numbers in database tables and files in accordance

with the Payment Card Industry Data Security Standards (PCI)

• Masking of credit card numbers with asterixes in the user interface

• Masking of credit card numbers and CVC numbers (Credit Validation Code) in database tables

and export files

• Masking of credit card numbers when exporting via interfaces

• Import only masked or encrypted credit card numbers into the database

• Save only masked or encrypted credit card numbers into the database

Provide Order for Distribution in the "Orders" Module - BSD-S-190/10.4



Provide Order for Distribution in the "Orders" Module -

BSD-S-190/10.4

• Distribution of orders immediately after receipt in the warehouse

• Direct order processing and processing of all the order lines via an option in the user interface

• Run through the entire invoicing process with running the regular invoicing procedure

• Create print ready documents for the delivery:

– delivery notes

– invoices

– pick slips

– shipping units with related shipping unit lines

– delivery document stacks (multiple) for each order; mark as "urgent delivery" for immediate

dispatch

• Automatic assignment of order documents

• Automatic generation of stock entries

Internal consignment settlement - BSD-Z-170 / 10.11



Internal consignment settlement - BSD-Z-170 / 10.11

• Within a company group, shipment and invoicing of products from several companies under the

name and account of a single company (contractor model)

• Automatic creation of invoices to the retailing company by internal consignment settlement

process

• Prerequisite for use: "Suppl: Order Processing and Invoicing per Contractor" (BSD-Z-120)

Order Fulfillment and Invoicing for Standing Orders and Series - BSD-S-120/6.0



Order Fulfillment and Invoicing for Standing Orders and

Series - BSD-S-120/6.0

• Ordering continuation series

• Automatic deletion of standing orders on deletion of the first volume order with automatic

extrapolation of quantity changes

• Customer change for standing orders

• For order processing purposes, aggregating a customer’s standing orders for a series

• Management of future changes within versions

• Recording of all shipped positions

• Creating pro formas for standing orders

• Issue number and security code for credit card payment

• Search by product classification for profile standing orders

Order Fulfillment and Invoicing for Loose-Leaf Editions - BSD-S-130/6.0



Order Fulfillment and Invoicing for Loose-Leaf Editions -

BSD-S-130/6.0

Specifying a loose-leaf edition

• Loose-leaf continuation orders

• Shipment of supplements after delivery of the basic edition

• Gratis shipment of supplements possible (period or number of supplements)

• Automatic deletion of standing orders on deletion of the first volume order with automatic

extrapolation of quantity changes

• Customer change for standing orders

• Management of future changes within versions

• Recording of all shipped positions

Order Fulfillment and Invoicing for Sets - BSD-S-140/6.0



Order Fulfillment and Invoicing for Sets - BSD-S-140/6.0

Assigning titles to a set

• Set variants can be invoiced for any combination of separate parts

• Sets can be statistically evaluated as a whole or in terms of separate parts

• Discount for entire set or separate parts

• Pre-commissioning of sets possible

• Proprietor-wide set formation

• Production orders for sets

Order Fulfillment and Invoicing for Period Models - BSD-S-150/6.0



Order Fulfillment and Invoicing for Period Models -

BSD-S-150/6.0

Specifying a period model

The 'Period' delivery model is based on a shipping range defined in terms of time.

• A specific time period is determined for a series and charged ahead of delivery, regardless of the

number of shipments.

• The invoice date is predetermined so that the invoices can be generated at a fixed point in time.

• All shipments made during the period are free of charge.

• The period can be synchronized with a calendar year, i.e. the first period is shortened and

correspondingly reduced in price.

Suppl: Generating Orders (Direct Delivery, Duplication, Reversal) - BSD-Z-020/6.0



Suppl: Generating Orders (Direct Delivery, Duplication,

Reversal) - BSD-Z-020/6.0

"Generate BSD Orders" tab (Monitor)

The following procedures generate orders:

• Direct Delivery: This procedure generates orders on the basis of a marketing selection.

• Reversal: This procedure exchanges one series for another in existing standing orders.

• Duplication of Standing Orders: This procedure generates new standing orders based on existing

standing orders.

• Re-shipment: This procedure generates on the basis of positions already shipped for a product,

shipment of further products.

– No postage: none, general or no postage for backlist only

• Prerequisite for implementation: license for the BSD “Import Interface Orders“ procedure

Suppl: Profile Standing Orders (General Standing Order Fulfillment) - BSD-Z-060/6.0



Suppl: Profile Standing Orders (General Standing Order

Fulfillment) - BSD-Z-060/6.0

Profile standing order

Profile standing orders

• The products ordered by standing order can be determined independent of the series defined in

the Product Pool through entry of the following criteria:

– a publisher or

– a publisher and a division or

– a publisher, a division and a subject group.

• This selection can be limited by specifying a version type and/or a medium.

• Avoid multiple shipments

Web Services Book Orders - WEB-130/8.5



Web Services Book Orders - WEB-130/8.5

Functional overview

Creating new orders in BSD

• creates single orders

• creates orders for "Online Subscription Products" (OSP) for invoicing in BSD

• optional inclusion of OSP offer types

• resets newly created orders

• creates orders with hold to be checked and released later

• assigns customers from the customer pool

• assigns order-specific delivery addresses

• order-specific credit card authorization

• checks available stock: online stock check (without stock reservation)

Accessing existing orders in BSD

• order search via various criteria

• order list for a specific customer

• order lines for a previously identified order

• shipping costs and tax information available for web application

• cancels or deletes individual uncalculated lines or the entire uncalculated order


Disassembling sets

• disassembles sets into their components for the calculation of taxes, discounts and shipping

costs for orders with one-off products ("one-offs")

• additional data structure for set order lines with the related components as subordinate order

lines

Web Services Credit Card Authorization - WEB-170/8.5



Web Services Credit Card Authorization - WEB-170/8.5

Functional overview

• order-specific credit card authorization

• implementation of credit card authorization

• cancellation of implemented credit card authorization

• support for different credit card providers: Bibit, Verisign, Moneris

• assignment of authorization to a BSD order

Web Shop Calculation (BSD) - WEB-180/9.8



Web Shop Calculation (BSD) - WEB-180/9.8

Functional overview

• various Web Services for processing orders from a web shop

• supplies the web shop with product information from the Klopotek system and calculates the

transferred data

• creation of orders with final values in the Klopotek system

• credit card settlement:

store data from the credit card authorization process and provide the data on invoice documents

and for the credit card provider for the collection process

assign credit card data to existing orders (one-off and standing orders)

Web Service for checking the availability of products

• check availability on the stock level and on the order level

Web Service for discount calculation

• calculate the discount rate and value for the complete single order based on Klopotek's standard

discount model

Web Service for tax calculation

• calculate taxes for all the lines of a single order – taking into account the tax rates and values of

the current tax models

Web Service for calculation of shipping costs

• calculate the shipping costs for all the lines of a single order independent of the availability of the

respective products

• calculate the shipping costs for the distribution channels specified by the web shop

• provide the tax rates and value for the shipping costs

Sales Data MBS Adaptor family - MBS-050/8.5



Sales Data MBS Adaptor family - MBS-050/8.5

Backorder Adaptor (IN)

The message expected for this adaptor contains backorder information from an external sales system.

The data is automatically stored in the standard import interface for backorder data.

Sales Revenue Adaptor (IN)

The message expected for this adaptor contains statistical sales information from an external sales system.

The data is automatically stored in the standard import interface.

Stock Entry Adaptor (IN)

The message expected for this adaptor contains stock movement data from external warehouse systems.

The data is automatically stored in the standard stock entry interface for statistical data.

Feedback from Distributor (IN) (as of Version 9.1)

The message expected for this adaptor contains data on distribution messages from an external distribution

system.

The system automatically saves this data in the shipping data table.

Delivery Notice - Packages (IN) (as of Version 9.1)

The message expected for this adaptor contains data on distribution messages from an external distribution

system including data on the shipping unit.

The system saves the data automatically in the delivery data table.

Online Subscription Management - ONL-S-010/9.0



Online Subscription Management - ONL-S-010/9.0

Online Subscriptions

The Online Subscriptions module helps you to quickly and effectively manage your online business.

• Create online subscriptions

– via a BSD order

– in the Online Subscriptions module

• Process online subscriptions

– create new online subscriptions

– invoice online subscriptions

– modify online subscriptions (duration, terms, renewal, discontinuation, resuming, holds,

quantity, discount, grace period, credit notes, special prices, payment term, change or

remove customer/subscriber/representative, initiate/reset invoice)

– renew online subscriptions

• Define renewal presets that take effect upon automatic or manual renewal

• Prerequisites for use: the Book Sales and Distribution System (BSD) product component and the

additional product Online Subscription Management (ONL-S-010) must be licensed

Online Subscription - Account Management - ONL-S-020/9.0



Online Subscription - Account Management -

ONL-S-020/9.0

• A usage account is provided to settle the use of online subscription products.

• To settle online subscription products individually, different settlement models are available for

different purchase combinations (prepaid, retroactive and flat rate settlement).

• Single settlement by usage:

– 'Prepaid': a specific number of units is purchased; the units used are subtracted.

– 'Retroactive': only the units used are settled on a specific settlement date.

• To determine the unit value for an online subscription product, you can define different tariff

classes with different tariff models.

• Prerequisites for use: the Book Sales and Distribution System (BSD) product component and the

additional products Online Subscription Management (ONL-S-010) and Online Subscription -

Account Management (ONL-S-020) must be licensed.

Online Subscription MBS Adaptor family - MBS-090/9.0



Online Subscription MBS Adaptor family - MBS-090/9.0

Online Subscription Adaptor (OUT)

The message published by this adaptor contains

• online subscription data and

• the corresponding business partner information for customers and end consumers.

Changes to the online subscription will trigger the online subscription adaptor to export the data set.

Online One-Off Adaptor (OUT) (in Version 9.12 and as of 10.4)

For electronic products (e.g. e-books), the adaptor sends a message with information which is necessary for

the delivery of the product to the recipient to a special end point for an external delivery system.

If an order line is created or deleted, the Online One-Off adaptor (OUT) creates an appropriate message.

The message produced by the adaptor contains

• data on the BSD order with the electronic product as well as

• the corresponding business partner information for customers and end consumers.

Book Invoicing - BSD-S-020/6.0




Accessing BSD Invoicing

• Invoicing of invoices, pro formas and credit notes for charging and distributing book products

• Combining order lines in order to bundle all the orders of a customer

• Pricing (various price types, period and price per edition prices, price groups, scale prices)

– pricing at the time of invoicing or order receipt

– price optimization on order receipt

• Automatic bonus copies

• Discount calculation and optimization

– quantity or order value-dependent discounts

– discount calculation for sets

– price-dependent discount




• Payments due, grace period and payment methods

• Round monetary amounts in accordance with the rounding precision defined for the respective

currency

• VAT according to EU guidelines (including threshold countries)

• Net or gross amount display

• Postage determination

• Consideration of line, order, customer and product holds

• Consideration of a credit limit

• Automatic customer notification

• Generation of covering letters for products via the letter hierarchy

• Person responsible messages

• Resolving back orders, pending orders, and reservations

• Holding according to value and weight (excluding small deliveries)

• Distribution rights control for countries or country groups

• Generating inserts

• Automatic shipment of inserts

• Shipment of remaining stocks

• Updating the orders through the activation of replacements

• Evaluation for representative's commission statement

• Parallel invoicing (to dialog) for customer-specific urgent orders

• Preferential processing of prio 1 orders possible




First Release

• Release of frontlists per edition and the release of next editions flagged as new titles

• Invoicing in advance

• Generation of lines in standing orders

• Shipment separation for a standing order

• Controlling the combination of products

• Setting terms

• Parameters for stack formation

• Customer group specific and standard delivery models

• Earlier and delayed first release

• Restriction of first release to particular customer codes, customer types and customer numbers




"Document Printing" tab (Monitor)

Accessing documents

• Stack formation for further processing in logistics

• Definition of sort orders

• Transmission of data to an external shipment system (optional license)

• Infomail optimization via shipment system (optional license)

• Selective accessing of individual document stacks

• Automatic document printing

• Document printing selection by warehouse




Pending orders

• Display of accumulated pending orders and back orders in dialog

• Result information incl. display of value and currency

• Subdivisions of pending orders for products, customers and series

• Consideration of standing orders




Product group management

• Specific selection profile for product selections

• To be used in marketing or sales orientated business processes

• Possibility to combine "pay-and-go" products and subscription products

• XML export, e.g. for catalog production

• Dynamic product group profiles (selection updated by batch procedure)

• For use in the standard discount, sliding discount and customer discount model

• Discount optimization for product groups (optional)

Order Overview and Invoicing Release - GEN-680



Order Overview and Invoicing Release - GEN-680

Orders Received Overview:

• Displays all orders and credit note orders which have been entered, generated or imported and

have not been processed by the invoicing procedure or placed on hold

• Immediately place or lift a hold on a single order for further processing

• Jump straight to the order form to edit the respective order

Open Orders:

• Overview of all orders with lines which have not been shipped

• Filter orders according to various criteria

• View the reason for non-shipment

• View errors in the invoicing procedure

• Explicitly select / exclude orders for the next invoicing run

• Start the invoicing procedure immediately for selected orders

• Filter the results with Shift-Click, continue processing the filtered data

• Show and hide columns in the grid view

Suppl: Order Processing and Invoicing per Contractor - BSD-Z-120/9.5



Suppl: Order Processing and Invoicing per Contractor -

BSD-Z-120/9.5

• The organizational unit “Contractor“ can be used to process orders

• All products can be processed via the contractor’s company group, using the same terms and on

a single document

• Contractors can be defined individually

• You can select a default contractor

• New orders can contain a preset contractor

• You can define contractors’ validity for company groups

• Revenue-side evaluation for contractors and statistical evaluation for product owners

Suppl: Agency Settlement for Publishers - BSD-Z-150/9.12



Suppl: Agency Settlement for Publishers - BSD-Z-150/9.12

• Orders for one-offs in the Klopotek system via an agency

• Invoicing is carried out via the agency

• Agency receives a provision

• Goods out invoicing procedure calculates the commission and publisher's share

Suppl: Processing Purchase Orders (Supplier Orders) - BSD-Z-090/7.1



Suppl: Processing Purchase Orders (Supplier Orders) -

BSD-Z-090/7.1

Trade orders (in PPM and BSD)

• Ordering of products not produced by the publisher itself but that are purchased from a supplier

• Assignment of purchase products to a supplier in the product pool

• Manual entry of trade orders not directly supplied

• Transfer of orders to suppliers

• Display of open orders in the search

• Special batch procedure to automatically create trade orders when order is placed

• Management of a GTIN code




Marketing orders (in PPM and BSD)

• Creating supplier orders for marketing activities and campaigns

• Assigning marketing material from a marketing activity to a marketing order

• Order export

• Create supplier order letters via Word templates in multiple languages

• Manage partial payments

• Create requests for quotations for marketing orders




Production orders (only in PPM)

• Orders for internal products that are placed by the production department, e.g. print orders

• Production order can contain lines for several products and different order types

• Commission the production of product parts

• Assignment of semi-finished own and third-party products to the order line

• Assignment of material to the order line

• Assignment of cost elements to order lines



• Create requests for quotations for production orders.

• Transfer of values from the calculation, calculation update

• Alignment of the order quantity and value

• Quantity checks in the production order: comparing the quantity ordered to the quantity

announced by the supplier and to the quantities stocked and charged

• Mapping of the material reservation and consumption for the order




• Allocation of the material or the product, can be reverse posted


• Possibility of evaluating suppliers by quality, quantity, value and date

• Order export

• Assignment of a Fin.Acc. account

• Assignment of product components to order lines (Prerequisite for implementation: a license for

the Product Component Manager (GEN-550))

• Prerequisite for the implementation: license for the "Production" module

Material orders (only in PPM)

• Warehouse-based management of materials for the production process

• Alignment of the order quantity and value

• Management of order and warehouse units



• Create requests for quotations for material orders.

• Mapping of the material reservation and consumption for the order

• Shipping period for the order line and for the individual shipping items

• Any number of shipping items per order line for deliveries that are planned or have already been

made




• Stock transfer and orders for material for the individual shipping items

• Assignment of an invoice line to a shipping item

• Creation of an invoice for a shipping item

• Or: simultaneous or separate entry of materials in and the invoice assignment

• Calculation of material costs on the basis of an average price per shipment item (shipping item

management by creating a reprint)


• Order export

• Prerequisite for the implementation: licenses for the "Production" module and Material

Management

Transfer orders (in PPM only)

• Orders for transfers of material from one supplier to another

• Manual alignment of the order

• Generation of letters made possible by the connection to Word®

Suppl: Shipping Unit Formation by Volume and Shipping Container Definition - BSD-Z-050/6.0



Suppl: Shipping Unit Formation by Volume and Shipping

Container Definition - BSD-Z-050/6.0

The expanded shipping unit formation takes into consideration the following aspects:

• Channel optimization, i.e. consideration of the picking bins (picking spurs) by allocation of

shipments across several shipping units

• Optimization of the shipment allocation across several shipping units

• Consideration of the title formats and volumes and shipping containers

• Determination of the shipping container for each shipping unit

It thus enables direct commissioning into the shipping containers.

Suppl: Combined Shipping - BSD-Z-080/6.0



Suppl: Combined Shipping - BSD-Z-080/6.0

Document display: delivery note

• The combined shipping option is used to bundle shipments for a number of company groups,

without having to dispense with the document forms specific to each.

• The individual documents of different company groups are thus combined in one shipment during

shipment processing. Company groups may each be assigned to a combined shipping group.

• Invoicing combines shipments for delivery which match the following criteria: customer, shipping

address and – if preset in the order – shipping method, shipping type and postage options. A

unique delivery number is assigned for each delivery.

• Shipping processing (determination of shipping method, calculation of shipping costs) is carried

out on the shipment level. The shipping costs are split among the documents on the basis of the

net weights.

• Combined shipping also possible without setting for creating shipping units being active

Stock Accounting - BSD-S-050/6.0



Stock Accounting - BSD-S-050/6.0

• Documentation of all stock movements

• Entries for incoming stock, stock transfers and outgoing stock

• Handling of any number of stock types

• Freely definable movement types per order type. SAP posting types.

• Processing of returns

• Separation of logical and physical stock

• System supports set assembly by external service providers

• Automatic posting of set components for set assembled both externally and internally

• Manual modification of warehouse interface data is possible

• Automatic reprint determination for goods in postings

Warehouse Management - BSD-S-060/6.0



Warehouse Management - BSD-S-060/6.0

• Flexible stock structure consisting of warehouse and active section

• Picking and supply areas

• Warehouse entry in orders and automatic generation of appropriate stock entries

• Stock overview by product/material and by active bin, detailed warehouse information also

available via product viewpoint

• Lot management

Link between storage location and lot information (edition and (re)print numbers and goods-in

date)

• Occupancy list for storage locations to assist with transferring stock

• Generation of supply orders

• Transport note for each stock movement

• Inventory support

• Stock evaluation, determination of production cost per unit, goods used and depreciation data

• Goods In processing step by step

• Imposing and lifting holds on shelves

• Multiple warehouse shipment

• Shipments not bundled

• Daily stock movement data on the basis of a cost per unit set monthly

• Monthly export of adjustment postings and rounding-off differences with the stock evaluation

• Prerequisite for implementation: license for Stock Accounting

Stock Valuation at Reprint Level - GEN-100/7.8



Stock Valuation at Reprint Level - GEN-100/7.8

• It is not only possible to manage the stock in relation to stock type and active location, it can also

be managed at reprint level.

• Each stock entry automatically determines the respective number of reprints. The algorithm

depends on the type of posting.

– Goods in (production or purchase) and a corresponding reverse posting must be entered.

– Postings that increase the stock level (returned goods, set disassembly) are handled in

accordance with the LOFI principle (last-out-first-in).

– Postings that reduce the stock level (goods out, set packaging, consumption of material and

semi-finished products) are handled in accordance with the FIFO principle (first-in-first-out).

• This option serves as the foundation for calculating and assigning costs correctly for material and

product consumption.

• The stock is checked directly in the stock tables. If the stock level is not sufficient, the respective

entry cannot be made.

• Assessment of all stock entries regardless of posting date

Warehouse MBS Adaptor family - MBS-110/9.5



Warehouse MBS Adaptor family - MBS-110/9.5

Stock Item Adaptor (IN)

The message expected for this adaptor contains the following:

• information relevant for shipping from an external distribution center concerning products to be

shipped (e.g. weight, measurements, packing unit)

• the current stock level for the stock level check.

The system automatically saves the data in the table for stock items and in the product pool. The current

stock remains unchanged.

Stock Item Adaptor (OUT) (as of version 10.11)

The message sent by this adaptor contains

• data on the stock item

• data on the warehouse unit

Changes to the stock item or the warehouse unit trigger the export of the modified data record via the stock

item adaptor.

Suppl: Costs Statement Evaluation (Periodic Statement, Break Even Analysis) - PPM-Z-030/6.0



Suppl: Costs Statement Evaluation (Periodic Statement,

Break Even Analysis) - PPM-Z-030/6.0

Two types of evaluation are available in the Costs Statement.

Stock assessment showing the following information:

• ISBN/Order number

• Short title

• Publication year

• Finished or semi-finished stock

• Assessed stock

• Partial book value

• Value per unit

• Partial amount written off in full

• Depreciation rate

• Partial value depreciation rate and amount

Periodic break even analysis showing the following information:

• ISBN/Order number

• Short title

• Company Group

• Publication year/Edition No.

• Net sales

• Net sales revenue

• Marketing Costs

• Goods used

• Royalty expenditure

• Commission expenditure

• Break even amount 1

• Partial value depreciation (percentage and amount)

• Prerequisite for implementation: license for Online Entries in Costs Statements and Stock

Accounting

Suppl: Online Postings in Cost Statements - PPM-Z-040/6.0



Suppl: Online Postings in Cost Statements - PPM-Z-040/6.0

• Creation of supplier documents (allocation of billed amounts to book editions, reprints and journal

versions), creation of document control notes and lists

• Exporting financial data to a standard financial accounts interface (separate license)

• Importing production costs from Financial Accounting for determining the PC/Unit and for

periodical break-even analysis

• Calculation of the manufacturing costs per unit for editions and reprints of finished and semi-

finished products

• Specification of annual depreciation rates in order to start stock assessment

• Periodic stock assessment via depreciation rates and writing off of partial stock

• Reporting: stock assessment and periodic break even analysis (separate license)

• Prerequisite for implementation: license for Stock Accounting

Settlement of Representative's Commission - BSD-S-110/6.0



Settlement of Representative's Commission -

BSD-S-110/6.0

• Representatives' Pool integrated into the general Business Partner Management (International

Address Pool)

• Commission terms can be edited for each representative

• Creation of recommended commission list

• Special commission per customer, product and marketing activity

• Commission depends on discount

Suppl: Accounts Receivable in the Customer Information System - BSD-Z-030/6.0



Suppl: Accounts Receivable in the Customer Information

System - BSD-Z-030/6.0

• Import unpaid items by customer from an external accounting system

• Display accounts receivable data in the Customer Information System

• Prerequisite for implementation: Customer Information System license

General - GEN-060/6.7



School Teacher System - GEN-060/6.7

• Promotion to teachers and schools with promotion material

• Shipping of complimentary copies

• Preparation and evaluation of promotion for schools as well as teachers

• Presentation of promotion for and introduction of school books through the competition (adoption

status)

• Shipping of inspection copies

• Two alternative variants for the mapping of various requirements for different school systems

– Standard variant: three level illustration (school category – school type – subjects),

predefined school type

– Extended variant: educational establishments as well as teachers are described in the form

of a n-level classification

– Relationships between teachers and schools can be described using user-defined

plausibilities

STANDARD VARIANT - New Business Partner Creation and Assignment - GEN-060/6.7



School Teacher System (Standard Variant) - New Business

Partner Creation and Assignment - GEN-060/6.7

• Register business partner as new school

• Register business partner as new teacher

• New teacher

• Assign teacher to further school

• Change of school

STANDARD VARIANT - Business Partner with the Role School - GEN-060/6.7



School Teacher System (Standard Variant) - Business

Partner with the Role School - GEN-060/6.7

Editing the features of an educational establishment:

• School category

• Number of students

• School type

• Grade and number of classes

• Subject, occupation or occupation field

• Illustrating the school book situation of an educational establishment in the form of a title list

• External titles/series (competition) can also be taken into consideration

• Title/series are managed on a year and school type basis

• Several title lists can exist for a school, a title list can be identified uniquely via the year and

school type

• Central criterion is the propensity to change

STANDARD VARIANT - Business Partner with the Role Teacher - GEN-060/6.7



School Teacher System (Standard Variant) - Business

Partner with the Role Teacher - GEN-060/6.7

Editing the features of an teacher:

• One time assignment of a school category

• Any number of assignments for the other features

EXTENDED VARIANT - Business Partner Creation and Assignment - GEN-060/6.7



School Teacher System (Extended Variant) - Business

Partner Creation and Assignment - GEN-060/6.7

• Register business partner as new school

• Register business partner as new teacher

• New teacher

• Assign teacher to further school

• Change of school is not possible

EXTENDED VARIANT - Business Partner with the Role School - GEN-060/6.7




Partner with the Role School - GEN-060/6.7

• Educational establishments are described in the form of a n-level classification

• Illustrating the school book situation of an educational establishment in the form of a title list

• External titles/series (competition) can also be taken into consideration

• Title/series are managed on a year and school type basis

• Several title lists can exist for a school, a title list can be identified uniquely via the year and

school type

• Selection of the subjects using the categories created

EXTENDED VARIANT - Business Partner with the Role Teacher - GEN-060/6.7




Partner with the Role Teacher - GEN-060/6.7

• Teachers are described in the form of an n-level classification

Inspection Copies - GEN-060/6.7



School Teacher System - Inspection Copies - GEN-060/6.7

• Management of orders which are exclusively for the purpose of shipping inspection copies

• An order links a customer to one or several products

School / Teacher ViewPoint - GEN-450/8.4



School / Teacher ViewPoint - GEN-450/8.4

• Flexible, individually scalable, browser-based information tool

• Targeted overview of business process data

– Compact information display of the most important business partner data for the

school/teacher roles and the corresponding transaction data

• Secure, real-time data access via internet browser or directly from STS

• Different information is available to staff in different departments

• Personalized overview layout and contents: which data should be shown how and where

• Prerequisite for use:

– for the administrative part: License for School / Teacher ViewPoint Administration

BSD Customer ViewPoint - BSD-S-180/8.4



BSD Customer ViewPoint - BSD-S-180/8.4



– compact info-display of the most important Customer Pool data; shortcut access to customer

data for editing

– display of sales and sales revenue: Annual and monthly sales and sales revenue by

company group, publisher and division, or by medium differentiated with respect to sales,

credit notes and balance; credit note rate

– display of invoice positions

– display of standing orders

– version overview for standing orders

– display of pending order positions

• Secure, real-time data access via internet browser or directly from BSD



• Prerequisite for use:

– license for Publishing Statistics Book Basis (Data Basis and Procedures)

– for the administrative part: License for BSD Customer ViewPoint Administration

Product ViewPoint - PPM-S-150/8.4



Product ViewPoint - PPM-S-150/8.4



– Compact information display of the most important title, design, and distribution information

for the edition

– Stock is differentiated by warehouse, and stock type, and sorted according to finishing and

quality states

– Sales are differentiated into normal and special sales for each year; displays unbilled

shipments, returns, unsold copy quotas, and balanced sales

– Sales revenue is differentiated into normal and special sales for each year; displays credit

notes and quotas as well as balanced sales revenue

• Secure, real-time data access via internet browser or directly from PPM



• Prerequisites for use:

– License for Publishing Statistics Book Basis (Data Basis and Procedures)

– for the administrative part: License for Product ViewPoint Administration

Publishing Statistics Data & Procedures (BSD Introductory Package) - BSD-S-080/6.0



Publishing Statistics Data & Procedures (BSD Introductory

Package) - BSD-S-080/6.0

• Monitoring and analysis of the development of the publishing business using standard and

individual evaluations

• Set-up and supply of a statistical database from the Book Sales and Distribution system or from

external systems via interfaces

• Generation of defined, dynamic consolidation stages

• Condensed information on the development of the publisher's sales and sales revenue

• Evaluation of products, customers and representatives

• Monthly, yearly and customer levels

• Variable reporting period

• Actualizing previous day

• First import and balance procedure

• Simple and complex selection queries

• Generation of reports in dialog or as batch procedure, preview option

• Multiple export options for further processing of selection results (Excel®, text file, HTML)

• Flexible use of PDF generators for creating PDFs from the print preview

• Output of the sales revenue data in the currency of the user (for multilocation)

Publishing Statistics Data & Procedures (BSD Package 1) - BSD-S-090/6.0



Publishing Statistics Data & Procedures (BSD Package 1) -

BSD-S-090/6.0

Reports on product sales/sales revenue

• Title hit list

• Complimentary copy evaluation (BSD only)

• Returns evaluation (BSD only)

• Complete list of print returns (BSD only)

• Annual sales revenue by publishing area

• Annual sales revenue by product group

• Monthly title sales revenue by order type

• Monthly title sales revenue by customer discount group

• Monthly title sales / sales revenue

• Monthly development of representative sales

• Title sales revenue by sales type and order type incl. production costs

• Title sales revenue by sales type incl. production costs




• Title sales revenue by order type and customer type

• Title sales revenue by ISBN and sales type incl. production costs

• Title sales revenue by title and returns

• Title sales revenue by title and sales revenue type

• Title sales revenue by sales revenue type and series

• Development of title return values

• Development of title sales revenue

Reports on product sales revenue/sales marketing channel

• Returns statistics

• Sales revenue/sales

• Sales revenue/sales by version type

• Sales revenue/sales by company group

• Sales revenue/sales by proprietor

• Sales revenue/sales by publisher

• Sales revenue/sales by division

Reports on customer sales revenue/sales

• Customer sales hit list

• Customer returns hit list

• Customer returns values hit list

• Customer sales revenue hit list

• Customer sales revenue by order type and cumulative customer area

• Customer sales revenue by customer and sales revenue type

• Customer sales revenue by sales revenue type and customer area

• Customer sales revenue by sales revenue type and customer type

• Monthly customer sales revenue by order type

• Monthly customer sales revenue by product discount group

• Monthly customer sales revenue

• Development of customer returns values

• Development of customer sales revenue




Orders

• Complete backlog list (BSD only)

• Backlog list (representatives) (BSD only)

Reports on representatives' sales revenue/sales

• Sales per representative hit list

• Returns per representative hit list

• Return values per representative hit list

• Sales revenue per representative hit list

• Sales revenue by representative and publication area

• Sales revenue by representative and product group

• Representative sales revenue

• Representative sales revenue by representative and customer type

• Prerequisite for implementation: license for Publishing Statistics Data & Procedures (BSD


Publishing Statistics Data & Procedures (BSD Packages 2) - BSD-S-100/6.0



Publishing Statistics Data & Procedures (BSD Packages 2) -

BSD-S-100/6.0

Reports on product sales revenue/sales

• New titles hit list

• Title sales list (titles)

• Title sales list (divisions)

• Title sales revenue list (titles)

• Title sales revenue list (divisions)

• Development of title sales revenue by title and returns (BSD only)

• Title sales revenue by single title

• Sales revenue list (BSD only)

• Extract list

• Publisher extract list

• Inter-company-group transfers (BSD only)

• Recycling Classification System

• Discounts by series

• Title sales by copyright owner

• Title sales by editor and product classification

Publishing Statistics Data & Procedures (BSD Packages 2) - BSD-S-100/6.0



Reports on customer sales revenue/sales

• Customer sales revenue/sales by title hit list

• Title sales revenue by customer hit list

• Customer sales list

• Customer sales (representative) (BSD only)

• Customer sales revenue list

• Customer sales revenue list (representative) (BSD only)

• Customer sales revenue (BSD only)

• Customer sales revenue by series (BSD only)

• Customer sales revenue by representative hit list (BSD only)

• Sales revenue by customer group (BSD only)

• Sales revenue by discount association

• Sales revenue by customer per publisher

• Sales revenue by customer code (BSD only)

• Sales revenue top customers per publisher (BSD only)

Report on representative's sales revenue/sales

• Representatives' sales (BSD only)

• Representative assignment check list (BSD only)

• Commission List (BSD only)

Report on representatives orders

• Pending and dated orders by representative (BSD only)

Orders

• Customers without pending orders (BSD only)

• Pending orders: single order customers (BSD only)

• Orders by wholesaler (BSD only)

• Invoice totals (BSD only)



Saving Report Parameters - GEN-030/6.0




• Saving data selections for reports

– The user's own data selections made for reports can be saved as selection profiles and re-

used as often as necessary.

– Selection profiles can be created specially for company groups, marked as ‘Own’, ‘General’

or ‘User Group’ and selected using the corresponding filters.

• Relative date entries in selections

– With the introduction of relative date entries, selection profiles can be defined so as to allow

selection parameter evaluations or adjustments for the period to date (month to date, year to

date, etc.).

• Dynamic report viewing for publishing statistics (BSD)

– Dynamic report viewing allows you to switch between historical and current views of the

publishing statistics.

– The historical view evaluates sales and sales revenue using a title assignment to publisher,

division etc. at the time of invoicing. The current view offers a complete evaluation of sales

and sales revenue using the current title assignment.

• Automatic handling of classification parameters

• Title classification at the proprietor and company group level

Suppl: Order Receipt Statistics (Data, Derivation Procedures and Reporting) - BSD-Z-010/6.0



Suppl: Order Receipt Statistics (Data, Derivation

Procedures and Reporting) - BSD-Z-010/6.0

Reports on product order receipts by marketing channel

Order receipt statistics evaluates recorded orders at the time of recording, independent of invoicing. The

following analyses are possible:

• Distribution Order Receipt (day)

• Distribution Order Receipt (day) by Version Type

• Distribution Order Receipt (day) by Publisher/Division

• Distribution Order Receipt (day) by Proprietor/Company Group

• Distribution Order Receipt

• Distribution Order Receipt by Version Type

• Distribution Order Receipt by Publisher/Division

• Distribution Order Receipt by Proprietor/Company Group



Consignment Handling - BSD-X-230/8.4



Consignment Handling - BSD-X-230/8.4

The following batch procedures are available as support for your consignment handling. They implement the

import of order and credit-note data and of the stock data of your customer/reseller.

• Import order (consignment)

Imports the daily sales information into the sales information tables.

• Generate stock postings (consignment)

Imports daily stock information into the "Stock Entry Interface".

• Generate monthly order/credit note (consignment)

Imports and aggregates entries from the sales information tables into the interface tables "Import

Interface Orders" and "Import Interface Order Units" for further processing. The stock information

will be imported to the "Stock Entry Interface".

Export Interface for Electronic Data Interchange, e.g. EANCOM - BSD-X-200/7.1



Export Interface for Electronic Data Interchange, e.g.

EANCOM - BSD-X-200/7.1

Electronic orders are sent by the orderer (customer) to the supplier (publisher). The order is received by the

supplier and processed.

• The following formats are supported:

– BWA

– EANCOM D96A

– TRADACOMS version 9

– BISAC SCEDI X12 EDI version 4010

• Delivery message for shipped order lines

• Invoice message per order from the supplier

• Credit note message per credit note from the supplier (not BISAC SCEDI)

• A special converter extracts the order messages from their respective message formats and

writes them into the standard order interface.

Export Delivery and Print Data - BSD-X-240/9.5



Export Delivery and Print Data - BSD-X-240/9.5

• Distribution of one-off products via one's own warehouse or via an external distribution service

provider with individual warehouse logistics.

• The external distribution service provider receives the documents relevant for delivery (delivery

note or invoice/delivery note) and the corresponding delivery orders in electronic format

• Prerequisite for implementation: license "Export Delivery and Print Data" and the licenses "Print

Procedures (Documents, Stock Pick-Slips, Letters)" and "External Shipping System Interface"

External Shipping System Interface - BSD-X-070/6.0



External Shipping System Interface - BSD-X-070/6.0

• Interface for communicating with an external shipping system for handling outgoing stock

• Transfers shipping unit data

• Reports time of shipment and actual shipping costs

Print Procedures (Documents, Stock Pick-Slips, Letters) - BSD-X-010/6.0



Print Procedures (Documents, Stock Pick-Slips, Letters) -

BSD-X-010/6.0

Document display: delivery note

• The Book Sales and Distribution (BSD) print procedure reads the data for printing documents,

stock pick-slips, transfer bearers and covering letters from Export Interface Document Printing.

• The document layouts can be individually configured.

• Configuration of individual PDF file names

• Language specific label texts

– Define label texts depending on the language of the document recipient

• Tables are used to determine the forms and printers to which the different document types

should be printed.

• Two printing modes are possible:

– Sorted: the various document types of a document (e.g. invoice, delivery note and stock pick-

slip) are printed one after another.

– Stacked: the document types are each completely printed (e.g. all invoices, all delivery notes

and all stock pick-lists).

• License contains the Export Interface Document Printing.

Suppl: Database Reorganization - BSD-Z-075/6.7



Suppl: Database Reorganization - BSD-Z-075/6.7

The "BSD Database Reorganization" batch procedure deletes obsolete data from the database built by the

Book Sales and Distribution system (BSD):

• Consistent deleting of old data

• Shorter processing time in the system (data storage, searches in the dialog, invoicing times)

• Improving the efficiency through the visibility of current data only

• Modular structure: Reorganization of a single part of the data records is possible

• Output of the deleted data as a text file and its archiving

• Reorganization of the following data sections:

– Batch procedure log protocols incl. parameter data

– Error messages

– BSD Invoice employee messages

– BSD Shipping interface

– BSD Documents (notifications, pro forma, delivery notes, invoices, credit notes, return

confirmations, reverse posting of invoices and credit notes, shipping units)

– BSD Single orders

– BSD Standing orders

– BSD Open first release

– BSD Representative settlement

– BSD Returns

– BSD Stock entries, stock items, Inventory records and stock history

• Time related deletion of data:

– up to an appointed date (all data before this date)

– for a period (all data that is older than n days)

• No interference with statistical data

• Database Reorganization per proprietor (excluding error messages and proprietor-wide

warehouse management)

Export Interface Costs of Sales - GEN-110/7.8



Export Interface Costs of Sales - GEN-110/7.8

• Interface for communicating with an external financial accounts system (e.g. SAP)

• Transfer of the data for the evaluated stock entries for products and material:

– Product: finishing state and reprint

– Posting type

– Quantity posted

– Production costs per unit

– Value of the posting: production costs per unit * posted quantity

• As well as the respective correction postings.

• Prerequisite for implementation: "Export Interface Goods In" license

Book Sales Interface Package - SAP-010/7.8



Book Sales Interface Package - SAP-010/7.8

• The book sales interface package has the following interfaces:

– Product_K2S interface

– Customer_K2S interface

– Accounts_Receivable_K2S interface

– Payment_Reminder_S2K interface

• These standard interfaces communicate the relevant sales, invoice and payment data for books

between the Klopotek and SAP systems. This information loop makes it possible to analyze data

uniformly and generate the respective reports.

– The product, customer and invoice data (accounts receivable) is exported to interfaces from

the Klopotek system. Text files generated by the batch procedure are imported into the SAP

system.

– Data pertaining to payments that have been made and reminders are exported to an

interface from the SAP system. The text file generated by the batch procedure during this

process is imported into the Klopotek system.

E-Invoicing for BSD - GEN-250/8.3



E-Invoicing for BSD - GEN-250/8.3

• Electronic document shipment, e.g. invoices

• Shipment via e-mail, FILE or FTP

• Securing the identity of the signer and the integrity of the signed data by electronic signature

• Archiving the electronic documents

Import Interfaces Sales System North America (KNA_I_STAT) - PPM-X-210/8.5



Import Interfaces Sales System North America

(KNA_I_STAT) - PPM-X-210/8.5

"FCB Import sales data (KNA_I_STAT)" batch procedure

Batch procedure for importing sales statistics data from a file into the Klopotek system

• Further use of sales statistics data in product planning and for royalty statements

• Possible connection with BSD customer data

• Archiving the import files in an archive directory

Costs Statement Royalties Accrual Export Interface - BSD-X-220/8.5



Costs Statement Royalties Accrual Export Interface -

BSD-X-220/8.5

"Rec. Royalty Costs" tab

Interface for communication with an external financial accounting system (e.g. SAP)

• Determines the following values using the "Generate Recognized Royalty Costs OSP

(SPP_REVCST)" batch procedure:

– recognized revenues from online subscription products,

– recognized royalty costs for the recognized revenues and

– accrued royalty costs from the royalty accrual

• Display values determined on the "Rec. Royalty Costs" tab in the online product pool separated

according to months and as totals across all months

• Export values in a text file by the "FCB Export Recognized Royalty Costs OSP (SPPRC_FILE)"

batch procedure

• Prerequisite for use: "Costs Statement Royalties Accrual Export Interface" license

Suppl: Dashboard - IAP-Z-080/10.0



Suppl: Dashboard - IAP-Z-080/10.0

With the "Workflow Dashboard", users can see all the tasks which are relevant to them at a glance. Its

support enables the user to control processes efficiently and to monitor deadlines.

• In relation to a reference date, you can immediately see:

– Which tasks are due on the selected reference date?

– Which tasks are already overdue?

– Which tasks are due within seven days of the selected reference date?

• Clear layout separates your tasks from the tasks which have been delegated to other users or

work groups for completion.

• System Alerts: automatically generated messages about modifications to defined objects which

are relevant to the specific user.

• Open the object associated with the task direct from the "Workflow Dashboard"

• Tasks in the "Workflow Dashboard" are synchronized with "My Tasks"

• The Klopotek application can be configured to open the "Workflow Dashboard" automatically on

start up

• Prerequisite: the "My Tasks" (IAP-S-020/6.0) license. The "Suppl: Notification System" (PPM-Z-

020/6.0) license is required to display system alerts in the "Workflow Dashboard".

The licenses "Suppl: Dashboard" (IAP-Z-080/10.0), "Suppl: Quick Search" (IAP-Z-090/10.0), "Suppl: Digital

Asset Management (DAM)" (IAP-Z-100/10.0) and "Suppl: Quick Connect" (IAP-Z-110/10.0) can only be

purchased as a package.

Web Services Dashboard App - WEB-210/10.0



Web Services Dashboard App - WEB-210/10.0

The "Web Services Dashboard" supplies the "PPM Dashboard" app (as of iOS 5.0) on your iPhone (3GS, 4,

4S and 5), iPod touch (3rd, 4th and 5th generation) or iPad with the open tasks from the "Dashboard" in the

Klopotek applications.

New when you are out of the office, you still have optimal control of your workflow.

Functional overview

• Overview of your own tasks and task delegated to others

• Overview of events in the Klopotek system (system alerts)

• Flag tasks as "Completed" in the app

• Delete tasks in the app

• The "Web Services Dashboard" synchronizes changes to the tasks between the app and the

"Dashboard" in the Klopotek applications

• Send e-mails to colleagues from within the app to ensure that critical deadlines are met

Suppl: Notification System - PPM-Z-020/6.0



Suppl: Notification System - PPM-Z-020/6.0

• The notification system controls the automated referral of important information in-house

• In-house information channels are optimized – For example: If the title of a planned book

changes, the staff members in the publicity and production departments will be notified

automatically

• Notification is done by e-mail

• The notification system works in the background. No further user action is necessary.

• The system is configured for each customer, to recognize relevant information and appropriate

recipients circulation. Each customer can administrate the settings in the database.

• The notification system is integrated in: Product Pool, Address Pool, "Production", "Contracts",

"Rights Acquisition" and "Rights Sales" modules.

System alerts in the "Workflow Dashboard"

• System alerts can be displayed in a separate tile in the "Workflow Dashboard". These alerts can

be triggered by two different types of events:

– Internal events: Modifications have been made to objects in the Klopotek system – these

changes have been logged in the correspondingly configured modification history.

– External events: An external event logged in XML can be imported into and processed in the

Klopotek system.

• Prerequisite for implementation: license for Address Modification History (IAP)

Suppl: Quick Search - IAP-Z-090/10.0



Suppl: Quick Search - IAP-Z-090/10.0

Quick Search provides you with a general search function - similar to "Google" search - which searches for

the queried term in several modules simultaneously and presents the results immediately.

• Enter search terms in a universal field in the toolbar

• Search multiple modules at the same time

• Search through DAM (Digital Asset Management) content in appropriate modules

Search options

• Standard search

– Multiple search terms return results that match all the terms used

• Enhanced search

– Search using Oracle syntax and special characters; search terms linked with operators

Search results

• Presented in a separate docked form

• Presented in a tree structure for each module with the associated symbol, object, and snippet of

content

– Display DAM content

• Sorted alphabetically

• Display number of hits per module

• Open the associated form with a double-click

User profile

• Define the maximum number of hits

• Define whether DAM content is included in the search




Suppl: Digital Asset Management (DAM) - IAP-Z-100/10.0



Suppl: Digital Asset Management (DAM) - IAP-Z-100/10.0

• Attach files directly to an object, e.g. the cover picture to the product

• Save the files

– in the database

– in a file system or

– simply as a link

• The content of the files which are saved in the database is indexed

• Full text search via the Quick Search function




Suppl: Quick Connect - IAP-Z-110/10.0



Suppl: Quick Connect - IAP-Z-110/10.0

In the Klopotek applications, different objects can be linked to one another, e.g. a product with contracts,

production projects and supplier orders. "Quick Connect" provides you with a fast summary of the objects

which are linked to an object you have opened.

• You do not have to open single tabs in different modules to find the links between objects.

• You can open linked objects directly in "Quick Connect".

• "Quick Connect" groups the linked objects by module.

• "Quick Connect" always displays the "newest" object; you can configure whether this is the

object which was most recently created or most recently modified.




Customer Pool (JSD) - JSD-S 080/6.0



Customer Pool (JSD) - JSD-S 080/6.0

• Customer and contact details

• Retrieval of invoices, correspondence, shipment invoices and delivery addresses

• Customer hold, invoicing hold, shipping hold

• Bank account details and credit card processing

• Classification

• Invoice currency

• Account and settlement terms, automatic debiting BCA (Booksellers Clearing House for

accounts)

• Mapping central and branch office structures

• Flexible special discounts

• Matrix-oriented discount model with product and customer discount groups

• Flexible document sorting

• Pre-specifications for order (price type, invoicing period)

Publication Pool for Distribution (Prices) - JSD-S-090/6.0




• Basic module for editorial and advertising management

• Title, version, year, volume, issue structure with supplementary issues

• Regularly and irregularly published versions

• Copying/duplication of annuals

• Title changes with tracking

• Ordering terms

• European Union (EU) VAT

• Charging basis

– To the issue

– To the month

– To the day

– To the day with monthly control

• Surcharges (e.g. drop shipment fee)

• Display of out of stock issues

• Bibliographical information

• Representation of two different tax rates

• Grace copies for subscriptions not processed as standing orders




• Journal issues POD-suitable

• Publication data with sources

• Modification history: display of the logged changes to the publication pool

• Changes to publication units are taken into account in already existing orders.

• Publications without publication units (bundles, online) are possible, explicit release for invoicing.

Prices

• Fixed periods and period prices as desired (half-yearly, every 3 years, etc.)

• Automatic price determination, also for credit notes and additional charges

• Price tracking and changing with future validity

• Specific and general annual, volume and issue prices

• Prices dependent on delivery country

• Price types, societies

• Prices in any currency, with and without VAT

• Extra publication discount for direct delivery

• Publication shipping method, postage included or excluded

• Shipping costs according to method (with and without costs) in any currency

• Duplicate, export and import annual prices

XML Export Publication Pool - WEB-140/8.4



XML Export Publication Pool - WEB-140/8.4

Use this Web Service for

• selecting and providing publication pool data for sales and marketing

• automated supply of publication pool data to publishing web sites and publisher-owned web

shops

• providing data for the production of catalogs, other marketing materials or individual interfaces

• flexible conversion, sorting, filtering, grouping, layout preparation and formatting (for example,

directly into HTML or TXT) using XML and XSL

XML interface

• provides publication based data from the Klopotek publication pool (as in PPM)


• available in combination with PPM (product and journal selection) and in the XML Export Service

Functional overview

Individual product selection and catalog functionality within the PPM online user interface:

• individual selection definition within PPM

• individual changes to the search results

• individual configuration settings for export

• search profile management

• standard XML export from PPM or optional additional data conversion with XSL within the

standard PPM functionality




Publication pool schema


Journal Order Fulfillment - JSD-S-030/6.0




• Subscriptions and single orders

• Academic periodicals and consumer publications

• Direct and bookseller trading

• Duplicate check before creating new subscriptions

• Several time periods running parallel in the system

• Single orders with several positions

• Invoicing special issues for subscriptions (additional volumes, bindings etc.)

• Specification of any number of renewal presets for any number of following durations

• Re-shipment of previously published annual volumes to subscribers

• Partial shipment for shortened first period

• Quantity change during current period with automatic invoicing/re-shipment

• Postponement of subscription period with automatic shipment/invoicing

• Complimentary copies, shipment of trial issues, trial subscriptions




• Invoicing variations (complete, postage only, no postage, free)

• Invoicing and shipping for international company locations

• Automatic future modification (e.g. student price for five years)

• Mass function for invoicing new primary charges (e.g. after invoices have been canceled) or

follow-up invoicing for invoiced orders

• Invoices, credit notes, pro formas and fixed offers in the system

• Real-time calculation for single subscriptions (9.10/10.4)

• Processing of partial payments

• Automatic handling of paid pro formas

• Order with attached check

• Transaction history for orders with modified terms

• Display of invoices and credit notes for the period

• Automatic letter creation (welcome, cancellation - in any language)

• Invoice addresses, invoice shipment addresses, correspondence addresses

• Hold concept for order fulfillment, assisting correct order processing

• Discount hierarchy: publication, customer, order

• Special discounts for the customer




• Matrix-oriented discount model with product and customer discount groups

• Regular shipment resulting from the Publication Pool

• Handling variations for orders and renewals (limited, standing order, pro forma, fixed offer)

• Specifying shipping costs for the order

• Non-regular shipment for the order:

– Re-shipment following complaint

– Quantity change within the period

– Postponement

– Stopping and restarting shipment

– Canceling and continuing the subscription

• Invoicing on the basis of the Publication Pool

• Mass change (e.g. cancel or credit all orders for a customer)

• Variable letter control

• Archiving of customer documents using archiving number

• Payment reference as invoice separation criterion

• Authorization: partial authorization agreements for specific user groups (sub-customers) within

major customer contracts

• Transfer default price, authorizations and invoice date upon renewal

Automatic Order Modification

• Automatic change of shipping method due to a change of address

• Continuing shipment after a change of address

• Canceling shipment when new address unknown

• Changing all subscriptions of a customer from pro forma to fixed invoice and vice versa.

• Supplements, additional volumes in the Publication Pool

• Invoicing after changes in prices or price types

• Full crediting to the customer

• Customer change

Order Renewals

• Automatic renewal of standing order subscriptions during batch

• Reordering by customer leads to renewal in dialog

• Renewals for the generation of pro formas

• Balancing subscription periods

Bundle Products - Top Down Bundling - ONL-S-030/9.1




• A bundle is a combination of subscription products that your customer can order at a specific

price.

• A bundle can be made up of subscription products (e.g. journals), one-off products (e.g. books),

combined one-off products (sets) and combined subscription products (no online subscription

products and no series). These are the components of a bundle.

• The components can be optional.

• When ordering a bundle subscription, an order for optional components can be automatically

created.

• Bundle subscriptions can be calculated to the day or the month.

• A bundle has a total price. If an optional component is assigned, the total price is not affected.

• You can define the composition of a bundle on the "Offer Scope" tab in the publication pool.

• Prerequisites for use: the product components Journal Sales and Distribution System (JSD) and

Book Sales and Distribution System (BSD) and the additional product Bundle Products (ONL-S-

030) must be licensed.




• Ordering bundles

– You can order a bundle via JSD order processing and process it via JSD invoicing.

– The JSD order for this bundle is identified as the main subscription. The duration, invoicing

and other terms are defined in the main subscription when the new order is created.

– JSD fulfillment detail entities (“Service Scope“ tab) and BSD orders are automatically created

for the bundle’s mandatory components. The components are not charged.

– You can also augment the subscription scope by ordering optional components and

supplemental offers.

– Revenue from the main subscription is divided between the components.

• Main subscription and fulfillment detail entity

– If the main subscription is cancelled, the JSD fulfillment detail entities are also automatically

cancelled.

– If the main subscription’s duration is shortened, the JSD fulfillment detail entities are also

automatically shortened.

– The main subscription is renewed in accordance with the valid bundle structure in the

publication pool. Fulfillment detail entities are automatically created for mandatory

components. Fulfillment detail entities are only created for optional components if they were

already ordered previously.


Book Sales and Distribution System (BSD) and the additional product Bundle Products (ONL-S-

030) must be licensed.

Bundle Products - Bottom Up Bundling (Pick and Choose) - ONL-S-035/10.8



Bundle Products - Bottom Up Bundling (Pick and Choose) -

ONL-S-035/10.8

• A bottom-up bundle does not have a flat-rate price. Every component of the bundle has a price.

The total price of the bundle is the sum of the prices of the components ordered.

• A subsequent order for optional components changes the bundle price.

• A component can be order individually or in different bundles with reduced prices.

• Shipping costs and fees are defined by the component.

• Sales tax is calculated for the component.

• The price of the component defines its revenue share.

• Minimum and maximum order quantities can be defined for each component.

• Alternative components can be defined for a bundle.


Book Sales and Distribution System (BSD) and the additional products Bundle Products - Top

Down Bundling (ONL-S-030) and Bundle Products - Bottom Up Bundling (Pick and Choose)

(ONL-S-035) must be licensed.

Supplemental Offers - ONL-S-040/9.1



Supplemental Offers - ONL-S-040/9.1

• Your customers can use supplemental offers to order products with contents similar to those of a

subscription product.

• You can define a supplemental offer for any subscription (combined) product.

• A supplemental offer can be composed of subscription products (e.g. journals), one-off products

(e.g. books), combinations of one-off products (sets) and combinations of subscription products

(no online subscription products or series).

• You can define the composition of a supplemental offer on the "Offer Scope" tab in the

publication pool.

• Supplemental offers are invoiced separately.

• Supplemental offers are optional and are offered to you during ordering.


Book Sales and Distribution System (BSD) and the additional product Supplemental Offers

(ONL-S-040) must be licensed.

Upgrade Function for Subscriptions (ONL-S-050 /10.8)



Upgrade Function for Subscriptions (ONL-S-050 /10.8)

• A subscription upgrade can occur as a result of the following changes:

– Changes to the quantity

– Change of publication

– Addition or removal of optional components in a bottom-up bundle subscription

• The publication, the quantity, and the components of a bottom-up bundle remain the same for

the duration of a subscription; invoices remain transparent for the customer.

• An upgrade splits the duration as of the date of the ordered modification and creates an internal

renewal.

• A subscription upgrade can be purchased with a trial period.

• The trial period can be cancelled at the end of the trial period or immediately.

• The trial period can be shortened or extended or accepted immediately as a normal subscription.

• Optional components can be added to a trial period.

• Quantities can be modified during the trial period.

Subscription MBS Adaptor family - MBS-100/8.3



Subscription MBS Adaptor family - MBS-100/8.3

Subscription Adaptor (IN)

The message expected for this adaptor, regarding the creation of a new subscription order, contains

information about exactly one subscription along with references to business partners with the role

“Customer (JSD)” and “End Consumer”. If the standard data validation is performed successfully, the adaptor

writes this information to the tables for the following:

• Subscription order units

• Renewal presets

• Transactions

• Initiated invoices

• Created issues

If the business partner does not yet have the role “Customer (JSD)”, the adaptor creates the customer on the

proprietor level and writes the information to the tables for the following:

• Customer terms

• Medium terms

• Standard usages

Subscription Adaptor (OUT) (as of Version 9.10)

The "Subscription adaptor (OUT)" exports JSD order data when a JSD order

• is created

• is modified or deleted or

• when the customer is modified.

The message produced by this adaptor contains

• specific JSD order data (subscription or single issue order)

• the corresponding business partner information for customers and end consumers as well as

• further address information assigned to the JSD order.

Suppl: Journal Insert Management - JSD-Z-010/6.0



Suppl: Journal Insert Management - JSD-Z-010/6.0

• Separation of address output for the first release, enabling shipment of periodical issues with and

without inserts

• Number of addresses for which inserts are also to be delivered can be defined using selection

parameters

• Selection parameters: role, target audience, states, Nielsen areas, postal code, invoicing

variations

• Ability to take into account promotional shipment addresses for address output control

Suppl: Linked Subscription Products - JSD-Z-035/6.0



Suppl: Linked Subscription Products - JSD-Z-035/6.0

• Assignment of a product (series) from the Product Pool to a journal, for example, for handling

cover bindings

• Generation of the BSD order for a linked subscription publication when creating the subscription

• Shipping and invoicing of the linked subscription product with BSD

Suppl: Price Optimization (incl. Student Prices) - JSD-Z-070/6.0



Suppl: Price Optimization (incl. Student Prices) -

JSD-Z-070/6.0

• Student prices possible for a publication

• Manages training periods for business partner or for subscriptions (bookseller)

• Automatic price optimization for new creation, period change, renewal, cancellation, as well as

change of customer or end consumer

• Price optimization dependent on customer code, exclusion for particular customer groups with

direct delivery is possible

• Delayed invoicing of charged time periods is possible

• Transparent settlement of preferential prices

Suppl: Promotional Shipment (Delivery for External Publishers) - JSD-Z-090/6.0



Suppl: Promotional Shipment (Delivery for External

Publishers) - JSD-Z-090/6.0

• Adding addresses for the mailing of complimentary copies, to the shipment of subscribed copies

• Address selection using the "Marketing" module for flexible use of random promotional shipping

(e.g. also external address import) structural duplicate checks

• Check for Duplicates

• Specifying target addresses via priority rules

• Consolidation of all selected addresses within the selection results according to specific rules

• Exclusion of active subscription shipping addresses in order to achieve exact target quantities for

the random promotion print run before the addresses are mixed for shipment

• Prerequisite for implementation: License for Marketing (MKG)

Suppl: Evaluation Option - JSD-Z-040/6.0



Suppl: Evaluation Option - JSD-Z-040/6.0

• Automatic determination of gratis period and invoice date on the creation of a new subscription

with an evaluation option

• Efficient handling of promotion subscriptions

• Cancellation period as period in months or by number of issues

• Cost free portion defined as period in months or by number of issues

• Cost free portion as part of the invoicing period (proportional price)

• Cost free portion before complete invoicing period

• Statistical control

Suppl: Collective Revision - JSD-Z-033/6.0



Suppl: Collective Revision - JSD-Z-033/6.0

• Customer change: transfer of all subscriptions from one customer to another

• Cancellation of a customer's subscriptions

• Reactivation of a customer's subscriptions

Suppl: Shipping Pool - JSD-Z-050/6.0



Suppl: Shipping Pool - JSD-Z-050/6.0

• Simultaneous distribution of issues from different versions of one or more journals of a company

group

• User defined label production sorting sequences for issues that are to be delivered together

• Common distribution of issues, shipment type: printed paper rate

• Shipping pool is only available for first release

• Directing inserts and promotional addresses is not possible in shipping pool

Suppl: Promoter Pool and Management - JSD-Z-100/6.0



Suppl: Promoter Pool and Management - JSD-Z-100/6.0

• Promoter terms for business partner (promoter role)

• Points account for promoter:

– Debits: desired reward

– Credits: subscriptions gained

• Payment of rewards

• Assigning promoters to or deleting promoters from the order

• Display of the promoter's credit points and the reward payment date for the order

• Filing price lists for suppliers

• Establishing the number of reward points for the publication

Suppl: Online Usage (Import of Online Usage, Invoicing, Accruals) - JSD-Z-120/8.0



Suppl: Online Usage (Import of Online Usage, Invoicing,

Accruals) - JSD-Z-120/8.0

• Import, invoicing and accrual of usage data for online products

• Communication between the Klopotek system and online systems

• Specification of access rights for products and subscriptions

• Restricting the number of users that have access to the online system

• Usage data transfer for subscriptions via individual or standard converters

• Combination of chargeable online hits

• Invoicing subscriptions and single retrieves in the Klopotek system

• Fixed and usage related sales revenue split for flat rate subscriptions

• Online usage data accrual

• Arbitrary scales for multiple licenses

Journal Invoicing - JSD-S-050/6.0



Journal Invoicing - JSD-S-050/6.0

• Initial debits and additional charges

• Balancing credits, full credit, document cancellation

• EU VAT including consideration of shipping route

• Archiving of documents (PDF file)

• Calculation basis: period of validity, year, volume, issue


currency

• Invoicing origination date: immediate, collective deadlines for the customer, choice of time

intervals

• Customer specific invoice separation, invoice sorting and design

• Invoice for paid and unpaid pro formas

• Automatic debiting without invoice option

• Invoicing of advance and pro forma invoices

• Shipping with invoice for orders with re-shipment portion

• Payments due, BCA statement, transfer forms

• Gross/net invoices

• Minimum invoice amount for online settlement

E-Invoicing for JSD - GEN-260/8.3



E-Invoicing for JSD - GEN-260/8.3

• Electronic document shipment, e.g. invoices

• Shipment via e-mail, FILE or FTP

• Securing the identity of the signer and the integrity of the signed data by electronic signature

• Archiving the electronic documents

Web Services Journal Orders - WEB-150/8.5



Web Services Journal Orders - WEB-150/8.5

Functional overview

Creating new subscriptions in JSD

• the Web Service allows the creation of new subscriptions and free subscriptions. A fixed price

can be specified.

• save single orders, period subscriptions and annual subscriptions

• automatic creation of a letter and/or e-mail transaction

• save the access codes and admin passwords belonging to the subscriptions

Accessing subscriptions in JSD

• subscription data from JSD is made available

• list of all active subscriptions for a specific customer based on predefined criteria


Editing subscriptions in JSD

• delete and modify address usages

• delete and modify end consumers

Subscription check

• check to determine whether a customer has active subscriptions for a publication (e.g. in the

context of authorization when attempting to access content for an online subscription)

Web Shop Calculation (JSD) - WEB-190/9.10



Web Shop Calculation (JSD) - WEB-190/9.10

Functional overview

• various Web Services for processing subscription orders from a web shop

• supplies the web shop with publication information from the Klopotek system and calculates the

transferred data

• creation of subscription orders with final values in the Klopotek system

• credit card settlement:

store data from the credit card authorization process and provide the data on invoice documents

and to the credit card provider for the collection process

• real-time calculation for North American and European sales tax model, net and gross prices

• calculate the sales tax for a publication in JSD in the same way as for a product in BSD

• calculate discounts

• shipping costs are not optimized for subscription orders which are placed via the web shop

Suppl: Agency Settlement for Publisher - JSD-Z-150/9.10



Suppl: Agency Settlement for Publisher - JSD-Z-150/9.10

• Subscription business via agencies

• Agencies receive commission

• Additional fees for subscription handling per subscriber

• Revenue split calculates publisher payments and commissions per revenue share

Journal Distribution - JSD-S-040/6.0



Journal Distribution - JSD-S-040/6.0

• First release, re-shipment

• Distribution label

• Newspaper mailing service (mailing piece, printed matter, newspaper at printed paper rate)

• As many shipping methods as required

• Repeated printing

• Repeated access

• Statistical delivery information according to shipping method

Link to BSD Stock - JSD-S-085/6.5



Link to BSD Stock - JSD-S-085/6.5

• Link to BSD stock for journal issue management

• Efficient stock control for re-shipments

• Management of different stock types

• Automated acceptance of journal issues as stock items

• Stock synchronization using the publication pool

Suppl: Delivery by Issue (Wholesalers) - JSD-Z-030/6.0



Suppl: Delivery by Issue (Wholesalers) - JSD-Z-030/6.0

• Invoicing of issues, e.g. for wholesale dealers or societies

• Credit notes for returns

• Invoicing by issue for a subscription

Suppl: Optimization of Postage and Shipping Method - JSD-Z-060/6.0



Suppl: Optimization of Postage and Shipping Method -

JSD-Z-060/6.0

• Specification of weight-dependent shipment shipping costs for re-shipments

• Fixed flat rate shipment shipping costs combined with weight-dependent shipment shipping costs

• Specification of weight-dependent shipment shipping costs for several subscriptions to a

publication using shipment simulation

• Shipping unit set-up

• Weight-dependent specification / shipping method optimization

• Shipment optimization for delivering issues for several subscriptions to a publication

• Internal weight-dependent and country-dependent shipping method and cost tables

Suppl: Continuing BSD Basic Edition Delivery as Journal Subscription - JSD-Z-080/6.0



Suppl: Continuing BSD Basic Edition Delivery as Journal

Subscription - JSD-Z-080/6.0

• Assignment of a loose-leaf edition (basic edition) in BSD to a journal publication in JSD

• Automatic generation of an order in JSD on the creation of a order for a basic edition in BSD

• Direct branching from the JSD order to the basic edition order in BSD and vice versa

• Transfer of relevant data from the basic edition order into the pending JSD order

• Activating the delivery of issues (supplements) via the JSD order in a manner appropriate to the

basic edition’s status at the time of distribution

• Prerequisite: use of the JSD and BSD sales and distribution systems

Settlement of Representative's Commission - JSD-S-140/6.0



Settlement of Representative's Commission -

JSD-S-140/6.0

• Entering representatives with special commissions, free periods, responsibilities (areas, target

groups) and exclusions

• Defining periods within order modifications should effect on commission statements

• The automatic assignment of a representative to a subscription, on the basis of his

responsibilities

• Assignment of a representative per duration

• Settlement of representative's commission

• Direct and regular commission

"My Tasks" - JSD-S-150/6.0



"My Tasks" - JSD-S-150/6.0

• Sending JSD orders to remind other users and oneself

• Automatic creation of transactions for JSD orders, for example, in case of a renewal or a change

in end consumer

• Creation of transactions by the user for order units

JSD Customer Information System - JSD-S-070 / 6.0



JSD Customer Information System - JSD-S-070 / 6.0

• Condensed display of information on a customer's most important pool, sales and sales revenue

data

• Short information from the Customer Pool (JSD)

• Account information (separate license required)

• Statistics

Sales revenue during the year

Evaluated and invoiced sales revenue per publication (previous, current and following year)

Monthly view of the sales quantities

Journal Information System - JSD-S-160 / 6.0



Journal Information System - JSD-S-160 / 6.0

• Condensed display of a journal publication's most important pool, sales and sales revenue data

• Short information from the Publication Pool (journals)

• Price and shipping costs of a publication (journal)

• Statistics

• Sales and sales revenue of subscriptions during the year

• Code classification according to price type, subscription amount and sales revenue (previous,

current and following year)

• Comparative monthly view of sales amounts (previous year – current year)

JSD Customer ViewPoint - JSD-S-170/8.4



JSD Customer ViewPoint - JSD-S-170/8.4



– Condensed display of information on a customer's most important pool, sales, and sales

revenue data

– Short information from the Customer Pool (JSD)

– Statistics: Sales revenue during the year, evaluated and invoiced sales revenue per

publication (previous, current and following year), monthly view of the sales quantities

• Secure, real-time data access via internet browser or directly from JSD



• Prerequisite for use of the administrative component:

– License for JSD Customer ViewPoint Administration

Publication ViewPoint - JSD-S-180/8.4



Publication ViewPoint - JSD-S-180/8.4



– Condensed display of a journal publication's most important pool, sales, and sales revenue

data

– Short information from the Publication Pool (journals)

– Price and shipping costs of a publication (journal)

– Statistics: Sales and sales revenue of subscriptions during the year, code classification

according to price type, subscription amount and sales revenue (previous, current and

following year), comparative monthly view of sales amounts (previous year – current year)

• Secure, real-time data access via internet browser or directly from JSD



• Prerequisite for use of the administrative component:

– License for Publication ViewPoint Administration

Publishing Statistics (JSD) (Data Basis and Procedures) – JSD-S-110/6.0



Publishing Statistics (JSD) (Data Basis and Procedures) –

JSD-S-110/6.0

• Manages a statistical database

• Base data and consolidation levels

• Evaluated and invoiced view of sales revenue

• Variable reporting period

• Monthly, yearly and customer levels

• First import and balancing procedures

• Actualizing previous day

Publishing Statistics (JSD) Reporting (Package 1) - JSD-S-120/6.0



Publishing Statistics (JSD) Reporting (Package 1) -

JSD-S-120/6.0

Statistics Reports on Customer

• Evaluated sales revenue by customer and publication

• Evaluated sales revenue by price type and customer

• Invoiced sales revenue by customer and publication

• Invoiced sales revenue by price type and customer

• New orders by price type and customer

• Sales and sales revenue by customer

• Increases and decreases by customer




Statistics Reports for Publications

• Statistics on increases and decreases over the course of time

• New orders by price type and publication

• Sales and sales revenue over the course of time




Statistics Reports for Shipping Countries

• Sales and sales revenue by shipping country

• Evaluated sales revenue by shipping country and price type

• Invoiced sales revenue by shipping country and price type

• Invoiced sales revenue by shipping country and discount level

Invoice Control Lists

• Invoice control list (by invoice)

• Invoice control list (by currency)

• Invoice control list (not printed)

• Prerequisite for implementation: License for Publishing Statistics (JSD) (Data Basis and

Procedures)

Publishing Statistics (JSD) Reporting (Package 2, Additional to Package 1) - JSD-S-130/6.0



Publishing Statistics (JSD) Reporting (Package 2, Additional

to Package 1) - JSD-S-130/6.0

Statistics Reports on Customer

• Cancellations by price type and customer

• Evaluated sales revenue and sales by price type and customer

• Evaluated sales revenue by customer and publication (expanded)

• Renewals by price type and customer

• Invoiced sales revenue by customer and publication (expanded)

• Invoiced sales revenue and sales by price type and customer

• Customer sales by publication and invoicing type

• Increases and decreases by customer over the course of time




Statistics Reports for Publications

• Cancellations by price type and publication

• Sales by publication, price type and durability

• Sales by price type and durability

• Sales and sales revenue on a monthly basis with cumulated annual values

• Evaluated sales revenue by price type and durability

• Evaluated sales revenue and sales by publication, shipping country and discount level

• Renewals by price type and publication

• Invoiced sales revenue by price type and durability

• Monthly stock changes by publication

• Publication sales compared year on year

• Publication sales by invoicing type




Statistics Reports for Shipping Countries

• Evaluated sales revenue and sales by shipping country and price type

• Invoiced sales revenue and sales by shipping country and price type

• Invoiced sales revenue and sales by shipping country and discount level

Statistics Reports for Customer Countries

• Evaluated sales revenue and sales by customer country, publication and year

• Prerequisite for implementation: License for Publishing Statistics (JSD) (Data Basis and

Procedures)





• Saving data selections for reports

– The user's own data selections made for reports can be saved as selection profiles and re-

used as often as necessary

– Selection profiles can be created specially for company groups, marked as ‘Own’, ‘General’

or ‘User Group’ and selected using the corresponding filters

• Relative date entries in selections

– With the introduction of relative date entries, selection profiles can be defined so as to allow

selection parameter evaluations or adjustments for the period to date (month to date, year to

date, etc.)

• Dynamic report viewing for publishing statistics (BSD)

(Prerequisite: use of the BST_PRD (3.7.4) and VLG_SYNC (3.7.12) procedures)

– Dynamic report viewing allows you to switch between historical and current views of the

publishing statistics

– The historical view evaluates sales and sales revenue using a title assignment to publisher,

division etc. at the time of invoicing. The current view offers a complete evaluation of sales

and sales revenue using the current title assignment

• Automatic handling of classification parameters

– Title classification at the proprietor and company group level

Subscription Lists - JSD-S-020/6.0



Subscription Lists - JSD-S-020/6.0

• Output of:

– Subscription lists

– Label lists (Cheshire)

– Customer lists

• Results of all lists can be restricted through the use of selection parameters

• Online display of lists

• Batch processing is available

• Print out or save as a file for further processing

• Internal and external lists

Accruals - JSD-S-010/6.0



Accruals - JSD-S-010/6.0

• Generation of a statistical database for evaluating sales revenue

• Generation of separate lists according to the publication version, publisher, price type and

revenue type (type of proceeds)

• Identification of invoiced sales revenue, separate into 'achieved' / 'not achieved' within a

reporting period

• Separate presentation of sales revenue figures by goods value, VAT, shipping costs and as a

total


currency

• Identified figures can be coordinated with the financial accounts

• Unpaid items carried forward at the end of the business year

• Any business year can be selected

Suppl: Export Interface Deferred Revenue - JSD-Z-130/8.0



Suppl: Export Interface Deferred Revenue - JSD-Z-130/8.0

• Accrual data is transferred to a statistics and interface table for the last posting month.

• Transfer is carried out for, among other things, secured and to be secured:

– net goods value

– sales tax amount

– shipping costs

– evaluated net goods value.

• Accrual data is subsequently exported to a text file.

Suppl: Change in Quantity Statistics - JSD-Z-110/6.0



Suppl: Change in Quantity Statistics - JSD-Z-110/6.0

• Identification of the inward and outward quantity movements for an issue in comparison to the

previous issue

• Separate display of customer code, method of charge and price type

Suppl: ICEDIS Interface - JSD-Z-020/6.0



Suppl: ICEDIS Interface - JSD-Z-020/6.0

• Electronic exchange of new or renewed subscriptions between large bookstores or agents and a

publisher

• Create ICEDIS standard text file containing customer-related JSD order data for export

• Process publisher's automated customer renewals and new subscriptions during import

• Comprehensive uniformity tests before automated renewals and new subscriptions

• Optional import simulation with exclusive logging but not saving in the database before

proceeding with the actual import

Subscription Export Format ICEDIS - JSD-X-110/9.10



Subscription Export Format ICEDIS - JSD-X-110/9.10

• Electronic exchange of new subscriptions between large bookstores or agents and a publisher

(new variant of ICEDIS_E)

• Create ICEDIS standard text file containing new, customer-related JSD order data for export

• Output of an export file per publisher

• Export of new subscriptions and renewals in separate files

• Output data as an Excel file

Printing Procedures (Documents, Enclosures) - JSD-X-090/6.0



Printing Procedures (Documents, Enclosures) -

JSD-X-090/6.0

• Document printing to export interface

• Document flow control options (invoices, attachments, transfer forms)

• Option to create individual forms

• Language specific label texts

– Define label texts depending on the language of the document recipient

• License contains the document printing export interface

Journal Sales Interface Package - SAP-020/7.8



Journal Sales Interface Package - SAP-020/7.8

• The journal sales interface package has the following interfaces:

– Publication_K2S interface

– Customer_K2S interface

– Accounts_Receivable_K2S interface

– Payment_Reminder_S2K interface

• These standard interfaces communicate the relevant sales, invoice and payment data for

journals between the Klopotek and SAP systems. This information loop makes it possible to

analyze data uniformly and generate the respective reports.

– The journal, customer and invoice data (accounts receivable) is exported to interfaces from

the Klopotek system. Text files generated by the batch procedure are imported into the SAP

system.

• Data pertaining to payments that have been made and reminders are exported to an interface

from the SAP system. The text file generated by the batch procedure during this process is

imported into the Klopotek system.

Multi LCL (Language, Currency, Location) - GEN-580/10.2



Multi LCL (Language, Currency, Location) - GEN-580/10.2

In companies which operate internationally, the users who work with the Klopotek software may not all speak

the same language. They may also need to communicate with external business partners in different

languages.

With the "Multi LCL (Language, Currency, Location)" license, the Klopotek system can be used globally,

providing a multi-lingual user interface and the ability to output royalty statements and serial letters in the

language of the recipient.

User interface

Support multiple languages within a single installation in order to display

• the metadata (entries from the data types, names of roles and classification categories),

• the names of boxes, options, tabs and modules in the user interface and

• the system messages

in a language which suits the respective user.

Royalty statements

the standard royalty statement can be output in the language of the external recipient (royalty recipient). It

takes into account variations in regional formats for

• dates

• currency

• the character used to separate whole numbers from decimals and

• the character used to group thousands, millions, etc.

Serial letters and e-mails

Mass (e-)mailings can be created in the appropriate languages for different external recipients (business

partner, author, supplier, licensee, etc.)

Benelux and Scandinavia

Klopotek BV

Oostenburgervoorstraat 120 -124

1018 MR Amsterdam

Netherlands

Tel: +31.20.5210.070

Fax: +31.20.5210.098

www.klopotek.nl

www.klopotek.be

France

Klopotek SAS

6 rue d’Odessa

75014 Paris

France

Tel: +33 1 71 39 70 32

[email protected]

www.klopotek.fr

Germany

Klopotek & Partner GmbH

Schlueterstrasse 39

10629 Berlin

Germany

Tel: +49.30.884 53.0

Fax: +49.30.884 53.100

[email protected]

www.klopotek.de

UK

Klopotek UK Ltd

1 Northumberland Avenue, Trafalgar Square

London WC2E 9RZ

United Kingdom

Tel.: +44.20.7716 5500

Fax: +44.20.7716 5595

www.klopotek.co.uk

USA and Canada

Klopotek North America, Inc.

2001 Route 46, Suite 203

Parsippany, NJ 07054

USA

Tel. +1.800.239.9254x101 (toll-free USA/Canada)

Tel. +1.973.331.1010

Fax : +1. 973.331.0042

[email protected]

www.klopotek.com

Klopotek AG - Schlueterstr. 39 10629 Berlin

Copyright 2013

Klopotek

This document is copyright protected and contains confidential information from Klopotek & Partner GmbH,

Klopotek B.V., Klopotek UK Ltd., Klopotek SAS, and Klopotek North America.

Any whole or partial use that is not allowed by contractual agreement requires prior written permission from

Klopotek. This applies in particular to the reproduction, duplication, editing, translating and digitizing of

copyrighted or confidential material.

Every precaution has been taken to ensure that the information concerning hardware and software explained

in this document is accurate and correct. However, errors and/or omissions cannot be entirely excluded.

Liability is therefore not assumed for incorrect information. The right to make technical changes is always

reserved.