product planning and management (ppm) · product pool versions versions, editions, title reprints...

PRODUCT PLANNING AND MANAGEMENT (PPM)

Status: September 2014

PUBLISHER: Klopotek Amsterdam, Berlin, London, Munich, Paris, Parsippany [email protected]

Product Pool

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.

▪ Flag "Can be ordered" to prevent accidental orders (e.g. of set components)

▪ 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)

▪ Storage of the customs declaration number at delivery level for transparent customs clearance when manufacturing overseas.

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 ▪ Configure whether the originator has

to exist 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 ▪ 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

© Klopotek & Partner GmbH PRODUCT PLANNING AND MANAGEMENT (PPM) 2

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

The Work Manage data on a work in order to enable a quick estimate of the profitability of the work's possible products for your list development. The data of your sales

scenarios and the corresponding calculations serve as the basis of your profitability estimate. ▪ A work represents content which can

be published as an intellectual or artistic creation – considered from an abstract point of view and without a medium as its physical manifestation.

▪ Frontlist development or the planning of revised editions at work level

▪ Manage basic data, planning data, calculation drafts and the individual products of the work in the "Work" module

▪ Work identified by a work number and an ISTC (International Standard Text Code)

▪ Define the work grouping (edition family, version family, version, or edition) to bundle the products for a work

▪ Derive any number of works from another work

▪ Use of the Digital Asset Management (DAM) possible at work level

Complimentary Copy Delivery ▪ Transfer contract terms to

Complimentary Copy Delivery (Version/First Edition/Next Edition/Licensed Version)

▪ It is possible to have additional complimentary copy recipients

▪ Creation of shipping lists or generation of shipping transactions for distribution systems

▪ Complimentary copy accounts supported

Permissions ▪ Assignment of owners and agencies ▪ Creation and settlement of

permissions ▪ Overview of permissions and

statements per version

Contribution Management ▪ Efficient support of the planning and

production of contributions for books ▪ Collective revision for creating and

editing contribution data ▪ Schedule planning ▪ XML-based export of the schedule for

individual processing in Excel ▪ Communication with persons involved

in the contribution (Originator, Editor, etc.) – Contribution letter option: letter

per contribution or per contributor (per title)

Collective revisions ▪ Collective revision of responsibilities

and staff members: replacing, adding and removing responsibilities and staff members for selected contributions

▪ Collective revision of schedules: replacing and removing tasks, departments and corresponding staff members for selected contributions

▪ Available in the product contribution results list

▪ Prerequisite for use: Collective Revision for Products via User Interface PPM-Z-200

Product Pool - "Summary" tab 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" product, your system administrator can rearrange or hide boxes on the "Summary" tab.

Attestations, Safety and

Maintenance Instructions 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.

Product Pool Series, Standing

Orders, Loose-Leaf Editions, Sets ▪ 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

Collective Revision for Products

via User Interface ▪ 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

Multilocation ▪ 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

Product ViewPoint ▪ 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

Dashboard 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

Notification ▪ 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.

Web Services Dashboard 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

Quick 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

Digital Asset Management (DAM) ▪ 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

Quick Connect 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.

Product Component Manager ▪ Creation of flexible component

structures where the structure itself is not dictated by the system.

▪ Creation of components whose characteristics can be individually configured.

▪ Definition of new components to fulfill individual product requirements

▪ Creation of a complex component structure any time during the process.

▪ Linking between components and products to be sold.

▪ Management of reusable components which can be used in different contexts.

▪ Export component properties via standard XML export procedures.

▪ Display components and their properties per product as report “Simple Component List”

Product Component Manager -

Extended ▪ Use of templates for the creation of a

component structure

Import Interface Product Pool ▪ "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" license, 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 ▪ 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.

▪ 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).

XML Export in ONIX 2.1/ONIX 3.0

format Interface for electronic exchange of product data on the basis of the internationally standardized ONIX International data structure (Release 2.1 / Release 3.0) ▪ Standardized data structure

– Makes it possible to exchange data in a standardized fashion with different trading partners

– Supports optimization of data quality and speed when the data recipient is further processing product data

▪ Multi-level transformation processes via consecutive XSL files

▪ The ONIX standard – Defines standard informational

elements (for example, for titles, originators and prices)

– Makes information uniquely identifiable by standardizing codes

– Communicates title data independently of the computer system used by the sender or recipient

– Is internet compatible through XML formatting

▪ ONIX title registrations from PPM: configurable interface either on-demand from the product selection or as a batch procedure

PPM catalog function (incl. product

selection and XML Export Product

Pool for restricted use for catalog

creation)

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 ▪ supplies the export data in a detailed

XML structure (documentation is available separately)

▪ 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)

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

XML Export Product Pool

Use this tool for ▪ selection and provision of product

master data for sales and marketing ▪ automated supply of product data to

publishing web sites and publisher-owned web shops

▪ providing product master data for external Internet shops and Internet booksellers, including 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.

▪ The export contains stock levels for the products for transparent data on availability in the web shop.

▪ 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

XML Export Service XML – the eXtensible Markup Language – has not only become the web standard but is also firmly embedded in the Klopotek publishing software as a component for data provision and Web Services. The XML Export Service is a configurable procedure that provides XML data of defined object types from MEX for any number of consumers by means of periodic exports for further processing (can be used starting in version 6.11).

Use and benefits ▪ modular and expandable platform for

providing data in the XML format from the Klopotek data model for any number of consumers

▪ optional just-in-time data supply or periodic export of data

▪ activatable notification ▪ simple definition of additional

consumers ▪ performance gain over dedicated

export procedures by using a shared shadow XML document basis

XML Export Service functional description

1. Generation of XML documents from the

Klopotek data model The XML Export Service is designed as a service or procedure framework that is not specifically oriented around the export of an object type from Klopotek (such as e.g. of the XML catalog export). Instead, the configuration communicates to the export service which of the object types of the

Klopotek publishing software below (the XML structure is defined as a schema definition of Klopotek) should be produced as XML documents: ▪ products from the product pool

(starting from the edition taking into account the version and the relevant reprint)

▪ product contributions ▪ journal publications from the

publication pool ▪ issues from the publication pool ▪ journal contributions ▪ business partner data The configuration of each of these Klopotek objects represents a plug-in for the export service which dynamically implements the respective data interface in the XML Export Service on the basis of Java classes. The XML documents to be produced can be restricted using an SQL statement as an additional configuration of the plug-ins for the various object types.

2. Storage and update of XML data Using standard logging functions from Oracle® (Oracle9i™: Materialized Views/Oracle10: Change Data Capture (CDC)), all objects of a configured object type are tracked for changes. Once a change has been registered, a database job generates an order that is asynchronously processed by the export service, i.e. the export service produces an XML document that is stored in a database table. The result is a permanently up-to-date shadow XML document basis that occupies its own data space in the Klopotek data model. The shadow XML document basis is the data source for consumers of the XML Export Service. In addition to the actual export objects, there are also objects that are parts of other objects: for example, a business partner who is linked to a product in PPM as the editor. If changes to the business partner data are communicated to the export service by the plug in configuration, the export service automatically determines the objects that reference this business partner and updates the shadow XML (for example, for a product) accordingly if changes were made to the business partner data.

3. Exporting data for consumers ▪ Just-in-Time option


Consumers are stored in the XML Export Service as configurations for exporting data. Just-in-time consumers and/or non-just-in-time consumers can be configured. If the export service registers a change to a Klopotek object, it not only initiates the respective plug-in to generate the XML data, it also generates a just-in-time export order for the respective data document. ▪ SingleXML (single item export) When providing data for just-in-time consumers, an XML document (single item) is always exported per Klopotek object (e.g. a product). For non-just-in-time consumers, several objects of the same type can also be exported together in a single XML document. The export destination is currently always the file system (other locations can be added upon request: e.g. FTP). ▪ Difference mode An option can also be activated which only exports information for new, changed or deleted data of an object ("difference mode"). A fixed notation displays what type of change (new/changed/deleted) is transferred on the data elements or containers. ▪ Notification An e-mail notification including log information is optional for non-just-in-time consumers (this option is available if no single item export is activated for this consumer). ▪ Selection The XML documents to be exported can be restricted using an SQL statement as an additional configuration of the plug-ins.

4. Control via an export controller The export controller is used to: ▪ allocate an order for consumers that

are not to be supplied just-in-time. Schedulers (for example, UC4 or Win-at) individually execute the order if it is repeated or time-controlled

▪ initiate initialization for a specific consumer (difference mode) or a data space of the export service

▪ temporarily stop data export for a consumer and release it again to continue

Outlook Optionally, we could integrate other objects from the Web Services area in the short term if individually requested – e.g. to export BSD or JSD orders or customer pool data.

Requirements for use ▪ Java JRE 1.4 with access to the MEX

database ▪ Oracle9i™ or Oracle8i™ Enterprise

Edition, i.e. a customer who uses PPM 6.11 has to fulfill one of the two requirements It is furthermore required when using Oracle8i™ EE that the database is set to the MSWIN-1252 character set.

Product MBS Adaptor family

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

Workflow MBS Adaptor family

Event Log Adaptor (IN) The message expected for this adaptor contains the event information of an external system. Depending on the message, the adaptor creates new logs for one of the following objects: ▪ products ▪ Digital Asset Collections (DAC) ▪ series ▪ contributions ▪ production orders (supplier order

type) ▪ production projects

Reminder Adaptor (IN) This adaptor permits you to create reminders for objects referenced in the expected message at user level. The following objects are supported:


▪ Digital Asset Collection (DAC) ▪ product (code) ▪ contribution ▪ series ▪ supplier order ▪ production project

Schedule Adaptor (IN) This adaptor permits you to update schedule tasks for a project or a contribution referenced in the expected message.

Digital Asset Collection MBS

Adaptor family

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.

Digital Asset Management MBS

Adaptor family

DAM Adaptor (IN) ▪ Import digital assets and link them to

selected objects in the Klopotek system (e.g. a photo of an author to the business partner or a manuscript to a product).

▪ Various potential storage locations for the assets: database, file system or link.

DAM Asset Provision ▪ Export assets which are assigned to a

product or a supplier order ▪ Various exports available:

– XML-based catalog export (restriction of export to particular asset types possible)

– XML-based supplier order export – Supplier Order adaptor (OUT) – Digital Asset Collection adaptor

(OUT) – Product adaptor (OUT)

Contribution MBS Adaptor family

Contribution Book Adaptor (IN) (in Version

9.8 and as of 10.4) With this adaptor, you can import data on book contributions. Not all the data on the contribution are imported, rather a set of selected data. Before importing, you can process the data with the help of individual stylesheets. The adaptor supports the creation and update of messages. The deletion of messages is not supported.

Book Sales Package ▪ 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.

Import Interfaces Sales System

North America (KNA_I_STAT) 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

Production

Production Projects ▪ Product data, budget, suppliers,

schedules ▪ Binding rates ▪ Covers (type, spine strengths, color),

front and back endpapers, cover text ▪ Division of products (e.g. in chapters

or product parts) ▪ Type of printing procedure and other

design features ▪ Enter descriptive text for central

design features ▪ Automatic calculation of the book

block thickness and spine thickness ▪ Type area, font and type size,

typesetting modifications and number of characters, head and inside margin

▪ Product components and their color ▪ Paper attributes (paper qualities,

paper grain, bleed, grammage) and calculation of the paper requirement

▪ Printed sheets and signatures ▪ Checklists for internal and external

transactions ▪ Prominent display of the notes on

production which were entered during product planning

▪ Modification history: displays logged production and product pool modifications

▪ Synchronization of data areas for production projects

▪ Transaction capability of the "Production" module

▪ Foreign currency conversion with a specific exchange rate possible in the "Production" module to hedge against currency fluctuations.

Collective revisions ▪ Collective revision of responsibilities

and staff members: replacing, adding


and removing responsibilities and staff members for selected projects

▪ Collective revision of schedules: replacing and removing tasks, departments and corresponding staff members for selected projects

▪ Available in the production projects results list

▪ Prerequisite for use: Collective Revision for Products via User Interface PPM-Z-200

Budget ▪ Flexible calculation parameters

– Cost elements (variable and fixed, obligatory cost and overhead cost elements)

– Price elements for defining the price factors to be taken into account

– Supplier specific price lists, that can have different versions

▪ Digressive quantity/price scaling based on product data

▪ Calculation of costs per unit per finishing state

▪ Lifecycle calculations ▪ Calculation of run on prices ▪ Paper requirement calculation with

and without spoilage, based on sheets or weight

▪ Validation of the number of pages and the paper quality

▪ Calculation of illustrated parts and text parts with printed sheets of different sizes

▪ Technical and extended calculation ▪ (Individual) Excel® sheet integration for

independent budgeting and break even analysis

▪ Documentation from the cost estimate to the actual cost determination

▪ Versioning of estimates and calculations

▪ Budget based on comparable projects ▪ Calculation is optimized because only

cost elements that have changed are calculated

▪ Automatic creation of the final calculation when a (re)print is finished: import of the actual costs as alternative costs, automatic transfer of the costs to the "Products" module.

▪ Manual entry of additional costs for the components of a product

▪ Import of actual costs for cost determination

▪ Report for calculation with pool data, stock data, costs and revenues as well

as warehouse, statistical, costing and royalty statement data for an edition of a title.

▪ Multilocation: units of measure (weights and lengths), calculation currency, price elements

Suppliers ▪ Supplier classifications ▪ Checklists ▪ Inquiries to various suppliers using

product data and quantities ▪ Placing orders to suppliers via

Microsoft Word® ▪ Determination of the most affordable

supplier for one or more cost elements in the calculation

▪ Import of supplier price lists

Schedules ▪ Schedule planning and control ▪ Schedule framework for production

projects using defined task templates ▪ Task lists with dependencies (critical

path), automatic calculation of schedules

▪ Management of related subtasks as collective tasks

▪ Detailed schedules for each product part and author

▪ Start, end, schedule deferrals ▪ Production status overview for each

production project ▪ Investigation of the entire production

schedule ▪ Schedule control and overview for

each staff member ▪ XML-based export of the schedule for

individual processing in Excel ▪ Simplified linking of tasks to production

schedules based on the product components

Project Optimization Bundling production projects together allows you to exploit synergies which can increase your productivity – to this end it is necessary to synchronize the different project schedules. The project optimization tool ▪ Enables flexible selection of the

production projects which should be synchronized

▪ Provides an overview of the core production data of the production projects

▪ Provides a quick overview of the schedules for selected tasks for different production projects

▪ Enables the direct synchronization of the schedules for different production projects in a central location

Advanced Scheduling ▪ Connecting subschedules from

production projects, marketing activities or contributions (product contributions) enables you to display the interdependence between, for example production tasks and tasks from other departments

▪ Subschedules for each task enable detailed planning of individual tasks

▪ Creation of subschedules also for schedule templates

▪ Comparison between current and original planning via specific report using a snapshot function – Modifications can also be

accessed via Production Cockpit ▪ Manual modifications to planning

dates results in a change in the task duration or an automatic postponement of further planning dates

XML based Data Posting for the

Extended In defined contexts, you can transfer data in an XML data structure from PPM data for individual preparation to Excel. To do so, use the generated XML file as the data source to flexibly compose your templates and add comprehensive data quantities from PPM to them. ▪ Two contexts are defined for

production: the lifecycle calculation and the reprint calculation.

▪ Based on current cost calculation, you can create an XML file with a wealth of product, project and calculation data that can be transferred to the extended calculation.

▪ The XML data structure can be adapted via XSL stylesheet. A standard stylesheet is provided by Klopotek.

Production Parallel Projects

Parallel projects ▪ Bundling production projects with the

same or similar specifications into a single parallel project to optimize calculation of the technical production costs

▪ Synchronization of data in parallel projects with the data in the linked individual projects


▪ Synchronization of the extent within a parallel estimation for all individual calculations

▪ Transferring the planning costs of the parallel projects to Excel® to calculate the break even of the merged project costs

▪ Reserving selected data from the extended calculation in PPM

▪ Display of the data in the Product Pool

Product Component Manager -

Production ▪ Link the Product Component Manager

(PCM) to production ▪ Automatically create data items for the

production costs of the individual product components (PCM nodes) in calculations as "alternative costs"

▪ Assign product components in production orders

▪ Reference components in the technical calculation

▪ Integrate sub-schedules for the components in the production schedule

Production Cockpit ▪ Overall control and ease of monitoring

of production processes ▪ Evaluation and analysis of complex

production processes ▪ Readily available information about

critical situations allowing for immediate intervention

▪ Automatic process status evaluation ▪ Individual configuration and definition

of important observation points to meet your own needs

▪ Tolerance definitions with stored process parameters for deviations specifically for your own field of work

▪ Complete overview of all product groups, production projects and dates

▪ Extensive filter possibilities e. g. by task, responsibility or external service provider

▪ Production Cockpit is a browser-based application which can call up context related data directly from PPM

Production: Evaluation of Material

and Product Consumption ▪ Posting of the material consumption

and assumption of costs for the product

▪ Posting of the consumption of semi-finished products with assumption of costs for the third-party product

Production Project MBS Adaptor

family

Calculation Adaptor (OUT) The message published by this adaptor contains new and modified production budget data from the standard interface tables. New calculations that have been exported will trigger the calculation adaptor to export the data set.

Product Cost Adaptor (IN) The message expected for this adaptor contains new product cost data from supplier documents. The adaptor writes this information to the standard interface table CST document interface.

Production Interface Package ▪ The production interface package has

the following interfaces: – Product_K2S interface – Publication_K2S interface –

Production_Planning_Products_K2S interface

– Production_Planning_Publication_K2S interface

– Supplier_K2S interface – Actual_Cost_S2K interface – Stock_Valuation_K2S interface

▪ These standard interfaces communicate the planned and actual production costs for books and journals between the Klopotek and SAP systems. This information loop makes it possible to analyze data uniformly and generate the respective reports. – The supplier, product/journal and

stock data as well as the calculated production costs are exported to interfaces from the Klopotek system. Text files generated by the batch procedure are imported into the SAP system.

– The actual production costs for the product or the journal 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.

Processing Purchase Orders

(Supplier Orders)

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 supplier order letters via Word templates in multiple languages

▪ Manage partial payments ▪ 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

▪ Management of a GTIN code ▪ 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

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 supplier order letters via Word

templates in multiple languages ▪ Manage partial payments ▪ 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)

▪ Management of a GTIN code ▪ Order export

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®

Multisupplier Currency You can work with suppliers who use different currencies for invoices than the

publisher’s standard currency for the finance system. ▪ Production

– Use of price lists with differing currencies for calculation, conversion of result in calculation currency. Foreign currency values and exchange rate are saved in calculation

– Supplier comparison from price lists with different currencies

– Direct comparison of different suppliers’ costs for print run-specific selection of suppliers per cost element in technical calculation

– Calculation data can be displayed in a different currency than the calculation currency. Conversion is done in real-time using the current exchange rate

▪ Supplier orders – Supports supplier orders in

foreign currency ▪ Incoming invoices

– Incoming invoices also available in foreign currency

– Cost calculation in calculation currency

Supplier Letters: Plug-In for Word

Processing ▪ Converting a document using web

services ▪ Combined functionality: merging

current data from supplier letters from PPM and textual components from the Word® template

▪ Easy printing from Microsoft Word® 2003 of supplier letters updated with the help of PPM

▪ Web server-based options for – reading XML supplier order letters – accessing fragments of the XML

document – linking XML fragments with

conversion instructions in XSL and CSS

– converting supplier order letters and making them available in the Word® document

▪ Word® macros and options support users with the design of a template accessing PPM data

▪ Server-side control of access to PPM data, taking into account the user access rights stored in the Klopotek system

▪ Prerequisite for implementation: Microsoft Word® 2003

Export Interface Supplier ▪ Export of the supplier master data ▪ Export of specific information that can

contain the respective "Supplier" role: – Supplier for the purchase of

material for production or marketing or for the purchase of third-party products

– Supplier as royalty recipient – Supplier for internal costs

Supplier Order MBS Adaptor

family

Supplier Order Adaptor (OUT) The message published by this adaptor contains ▪ the supplier order (including initial

account assignment) ▪ data of the referenced product ▪ production project data (including

schedule tasks) ▪ individual instructions You have to explicitly initiate this message in the user interface. Direct communication with the suppliers (electronic message forwarding) via the use of dynamic "endpoints".

Partial Payments Adaptor (IN) The message processed by this adaptor contains data on completed partial payments for supplier orders from the finance system.

Export Interface Costs of Sales ▪ 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.

Material Management ▪ Warehouse-based management of

materials for production process ▪ Material purchase order


▪ Time-oriented analysis of requirements (critical stock level, missing stock)

▪ Stock transfer and orders for material ▪ Display in table format of all purchase

orders for and consumption of material ▪ Graphical display of changes in

quantities over a timeline ▪ Indication of availability of a material ▪ Control of material availability for a

production project ▪ Identification of the future material

requirements taking into account the stock and the required time period (time-oriented demand analysis)

▪ Filtering by production supplier, material type and material, order type, consumption status and effective date

▪ Display of all material orders, consumption and storage in a table or as a graph

▪ Generation of transfers ▪ Display of the current stock for all

disposable materials ▪ Transfer of material from one supplier

to another (creation of a transfer order) ▪ Procurement of material (creation of a

material order)

Contract Management (incl. Rights

Summary) ▪ Issuing publishing contracts ▪ Various contract types (author's,

editor's, translator's, contributor's, rights acquisition, and rights sale contracts, contributor flat-rate royalty)

▪ Contract creation using pre-completed contract templates and from the rights acquisition transactions

▪ Management of all usual contract specifications (contract object, contract party, validity, rights of use, royalty agreements, royalty allocation, deadlines, complimentary copies, agencies, allowances, fees, addenda etc.)

▪ Agency processing: the originator's statement with his tax terms on the agency's royalty sub-account

▪ Management of the contract status (for example, " In Progress") and the individually definable contract phase

▪ Royalty allocation according to contribution portions

▪ Specification of minimum payment amounts

▪ Calculation of the contract end (depending on the earliest or latest publication date)

▪ Automatic contract extensions possible for next editions

▪ Basic system for the royalty statement ▪ Guarantee payments and flat rate

royalties in foreign currencies ▪ Relationships to contract parties,

agencies, payees via integrated search and quick record options in the Address Pool

▪ Multi contracts to bracket individual contract units

▪ Management of contract addenda ▪ Storage of individual defined

informational texts ▪ Authorization of contracts ▪ Access restriction for display,

modification and creation of new contracts

▪ Modification history: display of the logged changes to the contract data

▪ Digital Asset Management: versionable files for contracts are saved in database to ensure central accessibility and standardized processing

▪ Integration of contracts in CCM transaction management

Terms ▪ Publication-related terms: publishing

date, minimum print run, minimum price, distribution channel, version type

▪ Free ads, remaindering rights, approval requirement, rights reversion, obligation to notify, deadlines, options

Royalties ▪ Accounting terms: statement and

payment currency, statement frequency, offsetting, special terms – Different statement frequencies

for royalties on sales and rights revenues in acquisition contracts

▪ Limited offsetting against other contracts: – starting from a specified time – up to a specified limit – only if advance payments have

been offset – only if the guarantee sum is

earned out – only after the specific effective

date of a statement or after the main title of the contract has been published

▪ Advance payments (advance payment, flat rate royalty or guarantee

payment), installment specifications, dues

▪ Advance payments in foreign currency can be stored per installment with a fixed exchange rate

▪ Bonus payments upon a specified event or upon reaching a certain sales volume

▪ Management of advance payments and flat rate royalties in one contract

▪ Due dates, periodic payments, payment methods

▪ Sales, edition size, unit, pages, lines, printed pages, and flat rate royalties

▪ Statement basis: gross retail price, net retail price, net revenue, as well as gross and net listed prices and net sales revenue

▪ Distribution fee (per contract and per royalty scale) to lower the statement basis, reserves against returns – Complex royalty rules for royalty

on sales and edition – Royalty rule: combination of

version type, distribution channel and region

– Definition of validity period per royalty rule

– Royalty scale per royalty rule – Possible to group royalty rules to

begin a scale together – High discount rules and discount

scales – high discount cap: the high

discount rule does not apply to discounted sales above this limit

– Alternative royalty rates for customer-specific royalty rules

Range of rights ▪ Publication rights and subsidiary rights

for rights/formats, languages, distribution channels and areas (exclusive/non-exclusive)

▪ Management of exclusive and non-exclusive publisher and subsidiary rights

▪ Group of distribution channels to simplify the definition of rights and of royalty rules

▪ Allocating the subsidiary rights revenue, scales depending on the amount of the subsidiary rights revenue

▪ Offset limit for subsidiary rights revenues

▪ Validity check of the rights in all linked acquisition and rights sales contracts


as well as in all exclusive rights sales transactions for the title

Title information ▪ Title information in the rights sale

contract ▪ Controlling rights revenues due via the

title’s publication date

Management of various license

agreements (e.g. co-editions, services) ▪ Overview of prices, royalties and

costs, determination of the gross profit ▪ Management of incoming payments

with payment lines ▪ Detailed entry of production costs due

according to cost type for more precise calculation of a licensed title

Rights sales contracts ▪ Automatic validation check when

subsidiary rights are sold ▪ Contracts for different types of rights

(e.g. copyright, trademark, patent) which are invoiced at different sales tax rates

Rights summaries ▪ Targeted summaries within the rights

inventory ▪ Monitoring of rights situation ▪ Available rights ▪ List of expiring rights ▪ E-mail function to inform licensees of

expiring rights

Royalty Settlement for

Subscription Products ▪ Assignment of a logical royalty product

to a subscription product allows: – Payment of royalties for

subscription products on the basis of the recognized revenue

– Use of the "Production" module for subscription products

▪ Payment of royalties for one-off products ordered as part of a bundle

▪ Payment of royalties for online subscription products on the basis of the recognized revenue

Rights Reversion ▪ Reversion of rights arising from current

contracts – Reversion of the publication rights – Determining the contract end – Correspondence with

agency/owners

Contract Editing: Plug-In for Word

Processing ▪ Processing of contract data from PPM

as XML documents ▪ Multi contract-enabled: if a contract is

linked to other contracts in PPM ▪ Combined functionality: current

contract data from PPM and textual components from the Word® template are merged

▪ Easy to print contract texts updated using PPM from Microsoft Word® 2003

▪ Web server-based options – for reading XML contract

documents – for accessing fragments of the

XML document – for linking XML fragments with

conversion instructions in XSL and CSS

– for converting contract data and making it available in a Word® document

▪ Word® macros and options support the user in formatting a contract template with access to PPM contract data

▪ Access to the contract data in PPM controlled on the server side taking into account the user access rights stored in the Klopotek system

▪ Easy to generate different contract templates

▪ Prerequisite for implementation: Microsoft Word® 2003

Contract MBS Adaptor family

Contract Adaptor (OUT) The message published by this adaptor contains contract information, including information about ▪ one contract or a contract unit (of a

multi contract) ▪ the royalty rules ▪ installments ▪ sub rights ▪ the current addendum Changes to the contract will trigger the contract adaptor to export the data set.

Rights ▪ Planning and execution of rights

acquisitions ▪ Correspondence with owners, agents

and scouts ▪ Registration of proof material and

received manuscripts

▪ Management of options including their ranking and exclusivity

▪ Simplified royalty rules ▪ First reader and reader's report ▪ Negotiation history ▪ Automatic creation of publisher

contracts from the offer data with the option of automatic product creation

▪ Creation of offer letters ▪ Modification history: display of logged

changes to the rights acquisition transaction

▪ Integration of rights acquisition transactions into CCM transaction management

Rights Sale ▪ Easy management of sales

transactions (title, rights purchaser, agency, rights, order, shipment, checking, contract, option) via an integrated search and quick recording of products and rights purchasers

▪ Comprehensive validity check of the rights for the titles in all linked acquisition and rights sales contracts as well as in all exclusive rights sales transactions

▪ Lists of rights sales transactions on the screen, sorted by title or rights purchaser, color differentiation between different sales stages

▪ Warning message for licensees already classified as bad payers

▪ Creation of offers, cover letters for proof copy shipments (mail merge or e-mail), reminders

▪ Management of options including their ranking and exclusivity, automatic re-ranking, option period end automatically determined

▪ Automated shipment of proof copies through the BSD Sales and Distribution system

▪ Transfer of the actual shipping date (date of the delivery note) for better monitoring of the rights sales transaction

▪ Automated update of rights sales transactions status

▪ Automated e-mail sent to prospects when rights are sold

▪ Generating a rights sales contract from a rights sales transaction

▪ Display logged modifications to the rights acquisition transaction and to the licensee in the modification history

▪ Integration of rights sales transactions into CCM transaction management


▪ Rights sales mailings: generation of e-mails to selected business partners and automatic creation of the corresponding rights sales transactions

Publicity Planning and execution of all reviewer and media related activities ▪ Editors and reviewers

– Unlimited classification features – Offers, orders and shipments – Delivery notes for shipment from

the premises – Automatic distribution via

distribution system – Review follow-up – Selections via publicity

transactions (review copy) and freely definable classifications

▪ Display – Publicity contact with review

copies of any titles – Titles for which review copies

have been created – Review copies for any titles and

publicity contacts ▪ Review copy processing

– Mass creation of review copies for several publicity contacts and titles in one single operation

– Mass shipment of review copies – Optional duplicate check – Offer letters – Integration of address search and

Product Pool search ▪ Shipment

– Shipment documents for galleys, reading and review copies

– Additional text notes, summary of contents and information on pictures, publicity package etc. on the shipment documents

– Shipment label – Flexible selection of review copies

to be shipped – Shipping transactions, transfer to

the order interface – Reporting on title and shipping

lists

Title Information ▪ 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

Royalty Statement (incl. Royalty

Sub-Accounts, Rights Revenue) ▪ Creditor and debtor handling based on

the contract data ▪ Royalty types: sales, edition size, flat

rate, unit and pages royalties and rights revenue shares

▪ Statement basis: gross retail price, net retail price, net revenue, gross listed price and net listed price and net sales revenue

▪ Royalty statement with a time period reference

▪ Royalty sub-accounts: several accounts for each contract party, contracts can be offset, reference value sales or sales revenue

▪ Rights accounts for posting internal rights revenues

▪ Any currency to be agreed, any payment currency; company-group specific statement currency for royalty accounts

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

▪ Conversion of sales lines into the company group's or the proprietor's standard currency

▪ Settlement of advance payments ▪ Agreement and payment of guarantee

payments and flat-rate royalties in

foreign currency possible with option to compensate for currency differences

▪ Contract independent manual postings with optional currency differences adjustment

▪ List of payments due (unpaid installments for irregular payments, advance and guarantee payment installments due, bonus payments and next periodic payment installments due)

▪ Checking the account balance with total payments, balance of deductions and credits

▪ Detailed royalty entries with statement positions

▪ Statement due date control ▪ Statement documents ▪ Generate PDF royalty documents and

archive the documents in the system ▪ Correct statement for price changes ▪ Checklists by contract parties and

documents or by products, contracts and contract parties

▪ Withholding regular payments by separating debits and credits (configurable for company groups)

▪ Debit entry generation of due and posted royalty documents based on the effective date

▪ Optional VAT calculation starting only upon payment/debit

▪ Bundling debits on one of a royalty recipient's royalty sub-accounts

▪ For associated companies: the posting and offsetting is applied to the lead publisher

▪ Automatic allocation according to contribution split

▪ VAT according to the product ▪ Adjustable income tax and social

security tax withholding ▪ Manual postings with different VAT

rates possible ▪ Cost classification for flat-rate royalties

for services. Validation of the values entered against the values in the financial accounting system possible.

▪ Royalty statement dependent on price type

▪ Can handle and control bonus copies ▪ Reserves against returns per title,

contract and type of title (returns and cancellations as a percentage)

▪ Advance deduction of cover costs and other costs

▪ Definition of minimum payment amounts


▪ VAT is taken into account ▪ Company group specific settings for

the calculation of VAT ▪ Income tax-exempt royalty on sales ▪ Account correction, to reverse account

transactions in PPM or recreate transactions in the financial accounts

▪ Possible to adjust and repost quantities

▪ Royalty preview statements to determine royalty liabilities with accrual

▪ List of royalty liabilities: better overview of the liabilities for the individual royalty accounts

▪ Reaching minimum royalty ▪ Closing statement for editions and

versions ▪ Two ways of handling negative

royalties (remissions) – increase carryforward for

offsetting against the guarantee / advance payment

– reduce credit ▪ Statement modifications:

– modification of the initial data – manual statements for any date – deletion of initiated entries – modification of the balance

▪ Display of sales and stock data in addition to the royalty statement

▪ Central CR&R finance interface for transfer of PPM royalty data to respective financial accounting system

▪ Configurable notification for address modifications which are relevant for the royalty statement

Rights revenues ▪ Recording incoming rights revenues

and linking them to corresponding rights claim – Preset rights parameters with

values of the rights sales contract ▪ Overview of payments made,

contractual terms and unpaid claims ▪ Claim bundling for each licensee for

efficient processing ▪ Links between claims and payment

receipts ▪ Transfer of invoice totals from invoices

for rights claims ▪ Processing and management of

invoices and payments for co-production projects

▪ Configurable standard documents for rights invoices

▪ Proportionate allotment of the licensing revenues to the owners

▪ Display revenue allocation status ▪ Entering the rights revenues to the

royalty account ▪ Transaction capability of the "Rights

Revenues" module ▪ Standard interface for rights revenues

(batch procedure to read rights revenue receipt, revenue sources and distribution of rights revenues to licenser)

Account Navigator The account navigator is a tool for displaying the complex structure of royalty accounts in a clear manner. ▪ The system displays royalty-relevant

contracts, authors, agencies and products data in a single location.

▪ It is possible to open the different corresponding forms (e.g. for contracts) from within the account navigator.

▪ Export data as Excel files. ▪ Prerequisite for use: Licensing of

contract management and royalty statement

Guarantee Payments for Royalties ▪ Processing guarantee payments ▪ Definition of guarantee payments in

the "Contracts" module ▪ Posting of the guarantee carry forward

(of the contract value) and guarantee offset via batch procedure

▪ Generation of a guarantee log to review the postings made

▪ Display of the guarantee sums and the splits still to be offset or paid to the contract party's and/or agency's royalty sub-accounts

▪ Possibility of correction▪

Royalty Account Collective view of all royalty sub-accounts of a creditor ▪ Display of the royalty postings and

documents in a posting list ▪ Grouping by company codes, royalty

sub-accounts and, if applicable, statement periods. The following is displayed per grouping level as well as in the total sum for a creditor: – Carry forward from the statement

of the last effective date – Sums of the debits and credits – Balance of the debits and credits – Balance of the advance and

guarantee payments still to be paid

– Balance of the advance and guarantee payments still to be offset against royalties

▪ The following is displayed per document: – All postings of the document – Credit amount – Income tax withheld – Additional tax – VAT – Payment amount

▪ Options for filtering the posting list

Statement Currency per Author Generally, royalties are settled in the publisher's standard currency, however you can accommodate foreign authors by settling their royalty statement in the currency of their country. ▪ An author's royalty account can be

managed in a statement currency which differs from the standard currency of the company group. Postings and transactions are maintained additionally in the standard currency.

▪ The statement currency is used for all regular and irregular statements as well as all the author's other royalty documents.

▪ The financial interface receives the transactions, postings and accruals in the currency used by the company group.

▪ A batch procedure calculates currency gains and losses in relation to an effective date. These gains and losses can be transferred to the financial accounting system via the financial interface.

E-Statement ▪ After creating, checking and releasing

royalty statements, you can save the documents in the database as individual PDFs with the help of a batch procedure.

▪ PPM offers fast access to the documents created via – the list of postings in the royalty

sub-account – the transaction list in the account

navigator – the document archive in the

account navigator. ▪ The "E-Statement" license is included

in the "Authors Online" license. Authors Online displays the documents in a document archive after release and makes them available for


authorized authors/agencies to download.

Royalty View ▪ Direct, transparent and up-to-date

access to royalty data via HTML/JavaScript-based front-end

▪ Royalty account access from PPM ▪ Layout of windows can be designed as

required ▪ Content displayed:

– Overview: contractually agreed advance payments, revenues and balances

– Advance payments: contractually agreed advance payments with status

– Earnings by period: total royalties and sub rights earnings for each statement period

– Royalties by market: number of units and royalties by sales markets (combination of distribution channel, area and discount rate)

– Royalties by version: number of units and royalties by version types

– Sub rights earnings by type: sub rights earnings by rights type, language and distribution channel

Authors Online ▪ Direct, transparent and up-to-date

access to royalty data via HTML/JavaScript-based front-end

▪ Cost savings by reducing print and postage costs for royalty statements

▪ Royalty account access via internet browser or directly from PPM I– Integration of Authors Online in

your publishing portal or access to a separate website

▪ Authorization of authors and agencies to view their royalty accounts

▪ Use of international standard for the login process

▪ The "Authors Online" license includes the "E-Statement" license. Electronic royalty statements are displayed in Authors Online where they can be downloaded by authors.

▪ Layout of windows can be designed as required

▪ Content displayed: – Overview: contractually agreed

advance payments, revenues and balances

– Advance payments: contractually agreed advance payments with status

– Earnings by period: total royalties and sub rights earnings for each statement period

– Royalties by market: number of units and royalties by sales markets (combination of distribution channel, area and discount rate)

– Royalties by version: number of units and royalties by version types

– Sub rights earnings by type: sub rights earnings by rights type, language and distribution channel

– Documents: released electronic documents

Rights Revenues incl. Reminder

Option ▪ Transferring amounts based on

installments filed in the rights sales contract, as open subsidiary rights claims with due dates

▪ Manual creation of subsidiary rights claims for small rights

▪ Automatic generation of follow-up claims

▪ Reminder option with integrated letter interface to reminder status monitoring and creation of reminder letters

▪ Reminder stop for subsidiary rights claims

▪ Indication of bad debts ▪ Cancellation of subsidiary rights

claims, with credit note for cancellation, where necessary

▪ Split partial payments for subsidiary rights invoices across unsettled lines pro rata or manually.

Invoicing Subsidiary Rights Claims Automatic generation of sub rights claims per installment due for valid sales contracts ▪ Possibility of creating invoices or pro

formas (can be varied for sales contracts and copyright permissions)

▪ Default setting for licensee per contract type and country

▪ Generation, posting and accrual of revenue shares belonging to the original licenser for invoices

▪ Sales tax determination for invoices, if applicable

▪ Round monetary amounts in accordance with the rounding

precision defined for the respective currency

▪ Invoice transfer to the financial accounting system via interface

▪ Prerequisite for implementation: Contract Management and Royalty Statement licenses

Rights Revenue Reconciliation You can use this function to compare rights revenue data entered and modified in PPM against the postings in your financial accounting system. This reconciliation is performed on the level of a posting month. ▪ A convertor for financial accounting

postings takes the data from the interfaces, assigns it to postings and writes these in the financial accounting interface. – You can differentiate between

data which has already been exported and data which has not yet been exported.

– With data that has already been exported, you can in turn differentiate it between data which is still in the export tables and data which has already been exported to the financial accounting interface.

– The system displays these different amounts as a posting list in the user interface.

MVB Rightslink Import Rights

Revenues Batch procedure which import rights revenues which were settled via the "MVB RightsLink" internet portal. These rights revenues can be processed like system-internal rights revenues, so it is no longer necessary to enter these revenues manually. ▪ MVB Marketing- und Verlagsservice

des Buchhandels GmbH and the Copyright Clearence Center (CCC) operate the "MVB RightsLink" internet portal where usage rights can be requested and granted online. CCC collects the fees due from the licensee and provides the licensing publisher with quarterly sales statistics. CCC and MVB withhold a commission as the portal operators.

▪ The procedure imports sales statistics data into the interface tables.

▪ Tax is determined in accordance with European Union regulations. The procedure can only be used by


publishers who are based in an EU member state.

CCC Rightslink Import Rights

Revenues Batch procedure which import rights revenues which were settled via the "CCC RightsLink" internet portal. These rights revenues can be processed like system-internal rights revenues, so it is no longer necessary to enter these revenues manually. ▪ The procedure imports sales statistics

data into the interface tables (CCC file).

PPM CFC Import Rights

Revenues (PROC_I_CFC) Batch procedure for importing rights revenues from the Centre Français de Copies (CFC), which, in France, collects the fees for copies of works protected by copyright. The imported rights revenues can be processed like rights revenues created in the user interface. In this way, it is not necessary to enter these rights revenues manually. ▪ Imports CSV files from CFC into

interfaces ▪ Runs before the import of rights

revenues ▪ Creates a rights revenue payment for

each imported CSV file. Each of the files rows creates a rights revenues line in the Klopotek system

▪ Checks the author's split when importing data. CFC fees should be forwarded to the authors in their entirety (100%)

PPM SOFIA Import Rights

Revenues (PROC_I_SOF) Batch procedure for importing rights revenues from the Société Française des Intérêts des Auteurs de l'Ecrit (SOFIA), which, in France, collects the library fees for copies of works protected by copyright. The imported rights revenues can be processed like rights revenues created in the user interface. In this way, it is not necessary to enter these rights revenues manually ▪ Imports CSV file from SOFIA into

interfaces ▪ Runs before the import of rights

revenues

▪ Creates a rights revenue payment for each imported CSV file. Each of the files rows creates a rights revenues line in the Klopotek system

▪ Checks the author's split when importing data. SOFIA fees should be forwarded to the authors in their entirety (100%)

Royalty Statement for Company

Groups ▪ Access royalty statements for each or

all company groups ▪ Access royalty previews for each or all

company groups ▪ Create royalty recipients data for each

or all company groups ▪ Access royalty account entries and

financial accounts via the batch monitor

Parallel Processing Royalty

Procedures ▪ Acceleration of time-consuming royalty

procedures (compared with sequential processing) through the use of parallel processing of portioned royalty accounts

▪ Distribution of the processing of the portioned royalty accounts to master and client processes – Master process creates a task for

each portion and passes this task to an external program (JPPF) for distribution to various clients

– Client process executes the task – Master process monitors the

execution of the tasks ▪ Parallel processing is possible for the

batch procedures for royalty statements, debit entry generation and generation of PDF royalty statements

Royalty Recipient Export Interface Batch process for supplying royalty recipient pool data for exporting into financial accounts independent from an actual royalty statement ▪ The three modes of operation of the

batch process: – Difference export: Export of data

of royalty recipients for whom changes have been made since the last time the export batch was run

– Total export: Export of data of all royalty recipients

– Selection of specific royalty recipient data using an SQL script

Export Interface Licensees Licensees entered in PPM can be exported to the financial accounting system via an interface using this batch procedure. ▪ Data on licensees does not need to be

entered a second time in the financial accounting system

▪ Full or difference export possible

Royalty Recipient Import Interface If you use an external system to store the master data for royalty recipients, you can use the batch procedure "PPM Royalty Recipient Import (CRH_IMP)" to minimize the effort entailed by handling data twice. ▪ The batch procedure uses an interface

to copy royalty recipient data from the external system and so augments or updates your PPM data.

Royalty Statement MBS adaptor

family

Royalty Recipient adaptor (OUT) Using the Message Based Service "Royalty Recipient adaptor (OUT)", you can forward data on royalty recipients (authors and agencies) to an external download portal. The message which is output by this adaptor contains ▪ Information on a new or modified

royalty recipient (author / agency).

Internet Portal User adaptor (IN) Using the Message Based Service "Internet Portal User adaptor (IN)", you can transfer changes made to royalty recipients on your company's external download portal to PPM. The message which is output by this adaptor contains ▪ Information on a business partner who

activates their user account on your company's download portal.

▪ Information on a business partner who modifies the information as to whether they want to receive printed or electronic royalty statements.

Royalty Document adaptor (OUT) Using the Message Based Service "Royalty Document adaptor (OUT)", you can forward data on royalty accounts and the related royalty statements to an external download portal. Authors and agencies can download their electronic royalty statements from this portal. The message which is output by this adaptor contains


▪ Information on a new or modified royalty statement which has the status 'released'.

The message contains data on the transactions and the respective royalty statement. The transaction data includes: credits and debits, sales tax, deductions, payments, currencies, lines at ISBN level, payment recipient and originator.

Royalty Interface Package ▪ The royalty interface package has the

following interfaces: – Product_K2S – Supplier_K2S interface – Royalty_Statement_K2S interface – Royalty_Accrual_K2S interface

▪ These standard interfaces communicate the data relevant for the royalty statement from the Klopotek system to the SAP financial accounts system. This makes it possible to analyze data uniformly and generate the respective reports. – The data for the product and

royalty recipient as well as the settled and accrued royalties are exported to interfaces from the Klopotek system. Text files generated by the batch procedure are imported into the SAP system.

– The data is imported into the SAP system, payment run and payment order goes to the bank.

Royalty Statement Reporting ▪ The Royalty Statement Report

Package contains the following reports:

▪ Budget List ▪ Royalty by subject groups ▪ Royalty payable sales per title ▪ Volume of royalties over period,

Volume of royalties per title ▪ Royalty payments list ▪ Account balance ▪ Payments list ▪ Subsidiary right receipt and subsidiary

right receipt (detailed view) ▪ Guarantee carry forward not recovered ▪ Royalty accounts net ▪ Initiated payments by title ▪ Royalty statement preview by titles ▪ Royalty check list by titles and contract

parties and also contract parties and documents

▪ Royalty error list ▪ VAT withheld ▪ Tax Notification (Germany AWV Z 5a) ▪ Incoming payments - (Germany

enclosure Z4 for AWV) ▪ Outgoing payments - (Germany

enclosure Z4 for AWV) ▪ Reporting procedure ▪ Reporting procedure as ASCII file ▪ Quarterly report (cover sheet) ▪ Quarterly report (enclosure) ▪ Mandatory social insurance payments

for artists

Royalty Write-off (Basic) ▪ Determination of the amount that must

be written off because the guarantee will most likely not be used up when offset against the accumulated or projected royalty.

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

▪ The following business and fiscal factors affect the royalty write off: – The contractual royalty is taken

into account for internal controlling purposes and internal invoicing

– The contractual and fiscal royalty is taken into account for external invoicing and tax calculation

▪ The "Royalty Write Off" module is made up of the following components: – Projected sales batch procedure:

determines the number of copies subject to royalties that are used for royalty projections

– Royalty write off batch procedure: prepares data for the royalty write off and automatically performs a royalty write off, determination of the adjusted balance which has not been written off

– Royalty write off application: reviews the data of the automatic royalty write off by the user, manual modification of the parameters and values at the title and rights level, quick calculation following manual changes

– Standard interface for the export of the royalty write off to the financial accounts and cost statements

▪ Write up to change or cancel royalty write offs that have already been performed

▪ Modification history to log modified values

▪ Reports for monitoring and evaluating the results of the royalty write off

Stock Accounting ▪ 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

▪ Entry of shortfalls for automatic creation of credit notes.

Warehouse Management ▪ 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

Stock Valuation at Reprint Level ▪ 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

Costs Statement Evaluation

(Periodic Statement, Break Even

Analysis) 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)

Costs Statement Royalties Accrual

Export Interface 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

Online Postings in Cost

Statements ▪ 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

▪ 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

▪ Discharge the quantity and value of order lines

▪ Reporting: stock assessment and periodic break even analysis

Interface Cost Information from the

Financial Accounting Department Batch procedure for importing incoming invoices from a file (fixed item layout or CSV file). ▪ Adds internal IDs to the data ▪ Stores the data in interface tables ▪ The import interface for incoming

invoices can contain two kinds of data: – Documents (invoices or credits) – Reversals on documents

Batch procedure for exporting incoming invoices to the financial accounting system: ▪ The staff in the production department

can enter incoming invoices in the "Incoming Invoices" module from where they can then be exported to the financial accounting system.

▪ Incoming invoices are assigned the correct titles and orders.

▪ Staff in the financial accounting department do not have to enter the data again.

▪ A batch procedure writes the interface data to configurable text files.

List Development ▪ Assignment of titles to publishing list

structures and publishing periods ▪ Overall strategic marketing plan for

multiple versions of a title (paperback, e-book, etc.)

▪ Creating and editing publishing list structures

▪ Setting targets for planned titles each month

▪ Display of publishing list overview

Remainder Sales ▪ Planning and execution of remainder

sales ▪ Remainder sales ▪ Title lists ▪ Rights situation ▪ Remainder letters ▪ Reporting

Multicurrency Capability ▪ Multicurrency capability exists for

various locations whose different currencies have been accumulated in


a statistical database, for example, sales revenue data from Great Britain in pounds and sales revenue data from the US in dollars

▪ Multicurrency capability gives the user a uniform view of statistical data in the Klopotek system

▪ Multicurrency-capable reports: – Selection of the currency for

printing the report – Consolidation of the sales

revenue ▪ Product ViewPoint:

– Display of the sales revenue in the selected currency

– Consolidation of the sales revenue data

▪ Marketing address selections: Selection of the currency for displaying the target value (sales revenue)

▪ Marketing activities: The various standard currencies that sales revenue data is available in are merged through conversion in the statistics database, making it possible to have an overall view of the marketing success

Multi Operating Compay Capability The ownership concept enables the separation of legal and organizational entities, and thus the use of the Klopotek system in multi-national companies. Ownership in the "Production" module ▪ Ownership represents the company

which is economically responsible for the corresponding edition

▪ Company group defines the organization structure of the company

▪ Ownership defines – the financial accounting area – the standard currency for

production processes (costing, invoices, supplier orders)

– the main distribution location for the edition

Ownership in the CR&R system ▪ Classification of the company groups

as legal or organizational entities ▪ Model of ownership via the company

group classified as legal entities

Publishing Statistics Data &

Procedures (BSD Introductory

Package) ▪ 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)


Procedures (BSD Package 1)

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


Procedures (BSD Packages 2)

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

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 ▪ 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

Import Interface Statistics

Information via CSV (Company

Group Specific, ASP_I_ST) Batch procedure for integrating smaller distributors’ data about sales and sales revenue, from door-to-door sales or wholesaler-to-client sales in the statistics

▪ Copying the data created in Excel to the statistics import interface

▪ Checking the imported data for consistency, correctness and completeness

▪ Reporting incorrect data items in the lot with a reference to the field in question; if necessary, data items are corrected manually in Excel

▪ Further processing and augmentation of data via standard statistics procedures

Import Interface Mohr Morawa

Statistics and Warehouse

Information (Company Group

Specific, ASP_I_MOMO) Interface for integrating a PPM installation to the Mohr-Morawa publisher distribution (Vienna) ▪ Importing statistics and warehouse

information to the PPM database for daily information: – Information about sales and sales

revenue for each title – Stock-related information

▪ Mohr-Morawa data is transferred to the statistics import table and validated and augmented by statistics supply procedures

▪ Taking into account of all validation, e.g. interpretation of the bonus copies

▪ Data is transferred to goods-in interfaces and processed further by goods-in procedures. Non-interpretable or incorrectly supplied data items remain in the interface with error messages

Contribution Management ▪ Contribution management, production ▪ Contribution title, subtitle, multi-

language abstracts, column title ▪ Title input and output in directory is

optional with other fonts ▪ Illustrations, illustration numbers, texts

for content and first page ▪ Automatic pagination, taking special

pagination into account ▪ Electronic media ▪ Contribution quick record, list editing,

automatic and manual keyword generation

▪ Automatic DOI issue (Digital Object Identifier)

▪ Classification, thesaurus, keywords and catchwords


Issue Planning

Issue planning and production data ▪ Bibliographical publication data ▪ Specification data with publication

specification data display, such as binding process, format or standard layout

▪ A-page assignment: A-pages, position in text, advertisement size

▪ Assignment of the contributor from the address pool

▪ Transferring contributor from publication

▪ The staff member designator for transfer to contributions

▪ Direct link to the publication data, the editing of assigned contributions and the editing of assigned contributor addresses

Planning ▪ Planning specifications on the page

count for the issue, the section and contribution differentiated by advertisements and contributions

▪ The arrangement of sections, subsections and contributions

▪ Special section planning per issue ▪ Presentation of the issue according to

the printed structure – Issue – Sections – Subsections – Contributions in the sequence

determined by the user – Contributor

▪ Automatic pagination, alternatively with contribution start on the right or right/left

▪ Consecutive pagination of all issues in a volume

▪ Special pagination ▪ Calculation of the first and last page of

each contribution and the issue

Schedule ▪ Planned publication and distribution

date ▪ Scheduling from manuscript receipt up

to issue distribution ▪ Production status, critical dates,

testing criteria ▪ Pre-defined schedule templates,

custom schedules, mandatory schedules

▪ Using the schedule template fixed for the publication

▪ Calling up schedules per responsible contributor

Royalty Statement Contribution

Authors ▪ Contribution royalty per line, per page

or flat rate ▪ Calculation of run ons ▪ Consolidate payments for several

contributions of an issue ▪ Royalty split across several

beneficiaries ▪ Payments and claims ▪ Royalties for issue and for contribution ▪ Royalty statement for authors or

companies ▪ Royalty control list, credit transfer log

Publication Pool Planning and

Production (Extension from

Publication Pool Distribution) ▪ Basis system for editorial planning,

journal distribution and advertisement management

▪ Title, version, year ▪ Supplement assignment between

issues and publications ▪ Combined issues and volumes, carry

over years ▪ Cost unit numbers for year, volume

and issue ▪ Copy and duplication function for

journal years ▪ Taking on external titles for

competition analysis ▪ Journal issue POD-suitable ▪ Publication data with sources ▪ Modification history: display of the

logged changes to the publication pool

Bibliography ▪ Bibliographical information (publisher,

title, subtitle, international short title and ISSN)

▪ Title modifications with log ▪ Regular and irregular version

publication ▪ Planning managers cost centers and

production cost centers ▪ Integrated www connection

Sections ▪ Sections and subsections ▪ Cost sharing with author at publication

and section level

Production ▪ Production data

▪ Specification of standard schedule templates for issues and contributions

▪ Paper qualities ▪ Technical formats

Contributors ▪ Manual assignment of contributors or

via link with address pool ▪ Setting the responsible production

manager or planning manager ▪ Automatic acceptance of contributors

for issues and contributions

Classification ▪ Definition and assignment of freely

definable, multi-level classifications

Integrated word processing ▪ Customized letters and forms ▪ Manuscript cover note ▪ Authors correspondence ▪ Customized reports ▪ Title allocations list ▪ Specifications for production

Codes/Reader Service ▪ Assignment of codes at publication

level to contributions and advertisements

▪ Advertisement codes – For coded advertisements the

specification of codes is on a per insertion basis within an advertising order

– Per advertisement insertion order there is exactly one reader service customer

– There can be any number of codes for an advertisement insertion order

▪ Contribution codes – There can be several reader

service customers per contribution

– Each reader service customer of a contribution can be assigned a code number

▪ Recording responses to coded journals, manually or via an interface

▪ Sending responses via an OLE interface to the reader service customers (ASM only)

Index

Creating lists and indexes ▪ Annual content list ▪ Annual author list ▪ Annual company list ▪ Keyword index


Catalog feature

Export the publication pool data in XML

format ▪ The selection of the publication pool

data can be limited to: – Journals – Classifications – Schedules – Publication units

▪ Display of the selection results – Adding publications that are to be

exported along with the selected publications.

– Deleting publications that are not to be exported.

Multi LCL (Language, Currency,

Location) 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.)
