BOOK SALES AND DISTRIBUTION (BSD) - Klopotek

BOOK SALES AND DISTRIBUTION (BSD)

Version 10.8

Status: November 2012

PUBLISHER: Klopotek & Partner GmbH

Schlueterstrasse 39

10629 Berlin

Germany

Tel. +49 (0) 30.884 53 – 0

Fax +49 (0) 30.884 53 – 100

[email protected]

Copyright 2012

Klopotek & Partner GmbH

Schlueterstrasse 39

10629 Berlin

Germany

This document is copyright protected and contains confidential information from Klopotek & Partner GmbH

Any whole or partial use that is not allowed by contractual agreement requires prior written permission from

Klopotek & Partner GmbH. 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.

Table of Contents

© Klopotek & Partner GmbH BOOK SALES AND DISTRIBUTION (BSD) 3

EN_PS_BSD_108 (Status: November 2012)

Table of Contents

Customer Pool (BSD) - BSD-S-040/6.0 6

Premium address alignment - Deutsche Post - GEN-510/9.5 9

Confirmation of foreign VAT registration numbers - GEN-610/9.8 10

Product Pool - PPM-S-070/6.0 11

Suppl: Product Pool - "Summary" tab - PPM-Z-270/10.8 18

Suppl: Collective Revision for Products via User Interface - PPM-Z-200/9.2 19

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

Book Order Fulfillment - BSD-S-010/6.0 25

Real-time Order Calculation and Credit Card Authorization - BSD-S-065/6.5 29

Credit Card Authorization - BSD-Z-045/6.5 31

Credit Card Number Encryption - BSD-Z-130/10.4 32

Book Invoicing - BSD-S-020/6.0 33

Provide Order for Distribution in the "Orders" Module - BSD-S-190/10.4 39

Order Fulfillment and Invoicing for Standing Orders and Series - BSD-S-120/6.0 40

Order Fulfillment and Invoicing for Loose-Leaf Editions - BSD-S-130/6.0 41

Order Fulfillment and Invoicing for Sets - BSD-S-140/6.0 42

Order Fulfillment and Invoicing for Period Models - BSD-S-150/6.0 43

Suppl: Generating Orders (Direct Delivery, Duplication, Reversal) - BSD-Z-020/6.0 44

Suppl: Profile Standing Orders (General Standing Order Fulfillment) - BSD-Z-060/6.0 45

Suppl: Continuing BSD Basic Edition Delivery as Journal Subscription - JSD-Z-080/6.0 46

Suppl: Agency Settlement for Publishers - BSD-Z-150/9.12 47

Suppl: Processing Purchase Orders (Supplier Orders) - BSD-Z-090/7.1 48

Suppl: Shipping Unit Formation by Volume and Shipping Container Definition - BSD-Z-050/6.0 53

Table of Contents

4 BOOK SALES AND DISTRIBUTION (BSD) © Klopotek & Partner GmbH


Suppl: Combined Shipping - BSD-Z-080/6.0 54

Suppl: Order Processing and Invoicing per Contractor - BSD-Z-120/9.5 55

Stock Accounting - BSD-S-050/6.0 56

Warehouse Management - BSD-S-060/6.0 57

Stock Valuation at Reprint Level - GEN-100/7.8 58

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

PPM-Z-030/6.0

59

Suppl: Online Postings in Cost Statements - PPM-Z-040/6.0 60

Settlement of Representative's Commission - BSD-S-110/6.0 61

Suppl: Accounts Receivable in the Customer Information System - BSD-Z-030/6.0 62

BSD Customer ViewPoint - BSD-S-180/8.4 63

Product ViewPoint - PPM-S-150/8.4 64

Publishing Statistics Data & Procedures (BSD Introductory Package) - BSD-S-080/6.0 65

Publishing Statistics Data & Procedures (BSD Package 1) - BSD-S-090/6.0 66

Publishing Statistics Data & Procedures (BSD Packages 2) - BSD-S-100/6.0 69

Saving Report Parameters - GEN-030/6.0 71

Suppl: Order Receipt Statistics (Data, Derivation Procedures and Reporting) - BSD-Z-010/6.0 72

Consignment Handling - BSD-X-230/8.4 73

Export Interface for Electronic Data Interchange, e.g. EANCOM - BSD-X-200/7.1 74

Export Delivery and Print Data - BSD-X-240/9.5 75

External Shipping System Interface - BSD-X-070/6.0 76

Print Procedures (Documents, Stock Pick-Slips, Letters) - BSD-X-010/6.0 77

Suppl: Database Reorganization - BSD-Z-075/6.7 78

Export Interface Costs of Sales - GEN-110/7.8 79

Book Sales Interface Package - SAP-010/7.8 80

E-Invoicing for BSD - GEN-250/8.3 81

Import Interfaces Sales System North America (KNA_I_STAT) - PPM-X-210/8.5 82

Costs Statement Royalties Accrual Export Interface - BSD-X-220/8.5 83

Enhanced User Management and Password security (incl. LDAP) - GEN-180/8.2 84

Table of Contents



Interface Editor - GEN-420/8.4 85

Suppl: Multilocation - PPM-Z-240/6.11 86

Customer Specific Plausibilities - GEN-005/6.5 87

UC4 Integration for Full Use License - GEN-640 / 9.8 88

Multi LCL (Language, Currency, Location) - GEN-580/10.2 89

UI Configurator - GEN-630/10.0 90

Suppl: Dashboard - IAP-Z-080/10.0 91

Suppl: Quick Search - IAP-Z-090/10.0 92

Suppl: Digital Asset Management (DAM) - IAP-Z-100/10.0 93

Suppl: Quick Connect - IAP-Z-110/10.0 94

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




• 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

Premium address alignment - Deutsche Post - GEN-510/9.5



Premium address alignment - Deutsche Post - GEN-510/9.5

• Using a function in the international address pool, you can import data about relocations or

address modifications within Germany (data is supplied by Deutsche Post, the national postal

service)

• Data about relocations or address modifications can be imported in the formats csv, xml, txt

• The system automatically includes the new address in the corresponding boxes in the “Business

Partner” form. The old address is overwritten.

• The batch procedure for sales system output control (OCS – Output Control System) exports the

recipient's assignment ID. This ID enables the precise import of change of address data from

Deutsche Post into the Klopotek System.

Confirmation of foreign VAT registration numbers - GEN-610/9.8



Confirmation of foreign VAT registration numbers -

GEN-610/9.8

The Federal Central Tax Office (Bundeszentralamt für Steuern or BZSt) offers a validation process via an

internet form on its website (http://evatr.bff-online.de/eVatR/index_html), or alternatively, allows the

integration of the XML-RPC interface (http://evatr.bff-online.de/eVatR/xmlrpc/) into your system. The

interface is aimed at companies which wish to submit large numbers of validation requests.

The XML-RPC interface (Remote Procedure Calling) is integrated into the Klopotek system and, in contrast

to single queries, has the advantage that manual entry of the business partner data you wish to check is not

necessary.

• Validation requests for all non-German business partners which have a "VAT ID" or a

corresponding "VAT Agent"

• Manual validation requests for business partners via an option in the user interface

• Regular, automatic validation requests in the background

• Define a number of days before the VAT ID check is repeated for positive and negative results

• Simple or qualified checks with optional official confirmation

– Simple – takes the business partner's VAT ID in combination with the VAT ID of your

company into account

– Qualified – takes the business partner's "Name" and "City" into account in addition to the VAT

IDs

• Specify a different name for the business partner which is used exclusively for the VAT ID check

via an option in the user interface

• Evaluate the response supplied by the BZSt in the business partner's event log

• System alerts for serious errors during the execution (e.g. the service cannot be reached) and

negative results

http://evatr.bff-online.de/eVatR/index_html

http://evatr.bff-online.de/eVatR/xmlrpc/

Product Pool - PPM-S-070/6.0




Versions

• Versions, editions, title reprints

• 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

• 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

• 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

• Extended calculation on customized Excel® spreadsheets

• Automatic issue of DOI (Digital Object Identifier)

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.

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 sets

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

• Prerequisite for the implementation: license for Product Pool

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

Book Order Fulfillment - BSD-S-010/6.0




Recording and editing of single and standing orders

Single orders

• Single orders

• 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

• 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

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

• 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




"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)

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

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

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

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




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

• 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

• 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

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

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

• 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

• 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

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

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

BSD Customer ViewPoint - BSD-S-180/8.4



BSD Customer ViewPoint - BSD-S-180/8.4

• Flexible, individually scalable, browser-based information tool

• Targeted overview of business process data

– 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

• 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:

– 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

• Flexible, individually scalable, browser-based information tool

• Targeted overview of business process data

– 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

• Different information is available to staff in different departments

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

• 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

Introductory Package)

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 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.

• 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

Enhanced User Management and Password security (incl. LDAP) - GEN-180/8.2



Enhanced User Management and Password security

(incl. LDAP) - GEN-180/8.2

• Synchronization of the user data of an LDAP implementing directory service – for the Klopotek

user schema (KAS schema)

– Management of all user data and passwords centrally in an LDAP implementing directory

service - e.g. Microsoft® Active Directory® (AD)

(Currently only released for the LDAP implementing directory service Microsoft® Active

Directory® (AD). The Klopotek software generally supports other LDAP implementing

directory services. For questions and information about technical review, please get in touch

with Klopotek & Partner GmbH.)

– Responsibilities for the database for Klopotek access protection (rights in the Klopotek

applications) and for central authentication (user and password) can be separated from one

another.

– Upon synchronization to the Klopotek user schema, the user name, assignment to one or

more user groups and user-specific properties are synchronized.

• Use of user profiles (templates) for LDAP synchronization to assign the same user-specific

properties per user group (e.g. proprietor and company group)

• Special user properties for the Product Planning and Management system (PPM) are

automatically generated in the actual target databases

– Users are generated as special staff members

– Users are assigned to a department

– Users have special responsibilities defined for them

– The owner of the user settings is assigned

• Enhanced password security for the user schema (KAS schema), if an LDAP implementing

directory service is not used

– Password has limited validity and user is sent a warning prior to expiration of validity

– Structure of the password entered is checked against sample passwords

– Number of times incorrect passwords can be entered can be limited and the period of time

until hold is lifted defined

– List of the most recently used passwords forces users to enter new passwords

Interface Editor - GEN-420/8.4



Interface Editor - GEN-420/8.4

Interface Editor is one of Klopotek's tools that makes it easy to edit data in Klopotek's standard interface

tables. It works directly at database level and provides you with specific functionality to optimize editing of

the standard interface tables.

Interface Editor:

• can be customized using freely definable functions (Oracle Stored Procedures) that provide user-

defined functionality

• is independent of the version of Klopotek's software you are using

• adheres to the security concept (Klopotek Authentication Server)

• can only be operated via license keys for each interface table/function for security reasons

• can handle various generally available data formats for the export of the interface data

• provides print output that can be freely configured

• logs all changes to the standard interfaces if desired.

Suppl: Multilocation - PPM-Z-240/6.11



Suppl: Multilocation - PPM-Z-240/6.11

• Delivery information of title/edition (first print and reprints) for different distribution centers or

distribution locations

– Different delivery statuses

– Publication date / planned publication date / date of first release

– First printing

– Different discount groups

– Reference key

• Differentiation between main and auxiliary distribution locations

– Delivery status inherited per edition for main and auxiliary locations

– Automatic recalculation of planned publication date and reprint date for all locations when

modifying main location

• Reprint information for different locations:

– Delivery date / planned / actual print date

– Actual reprint run

– Weight of reprint

• Publication dates and delivery status for different locations available in ViewPoint

• Consideration to data corresponding to location during XML export

• Dialog display setting for units of measurement which differ from international standards. SIU

(international : Système International d´Unités) / US (Anglo-American measurement system)

– Differentiation between main measurement system (saved values), measurement system for

displayed values

– User-specific measurement system displayed

• ViewPoint: user-specific measurement system displayed taken into consideration

• Multiple currencies per location (multicurrency capability):

– Multiple supplier currencies

– Multiple currencies in statistics data

– Consolidation: evaluation of sales revenue for all locations within a company group

– Reports displayed in various currencies

• Time zone of database server or a location's local client configurable for data with time

specifications (e.g. data entry / modification, batch procedures' processing data)

• Sales and sales revenue can be filtered by distribution location

Customer Specific Plausibilities - GEN-005/6.5



Customer Specific Plausibilities - GEN-005/6.5

• Integration of customer specific plausibility checks

– Ensuring data consistency through customer specific rules

– Flexibility when operating with external systems

• Check when exiting a field or before saving in the database

• Applicable to all objects in the Klopotek software

• Prerequisite for implementation: Version 8 of the PowerBuilder™ developer environment, to

create global functions for individual complex rules

UC4 Integration for Full Use License - GEN-640 / 9.8



UC4 Integration for Full Use License - GEN-640 / 9.8

New, modern software is available to control batch processing within the Klopotek standard software: the

UC4 Automation Engine from UC4. UC4 version 8 is certified for use with the Klopotek software, and the

current version (v. 9) will be soon.

With the purchase of a UC4 OEM license from Klopotek, you receive the integration layer for controlling

Klopotek batch procedures. If you purchase (or have purchased) a UC4 Full Use License from another

supplier, you can purchase this integration layer as an add-on. The integration layer makes it easy to link

Klopotek batch procedures with UC4. If you are interested in replacing your old scheduler with UC4 or you

want to guarantee the integration of Klopotek batch procedures with non-Klopotek procedures for your

implementation, talk to us about your plans.

The Klopotek integration layer

• delivers programmed UC4 objects for the Klopotek applications

• supplies the necessary UC4 system settings for secure, sequential operation of the Klopotek

batch procedures

• provides system settings for controlling batch initialization from the Klopotek user interface

• includes a user-friendly wizard

• optimizes UC4 performance

• makes it easy to connect UC4 to the Klopotek batch procedures and to the workflow of the

components involved in a process even without specific know-how.

http://www.uc4.com/products/automation-engine

http://www.uc4.com/products

Multi LCL (Language, Currency, Location) - APR-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.)

UI Configurator - APR-630/10.0



UI Configurator - GEN-630/10.0

The Klopotek systems support numerous different business processes in the areas of sales, editorial,

product marketing, production and royalties. Your system administrator can individually customize the

interface in each of the systems for each user group to best suit their tasks within the business processes.

• Among other things, your system administrator can:

– hide fields

– modify the placement of fields

– modify how a field is displayed (e.g. bold, italics, font, color)

– modify the names of fields.

• Customization of the user interface is carried out with the help of "Customization Studio" from

Novalys. The "Customization Studio" is integrated into PPM, MEX and ASM.

The "UI Configurator" license includes:

– An administrator license for the "Customization Studio" from Novalys

– No additional licenses are required to use the customized interface on your workstations.

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.

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.




Contacts:

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

140 bis rue de Rennes

75006 Paris

France

Tel : (33) 01 70 38 25 11

Fax: (33) 01 70 38 23 00

[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

Devonshire House

Manor Way

Borehamwood

Hertfordshire

WD6 1QQ

United Kingdom

Tel.: +44.20.8731 4596

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

BOOK SALES AND DISTRIBUTION (BSD) - Klopotek

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