Klopotek/GTS Users Group - PPM / Productsklopotekgtsusersgroup.wildapricot.org/resources/Documents...2.32 Commodity code duty and duty rate (172443, as of v. 10.10) 145 2.32.1 Message

CR INFORMATION

PPM / Products

Enhancements from Version 10.2 Patch 1401 up to 11.0 Patch 1502

PUBLISHER: Klopotek & Partner GmbH Schlueterstrasse 39

10629 Berlin Germany Tel. +49 (0) 30.884 53 – 0 Fax +49 (0) 30.884 53 – 100

[email protected]

DEPARTMENT/DIVISION: Product Management (PM)

DOCUMENT: EN_CRInfo_Moody_PPM_PRD_102_up_to_110

STATUS: Released Public February 2016

mailto:[email protected]

Copyright 2016 Klopotek & Partner GmbH Schlueterstrasse 39

10629 Berlin Germany This document is copyright protected and contains confidential information from Klopotek & Partner GmbH Any whole or partial use that is not allowed by contractual agreement requires prior written permission from Klopotek & Partner GmbH. This applies in particular to the reproduction, duplication, editing, translating and digitizing of copyrighted or confidential material.

Every precaution has been taken to ensure that the information concerning hardware and software explained in this document is accurate and correct. However, errors and/or omissions cannot be entirely excluded. Liability is therefore not assumed for incorrect information. The right to make technical changes is

always reserved.

Table of Contents

© Klopotek & Partner GmbH CR INFORMATION 3

EN_CRInfo_Moody_PPM_PRD_102_up_to_110

Table of Contents

1 International Address Pool 13

1.1 Copy telephone number to clipboard (181471, as of v. 10.8) 13

1.2 Validation of the bank country (183053, 185103, 184959 as of v. 10.2) 13

1.3 Confirmation of foreign value added tax registration numbers, VAT city (176973, as of v. 9.8)

14

1.4 Data type for nationality (187108, as of v. 10.8) 14

1.5 Double-click to assign/remove categories (183149, as of v. 10.8) 14

1.6 Initialization of areas (179264, as of v. 10.2) 15

1.7 Managing identifiers and address references (185313, as of v. 10.8) 151.7.1 Identifiers and address references 151.7.2 External synchronization 171.7.3 Duplicate merger validation 181.7.4 Duplicate merger 18

1.7.5 Web services 191.7.6 Standard interfaces 191.7.7 User interface 23

1.8 User-specific settings for the "Business Partner" module (187383, as of v. 10.8) 33

1.9 Name change: "Insert Private Address with Ref. to Institution" (pop-up menu) (190843, as of v. 10.8)

34

1.9.1 User interface 34

1.10 Enrichment of exported address data with role-specific data via views (192844, as of v. 10.8)

35

1.11 Print mandate form for SEPA confirmation (187968, as of v. 10.8) 351.11.1 User interface 36

1.12 User-specific settings for checkboxes in business-partner-based searches (195473, 195649, 196666, 196669, as of v. 10.8)

36

1.13 Duplicate processing: duplicate status (195087, as of v. 10.8) 37

1.14 UNISERV Post/UNISERV Mail-Business: New version 2.16 (182973, as of v. 10.8,

patch 1501)

37

1.15 UNISERV Post (postal address check) for web shop (183579, 187477, as of v. 10.8)

38

Table of Contents

4 CR INFORMATION © Klopotek & Partner GmbH


1.16 UNISERV Post: Key account management (174232, as of v. 9.8) 38

1.17 Country table: Updates (174822, 181775, 187141, as of v. 9.8) 39

1.18 Country table: Updates (197472, 197561, as of v. 10.8) 40

1.19 Import mandate usages from interface (MAND_USE_I) (191370, as of v. 10.8) 41

1.20 IAP_IMP: Unique mandate reference (187049, as of v. 10.8) 42

1.21 ACF: UNISERV Post determining freight code (187868, as of v. 10.11) 42

1.22 Business Partner adaptor (OUT): Additional bank and SEPA data (191148, as of v. 10.8)

42

1.23 Business Partner adaptor (OUT): Additional Addressee Lines (196588, as of v. 10.8)

44

1.24 WEB Services Address Pool: Identifiers / address references and de-duplication (184803, as of v. 10.8)

44

1.24.1 Selection profiles 46

1.24.2 Identifiers and address references 46

1.24.3 Duplicate processing 481.24.4 Additional functions of the Web Service "Address Pool" 501.24.5 Modification date for address classifications 51

1.25 WEB Services Address Pool: c/o addresses (185954, as of v. 10.8) 52

1.26 WEB Services Address Pool: update bank info (187923, as of v. 10.8) 53

1.27 WEB Services: Address Pool, standard usages (160607, v. 9.12, as of v. 10.4) 53

1.28 WEB Services Address Pool, Relation Type and Address Status (162843, as of v. 10.8)

54

2 Products / Series 55

2.1 E-variants of products (169317, as of v. 11.0) 552.1.1 Data model 57

2.1.2 "Product" form 602.1.3 Search in the "Products" module 722.1.4 Prices 72

2.1.5 Product export 762.1.6 Product import 802.1.7 "Production" module 812.1.8 "Product Selection" module 82

2.1.9 Statistics and reporting 82

2.1.10 Viewpoint 83

Table of Contents



2.1.11 Variant overview - distribution 83

2.1.12 External Product Search 86

2.2 Enhanced price generation for e-variants (191284, as of v. 11.0) 872.2.1 User interface 87

2.3 ONIX codes for product variants (194529, as of v. 11.0) 88

2.4 E-Variants of products – basis in the "Order to Cash" sales and distribution system (190724, as of v. 11.0)

88

2.5 Sets in sets (159438, as of v. 10.11) 882.5.1 Editing set structure 89

2.5.2 Order processing 892.5.3 Processing of multi-level sets 90

2.6 Enhanced set functionality (160503, 152597, 174907 as of v. 10.10) 922.6.1 Sets in sets 932.6.2 "Assign to Set Structure " option in the product pool 932.6.3 Classifying the set type 94

2.6.4 Search options for sets 942.6.5 Product selection 982.6.6 Set information in the "Product" and "Production Project" form headers 982.6.7 "Product Info" form 99

2.6.8 XML export 99

2.6.9 PRD_EXP2: Set type export 992.6.10 Production Cockpit 100

2.7 Set Conversion (158576, as of v. 10.5) 1002.7.1 User interface 100

2.8 Partial deliveries (176311, as of v. 10.11) 1022.8.1 Managing deliveries 102

2.8.2 Posting goods-in 1052.8.3 Pre-deliveries of small quantities 1062.8.4 Stock transfers 1072.8.5 Stock allocation 107

2.8.6 Customer Information System (BSD) 1082.8.7 Standard interfaces 1082.8.8 Standard report: "Status of deliveries" 108

2.9 Partial delivery of set components (159833, v.9.12 and as of v. 10.4) 109

2.10 Partial delivery of set components for prepacked sets (165571, as of v. 10.11) 110

2.11 Enhancements - "Prices" tab (156772, as of v. 10.5) 111

2.12 Search for products using classification values (157151, as of v. 10.5) 112

Table of Contents




2.13 Transfer modified title language (167632, as of v. 10.5) 114

2.14 Product Logging (168736, as of v. 10.5) 114

2.15 "Products" module, pop-up menu restructuring (170906, as of v. 10.8) 114

2.16 Configurable "Summary" tab in the product pool (163934, as of v. 10.8) 1152.16.1 Single data elements 116

2.16.2 Display data elements 119

2.16.3 Complex data elements 1202.16.4 Functional elements 1212.16.5 Security 122

2.17 "Target/actual product sales/sales revenue" standard report (169244, as of v. 10.8) 122

2.18 Specification parameters (157740/167160, as of v. 10.10) 1232.18.1 Specification parameters with free text 1232.18.2 Illustrations: format and digitization 1242.18.3 Bibliographical information on binding and specifications 126

2.18.4 Section Colors 1262.18.5 Export of packaging specifications 126

2.19 Display of the reprint production status (167160, as of v. 10.10) 127

2.20 Unlimited number of multilingual titles (159002, as of v. 10.10) 127

2.21 Automatic GTIN generation (160506, as of v. 10.10) 1292.21.1 User interface 130

2.22 "Details" tab renamed "DDetails" tab (160525, as of v. 10.10) 132

2.23 Attestations, safety and maintenance instructions (160525, as of v. 10.10) 1322.23.1 User interface 132

2.24 Simplified price management on the "Summary" tab (159975,173500 as of v. 10.10)

138

2.25 Sales information on the "Summary" tab (159975, as of v. 10.10) 139

2.26 Reprint related boxes on the "Summary" tab (174070, as of v. 10.10) 140

2.27 Open "Summary" tab automatically (175116, as of v. 10.10) 1402.27.1 User interface 141

2.28 Price units (160502, 175536, as of v. 10.10) 141

2.29 Seasonal Articles (157820, as of v. 10.10) 1422.29.1 User interface 1422.29.2 Batch procedures 143

Table of Contents



2.30 Flag for products which can be ordered (165576, as of v. 10.10) 1432.30.1 User interface 144

2.30.2 Batch procedures - enhancements 145

2.31 Products: "Distrib." tab, "Pricing on Shipment" label (170779, as of v. 10.10) 145

2.32 Commodity code duty and duty rate (172443, as of v. 10.10) 1452.32.1 Message Based Service (MBS) "Supplier Order adaptor (OUT)" 146

2.33 Sort the price list in descending order by period/edition (177508, as of v. 10.8) 147

2.34 "Summary" tab: "Costs/Unit", "CalcCosts/U." and "Ref. Key" boxes (175269, as of v. 10.10)

147

2.35 "Open Product Info" option in the "Product" form (173897, as of v. 10.10) 147

2.36 ISBN and GTIN generation with a unique order number (176107, as of v. 10.10) 1482.36.1 Generate ISBN 1492.36.2 Generate GTIN 149

2.37 Planned packing units for print runs (174227, as of v. 10.10) 150

2.38 Enlargement of the "Production Details" box (176333, as of v. 10.10) 150

2.39 Proprietor-specific text modules on the "Notices" tab (179029, as of v. 10.10) 151

2.40 Stock allocation / reservation (158482, 160350 as of v. 10.11) 1512.40.1 Allocation 1522.40.2 Quotas 1542.40.3 Availability check and reservation 1542.40.4 Expired offers and pro formas 154

2.40.5 Stock movements 155


2.41 Utilization of the 'orderable' flag for products (165574, 165575, 165576, as of v. 10.11)

159

2.41.1 User interface 1592.41.2 Batch procedures - enhancements 160

2.42 Product Info: "Sales / Sales Rev. Inv. View" tab (160393, 160350, 160340, 158482, 160351, as of v. 10.11)

161


2.43 Enhancements to duties on the "Distrib." tab (179080, as of v. 10.10) 1632.43.1 User interface 1632.43.2 Batch procedures 164

2.44 PCM in templates (179138, as of v. 10.10) 1642.44.1 User interface 164

Table of Contents



2.45 Promotion discount as minimum discount (179375, as of v. 10.11) 1662.45.1 User interface 166

2.45.2 Batch procedures 166

2.46 Warning when deleting a product with a calculation (181034, v. 9.8 and 10.0, as of v. 10.8)

167

2.47 Customs declaration number at delivery level (178925, as of v. 10.11) 1672.47.1 User interface 168

2.47.2 Jump Out object – partial delivery, Products 1702.47.3 Jump Out object – partial delivery, Incoming Invoices 1702.47.4 Identification of the delivery during import 1702.47.5 Standard interfaces 170

2.48 Open "Product Info" with keyboard shortcut (179115, as of v. 10.11) 171

2.49 Display PU quantity in set structure (174887, as of v. 10.11) 171

2.50 Quantity per packing unit cannot be '0' (185432, as of v. 10.11) 172

2.51 State not mandatory for text book approvals (174315, as of v. 10.8) 172

2.52 Order of texts (179132, as of v. 10.8) 172

2.53 Enhancements to duties on the "Distrib." tab (179080, as of v. 10.10) 1722.53.1 User interface 1732.53.2 Batch procedures 173

2.54 Import of product notices (184235, as of v. 10.10) 174

2.55 Generate foreign currency prices (183107, as of v. 10.5) 174

2.56 Originator must be business partner (179453, as of v. 10.5) 175

2.57 Collective revisions for variants (169317, as of v. 11.0) 175

2.58 Additional product identifiers (169317, as of v. 11.0) 178

2.59 Manual entry of format including height and width (185072, as of v. 11.0) 179

2.60 Sorting of prices on the "Prices" tab (186399, as of v. 10.8) 181

2.61 Customs declaration number at delivery level (178925, as of v. 10.11) 1812.61.1 User interface 1822.61.2 Jump Out object – partial delivery, Products 1842.61.3 Jump Out object – partial delivery, Incoming Invoices 1842.61.4 Identification of the delivery during import 184

2.61.5 Standard interfaces 184

2.62 Sorting the set structure by ISBN/order number (174886, as of v. 10.11) 185

Table of Contents



2.63 Performance optimization: flagging of bibliographical series on demand (191628, as of v. 9.12)

186


2.64 Linking originator and contributor types to roles (185315, as of v. 10.8) 1872.64.1 Originators have to be business partners 1872.64.2 Automatic classification and assignment of roles 188

2.65 Additional specification parameters for products (185962, as of v. 10.8) 189

2.66 Delivery status change without restrictions (187287, as of v. 11.0) 1902.66.1 Uniqueness of delivery status 191

2.66.2 Ranking of the delivery states 1912.66.3 System behavior for delivery status transitions 1932.66.4 Status concept 193

2.67 Flag deliveries as advance deliveries (185006, as of v. 10.11) 1952.67.1 Batch procedures - enhancements 196

2.68 "Show All Editions" on the "Relatns." tab (190325, as of v. 11.0) 1972.68.1 User interface 197

2.69 Enlargement of the "Production Details" box (176333, 194760 as of v. 10.2) 197

2.70 Synchronization of co-publisher information for the edition (194431, as of v. 10.2) 197

2.71 Product specification parameters: total number of columns (194636, as of v. 10.8) 198

2.72 Automatic population/assignment of values (182823, as of v. 11.0) 198

2.73 Automatic calculation "Extent (Prod.)" (182823, as of v. 11.0) 200

2.74 Configurable bibliographical reference (189681, as of v. 11.0) 2002.74.1 User interface 201

2.75 Product classification: automatic assignment of priorities (193772, as of v. 11.0) 201

2.76 PRDUPD: Validation of delivery status change (195463, as of v. 10.8) 204

2.77 XML Product Export: Stock item data and customer order number (172820, as of v. 10.10)

204

2.78 CATEXP/PRD2XML: XML attributes for sales tax on the second medium (188839, as of v. 10.2)

205

2.79 PRDIMP2: Delivery system (166675, v. 9.10, v. 9.12, as of v. 10.4) 206

2.80 PRDIMP2/MBS: Product Import Interface adaptor (IN) - Set type (190695, 160905, as of v. 10.11)

206

2.81 MBS: Product adaptor (OUT) - Additions to parallel versions (187909, as of v. 9.8) 206

Table of Contents



2.82 MBS: delivery of electronic products (159839, v. 9.12, as of v. 10.4) 207

2.83 MBS "Product adaptor (OUT)": Additional product data (189124, as of v. 10.2) 210

2.84 MBS: Product adaptor (OUT) - Additional product data (185964, as of v. 10.8) 211

2.85 MBS "Product Import Interface adaptor (IN)": Replacement of classifications

(197434, as of v. 10.8)

212

2.86 Web Services Book Orders, Disassembling Sets (159834, v. 9.12, as of v. 10.4) 213

3 Warehouse 217

3.1 Stock movements and their causative transactions (149113, as of v. 10.4) 2173.1.1 User interface 217

3.1.2 Batch procedures 218

3.2 Speed up returns entry (149910, as of v. 10.4) 219

3.3 Additional pick location (149911, as of v. 10.4) 2193.3.1 User interface 220

3.3.2 Batch procedure - enhancement 220

3.4 History for individual warehouses (149913, as of v. 10.4) 220

3.5 Set processing (149115, as of v. 10.4) 2213.5.1 Set processing 221

3.6 Pick components for set or product assembly (179265, as of v. 10.5) 2323.6.1 SETTINGS 232

3.7 Set assembly: components which are not stocked (176807, as of v. 10.11) 232

3.8 Lot tracking (165738, as of v. 10.11) 232

3.9 Internal assembly (159477, as of v. 10.11) 2343.9.1 User interface 234

3.10 External set assembly (170439, as of v. 10.11) 2503.10.1 External set assembly - set components already in the warehouse 2503.10.2 External set assembly - set components not yet in the warehouse 252

3.11 Inventory for shelf sections (165589, as of v. 10.11) 252

3.12 Prioritization of storage areas (165785, as of v. 10.11) 2533.12.1 User interface 253

3.13 Allocating pick locations for stock items (165782, as of v. 10.11) 2533.13.1 User interface 2543.13.2 Batch procedures 254

Table of Contents



3.14 Sort key for pick locations (174247, as of v. 10.11) 255

3.15 Picking large quantities (170433, as of v. 10.11) 255

3.16 Numbering of shelves, compartments and levels can begin at '0' (170435, as of v. 10.11)

255

3.17 Storing returns in a temporary returns zone (170438, as of v. 10.11) 255

3.18 Optimization of the stock transfer process (176634, as of v. 10.11) 2563.18.1 Occupancy List 256

3.18.2 Transferring stock 258

3.19 Search for stock items using short title (173068, as of v. 10.11) 258

3.20 Stock Movements: User searchable (173067, as of v. 10.11) 258

3.21 Connection to shipping system enhanced (173489, as of v. 10.11) 259

3.22 Automatic credit notes for shortfalls (165789, as of v. 10.11) 259

3.23 Display of the storage locations in the stock management modules (179710, as of

v. 10.11)

260

3.24 Display of the product number in stock management modules (179709, as of v. 10.11)

261

3.25 Archiving shipping documents (179697, as of v. 10.11) 261

3.26 Enhancements to stock items + partial deliveries (179421, as of v. 10.11) 2623.26.1 User interface 262

3.27 Single warehouse for all proprietors: batch processing (179421, as of v. 10.11) 262

3.28 Disassemble Set: confirmation of partial quantities (180333, as of v.10.11) 263

3.29 Cover sheet for set disassembly orders (180017, as of v. 10.11) 263

3.30 Stock Transfers: Quantity required in PUs (180011, as of v. 10.11) 263

3.31 Recording shortfalls (174332, as of v. 10.8) 2643.31.1 Standard interfaces 264

3.32 Product-related inventory (178006, as of v. 10.11) 2653.32.1 User interface 2683.32.2 Batch procedures - enhancements 268

3.32.3 Reports - enhancements 268

3.33 Storage Locations: Output the Occupancy List (186005, as of v. 10.11) 269

3.34 Stock postings in the Occupancy List (186149, as of v. 10.11) 270

Table of Contents



3.35 Print out list of product parts (188935, as of v. 10.11) 270

3.36 Display of the product number in the stock management modules (189055, as of v. 10.11)

270

3.37 Externally assembled sets post to delivery (190070, 191911, as of v. 10.11) 270

3.38 Reprinting transport orders (186700, as of v. 10.11) 271

3.39 Delivery quick record (188701, as of v. 10.8) 271

3.40 MBS: Stock Item adaptor (IN) (165560, 165554 as of v. 10.11) 271

3.41 MBS: Stock Item adaptor (OUT) (165560, 165554 as of v. 10.11) 272

4 Scheduling 273

4.1 Replace Snapshot (174629, as of v. 10.5) 273

4.2 No future dates in fields for actual date (184463, as of v. 10.2) 273

International Address Pool 1 Copy telephone number to clipboard (181471, as of v. 10.8)



International Address Pool

Copy telephone number to clipboard (181471, as of v. 10.8)

In the Klopotek system, you enter all the different communication channels for a business partner and/or

contact. This allows you to send an e-mail, view a homepage, or make a call from the "Business Partner" form.

For telephone numbers, your system administrator can specify whether the current number (without special characters) is

• displayed in a separate window and copied to the clipboard or

• copied directly to the clipboard

The telephone number is then available in your clipboard for use in external systems.

The feature can, for example, be used with a telephone system which has the ability to initiate an outgoing call by delivering the number via the clipboard.

Note: You only employ this feature when your telephone system is not connected via TAPI (Telephony Application Programming Interface).

Validation of the bank country (183053, 185103, 184959 as of v. 10.2)

When creating a bank account on the "Bank Info" tab ("Business Partner" form), you specify the country where the bank is located. The "Country" drop-down menu contains all the countries from the database table

"Country (AP_COUNTRY)", irrespective of whether the IBAN, BIC or mandate reference number is mandatory for these countries or not.

Your system administrator only has to enter a country in the "Register Of European Account Numbers (MDT APROEAN)" data type and flag it accordingly when the IBAN, BIC and/or mandate reference number are mandatory for it.

If the selected country is not entered in the "Register Of European Account Numbers (MDT APROEAN)" data type, the system does not check the IBAN, BIC or mandate reference number for the bank account entered.

The "IAP Import address pool (IAP_IMP)" batch procedure processes the bank data for all the countries which exist in the "Country (AP_COUNTRY)" database table.

1

1.1

1.2

1 International Address Pool Confirmation of foreign value added tax registration numbers, VAT city (176973, as of v. 9.8)



Confirmation of foreign value added tax registration numbers, VAT city (176973, as of v. 9.8)

The following values are transferred from the Klopotek system ("Business Partner" module) by default to

enable the service provided by the Federal Central Tax Office (Bundeszentralamt für Steuern or BZSt) to perform a qualified check on foreign value added tax registration numbers:

• Institutions – company’s "Name" (first line) and "City"

• Individuals – "First", "Prefix" and "Last Name" as well as "City"

For the validation examination, the system uses the "City" from the main address by default. However, this is

not necessarily the city from the company address registered with the competent tax office. In this situation, you can store an alternative city which is automatically used for the validation examination ("Business Partner" module, "VAT City").

Example: If a company branch with an address in "Bordeaux" uses the value added tax registration number from its headquarters in "Paris", enter "Paris" in the "VAT City" box for the branch to ensure the validation examination runs without errors.

Data type for nationality (187108, as of v. 10.8) The nationality entries ("Nat." drop-down menu in the "Business Partner" form for individuals and contacts) have been relocated to a separate data type so that, if your company has a license for the "Multi LCL (Language, Currency, Location)" product, you can store translations for these entries in various user languages in the CE-Tool.

Important! As of version 10.8, the alpha_code where these entries were previously made is obsolete. The new data type will be initialized with the existing entries from this alpa_code and the codes of the respective countries. As of version 10.8, you maintain the entries for nationality in the new data type – regardless of whether you employ "Multi LCL (Language, Currency, Location)" or not.

Double-click to assign/remove categories (183149, as of v. 10.8)

The assignment of categories to your business partners enables you to model the different relationships a

business partner has with your company groups and provides additional, searchable attributes with which you can select groups of similar business partners for further processing.

As of version 10.8, a third method of assigning and removing categories is available in addition to the existing options and keyboard shortcuts. You can now simply double-click a category on the "Classification" tab ("Business Partners" module) to assign or remove it.

1.3

1.4

1.5

International Address Pool 1 Initialization of areas (179264, as of v. 10.2)



Initialization of areas (179264, as of v. 10.2) If your system is configured such that the countries tables is updated automatically:

• the abbreviations for areas which are used in reports (e.g. the royalty statement) are initialized with the corresponding value from ISO-3166-1 (http://en.wikipedia.org/wiki/ISO_3166-1). Existing entries for abbreviations are not overwritten during the initialization.

• the order in which the country sales should be output to the "Title Details" page of the royalty statement is initialized with the sort code of the entries in the data type for areas. Existing entries for the order of country sales are not overwritten during the initialization.

Managing identifiers and address references (185313, as of v. 10.8)

The ISBN is to books what the ISNI (International Standard Name Identifier) is to people involved in the production of a book, or the ORCID (Open Researcher and Contributor ID) is to academic authors. The

global use of such identifiers to designate a specific person or address is becoming more and more important – the management of these identifiers from external system presents new technological and organizational challenges.

In many cases, system landscapes evolve over the course of many years, which regularly results in decentralized management of master data. An overview of the master data (e.g. business partners) is often lacking, and it is unclear where the data come from, how they are used, and who is responsible for the

information. A consequence of this is the management of redundant, inconsistent data.

Whether you employ the Klopotek system for the management of global identifiers or as the central master

data management system for your business partner data, it provides you with flexible support in the management of any and all identifiers or address references.

On the one hand, you use technology and organizational processes to manage unique identifiers at business partner or address level. On the other, you ensure optimal integration of your applications within your IT landscape while keeping redundancy to a minimum and enabling clear assignment of business partners and addresses despite the different structures and IDs in the overlapping processes.

Identifiers and address references

Options on the "Business Partner" tab

Using the "Identifiers and Address References… [➙ 24]" option (pop-up menu) in the "Business Partner" module, users manage all the necessary types for individual applications or external systems with the associated identifiers and address references. Identifiers reference business partners and address references refer to addresses.

1.6

1.7

1.7.1

http://en.wikipedia.org/wiki/ISO_3166-1)

1 International Address Pool Managing identifiers and address references (185313, as of v. 10.8)



Your administrator defines any number of types for the management of these references based on the

following alternatives in the Klopotek system:

The configuration of each type determines whether the type is defined at the business partner level

(identifier) or the address level (address reference). This differentiation makes it possible to connect individual addresses to each other as well as the respective business partner independent of the relevant addresses.

• Address reference

This option is used to manage address identities and enable accurate information transmission between systems (e.g. when creating an order with a reference that relates to an alternative invoice or delivery address).

• Identifier

If business partners are connected independent of the address, it is essential that the persons or institutions are the same rather than the addresses. If the connection is defined at business partner level, you can, for example, manage the "Open Researcher and Contributor ID (ORCID)" or "International Standard Name Identifier (ISNI)" identifiers.

The management of identifiers and address references in the user interface is centered in a modal window

which provides an overview of all the existing identifiers and address references. Users select maintenance options and edit the specific identifier or address reference in a separate window. In addition for the general settings for a type (creation, modification, deletion permitted), your system administrator needs to explicitly authorize the following:

• The "Identifiers and Address References…" option (pop-up menu)

• The "Identifiers/Address References" modal window

• The "Add", "Replace" and "Delete" options (pop-up menu)

• The separate "Identifier/Address Reference" window for working with specific identifiers and address references

Note: The existing option in the "Business Partner" module – "External Reference No...." (pop-up menu) – will be retained and can continue to be used as before.

"Business Partners" search form

The "Business Partners" search form includes the "Identif./AddrRef." tab which allows users to search for identifiers and address references.

Documentation: Please refer to the user manual "Business Partner", "Identifiers and Address References... [➙ 24]" (pop-up menu)" (EN_UM_IAP_Business_Partner).

Note: In the user interface, identifiers and address references are not available in quick record mode or for marketing selections, nor are they imported by the "IAP Import address pool (IAP_IMP)" batch procedure.

International Address Pool 1 Managing identifiers and address references (185313, as of v. 10.8)



External synchronization As a rule, you edit identifiers and address references with the "Identifiers and Address References… [➙ 24]" option (pop-up menu). Alternatively, you can create or delete entries for types of identifiers/address references which are created as copies of an existing number in the Klopotek system (e.g. the customer number) with the "External Synchronization (Identif./AddrRef.)… [➙ 30]" option (pop-up menu).

If you employ the "External Synchronization (Identif./AddrRef.)…" option, you do not select the type of the identifier or address reference for which you want to create an entry, rather you select an external system (e.g. SAP or your accounting system) for which you have defined the types of identifiers/address references for which entries should be created.

Irrespective of the option you use to create the entries, they are displayed in the "Identifiers/Address

References" window. No reference is made there to the external system.

When you activate synchronization by checking the box for the respective external system in the "External

Synchronization (Identif./AddrRef.)" window, the system creates the identifiers/address references automatically. This simplifies the creation of identifiers/address references; however you can only create entries for types which are copies of existing numbers in the Klopotek system. Types for which the values are not copies have to be created with the "Identifiers and Address References…" option.

You deactivate synchronization by unchecking the box for the external system in the "External Synchronization (Identif./AddrRef.)" window. Depending on the system settings and data constellation, the

system deletes the entries for the identifier/address reference types which are defined for this external system.

The external systems which appear in the "External Synchronization (Identif./AddrRef.)" window are defined by your system administrator.

Which types of identifiers and address references are automatically created for an external system when synchronization is activated depends on your system settings. If an entry for a configured type already exists for a business partner or address, it is not changed. Irrespective of the uniqueness setting for the type, no further entry is created.

For each combination of identifier/address reference type and external system, your system administrator specifies whether the existing entries are deleted when synchronization is deactivated.

When the "External Synchronization (Identif./AddrRef.)" window is opened, the system determines the synchronization status using the existing entries for the identifier and address reference types valid for each

external system and prepopulates the checkboxes for the external systems accordingly.

• "Not synchronized" (checkbox is empty): Entries do not exist for any of the valid types for the respective external system.

1.7.2




• "Synchronized" (checkbox is filled): At least one entry exists for one of the valid types for the

respective system. If the available data is incorrect when compared with the configuration (e.g. one entry exists, but two types are configured), the system does not regard this as an error.

Your system administrator has to authorize use of the "External Synchronization (Identif./AddrRef.)…" option and "External Synchronization (Identif./AddrRef.)" window in the "Security" tool.

Duplicate merger validation Before merging duplicates, the system ascertains whether it is possible to consolidate a duplicate group to their respective master. The system processes a set of configured rules which prevent the merging of duplicates when they are broken.

Identifiers and address references can only prevent a duplicate merger if the uniqueness of a type configured by your system administrator cannot be guaranteed at company group level. If, after merging

duplicates for a company group of the business partner, there are two or more entries for a type which is configured to be unique, the system prevents this merger.

In addition, the master must also have a specific role (if configured) for dynamic address references. However, the master usually receives the duplicate’s role in this situation, making a merge possible.

Both the "FCB Check and removal of duplicates (KUP_O_DBME)" batch procedure and the "Web Service Address Pool" check the relevant rules for identifiers and address references.

See also 2 WEB Services Address Pool: Identifiers / address references and de-duplication

(184803, as of v. 10.8) [➙ 44]

Duplicate merger The batch process which merges duplicates checks [➙ 18] whether a duplicate group can be merged and performs the merge.

If the merger passes the validation without breaking any rules, the proceeds as follows:

• All static address references (at address level) are switched to the master address.

• All static identifiers (at business partner level) are transferred to the masters’ business partner.

• A dynamic address reference is transferred if the current source address is the duplicate address. After the merger, however, the address reference can be attached to a master address other than the current target address because of its dynamic nature.

Important! The "Edit Duplicates" option (pop-up menu) in the "Business Partner" module which is available for merging duplicate groups does not support merging identifiers and address references. As a result, they are lost during a manual merger. Identifiers and address references can only be merged via the "FCB Check and removal of duplicates (KUP_O_DBME)" batch procedure, not via the user interface.

1.7.3

1.7.4




Web services As of version 10.8, the following functions have been added to the web service "Address Pool":

• addIdentAddressRef (new) – Adds an identifier/address reference to an address.

• deleteIdentAddressRef (new) – Removes an identifier/address reference.

• updateIdentAddressRef (new) – Updates an identifier/address reference with a new value.

• findIdentAddressRefsByIdJuristicPerson (new) – Returns all the identifiers for a business partner and their addresses.

• findIdentAddressRefsByIdLocation (new) – Returns all the address references of an address.

• findBusinessPartnersByIdentAddressRef (new) – Returns all the business partners with

identifiers and address references.

• findAddressOrContactByIdentAddressRef (new) – Returns all the addresses with identifiers and address references.

In addition, information on identifiers and address references has been added to the business partner structure used by the functions.

Documentation: Please refer to the interface descriptions

• "Web Services Address Pool" (EN_ID_WAS_IAP_WebServices)

• "Web Services Address Pool" (EN_ID_WAS_IAP_WebServices_Javadoc).

Klopotek customer service ([email protected]) will provide this interface description on request if you have a license for the "Web Services Address Pool (WEB-100)" product.

See also 2 WEB Services Address Pool: Identifiers / address references and de-duplication

(184803, as of v. 10.8) [➙ 44]

Standard interfaces The following import and export procedures have been enhanced for identifiers and address references:

• "Business Partner adaptor (IN)" Message Based Service (MBS)

• "Business Partner adaptor (OUT)" Message Based Service (MBS)

• "BSD Order import from interface (ORD_TRA)"

Important! No other standard interfaces have been enhanced, including the table-driven import and export of business partners.

1.7.5

1.7.6

mailto:([email protected])




MBS "Business Partner adaptor (IN)" The "Business Partner adaptor (IN)" MBS continues to import business partners and their addresses only at the "*" level of the company group. As previously, not all the possible data constellations are supported. The import of c/o addresses and contacts is not supported.

The general structure of the juristic person has been enhanced with an element which lists all the identifiers that belong to the juristic person.

The same structure is used at address level to list all the address references that are linked to the address.

In contrast to the communication information, the adaptor does not replace data completely. Rather the following rules apply:

• Identifiers and address references are added, not replaced.

• If an identifier or address references is flagged as unique at company group level in the settings, the values of the existing entry is replaced.

If an entry for an address reference type that is flagged as unique already exists for an address, an error message is produced if the adaptor tries to import this type for another address of the same business partner in the same company group.

• If an entry already exists for the combination of type and identifier/address reference, a new entry is not created.

It is possible to delete individual entries via the "Business Partner adaptor (IN)" MBS if the individual entries are assigned the "Delete" attribute by the import. Type and identifier/address reference have to be set in this case.

The mechanism for identifying a juristic person and/or address has been enhanced as follows: among the business partner attributes, a type with identifier/address reference can be defined for unambiguous identification of the business partner or the address.

If the type is not set, but the identifier or address reference is, the system continues to work with the unique external reference number at address level (location). Only when a type is entered, does the "Business Partner adaptor (IN)" MBS work at the level of the 1:n structure. Based on the configuration of the type, the

system knows whether to search for a business partner or via an address.

In addition, the entry channel can also be specified in the attributes. If an entry channel is not specified, the

system uses "External system" ("EXT") as the channel.

Documentation: Please refer to the interface description "Business Partner MBS Adaptor Family", "Business Partner adaptor (IN)" (EN_ID_MBS_Business_Partner_MBS_Adaptor_Family).

MBS "Business Partner adaptor (OUT)" As of version 10.8, the export structure of the "Business Partner adaptor (OUT)" MBS has been enhanced with

• identifiers at business partner level

1.7.6.1

1.7.6.2




• address references at address level

Note: If an address which does not belong to the current business partner is referenced by a dynamic address reference (standard usage), this address is not exported.

The existing attribute for the external reference number remains unchanged.

Documentation: Please refer to the interface description "Business Partner MBS Adaptor Family", "Business Partner adaptor (OUT)" (EN_ID_MBS_Business_Partner_MBS_Adaptor_Family).

ORD_TRA: Import orders for one-off products The "BSD Order import from interface (ORD_TRA)" batch procedure for importing orders for one-off products

(BSD) already allows the use of an external reference number for the identification of differing invoice and delivery addresses. As of version 10.8, attributes which determine the type of the identifier/address reference have been added to the interface table in order to support the new identifier/address reference structure.

As the customer number used in the Klopotek system may not be known when the order is supplied, the interface table has been enhanced with an attribute for determining the customer number retroactively.

The following table describes existing and new attributes, the links between them, and how they are processed.

Import Interface Orders (ORD_ORDER_INTERFACE)

Attribute Type Description

CUSTOMER_NO Numeric Determines the customer number used in the Klopotek system. If empty, a customer number is determined via ILN_CUSTOMER, SAN_CUSTOMER or IDENT_REF_CUSTOMER. The check is performed in the order specified here.

IDENT_REF_TYPE (new)

MDT APREFTYPE

Determines the type for the identifier/address reference. If not defined, the external reference number without a type is used. (optional)

IDENT_REF_CUSTOMER (new)

String Identifier or address reference. The business partner that this reference is assigned to have to have the role "Customer (BSD)". If IDENT_REF_TYPE is empty, the external reference number without a type is used. (optional)

IDENT_REF_TYPE_INV (new)

MDT APREFTYPE

Determines the type for the identifier/address reference for the invoice address. If not defined, the external reference number without a type is used. (optional)

EXT_REF_INVOICE_ADR String External reference number or address reference Refers to an address. If IDENT_REF_TYPE_INV is empty, the external reference number without a type is used. If the reference only refers to a business partner, the main address is used. (optional)

IDENT_REF_TYPE_DEL (new)

MDT APREFTYPE

Determines the type for the identifier/address reference for the delivery address. If not defined, the external reference number without a type is used. (optional)

EXT_REF_DELIVERY_ADR String External reference number or address reference Refers to an address. If IDENT_REF_TYPE_DEL is empty, the external reference number without a type is used. If the reference only refers to a business partner, the main address is used. (optional)

1.7.6.3




In the "Import Interface Order Lines (ORD_POSITION_INTERFACE)", the process for determining the

alternative delivery address at the level of the order line is implemented in a similar manner.

Import Interface Order Lines (ORD_POSITION_INTERFACE)

Attribute Type Description

IDENT_REF_TYPE (new)

MDT APREFTYPE

Determines the type for the address reference. If not defined, the external reference number without a type is used. (optional)

EXT_REF_DELIVERY_ADR String External reference number or address reference Refers to an address. If IDENT_REF_TYPE is empty, the external reference number without a type is used. If the reference only refers to a business partner, the main address is used. (optional)

If the customer and/or the required addresses are not identified by means of the external reference numbers, the order is not imported.

Documentation: Please refer to the interface description "BSD - Book Sales and Distribution", "Order Interface" (EN_ID_BSD_Interface_Descriptions).

Address import / export The "IAP Import address pool (IAP_IMP)" batch procedure does not support the creation of typified identifiers and address references.

The address export batch procedure ("MKG IAP Standard export (IAP_EXP)") and all the address export procedures which depend on this structure (e.g. customer export, exports to financial accounting) support the provision of typified identifiers and address references by means of special views. Identifiers and address references are not provided in their own database tables, so the system cannot support their import.

When exporting data, the individual consumer procedures which use data from the interface tables need to "join" the views as required to get the respective reference numbers. This can result in multiple data records depending on the configuration and the data.

Interface View for Determining Identifiers (AP_V_INTERFACE_IDENTIFIER)

This view determines the business partner using the external reference number and provides the relevant identifiers.

Attribute Type Comments

EXTERNAL_REFERENCE_NUMBER String (255) The external reference number used in the interface. Is used as an anchor.

ID_JURISTIC_PERSON Numeric (22) Business partner number

GROUP_OF_COMPANY MDT PRVG Determines the company group

IDENT_REF_TYPE MDT APREFTYPE Determines the type of the identifier related to the business partner

IDENT_ADDRESS_REF String (255) Identifiers

1.7.6.4




Interface View for Determining Address References (AP_V_INTERFACE_ADDRESS_REF)

This view determines the location/address using the external reference number and provides the relevant address references.

Attribute Type Comments

EXTERNAL_REFERENCE_NUMBER Text (255) The external reference number used in the interface. Is used as an anchor.

ID_LOCATION Numeric (22) Address number

GROUP_OF_COMPANY MDT PRVG Determines the company group

IDENT_REF_TYPE MDT APREFTYPE Determines the type of the address reference related to the address

IDENT_ADDRESS_REF String (255) Address reference

UNIQUE_YN Flag Taken from the MDT configuration of IDENT_REF_TYPE ("A2 - Unique Y/N (MDT APREFTYPE)")

STATIC_YN Flag Taken from the MDT configuration of IDENT_REF_TYPE ("A3 - Dynamic Y/N (MDT APREFTYPE)")

STANDARD_PURPOSE MDT PURP Taken from the MDT configuration of IDENT_REF_TYPE ("A4 - Standard usage (MDT APREFTYPE)")

ID_ROLE Numeric Taken from the MDT configuration of IDENT_REF_TYPE ("N1 - Role ID (MDT APREFTYPE)")

User interface

"Business Partners" search form You can enter search criteria and keywords in the "Business Partners" search form to initiate a restricted search for business partners and, if necessary, contacts. The search results are displayed in the "Business Partners" search form.

To open the "Business Partners" search form

• select "Search" in the menu on the "Business Partners" module

• or double-click the "Business Partner" module.

"Identif./AddrRef." tab for entering search criteria

Please note: The features described in the following are valid as of version 10.5.

In the "Identif./AddrRef." tab, you enter the type and/or an identifier or an address reference for the restricted

business partner search. It is not mandatory to enter a type or the identifier/address reference.

Please note: Use the "Identifiers and Address References... [➙ 24]" option (pop-up menu) in the "Business

Partner" tab to manage identifiers and address references.

1.7.7

1.7.7.1

1.7.7.1.1




Type

Select a value from the "Type" drop-down menu to search for business partners which have an identifier or address reference of the selected type assigned to them.

The following search strategies are available:

• Select type for identifier (business partner level), "Identifier/Address Reference [➙ 24]" box empty

All business partners which have an identifier with this type assigned to them are found. All of the business partner's addresses are displayed in the search results.

• Select type for address reference (address level), "Identifier/Address Reference [➙ 24]" box empty

All addresses of business partners are found which have an address reference with the selected type assigned to them.

• Combined search of type plus value from the "Identifier/Address reference [➙ 24]" box.

System setting: Customer-specific values for the drop-down menu.

Identifier/Address Reference

Enter a value in the "Identifier/Address Reference" box to search for business partners that have an identifier or address reference with the entered value assigned to them.

The following search strategies are available:

• Enter a value for the identifier/address reference, "Type [➙ 24]" box empty

All business partners (with all addresses) which have an identifier with the entered value assigned to them or all addresses which have an address reference with the entered value assigned to them are found.

• Combined search of identifier/address reference plus value from the "Typ [➙ 24]e" box.

Options on the "Business Partner" tab Both standard and special options are available in the pop-up menu in "Business Partner". Open the pop-up menu by pointing to the "Business Partner" tab and clicking the right mouse button.

For more information on the standard options in the pop-up menu (right mouse button), refer to "Overview", "Basic knowledge" and "Standard menu options".

In addition to the standard options, special options are available in the pop-up menu (right mouse button) on the "Business Partner" tab. These are documented in the following.

Identifiers and Address References... (pop-up menu)

Please note: The features described in the following are valid as of version 10.5.

Select the "Identifiers and Address References..." option (pop-up menu) to manage identifiers and address

references. Identifiers relate to business partners and address references to addresses.

1.7.7.1.1.1

1.7.7.1.1.2

1.7.7.2

1.7.7.2.1




Similarly to the ISBN for books, the ISNI (International Standard Name Identifier) is intended for persons

involved in the production of publications, and the ORCID (Open Researcher and Contributor ID) is intended for scientific authors. Identifiers that are globally used for the unique identification of persons or addresses are becoming increasingly important. Managing these identifiers from external systems presents you with new technical and organizational challenges.

In providing this option, the Klopotek system supports the flexible management of any identifiers or address references you may require.

The option is available in the "Business Partner" tab, "Business Partner" form, in the "Business Partner" module.

The "Identifiers/Address References" window opens for managing identifiers and address references.

Important! Prior to selecting this option, save the data of the active business partner. In the form header, select the required "Company Group" (or the proprietor) for which you want to manage identifiers and address references.

Types for identifiers and address references

Your system administrator creates any number of types for managing identifiers and address references based on the following possibilities in the Klopotek system:

• Identifier types

– at business partner level (static). The identifier belongs to the business partner permanently.

• Address reference types

– at address level (static). The address reference belongs to the address permanently.

– at the level of the standard usage for a role (dynamic). This address reference belongs to the address current assigned to the standard usage (for a role). If the user assigns another address to the standard usage, this dynamic address

reference automatically switches to the newly assigned address.

– at the level of the main address (dynamic) This address reference belongs to the business partner's current main address. If the user changes the main address of the business partner, this dynamic address reference automatically switch to the new main address.

In general, an identifier or an address reference consists of a type and a concrete value. For example:

Type ("external application") Identifier / Address reference Description

"ORCID" 0000-0002-1825-0097 At business partner level (static).

"External application 1" EXT_APP_987654321 At address level (static).

"Delivery address (accounting system)"

ACCT_1234567890_XYZ At the level of the standard usage "Delivery address" for the role "Customer (BSD)" (dynamic).




In addition, your system administrator specifies whether

• the type is unique within the company group or multiple entries of the same type can be made for each company group.

• the identifier/address reference should be prepopulated with an existing value, e.g. with the business partner or customer number from the Klopotek system.

• the type is available for a particular entry channel (user interface, batch procedure, web service

or external system) at proprietor and/or company group level. Whether creation, modification or deletion is permitted is defined for each combination.

Important! The "Edit Duplicates" option (pop-up menu) in the "Business Partner" module which is available for merging duplicate groups does not support merging identifiers and address references. As a result, they are lost during a manual merger. Identifiers and address references can only be merged via the "FCB Check and removal of duplicates (KUP_O_DBME)" batch procedure, not via the user interface.

"Identifiers/Address References" window

The "Identifiers/Address References" window displays all available identifiers and address references of the current company group for the active business partner or contact and all addresses.

Options

Icons as well as pop-up menu options are available in order to add, replace and delete entries in the "Identifiers/Address References" window.

Note: You can only edit data using these options.

"Add [➙ 27]" (pop-up menu) Add new identifiers to the selected business partner or new address references to the selected address.

"Replace [➙ 29]" (pop-up menu) Replace existing identifiers or address references which you have selected. Note: You cannot replace the type.

"Delete [➙ 30]" (pop-up menu) Delete existing identifiers or address references which you have selected.

Note: For each type of identifier/address reference, your system administrator defines whether or not addition, replacement and deletion are allowed.

You cannot add identifiers for contacts. If necessary, add them at the level of the respective institution (business partner). In contrast, you are allowed to add address references. These are managed for the institution address where the contact is employed and implicitly contain name information.

Depending on the type, either the "Identifier" or "Address Reference" window opens for managing data.

1.7.7.2.1.1




Company group

In the "Company Group" box, the system displays the company group (or the proprietor) which was selected in the "Business Partner" form header when you selected the "Identifiers and Address References…" option (pop-up menu).

The system only displays identifiers and address references for this company group or the proprietor.

Display area

Specific data is displayed in a tree structure in the display area.

Name of the business partner

- identifier (static), at the level of the business partner, type and value (up to 20 characters)

Business partner or contact address

• The main address is identified by * and highlighted in bold.

• If an address is just an e-mail address (no other postal information available), only the icon is displayed.

- address reference (static), at the level of the address, type and value (up to 20 characters)

- address reference (dynamic), at the level of the address, type and value (up to 20 characters)

The system displays all the existing identifiers below the business partner. Existing address references (static or dynamic) are displayed below the address which they have been added to.

Note: Identifiers or address references that you cannot replace are grayed out.

Options on the "Identifier/Address References" window

The specific options available for selection in the pop-up menu on the "Identifier/Address References" window are described in the following. To open the pop-up menu on the window, move the cursor onto the window and right-click there.

"Add" (pop-up menu)

Select "Add" (pop-up menu) to add a new identifier to the selected business partner or a new address reference to the selected address.

This option is available in the "Business Partner" module, "Business Partner" form, "Business Partner" tab, "Identifiers and Address References…" option (pop-up menu), "Identifiers/Address References" window.

You can also click the "Add" (icon) in the group box for the options.

The "Identifier" / "Address Reference [➙ 27]" window opens for you to add data.

Note: This option is inactive if you have not selected the business partner or one of the addresses in the display area, or if you do not have the necessary access rights.

"Identifier" / "Address Reference" window

The system provides all boxes necessary for adding and replacing identifiers or address references in the

"Identifier" / "Address Reference" window.

1.7.7.2.1.2

1.7.7.2.1.2.1

1.7.7.2.1.2.1.1




The following information is displayed as short text and highlighted in italics for each entry:

• business partner name (for identifiers) or

• address (for address references)

For adding data, the following boxes are available:

• "Type [➙ 28]"

• "Identifier"/"Address reference [➙ 28]"

For replacing data, the following boxes are available:

• "Type [➙ 28]"

• "Identifier"/"Address reference [➙ 28]

• "Role [➙ 29]"

• "Standard Usage [➙ 29]"

• "Address No. of Reference [➙ 29]"

Type

Important! This is a mandatory box.

Select a value from the "Type" drop-down menu to define the type for your new identifier or your new address reference.

Types generally define the identifier or the address reference type and, for example, reflect external systems which are connected via a unique ID. For more information about the types possible for identifiers and address references, please see "Identifiers and Address References... [➙ 24]" (pop-up menu).

If you have selected a value, the Klopotek system immediately checks if

• the system allows this type to be added. A message appears if this type is not allowed.

• a template is defined for the selected type. In this case, the copy of a number which already

exists in the Klopotek system (for example, a customer or business partner number) is automatically entered in the "Identifier" / "Address reference [➙ 28]" box.

• a role which your system administrator has stored for dynamic types is also assigned to the business partner. If this is not the case, a message appears.

Please note: You can only select a value if you add a new identifier or a new address reference. You cannot modify the type during replacements.

System setting: Customer-specific values for the drop-down menu depending on the current company group.

Identifier/Address Reference

Important! This is a mandatory box.

Enter the identifier or the address reference which matches the selected "Type [➙ 28]" in the

"Identifier/Address Reference" box.

1.7.7.2.1.2.1.1.1

1.7.7.2.1.2.1.1.2




If a template is defined for your selected type, this box is preset, for example, with the customer or business

partner number.

Role

The name of the role is displayed in the "Role" box.

A role can be stored for dynamic address references only. For all other types of identifiers and address references, this display box is generally not available.

System setting: Role stored for the type of a dynamic address reference.

Standard Usage

The name of the standard usage for the "Role [➙ 29]" is displayed in the "Standard Usage" box.

A standard usage of a role can be stored for dynamic address references only. For all other types of identifiers and address references, this display box is generally not available.

System setting: Standard usage stored for the type of a dynamic address reference.

Address No. of Reference

The "Address No. of Reference" box displays the "dynamically" retrieved address for which the address reference is managed as a short text.

Please note: An address can be displayed for dynamic address references only. The display box is generally not available for all other identifier and address reference types.

The address can be either the standard usage address assigned to a role ("Standard Usage" box contains a value) or the business partner's current main address.

<OK>

Click <OK> to save the data. The "Identifier" or "Address Reference" window closes. The data in the display area changes accordingly.

Please note: Your system administrator defines for each type if it has to be unique or can be managed several times. The Klopotek system checks the added types for uniqueness upon saving and prevents saving, if necessary.

<Cancel>

Click <Cancel> to cancel the transaction and close the window. You return to the "Identifiers/Address

References [➙ 26]" window.

"Replace" (pop-up menu)

Select "Replace" (pop-up menu) to replace a selected identifier or a selected address reference. You cannot replace the type itself.

The option is available in the "Business Partner" module, "Business Partner" form, "Business Partner" tab, "Identifiers and Address References…" option (pop-up menu), "Identifiers/Address References" window.

1.7.7.2.1.2.1.1.3

1.7.7.2.1.2.1.1.4

1.7.7.2.1.2.1.1.5

1.7.7.2.1.2.1.1.6

1.7.7.2.1.2.1.1.7

1.7.7.2.1.2.2




You can also click on the "Replace" (icon) in the group box for the options.

The "Identifier" / "Address Reference [➙ 27]" window opens for you to enter the replacement.

Note: This option is inactive if you have not selected an address reference in the display area or if you do not have the necessary access rights.

"Delete" (pop-up menu)

Select "Delete" (pop-up menu) to delete a selected identifier or address reference.

The option is available in the "Business Partner" module, "Business Partner" form, "Business Partner" tab, "Identifiers and Address References…" option (pop-up menu), "Identifiers/Address References" window.

You can also click the "Delete" (icon) in the group box for the options.

If you click <OK>, the Klopotek system checks whether your system administrator has specified that the selected type with the company group can be deleted. If this is the case, the selected entry is deleted. The data in the display area changes accordingly. If deletion of the type is not permitted, the system displays an appropriate message.

Note: The option is inactive if you have not selected an identifier or an address reference in the display area, or if you do not have the necessary access rights.

"External Synchronization (Identif./AddrRef.)" (pop-up menu)

Select "External Synchronization (Ident./AddrRef.)" (pop-up menu) to activate or deactivate the

synchronization of identifiers and address references for external systems.

The option is available on the "Business Partner" tab ("Business Partner" form, "Business Partner" module).

As a rule, you edit identifiers and address references with the "Identifiers and Address References… [➙ 24]" option (pop-up menu). Alternatively, you can create or delete entries for types of identifiers/address

references which are created as copies of an existing number in the Klopotek system (e.g. the customer number) with the "External Synchronization (Identif./AddrRef.)…" option (pop-up menu).

If you employ the "External Synchronization (Identif./AddrRef.)…" option, you do not select the type of the identifier or address reference for which you want to create an entry, rather you select an external system (e.g. SAP or your accounting system) for which you have defined the types of identifiers/address references for which entries should be created.

Irrespective of the option you use to create the entries, they are displayed in the "Identifiers/Address References [➙ 26]" window. No reference is made there to the external system.

Save the data in the "Business Partner" form before you select the option. Otherwise, you receive an error message.

The "External Synchronization (Ident./AddrRef.)" window opens.

1.7.7.2.1.2.3

1.7.7.2.2




"External Synchronization (Identif./AddrRef.)" window

In the "External Synchronization (Identif./AddrRef.)" window, you activate or deactivate the synchronization of identifiers and address references for external systems. This means that identifiers and address references for the types which your system administrator defined for the respective external system are

automatically created in or deleted from the Klopotek system.

Which external systems are available for selection in the "External Synchronization (Identif./AddrRef.)" window depends on your system settings. A checkbox is provided for each external system.

This simplifies the creation of references compared with the "Identifiers and Address References... [➙ 24]"

option (pop-up menu); however you can only create entries for types which are copies of existing numbers in the Klopotek system. For each identifier or address reference type, your system administrator specifies which number or reference should be copied from the Klopotek system. Types for which the values are not copies have to be created with the "Identifiers and Address References…" option. You cannot create identifiers or reference numbers manually in the "External Synchronization (Identif./AddrRef.)" window.

Activating synchronization

Click on the checkbox next to an external system to activate synchronization for this system.

• If no entries exist for the identifier or address reference type, the system creates an entry.

Note: The system creates address references for the business partner's main address.

• If an entry already exists for the identifier or address reference type, it is not changed. Nor does the Klopotek system create any further entries. This is also the case when your system administrator has specified that the type does not have to be unique.

Deactivating synchronization

Remove the checkmark next to an external system to deactivate synchronization for this system.

For each combination of external system and type, your system administrator specifies whether the existing entries are deleted when synchronization is deactivated:

• If deletion of the existing entries for the respective identifier/address reference type is not permitted when synchronization is deactivated, the system makes no changes to existing entries and you receive a corresponding message.

• If deletion of the existing entries for the respective identifier/address reference type is permitted

when synchronization is deactivated, the system deletes the existing entries for this combination of type and external system. If a type does not exist, the system does not regard this as an error.

Note: The system only deletes address references from the main address.

Note: When you set or remove the checkmark for an external system, the system activates or deactivates

synchronization immediately. The system reports whether synchronization for the external system was successful or whether errors occurred.

1.7.7.2.2.1




Synchronization status

When the "External Synchronization (Identif./AddrRef.)" window is opened, the system determines the synchronization status using the existing entries for the identifier and address reference types valid for each external system and prepopulates the checkboxes for the external systems accordingly.

• "Not synchronized" (checkbox is empty): Entries do not exist for any of the valid types for the respective external system.

• "Synchronized" (checkbox is filled): At least one entry exists for one of the valid types for the respective system. If the available data is incorrect when compared with the configuration (e.g.

one entry exists, but two types are configured), the system does not regard this as an error.

<Close>

Click <Close> to close the "External Synchronization (Identif./AddrRef.)." window.

"Business Partner" tab On the "Business Partner" tab, you can enter and edit data on business partners (institutions and individuals) as well as on addresses and contacts. The title bar of the form shows you which object you have opened for recording and editing.

Quality

Select a value from the "Quality" drop-down menu to specify the quality of the address. Via the quality flags you can support an address revision process.

The drop-down menu is available in the following locations in the "Business Partner" module:

• "Business Partner" form, "Business Partner" tab

• "Business Partners" search form, "Edit Duplicates" option (pop-up menu), "Edit Duplicates" form (as of version 10.8).

The following values are delivered as standard.

Good (default)

The address is in a good state. The drop-down is always prepopulated with the value "Good". This cannot be changed.

Medium The address is in an average state.

Bad The address is in a poor state.

System setting: The names of the standard quality flags can be freely defined. Also, additional quality flags can be defined which, for example, provide information on the state of a duplicate (e.g. "Intentional duplicate").

1.7.7.2.2.1.1

1.7.7.3

1.7.7.3.1

International Address Pool 1 User-specific settings for the "Business Partner" module (187383, as of v. 10.8)



"Information" group box

Identif./AddrRef.

Use the "Identifiers and Address References… [➙ 24]" option (pop-up menu) in the "Business Partner" tab to manage identifiers and address references. Identifiers relate to business partners and address references to

addresses.

If you have entered identifiers or address references, the corresponding "Types [➙ 28]" are displayed in the

"Info" group box separated by comma.

Please note: The "Identifiers/Address References [➙ 28]" themselves are not displayed.

User-specific settings for the "Business Partner" module (187383, as of v. 10.8)

In order to make working with the "Business Partner" module more user-friendly, some of the basic settings for the module are now stored at user level. The system automatically saves the most recent state for each

of these settings for each user, so that they are carried over between sessions.

This affects the following settings:

• Whether the system displays contact details in the tooltip in the results list on the "Business Partners" search form ("Communication" checkbox) and/or on the "Address Hierarchy" form ("Communication" checkbox).

• Whether the system displays information on roles and categories in the tooltip in the results list on the "Business Partners" search form ("Classification" checkbox) and/or on the "Address Hierarchy" form ("Classification" checkbox).

• How long (in milliseconds) the tooltip is displayed in the results list the "Business Partners" search form and on the "Address Hierarchy" form. The default value is "7000" ("User Profile", "Modules" tab, new box: "Tooltip Timer (in ms)").

• How the system should behave when only one object is found during a business partners search

("Autom.Display if 1 Item Only" group box on the "Business Partners" search form).

• Whether the search should include individuals and/or institutions – with or without contacts ("Individuals", "Institutions" and "Contact" checkboxes on the "Business Partners" search form).

• The default label format used when printing address labels based on a selection in the results list on the "Business Partners" search form ("Label" window, "Label Templates" drop-down menu).

These settings were previously controlled by the configuration files for the Klopotek applications (ADV.ini, MEX.ini and PPM.ini) and are now obsolete. Your system administrator needs to remove relevant switches from the [AP] section.

1.7.7.3.2

1.7.7.3.2.1

1.8

1 International Address Pool Name change: "Insert Private Address with Ref. to Institution" (pop-up menu) (190843, as of v. 10.8)



Name change: "Insert Private Address with Ref. to Institution" (pop-up menu) (190843, as of v. 10.8)

In the "Business Partner" module in the Klopotek system, you manage addresses and relationships for

individuals, institutions and contacts at institutions.

On the "Business Partner" tab for a contact, the system provides options which allow you to create addresses for this contact in their capacity as a private person.

You have the option of adding a completely new address for contact ("Insert Private Address…" (pop-up

menu)), e.g. the individual's home address. Alternatively, you can use the address of the institution that the contact works for. In the latter case, the name of the option has changed from "Assign c/o Address to Contact" to "Insert Private Address with Ref. to Institution… [➙ 34]" (pop-up menu).

User interface

"Business Partner" module, "Business Partner" tab

Insert Private Address with Ref. to Institution... (pop-up menu)

Important! This option is only available for contacts.

Select "Insert Private Address with Ref. to Institution..." (pop-up menu) on the "Business Partner" tab for a contact to use the address of the institution for correspondence with the contact in their capacity as a private person. No intermediate steps are necessary.

When you select this option, there are three possible scenarios:

1. The contact does not exist as a private individual: The system creates a business partner record for the contact as an individual and automatically assigns the institutions address as their main address. The system only transfers the contact's keywords to the new business partner in addition to the address data. The system then opens the "Business Partner" form for the new individual.

2. The contact already exists as a private individual with another address: The system adds the address of the institution to the business partner.

3. If the contact already exists as a private individual with a reference to the address of the institution: The system automatically opens the "Business Partner" form for the individual.

Note: You have to save all the modifications made to the business partner to be able to select this option. If you have unsaved changes, the system asks you confirm them. Click <Yes> to save the changes and execute the option.

1.9

1.9.1

1.9.1.1

1.9.1.1.1

International Address Pool 1 Enrichment of exported address data with role-specific data via views (192844, as of v. 10.8)



Enrichment of exported address data with role-specific data via views (192844, as of v. 10.8)

As of version 10.8, views are available in order to enrich the exported business partner data with information

on system roles without the need to export the role-specific data via a batch first.

The role-specific data provided in the views represents a subset of the data from the corresponding, role-specific standard interfaces. The names of the fields in the views are identical to the names of the fields in the standard interfaces. The fields are described in the standard interface documentation.

The following views are available:

• View Lizenznehmer/Licensee View (LIC_V_INTERFACE_LICENSEE)

Documentation: Please refer to the interface description "Licensee Interface" (EN_ID_PPD_Interface_Descriptions).

• View Kunde/Customer View (CTM_V_INTERFACE_CUSTOMER)

Documentation: Please refer to the interface description "Customer Terms with Addresses Interface" (EN_ID_PPD_Interface_Descriptions).

• View Honorarempfänger/Royalty Recipient View (CRH_V_INTERFACE_COPYRIGHT_HLD)

• View Lieferanten/Supplier View (CST_V_INTERFACE_SUPPLIER)

Documentation: Please refer to the interface description "Creditor Interface" (EN_ID_PPM_Creditor_Interface).

The following applies to the views:

• The definition of the view and the names of their fields are identical to those of the interface

tables for the export of the respective system role.

• Dependent tables with 1-n relationships are not exported.

• Business partner data are not exported redundantly. This also applies to role-specific bank data.

• Not all of the interface table attributes are exported.

• None of the views exports more data than the respective export procedure for the system role.

• Accessing the view is equivalent to accessing the respective interface table, provided that it was filled by a batch procedure after the last modification.

Print mandate form for SEPA confirmation (187968, as of v. 10.8)

In the Klopotek "Advertising Sales and Management System" (ASM), when an order confirmation is printed for an advertising customer who pays by direct debit, the system prints the SEPA mandate form as the second page.

1.10

1.11

1 International Address Pool User-specific settings for checkboxes in business-partner-based searches (195473, 195649, 196666, 196669,



Use the "Mandate Form Already Printed [➙ 36]" checkbox to specify whether or not the system should print

the mandate form with the order confirmation or e-mail it as an attachment.

User interface

"Business Partner" module, "Bank Info" tab, Edit Mandates... (pop-up menu), "Edit Mandates" window

Mandate Form Already Printed Please note: The features described in the following are valid as of version 10.8.

Via the "Mandate Form Already Printed" checkbox, you control whether the mandate form which is printed as the second page of an order confirmation for an advertising customer who pays by direct debit should be printed or e-mailed with the order confirmation.

Click on the checkbox to activate or deactivate the option.

selected In the database table for bank information, the system notes that the mandate form has already been printed. The mandate form is not printed or sent as an attachment with the order confirmation.

not selected (default)

The mandate form is printed and sent as an attachment with the order confirmation.

User-specific settings for checkboxes in business-partner-based searches (195473, 195649, 196666, 196669, as of v. 10.8)

In the Klopotek system, you can specify whether business-partner-based searches should include individuals and/or institutions – with or without contacts ("Individuals", "Institutions" and "Contact" checkboxes).

The system stores the state of these checkboxes separately for each user and for each search form or modal search window which is based on business partner data (e.g. "Customers (BSD)", "Customers (JSD)",

"Royalty Recipients" and "Suppliers"). The state of the checkboxes is noted automatically when a search form / window is closed, and reapplied the next time the search form / window is opened. The system saves the most recent state when the application is closed, so that the user's preferences are carried over between sessions.

If the context in which the search is started stipulates a particular value (e.g. if a customer search is started from a BSD order, the "Contact" checkbox is always deactivated), this continues to have precedence over

the user's selection.

Note: After the installation of this software enhancement, all of the business-partner-based search forms and windows will be initialized as follows:

• "Individuals" checkbox = active

• "Institutions" checkbox = active

• "Contact" checkbox = inactive

1.11.1

1.11.1.1

1.12

International Address Pool 1 Duplicate processing: duplicate status (195087, as of v. 10.8)



Duplicate processing: duplicate status (195087, as of v. 10.8)

Circumstances such as the import of external addresses or the decentralized recording of addresses lead to

the presence of duplicate data. Among other things, business partner and address duplicates lead to increased marketing activity costs. For example, a recipient may be written to several times as part of a mailing activity. In the distribution system, duplicates with different statistical positions for the same business partner cause orders to be split up and create false statistical records. Duplicates falsify results in marketing

selections that use the customer's history.

The system provides reliable features for editing and adjusting duplicates in the database without losing

data.

The "Status" of an address duplicate ensures transparency throughout processing and provides information on its current status. Avoid unnecessary rechecks and unclear statuses by entering custom processing statuses for duplicates in the Klopotek system and selecting a status for each duplicate in a duplicate group. You either select the status manually in the user interface (search results, "Edit Duplicates…" (pop-up menu), "Status") or it is set automatically by the "Web Services Address Pool".

For each status, you also specify whether it is permitted to merge duplicates with this status. If merging is permitted (confirmed duplicate), then duplicates can be merged in the user interface (<Adjust Duplicate>) or by means of a batch procedure ("FCB Check and removal of duplicates (KUP_O_DBME)").

The system displays the status selected for an address in the "Business Partner" module ("Business Partner"

tab, "Info" group box, "Duplicate Status").

UNISERV Post/UNISERV Mail-Business: New version 2.16 (182973, as of v. 10.8, patch 1501)

Note: In order to use the following functionalities, you must employ the UNISERV Post (postal address check) and/or UNISERV Mail-Business (duplicate check) supplementary software from the UNISERV GmbH.

In the Klopotek system, the components UNISERV Post (postal address check) and UNISERV Mail Business (deduplication) from UNISERV GmbH are available as additional software.

This specialized and sophisticated additional software is integrated into the Klopotek system in order to ensure that your address data is free of duplicates and an accurate, complete international address pool (IAP):

• Validation of postal address correctness with address checking based on postal data from country-specific post offices and official reference data pools from other suppliers, such as banks and statistics offices

• Duplicate recognition and deduplication as the basis for professional database marketing

1.13

1.14

1 International Address Pool UNISERV Post (postal address check) for web shop (183579, 187477, as of v. 10.8)



As of the March patch 2015, UNISERV version 2.16 is approved for use with version 10.8 and higher of the Klopotek applications contained in the patch delivery.

Support for UNISERV batch mode

As of version 2.16, the UNISERV software offers the "batch mode" license type in addition to the existing

"user interface mode". What does this mean? Until now, there was only the "user interface mode" license type. This enabled a defined number of queries per hour. If this number is exceeded, UNISERV processing speed is reduced. The new "batch mode" license type supports a defined number of queries per day. The following Klopotek batch procedures support the new batch mode:

• "IAP Import address pool (IAP_IMP)"

• "IAP Address check facility (ACF)"

• "Duplicate Recognition (doubrecg)"

Note: Your system administrator explicitly activates batch mode via a system setting.

Documentation: Please refer to the whitepaper "UNISERV Installation (post/mailRetrieval)", (EN_WP_COOP_UNISERV_Installation).

UNISERV Post (postal address check) for web shop (183579, 187477, as of v. 10.8)

Note: In order to use the following functionalities, you must employ the UNISERV Post (postal address

check) and/or UNISERV Mail-Business (duplicate check) supplementary software from the UNISERV GmbH.

At its core, UNISERV Post (postal address check) is comprised of a knowledge and rule base that

structurally checks the standard requirements used in international postal transport. This rule base can - if necessary - be supplemented with expert information on a country and service-based level; an additional license is required for this information. The expert information is contained in country-based tables and can be configured separately to the standard version.

Improve the quality of the address data entered by the users of your web shop. Integrate the Klopotek "Web Services Address Pool (WEB-100 / 8.4)" into your web shop to use the UNISERV Post address check which

interacts with the Klopotek system and your users.

UNISERV Post: Key account management (174232, as of v. 9.8)

Note: In order to use the following functionalities, you must employ the UNISERV Post (postal address check) and/or UNISERV Mail-Business (duplicate check) supplementary software from the UNISERV GmbH.

The additional UNISERV Post (postal address check) software supports you in maintaining your German key

account addresses. UNISERV Post checks your German key account addresses against reference data in

1.15

1.16

International Address Pool 1 Country table: Updates (174822, 181775, 187141, as of v. 9.8)



the "Business Partner" module | "Addr. Check" (icon) and the "IAP Address check facility (ACF)" batch

procedure and corrects them if necessary.

If the postal address check is started by a user or by the batch procedure, the "normal" postal address check

is performed first. In this step, UNISERV Post realizes that the address belongs to a German key account. If the system settings for checking key account addresses are active, the address is subsequently checked against the available reference data (major recipient addresses from Deutsche Post). The reference data is supplied by UNISERV GmbH. You receive this data via the Klopotek standard delivery as well as regular

updates.

A key account address is usually made up of the name, major recipient zip code and city. Street and house

number information is no longer relevant for this type of address.

Deutsche Post AG Niederlassung BRIEF Hannover 30690 Hannover The system only uses the name and zip code for the check. The check is also implicitly influenced by the major recipient type: single or group major recipient. Single major recipients have an own zip code whereas group major recipients share a zip code.

• If only the key account’s zip code is available for the check, the system

– automatically transfers the city and name for the single major recipient because the zip code is unique.

– offers the user a list of all key accounts for group major recipients sharing a zip code. The user selects the required entry whose data is subsequently transferred.

• If the key account’s zip code and name are available for the check, the system also performs a Fuzzy search for the name (based on Oracle text search, a rough search which results in similar redundancies).

– If the result is unique, the city and name are automatically transferred.

– If the result is ambiguous, the user receives a list of all available key accounts for selection. The user decides whether all reference data is transferred or whether the name is excluded from the transfer.

If no suitable reference data is found at all for the key account check, the system performs the "normal" postal address check.

Country table: Updates (174822, 181775, 187141, as of v. 9.8)

The table "Country (AP_COUNTRY)" is the basis table for checking whether postal addresses in the user interface are correct and controls label generation for various batch procedures. It is subject to regular modifications as a result of changes to post norms or political factors (new states). Klopotek offers a support service which provides updates of the country table both at regular intervals and in response to specific events.

1.17

1 International Address Pool Country table: Updates (197472, 197561, as of v. 10.8)



Please note: The system only updates the country table if your system administrator has set your system to

automatically update the country table.

New countries

The following countries will be created in the countries table and in the data types:

• "St. Barthélemy (STBA)"

• "St. Martin (STMA)"

• "South Sudan (Rep.) (SUSU)"

Albanian postal codes

Until now, it was not permitted to enter postal codes for "Albania (ALBA)". This has changed and the

Klopotek system has been adjusted accordingly:

• You can enter a postal code, but do not have to.

• Postal codes consist of four characters which are solely numerical.

• The postal code will be printed as a single line on the label before the city:

Ilir Drenova

Ruga Myslym Shyri

Pallati 37 shkalla 4 apartamenti 15

1001

TIRANA

ALBANIA

Structural changes to the label for the Ukraine

For the "Ukraine (UKRA)", the structure of the line in the label which contains the street name and house number has been changed to the value "S, BN" in the country table (S = street name, B = post box number and N = house number). If certain elements are not present in the current address, the others are pushed together.

Country table: Updates (197472, 197561, as of v. 10.8) The table "Country (AP_COUNTRY)" is the basis table for checking whether postal addresses in the user interface are correct and controls label generation for various batch procedures. It is subject to regular

modifications as a result of changes to post norms or political factors (new states). Klopotek offers a support service which provides updates of the country table both at regular intervals and in response to specific events.

Please note: The system only updates the country table if your system administrator has set your system to automatically update the country table.

1.18

International Address Pool 1 Import mandate usages from interface (MAND_USE_I) (191370, as of v. 10.8)



"Republic of Korea (SUKO)"

The Republic of Korea (SUKO) is reforming its post codes. The new structure stipulates a 5-digit post code (NNNNN). Entries in the new and the old structures (NNN-NNN) are permitted for the time being.

"Iran (IRAN)"

In Iran (IRAN) a 10-digit post code is mandatory. The structure has been changed accordingly (NNNNNNNNNN).

Import mandate usages from interface (MAND_USE_I) (191370, as of v. 10.8)

The Klopotek system provides you with basic functions for handling mandates for debit notes as part of the legally regulated SEPA payment transactions. A SEPA debit note always requires a valid SEPA mandate to be available. In this context, a mandate is valid for 36 months starting with the last usage. Mandate usage,

which automatically includes mandate renewals and extensions, is carried out during the invoicing process in the Klopotek system. If an invoice paid via automatic debiting is transferred to the financial accounting interface, the system automatically re-determines the expiry date of the mandate validity with respect to the invoice date.

If multiple systems carry out mandate renewals in your system architecture (via mandate usages), you can synchronize the validities of the shared mandates using the "Import mandate usages from interface

(MAND_USE_I)" batch procedure.

The "Import mandate usages from interface (MAND_USE_I)" batch procedure enables you to synchronize mandate validities for automatic debiting across multiple systems. The procedure extends mandates based on the data items you have loaded to the "Mandate usage interface (AP_INTERFACE_MANDATE_USAGE)" interface table.

Every data item in the interface references a business partner as well as a specific mandate and contains the most recent usage date of the mandate. The batch procedure uses this information to determine the respective new validity date (expiry date) and adjusts this date in the operative data available in the Klopotek system.

You can thus update the validities of mandates for automatic debiting (mandate renewal) which are

externally renewed irrespective of the invoicing procedure in the Klopotek system.

Documentation: Please refer to the batch manual "Customer Care Management", "Import mandate usages

from interface (MAND_USE_I)" (EN_BM_BSD_Book_Sales_and_Distribution).

1.19

1 International Address Pool IAP_IMP: Unique mandate reference (187049, as of v. 10.8)



IAP_IMP: Unique mandate reference (187049, as of v. 10.8)

As a rule, the mandate reference which – together with the creditor ID – serves to identify a SEPA mandate

has to be unique. This applies to both manual entries in the "Business Partner" module ("Mandate Ref." box) and import via the "IAP Import address pool (IAP_IMP)" batch procedure.

However, if a system other than the Klopotek system is the master for mandate data and duplicates are not merged in this system, the Klopotek system may have to import business partners with different external reference numbers but identical mandate reference numbers. In order to make this possible, your system administrator specifies that the mandate reference does not have to be unique.

In this configuration, your system administrator should configure users' rights so that they can no longer enter mandate references manually, as the assumption is that mandate references are only imported from the master system.

ACF: UNISERV Post determining freight code (187868, as of v. 10.11)

To ensure your address data is correct, use the additional UNISERV Post (postal address verification) software for your Klopotek system. UNISERV Post also supports freight code determination. As an option, you can automatically determine the freight codes for all German addresses and store them in the database.

The German postal service Deutsche Post AG (DHL) uses the freight code. It contains information about the freight route which is used together with the ident. code for automatic freight distribution in parcel freight centers (bar code affixing for parcels).

If you are using freight code determination, the freight code is automatically determined for new addresses in the user interface as well as by the "IAP Address check facility (ACF)" batch procedure and saved in the database. The "Freight Code Exists" box in the "Business Partner" tab in the "Business Partner" module is automatically checked.

If you are not using freight code determination, your system administrator deactivates this function. This is particularly important for increasing the run time of the batch procedure.

Business Partner adaptor (OUT): Additional bank and SEPA data (191148, as of v. 10.8)

Please note: To use the functions described in the following, you need to have a license for the "Business Partner MBS adaptor family" (MBS-010/8.5) product.

As of version 10.8, you can export additional data on bank accounts and SEPA mandates via the Message Based Service (MBS) "Business Partner adaptor (OUT)" in order to enable a comprehensive exchange of

1.20

1.21

1.22

International Address Pool 1 Business Partner adaptor (OUT): Additional bank and SEPA data (191148, as of v. 10.8)



business partner data between the Klopotek system and other systems. For this purpose, the business

partner structure of the message contains the "bank information" element (bank_infos).

The attributes "bank ID (id_bank)" and "company group (group_of_company)" are provided to identify the

respective bank account.

The following structure elements model the business partner data from the "Bank Info" tab ("Business

Partner" module) in the Klopotek system:

• Bank data (bank) – data from the "Bank" group box:

Name of the bank (bank_name) – "Bank Name" box

Additional name for the bank (additional_name) –"Additional Name" box

Address of the bank (bank_address) – "Bank Address" box

Branch location (city) – "City" box

Country in which the bank resides (country) –"Country" drop-down menu

The attribute "term" (term) is available for the identification of the country.

Sort code (sort_code) – "Sort Code [?]" box

Business Identifier Code (BIC) (bic) –"BIC [?]" box

• Account data (account) – data from the "Account" group box:

Account holder (account_holder) - "Account Holder" box

Account name (account_name) – "Acc. Name" box

Account number (account_number) – "Account No." box

International Bank Account Number (IBAN) (iban) –"IBAN" box

• Type of business relationship (role) for the bank account – data from the "Roles" group box:

Assigned roles (roles) –"Roles" box

The attributes "role ID" (id), "role code" (code) and "role name" (name) are available for the identification of every role.

• Direct debit mandates for SEPA transactions – data from the "Mandates" group box ("Edit Mandates" window)

The attribute "automatic extension" (automatic_extension) indicates whether the mandate loses its validity on the specified expiry date or whether it will be automatically extended – "Automatic Extension" checkbox

Unique mandate reference number (mandate_reference) –"Mandate Reference" box

Date the mandate was granted (mandate_grant_date) –"Date Granted" box

Mandate expiry date (mandate_expiration_date) –"Expiry Date" box

Number range of the mandate (number_range) –"No. Range" drop-down menu

The attribute "term" (term) is available for the identification of the mandate number range.

1 International Address Pool Business Partner adaptor (OUT): Additional Addressee Lines (196588, as of v. 10.8)



Date of the last export for document printing with this mandate (last_use) –"Last Use" box

Documentation: Please refer to the interface description "Business Partner MBS Adaptor Family", "Business Partner adaptor (OUT)" (EN_ID_MBS_Business_Partner_MBS_Adaptor_Family).

Business Partner adaptor (OUT): Additional Addressee Lines (196588, as of v. 10.8)

Business partners used in the Klopotek system are published by this "Business Partner adaptor (OUT)". Modifications of business partner tables are immediately processed.

In the "Business Partner" module of the Klopotek system, you enter "Add. Addressee Lines" for private

individuals.

In the case of private individuals who use the address of an institution (PI), the system saves (synchronizes) these additions for every institution's address used by the individual and uses them for labels. This means

they are part of the name and identical for every address used.

Ms. Ann Other Additional addressee line 1 Additional addressee line 2 Additional addressee line 3 12 Smith Street Hamilton 3200

Modifying this behavior via a system setting allows you to save different additions to the addressee for each institution's address. The "Business Partner adaptor (OUT)" recognizes this system setting and, in this case, exports the three fields with the "Address" node instead of the "Individual" node.

WEB Services Address Pool: Identifiers / address references and de-duplication (184803, as of v. 10.8)

Please note: To use the functions described in the following, you need to have a license for the "Web Services Address Pool" (WEB-100 / 8.4) product.

As of version 10.8, the "Address Pool" Web Service has been enhanced to enable optimal management of identifiers and address references and to provide features for processing duplicates from external systems.

New features have been added to the "Address Pool" Web Service and existing features have also been enhanced:

• FindSelectionProfileByProfileId (new) – Returns all the addresses of a selection profile.

• addIdentAddressRef (new) – Adds an identifier/address reference to an address.

• deleteIdentAddressRef (new) – Removes an identifier/address reference.

• updateIdentAddressRef (new) – Updates an identifier/address reference with a new value.

1.23

1.24

International Address Pool 1 WEB Services Address Pool: Identifiers / address references and de-duplication (184803, as of v. 10.8)



• findIdentAddressRefsByIdJuristicPerson (new) – Returns all the identifiers for a business partner

and their addresses.

• findIdentAddressRefsByIdLocation (new) – Returns all the address references of an address.

• findBusinessPartnersByIdentAddressRef (new) – Returns all the business partners with identifiers and address references.

• findAddressOrContactByIdentAddressRef (new) – Returns all the addresses with identifiers and

address references.

• findDuplicateGroupByIdLocation (new) – Returns all the addresses in a duplicate group.

• assignDuplicateToMaster (new) – Assigns an address to a master address as a duplicate.

• changeMasterInDuplicateGroup (new) – Changes the master of a duplicate group.

• removeDuplicateFromMaster (new) – Removes the duplicate relationship to a master.

• setDuplicateConfirmation (new) – Sets the duplicate confirmation attribute.

• checkDuplicateConsolidation (new) – Checks whether a duplicate can be merged with the

master and returns any obstacles to consolidation.

• checkDuplicateGroupConsolidation (new) – Checks whether a duplicate group can be merged

and returns any obstacles to consolidation.

• checkDouble (new) – Checks for the existence of a duplicate with a special rule set.

• createBusinessPartnerWithExistingAddress (new) – Creates a business partner with another address.

• addExistingAddress (new) – Add another address to a business partner.

• checkAddress (new for version 10.8) – Function for checking whether a postal address is correction from version 10.11 is now available as of version 10.8.

• findClassificationByIds – A modification date has been added to the classification return value.

• addClassification – Adding a classification sets the modification date.

• updateClassification – Updating the attribute values of a classification sets the modification date.

• jumpInAddressPoolByIdLocation (new) – Enables an external system to open the "Business Partner" module and automatically load the "Business Partner" form associated with the address.

• jumpInAddressPoolByIdJuristicPerson (new) – Enables an external system to open the "Business Partner" module and automatically load the "Business Partner" form for the specified business partner.




Klopotek customer service ([email protected]) will provide this interface description on

request if you have a license for the "Web Services Address Pool (WEB-100)" product.


1 International Address Pool WEB Services Address Pool: Identifiers / address references and de-duplication (184803, as of v. 10.8)



In addition, the modification date for classifications is also set in the user interface and import procedures.

Selection profiles

findSelectionProfileByProfileId

Via the ID of marketing profile, the new function returns information on the marketing profile and the associate selection results list. The basis for this data is "MKG Profile (MKG_PROFILE)" and "MKG Result (MKG_RESULT)".

An empty results list is not interpreted as an error.

Return value: The structure returns metadata for the marketing profile and an optional list consisting of ID pairs (business partner and address number) which determines the results of the selection.

Identifiers and address references

addIdentAddressRef

The new function assigns an identifier to a business partner or an address reference to an address usage (location). The level on which the assignment is made (business partner or address) depends on the configuration of the type. Accordingly, the system interprets the "ID" as either "ID_JURISTIC_PERSON" or "ID_LOCATION".

Depending on the configuration, a maximum of one entry or, alternatively, any number of entries can exist for each address reference type. If an entry already exists and only one entry of the current type is permitted, this function overwrites the assigned reference ID. An error is not reported in this case.

The change means the business partner is flagged as modified and can trigger other processes (e.g. export via a Message Based Service).

Return value: The return value contains the error message if the service throws an error.

deleteIdentAddressRef

The new function removes identifiers from a business partner or address references from an address usage (location). The level on which the deletion takes place (business partner or address) depends on the configuration of the type. Accordingly, the system interprets the "ID" as either "ID_JURISTIC_PERSON" or "ID_LOCATION".

The change means the business partner is flagged as modified and can trigger other processes (e.g. export

via a Message Based Service).


1.24.1

1.24.2




updateIdentAddressRef

The new function updates existing identifiers or address references. The level on which the update is made (business partner or address) depends on the configuration of the type. Accordingly, the system interprets the "ID" as either "ID_JURISTIC_PERSON" or "ID_LOCATION".

The function search for the combination of type and old identifier/address reference ID. If an entry exists, it replaces the identifier/address reference with the new value.

The change means the business partner is flagged as modified and can trigger other processes (e.g. export via a Message Based Service).

Return value: The return value contains the error message if the service throws an error..

findIdentAddressRefsByIdJuristicPerson

The new function returns all the identifiers for a business partner and all the address references for their address usages (locations). If the business partner and the locations do not have any entries, this is not interpreted as an error.

Return value: IdentAddressRefListResult object which contains a list of IdentAddressReference objects.

findIdentAddressRefsByIdLocation

The new function returns all the address references for a specific location. If the location does not have any entries, this is not interpreted as an error. The identifiers assigned to the related business partner are not provided.

Return value: IdentAddressRefListResult object which contains a list of IdentAddressReference objects.

findBusinessPartnersByIdentAddressRef

The new function searches for business partners (not for individual locations) on the basis of an identifier or an address reference. This can be either a specific identifier/address reference with or without a type, or only the type of the identifier/address reference.

Search option Description

Type only The function returns all the business partners which have an identifier / address reference of this type. Only the configured level is searched. It is not possible to search at location level.

Identifier / address reference only The function returns all the business partners which have exactly this identifier / address reference - irrespective of type. Both levels are searched.

Type and identifier / address reference The function returns all the business partners which have exactly this combination of type and identifier / address reference. Only the configured level is searched.

Return value: BusinessPartnerDtoListResult object which contains a list of BusinessPartnerDto objects.




findAddressOrContactByIdentAddressRef

The new function searches for locations on the basis of an address reference. This can be either a specific address reference with or without a type, or only the type.

Search option Description

Type only The function returns all the locations which have an address reference of this type. The level configured for the address type has to be set to locations.

Address reference only The function returns all the locations which have exactly this address reference - irrespective of type. Only the location level is searched.

Type and address reference The function returns all the locations which have exactly this combination of type and address reference. Only the location level is searched.

Return value: AddressOrContactObjectDtoListResult object which contains a list of

AddressOrContactObjectDto objects.

See also 2 Managing identifiers and address references (185313, as of v. 10.8) [➙ 15]

Duplicate processing

findDuplicateGroupByIdLocation

The new function returns all the addresses/business partners which are currently part of a duplicate group.

Return value: List of all location IDs (ID_LOCATION) which belong to a group. The ID of the master is also returned.

assignDuplicateToMaster

The new function assigns a duplicate address to a master address and thus to a duplicate group. If the

master is not yet part of a duplicate group, a new duplicate group is created. If the specified master is a member of a duplicate group, but is not entered as the master of the group, the duplicate is redirected to the current master.

No information is stored for the duplicate rules used. The current user from the Klopotek Access Service (KAS) is employed as the user for duplicate identification.

If the ID_LOCATION is already part of another duplicate group, the service returns an error message.


changeMasterInDuplicateGroup

The new function changes the master of a duplicate group to a new master which has to be a duplicate in

the current group.

The settings for duplicate confirmation remain unchanged on all group members. If the current address is already flagged as the master, no data are changed. No error message is produced in this case.

1.24.3




In contrast to the user interface, this function does not take into account whether there are already confirmed

duplicates in the group. If the duplicate which is now the master is not confirmed, the master which is now a duplicate also remains unconfirmed.

The current user from the Klopotek Access Service (KAS) is employed as the user for duplicate identification.


removeDuplicateFromMaster

The new function removes a duplicate from a duplicate group. The duplicate which is to be removed cannot be the master. If the duplicate is the last member of the group aside from the master, the group will be

dissolved and there is also no longer a master.

The duplicate confirmation attributes of the remaining group members are not changed.


setDuplicateConfirmation

The new function sets or removes the confirmation attribute for a duplicate.


checkDuplicateConsolidation

The new function checks whether a duplicate can be merged with its master and, where applicable, returns

the reason(s) this is not possible.

Return value: The return value contains the error messages if the service throws an error.

checkDuplicateGroupConsolidation

The new function checks whether all the duplicates in a duplicate group can be merged with the specified master and, where applicable, returns the reason(s) this is not possible.

Return value: The return value contains the error messages if the service throws an error.

checkDouble

The existing function checks whether there are possible duplicates of the transferred business partner data in the Klopotek Uniserv Index.

The new function checkDouble also enables the dynamization of the rule set used for duplicate identification. The rule set to be used can be defined. If a rules set is not defined, the standard rule set configured for the Web Service context is used.




Additional functions of the Web Service "Address Pool"

createBusinessPartnerWithExistingAddress

The new function creates a business partner with the address of another, existing business partner (PI, PP, II). The business partner which is to be created can be imported without an address in their structure. This makes it possible to create a business partner with exactly one address which is also an external address.

The imported ID_LOCATION has to reference an address. A reference to a contact (IP) is rejected as a parameter error.

Return value: Structure which contains the error messages if the function throws an error. If no error occurs, it contains the newly created business partner and all their addresses.

addExistingAddress

The new function adds an existing address to a business partner thus creating a PI, PP or II reference.

The imported ID_LOCATION has to reference an address. A reference to a contact (IP) is rejected as a parameter error.

Return value: Structure which contains the error messages if the function throws an error. If no error occurs, it contains the newly created address.

checkAddress

This function already exists as of version 10.11 and is now available as of version 10.8.

The addresses are checked using the third-party software UNISERV Post. The result is a list of the addresses and/or error messages:

• If the address is okay, it is output in the list without an error message.

• If the address is not unique, the relevant addresses are output in the list with an error message.

• If the address is not found, only the error message is output.

The addresses output to the list are completed and represent corrected versions of the original addresses. These corrections or additions have to be made in order to have a correct address.

Return value: List of all the possible and corrected addresses which match the input.

findClassificationByIds

The task of the existing function has not changed; it still returns the classifications relating to a specific ID.

Return value: The result structure for the classifications (ClassificationDto) has been enhanced with the modification date from the column "AP_CHANGE_DATE – Date Modified (AP_JP_CLASSIFICATION)".

addClassification

The task of the existing function has not changed; it still adds a classification to a specific ID.

1.24.4




When the classification is saved, the system sets the current date and time of the database in the column

"AP_CHANGE_DATE – Date Modified (AP_JP_CLASSIFICATION)".

updateClassification

The task of the existing function has not changed; it still modifies the attribute values of a classification for a

specific ID.

When the change is saved, the system sets the current date and time of the database in the column

"AP_CHANGE_DATE – Date Modified (AP_JP_CLASSIFICATION)".

jumpInAddressPoolByIdLocation

The new function enables an external system to jump into the PPM or MEX applications. The application

must be running. The KAS session user is employed as the user. The Klopotek application which the user has running opens to the "Business Partner" form and loads the address supplied.

If the user is not logged into the Klopotek application, there is no error message and the function has no effect.


jumpInAddressPoolByIdJuristicPerson

The new function enables an external system to jump into the PPM or MEX applications. The application

must be running. The KAS session user is employed as the user. The Klopotek application which the user has running opens to the "Business Partner" form and loads the business partner and their main address.

If the user is not logged into the Klopotek application, there is no error message and the function has no effect.


Modification date for address classifications When address classifications are assigned or modified (modification of the additional attribute value), the system sets the current date / time of the database as the modification date ("AP_CHANGE_DATE – Date Modified (AP_JP_CLASSIFICATION)").

This affects the Web Service "Address Pool" and the following areas of the Klopotek system:

• User interface: when a classification is assigned

• User interface: when a classifier is assigned

• "MKG Classification/declassification (MKG_CLAS)" batch procedure: when a classifiers is assigned

• Message Based Service "Business Partner adaptor (IN)"

• "IAP Import address pool (IAP_IMP)" batch procedure

1.24.5

1 International Address Pool WEB Services Address Pool: c/o addresses (185954, as of v. 10.8)



• Web Service "Address Pool" : functions "addClassification" and "updateClassification" (as

previously described)

WEB Services Address Pool: c/o addresses (185954, as of v. 10.8)

Klopotek's web services are functions in the Klopotek software which can be accessed by external software. They simplify the integration of different IT systems.

The "Web Services Address Pool" enable you to create, edit, access and check data.

In the "Business Partner" module, legal entities - institutions – or natural persons – individuals – which have

business connections are displayed and managed. Contact persons at institutions are also created as individuals.

The following relationships between legal entities and natural persons are created in the system:

• institutions and their contacts.

• contacts who are also business partners (individuals).

• individuals who can be contacted through institutions.

• individuals who can be contacted through other individuals (c/o addresses).

• institutions that can be contacted through other institutions (c/o addresses).

For business partners transmitted to the Klopotek system via Web Services, you can add new addresses and/or references to existing business partners with their addresses (institutions or individuals). The Web

Services recognize existing business partners and automatically create your new business partner with the relevant relationship (c/o address or individual who can be contacted through an institution). If no further addresses are transmitted in addition to the reference, the address created as the relationship is automatically used as the main address – otherwise, it becomes an additional address.

If two references are transmitted (a reference to the person and one to the address), the Web Services also recognize that they relate to an existing person and address and only create the corresponding relationship

(c/o address or individual who can be contacted through an institution).

Note: You cannot use either function to create contacts.




Klopotek customer service ([email protected]) will provide this interface description on request if you have a license for the "Web Services Address Pool (WEB-100)" product.

1.25


International Address Pool 1 WEB Services Address Pool: update bank info (187923, as of v. 10.8)



WEB Services Address Pool: update bank info (187923, as of v. 10.8)

Klopotek's web services are functions in the Klopotek publishing software which can be accessed by external

software. They simplify the integration of different IT systems.

The "Web Services Address Pool" enables you to create, edit, access and check data, including bank information.

The system uses a function to check if bank information is already available for business partners whose

bank information should be transmitted to the Klopotek system via the Web Services. If bank information is found in the Klopotek system, it is automatically updated. If none is found, the new bank information is added to the business partner.




Klopotek customer service ([email protected]) will provide this interface description on

request if you have a license for the "Web Services Address Pool (WEB-100)" product.

WEB Services: Address Pool, standard usages (160607, v. 9.12, as of v. 10.4)

Please note: To use the functions described in the following, you need to have a license for the "WEB Services Address Pool" (WEB-100 / 8.4) product.

For a business partner or contact person one or more standard usages can be assigned to the role on the "Standard Usage" tab. Standard usage means that information on an address can be accessed for a specific use in a subsystem. Example: Invoices are normally sent to the invoice address and shipments to the shipping address.

The available standard usages of a business partner or contact person are accessible by the "WEB Services Address Pool" and can, for example, be integrated into your WebShop. You can access either

• all of the business partner's standard usages or

• with the following parameters, particular:

– roles,

– company groups and

– types of standard usage.

1.26

1.27


1 International Address Pool WEB Services Address Pool, Relation Type and Address Status (162843, as of v. 10.8)



WEB Services Address Pool, Relation Type and Address Status (162843, as of v. 10.8)

Please note: To use the functions described in the following, you need to have a license for the "Web

Services Address Pool" (WEB-100 / 8.4) product.

Klopotek's web services are functions in the Klopotek software which can be accessed by external software. They simplify the integration of different IT systems.

The "Web Services Address Pool" enables you to create, edit, access and check data.

A function to convert the "Individual" relation type to "Institution" is available to you. If, for example, you have accidentally selected the wrong relation type when registering a new customer via your web shop, you can

alter it by means of this function. During the conversion, the system automatically checks whether the individual is already being used as a contact in the Klopotek system. In this case, conversion is rejected.

You manage an address status for every business partner or contact in the Klopotek system. The address status can be changed by means of the web services.

1.28

Products / Series 2 E-variants of products (169317, as of v. 11.0)



Products / Series

E-variants of products (169317, as of v. 11.0) Please note: To use the functions described in the following, you need to have a license for the "Product

Variants" (PPM-Z-310 / 11.0) product.

Obtain the respective license key from customer services and import the script into your database.

General introduction

Outside the publishing industry, there are a great number of products which can be ordered in variants that only differ in one or two parameters. This is true of clothing or shoes, for example, which can be ordered in

different sizes and colors.

Until now, this model was more or less unheard of in the publishing industry. Normally, a book cannot be

ordered in different sizes or with different covers or dust-jackets. It may be published in different versions (e.g. hardcover/paperback), but the content remains the same in these cases. Each version type has specific technical characteristics, requires a special production process, and has its own price. The various versions of a book are not equivalent to the variants of a product.

However, this has fundamentally changed due to the emergence of electronic products such as e-books, e-chapters, apps, and other software products. Today, there are several competing e-book formats, at least

some of which publishing houses have to offer. This creates a situation which is similar to that of the clothing or shoes manufacturers – the product is the same, but can be ordered in different variants.

From the perspective of an editor or production manager, most of the processes involved in planning and preproduction are the same for all e-book formats. Only the final conversion of the digital master to the respective end format has to be considered, and statistics on sales of the various formats are required.

From a distributor's perspective, the format of an e-book plays an important role. For this reason, order processing requires a specific parameter which identifies the desired format. In practice, publishers are required to provide a specific ISBN or order number for every variant of a product (in accordance with the Book Industry Study Group, Inc. (BISG)). In order to ensure ONIX compatibility, it makes sense to talk about product identifiers in a general sense, rather than ISBN/order number, as it is possible to add further identifiers for other supply chain standards.

Generally, variants are only sold as electronic versions.

Currently, publishing houses have to supply a work/piece of content in six or more different e-book formats in order to support the different e-readers on the market. These e-books have to be part of the various catalogs and have to be processed by the distribution systems. Due to the foreseeable increase in the number of available e-books, the processes for entering metadata on e-book variants, producing catalogs, and for

product distribution have to be as efficient as possible.

2

2.1

2 Products / Series E-variants of products (169317, as of v. 11.0)



This is of particular importance when a publisher not only sells the content of a product as a whole, but also

as separate components ("chunks", e.g. chapters of a book). It does not make sense to model chunks as standalone products because this would result in an enormous increase in the number of products. If one assumes an average of ten chapters and three e-book formats per book, the result for, for example, 10,000 products is 300,000 chunk products which have to be created.

On one hand, the introduction of product variants serves to reduce the number of products which have to be created. On the other hand, it makes it possible to enter a title, an extent, and a price for chunk variants. As

a result, chunk variants can be sold and invoiced in the same manner as e-books.

E-variants in the "Products" module

If variant mode is activated for an edition in the "Products" module, you can create variants of different types

(e.g. different e-book formats) for this edition and assign these variants unique product identifiers (ISBN/order number).

Variant mode is activated at edition level, but need not be activated for all editions of a product.

The prerequisite for activating variant mode is that the product has a non-physical medium. Variant mode

cannot be activated for products with a physical medium, because such variants would have to be referenced as different warehouse entities in the stock management system.

When variant mode is activated, you have to specify a variant subject. This variant subject controls the automatic generation of the variants. Your system administrator defines the default settings for variant mode; however, you can manually modify these settings before the system creates the variants.

In the "Products" module, a variant is defined by

• the variant type

• whether it is a chunk or non-chunk variant

– In contrast to non-chunk variants, chunks always have a chunk title, and a chunk extent can be entered.

• the variant status

• ISBN/order number

• variant-specific price specifications

After variant mode is activated, the system creates the variants on the "Variants" tab. From this point on you can only enter ISBNs/order numbers on this tab and not on the "Edition" tab. You can create any number of variants for each edition. It is possible to enter variants manually in addition to the automatically generated variants.

In the "Products" module, you can search for all the product identifiers of the individual variants.

The product export services – Message Based Services (MBS) and exports based on database tables – and the "Catalog Export (CATEXP)" batch procedure have been enhanced so that the product edition is exported




as a single product edition with its assigned variants. The data on the variants is exported in the enhanced

data structure.

The standard export procedures do not support the export of a product edition for each variant. This has to

take place via a custom conversion program (e.g. XSL stylesheets or SQL statements).

The procedures for importing and updating products ("FCB PRD Product import (PRDIMP2)" /"Product

Update (PRDUPD)") have been enhanced so that a new product with variants can be imported, an existing product can be assigned new variants, and existing variants of a product can be updated. It is not possible to combine multiple, separate products into a single product with multiple variants during product import.

Data model In the "Products" module to date, you could create versions of a product with any number of editions, each of which could be assigned any number of (re)prints. For each unique product identifier (combination of ISBN/order number), the system creates an internal sales product which is referenced by the associated

edition of the product.

Klopotek's O2C system uses the sales product to overcome the separation of one-off products and subscription products for specific business models. A sales product can be ordered by using a unique product identifier. In scientific publishing, each product edition can be understood as a sales product. In trade publishing, the ISBN does not change from edition to edition, and each edition has only one print run.

In the "Products" module, when a product edition is first saved with a valid ISBN and/or order number, the system either links the edition with an existing sales product or it creates a new sales product and links the edition to it. Every sales product has a unique sale product ID which is used for the link. Put simply, the sales product stands for a combination of ISBN and order number.

The introduction of electronic product variants causes a fundamental change in the hierarchical

title/version/edition/(re)print model.

A product variant has the same metadata as the product edition, but has its own product identifier. In PPM,

this product identifier is represented by a numeric combination of ISBN and order number. Because the variant model is restricted to electronic products, the variant is always linked with the product edition, not with the (re)print.

You can create any number of variants – each with their own product identifier – for each edition. In this case, the sales product is linked with the variant, not with the edition. In order to ensure consistency in identifying the sales product, each edition has at least one variant data record (master variant) which is

linked with the sales product – irrespective of whether the version is a physical or non-physical medium. The product edition is no longer linked with the sales product, and the product identifier has moved from the edition level to the variant level. For compatibility reasons, you can still access the master variant via the view "Edition (PRD_IMPRESSION)".

In addition to the variants of an electronic product, you can define sales products which reference chunks. In relation to sales products, an e-book (non-chunk) and a chapter (chunk), for example, differ in title and

2.1.1




ISBN/order number. The metadata are largely the same, and the chunk is sold in the context of the whole

product.

The logical model of the product edition ("Edition (PRD_IMPRESSION_TABLE)") has been modified as

follows:

Note: In version 10.5 and as of version 11.0, the database table "Edition (PRD_IMPRESSION)" is renamed

"Edition (PRD_IMPRESSION_TABLE)". The new view "Edition (View) (PRD_IMPRESSION)" selects all the data from the table "Edition (PRD_IMPRESSION_TABLE)" and (as of version 11.0) data from the table "Product Variant (PRD_VARIANT)" as well.

Attribute Type Comment

Variant Mode Y/N Flag Indicates whether variant mode is activated

Variant Subject MDT Defines the current variant subject of the edition. If the variant subject is "NULL", the product edition does not support variants.

Master Variant ID Numeric References the master variant (mandatory)

In addition to the product structure, there is a new data structure which defines the variant entity (database table "Product Variant (PRD_VARIANT)"):


Variant ID Numeric Unique ID of the product variant

Edition ID Numeric Reference to the data record of the product edition

Sales Product ID Numeric Reference to the data record of the associated sales product

Variant Type MDT The variant types represent the concrete values of a variant subject, e.g. the type "Android" for the class "App". The variant type is mandatory for editions with activated variant mode. If variants are not supported for the edition, the value is "NULL".

Is Chunk Y/N Flag Flags whether the sales product is only a part (chunk) of the product ("Y"), e.g. a chapter of an e-book, or whether it is the entire product ("N"), e.g. the entire e-book. If variant mode is deactivated, the attribute is set to "N". It is possible that all the variants are chunks and that there is no sales product for the entire product. In this case, the master variant is a chunk. Whether a variant can be defined as a chunk depends on the variant type.

Chunk Title Text Title of the chunk of a variant which is entered on the "Variants" tab ("Products" module). Mandatory if variant is a chunk variant.

Chunk Extent Numeric Extent of the chunk. The unit depends on the variant type (pages, seconds, etc.). Entry is only relevant for chunk variants (optional).

Chunk ID Numeric References a chunk which was defined in the "Work" module. For future use in chunk-based business processes.

Variant Status MDT Freely definable variant status. If variants are not supported for the edition, the value is "NULL". If variant mode is activated, an entry is mandatory.

Product Identifiers ISBN/Order Number/GTIN

Defines the product identifier of the variant across multiple attributes:

• Order number





• ISBN with hyphens and without check digit

• ISBN check digit

• ISBN without hyphens

• ISBN-10 with hyphens and without check digit

• ISBN-10 check digit

• GTIN

Is Free Y/N Flag (3 values)

• "Y": Sales product is supplied for free (overwrites price definition in the product).

• "N": Sales product is supplied for a price based on the variant's price group (overwrites price definition in the product).

• "P" (default): Price defined for the product is used.

Price Group ID Price group Defines the price group which is used by the invoicing system. Mandatory entry if "Is Free Y/N" = "N".

Title Number ISBN String Part of the ISBN used to identify the title

Registration Status Flag Registration status for e-distributor

Version ID Numeric Reference to the data record of the product version

The standard product identifiers (ISBN, order number, GTIN) are saved at variant level in a similar structure to the one used to date at edition level. Irrespective of whether you use variants or not, you can enter additional product identifiers in addition to the standard ones.

The following information on a product identifier is stored in the database table "Product identifier (PRD_IDENTIFIER)":


Sales product ID Numeric Reference to the data record for the related sales product.

Product identifier type MDT Defines the product identifier type, e.g. ASIN

Product identifier value Text Value of the respective product identifier, e.g. 10-digit, alphanumeric value for the ASIN. The system does not currently perform any syntactic or semantic validations of this value.

See also 2 Additional product identifiers (169317, as of v. 11.0) [➙ 178]




"Product" form

Activating/deactivating variant mode

Activating variant mode

You activate variant mode for the current edition via the option "Activate Variant Mode…" (pop-up menu) on the "Variants" tab. Your system administrator has to authorize this option in the "Security" tool.

You can activate variant mode under the following conditions:

• The product has a valid medium, i.e. the medium of the version must be a non-physical medium.

• The product is not an online subscription product (OSP).

• The product is not a set product.

Note: You cannot convert a product with variants into a set.

• The product is not created for the "Per Edition" price type.

• All the changes made to the product have been saved.

Otherwise you receive a corresponding error message.

When the product is saved, the system checks whether the combination of medium and activated variant

mode is permitted. If the combination is not permitted or no longer permitted (e.g. after a change of medium), you cannot save the product and receive a corresponding error message.

If the conditions for the activation of variant mode are met, the "Activate Variant Mode" window opens where you specify the basic settings for variant mode.

The basic settings for variant mode are preconfigured by your system administrator but can be modified in the "Activate Variant Mode" window. If you confirm the basic settings for variant mode for the currently selected edition, the system automatically creates the variants accordingly and displays them on the "Variants" tab.

If variant mode is activated, the system always displays the master variant on the "Variants" tab. The master variant exists for every edition, irrespectively of whether variant mode is activated or not. If variant mode is deactivated, the system does not display any data on the "Variants" tab, including the data for the master variant.

When activating variant mode, it is mandatory to specify a variant subject. The variant subjects are defined by your system administrator. The variant class – in combination with the company group – controls which variant types you can create for the currently selected edition. Your system administrator creates this link between variant subjects and variant types.

If variant mode is activated, the selected variant subject is displayed on the "Variants" tab. Then, the variant subject can no longer be modified. If this is necessary, however, you have to deactivate variant mode (if

possible) and then reactivate it.

2.1.2

2.1.2.1




If variant mode is activated, you can no longer edit the ISBN, order number or GTIN for the currently selected

edition on the "Edition" or "Summary" tabs.

Deactivating variant mode

You activate variant mode for the current edition via the option "Deactivate Variant Mode" (pop-up menu) on

the "Variants" tab. Your system administrator has to authorize this option in the "Security" tool.

You can deactivate variant mode under the following conditions:

• Variant mode is activated for the current edition.

• All the ISBN and order numbers for the variants of the currently selected edition can be deleted in accordance with the existing validation rules for product identifiers.

Only the ISBN/order number of the master variant is not check, because they are not deleted during deactivation.

• All the changes made to the product have been saved.

When variant mode is deactivated, all the variants for the currently selected edition – with the exception of the master variant – are deleted along with their individual data sets.

The associated sales products are also deleted, again with the exception of the sales product for the master variant. If a sales product is also assigned to a variant of another edition, it is not deleted.

After deactivation of variant mode for the current edition, it is possible to edit the ISBN/order number for the edition on the "Edition" and "Summary" tabs again.

The system no longer displays the master variant on the "Variants" tab after variant mode is deactivated.

As variant mode is activated or deactivated at edition level, it is possible for some editions of a version to have variants while others do not.

You do not need to save the deactivation of variant mode.

Message Based Services (MBS)

When you activate or deactivate variant mode, the product is flagged internally as modified. The MBS

"Product adaptor (OUT)" generates and sends a new message regarding the modification. The same applies to the MBS "DAC adaptor (OUT)".

Creating/editing variants on the "Variants" tab If variant mode is activated for the currently selected edition, you can enter combinations of ISBN/order number with variant types on the "Variants" tab. The variants are entered at edition level and are not synchronized as part of the product synchronization, nor is variant mode itself synchronized.

Your system administrator defines in advance which variant types are permitted for the various variant

subjects. Which variant types you can enter on the "Variants" tab depends on the variant subject you select when activating variant mode.

2.1.2.2




On the "Variants" tab you can create a line for each possible variant type and assign an ISBN/order number

to each variant. You can also create multiple variants of the same variant type.

The following attributes are provided for the definition of variants on the "Variants" tab:


Master variant Flag The master variant is identified by a blue star.

Variant type ("Type") Drop-down menu Defines the variant types (mandatory). Which variant types you can select for the currently selected edition depends on the variant subject specified. Several variants of the same variant type can be assigned to the currently selected edition.

ISBN + check digit ("ISBN" in the "Product Identifier" window)

String + String Defines the ISBN (optional). The whole value is unique. Different editions of a product version or variants of the same variant type can have the same ISBN in different editions. Internally, the system saves both the ISBN-10 and ISBN-13 with and without hyphens.

Order number ("Order No." in the "Product Identifier" window)

String Defines the order number (optional). The value is unique. Different editions of a product version or variants of the same variant type can have the same order number in different editions.

GTIN ("GTIN Code [➙ 130]" in the "Product Identifier" window)

String Defines the GTIN (optional). GTIN entered manually or generated automatically.

Variant status ("Status") Drop-down menu Defines the status of the variant (mandatory). Which variant statuses you can select for the currently selected edition depends on the variant subject specified.

Is free ("Free") Checkbox (3 values) Defines whether the sales product is provided for free or sold for a price. There are three options:

1. Selected: The variant is provided for free. The price specified for the product is not used for the variant.

2. Not selected: The variant is sold for a price. The price specified for the product is not used for the variant, instead the price group specified for the variant applies.

3. Disregard option: The variant is sold at the price specified for the product (standard).

"Price Group" Drop-down menu Defines the price group which is used by the invoicing system. The price groups are defined on the "Products" module. It is mandatory to enter a price group if you have not activated the "Free" checkbox.

If the variant is flagged as a "chunk", the following attributes are provided for its definition:





Is chunk ("Chunk") Checkbox (2 values) Flags whether the sales product is a chunk (e.g. a chapter or video) of the whole product (whole e-book). Your system administrator specifies whether chunks variants are allowed for a variant type. It is possible that all the variants are chunks, and that there is no sales product for the whole product.

Chunk title ("Title") Text (same length as short title)

Specifies the title of the chunk. If the variant is a chunk, a chunk title is mandatory. If the variant is not a chunk, the box is write-protected.

Chunk extent ("Extent") Numerical (10,2) Defines the extent of the chunk. The entry is optional for a chunk variant. The unit depends on the variant type (e.g. minutes, pages, etc.). If the variant is not a chunk, the box is write-protected.

Your system administrator has to authorize the "Variants" tab in the "Security" tool.

Creating, modifying and deleting variants

You enter new variants using the "Insert Line (Above)" / "Insert Line (Below)" options (pop-up menu) or icons on the "Variants" tab.

You delete variants using the "Delete Line" option (pop-up menu) or icon on the "Variants" tab.

The checks which the system performs prior to deleting a variant and which prevent the deletion of an ISBN or order number are the same as those used when deleting an edition. For example, a variant for which

prices are entered cannot be deleted.

On this basis, the following applies:

• You can delete a variant if the product identifier (ISBN/order number) is allowed to be deleted and the variant is not referenced.

• A master variant cannot be deleted.

• You are only allowed to modify the product identifier (ISBN/order number) of a variant if there are no other restrictions which prevent the change.

When saving the variants, the system checks whether the standard product identifiers (ISBN/order number) are unique. These checks differ slightly from those which are performed for different products and editions.

In terms of the system logic, each variant is understood as an independent product with its own editions. The same ISBN cannot be used for variants with different variant types.

For this reason, it is, for example, not possible to use an ISBN which is already used for the "EPUB" variant of the first edition for the "PDF" variant of the second edition. Nor is it possible for two variants of different types to have the same ISBN on the level of the same edition.

At edition level, you can enter multiple variants of the same variant type. The variants can have different ISBNs.




You can modify all the other values for a variant without restriction. If you select the "Chunk" checkbox, the

chunk-specific boxes "Title" and "Extent" are no longer write-protected. If you deselect the "Chunk" checkbox, these boxes are write-protected again and any values entered in them are deleted.

If you have assigned an ISBN or order number to a variant, you can no longer change the variant type.

Changing the master variant

Select "Change Master Variant" (pop-up menu) to specify different master variant for the current edition. The

variant which you have highlighted on the "Variants" tab becomes the master variant of the currently selected edition.

At edition level ("Edition" tab), the system replaces the ISBN and order number of the previous master variant with those of the new master variant.

All changes to the product have to be saved before you can use the "Change Master Variant" option. The change of master variant then happens immediately. If the changes to the product have not been saved, you receive a corresponding error message.

The master variant is identified by a blue star.

Modification of the master variant results in a new modification date for the product which in turn triggers an export.

Your system administrator has to authorize the option in the "Security" tool.

Additional options on the "Variants" tab

The following standard options on the "Variants" tab need to be authorized by your system administrator:

• "New" (pop-up menu)

• "Reset Data" (pop-up menu)

• "Delete" (pop-up menu)

• "Save" (pop-up menu)

• "Save and Close" (pop-up menu)

• "Insert Line (Above)" (pop-up menu)

• "Insert Line (Below)" (pop-up menu)

• "Delete Line" (pop-up menu)

The following product-specific options on the "Variants" tab need to be authorized by your system administrator:

• "Copy ISBN to Clipboard" (pop-up menu)

• "Show Modification History" (pop-up menu)

• "Product" (menu group in the pop-up menu)

• "New Version" (pop-up menu)

2.1.2.2.1




• "Version Family" (pop-up menu – "Product" menu group)

• "Versions Structure" (pop-up menu – "Product" menu group)

• "Version Overview" (pop-up menu – "Product" menu group)

• "Copy as Template" (pop-up menu – "Product" menu group)

• "Copy as Product" (pop-up menu – "Product" menu group)

• "Open Product Info" (pop-up menu – "Product" menu group)

• "Product Numbers" (menu group in the pop-up menu)

• "Generate ISBN" (pop-up menu – "Product Numbers" menu group)

• "Generate Order Number" (pop-up menu – "Product Numbers" menu group)

• "Generate GTIN" (pop-up menu – "Product Numbers" menu group)

• "Generate All ISBNs" (pop-up menu – "Product Numbers" menu group)

• "Generate All Order Numbers" (pop-up menu – "Product Numbers" menu group)

• "Generate All GTINs" (pop-up menu – "Product Numbers" menu group)

• "Product Identifier" (pop-up menu – "Product Numbers" menu group)

• "Product Identifier" (window)

• "Generate ISBN" (pop-up menu in the "Product Identifier" window)

• "Generate Order Number" (pop-up menu in the "Product Identifier" window)

• "Generate GTIN" (pop-up menu in the "Product Identifier" window)

Variant mode defaults For variant mode, your system administrator specifies defaults for each variant subject. Based on settings defined for variant mode, the system automatically creates variants on the "Variants" tab and generates

ISBN and order numbers.

The default settings specified by your system administrator are displayed in the "Activate Variant Mode"

window which opens when the "Activate Variant Mode" option (pop-up menu) is selected. You can modify the default setting for each variant type displayed in the window.

The system only creates the variants when you have confirmed the variant mode settings in the "Activate Variant Mode" window.

Note: The default settings have no effect during product import.

Variant types

Your system administrator defines which variant types can be created for a variant subject. You cannot

modify this setting in the "Activate Variant Mode" window, which only displays the variant types which are assigned to the selected variant subject. Nor can you manually enter other variant types on the "Variants" tab.

2.1.2.3




For each variant subject your system administrator specifies a variant type for the master variant. If multiple

variants of this type are created automatically, the first of them is the master variant. If chunk and non-chunk variants of this type are created automatically, the non-chunk variant is the master variant. If the system does not automatically create any variants of the type which is intended to be the master variant, the master variant is the first variant created on the "Variants" tab.

Your system administrator defines which variant types variants should automatically be created for. By default, these variant types are selected for generation in the "Activate Variant Mode" window; you can

modify this default. Your system administrator has to make the following settings to configure defaults:

• A default type has to be defined for the variants types which should, by default, be selected in the "Activate Variant Mode" window.

• This default type has to be configured (separately for non-chunk variants and chunk variants) so

that >=0 variants will be created automatically. The number of variants which the system should create (as defined by your system administrator) is not displayed in the "Activate Variant Mode" window and cannot be modified in the user interface.

If your system administrator has not defined the number of variants, or if the defined number is "0", the checkbox for automatic generation of variants of this variant type in the "Activate Variant

Mode" window is not activated. If you activate this checkbox, the system automatically creates one variant of this type as a non-chunk or chunk variant.

Chunk variants

Non-chunk variants can be created for every variant type. Your system administrator specifies whether it possible to create chunk variants for a variant type or not. If the creation of chunk variants is not permitted for a variant type, the type is not displayed in the "Chunks" group box in the "Activate Variant Mode" window, nor can you manually create chunk variants of this type on the "Variants" tab.

Your system administrator defines the default chunk title for chunk variants of a particular variant type. If your system administrator has not entered a chunk title, the system uses the standard title "XXXX". You can

modify the default chunk title in the "Activate Variant Mode" window.

Variant status

At variant subject level, your system administrator defines the default variant status for the variants, i.e. all

the variants which are automatically created when variant mode is activated receive the same status. The variant status is not displayed in the "Activate Variant Mode" window, and you cannot change this default status. You can modify the variant status manually on the "Variants" tab.

Generating ISBNs and order numbers

For each variant type your system administrator specifies whether the system permits you to automatically generate

• order numbers for non-chunk variants and




• ISBNs for chunk variants.

You cannot modify these settings in the "Activate Variant Mode" window. However, you can - irrespective of the settings - manually enter order numbers for non-chunk variants and ISBNs for chunk variants on the

"Variants" tab.

Your system administrator specifies whether the default system behavior should be to automatically

generate ISBNs and/or order numbers when variant mode is activated. These settings apply to both chunk and non-chunk variants. You can change the default "Activate Variant Mode" window.

However, with regard to automatic ISBN and order number generation, the settings for the default behavior are overridden by the general settings for the respective variant type. If, for example, the system is configured so that it is not permitted to automatically generate ISBNs for chunk variants of a particular variant type and the default behavior is to automatically generate ISBNs, the system does not generate any

ISBNs for chunk variants of this type. In this case, the option to automatically generate ISBNs for chunk variants of this type is also not selectable in the "Activate Variant Mode" window.

Product templates In the "Products" module you can:

• Use existing products or product templates to create product templates with the "Copy as Template" option (pop-up menu).

Variant mode is not copied in this case and is always deactivated for newly created product templates. The "Variants" tab is write-protected in a product template, and you cannot activate variant mode.

• Create new products based on product templates or existing products with the "Copy as Product"

option (pop-up menu).

Variant mode is deactivated in the newly created product. You activate variant mode for the product manually.

Generating ISBN/order number/GTIN If variant mode is activated for the currently selected edition, you cannot use the options "Generate ISBN", "Generate Order Number" or "Generate GTIN" (pop-up menu) on the "Edition" and "Summary" tabs. You select these options on the "Variants" tab instead.

When you select these options on the "Variants" tab, the system generates the respective standard product identifier (ISBN, order number or GTIN) for the non-chunk variants or chunk variants which you have highlighted on the tab. If the currently selected variant already has the particular product identifier, the identifier is not generated.

If your system administrator has specified that the generation of ISBNs for chunk variants of the selected variant type, or of order numbers for non-chunk variants of the selected variant type, is not permitted, the

product identifier is not generated.

2.1.2.4

2.1.2.5




In addition, the following three options are provided on the "Variants" tab to help you process large numbers

of variants more efficiently:

• "Generate All ISBNs" (pop-up menu)

• "Generate All Order Numbers" (pop-up menu)

• "Generate All GTINs" (pop-up menu)

Your system administrator has to authorize these options in the "Security" tool.

If you select one of these options, the system executes the option for generating the individual product

identifiers for each variant which does not have the respective product identifier (ISBN, order number or GTIN). If, for example, you select "Generate All ISBNs" (pop-up menu), the system executes the option "Generate ISBN" for every variant which does not have an ISBN.

During the generation of multiple ISBNs, order numbers or GTINs, the system carries out the same checks as when a single one of these identifiers is generated. You have to save all modifications to the product before you can select any of the options to automatically generate the standard product identifiers.

The standard routine for generating the product identifier has not been enhanced. Only the parameters which are set for the individual PL/SQL routine have been enhanced with the variant type and the chunk flag,

so that you can make different specifications for variants.

Options on version and edition level If you delete an edition with the "Delete Edition" option (pop-up menu), the system also deletes the related variants and sales products. The sales products are only deleted when they are not referenced by other

editions or variants. The validations which are carried out when an edition is deleted are unchanged, but are carried out at variant level.

The "New Version based on Edition" option (pop-up menu) cannot be select when variant mode is activated. You receive a corresponding error message.

If you create a new version with the "New Version" option (pop-up menu), no variant data is carried over.

If you create a new edition of the version which is currently open using the "New Edition" option (pop-up

menu), no variant data is carried over. Variant mode is deactivated in the new edition, and you have to activate it manually.

If variant mode is activated for the currently selected edition, the "Title Registration" option (pop-up menu) always applies to all the variants of the edition. The system sends a title registration message for every sales product with an ISBN/order number. If a new sales product is created (when an ISBN is assigned), the system sets the registration flag, and the messages for all the sales products for the edition are generated at

a later time.

If variant mode is activated for the currently selected edition, you can no longer select the options "Generate

ISBN", "Generate Order Number" or "Generate GTIN" (pop-up menu) on edition level.

2.1.2.6




The "Set Conversion..." option (pop-up menu [➙ 100]) cannot be selected if variant mode is activated for any

edition of the product. A product with variants cannot be converted to a set.

Delivery status / variant status The "Set Delivery Status" option (pop-up menu) at edition level is unchanged. The delivery status applies to all the variants of the currently selected edition.

Your system administrator links the variant statuses with the delivery statuses. The O2C system uses this assignment.

The following delivery statuses are transferred to the O2C system during export:

• If the delivery status of the edition is further advanced than the delivery status linked to the variant status of the variant (e.g. edition = 'Available' and variant = 'Planned'), the variant status has higher priority for the O2C system. The system exports the delivery status 'Planned' for the variant.

• If the delivery status linked to the variant status is further advanced than the delivery status of the

edition (e.g. edition = 'Planned' and variant = 'Available'), the delivery status of the edition has higher priority for the O2C system. The system exports the delivery status 'Planned' for the variant.

The variant status specified for the variant on the "Variants" tab is included in an export. In addition, the system exports the delivery status of the variant which the system determines in the manner described above. If the system cannot find a link between variant status and delivery status or if the ranking for the delivery status of the edition (defined by your system administrator) is identical to that for the delivery status of the variant, the system exports the delivery status of the edition as the delivery status of the variant.

When the variant status is set on the "Variants" tab, the system checks whether the selected variant status with linked to the delivery status 'Available'. In this case, the variant must have an ISBN or order number. There are no other restrictions on setting the variant status.

If you modify the variant status of the master variant, this does not change the delivery status of the product.

You can only enter and edit the planned and actual publication dates at edition level, not for the individual variants. The same is true of the location-specific publication data.

The following procedures export the delivery status which is determined for each variant:

• "Catalog export (CATEXP)" batch procedure

• "PRD XML Export product pool (PRD2XML)" batch procedure

• "Product Variant adaptor (OUT)" Message Based Service (MBS)

• "Product adaptor (OUT)" Message Based Service (MBS)

Modification History and My Tasks The option "Show Modification History" (pop-up menu) is available on the "Variants" tab.

2.1.2.7

2.1.2.8




All the primary variant attributes can be logged in the modification history. Changes to the ISBN, order

number, or GTIN cannot be logged if they are generated automatically. However, manual changes to these product identifiers can be logged.

System alerts which are triggered by changes to the variant attributes are assigned to the edition, not the variant.

The entity which the tasks reference continues to be the edition. You cannot assign tasks to a variant.

Digital Asset Management You can assign files to variants as digital assets. The assets are saved at variant level – the lowest level in the product hierarchy.

If you highlight a variant on the "Variants" tab and open the "DAM" window ("Workspace | Digital Asset Management"), the system displays the assets associated with this variant. If you open the "DAM2 window from a tab other than the "Variants" tab, it displays the assets for all the variants of the currently selected

edition.

If variant mode is deactivated for the currently selected edition, you cannot allocate assets to the storage level "Variant". If variant mode is activated, a variant is always highlighted on the "Variants" tab. This variant is used as the entity when saving.

If an asset is assigned to a variant, you cannot delete the variant. Before it can be deleted, you have to delete the assigned assets and, if need be, assign the assets to other variants.

As of version 11.0, the Message Based Service (MBS) "DAM adaptor (IN)" supports the variant as a storage level.

Documentation: Please refer to the interface description "Digital Asset Management MBS adaptor family", (EN_ID_MBS_Digital_Asset_Management_MBS_Adaptor_Family).

The following export procedures have been enhanced so that variant level is included during export of the assets.

• "Catalog Export (CATEXP)" batch procedure

• Message Based Service (MBS) "DAC adaptor (OUT)"

• Message Based Service (MBS) "Product adaptor (OUT)"

Documentation: Please refer to the interface description "Digital Asset Collection MBS adaptor family", (EN_ID_MBS_Digital_Asset_Collection_MBS_Adaptor_Family).

Documentation: Please refer to the interface description "Product MBS Adaptor Family" (EN_ID_MBS_Product_MBS_Adaptor_Family).

Event Log In the "Event Log", it is not possible to assign an event to a particular variant. Events are only assigned to works, versions, editions, or (re)prints. An event related to a variant is saved for the edition, but can, for

2.1.2.9

2.1.2.10




example, be identified as variant related using the event subtype which your system administrator has

assigned to the respective variant type.

Version Family The "Version Family" form displays all further versions which are linked via the title. The information presented is grouped at edition number level.

In the case of editions for which variant mode is deactivated, the hierarchical presentation of the structure remains unchanged:

• 1st level: Edition number

• 2nd level: Version type and additional information

• 3rd level: Location-specific publication data

For editions for which variant mode is activated, the structure is presented in the following hierarchy:

• 1st level: Edition number

• 2nd level : Version type and additional information

• 3rd level: Variant type, ISBN (if unavailable: order number), variant status, for chunk variants: "Chunk" flag and chunk title

At edition level, the system always displays the ISBN or order number of the master variant. The "Version Family" window displays all the variants on the third level of the hierarchy. Location-specific data are not displayed for products with variants or for non-physical products.

Text elements The system does not support variant-specific text elements on the tabs "Content", "Notes", "Comments" and "Quotes". The text elements continue to relate to the edition level and are valid for all the variants of the edition.

Replacement products On the "Add.Prod." tab, you specify a replacement product which can be shipped when an edition is out of stock and will not be reprinted. This replacement product always relates to an edition and not to a variant, even if variant mode is activated.

You can search for the ISBN or order of a variant, but the ISBN or order number of the master variant is used for the replacement product. It is not possible to specify a variant which is not a master variant as a replacement product. The specified replacement product is valid for all variants of the edition.

"Summary" tab An extensive range of product attributes from other tabs in the "Products" module are provided in aggregated form on the "Summary" tab, including ISBN, order number and GTIN.

2.1.2.11

2.1.2.12

2.1.2.13

2.1.2.14




If variant mode is activated, you cannot modify the ISBN, order number or GTIN on the "Summary" tab; the

boxes are write-protected. You can only edit these product identifiers on the "Variants" tab. The same also applies to the options for automatically generating these product identifiers.

Search in the "Products" module

Searching for variants

When searching in the "Products" module, the system identifies the ISBN and order number via the data record for the product variant and not for the product edition as in previous versions. The same applies when

searching for products in other modules. However, the system always displays the product edition in the results list.

The system does support searches for additional, variant-specific attributes.

Results list in the "Products" search form

In the list view of the search results in the "Products" search form, the system displays the variant type of the

master variant for every product edition with activated variant mode. If the master variant for the edition is a chunk variant, the chunk title is also displayed.

The columns "Variant Type" and "Chunk Title" have been added to the grid view of the search results. If variant mode is activated for an edition, the column "Variant Type" displays the type of the master variant. If the system does not display a type in the "Variant Type" column, variant mode is deactivated for the edition. If the master variant for the edition is a chunk variant, the title of this chunk is displayed in the "Chunk Title"

column.

If you enter an ISBN or order number as a search criteria, the system identifies the relevant variant. The

results list displays the ISBN or order number you entered for the edition.

If you do not enter an ISBN or order number as a search criteria, the system displays the ISBN/order number of the master variant.

Prices

Variant prices The price model allows the definition of variant-specific prices. Prices are entered at ISBN/order number level and not at edition level.

If variant mode is activated for any edition of the product, you cannot use the price type "Per Edition" for this

product. You receive a corresponding error message when trying to save.

You enter prices for variants in the "New Price" group box on the "Prices" tab.

If variant mode is activated for one of the editions of the product, the following ISBN/order numbers are available for selection:

2.1.3

2.1.4

2.1.4.1




• If variant mode is deactivated for the currently selected edition of the product, the ISBN/order

number for this edition is available for selection.

• If variant mode is activated for the currently selected edition of the product, the ISBN/order

numbers for the chunk and non-chunk variants of this edition are available for selection.

The "ISBN/Order No." drop-down menu displays the ISBN/order number of the respective variant, the variant type, and whether the variant is a chunk. The variants are displayed in the same order as on the "Variants" tab.

The system also displays variants which are flagged as free on the "Variants" tab or which have been assigned a price group there.

If variant mode is activated for the currently selected edition, a tooltip in the "Price List" group box displays the following, additional price data:

• Variant type

• Variant status

• Flag whether variant is a chunk

• Title of the chunk variant (if applicable)

Place your mouse pointer over the ISBN/order number of the price entry to view the tooltip.

Entering prices for multiple variants

The "Variants List" window is provided so that you can enter the same price for multiple variants in a single step. You open the window with the "Variants List" icon on the "Prices" tab ("New Price" group box).

You can also use the "Variants List" to enter a price for a single variant. This is advisable when a great number of variants are available for selection in the "ISBN/Order No." drop-down menu.

The "Variant Selection" group box in the upper part of the window displays the variants of the edition for which an ISBN and/or order number exists. The group box displays both chunk and non-chunk variants.

Variants which are flagged as free on the "Variants" tab ("Free" checkbox is activated) as well as variants which have been assigned a price group there are not displayed in the "Variant Selection" group box.

In the group box, you select the variants which should be assigned the same price by activating the associated checkbox.

You enter the price in the "Default Prices" group box which provide the same boxes as the "New Price" group box on the "Prices" tab. The boxes which are displayed depend on the price type of the product – "Per Period" or "Group Price".

When you confirm the price entered in the "Variant List" window by clicking <OK>, the prices are displayed in the "New Price" group box on the "Prices" tab where you can click <Get Prices> to transfer them to the price

list. The system checks the consistency of the prices before they are transferred.




Variant price inconsistencies

If you have enter a price for a variant on the "Prices" tab and

• this variant is flagged as free on the "Variants" tab ("Free" checkbox is activated) or

• this variant has been assigned a price group on the "Variants" tab ("Free" checkbox is

deactivated and a value is selected in the "Price Group" drop-down menu),

then the variant price data are inconsistent, because the data on the "Prices" tab and the data on the

"Variants" tab are mutually contradictory.

If you save in such a situation, the "Variant Price Inconsistencies" window opens and displays the variants

for which prices have been entered on the "Prices" tab and for which contradictory price specifications have been made on the "Variants" tab.

The "Variant Price Inconsistencies" window only informs you of the inconsistencies, you can still save the product.

In order to ascertain whether there are inconsistent variant prices for a product which need to be corrected, you open the "Variant Price Inconsistencies" window using the "Check Price Information for Consistency" option (pop-up menu) on the "Variants" tab.

Variant-specific price lists for e-distributors Print products usually have price definitions with price types, amounts, and validity periods which are valid for all customers. In the case of e-books and other electronic, non-physical products, the product price often depends on the supply chain, i.e. on the context in which the product is sold. The context can be a specific webshop, a reseller, or an agency which sells your products. These webshops, resellers, and/or agencies

are known as "e-distributors" in the Klopotek system.

Your system administrator creates and configures the e-distributors.

E-distributors often sell a product at a price which depends on their own price categories. Usually, the e-distributors are also responsible for the technical delivery of the products. The publisher and e-distributor

have often agreed a share of the sales revenue which the e-distributor then retains.

For this reason, you can specify prices in the Klopotek system which are only valid for particular e-

distributors, while taking into account that not every e-distributor created in the system sells every available product variant. Your system administrator configures the system so that prices can be allocated efficiently for the different e-distributors. System-assisted price definition is only possible for products with variant mode activated.

In the "Products" module, prices are defined via price lists. A price list stands for a particular price definition which is assigned to one or more customers. E-distributors are regarded as customers who are assigned a

particular price list.

Your system administrator links the price lists with the e-distributors. It is possible to link different e-

distributors with a single price list. In addition, your administrator links the different variant types with the

2.1.4.2




price lists. This makes it possible to restrict the use of the price list to certain variant types. With the

appropriate configuration, a price list is only valid for particular e-distributors and variant types.

If the price list type "Standard price list" is selected (default), you can create prices for the ISBNs/order

numbers of all the variants which are assigned to the currently selected edition. The "Price List" group box only displays the prices for the variants which are assigned to the currently selected edition. The prices for variants which are assigned to other editions are not displayed.

For price lists other than the standard price list, the "Price List" group box only displays the ISBNs/order numbers which are assigned to the current price list.

Price lists for e-distributors can be restricted to particular variant types. If a price list is no longer valid for a variant type because the system administrator has modified the configuration, but prices exist for this variant type, the system continues to display these ISBNs/order numbers in the "Price List" group box.

If a price list is not (or no longer) valid for a variant type, you should not create any more prices for this variant type. You can ensure you don't by defining prices for variants in the "Variants List" window. The

window only displays variants with variant types which are valid for the price list. If you define prices in the "New Price" group box on the "Prices" tab, the system offers variants of all types for selection in the "ISBN/Order No." drop-down menu.

There are no restrictions regarding variant type for prices if

• the "Standard price list" is selected as the price list

• variant mode is deactivated for the currently selected edition

• your system administrator has not created any links between price lists and variant types.

If the price type is "Price Group" and not "Per Period", the restrictions regarding the display and selection of variant ISBNs/order numbers are the same.

The price list type is exported as part of the price definition in the XML-based "Catalog export (CATEXP)".

Documentation: Please refer to the interface description "XML Product Export / Catalog Export" (EN_ID_PRD_XML_Export).

Reference price In the "Ref. Price" group box on the "Prices" tab, you can specify an individual reference price which is

assigned to the product version. This reference price is not linked with other products or prices, so there are no restrictions on what you enter. You enter a value for the reference price and select the currency from the drop-down menu.

The reference price is relevant for e-books, because e-book prices for the various e-distributors are defined with in relation to the reference price, and, for this reason, the reference price is exported to the e-distributor for their information.

The "Catalog export (CATEXP)" batch procedure provides the reference price at the level of the product version.

2.1.4.3




Documentation: Please refer to the interface description "XML Product Export / Catalog Export"

(EN_ID_PRD_XML_Export).

The Message Based Service (MBS) "Product adaptor (OUT)" makes the reference price available with all the

other price entries.

Documentation: Please refer to the interface description "Product MBS Adaptor Family"

(EN_ID_MBS_Product_MBS_Adaptor_Family).

The "PRD Product export to standard interface (PRD_EXP2)" batch procedure exports the reference price in

the export price structure.

Documentation: Please refer to the interface description "PRD - Interface Product Pool Export",

"PRD_EXPORT_PRODUCT_2" (EN_ID_PRD_Product_Export).

Product export

Catalog Export (CATEXP) The batch procedure "Catalog Export (CATEXP)" runs either on the basis of a product selection or on the basis of the results of a search in the "Products" module. In both cases, the procedure only provides a

product entity at edition level which incorporates all the information on all non-chunk and chunk variants.

The following information is exported:

• Reference price

• Product identifiers

The system exports the product identifiers of the master variant at edition level and variant level. The additional product identifiers (key-value pair) are exported as part of the variant structure.

• Flag whether variant mode is activated or deactivated

• Metadata related to the variants of the product edition

– Variant type

– Sales product ID, ISBN, order number, GTIN code

– Variant status

– Delivery status

– Free Y/N (as specified for the variant)

– Price group (as specified for the variant)

– Chunk Y/N (for chunk variants: chunk title and chunk extent)

– Product identifiers

– Assets

For each price the system also exports:

• Sales product ID

• ISBN

2.1.5

2.1.5.1




• Order number


If you used a customized XSL stylesheet, it may need to be adjusted by your system administrator.

The "Catalog Export (CATEXP)", "PRD XML Export product pool (PRD2XML)" and "VLB Title Registrations in ONIX Format (vlbExpOnix)" batch procedures work on the basis of the same XSD. As a result, the enhancements are available in all three export procedures.

The combination of ISBN/order number of the master variant of the product is provided at edition level. For products with variant mode deactivated, the system does not export any information on variants. If variant

mode is activated for a product, the variant information is exported in addition to the product metadata.

The sales product ID of the master variant and the flag as to whether variant mode is activated are exported

at edition level.

Export Interface XML Export in ONIX 3.0 Format The data entered in the "Products" module are converted into ONIX format using a standard stylesheet. ONIX (ONline Information eXchange) is an international format for the exchange of data.

The standard stylesheet for ONIX 3.X has been enhanced so that a single product unit with all the relevant attribute values is generated for each variant.

Documentation: Please refer to the interface description "Title registration in ONIX format 3.0" (EN_ID_PRD_ONIX_30_Export_StyleSheet).

The standard stylesheet for ONIX 2.X will not be enhanced.

PRD Product export to standard interface (PRD_EXP2) The variant data is provided in the table "Standard Product Interface Variants (PRD_EXPORT_VARIANT)".

Export of the structure can be disabled via a setting, as with the export of the other entities which are subordinate to the product.


Variant ID Numerical Unique ID (mandatory)

Edition ID Numerical Reference to data record of the edition (mandatory)

Sales Product ID Numerical Reference to data record of the associated sales product (optional)

Variant Type MDT

Variant Status MDT

ISBN String Defines the ISBN-13 (not the ISBN-10)

Order No. String

GTIN String

Is Chunk Y/N Flag

2.1.5.2

2.1.5.3





Chunk Title String

Chunk ID Numerical

Chunk Extent Numerical

Is Free Y/N Flag

Price Group String

Documentation: Please refer to the interface description "PRD - Interface Product Pool Export", "PRD_EXPORT_VARIANT" (EN_ID_PRD_Product_Export).

The following attributes have been added to the table "Standard Product Interface Products 2 (PRD_EXPORT_PRODUCT_2)":


Variant Subject MDT If variant mode is activated, the variant subject is filled (optional)

Sales Product ID Numerical Reference to data record of the sales product for the master variant

Reference Price Numerical

Reference Price Currency MDT

Documentation: Please refer to the interface description "PRD - Interface Product Pool Export", "PRD_EXPORT_PRODUCT_2" (EN_ID_PRD_Product_Export).

Note: The additional product identifiers which can be defined individually are not part of the "PRD Product export to standard interface (PRD_EXP2)" batch procedure.

PPD Product file export from standard interface (PRD_FILE) The "PPD Product file export from standard interface (PRD_FILE)" batch procedure provides every product variant as a normal product.

This means that the consumer system does not have to be adjusted to the product structure and consumes every product variant like a normal product. The following information is also exported:


Variant subject MDT If variant mode is activated for the edition, the relevant variant subject is exported here (optional).

Variant type MDT Defines the variant type.

Is Chunk Y/N Flag Defines whether the product is a complete product (non-chunk variant) or a part of a product (chunk variant).

Chunk title String Title of a chunk variant. The field is empty if the variant is not a chunk.

Price group String References a price group which is valid for the current variant.

The format file has been enhanced accordingly in the product data area.

Documentation: Please refer to the interface description "PRD – File Export" (EN_ID_PRD_File_Export).

2.1.5.4




MBS: Product Adapter (OUT) As of version 11.0, the Message Based Service (MBS) "Product adaptor (OUT)" also exports the following information:

• Reference price

• Product identifiers

The system exports the product identifiers of the master variant at edition level and variant level. The additional product identifiers (key-value pair) are exported as part of the variant structure.



– Variant type

– Sales product ID, ISBN, order number, GTIN code

– Variant status

– Delivery status

– Free Y/N (as specified for the variant)

– Price group (as specified for the variant)

– Chunk Y/N (for chunk variants: chunk title and chunk extent)

– Product identifiers

– Assets

For each price the system also exports:


• ISBN

• Order number


The MBS "DAC adaptor (OUT)" has been enhanced accordingly:

• Product identifier




If variant mode is activated for a product, the variant data is exported in addition to the product metadata.

The sales product ID of the master variant and the flag as to whether variant mode is activated are exported

at edition level.

2.1.5.5




Product import The "Product Variant Interface (PRD_INTERFACE_VARIANT)" which contains the variant data to be imported has been added to the "FCB PRD Product import (PRDIMP2)" batch procedure.


Proprietor MDT Mandatory

External Edition ID String Reference to the data record of the product edition (mandatory)

External Version ID String Reference to the data record of the product version (mandatory)

Variant ID Numerical Optional for the import, mandatory for the update

Variant Type MDT Mandatory for the import

Status MDT Mandatory for the import

ISBN String ISBN-13. Value must be unique if defined (optional)

Order Number String Value must be unique if defined (optional)

GTIN Code String Optional

Is Chunk Y/N Flag Optional. If NULL, then "N"

Chunk Title String Mandatory if "Is Chunk" = "Y"

Chunk Extent Numerical Optional. Only used if "Is Chunk" = "Y"

Free Y/N/P Flag Optional. Default value = "P" (price from "Prices" tab) is used.

Price Group String Optional. Only used if "Free" = "N"

Documentation: Please refer to the interface description "Import Interface Product Pool", "PRD_INTERFACE_VARIANT" (EN_ID_PRD_Product_Import).

The "Interface for external Products (PRD_INTERFACE_PRODUCT)" has been enhanced with the following attribute:

Attribut Type Comment

Variant Subject MDT If the variant subject is set, variants have to be imported. If the variant subject is not defined, no variants are imported (optional).

Documentation: Please refer to the interface description "Import Interface Product Pool", "PRD_INTERFACE_PRODUCT" (EN_ID_PRD_Product_Import).

Activating/deactivating variant mode

Variant mode is activated when a variant subject is entered in the "Interface for external Products (PRD_INTERFACE_PRODUCT)". It is not possible to modify or remove the variant subject via the import interface. You can only change the variant subject in the user interface by deactivating and reactivating

variant mode, and then selecting another variant subject.

Variant mode cannot be activated for products with a physical medium, or for sets or online subscription products.

2.1.6




It is not possible to deactivated variant mode via the import interface. If variant mode is deactivated, no

variants can be inserted or modified.

ISBNs/order numbers for variants

If you have a license for the "Suppl: Product Variants" (PPM-Z-310 / 11.0) product and a variant subject is

defined, variants can be imported with ISBNs/order numbers. The combination of ISBN/order number is validated on the basis of the existing rules.

The definition of ISBNs/order numbers is optional. The system supports the import of variants without any product identifiers.

The pre-population rules for variant mode are ignored during product import.

A variant can be identified via either the variant ID or the ISBN/order number. If a corresponding variant is

not found in the database, it is inserted. For this reason, it is necessary to keep the ISBN/order number of the master variant in sync with those of the product when entering a new product with variants. Prices are also assigned to a variant via the ISBN/order number.

It is not possible to combine multiple single products into a product with multiple variants during product import.

In addition to the import of new products with variants, it is possible to assign new variants to an existing product or update existing variants of a product. This requires that variant mode is activated for the product.

Replacement mode is not supported for product import, the variants are only added. No variants are deleted during product import.

Documentation: Please refer to the batch manual "Product Pool", "Product Update (PRDUPD)" (EN_BM_PRD_ProductPool).

"Production" module The information on the product variants is essential for the production process and is displayed as a list on the "Version/Edition" tab of the "Production Project" form.

The "Variants" group box displays the following information:

• Variant type

• Variant status

• Product number

The master variant is identified by a blue star.

Note: The system only displays non-chunk variants and not chunks.

The system only displays the "Variants" group box when variant mode is activated for the product edition.

2.1.7




"Product Selection" module In the "Product Selection" module, you can identify editions of a product using variant metadata. However, the system always displays the product edition as the result of the product selection and not the individual product variant.

The "Product" tab provides the following selection parameters for selections based on variant metadata in the "Product" group box:

• Variant subject

• Variant type

• Variant status

• Is chunk

• Work number

The system generates the work number. The result of a selection based on the work number is all the editions which are assigned to this work.

If you enter the ISBN and/or order number as a selection criteria, the system identifies the corresponding product edition. You can enter the ISBN and/or order number of the product variant instead of the ISBN and/or order number of the product edition. The system then identifies the corresponding product edition.

Statistics and reporting The statistics database (interface table "Statistic Position Input (STAT_POSITION_INTERFACE)" and database table "Statistics Line (STAT_POSITION)") has been enhanced as follows at the level of the statistical order line:

• Variant subject

• Variant type

• "Chunk" flag

• Chunk title


• ISBN of the variant

• Order number of the variant

• Work number

Documentation: Please refer to the interface description "BST-Publishing Statistics", "Statistics Interface Invoice Position" (EN_ID_BST_PublishingStatistics_BSD).

The attributes can be queried via report at the level of the statistical line.

The values of these attributes are optional. If no values are defined for variant subject / variant type / chunk

flag, and variant mode is activated for the product edition, the import procedure "BSD Statistics

2.1.8

2.1.9




synchronization (VLG_SYNC)" determines the correct data from the "Products" module when synchronizing

the order line. If the procedure cannot determine the data for the variants, it does not return an error message, and the line is synchronized without any variant data.

The "BSD Product export to statistics interface (BST_PRD)" batch procedure only exports the master variants of a product. Neither the variant attributes nor the ISBNs of the variants are exported in the statistical product data.

The statistics line references the variant via its ISBN/order number. The statistical product references the master variant of the current edition. In this way, you can run reports on sales and sales revenue, and queries regarding individual variants as well as the aggregated product edition level.

No selection parameters for the variant data have been added to the standard statistical reports.

Viewpoint A data source is provided for the "Viewpoint" tool which retrieves information on a variant of a product (variant type, variant status, chunk, chunk title, chunk extent, ISBN/order number, free, price group).

Your system administrator can link the data source with a product data source at edition level. The data source has to be authorized in the "Security" tool.

In the "Viewpoint" tool, you can search using the ISBNs/order numbers of variants. The search returns the product edition (= master variant).

The variant subject has been added to the product data source. The additional, custom product identifiers are not displayed in the product data source.

Variant overview - distribution

"E-Distributors/Variant Overview" form If variant mode is activated for the currently selected edition, you can view the status of the variants of this edition with regard to the potential e-distributors in the "E-Distributors/Variant Overview" form.

You open the form with the option "E-Distributors/Variant Overview…" (pop-up menu). This option is available on the "Variants" tab ("Variant" submenu) as well as on the "Edition" and "Summary" tabs ("Edition" submenu), and has to be separately authorized for each tab by your system administrator in the "Security"

tool.

The "E-Distributors/Variant Overview" form displays the following information for all the combinations of e-distributor and variant type which your system administrator has defined by linking e-distributors and price

lists:

• E-Distributor

The system only displays valid combinations of e-distributor and variant type.

• Variant Type

2.1.10

2.1.11

2.1.11.1




The system only displays valid combinations of e-distributor and variant type.

• Chunk

Identifies chunk variants.

• Order No.

The order number of the variant.

• ISBN

The ISBN of the variant.

• Price List

The price list type which your system administrator has assigned to the e-distributor.

• Price

Indicates that prices are defined for the combination of e-distributor and variant type.

– "P": A price for the variant is defined on the "Prices" tab.

– "V": On the "Variants" tab, you have specified that the variant will be provided free of charge ("Free" checkbox is activated) or sold for a price ("Free" checkbox is deactivated).

– "PV": A price for the variant is defined on the "Prices" tab and you have activated or deactivated the "Free" checkbox on the "Variants" tab.

This means the price data is inconsistent; the system displays this variant in the "Variant Price Inconsistencies" window.

• Chunk Title

If the variant is a chunk, the system displays its title.

• Status

The current variant status.

• Event Date

The date of the most recent event which is logged in the "Event Log" and relates the current combination of e-distributor and variant type.

• Event Subtype

The event subtype of the most recent event which is logged in the "Event Log" and relates the current combination of e-distributor and variant type.

• Description

The description of the most recent event which is logged in the "Event Log" and relates the current combination of e-distributor and variant type.

In this grid view, you can rearrange and hide columns, and sort the entries based on information in a particular column. However, these changes to the grid view are not saved at system or user level. You can edit data in the "E-Distributors/Variant Overview" form.




Using the option "Event Log…" (pop-up menu) in the "E-Distributors/Variant Overview" form, you can open

the event log for the variants of the currently selected edition. Your system administrator has to authorize this option in the "Security" tool.

The filter criteria in the "Event Log" window are pre-populated.

The system logs messages to the e-distributors which are based on:

• Object type = Product edition

• Event source = E-distributor (cannot be modified)

• Event type = Variant type (cannot be modified)

• Event subtype = defined by system administrator in accordance with the event type.

MBS "Product Variant adaptor (OUT)" On the "Variants" tab, the system provides the option "Register E-Variant" (pop-up menu in the "Variant" submenu) which you use to indicate that the highlighted variant should be registered with the corresponding e-distributor. Selecting the option sets the internal registration status 'TR - to register'.

The "Register E-Variant" option is only available when the following conditions are met:

• The Message Based Service (MBS) "Product Variant adaptor (OUT)", which produces the messages regarding the individual variants and sends them to e-distributors, is installed and activated by your system administrator.

• The variant is not yet registered.

Whether the registration of a variant has already been triggered can be determined by checking whether the "Register E-Variant" option is still available or whether it has been replaced by the option "Deregister E-Variant" (pop-up menu).

With the "Deregister E-Variant" option (pop-up menu), you can delete the registration of the highlighted variant. Selecting the option sets the internal registration status 'TD - Registration to be deleted'. You can only select this option for variants which are already registered.

Your system administrator has to authorize both options in the "Security" tool.

While the "Catalog Export (CATEXP)" batch procedure and the "Product adaptor (OUT)" MBS always export

all the variants of a product to the XML-based data structure, the message created by the "Product Variant adaptor (OUT)" MBS has a variant-specific structure.

"Product Variant adaptor (OUT)" MBS creates messages when

• a variant should be registered

• you have made changes to a registered variant

• a variant should be deregistered

For each e-distributor, the system creates a message for all the existing, registered variants. Where applicable, the system takes into account that only certain variant types are relevant for a particular e-distributor.

2.1.11.2




The XML-based data structure provides the metadata of the product edition and the information on the

corresponding variant which is registered with the e-distributor.

Documentation: Please refer to the interface description "Product MBS Adaptor Family", "Product Variant

adaptor (OUT)" (EN_ID_MBS_Product_MBS_Adaptor_Family).

The recipient of the message is defined via the endpoint which is assigned to the adaptor. For the "Product

Variant adaptor (OUT)" MBS, your system administrator can also configure the recipient (endpoint) of the message separately for each e-distributor.

Documentation: Please refer to the interface description "MBS Base Functionality" (EN_ID_MBS_Base_Functionality).

After the message is sent, the process is logged in the "Event Log". The following information is displayed for each variant which is registered with the respective e-distributor:

• Object type = Product edition

• Event source = E-distributor

• Event type = Variant type

• Event subtype = configured by system administrator

The mapping of e-distributors and event sources as well as of variant types to event types is fixed and cannot be configured.

External Product Search

"Products" module

With the "External Product Search" option (pop-up menu) on the "Products" search form, you can perform a

search in the "Products" module based on an external product list.

The external text file consists of two columns: product identifier and edition number. You can enter the work

number as the product identifier in the text file instead of the ISBN or order number. The system then identifies all the editions which are assigned to the work number specified.

Note: The system only searches for editions which are assigned to the work number when the work number is specified in the list in the text file and the corresponding edition number field is empty.

"Product Selection" module

With the "External Product List..." option (pop-up menu) on the "Result" tab ("Selection Profile" form) for a product selection, you can generate a list of products from an external product list. These products are treated as result of the product selection. You can export the product selection as an XML file on the "Catalog" tab.

The external text file consists of three columns: sort number, product identifier, and edition number. You can enter the work number as the product identifier in the text file instead of the ISBN or order number. The

system then identifies all the editions which are assigned to the work number specified.

2.1.12

Products / Series 2 Enhanced price generation for e-variants (191284, as of v. 11.0)



Note: The system only searches for editions which are assigned to the work number when the work number

is specified in the list in the text file and the corresponding edition number field is empty.

Enhanced price generation for e-variants (191284, as of v. 11.0)

In order to make it more efficient to create prices for e-variants, you can create prices of different types for the selected variants in a single step in the "Variants List" window ("Products" module).

The closing of validity periods for prices is also optimized. If you create a price of a price type for which a

price already exists and whose validity period is not closed, the end of the validity period has to be set before you can adopt the new price. So that you do not have to enter the date or edition number manually – especially for numerous e-variants – activate the "Auto Close [➙ 87]" checkbox for each price. The system then automatically sets the end of the validity period for the old price when the new price is adopted.

The "Auto Close" checkbox is available in the "Variants List" window and on the "Prices" tab. You can use this feature irrespective of whether you have activated variant mode or not.

Your system administrator defines whether the "Auto Close" checkbox is activated by default or not.

User interface

"Products" module, "Prices" tab

Auto Close

Via the "Auto Close" checkbox, you control whether, when you create a price of a price type for which a price already exists and whose validity period is not closed, you have to set the end of the validity period manually or whether the system sets it automatically when the new price is adopted.

Only prices per period or per edition can be closed automatically, not group prices.

Note: For a validity period, there cannot be more than one price with a price type that your system administrator has assigned the priority 1. There are restrictions on automatically closing prices with price types which are defined as priority 1:

• If you create a new price for a price type which is defined as priority 1 and a price whose validity period is not closed already exists for the same price type, this price is closed.

• If you create a new price for a price type which is defined as priority 1 and a price whose validity

period is not closed already exists for a different priority 1 price type, this price is not closed, and you received a corresponding error message.


2.2

2.2.1

2.2.1.1

2.2.1.1.1

2 Products / Series ONIX codes for product variants (194529, as of v. 11.0)



selected If you enter a new price for a price type and the validity period for the preceding price is not closed, the system sets the end of the validity period automatically. In the case of prices per period, the system sets the date immediately preceding the start date of the new price as the end of the validity period. In the case of prices per edition, the system sets the edition number immediately preceding the edition number which was entered as the start of the validity period for the new price as the end of the validity period.


If you enter a new price for a price type and the validity period for the preceding price is not closed, you have to enter the end of the validity period manually before you can adopt the new price.

System setting: Default can be modified.

ONIX codes for product variants (194529, as of v. 11.0) The "Export Interface XML Export in ONIX 3.0 Format" is a file interface which exports new, modified, and deleted data records from the "Products" module so they can be forwarded to various recipients (e.g. Books in Print).

In the export, product variants are output as individual products which differ by variant type. A pivot table is available to allow you to determine the tags ProductForm (b012) and ProductFormDetail (b333) in the ONIX export via the variant type. The standard stylesheet for ONIX 3.0 has been enhanced accordingly. If there

are no corresponding values in the pivot table, the system uses the values from the parent product.

Documentation: Please refer to the interface description "Title registration in ONIX format 3.0"

(EN_ID_PRD_ONIX_30_Export_StyleSheet).

E-Variants of products – basis in the "Order to Cash" sales and distribution system (190724, as of v. 11.0)

If you are using the "Suppl: Product Variants" (PPM-Z-310 / 11.0) functionality in your Klopotek "Order to Cash" (O2C) sales and distribution system, it is ensured that products defined as main products will be handled without problems during the ordering process in your system.

Note: In the current version, only main products can be processed in the "Order to Cash" sales and distribution system; other variant products are not recognized yet.

Documentation: Please refer to the user manual "Products", "Variant (definition)" (EN_UM_PRD_Products).

Sets in sets (159438, as of v. 10.11) The restriction that only permitted one-off products to be part of a set has been lifted. You can now assign sets as components of other sets and thus manage multi-level set structures.

This makes it easier for you to create and maintain complex product structures.

Multi-level sets enable you operate flexibly, as the

• price determination

2.3

2.4

2.5

Products / Series 2 Sets in sets (159438, as of v. 10.11)



• discount determination

• warehousing

• presentation on documents

• are controlled at the level of the individual set. The system interprets the individual parameters recursively.

Editing set structure As of version 10.10, when editing the structure of a set, you can assign sets as components as well as one-off products.

The following restrictions apply for these multi-level sets:

• Circular set structures are not permitted, i.e. a set may not contain itself as a component - irrespective of what sub-level it is assigned to.

• Each set may only contain a product - regardless of whether a one-off or set product - once as a direct set component. However, a sub-set may contain set components which are part of higher-order sets or sets on the same level.

• As of version 10.11, the nesting depth of multi-level sets is restricted to 6 levels (including the highest-order set).

As of version 10.11, the "Set Structure" form displays all the sub-components of a set. Click on the "Set" icon to display the components of a sub-set.

In order to edit the components of a sub-set, you must open the sub-set in its own form by clicking the "Open Set Structure" icon.

You can no longer change the composition of a set when

• a set assembly order has been started (only for prepacked sets) or

• a first release (including advanced first releases) has been carried out.

Order processing In the "Orders" module, it is only possible to disassemble a set line on the highest-level line. You can disassemble either the next level or all the set levels.

• The "Disassemble Set... | Disassemble First Level" option (pop-up menu) removes the set line and only the sub-lines of the next level then become "normal" lines and can be modified.

If these lines are in turn set lines, you can use the "Disassemble First Level" option to disassemble the next level.

• The "Disassemble Set... | Disassemble All Levels" option (pop-up menu) removes the set line and all the sub-lines become "normal" lines and can be modified.

If these sub-lines are set lines, the system disassembles them recursively.

2.5.1

2.5.2

2 Products / Series Sets in sets (159438, as of v. 10.11)



Your system administrator must authorize both options in the "Security" tool:

• Disassemble Set | Disassemble First Level (pop-up menu)

• Disassemble Set | Disassemble All Levels (pop-up menu)

Processing of multi-level sets When processing an order line which contains a set, the system generates recursive sub-lines for the set components. The quantities are the product of the quantity from the next highest level and the number of components in the set. The sub-lines cannot be modified in the "Orders" module.

Processing the order lines

When a set Y is a component of another set X and some copies of set components from set Y in set X should not be invoiced, these copies are also free of charge in set X (see example: uncharged copies on hierarchy level 1.2.2).

In addition, uncharged copies defined at set level, i.e. the entire set is free of charge, lead to additional uncharged copies of components (see example: uncharged copies of set Y on hierarchy level 1.2).

The number of uncharged copies per component results from the formula:

Set quantity uncharged * component quantity per set + (set quantity - set quantity uncharged) * component quantity uncharged per set.

Example:

Set structure

Hierarchy level Name Quantity thereof uncharged

1 Set X

1.1. Produkt A 2 0

1.2 Set Y 5 2

1.2.1 Produkt B 1 0

1.2.2 Produkt C 3 1

1.2.3 Produkt D 1 1

Order lines

Hierarchy level Name Quantity thereof uncharged

1 10

1.1. 20 0

1.2 50 20

1.2.1 50 20

1.2.2 150 90

1.2.3 50 50

Prerequisites for the invoicing of the order lines

2.5.3

Products / Series 2 Sets in sets (159438, as of v. 10.11)



The sub-lines of a set line are only fixed when the line is actually invoiced - irrespective of the hierarchy level

within the ordered set.

The invoicing procedure always requires that

• the corresponding product (edition) has already been released or

• the first release is currently being processed.

This applies to every level of a multi-level set. For this reason, a sub-line is only fixed when

• the corresponding set components and

• all the higher order set components as well as

• the ordered set itself

have been released for shipment.

If this condition is not met, the corresponding (sub-)line is not invoiced and will be processed again at a later date. In this way, it is possible to ship parts of a multi-level set even though the composition of other parts of the multi-level set has not been finalized. A partial shipment of sub-sets is only possible when you have specified that the set does not have be delivered complete ("Ship Only When All Mandatory Comp. Available" checkbox on the "Version" tab in the "Products" module is not active).

Evaluation of the set attributes

When processing multi-level sets, the system interprets the set attributes specified ("Products" module, "Version" tab, "Set" group box) recursively as follows:

"Ship Only When All Mandatory Comp. Available"

If the "Ship Only When All Mandatory Comp. Available" checkbox is set at any level of a set hierarchy, the

components of that set are only shipped when all the mandatory components of both this set and all its sub-sets can be shipped.

"Prepacked Set"

If the "Prepacked Set" checkbox is set at any level of a set hierarchy, stock allocation (availability check and

if applicable reservations) and picking occur at this level, lower-order components are ignored. This also applies to the creation of shipping units and packing.

The composition of the set at the time of order is used initially for stock allocation, i.e. the sub-lines of the physically available set components go into the stock allocation routine for the quantity of the corresponding set components with the time of the order for the set line.

If the composition of the set is changed at a later point in time, the system adjusts the sub-lines of all the pending orders for the set accordingly and reallocates the components. This means that other order lines for a newly added set component which could previously be allocated stock can no longer be fulfilled if the order(s) were placed after the order for the modified set.

2 Products / Series Enhanced set functionality (160503, 152597, 174907 as of v. 10.10)



"Calc.Disc."

If the value "Set" is selected in the "Calc.Disc." drop-down menu at any level of a set hierarchy, the system calculates the discount at this level using the set's discount group. This discount then applies to all the sub-levels.

If the value "One-off" is selected, the system calculates the discount for each set component.

"Invoicing"

If the value "Set" is selected in the "Invoicing" drop-down menu at any level of a set hierarchy, the systems determines the price and discount and calculates at this level, and the line is printed accordingly on the invoice. The set components are not calculated in this case. Instead, they are simply printed on the invoice

when desired ("List Components on Invoice" checkbox is set).

"List Components on Invoice"

If the "List Components on Invoice" checkbox is not set at any level of a set hierarchy (only possible when

the set will also be calculated), the system does not list the set components on invoices.

"Statistics"

If the value "Set" is selected in the "Statistics" drop-down menu at any level of a set hierarchy, the

corresponding lines are transferred to the statistics and the sub-lines are ignored.

If the value "One-off" is selected at the highest-level of a set, both the set and all its sub-lines are transferred

to the statistics.

Document printing

The multi-level sort criterion for the document lines (sort / key for printing) is transferred to the interface for

document printing ("Document Line (IVC_VOUCHER_POS)").

Enhanced set functionality (160503, 152597, 174907 as of v. 10.10)

As of version 10.10, it is possible to assign not only products but also sets [➙ 93] to a set, thus creating a

multi-leveled structure in the product pool. This allows the creation of special sales packages containing sets, or of thematic or organizational collections, e.g. all the new releases for autumn. In order to distinguish between these set levels, the attribute "Set Type [➙ 94]" has been introduced with the following related options:

• You can assign products directly [➙ 93] to the desired themed package.

• In the "Products" and "Production" search [➙ 94], you can choose to display the components of the sets in the results.

2.6

Products / Series 2 Enhanced set functionality (160503, 152597, 174907 as of v. 10.10)



• In the "Product Selection [➙ 98]" module, you can choose to output the set components in

selections.

• The membership of a product in a set is displayed in a central [➙ 98] location ("Product" and

"Production" form headers). The system also displays this information in the "Product Info" form.

Sets in sets It is possible to assign a set not only products but also other sets as components. There is no limit to the nesting depth for sets in sets. The system only ensures that set-in-set relationships are not impredicative, i.e. if Set B contains Set A, Set B cannot be assigned as a sub-set of Set A.

In the "Set Structure" form in the "Edit Series Structure" tool, set components which are sets themselves are identified by the "Set" symbol . Otherwise, set components of the type "Set" do not differ from those of the type "Product".

Only the direct components of a set are displayed in the "Set Structure" form. If one of the set components is itself a set, the components of this sub-set are not displayed. In order to display or edit the components of

this sub-set, you must open it in the "Edit Series Structure" tool.

"Assign to Set Structure " option in the product pool The "Assign to Set Structure" (pop-up menu) option with which you can assign a product directly to a set is available on the "Version" and "Summary" tabs in the "Product" form. The product is assigned with the edition which is displayed in the "Product" form header. Your system administrator must authorize the option for each of the tabs.

Selecting the "Assign to Set Structure" option opens the "Select Product" window where the "Set" box is active by default. When you confirm your selection by clicking the <Select> button, the "Series Structure"

window opens.

The system automatically assigns the product to the set as the last active product. If the product cannot be

assigned, a corresponding error message appears.

The quantity in the "Qty." box defaults to "1". You can change this value manually. It is not possible to open another product or set from this window by double-clicking.

When you click on the <OK> button in the "Series Structure" window

• the system saves the assigned product as a component of the set structure and

• displays – with the corresponding settings – the short title and set type in the header of the "Product" and "Production Project" forms as well as on the "Product Info" tab in the "Product Info" form.

If you click <Cancel>, the changes you made in the "Series Structure" window are discarded and the window closes.

2.6.1

2.6.2




Classifying the set type You classify the set using the "SetType" drop-down menu on the "Version" tab in the "Product" form. This enables you to distinguish between normal sets and sets which you want to use for special sales activities. You can restrict the "Products" search to a particular set type.

Your system administrator stores the different set types in the data types. The set type defaults to "Set product" for your existing sets.

Entering a set type is mandatory. If your company only uses one set type, the system uses this as the default. If more than one set type is available for selection, there is no default entry and you must select the set type manually.

The system displays the set type for every set in the "Set Structure" form, both for the highest-order set and for all the sets which are themselves components of the set. The set type is displayed after the short title of the set. The set type is also displayed in a tooltip when you place the cursor over a set in the "Set Structure"

form.

Search options for sets In the "Products" module, you can control whether you search for products and/or sets via the "Set" box. As of version 10.10, there are two new boxes which influence the search results:

"SetType" drop-down menu

Select a set type from the drop-down menu to restrict the search to the selected set type.

"Show Set Components" checkbox

If you check the "Show Set Components" box, the set components which are assigned to the sets that match the search parameters are displayed in the results list. The set components are displayed in relation to the edition.

If a set is assigned to one of these sets as a component, both the products assigned to the set and those assigned to the sub-set appear in the results list, i.e. the system displays all the editions of a product which

are directly or indirectly (via sub-sets) assigned to these sets.

In the "Production" module, you can also search for production projects for products and/or sets as of version

10.10. You control the search via the "Set" box. The "SetType" and "Show Set Components" boxes are available as in the "Products" module. This allows you to search for production projects for sets of a particular type and, when "Show Set Components" is selected, the production projects of the products assigned to the sets are also displayed. Parallel projects appear in the search results when at least one

subordinate production project matches the search parameters.

2.6.3

2.6.4




Combinations of search options for sets in the "Products" and "Production" modules

"Set" is neither selected nor deselected (both sets and products)

Standard setting: Both sets and products matching the search parameters are displayed in the search results. The "Show Set Components" box is grayed-out.

"Set" is deselected (no sets) Only products which are not sets and match the search parameters are found. Sets are not displayed in the search results. The "Show Set Components" and "SetType" boxes are grayed-out.

"Set" is selected (only sets) Only sets which match the search parameters are displayed in the search results. Products are not displayed.

"Set" is selected (only sets) + "Show Set Components" is selected

Only sets which match the search parameters are displayed in the search results. In addition, the system displays products which are components of the sets in the results list – irrespective of whether they match the search parameters or not. If, for example, you have entered the title "Flowers" as a search parameter, the set "Flowers" is displayed in the search results along with the products "Tulip" and "Daffodil" because they are components of the set "Flowers".

Set components in the search results for the "Products" and "Production" modules

If you specify that only sets are to appear in the search results and, in addition, check the "Show Set

Components" box, sets and set components are displayed as follows:

The results are displayed based on the highest-order set, i.e. sets which are not components of other sets.

Below a highest-order set, the system displays the set components which are assigned to it directly. If there are other sets among these set components, they are not displayed here. Instead, they are displayed later as an independent set. Nested set hierarchies appear "flat" in the results list, as in the following example:

Set structure – Set A:

• Product A1

• Product A2

• Set AB

– Product AB1

– Product AB2

• Product A3

Display of sets and subsets with set components in the search results:

• Set A

– Product A1 (set membership A)



• Set AB (subset of Set A)

– Product AB1 (set membership AB)





Display of multiple highest-order sets with set components:

If there are multiple highest-order sets in the search results, the system displays all the levels for the first highest-order set, followed by the second highest-order set with all its levels.

• Set A (highest-order set)




• Set AB (subset of Set A)



• Set ABC (subset of Set AB)

– Product ABC1 (set membership ABC)

• Set B (highest-order set)

– Product B1 (set membership B)

– Product B2 (set membership B)

• Set BB (subset of Set B)

– Product BB1 (set membership BB)

• Set BC (subset of Set B)

– Product BC1 (set membership BC)

Display of components assigned to multiple sets

A product or set which is assigned to several different sets appears multiple times in the search results:

• Set A

– Set AB (set membership A)

• Set B

– Set AB (set membership B)

Search results in the "Products" module

The following information is displayed for a set in the list view:

• Symbol identifying the entry as a product or a set.

• Set type precedes the short title of the set.

• If a product or set is a component of one or more sets, the set type and short title of the set directly above it in the set structure are given in an extra line. If "Show Set Components" is deselected, the edition number of the set is displayed in brackets for each of these sets.

The following information is displayed for a set in the grid view:




• "Type" column: Symbol identifying the entry as a product or a set.

• "Set Type" column: The set type is displayed here for sets.

• "Set Membership" column:

– If "Show Set Components" is deselected, the system displays all the sets which the product or set is assigned to. The set type, short title and edition of the set are displayed for each set.

– If "Show Set Components" is selected, the "Set Membership" column displays the name of the set which a product or set is assigned to in the structure. Products or sets which are assigned to multiple sets appear several times in the search results and in each case the

name of the respective set is displayed in the "Set Membership" column.

• "Set Level" column: Displays the level of the product or set in the set structure. If "Show Set

Components" is deselected, the system displays "0" for all sets.

• "Path" column: If "Show Set Components" is selected and you have re-sorted the search results, you can sort by the "Path" column to return to the original order. This can help to clarify which set components are assigned to particular sets and where they are located in the set structure.

Search results in the "Production" module

The following information is displayed for a set in the list view:

• If a product or set is a component of one or more sets, the set type and short title of the set directly above it in the set structure are given in an extra line. If "Show Set Components" is deselected, the edition number of the set is displayed in brackets for each of these sets.

• If "Show Set Components" is selected and you have re-sorted the search results, you can return to the original order by selecting "Sort for set structure" in the "Sort by" drop-down menu in the "Settings" area. This can help to clarify which set components are assigned to particular sets and where they are located in the set structure.

The following information is displayed for a set in the grid view:

• "Set Type" column: The set type is displayed here for sets.

• "Set Membership" column:

– If "Show Set Components" is deselected, the system displays all the sets which the product or set is assigned to. The set type, short title and edition of the set are displayed for each set.

– If "Show Set Components" is selected, the "Set Membership" column displays the name of the set which a product or set is assigned to in the structure. Products or sets which are assigned to multiple sets appear several times in the search results and in each case the name of the respective set is displayed in the "Set Membership" column.

• "Path" column: If "Show Set Components" is selected and you have re-sorted the search results,

you can sort by the "Path" column to return to the original order. This can help to clarify which set components are assigned to particular sets and where they are located in the set structure.




Product selection In the "Product Selection" module, you can select according to set specific data in the "Sets" selection area on the "Product" tab.

In the "Selection Type" drop-down menu, you can select from the following values for sets:

• Exclude set components

– Yes: Only those sets are selected that match the selection criteria. No other products or sets which are assigned to these sets are selected.

– No: All set components (products and sets) are selected.

– Not specified: All set components (products and sets) are selected.

• Set type

• ISBN

• Title keywords

• Type of originator

• Originator's forename

• Originator's surname

Set information in the "Product" and "Production Project" form headers

The set to which the current product or set is assigned is displayed in the header of the "Product" and "Production Project" forms. How the system displays the set depends on the system settings. There are four

alternatives:

• The set is not displayed in "Product" and "Production" form headers.

• Only sets of a particular set type are displayed. Your system administrator defines the set type in the data types.

• The set which the product or set is directly assigned to is displayed.

• The highest-order set to which the product or set is assigned is displayed (relevant for set-in-set structures).

As it is in principle possible to assign a product or set to any number of sets, the restriction to a particular set type is recommended so that the system can determine a single set for display.

In the form header, the set type is displayed before the short title of the set in place of a label. The set which is displayed always relates to the edition in the form header. If the system cannot determine the set type, it

does not display the set.

2.6.5

2.6.6




If the current product or set is assigned to several sets, the text "Component of Multiple Sets" is displayed in

the form header. If you click on the set name, a tooltip lists all the sets to which the product or set is assigned. The list is restricted to 20 lines.

The following set information appears in the tooltip:

• Set type

• Short title of the set

• ISBN/Order number

• Edition of the set.

"Product Info" form The system displays the set below the short title on the "Product Info" tab in the same form as in the "Product" form header. The settings in the data types which specify whether or which sets are displayed also apply for the header in the "Product" form (see "Set information in the "Product" and "Production Project" form headers [➙ 98]").

In the "Product Information" tab, the set type precedes the short title of the set in place of a label. If the product is a member of several sets, the system displays "Set" as the label and "Component of Multiple

Sets" as the value. If you place the cursor over the box, a tooltip displays the sets which the product is assigned to. The information is displayed in the same fashion as in the "Product" form header.

XML export As of version 10.10, the XSD for the batch procedures "PRD Export catalog (catexp)", "PRD XML Export product pool (PRD2XML)" and "Title registration procedure (vlb_exp)" has been enhanced so that the set type for sets and products of a set can be output. See also "EN_ID_PRD_XML_Export_Xx.zip".

The Message Based Services (MBS) "Product adaptor (OUT)" and "DAC Product adaptor (OUT)" have also been enhanced with the attribute set type. See also "EN_ID_MBS_Product_MBS_Adaptor_Family.zip" and

"EN_ID_MBS_Digital_Asset_MBS_Adaptor_Family.zip".

PRD_EXP2: Set type export As of version 10.10, the "PRD Product export to standard interface (prd_exp2)" batch procedure has been

enhanced with the attribute "Set Type". For further information see the interface description "EN_ID_PRD_Product_Export_Xx".

The "PRD Import products from interface (standard) (prd_imp)" batch procedure has not been enhanced with the attribute "Set Type". When importing products, the system presets "Set product" as the set type.

2.6.7

2.6.8

2.6.9

2 Products / Series Set Conversion (158576, as of v. 10.5)



Production Cockpit When you filter set products in the "Production Cockpit", the filter criterion "Disassemble Set Components" is available along with the "Order No." and "Set Type" criteria.

If you activate the "Disassemble Set Components" criterion ("Yes"), the results display all of a set's

components alongside the set itself. The components can be both products and set products which are assigned to the set product searched for. The subordinate set products are also broken down into their components. In the case of complex set hierarchies, the use of the "Disassemble Set Components" criterion may impair performance.

Important: The filter criteria selected in the "Production Cockpit" do not apply to the set components. For example, if you search for products from the publisher "ABC", the results include products which do not

belong to the publisher "ABC" as set components. If, however, a set component does not have a schedule when selecting via tasks, it is not listed in the results. The same is true for the other observation areas.

If a product is assigned to multiple set products, it is only displayed once in the results. The set hierarchy (set product with subordinate set components) is not modeled in the search results for the "Production Cockpit". You cannot determine which set a product is assigned to from the search results.

Set Conversion (158576, as of v. 10.5) During planning and even during the production process itself, a publisher can make the decision to offer a product that was planned as a set as an individual product, or vice versa: to offer a product that was planned

as a single product as a set.

Until now, retrospective conversion of a product into a set and vice versa was not possible once the product

had been saved.

In order to enable this conversion, the "Set Conversion" function has been added to the "Version" tab.

By means of this function, you can either convert an individual product into a set or a set into an individual product.

User interface

Product pool, "Version" tab

Sets and Series | Set Conversion... (pop-up menu)

By means of the "Set Conversion" function, you can either convert a single product into a set or a set into a single product.

Before you can call up this function, you must first save the product. When you use the function, you are first asked to explicitly confirm the action. To this end, a modal window opens with the notice "The current

2.6.10

2.7

2.7.1

2.7.1.1

2.7.1.1.1

Products / Series 2 Set Conversion (158576, as of v. 10.5)



product will be converted to a set. Do you want to continue?" or "The current set will be converted to a

product. Do you want to continue?". After you have confirmed this with <OK>, the system checks with the conversion of a single product into a set, or vice versa, is possible. The function can only be used for single products without access restrictions. The function cannot be used for online subscription products.

The following table contains the validation rules which can prevent a conversion.

Valid for Validation rule

Convert into Single Product Convert into Set

Conversion is not possible because more than one edition exists for this version.

Convert into Single Product (if the set is prepackaged) Convert into Set

Conversion is not possible because there are stock entries for this product.

Convert into Single Product (if the set is prepackaged) Convert into Set

Conversion is not possible because there are entries for this product in the stock entry interface.


Conversion is not possible if the edition has the status 'Available', 'Avail. via Co-Pub.', 'Out of Stock', 'Out of Print' or 'Withdrawn'.


Conversion is not possible because the product is already contained in a first release or the first release has already taken place (sales order fulfillment) or the first release date is set in the product pool.


Conversion is not possible because orders exist for the product (sales order fulfillment).


Conversion is not possible because statistical entries exist (sales order fulfillment).

Convert into Set Conversion is not possible because is contained in at least one set.

Convert into Single Product Conversion is not possible because the set is already assigned products.

When all the validation rules have been checked and the conversion is possible, the system carries out the

following actions for the conversion of a single product into a set:

• The product is removed as a stock item from the warehouse and accordingly from the warehouse interface table.

• The product is marked as a set and the three set attributes "Statistics", "Charging" and "Calc.Disc." are changed to "Set". All the other set-specific features are not set, i.e. they are not checked.

• The product is marked as modified. The conversion is documented in the modification history.

When all the validation rules have been checked and the conversion is possible, the system carries out the following actions for the conversion of a set into a single product:

• The system changes to "Set" label to 'N' and the three set attributes "Statistics", "Charging" and "Calc.Disc." are changed to "NULL". All the other set-specific features are changed to 'N'.

• The product is marked as modified. The conversion is documented in the modification history.

2 Products / Series Partial deliveries (176311, as of v. 10.11)



Partial deliveries (176311, as of v. 10.11) The delivery of a print run may not always take the form of a single consignment; instead the run may be delivered as multiple consignments at different times. In the "Products" module, you can manage any number of deliveries for each print run.

The Klopotek system accounts for the quantities for each partial delivery and their planned delivery dates in the stock allocation feature. In this way, you are better able to inform your customers of the future availability of new production.

Managing deliveries You manage deliveries in the "Deliveries" window which is opened with the "Deliveries | Manage Deliveries…" option (pop-up menu) on the "Print" tab ("Products" module).

In the data types, your system administrator defines whether you must explicitly release deliveries. If so, this is done via the "Release Delivery [➙ 105]" option (pop-up menu in the "Deliveries" window). If an explicit

release is unnecessary, deliveries are automatically released when a goods-in posting is made.

Note: When you activate the "Goods in release required" system setting, the data for existing products must

be updated first. This must be done by means of a migration project! Please contact your Klopotek consultant.

Your system administrator must authorize the following functions in the Security tool:

• "Deliveries" (pop-up menu)

• "Manage Deliveries" (pop-up menu)

• "Release Delivery" (pop-up menu)

• "Deliveries" window

"Deliveries" window In the "Deliveries" window, you can manage any number of deliveries for each incomplete print run.

The system automatically creates the first delivery for each print run. The system flags this print run as the current print run within the edition. You cannot delete this first delivery in the "Deliveries" window.

If there is only one delivery for a print run, the information in the "Plan. Qty [➙ 103]." and "Plan. Del. [➙ 103]" boxes is synchronized with the data for the print run.

If there are multiple deliveries for a print run, you can no longer change the planned print run ("Plan.Print Run" box) on the "Print" tab; instead the system calculates the planned print run from the sum of the quantities planned for each delivery.

You cannot close a print run when there are still planned partial deliveries for which the quantity delivered is empty or equal to 0.

2.8

2.8.1

2.8.1.1

Products / Series 2 Partial deliveries (176311, as of v. 10.11)



No.

The "No." box displays the number of the delivery. The Klopotek system numbers each consecutive delivery. You must enter the partial deliveries in the order of their planned delivery date, otherwise you receive a corresponding error message.

Plan. Qty.

Attention! Mandatory entry.

In the "Plan. Qty." box, you enter planned quantity for the delivery.

If there is only one delivery for a print run, the planned quantity for this delivery is synchronized with the

planned print run ("Plan.Print Run" box on the "Print" tab).

Note: You can continue to modify the information in the "Plan. Qty." box for deliveries which have been released in order to modify negative quantities in the standard quota.

Plan. Del.


In the "Plan. Del." box, you enter the planned date of the delivery. The planned delivery date must be after

the date of the previous delivery.

There are several ways to enter a date in the "Plan. Del." box:

Complete date 09.01.2014

Week and year 2 W 14

Month and year 01.2014

Quarter I 2014, I 14

Half-year 1 H 2014

Year 2014

If you do not enter the century as part of the date, the system prefixes years under 50 with "20XX" and years over 50 with "19XX".

If there is only one delivery for a print run, the planned date for this delivery is synchronized with the planned print date ("Planned Date" box on the "Print" tab).

If the system is configured so that deliveries do not need to be explicitly released,

• the planned delivery date is used as the stock allocation date and

• the invoicing procedure uses the planned delivery date of the next expected delivery in customer notifications which refer to the future availability of a product.

Plan. Release

In the "Plan. Release" box, you enter the planned release date for the respective delivery if your system is configured so that deliveries need to be released. The date must be later than the planned delivery date.

2.8.1.1.1

2.8.1.1.2

2.8.1.1.3

2.8.1.1.4




Note: Whether users must explicitly release deliveries with the "Release Delivery [➙ 105]" option (pop-up

menu) in the "Deliveries" window depends on your system settings. If an explicit release is not required, the release flag is set automatically when the goods-in posting is made and you do not need to enter anything in the "Plan. Release" box.

If the system is configured so that deliveries need to be explicitly released:

• The planned release date is used as the stock allocation date. If the "Plan. Release" box is not filled, the planned delivery [➙ 103] date is used.

• The invoicing procedure uses the planned release date (= stock allocation date) of the next unreleased delivery in customer notifications which refer to the future availability of a product.

If deliveries do not need to be explicitly released, the invoicing procedure uses the planned delivery date (= stock allocation date) of the next expected delivery.

Released on / at

The "Released on / at" box displays when (date / time) the delivery was released via the "Release Delivery [➙ 105]" option (pop-up menu) in the "Deliveries" window.

If the system is configured so that deliveries do not need to be explicitly released, this box remains empty.

Released by

The "Released by" box displays which user released the delivery via the "Release Delivery [➙ 105]" option (pop-up menu) in the "Deliveries" window.

If the system is configured so that deliveries do not need to be explicitly released, this box remains empty.

Qty. Delivered

The "Qty. Delivered" box displays the quantity that was actually delivered.

If your system is configured so that the quantity produced is automatically updated when a goods-in posting is made, the quantity shown here increases with every corresponding goods-in posting. If such a goods-in posting is reversed, the quantity delivered decreases accordingly.

If the system is configured so that the quantity produced is not automatically updated when a goods-in posting is made, you must modify the information manually.

Delivered on / at

The "Delivered on / at" box displays when (date / time) the delivery was actually received.

When the first goods-in posting is made for a print run, the date and time of the first delivery are recorded in this box and the system flags this print run as the current print within the edition.

<Cancel>

Click <Cancel> to close the "Deliveries" window without saving your changes.

2.8.1.1.5

2.8.1.1.6

2.8.1.1.7

2.8.1.1.8

2.8.1.1.9




<OK>

Click <OK> to close the "Deliveries" window and save your changes.

Options in the "Deliveries" window

Release Delivery (pop-up menu)

Select "Release Delivery" (pop-up menu) in the "Deliveries" window to release a delivery. The system displays the date [➙ 104] and time of the release as well as the user [➙ 104] who approved it in the "Deliveries" window. You can only release a delivery when the line has been delivered, i.e. a corresponding goods-in posting has been made.

Note: Whether this explicit release is required depends on your system settings. Otherwise the system releases the delivery when the goods-in posting is made.

If the system is configured so that deliveries must be explicitly released, they are handled separately from

the current stock (as if they had not yet been delivered) until they are released. If a goods-in posting has been made, the delivered quantity is subtracted from the available stock in the stock allocation feature, i.e. the system handles the corresponding quantity as if it were unavailable, even if it has been entered as

"Disposable" stock.

Posting goods-in

Posting goods-in

When making goods-in postings for production or purchasing, you must enter the delivery number for the print run if there is more than one delivery for the run. If there is only one delivery for the run, the "Ed. / Print / Deliv." box in the "Stock Entries" or "Goods In" forms is pre-populated accordingly.

You select a delivery by clicking on the "Open Delivery Selection" icon in the "Stock Entries" form ("Stock Movements" module) or on the "Review" tab ("Goods In" form, "Supplier Orders" module). The "Deliveries"

window displays all the available deliveries for the product for selection.

Note: You can only assign deliveries which have not been released. Released deliveries are not displayed in

the "Deliveries" window.

You highlight a delivery in the "Deliveries" window and confirm your selection by clicking <OK>. The system

displays the selected delivery in the "Ed. / Print / Deliv." box.

Reversal of goods-in postings

When reversing goods-in postings for production or purchasing, the "Ed. / Print / Deliv." box ("Stock Entries"

form) is pre-populated with the most recent delivery for which there is stock. You can modify this by selecting another delivery in the "Deliveries" window. You can also select a partial delivery which has already been released.

2.8.1.1.10

2.8.1.2

2.8.1.2.1

2.8.2




Note: If the lot information is still available for the current storage location ("Storage Loc." in the "from"

groupbox), the system uses this delivery even if you have selected another partial delivery in the "Deliveries" window.

The reverse posting is not allowed to result in a negative delivered quantity for a delivery, otherwise you receive a corresponding error message.

Posting deliveries

If your system is configured to calculate the unit costs (either for the produced quantity and the unit costs or only for the produced quantity), the quantity delivered ("Qty. Delivered [➙ 104]" box in the "Deliveries" window, "Products" module) is increased with every corresponding goods-in posting and decreased with every reversal of a goods-in posting. The same applies to the produced quantity for the print run ("Actual"

box on the "Print" tab, "Products" module).

When the first goods-in posting is made for a print run, the time and date are recorded as the date of the first

delivery for the print run ("Delivered on / at [➙ 104]" in the "Deliveries" window) and as the actual delivery date of the print run ("Actual" on the "Print" tab). The system flags this print run as the current run within the edition. The system does not modify the date in the "Actual" box when further goods-in postings are made for this print run.

Note: Your system administrator should configure the postings for goods-in from production or purchasing and the corresponding reverse postings so that they post to the stock type "Disposable".

When a goods-in posting is made for an externally assembled set [➙ 250], the set components are not assigned to a delivery in the automatically generated postings. This also applies to the corresponding

reverse postings.

When a goods-in posting is made for an internally assembled set, a delivery is assigned according to the

following rule: when there are deliveries which already have a delivered quantity, the system uses the most recent of these, otherwise it uses the first delivery.

Pre-deliveries of small quantities So that pre-deliveries of small quantities (e.g. deliveries of samples for sales reps) which are not recorded as planned partial deliveries do not cause the cause the first delivery to be confirmed when the corresponding goods-in posting is made and thus cause the print run to become the current print run, your system administrator can configure special goods-in postings for this kind of pre-delivery.

In this case, goods-in postings for production or purchasing are flagged as "pre-delivery" in the internal table "Stock Movement Types (STM_ENTRY_CONTROL)".

This system does not allocate goods-in postings which are flagged as "pre-delivery" to a partial delivery and the print run does not become the current print run; instead the system only increases the quantity produced for the print run ("Actual" box on the "Print" tab, "Products" module).

2.8.3




Note: Your system administrator should configure postings for pre-deliveries so that they are not posted to

"Disposable" stock. They should be posted to a special stock type from which special advance shipments can then be made.

Stock transfers The "Stock Transfers" form ("Tools | Stock Transfers" menu) suggests the source storage locations sorted by edition, print and delivery. Storage locations for which this information is not available are suggested last.

The "Delivery" column displays the edition, print and delivery along with the delivery date. A green tick indicates that a delivery has been released.

Note: The system does not prevent you deviating from the suggested order when transferring stock. You can transfer copies from later deliveries to a pick location for shipment even if there are still copies from previous deliveries in stock. This also applies when the later delivery has not yet been released.

See also 2 Lot tracking (165738, as of v. 10.11) [➙ 232]

Stock allocation Stock allocation takes place at delivery level ("Allocation" tab, "Products" module). The system uses the planned released date ("Plan. Release [➙ 103]" box in the "Deliveries" window, "Products" module) as the allocation date. If the "Plan. Release" box is not filled, the planned delivery date ("Plan. Delivery [➙ 103]" box in the "Deliveries" window, "Products" module) is used instead.

If you create further deliveries for a print run for which there are already quotas for the first delivery, the quota quantities are divided among the deliveries in proportion to the planned delivery quantities.

If the system is configured so that deliveries must be explicitly released, they are handled separately from the current stock (as if they had not yet been delivered) until they are released. If a goods-in posting has

already been made, the delivered quantity is subtracted from the available stock during stock allocation, i.e. it is handled as if it is unavailable, even if it has been entered as "Disposable" stock. This also applies to the invoicing procedure and the internal Web Service which checks availability.

The invoicing procedure uses the allocation date in customer notifications which refer to the future availability of a product. If deliveries must be explicitly released, the allocation date is the planned release date of the next unreleased delivery. If an explicit release is unnecessary, the invoicing procedure uses the planned

delivery date of the next expected delivery.

See also 2 Stock allocation / reservation (158482, 160350 as of v. 10.11) [➙ 151]

2.8.4

2.8.5




Customer Information System (BSD) On the "Pending Order (BSD)" tab on the "Customer Info" form, the "Plan. Del." column displays the planned delivery date.

Standard interfaces

"PRD Product export to standard interface (prd_exp2)" batch procedure

As of version 10.11, as part of the product export function, the information on deliveries can be exported using the "PRD Product export to standard interface (prd_exp2)" batch procedure. The data is exported from

the "Standard Product Interface Partial Delivery (PRD_EXPORT_RECEIPT)" table.

Documentation: Please refer to the interface description "PRD - Interface Product Pool Export", "Partial

Delivery (prd_export_receipt)" (EN_ID_PRD_Product_Export).

Message Based Service "Product adaptor (OUT)"

As of version 10.11, the Message Based Service "Product adaptor (OUT)" exports the data on deliveries.


"STM Stock entries (STM_LBF)" batch procedure

When importing stock postings using the "STM Stock entries (STM_LBF)" batch procedure, the delivery number can be imported in addition to the print number for goods-in postings from production or purchasing

(default: "1"). As of version 10.11, the field for the delivery number has been added to the "Stock Entry Interface (STM_ENTRY_INTERFACE)".

Note: The interface has not been enhanced for the following import procedures:

• "Product Import Interface adaptor (IN)"

• "PRD Product import from standard interface (prd_imp)"

Standard report: "Status of deliveries" The "Status of deliveries" displays the planned deliveries for your selected time period and provides the following data in list form:

• Product ("ISBN", "Order No.", "Short Title" columns)

• Edition number ("Delvry" column)

• Print number ("Delvry" column)

• Delivery number ("Delvry" column)

• Planned quantity ("Plan. Qty." column)

2.8.6

2.8.7

2.8.8

Products / Series 2 Partial delivery of set components (159833, v.9.12 and as of v. 10.4)



• Planned delivery date ("Plan. Del." column)

• Quantity delivered ("Qty Del." column)

• Delivered on ("Deliv. on" column)

• Planned release date ("Plan. Rel." column)

• Released on / by ("Released on / by)

The report is sorted as follows:

• Delivered on ("Deliv. on" column)

• Planned delivery date ("Plan. Del." column)

• ISBN ("ISBN" column)

• Order number ("Order No." column)

The "Status of deliveries" report can be started from both the "Production" and "Warehouse" folders on the "Reports" form.

Your system administrator must authorize the report for the "Production" and "Warehouse" folders in the "Security" tool.

Partial delivery of set components (159833, v.9.12 and as of v. 10.4)

Under particular conditions, available set components can be delivered individually if the other set

components are not yet available or deliverable. They are then delivered later. Only the set components which are delivered are invoiced in this case.

Until now, set could only be partially delivered if the "Deliver Only If Set Complete" and "Prepackaged Set" boxes were not checked and the "Statistics", "Invoicing" and "Calc.Disc" boxes were set to "One-Off Product". If a set was delivered in parts, then the set line was set to "Completed" and the sub-lines were invoiced and recorded as normal single lines on the documents.

Now, when you specify that the product is a set and do not check the "Deliver Only If Set Complete" box, all the deliverable components of the set are delivered, even when other components are not available or

deliverable. Partial delivery is only allowed if the set is not prepackaged and the "Invoicing" and "Statistics" boxes are set to "One-Off Product".

For a partial delivery, the set components are recorded as "normal" lines and marked as part of a set on the invoice and/or the delivery note. This means that the "List Individual Units on Invoice" option is ignored for partial deliveries. The set line stays in the "in Progress" status until all the set components are delivered.

Order lines with sets for which the sub-lines have already been delivered are fixed in the same way as "normal" lines which have been delivered and can no longer be cancelled. Nor can the quantity be changed. Undelivered sub-lines are delivered after the expiry of any existing delivery deadline.

Partial delivery is not possible if a special price has been entered in the set line.

2.9

2 Products / Series Partial delivery of set components for prepacked sets (165571, as of v. 10.11)



The "Deliver Only If Set Complete" box is automatically active if

• you check the "Prepackaged Set" box or

• you set the "Invoicing" box to "Set".

And, vice versa, you can only uncheck the "Deliver Only If Set Complete" box if the set is not prepackaged and invoicing is set to "One-Off Product".

Partial delivery of set components for prepacked sets (165571, as of v. 10.11)

You can set the system to handle sets marked as "prepacked" as non-prepacked sets – depending on their combination of location, delivery status and notes key – if there is not enough stock. This leads to partial deliveries of individual set components.

In addition, you can mark set components as optional. If there is not enough stock for the optional set components, the system invoices and delivers the set without these optional components. The set sub-lines

for the optional components which cannot be shipped are set to 'Final, Not Released for Inv.' and the customer receives appropriate notification.

Optional set components

You can mark set components as optional if it is not mandatory for them to be part of a set (e.g. bookmarks). In this case, check the "Optional" box for this set component in the "Edit Series Structure" tool. Even if partial deliveries are generally not permitted for a set ("Deliver Only if Set Complete" box on the "Edition" tab in the "Products" module is checked), the set is still invoiced and shipped if there is not enough stock for the

optional components. The "Deliver Only if Set Complete" box has therefore been renamed "Ship Only When All Mandatory Comp. Available "as of version 10.11.

If all mandatory components of a set are available, the set is invoiced and shipped. Optional components are also shipped if there is enough stock. Set sub-lines for optional set components which have not enough stock are set to 'Final, Not Released for Inv.' during invoicing and the customer receives appropriate notification.

If an optional set component has the 'Out of Print' status, the system does not handle the entire set as not available (as is the case if a mandatory set component has the 'Out of Print' status). Instead, only the set

sub-line with the optional set component which is no longer available is set to 'Final, Not Released for Inv.' during invoicing and the customer receives appropriate notification. The set or the other set components are invoiced and shipped independent of the optional set component which is not available.

Partial delivery of sets

Your system administrator defines in a pivot table the combinations of location, delivery status and notes key which lead to sets marked as "prepacked" ("Prepacked Set" box on the "Edition" tab in the "Products" module is checked) to be automatically treated as non-prepacked if there is not enough stock.

2.10

Products / Series 2 Enhancements - "Prices" tab (156772, as of v. 10.5)



If there is not enough stock for an order line in a set marked as "prepacked", and the system is set to deliver

individual components for the set's combination of location, delivery status and notes key, the set is treated as if marked "non-prepacked" for this order line.

If, for example, a set contains three volumes (mandatory components) and a bookmark (optional component) and the set is not available, the volumes can be individually invoiced and shipped if this setting is active.

How invoicing and shipment are performed depends on whether partial deliveries are permitted for the set ("Ship Only When All Mandatory Comp. Available " box on the "Edition" tab in the "Products" module). This box can also be used for sets marked as "prepacked" as of version 10.11.

• If the box is checked, the individual set components are only shipped if all of the set's three volumes are available and can be shipped.

The bookmark is shipped if there is stock for it, otherwise only the three volumes are shipped. If the bookmark cannot be shipped, the set sub-line for the bookmark is automatically set to 'Final, Not Released for Inv.' and the customer receives appropriate notification.

• If the "Ship Only When All Mandatory Comp. Available " box is not checked and, for example, the

third volume is not available, the first and second volume are shipped and the third volume is shipped at a later point.

The bookmark is shipped if there is stock. If this optional set component is still not available when the third volume is shipped (last partial delivery), it is not shipped at all. The set sub-line for the bookmark is set to 'Final, Not Released for Inv.' during invoicing and the customer receives appropriate notification.

Enhancements - "Prices" tab (156772, as of v. 10.5) The following enhancements have been made to the "Prices" tab to ensure clear presentation of a product's

price. These enhancements apply to group prices and prices per edition or per period.

Sorting: The way the prices are sorted can be determined via a system setting. By default, this sort order is

set with the value "Currency, Price Type, Period of Validity" (or "Currency, Price Type, Validity" for prices per edition).

Show prices: If you activate the "edition filter" system setting, only those prices which are valid for the selected edition are displayed.

ISBN/Order number: The "ISBN/Order No." box in the "New" area is preset with the ISBN/Order number of the selected edition.

Multiple editions: If you activate the "edition filter" system setting and multiple editions exist, you can switch between to editions with the arrows on the left edge of the tab. Only those prices which are for valid for the selected edition are displayed. For prices per edition or group prices (i.e. prices which are defined for all editions from x to y), all the prices which are valid for the selected edition are displayed (i.e. those prices

which contain the edition).

2.11

2 Products / Series Search for products using classification values (157151, as of v. 10.5)



Net prices: If you activate the "net price" system setting, the "Net" box is checked when creating a new price.

Valid from: The "Valid from" date in the "New" area of group prices and prices per period can be set so that the box is preset with the current date. You can overwrite this date. This initial setting affects all the lines

displayed in this area.

Displaying prices in the product form header: Until now, only one price was displayed for the edition in the

form header - the valid price for the price type with the priority 1 in the default price types. This setting is optimal when the price types relate to conditions (e.g. subscription price, retail price etc.). Alternatively, you can represent a price development workflow with the price types, e.g. "planned price", "confirmed price" etc.

Via a system setting, you can now define whether a priority 1 price or a price for a workflow level is displayed. If you activate the workflow level system setting, the price with the highest workflow level is displayed. The various workflow levels are mapped via a system setting. Prices in foreign currencies are not

displayed.

Price type: If you active the workflow level system setting, the initial setting for the "Price Type" box is no

longer taken into account. This ensures that an incorrect workflow level price is not used as an initial setting.

Tooltip: A tooltip in the form header displays the following information on prices:

• the product's ISBN or order number

• the price type

• the validity (valid from / to for prices per period, edition from / to for prices per edition and group prices)

• the product group (for group prices) and

• the price.

Only those prices which are valid for the selected edition are displayed. Prices in foreign currencies are

displayed.

If you activate the workflow level system setting, only the prices with the highest workflow level are

displayed.

Search for products using classification values (157151, as of v. 10.5)

Two boxes have been added to the "Categories" tab and area to enhance the product and publicity

searches: the "Value" box and a box for selecting operators. When a value for a category is entered, the search results contain all the products that the value exists for/does not exist for/is greater than /is less than etc. depending on the operator selected for the chosen category.

2.12

Products / Series 2 Search for products using classification values (157151, as of v. 10.5)



User interface

"Categories" tab for the entry of search criteria

Value

You can enter the value for a category in this box and an operator (">", "<", "=", "<>", ">=", "<=" and "blank") for the category in the previous box. For more information on the operators, see the "Selection" chapter, "Selection parameters", "Operators for filtering items".

When a priority for a category is entered, the search results contain all products that the priority exists

for/doesn't exist for/is greater than/is less than, etc. depending on the operator selected for the chosen category.

If you have entered a value but no comparison operator, a "=" is assumed when the search is started and it

is placed in the box for the comparison operator.

Category [?] The 'Category [?]' box allows you to limit your search to products which have been assigned a specific category.

There are two different ways of searching:

• Enter the exact category and/or the classification key for a targeted search. If you enter a classification key, a search is performed for all products with this key assigned.

• You can also start a search by entering a classification key and placing the wildcard '%' sign all the way to the right of the key. All categories that fall below this entry in the classification tree are automatically included in the search.

•

Example: A targeted search using the 'SA' classification key produces a list of all products classified with this key (SA = specialized area).

Example: If you enter the 'S' classification key and the '%' wildcard sign, a search is performed for all products classified with the 'S' category. The search also finds all products that were classified with categories below the 'S' category ('SA1' of 'SA11') in the hierarchy.

If you do not know the individual categories or classification keys:

• manually enter a "?" in the ’Category [?]’ box and press ENTER

• double-click the ’Category [?]’ box

The "Category" window opens where you can select an entry from the list of classification categories saved in the system.

2.12.1

2.12.1.1

2.12.1.1.1

2.12.1.2

2 Products / Series Transfer modified title language (167632, as of v. 10.5)



Select the classification that the product you're looking for has been allocated.

Value

You can enter the value for a category in this box and an operator (">", "<", "=", "<>", ">=", "<=" and "blank") for the category in the previous box. For more information on the operators, see the "Selection" chapter, "Selection parameters", "Operators for filtering items".

When a priority for a category is entered, the search results contain all products that the priority exists for/doesn't exist for/is greater than/is less than, etc. depending on the operator selected for the chosen

category.

If you have entered a value but no comparison operator, a "=" is assumed when the search is started and it is placed in the box for the comparison operator.

Transfer modified title language (167632, as of v. 10.5) If you modify the language of the bibliographic title in the "Edit Multilingual Titles" window ("Title Language" drop-down menu), the new language is used as the product language ("Language" drop-down menu) on the "Version" tab after you save.

Product Logging (168736, as of v. 10.5) If necessary, your system administrator can set the system to log how long it takes to open a "Product" form from the search list. The time is recorded in the "Protokollierung/Logging (PBS_LOGGING)" database table.

You administrator can retrieve the times from the database table with an SQL. The times are not displayed in the user interface.

The "Product Logging" box in the "User Profile" has been removed.

"Products" module, pop-up menu restructuring (170906, as of v. 10.8)

The Klopotek system provides various context-sensitive options in the "Products" module to support the management of your products.

In order to enhance the usability of the pop-up menu (context menu) for computers with lower resolution monitors (e.g. laptops), the various options are now grouped into submenus.

The following submenus aggregate related options on the various tabs into "functional groups":

• Product

• Product Numbers

• Product Synchronization

2.12.1.2.1

2.13

2.14

2.15

Products / Series 2 Configurable "Summary" tab in the product pool (163934, as of v. 10.8)



• Production

• Sets and Series

• Edition

• Reprint

• Title Registration

• List Development

• Locations

• Orders

• Statements

• Add-On Text Modules

• Closing Statement

Note: Existing access rights for the options in the "Products" module are not affected. We supply the associated application objects for the new submenus. As long as system administrator does not explicitly assign access rights for them, all users have "reading" rights for these submenus by default.

Configurable "Summary" tab in the product pool (163934, as of v. 10.8)

Note: To use the functions described in the following, you need to have a license for the "Suppl: Product

Pool – "Summary" tab (PPM-Z-270/10.8)" product.

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.

If you have a license for the "UI Configurator" (GEN-230) product, the user interface for the "Summary" tab can be configured. Boxes can be rearranged or hidden, so that users from particular user groups only see the boxes which are relevant for their business processes. It is not possible for your system administrator to add more product attributes from other tabs.

In its default configuration, the "Summary" tab provides a large number of data and functional elements. These are boxes for data from the version, edition and reprint level. Which data values are displayed

depends on the selected edition or reprint. This makes it possible to present product attributes from the version level next to attributes from the edition level on the same tab.

As a rule, the data can be edited directly on the "Summary" tab. In some cases, the data provided relates to 1:n relationships (e.g. responsibilities) which are linked to one of the levels mentioned. In such cases, the information is either presented in its own area on the "Summary" tab or a link is available to the respective tab (e.g. "Originators" tab).

2.16

2 Products / Series Configurable "Summary" tab in the product pool (163934, as of v. 10.8)



Your system administrator must authorize the "Summary" tab and its associated options in Security. When

editing data on the "Summary" tab, the system carries out the same validation checks as it carries out for these fields in their standard locations.

Changes to the values on the "Summary" tab are logged in the "Modification History" if your system administrator has activated this setting.

In general, the elements on the "Summary" tab can be divided into four different groups:

1. Single data elements: These input boxes are product attributes which relate either to version,

edition or reprint level. They are only represented by one value. There is a label for each data element.

2. Complex data elements: Sets of input boxes which consist of multiple attributes which belong together and represent a 1:n relationship (e.g. "Catchwords"). Depending on its complexity, you edit complex data elements either on the "Summary" tab or on their own tab (e.g. originator

information on the "Originators" tab).

3. Display data elements: Product attributes of this kind can not be modified directly on the

"Summary" tab (e.g. the delivery status). Depending on the attribute, you may be able to edit the value via the options (pop-up menu) on the tab.

4. Functional elements: Special functions which are executed when you select them (e.g. next/previous edition or new edition). A functional element is represented by an icon or a pop-up menu. The pop-up menus on this tab must be authorized by your system administrator.

Detailed information on these fields can be found in the user manual for the product pool (EN_UM_PRD_Products_Xx).

Single data elements The table below lists the input boxes which appear on the "Summary" tab in the standard user interface. You can enter or edit the values directly in the fields on the "Summary" tab.

For each box, the table states whether it relates to the version, edition or reprint level. The table also contains information on the type of input boxes:

• Checkbox (two values)

• Date

• Drop-down menu (dynamic): the list of possible values is not generated on the basis of a data type (MDT).

• Drop-down menu (MDT): the list of possible values is generated on the basis of a data type (MDT).

• Numeric (information on decimal places)

• Text: alphanumeric

2.16.1




Input box Level Type

Work.Title Version Checkbox (two values)

Title Edition Text

Subtitle Edition Text

Short Title Edition Text

Publisher Version Drop-down menu (MDT)

Division Version Drop-down menu (MDT)

Sub.Gr. Version Drop-down menu (MDT)

Vers.Type Version Drop-down menu (MDT)

Binding Version Drop-down menu (MDT)

Medium Version Drop-down menu (MDT)

Language Version Drop-down menu (MDT)

Language 2 Version Drop-down menu (MDT)

Language 3 Version Drop-down menu (MDT)

ISBN Edition Text Note: It is only possible to enter an ISBN if variant mode is deactivated for the edition. Otherwise, you have to enter it on the "Variants" tab.

Order No. Edition Text Note: It is only possible to enter an order number if variant mode is deactivated for the edition. Otherwise, you have to enter it on the "Variants" tab.

GTIN Code [➙ 130] Edition Numeric (without decimal places) Note: It is only possible to enter a GTIN if variant mode is deactivated for the edition. Otherwise, you have to enter it on the "Variants" tab.

POD Suitable Version Checkbox (two values)

Not POD Suitable: Reasons Version Multi-select list

Orig. Publisher Version Text

Orig. Language Version Drop-down menu (MDT)

Original Title Version Text

Copyright Notes Version Text

Series Version Drop-down menu

Volume Name Version Text

Volume No. Version Numeric (without decimal places)

Set Version Checkbox (two values)

Deliver Only If Set Complete Version Checkbox (two values)





List Individual Units on Invoice Version Checkbox (two values)

Prepacked Set Version Checkbox (two values)

Retain Order If Out of Stock Version Checkbox (two values)

Collective Production Version Checkbox (two values)

Invoicing Version Drop-down menu

Calc.Disc. Version Drop-down menu

Statistics Version Drop-down menu

DOI Edition Numeric

Distrib. No. Edition Text

Planned Pub. Date Edition Date

Published on Edition Date

Plan. Ed.Size Edition Numeric (without decimal places)

Qty per Pack.Unit Edition Numeric (without decimal places)

Packaging (as of version 10.10) Edition Drop-down menu (MDT)

Season [➙ 142] Edition Drop-down menu (MDT)

Fix.Costs Edition Numeric (two decimal places)

(Fix.Costs Currency) Edition Drop-down menu (MDT)

Var.Costs Edition Numeric (two decimal places)

(Var.Costs Currency) Edition Drop-down menu (MDT)

Comm.Code Duty (Exp.) Edition Drop-down menu (MDT)

Comm.Code Duty (Imp.) Edition Drop-down menu (MDT)

Import Tax Rate (%) Edition Numeric (two decimal places)

BTI [➙ 163] Edition Checkbox (two values)

Pref. [➙ 164] Edition Checkbox (two values)

C. of Production Edition Text

Disc. Group Edition Drop-down menu (MDT)

Repr.Type Print Drop-down menu (MDT)

Plan. Print Run Print Numeric (without decimal places)

No. Finished Products The number of units is only synchronized with the actual print run when the information on the number of units relates to the finished state "Product".

Print Numeric (without decimal places)

Planned Date Print Date

Act. Date Print Date

Format Print Drop-down menu (MDT)

Trim Size Print Drop-down menu (MDT)

Pages Arabic Print Numeric (without decimal places)

Pages Roman Print Numeric (without decimal places)





Extent (Prod.) Print Numeric (without decimal places)

Weight Print Numeric (two decimal places)

Illustrations B/W Print Numeric (without decimal places)

Illustrations Color Print Numeric (without decimal places)

Other Illustrations Print Numeric (without decimal places)

Line Art B/W Print Numeric (without decimal places)

Line Art Color Print Numeric (without decimal places)

Tables B/W Print Numeric (without decimal places)

Tables Color Print Numeric (without decimal places)

Halftones B/W Print Numeric (without decimal places)

Halftones Color Print Numeric (without decimal places)

Supplier A Displayed when the suppliers are offered in a drop-down menu. Not displayed when they are configured for ? search.

Print Drop-down menu (dynamic)

Supplier B See "Supplier A".

Print Drop-down menu (dynamic)

Display data elements The table below lists the display boxes which appear on the "Summary" tab in the standard user interface.

These boxes are for informational purposes only and cannot be modified on the "Summary" tab.

• Numeric (information on decimal places)

• Text: alphanumeric

• Image file

Display box Level Type Comment

Reg.Status Edition Text You can change the registration status with the "Title Registration…" (pop-up menu) option.

Delivery Status Edition Text You can change the delivery status with the "Set Delivery Status…" (pop-up menu) option.

Work Number Work Text You can change the work number with the "Work Management…" (pop-up menu) option.

(Cover image) Edition Image file Cover image, as displayed on the "Version" tab.

(Edition No.) Edition Numeric (without decimal places) Number of the currently selected edition, e.g. (3/6)

(Print No.) Print Numeric (without decimal places) Number of the current reprint (depending on your system settings, the first printing is either displayed with '0' or '1'), e.g. (4/5)

Ref. Key (as of Edition Text The system displays the reference key for the

2.16.2




Display box Level Type Comment

version 10.10) main location. You can modify the reference key with the "Set Delivery Status…" option (pop-up menu).

Planned PUs (as of version 10.10)

Print Numeric (without decimal places) Calculates the number of packing units planned as follows: Planned print run for the 1st printing divided by "Qty per Pack.Unit".

Costs/Unit (as of version 10.10)

Print Numeric (two decimal places) Production costs per unit for the finishing state flagged as "Finished"

CalcCosts/U. (as of version 10.10)

Print Numeric (two decimal places) Calculated production costs per unit for the finishing state flagged as "Finished"

Act. Print Run Print Numeric (without decimal places) Actual print run of finished products.

Complex data elements The table below lists the complex input boxes which appear on the "Summary" tab in the standard user interface. These complex data elements appear on the right hand side of the "Summary" tab. Some elements are presented in the same structure as on their original tab. Other elements appear as blue, underlined text which links directly to the corresponding tab in the product pool when clicked.

These blue links are displayed in cases where all of the input boxes are found on another tab in the product pool. The system does not offer these boxes on the "Summary" tab in addition to their original location. These links also display important data from the corresponding tab in parentheses.

Input box Level Type Appearance

Originator Edition Text Blue, underlined text (Link to the "Originators" tab)

Prices Edition Text Blue, underlined text (Link to the "Prices" tab)

Sales Planning Edition Text Blue, underlined text (Link to the "Plan." tab)

Rights Version Text Blue, underlined text (Link to the "DRights" tab)

Responsibilities Edition The "Responsibilities" area has the same structure as on the "Edition" tab.

Catchwords Version The "Catchwords" area has the same structure as on the "Links" tab.

Keywords Version The "Keywords" area has the same structure as on the "Links" tab.

2.16.3




Functional elements The options which you can execute on the "Summary" tab are available either in the pop-up menu or as icons.

Your system administrator specifies which pop-up menu options are available to users with user group

authorizations in Security. By configuring the user interface, your administrator defines which icons are available to the different user groups.

The table below lists all of the options available on the "Summary" tab. It also states whether the option works on version, edition or reprint level and whether it is available in the pop-up menu or as an icon.

Option Pop-up menu / Icon Level Comment

Next Edition Icon Edition This option loads the data which are valid for the next edition into the "Summary" tab. The data for the first print are displayed. The system synchronizes the form header.

Previous Edition Icon Edition This option loads the data which are valid for the previous edition into the "Summary" tab. The data for the first print are displayed.

Next Reprint Icon Reprint This option loads the data which are valid for the next reprint into the "Summary" tab.

Previous Reprint Icon Reprint This option loads the data which are valid for the previous reprint into the "Summary" tab.

New Version Pop-up menu Version This option opens the window where you create a new version within the current version family.

Version Overview Pop-up menu Version

Versions Structure Pop-up menu Version

Version Family Pop-up menu Version

Status Active/Inactive Pop-up menu Version

Copy ISBN to Clipboard Pop-up menu Edition

Set Delivery Status Pop-up menu Edition

Show Modification History (Version)

Pop-up menu Version

Show Modification History (Edition)

Pop-up menu Edition

Show Modification History (Print)

Pop-up menu Reprint

Event Log (Version) Pop-up menu Version

Event Log (Edition) Pop-up menu Edition

Event Log (Print) Pop-up menu Reprint

Copy as Product Pop-up menu Version

Copy as Template Pop-up menu Version

2.16.4

2 Products / Series "Target/actual product sales/sales revenue" standard report (169244, as of v. 10.8)



Option Pop-up menu / Icon Level Comment

Open Set Structure Pop-up menu

Assign to Set Structure Pop-up menu Version Note: This option is available as of version 10.10.

Set Conversion [➙ 100] Pop-up menu Version

Edit Series Structure Pop-up menu Version

Assign Series Structure Pop-up menu Version

Generate GTIN [➙ 131] Pop-up menu Edition Note: This option is available as of version 10.10.

Export Product Data Pop-up menu Reprint

Delete Exported Product Data

Pop-up menu Reprint

New Edition Pop-up menu Edition

Delete Edition Pop-up menu Edition

Work Management Pop-up menu Work

Generate DOI Pop-up menu Edition

Generate ISBN Pop-up menu Edition

Generate Order Number Pop-up menu Edition

Open Production Schedule Pop-up menu Reprint

Open Prod. Proj. Pop-up menu Reprint

Print Data in Locations Pop-up menu Reprint

Insert Reprint Pop-up menu Reprint

Delete Reprint Pop-up menu Reprint

Security User groups have the same rights for the "Summary" tab as your system administrator has assigned them

for the product pool.

If, for example, a user has read-only authorization for the "Spec." tab, they cannot edit the specification attributes on the "Summary" tab either. Sometimes a mixture of rights for attributes on the "Summary" tab can arise, for example when a user has read-only authorization for the "Spec." tab, but full rights for the "Prod." tab. The user can then edit the specification attributes which are originally located on the "Prod." tab.

Your system administrator authorizes the options on the "Summary" tab via Security, however, single attributes on the "Summary" tab cannot be authorized separately. The Security rights which are assigned at the level of the tab on which the attribute is originally found apply for the "Summary" tab as well.

"Target/actual product sales/sales revenue" standard report (169244, as of v. 10.8)

The Klopotek system provides you with the "Target/actual product sales/sales revenue" standard report in

the "Product Sales Revenue/Sales" report folder in the "Reports" tool.

2.16.5

2.17

Products / Series 2 Specification parameters (157740/167160, as of v. 10.10)



Depending on the chosen selection criterion, the report displays the respective product's sales or sales

revenue starting with the current year for four previous years as well as the cumulated data from years even further in the past together with a total value. These figures are compared to the planned sales / sales revenue. The deviation is displayed as a figure and as a percentage.

Specification parameters (157740/167160, as of v. 10.10) If your production department often employs new materials and manufacturing techniques, it can occur that specification parameters which are relevant for procurement in particular require more detailed descriptions than those possible with the standardized values in the respective drop-down menu. The specification "spiral binding", for example, can be inadequate because additional information on the size, material or characteristics of the spiral is required.

In order to operate flexibly, your system can be setup so that user can manually enter text for particular specification parameters ("Bind.Meth.", "Paper Quality", "Finishing", and "Font") in production projects and in the technical calculation.

The following additional specification parameters are available:

• In the product pool and production project, you can store format information for illustrations and enter whether they are available digitally.

• You can enter bibliographical information for the binding and specifications in the product pool.

• You can also enter information on the section colors on the "Spec." tab in the product pool.

Specification parameters with free text With the appropriate system settings, you can manually enter text in the "Bind.Meth.", "Paper Quality" and "Finishing" boxes as well as selecting from the drop-down menus.

You open the window for entering and editing text by double-clicking on the box or by clicking on the icon next to it. The text can be a maximum of 255 characters long. Alternatively, you can enter brief addenda directly in the box.

When you click on the drop-down label, the entire text is displayed in a tooltip. These tooltips are only active when your system is set up to permit manual entry of text for the specification parameters.

The "Bind.Meth.", "Paper Quality" and "Finishing" boxes are available on the following tabs in the production project and technical calculation.

• "Bind.Meth."

– Production project, "Spec." tab

– Technical calculation, "Spec." tab

• "Paper Quality"

– Production project, "Cover" tab, "Binding" sub-tab

– Production project, "Cover" tab, "Jacket" sub-tab

2.18

2.18.1

2 Products / Series Specification parameters (157740/167160, as of v. 10.10)



– Production project, "Cover" tab, "Endpapers" sub-tab

– Production project, "Parts" tab, "Sections" sub-tab

– Production project, "Parts" tab, "Inserts" sub-tab

– Technical calculation, "Cover" tab, "Binding" sub-tab

– Technical calculation, "Cover" tab, "Jacket" sub-tab

– Technical calculation, "Cover" tab, "Endpapers" sub-tab

– Technical calculation, "Sections" tab

– Technical calculation, "Inserts" tab

• "Finishing"

– Production project, "Cover" tab, "Binding" sub-tab

– Production project, "Cover" tab, "Jacket" sub-tab

– Production project, "Cover" tab, "Endpapers" sub-tab

– Production project, "Parts" tab, "Inserts" sub-tab

– Technical calculation, "Cover" tab, "Binding" sub-tab

– Technical calculation, "Cover" tab, "Jacket" sub-tab

– Technical calculation, "Cover" tab, "Endpapers" sub-tab

– Technical calculation, "Inserts" tab

A note on system administration

You should not enable manual text entry for boxes which you use as price factors; otherwise the system may not be able to find the prices for the calculation.

Before your system administrator sets up your system to permit manual entry of text in the "Bind.Meth.", "Paper Quality" and "Finishing" boxes, they must check whether

• individual reports could be negatively affected by this setting. Free text fields can cause grouping or selection errors due to differing spelling. This is impossible when using entries from the data types.

• individually programmed PL/SQL routines (user exits) could be affected by this change.

Export

The Message Based Service "Supplier Order adaptor (OUT)" has been enhanced so that not only the codes of the specification parameters listed above are output, but also the names (terms). If this is a free text entry, it is output as well. Refer to the documentation "EN_ID_MBS_Supplier_Order_MBS_Adaptor_Family".

Illustrations: format and digitization For illustrations, you can store information on format and whether they are available digitally in the product

pool and production project.

You can enter this information on the following tabs:

2.18.2

Products / Series 2 Specification parameters (157740/167160, as of v. 10.10)



• Product pool, "Prod." tab

• Production project, "Spec." tab

• Technical calculation, "Spec." tab

The "Illustr. Type" group box on these tabs has been renamed "Illustrations".

Format

You specify the format of an illustration using the "Format" drop-down menu. Your system administrator

stores the most common formats in a data type.

A setting in your "User Profile" controls the measurement system in which the values are displayed in the

user interface.

Using a pivot table, your system administrator can set up the system so that it displays different names

depending on the measurement system used, rather than the fixed names for the illustration formats from the data types. The order of the entries can also be controlled with this pivot table.

You can also make manual entries in the "Format" box. Values which are entered manually are not converted to the other system of measurement.

Note: If users in your company work with both the International System of Units (metric) and the US systems of measurement, it is recommended that you include the unit when making manually entries.

The information on the illustration format is used as a price factor in the technical calculation.

Digitized illustrations

By checking the "Digital" box, you flag that an illustration is available digitally.

The information on whether an illustration is available digitally or not is used as a price factor in the technical calculation.

Export

The export interface "Standard Product IF Illustration (PRD_EXPORT_ILLUSTRATION)" has been enhanced with the fields for the format and the digitization of illustrations. These fields are supplied by the "PRD

Product export to standard interface (prd_exp2)" batch procedure.

The following Message Based Services have been enhanced so that the entries for the format and the

digitization of illustrations are output:

• "Supplier Orders adaptor (OUT)". Refer to the documentation

"EN_ID_MBS_Supplier_Order_MBS_Adaptor_Family.zip".

• "Product adaptor (OUT)" . Refer to the documentation "EN_ID_MBS_Product_MBS_Adaptor_Family.zip".

2 Products / Series Specification parameters (157740/167160, as of v. 10.10)



Bibliographical information on binding and specifications In the "Binding" and "Spec." boxes on the "Spec." tab in the "Product" form, you can enter bibliographical information in order to highlight special features of the product in the catalog.

Entries in both these boxes are not taken into account for the production project.

Export/Import

The import interface "Interface for external Products (PRD_INTERFACE_PRODUCT)" has been enhanced with the fields for the descriptions of binding and specifications, which are supplied by the "FCB PRD

Product import (PRDIMP2)" batch procedure.

The export interface "Standard Products Interface Products 2 (PRD_EXPORT_PRODUCT_2)" has been enhanced with the fields for the descriptions of binding and specifications, which are supplied by the "PRD Product export to standard interface (prd_exp2)" batch procedure.

The "Catalog Export (catexp)" has been enhanced so that the "Binding" and "Specifications" fields are output. For further information, refer to the interface description "EN_ID_PRD_XML_Export_80".

The following Message Based Services have been enhanced so that the three fields with bibliographical information ("Binding", "Specifications", and "Inserts") are output:

• "Product adaptor (OUT)". For further information, refer to the documentation EN_ID_MBS_Product_MBS_Adaptor_Family.zip

• "Product Import Interface adaptor (IN)". For further information, refer to the documentation EN_ID_MBS_Product_MBS_Adaptor_Family.zip

Section Colors The "Section Colors" drop-down menu is also available on the "Spec." tab in the product pool. The drop-down menu also remains part of the "Prod." tab.

The function and data source of these two boxes are identical, i.e. if you select a value from the drop-down menu on one tab, it also appears on the other tab.

The "Format" area on the "Spec." tab has been renamed "Spec.", the "Section Colors" drop-down menu is a part of this area.

Export of packaging specifications As of version 10.10, the packaging type which you specify on the "Distrib." tab on the "Product" form is exported by the following procedures:

• PRD XML Export product pool (prd2xml)

• PRD Export catalog (CATEXP)

• Title registration procedure (VLB_EXP)

2.18.3

2.18.4

2.18.5

Products / Series 2 Display of the reprint production status (167160, as of v. 10.10)



Please refer to the documentation "EN_ID_PRD_XML_Export_Xx.zip".

Display of the reprint production status (167160, as of v. 10.10)

The reprint number and the status of the production project for this reprint are displayed in the search results for the "Product" module. Although there is no delivery status for reprints, a glance at the production status allows you to establish whether further production is planned for a product or not.

Search results in the product pool

The grid view of the product search results has been enhanced with the columns "Reprint No." and "Prod.

Status". In the list view, these attributes both appear at the end of the second line.

The system displays the reprint number and production status for the production project associated with the

following reprint:

• If several reprints exist but not all of them are completed, the system displays the production status of the reprint which follows the last completed reprint (as per the reprint status not the status of the production project).

Example: Reprint 1 and 2 have been completed, reprint 3 and 4 have not. In this case, the system displays the production status of reprint 3.

• If no reprints have been completed, the system displays the production status of the first reprint.

• If all reprints are completed, the system displays the production status of the last reprint.

Production status on the "Print" tab

The reprint status is displayed on the "Print" tab in the "Product" form. In order to avoid confusion, the

"Production Status" box has been renamed "Reprint Status". One of the prerequisites for closing a reprint is that all the associated production projects are completed. There can be several production projects for each reprint for multiple binding-ups.

As of version 10.10, the status of the production project is displayed for each reprint in the "Prod. Status" box. You cannot modify the production status on the "Print" tab.

Unlimited number of multilingual titles (159002, as of v. 10.10)

The title data displayed for a product on the "Version" tab reflect the language in which the title is published (product language). The data which are displayed on the "Version" tab are bibliographical title data.

The title data often provide a rough understanding of a product's content. For example, if you wish to report on your title production and your non-book products to groups who speak another language, it may make

sense to maintain the title data in additional languages (title language) in the system.

2.19

2.20

2 Products / Series Unlimited number of multilingual titles (159002, as of v. 10.10)



In the "Products" module, "Version" tab, "Edit Multilingual Titles…" (pop-up menu), you can enter data for an

unlimited number of multilingual titles (previously limited to three). These so-called title detail groups consist of a title, a subtitle, and a short title as well as the respective title language. You flag one of the title detail groups as the "bibliographical title". Its use / display and processing have priority at several locations in the Klopotek system. All the data from the title detail groups is available for the product search - irrespective of

the title language.

In the "Product Info" form, a tooltip displays all the title detail groups for the "Title" ("Info" (symbol)).

When copying products as templates, the data for all the title detail groups and their title language are transferred (copy filter on the level of the entry flagged as the bibliographical title which is valid for all titles).

When creating a new version by means of the "New Version from Edition" or "New Version" (pop-up menu, select "Version Data") options, the data for all the title detail groups and their title language are transferred to

the new version.

A separate data area for the synchronization of the title detail group is provided for product synchronization

(this was previously part of the "Edition" data area, synchronization filter on the level of the entry flagged as the bibliographical title which is valid for all titles).

Batch procedures / Message Based Services

The batch procedures "FCB PRD Product import (PRDIMP2)" and "PRD Product export to standard interface (PRD_EXP2)" adjusted technically and import or export the bibliographical title detail group and two others. The export procedures based on the catalog export ("VLB Title Registrations in ONIX Format (vlbExpOnix)", "Catalog export (catexp)", "PRD XML Export product pool (PRD2XML)") and the Message Based Services

"Supplier Order adaptor (OUT)", "Product adaptor (OUT)", and "DAC adaptor (OUT)" all output multilingual titles in XML.

Note: Further details can be found in the batch manual "Product Pool" (EN_BM_PRD_ProductPool) and the interface descriptions "EN_ID_PRD_Product_Export", "EN_ID_PRD_Product_Import", "EN_ID_MBS_Product_MBS_Adaptor_Family", "EN_ID_MBS_Supplier_Order_MBS_Adaptor_Family" and "EN_ID_MBS_Digital_Asset_MBS_Adaptor_Family".

Document

If you sell your products internationally, you can print the short title of the product for each order line on the documents in the customer's preferred language of correspondence. Your system administrator sets up the

Klopotek system accordingly, the users enter multilingual titles in the "Products" module, and the "BSD Document printing to interface (fab_ivc)" batch procedure provides the short titles for document printing.

Note: Further details can be found in the batch manual "Book Sales and Distribution" (EN_BM_BSD_Book_Sales_and_Distribution).

Products / Series 2 Automatic GTIN generation (160506, as of v. 10.10)



Information ViewPoint

All of the multilingual titles created by users (title detail groups) are available in Information ViewPoint. In the "Product" area, the "Alternative Title" data source makes the data available for retrieval (this was previously contained in the "Edition" data source). The standard data views have not been modified. The new data

source is explicitly authorized in the "Security - Rights Management" tool by your system administrator.

Important! Please check your customer-individual data sources and views. As a result of the technical

conversion to a new data source, gaps may have arisen which you must adjust. Further details on the data source can be found in the interface description "SIS - Viewpoint Data sources, Product ViewPoint Administration" (EN_ID_SIS_Datasource_PRD).

PPM - Production Cockpit

PPM - Production Cockpit only takes the bibliographical title data into account.

Automatic GTIN generation (160506, as of v. 10.10) In the "Products" module, you manage different product numbers for the product editions, such as:

• the ISBN,

• the GTIN – press code / non-book and

• the order number.

In order to simplify and support your processes, the Klopotek system provides options for automatically generating product numbers:

• "Generate ISBN" (pop-up menu),

• "Generate GTIN" (pop-up menu) for GTIN-13 - non-book or press code (On the "Edition", "Distrib" and "Summary" tabs – must be authorized by your system administrator via the "Security – Rights Management (SEC_RIGHTS)" tool)

• "Generate Order Number" (pop-up menu)

Automatic generation of the GTIN (Global Trade Item Number), which has the same role for the non-book area as the ISBN has for books, is a new addition and must be explicitly authorized by your system administrator.

The generation of the three product numbers has been optimized so that the process of assigning numbers is as automatic as possible. When entering an ISBN, for example, the GTIN-13 press code is also generated

automatically.

When generating the order number, you employ either the "Generate Order Number" (pop-up menu) option

as before or the "Generate GTIN" (pop-up menu) option which automatically generates the order number as well – saving you a step in the process (definable by the system administrator). In the second case, the "Generate Order Number" option is no longer required and your system administrator can hide it via the "Security – Rights Management (SEC_RIGHTS)" tool in order to avoid conflicts.

2.21

2 Products / Series Automatic GTIN generation (160506, as of v. 10.10)



Note: The user interface on the "Edition" tab in the "Products" module has been adjusted. The product

numbers are all grouped in the new "Product Numbers" area.

User interface

"Edition" / "Distrib." / "Summary" tab

GTIN Code

Your system administrator defines in advance how the GTIN is to be input:

• You enter a valid GTIN manually

(the Klopotek system checks the length and the check digit)

• You enter a GTIN manually which is then checked for validity

(the Klopotek system checks the item number along with the length and the check digit)

• You only generate the GTIN automatically via the "Generate GTIN [➙ 131]" (pop-up menu) option. The box "GTIN Code" is grayed out.

In general, there are two types of GTIN code:

• GTIN-13 - Non-Book Syntax: "Country code / Company number / Item number / Check digit" Example: "144123866801929"

• GTIN-13 - Press code

Syntax: "Product group code / Group number / Publisher number / Title number / Check digit" (In other words "Product group code / ISBN-10 / Check digit") Example: The ISBN "978-3-16-148410-0" becomes "9783161484100"

Note: When you enter an "ISBN", the Klopotek system generates the GTIN code (press code) automatically. When you enter an ISBN on the "Edition" tab, any GTIN code entered in the "GTIN Code" box that begins

with the product group code "978" is overwritten by the GTIN code automatically derived from the ISBN.

Printing the GTIN code on documents

If you are using the "Book Sales and Distribution (BSD)" module, you can define whether or not the GTIN

code is to be printed for each line on the invoice documents. To do so, the "GTIN Code on Documents" box on the "Documents" tab in the Customer Pool is available.

If this option is selected for a customer and the GTIN code is saved here, the positions on invoices, delivery notes, pro formas, credit notes and notifications are printed with the GTIN code as a barcode and in plain text.

The following rules apply to the GTIN code:

• The same GTIN code can only be used for editions of the same version.

2.21.1

2.21.1.1

2.21.1.1.1

Products / Series 2 Automatic GTIN generation (160506, as of v. 10.10)



• The GTIN code of an edition can only be entered, modified or deleted when this is permitted by

the system settings.

Generating the GTIN automatically

You can let the Klopotek system generate the "GTIN Code" in the "Product Numbers" area automatically.

• Position the cursor in the "GTIN Code" box.

• Select "Generate GTIN [➙ 131]" (pop-up menu).

– The Klopotek system automatically generates the GTIN-13 press code based on the

available "ISBN" ("Edition" tab) or the GTIN-13 non-book based on the existing system settings (publisher/division, GTIN prefix as well as a number range).

– Your system administrator can configure the system so that the item number which is determined for the generation of the GTIN-13 non-book is automatically carried over to the "Order No." box ("Edition" tab). Note: The "Order No." box must be empty.

Entering the GTIN manually

You can enter the "GTIN Code" manually in the "Product Numbers" area.

• Enter the "GTIN Code" without the check digit and the Klopotek system calculates it automatically.

• Enter the "GTIN Code" with the check digit and it is checked by the Klopotek system.

Note: The check digit is calculated automatically when you leave the "GTIN Code" box.

Possible checks for manual GTIN entry

• If configured by your system administrator, the system checks whether the GTIN corresponds to

the product number ranges assigned to the publishing house.

Product Numbers | Generate GTIN (pop-up menu) As an alternative to manually entering the GTIN code, you can let the Klopotek system generate it for you. The "Generate GTIN" option is available for this purpose and for the allocation of a title number.

• Select "Generate GTIN" (pop-up menu).

– The Klopotek system generates the GTIN and displays it in the "GTIN Code [➙ 130]" box.

– Your system administrator can configure the system so that the item number from the generated GTIN code is automatically carried over to the "Order No." box ("Edition" tab) if it is empty.

Note: The generated GTIN is a 13 digit number. Detailed information can be found in the description of the "GTIN Code [➙ 130]" box.

When you select the "Generate GTIN [➙ 131]" (pop-up menu) option, the system can automatically generate the order number as well. The item number from the generated GTIN-13 is automatically entered in the

2.21.1.1.1.1

2.21.1.1.1.2

2.21.1.2

2 Products / Series "Details" tab renamed "DDetails" tab (160525, as of v. 10.10)



"Order No." box with a special order number prefix – thus saving you a step in the process (definable by your

system administrator). In this case, the "Generate Order Number" (pop-up menu) option is no longer required and your system administrator can hide it via the "Security – Rights Management (SEC_RIGHTS)" tool in order to avoid conflicts.

"Details" tab renamed "DDetails" tab (160525, as of v. 10.10)

As a result of the enhancement "Attestations, safety and maintenance instructions (160525, as of v. 10.10)", the "Details" tab in the "Products" module has been renamed "DDetails". The "D" in "DDetails" stands for "distribution" – this is intended to clarify the purpose of the tab as a location for maintaining distribution

details.

Attestations, safety and maintenance instructions (160525, as of v. 10.10)

Please note: To use the functions described in the following, you need to have a license for the "Attestations, Safety and Maintenance Instructions" (PPM-Z-280 / 10.10) product.

For non-book products, it may be necessary to have additional information on product characteristics available, such as quality seals, and safety or maintenance instructions. This information is addressed to the consumer or is necessary for production or catalog creation.

You can store information of this type as product notices in the Klopotek system. The new "Notices [➙ 132]" tab is available in the "Products" module for this purpose.

You can create text modules in different languages for the product notices and use them in different products. You can also store graphics such as quality seals for the product notices using the "Digital Asset Management [➙ 135]" feature.

User interface

"Product" form

"Notices" tab

On the "Notices" tab, you can enter and maintain any number of textual notices for a product. You can save and reuse texts as text modules as well as create versions of each text module in different languages.

You can create different types of notice depending of the type of product. This may be consumer information which must be printed on or included with a product (e.g. maintenance instructions, the ingredients or

material, nutritional information). However, you can also store order relevant information, for example related to product testing (quality seals, certificates of non-objection etc.) This data can be integrated into the order document when creating a supplier order.

2.22

2.23

2.23.1

2.23.1.1

2.23.1.1.1

Products / Series 2 Attestations, safety and maintenance instructions (160525, as of v. 10.10)



Note: In order to integrate texts from the "Notices" tab into order documents, you must adjust your order style

sheet to suit your needs.

"Product Notices" area

In this area, you enter information on the individual product notices for each product edition.

Use the navigation icons on the left of the tab to switch between editions.

Documentation: Please refer to the user manual "Overview", "User interface elements", "Navigation icon (definition)" (EN_UM_GEN_Overview).

To create a new product notice, use the "Insert Line Above" or "Insert Line Below" icons. The "Data Entry /

Modification Information" icon provides information on the creation of and modifications to a product notice.

Documentation: Please refer to the user manual "Overview", "Standard symbol and icons for working with

objects" (EN_UM_GEN_Overview).

Type

Select the desired type of product notice from this drop-down menu. The type provides a rough classification of the notice. You can assign multiple notices to a type. It is mandatory to select an entry from this drop-

down menu.

Text Module

Select a text module from among the predefined text modules in this drop-down menu. All the existing text modules are displayed.

The text modules available here depend on the entry in the "Type" box, i.e. only the text modules which have the same notice type are displayed.

It is mandatory to select an entry from this drop-down menu.

If you want to enter text freely rather than use predefined text modules, select "Individual". This is the default entry when you create a new line for a new notice.

Note on Usage

Enter information on how the product notice should be used in this text box. For example, you could enter

information on placement on the product or notes for the production department or external supplier. The information in this box is saved in the database table for product notices.

Entering information in this box is optional.

Status

Select a processing status for the product notice from this drop-down menu. Your system administrator defines whether the status is preset when a new line is created. The box is empty by default.

Selecting a status for the product notice is optional.

2.23.1.1.1.1

2.23.1.1.1.1.1

2.23.1.1.1.1.2

2.23.1.1.1.1.3

2.23.1.1.1.1.4

2 Products / Series Attestations, safety and maintenance instructions (160525, as of v. 10.10)



"Texts" area

This area displays the existing texts in the applicable languages for the active product notice in the "Product Notices" area. If you click on another product notice, the display changes accordingly.

You can maintain the text for the active product notice in different languages. In this case, each line corresponds to a different language.

If the product notice has a defined text module, the system displays the associated boxes with a gray background. In this case, you cannot modify the texts.

If the text is individual (i.e. you have selected "Individual" from the "Text Module" drop-down menu), you can modify the data in the associated boxes.

To create a version of the text in another language, use the "Insert Line Above" or "Insert Line Below" icons. The "Data Entry / Modification Information" icon provides information on the creation of and modifications to a text.

Documentation: Please refer to the user manual "Overview", "Standard symbol and icons for working with objects" (EN_UM_GEN_Overview).

Language

Select the desired language for the product notice from this drop-down menu.

It is mandatory to select an entry from this drop-down menu. You can only use each language once per notice.

Text

This free text box is available for entering the actual notice text for each language. The text in this box is not

formatted.

Entering information in this box is mandatory.

Options on the "Notices" tab

Generate Text Module (button)

You can generate a defined text module from an individual product notice ("Individual" in the "Text Module" drop-down menu). This text module and its associated texts are then available for reuse with other product notices via the "Text Module" drop-down menu.

Select the product notice and click on the <Generate Text Module> button. This opens the modal window "Name Text Module".

"Name Text Module" modal window

Name

Enter the name of the new text module in this box. The entry is mandatory.

2.23.1.1.1.2

2.23.1.1.1.2.1

2.23.1.1.1.2.2

2.23.1.1.2

2.23.1.1.2.1

2.23.1.1.2.1.1

2.23.1.1.2.1.1.1




The system changes the name of the text module from "Individual" to the name you entered and makes it

available in the "Text Module" drop-down menu.

<OK>

Click <OK> to close the window. The system transfers the name of the new text module to the "Text Module"

drop-down menu in the "Product Notices" area.

Note: In order to save the name of the text module, you must explicitly save the product.

<Cancel>

Click <Cancel> to close the window and discard the data you entered.

Modify Text Module (button)

Click on <Modify Text Module> to edit the text of a text module. The "Language" and "Text" boxes can now be modified.

The system automatically applies your changes for the text module.

Note: In order to save your changes, you must explicitly save the product.

If the text module is used in other products, a window opens with a list of these products. The system

displays the ISBN / order number and the short title for the products in the list and asks whether you really want to modify the text module. A maximum of 30 products are displayed in the list. If more than 30 products are affected, the message "and more…" appears at the end of the list.

If you click <Yes>, the write-protection for the text module is removed and you can edit the text. If you click <No>, the window is closed and the text module remains write-protected.

Delete Text Module (button)

Click on <Delete Text Module> to completely delete a text module and all its references from the system.

If the text module is still being used by other products, a window appears with a list of these products. The system displays the ISBN / order number and the short title for the products in the list and asks whether you

really want to delete the text module. A maximum of 30 products are displayed in the list. If more than 30 products are affected, the message "and more…" appears at the end of the list.

If you click <Yes>, the text module and all the product notices for the products which use this text module are deleted from the system. If you click <No>, the window is closed without making any changes.

Note: The system deletes the text module as soon as you click <Yes>. You do not need to explicitly save the product again.

Connection to Digital Asset Management (DAM) You can also include images in your product notices, e.g. quality seals, using the Digital Asset Management

(DAM) feature.

The "Notices" storage level is available within the DAM system. On the "Notices" tab, select the product

notice for which you want to upload an image and click on "Add Asset" (icon) in the "DAM" window. In the

2.23.1.1.2.1.1.2

2.23.1.1.2.1.1.3

2.23.1.1.2.2

2.23.1.1.2.3

2.23.1.2

2 Products / Series Attestations, safety and maintenance instructions (160525, as of v. 10.10)



"New File" modal window, you can select "Notices" from the "Storage Level" drop-down menu. Select this

entry to save the desired image for the product notice.

Note: The "Notices" entry is only available in the "Storage Level" drop-down menu when you are on the

"Notices" tab. You cannot upload images for individual product notices.

Images saved in this way are displayed in the "DAM" window grouped under the "Notices" storage level.

When you select another product notice in the "Notices" tab, the image displayed in the "DAM" window changes accordingly.

The images stored for product notices are also displayed in the "DAM" window when you are on other tabs in the "Product" form. The system displays the images for all the notices for the edition, irrespective of which notice is currently active.

Note: If you want to use the respective image in the supplier order or for the catalog export, you can only use the storage location "Link only". The path entered there is exported in this form. Please ensure that the related entities have access rights for this path.

For further information on the "Digital Asset Management" feature, please see "EN_UM_GEN_DAM_Digital_Asset_Management_XX.pdf"

Copying products with product notices You can copy existing products using the following options:

• Copy as Template (pop-up menu)

• Copy as Product (pop-up menu)

• New Version (pop-up menu)

• New Edition (pop-up menu)

• New Version based on Edition (pop-up menu)

The following applies for all these options: If you have stored product notices and images for a product, they

are transferred to the new product during the copy process. The system copies the respective text module in all the languages you have entered, the images which are stored as DAM assets, the note on usage and the status.

In a system setting, your system administrator can specify that individual product notices are excluded from the copy process. This is possible when copying a product to create a new edition ("New Edition" (pop-up menu)), or a new version ("Copy as Template" (pop-up menu), "Copy as Product" (pop-up menu), "New

Version" (pop-up menu))

Note: Individual product notices are not transferred when copying a product. The "New Version based on

Edition" option does not actually copy the data, instead it reassigns the edition related data to the new version. The individual product notices for the edition are attached to the new version.

2.23.1.3




Synchronizing products with product notices You can synchronize product notices between several products for an edition when saving. The "Product notice" data area is available for this in the corresponding data type. Assign this data area to the pivot table used for edition synchronization.

Use a system setting to define the product notice types to be synchronized. You can synchronize the following boxes in the "Notices" tab:

• Type

• Text Module

• Note on Usage

• Status

Within a product notice line, you can exclude the "Status" and "Note on Usage" boxes from product synchronization.

Please note: Individual text modules, i.e. product notices with the "Individual" entry in the "Text Module"

drop-down menu, are excluded from synchronization. Synchronization is only performed for non-individual text modules.

If you check the "Highlight Synchronized Fields" box in the user profile, the respective fields are highlighted in color in the "Notices" tab.

XML export procedures The XML basis has been enhanced for all XML export procedures so that the product notices on the

"Notices" tab ("Product" form) can be exported in XML format in the available languages.

The "Catalog export (CATEXP)" procedure explicitly exports the product notices.

The following fields are exported into the XML structure:

• Type

• Text Module

• Note on Usage

• Link

Export of DAM content

If a graphic is stored as a URL reference (e.g. an address in the file system or link) for a product notice using the Digital Asset Management (DAM) feature, it is also exported by the XML export procedures ("Link" element).

The Message Based Services "Product adaptor (OUT)" and "DAC Product adaptor (OUT)" also export the data from the "Type", "Text Module", and "Note on Usage" boxes on the "Notices" tab.

For further information, please refer to EN_ID_PRD_XML_Export, EN_ID_MBS_Product_MBS_Adaptor_Family and EN_ID_MBS_Digital_Asset_MBS_Adaptor_Family.

2.23.1.4

2.23.1.5

2 Products / Series Simplified price management on the "Summary" tab (159975,173500 as of v. 10.10)



XML export supplier orders The Message Based Service "Supplier Order adaptor (OUT)" exports the data in the "Type", "Text Module", and "Note on Usage" boxes on the "Notices" tab for supplier orders.

Export of DAM content

If a graphic is stored as a URL reference (e.g. an address in the file system or link) for a product notice using the Digital Asset Management (DAM) feature, it is also exported.

For further information, please refer to EN_ID_MBS_Supplier_Order_MBS_Adaptor_Family.zip.

Simplified price management on the "Summary" tab (159975,173500 as of v. 10.10)

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.

As of version 10.10, it is possible to create prices on the "Summary" tab in a simplified form. You can create prices for simple price models with only one or two sales prices. More complex price structures can be created on the "Prices" tab, which you can open via the link on the "Summary" tab.

Your system administrator specifies which price types can be used for the simplified form of price management.

The simplified price management is a complex data element. Only the definition of prices per period is supported on the "Summary" tab. Prices per edition, special prices and group prices are not supported however. If prices already exist for a product and they are not prices per period, they are not displayed on the "Summary" tab nor can you edit them there.

The simplified price management can only be used for prices with the quantity "1" and the current standard currency. Price scales are not supported on the "Summary" tab. Depending on your system configuration, the standard currency is either defined by the product's company group or owner. The price which is displayed is always the price which is valid on the current date. The price list is always the standard price list.

All of the price types which your system administrator has activated for the simplified price management are available on the "Summary" tab for specifying prices for the respective ISBN/order number. Alternatively,

your system administrator can activate price types in the simplified price management for specific company groups.

You cannot insert or delete lines in the price list on the "Summary" tab. Prices which you create on the "Summary" tab are valid as of the current date and the validity period has no fixed end. These prices are displayed accordingly on the "Prices" tab. If a price related to a validity period that begins after the current date already exists on the "Prices" tab, the validity period of the price created on the "Summary" tab ends the

day before this price begins.

2.23.1.6

2.24

Products / Series 2 Sales information on the "Summary" tab (159975, as of v. 10.10)



If the prices for a different edition relate to another ISBN/order number, you must modify the price

information accordingly.

The system displays the following information for each price type:

Box Type Comment

Price Unit* Ref. unit for prices (MDT PRICUNITS)

For informational purposes, you can select the reference value of the price.

Price Type Price types (MDT PRIC)

You cannot change the predefined price types which your system administrator activates for the simplified price management.

Price Numerical field You can specify prices with two decimal places. You can only change the price when no prices are specified for a later period for the current price type.

Currency Currency (MDT CURR) Displays the current standard currency for the current edition. You cannot change the currency.

Net* Checkbox (two values)

This box defines whether the price is net or gross. The default value depends on your system settings.

ca.* Checkbox (two values)

This box defines whether the price is approximate. Prices are by default not approximate.

If you modify one or more value which are flagged with a "*" in the table, the corresponding entry on the "Price" tab is also changed. The entries are sorted according to the order defined in the data types.

When modifying price amounts, the system distinguishes between three different situations:

Old price amount

New price amount Comment

NULL Price > 0.00 You create a new price entry which is valid from the current date for the current ISBN.

Price > 0.00 Price > 0.00 and the new price is different from the old price

The current price entry for the current combination of ISBN/Order No. and price is closed by ending its validity period on the day before the current date. If the current price is valid as of the current date, the price is modified and no new price is created.

Price > 0.00 Price: NULL or 0.00 Price modifications of this type are not allowed. A corresponding error message appears.

Sales information on the "Summary" tab (159975, as of v. 10.10)

As of version 10.10, the following additional boxes with sales-relevant information are available on the "Summary" tab:

Single data elements

Box Level Type

Packaging Edition Drop-down menu (MDT)

2.25

2 Products / Series Reprint related boxes on the "Summary" tab (174070, as of v. 10.10)



Display data elements

Box name Level Type Comment

Plan. Pack. Units Edition Numerical (without decimal places)

Calculates the number of packing units planned as follows: Planned edition size divided by "Qty per Pack.Unit". This box only exists on the "Summary" tab.

Reprint related boxes on the "Summary" tab (174070, as of v. 10.10)

As of version 10.10, the following boxes with information on the reprint are provided in a central location - the

"Summary" tab in the "Products" module:

Input boxes on the "Summary" tab

Box Level Type Comment

Repr.Type Print Drop-down menu (MDT)

No. Finished Products Print Numeric (without decimal places)

As on the "Print" tab, manual entries can only be made with the corresponding setting (A4 - Unit cost calc. (MDT PROFUNITCO): "N") The number of units is only synchronized with the actual print run when the information on the number of units relates to the finishing state "Product".

Planned Date Print Date

Act. Date Print Date

Display boxes on the "Summary" tab

Box Level Type Comment

Act. Print Run Print Numeric (without decimal places)

Actual print run of finished products

Open "Summary" tab automatically (175116, as of v. 10.10)

If you have a license for the "Summary" tab and are authorized for the tab in the "Security - Rights

Management" tool, you can control whether the "Product" form always opens to the "Summary" tab in the user profile ("Settings" tab, "Auto. Open "Summary" Tab [➙ 141]").

2.26

2.27

Products / Series 2 Price units (160502, 175536, as of v. 10.10)



User interface

User Profile, "Settings" tab

Auto. Open "Summary" Tab

Via the "Auto. Open "Summary" Tab" checkbox, you control whether the "Summary" tab should be opened automatically the first time a "Product" form is opened.

Note: You should only select this checkbox when you work primarily with the "Summary" tab in the "Product" form because this option may impair the performance of the application.


selected The "Summary" tab opens automatically when a "Product" form is opened.


The "Version" tab opens automatically when a "Product" form is opened.

Price units (160502, 175536, as of v. 10.10) In the Klopotek system, you enter and edit the different prices for a product ("Products" module, "Prices" tab). To this end, you enter information on the unit to which the price relates – the "Price Unit".

In the "Price Unit" group box, you select the reference value which is saved with the price (e.g. price per

single unit, set, pair). The price unit is important when it is not clear from the product name whether one or more units are contained in the product. It is purely informative and the Klopotek system does not use it for processing.

The price unit which you select always applies to the entire product. This prevents you creating a price list with a mixture of reference values (e.g. "per unit" and "per 100g").

The price unit defaults to the value "Unit" until your system administrator modifies the settings.

The price unit

• is displayed in abbreviated form in the "Product Info" form ("Prices/Classific." tab) and is available in Information Viewpoint ("Product" data source, "Prices")

• is a part of the "Version" data area for product synchronization

• is taken into account for product import and export and

• is issued during the XML supplier orders export.

In addition to the price unit, the supplier (name of the business partner) from the initial account assignment is also issued in the supplier order during the "XML Supplier order export".

Documentation: Please refer to the interface description "XML Supplier order export" (EN_ID_PPM_XML_Supplier_Orders).

Batch procedures

2.27.1

2.27.1.1

2.27.1.1.1

2.28

2 Products / Series Seasonal Articles (157820, as of v. 10.10)



• "FCB PRD Product import (PRDIMP2)"

• "PRD Product export to standard interface (prd_exp2)"

• "Catalog export (catexp)"

• "PRD XML Export product pool (PRD2XML)"

• "VLB Title Registrations in ONIX Format (vlbExpOnix)"

Message Based Services (MBS)

• "Product adaptor (OUT), Product Series adaptor (OUT)"

• "Product Price adaptor (OUT)"

Seasonal Articles (157820, as of v. 10.10) Seasonal sales with fixed appointments are phases of especially intensive sales activity and especially high turnovers. They take place on specific occasions, such as Easter, Christmas, or Mothers' Day. You can plan specific promotions and special offers for these dates with your business.

You can flag products as seasonal articles for seasonal sales. In addition, you can create lists of seasonal products using a selection criterion in the "Product Selection" module and use stylesheets to process them for various purposes.

Your system administrator defines the sales periods for seasonal trade in a system setting.

Note: In a forthcoming enhancement, products flagged as "Seasonal Articles" can be bundled and shipped for a specific seasonal date, i.e. the products can be ordered at any time during the year, however they are only delivered at a time which suits the season, even if the products are in stock when ordered.

User interface

"Products" module

"Distrib." tab

Season

Select a value from the "Season" drop-down menu in order to explicitly assign a sales period for seasonal business to the product (e.g. Christmas, Easter, or Mothers' day).

Note: You can only allocate a season at the level of the ISBN or order number. When you save, the system checks whether products with the same ISBN / order number are assigned different values for the season. If so, an error message appears and the save process is cancelled.

When you create a new edition, the system transfers the season defined for the previous edition to the new edition.

2.29

2.29.1

2.29.1.1

2.29.1.1.1

2.29.1.1.1.1

Products / Series 2 Flag for products which can be ordered (165576, as of v. 10.10)



"Products" search form – input boxes for search criteria

Season

Select a value from the "Season" drop-down menu to restrict the search to products which have been assigned the selected season.

Displaying the search results

The search results display the sales seasons defined for a product in the list and grid views.

List view, Fourth line:

When you have assigned a sales season to a product via the "Season [➙ 142]" drop-down menu on the "Distrib." tab, the system displays it here.

Grid view, "Season" column

The system displays the sales season assigned to a product here. You can sort or group the table by this column.

"Product Selection" module In the "Product Selection" module, the attribute "Season" is available as a new selection type on the "Product" tab.

Batch procedures

FCB PRD Product import (PRDIMP2)

The "FCB PRD Product import (PRDIMP2)" batch procedure imports the sales season assigned to a product edition into the Klopotek system from an external system via the "Products" module interface tables.

Flag for products which can be ordered (165576, as of v. 10.10)

You define as of when customers can actually order a product.

Products for which no decision has been made as to whether they will actually be produced can be flagged at edition level to prevent order being accepted for them ("Can Be Ordered" in the "Products" module). In addition, this flag can be used as a filter to provide more clarity when searching in the product pool. You can exclude products which are planned and cannot be ordered from a search, so that they do not appear in the results.

2.29.1.1.2

2.29.1.1.2.1

2.29.1.1.3

2.29.1.2

2.29.2

2.30

2 Products / Series Flag for products which can be ordered (165576, as of v. 10.10)



User interface

"Products" module

Options on the "Edition" tab

Set Delivery Status (pop-up menu)

Can Be Ordered

Enable the "Can Be Ordered" check box to explicitly specify that orders can be placed for a product edition and to avoid inadvertently entering orders for products which are not available for sale. This flag can be set independently of the delivery status.

By means of a system setting, you specify that products automatically receive the "Can Be Ordered" flag when a particular delivery status is reached. When you set this delivery status for a product, the system automatically places a checkmark in this box. You can remove the checkmark again, irrespective of this

setting, even when there are already orders for the product.

This flag only applies for the main location for the respective edition. When creating a new product edition,

this check box is preset in accordance with the system setting for the 'Planned' delivery status.

"Products" search form - input boxes for search criteria

Can Be Ordered

By default, the "Can Be Ordered" check box is neither selected nor deselected (green square). The search takes all products into account.

When you deselect the "Can Be Ordered" check box, the system does not display products with this flag in the search results.

When you select the "Can Be Ordered" check box, the system only displays products with this flag in the search results.


The search results provide information about whether a product can be ordered or not in the list and grid views.

List view, Third line:

Can Be Ordered / Cannot Be Ordered

If, when you set the delivery status of the product, you specified that it will or will not actually be produced via the "Can Be Ordered" check box, the system displays this information here.

2.30.1

2.30.1.1

2.30.1.1.1

2.30.1.1.1.1

2.30.1.1.1.1.1

2.30.1.1.2

2.30.1.1.2.1

2.30.1.1.3

Products / Series 2 Products: "Distrib." tab, "Pricing on Shipment" label (170779, as of v. 10.10)



Grid view, "Can Be Ordered" column

If, when you set the delivery status of the product, you specified that it will or will not actually be produced via the "Can Be Ordered" check box, the system displays this symbol here. You can sort or group the grid by

this column.

"Product Selection" module In the "Product Selection" module, the attribute "Can be ordered" is available as a new selection type on the "Product" tab. You can create a list of products which can or, alternatively, cannot be ordered according to your requirements. You can use stylesheets to process these lists for various purposes.

Batch procedures - enhancements

FCB PRD Product Import (PRDIMP2)

The batch procedure "FCB PRD Product import (PRDIMP2)" imports the "Can Be Ordered" flag into the Klopotek system from an external system via the interface tables for the "Products" module.

Products: "Distrib." tab, "Pricing on Shipment" label (170779, as of v. 10.10)

Various tabs are available in the "Products" module for creating and editing product data.

On the "Distrib." tab, you enter and edit distribution information for the edition of the product currently selected on the "Edition" tab. If you employ the Klopotek "Order-to-Cash" system (O2C), the entries made here are used by the invoicing procedure ("BSD Invoicing (fab)" batch procedure).

Based on the professional context, the "Price Mainten." tab has been renamed "Pricing on Shipment". If you select this option, the system determines the price at the time of shipment, not at order time.

This is particularly necessary for books which are subject to price maintenance if prices change between the creation of the order and the shipment.

Please note: The label has also been renamed in the "Product Information" module, in the "Product Information" report and in the Information ViewPoint tool.

Commodity code duty and duty rate (172443, as of v. 10.10)

If you produce your products abroad, customs duties must be paid. These duties are classified by the so-called "customs tariff number" and receive a duty rate depending on the country of origin.

To enable you to quickly check the import duties, the Klopotek system provides you with the customs tariff number (commodity code duty) and the duty rate relevant for the import of your products to be sold.

2.30.1.2

2.30.2

2.31

2.32

2 Products / Series Commodity code duty and duty rate (172443, as of v. 10.10)



For supplier orders, the Message Based Service (MBS) "Supplier Orders adaptor (OUT)" exports the

customs tariff number (commodity code duty import) for importing the relevant product and the duty rate (import tax rate) as part of the supplier order data.

"Products" module, "Distrib." tab

The "Duty" group box is available on the "Distrib." tab in the "Products" module. Here, you can store and edit customs duty data for the import of a product to be sold.

Please note: The data is automatically synchronized by product synchronization.

Select the content type a package contains from the "Commodity Code Duty Import" drop-down menu which

must be listed for customs declarations.

Please note: This is the import duty of the current product, i.e. when the product is being imported from

abroad.

To create an own entry, enter the import duty directly into the drop-down menu. You can enter up to 20

characters here. The system saves your entry in the database.

Saving the product automatically saves your data at edition level.

Enter the customs tariff valid for the current product in the "Import Tax Rate" box.


Select the content type a package contains from the "Commodity Code Duty Export" drop-down menu which must be listed for customs declarations.

Please note: This is the export duty of the current product. You cannot specify any rate for export duties as they may differ depending on the country of destination.

To create an own entry, enter the export duty directly into the drop-down menu. You can enter up to 20 characters here. The system saves your entry in the database.


"Products" module, "Summary" tab

Use the editable drop-down menus "Comm.Code Duty (Imp.)" and "Comm.Code Duty (Exp.)" on the

"Summary" tab to enter the export and import duty for the relevant product. Enter the respective import tax rate in the "Import Tax Rate (%)" box.

Message Based Service (MBS) "Supplier Order adaptor (OUT)" The Message Based Service (MBS) "Supplier Order adaptor (OUT)" exports the data directly for the supplier order or from the interface tables.

The MBS exports the customs tariff number (commodity code duty import) and the duty rate (import tax rate) defined at the edition level of the relevant product as part of the supplier order data.

For more information, please see EN_ID_MBS_Supplier_Order_MBS_Adaptor_Family.

2.32.1

Products / Series 2 Sort the price list in descending order by period/edition (177508, as of v. 10.8)



Sort the price list in descending order by period/edition (177508, as of v. 10.8)

On the "Prices" tab in the "Products" module, the system displays the existing prices for a product in the

"Price List" group box. Initially, the price list is sorted by ISBN/order number.

As of version 10.8, the price list is sorted in descending order by validity period (prices per period) or edition (prices per edition), so that the system always displays the current price for an ISBN/order number at the top of the list.

"Summary" tab: "Costs/Unit", "CalcCosts/U." and "Ref. Key" boxes (175269, as of v. 10.10)

With the "Summary" tab in the "Product" form, you can view and/or edit selected product data in a central location. As of version 10.10, the "Summary" tab includes the display boxes "Costs/Unit", "CalcCosts/U." and "Ref. Key".

Name Level Type Comment

Ref. Key Edition Text The system displays the reference key for the main location. You can modify the reference key with the "Set Delivery Status…" option (pop-up menu).

Costs/Unit Reprint Numeric (two decimal places) Production costs per unit for the finishing state flagged as "Finished"

CalcCosts/U. Reprint Numeric (two decimal places) Calculated production costs per unit for the finishing state flagged as "Finished"

"Open Product Info" option in the "Product" form (173897, as of v. 10.10)

The "Open Product Info" option (pop-up menu) is available on all the tabs in the "Product" form as part of the

"Product" submenu.

This allows you to open the "Product Info" form for the edition which is currently open, where the central data

on title, specifications, and distribution are displayed for this product. This enables you to quickly answer enquiries about a product.

Your system administrator must authorize the "Open Product Info" option for the individual tabs in the "Product" form using the "Security" tool:

2.33

2.34

2.35

2 Products / Series ISBN and GTIN generation with a unique order number (176107, as of v. 10.10)



• "Version" tab

• "Edition" tab

• "M.Act." tab

• "Links" tab

• "Contracts" tab

• "Plan." tab

• "Prices" tab

• "Print" tab

• "Distrib." tab

• "Schedule" tab

• "Add.Prod." tab

• "Spec." Tab

• "Prod." tab

• "Summary" tab

• Tabs for texts ("Content", "Comments", "Notes" and "Quotes")

• The following areas are authorized together: "Product" form header, "Originators" tab, "Relatns." tab, "Contrib." tab, "DRights" tab, "DDetails" tab, "Notices" tab, "Approval" tab, "Perm." tab,

"Indiv." tab, "Supplr." tab and "GProfit" tab.

The "Product Info" option (pop-up menu) in the "Products" search form has been renamed "Open Product

Info".

ISBN and GTIN generation with a unique order number (176107, as of v. 10.10)

If the order number is identical to the ISBN title number in publishing houses which are part of your company, the system can be set up so that an order number is automatically created from the title number when you generate the ISBN ("Generate ISBN" (pop-up menu)). The system ensures that this order number is not already in use.

In the same way, when you generate the GTIN ("Generate GTIN" (pop-up menu)) with this setting active, the system automatically creates an order number which matches the GTIN item number. The system ensures

that this order number is not already in use.

In the Klopotek system, the order number is managed on proprietor level, the ISBN and GTIN however on

company group level. This can cause the number ranges to influence each other. If, for example, publisher A already uses the order number 1234, publisher B can no longer use this order number. This means that the ISBN with this title number is no longer available and will remain unused.

2.36

Products / Series 2 ISBN and GTIN generation with a unique order number (176107, as of v. 10.10)



Generate ISBN For each ISBN title number range, your system administrator can specify in a pivot table that when "Generate ISBN" (pop-up menu) is selected, the system creates an ISBN whose title number can also be used as a unique order number, i.e. the order number cannot already be in use for another product.

When this setting is active, ISBNs are generated as follows:

1. The system determines the next free title number in the number range.

2. The system checks whether this title number would be a unique order number.

3. If, at proprietor level, the order number is already assigned to another product, the next highest title number is determined and checked in the same way.

4. ISBN generation:

– If the system cannot determine a title number which is not already assigned to another product as an order number, it does not generate an ISBN.

– If the system can determine a title number which would be a unique order number, it generates the ISBN and uses the ISBN title number as the order number of the product.

Note: If you manually create an order number before you select "Generate ISBN" (pop-up menu), the system does not overwrite the manually created order number, it only generates an ISBN. The system does not

check whether the manually created order number could be used as the title number. In this case, the ISBN title number and the order number will not be identical.

Generate GTIN For every GTIN item number range, your system administrator can specify in a pivot table that when "Generate GTIN" (pop-up menu) is selected, the system creates a GTIN whose item number can also be used as a unique order number, i.e. the order number cannot already be in use for another product.

When this setting is active, GTINs are generated as follows:

1. The system determines the next free item number in the number range.

2. The system checks whether this item number would be a unique order number.

3. If, at proprietor level, the order number is already assigned to another product, the next highest

item number is determined and checked in the same way.

4. GTIN generation:

– If the system cannot determine an item number which is not already assigned to another product as an order number, it does not generate a GTIN.

– If the system can determine an item number which would be a unique order number, it generates the GTIN and displays it in the "GTIN Code [➙ 130]" box. It also enters the GTIN item number as the order number in the "Order No." box.

2.36.1

2.36.2

2 Products / Series Planned packing units for print runs (174227, as of v. 10.10)



Note: If you manually create an order number before you select "Generate GTIN" (pop-up menu), the system does not overwrite the manually created order number, it only generates a GTIN. The system does not check whether the manually created order number could be used as the title number. In this case, the GTIN item number and the order number will not be identical.

Note: When this setting for generating a unique order number from the GTIN item number is used, the system ignores the general system setting for automatically generating the order number from the GTIN.

In the pivot table, an item number range can be defined so that when a GTIN is generated, the system automatically creates an order number with a prefix to differentiate it from the number ranges of other publishers. In this case, your system administrator must deactivate the creation and checking of unique order

numbers when generating GTINs and ISBNs. Otherwise the system ignores the prefix when checking whether the order number is unique.

Example: Publisher A has already assigned the order number "1234", publisher B creates an order number with the prefix "B" from a GTIN. If the system is set to check whether the order number is unique, it would regard the combination "B1234" as already assigned. If this check is deactivated, "B1234" can be assigned as an order number.

Planned packing units for print runs (174227, as of v. 10.10)

In the "Products" module, the system displays the number of planned packing units (PUs) for the respective print run.

The system calculates the number of packing units as follows:

Planned print run ("Plan.Print Run" on the "Print" tab) divided by the quantity per packing unit ("Qty per Pack.Unit" on the "Distrib." tab).

If the result is not a whole number, the system rounds it down.

The planned packing units for the print run are displayed on the following tabs in the "Product" form:

• "Print" tab, "Planned PUs" box

• "Summary" tab, "Plan. Pack. Units" box

Note: The information in this box relates to the planned print run and not, as previously, to the planned edition size.

Enlargement of the "Production Details" box (176333, as of v. 10.10)

For your project planning, you enter details for production on the "Spec." tab in the "Products" module ("Production Details" box). As of version 10.10, you can enter up to 1020 characters to allow for more comprehensive texts.

2.37

2.38

Products / Series 2 Proprietor-specific text modules on the "Notices" tab (179029, as of v. 10.10)



Proprietor-specific text modules on the "Notices" tab (179029, as of v. 10.10)

On the "Notices" tab in the "Products" module, the text modules are proprietor-specific.

In the "Text Module [➙ 133]" drop-down menu, the system displays the text modules for the current proprietor. If you create a new text module on the tab or delete an existing one, this modification only affects the current proprietor.

Stock allocation / reservation (158482, 160350 as of v. 10.11)

Using the stock allocation feature and the resulting mechanisms for the reservation and assignment of stock, you can:

• reserve goods for customers (customer groups) independently of orders on hand (quotas)

• make reservations before goods are received in the warehouse, i.e. independent of the available

stock

• include future stock (e.g. from planned production runs)

• allocate stock independently of the priority of an order

• allocate future production at delivery level

• hold deliveries until they are approved

Note: When you activate the "Goods in release required" system setting, the data for existing products must be updated first. This must be done by means of a migration project! Please contact your Klopotek consultant.

Please note: To use the functions described in the following, you need to have a license for the "Suppl: Quotas" (BSD-Z-180 / 10.11) product.


Quotas can be established to reserve stock independently of orders and / or planned production quantities.

To this end, you can enter a quota group for each customer which is then given priority when fulfilling that customer's orders.

For each sales product, you then have the option of setting up a quota (per edition / reprint / delivery and

quota group) which reserves a specific quantity of the product. The "Standard" quota always contains the produced (and planned) quantity less the quantity reserved for other quotas.

When the system allocates stock, it first assigns a quota group and a provisional allocation date (i.e. current or future production) to every order line which has to be shipped. The combination of the quota group and the allocation date determines the quota from which the line is primarily fulfilled.

2.39

2.40

2 Products / Series Stock allocation / reservation (158482, 160350 as of v. 10.11)



Allocation Stock allocation takes place at delivery level.

If the system is configured so that deliveries must be explicitly released, the system uses the planned release date as the allocation date. If there is no planned release date, the planned delivery date is used

instead.

Note: When deliveries must be explicitly released, they are handled separately from the current stock (as if

they had not yet been delivered) until they are released. If a goods-in posting is made for a delivery which has not been released, the stock allocation feature handles the delivered goods as if they are unavailable, even when they have been entered as "Disposable" stock.

When the system allocates stock, it first assigns a quota group and a provisional allocation date (i.e. current or future production) to every order line which has to be shipped.

• Where applicable, the quota group is the quota group assigned to the customer; otherwise it is the "Standard" group.

• The allocation date is determined in accordance with the planned shipping date (date from the order line or order or planned seasonal shipping date for seasonal articles) and the planned

dates of future production. If there is no planned shipping date or if it is prior to the planned date of the next delivery, the line is allocated stock from the current production; otherwise it is allocated stock from the latest delivery whose the allocated date is before the planned shipping date.

The combination of the quota group and the allocation date determines the quota from which the line is primarily fulfilled.

The remaining quantity (total quantity - quantity consumed) is allocated according to the following principles:

• Lines from orders with reservations have priority over lines from orders without reservations.

• The quantity still available in a quota (remaining quantity - total pending quantity) is also used to allocate stock to lines in the same quota group with a subsequent allocation date.

• The system always allocates the quantities from the customer's quota first. If the quantity is insufficient, the remainder is taken from the "Standard" quota.

• Stock is allocated in chronological order by order entry.

• If the "Ship Remain.Stock" option is active for a product with the status 'Out of print', the remaining stock is allocated first. All the positions which cannot be allocated stock are - provisionally - "routed" to the replacement product (a subsequent edition or an explicitly specified

and activated replacement product) and this product is then use to allocate stock. This may be undone if changes to the allocation of stock mean that the line can be assigned stock from the remaining stock.

The following lines are taken into account during the allocation of the remaining quantity:

2.40.1

Products / Series 2 Stock allocation / reservation (158482, 160350 as of v. 10.11)



• Single lines which have not been shipped and are not flagged as offers or pro formas

• Single lines which have not been shipped for paid pro formas

• Single lines which have not been shipped which are flagged as offers or pro formas and have not been ended.

• Components (sub-lines) of non-prepacked sets

• Standing orders in which the sales product is still to be shipped.

Note: When allocating stock to order lines which - via the order type - should be fulfilled from stock types other than "Disposable", the system uses the current stock of this stock type and ignores quotas and future production.

Note: Add-ons are only generated when an order is first processed by the invoicing procedure. Lines generated in this manner are only allocated stock then.

Order lines which - based on the current stock situation - cannot be fulfilled to the planned shipping date are flagged accordingly (availability symbol).

In customer notifications which refer to future availability, the invoicing procedure uses the allocation date of the next, unreleased delivery if deliveries must be explicitly released; otherwise it uses the allocation date of the next, pending delivery.

For lines which are pending but which cannot be allocated current stock or pending deliveries, the customer notification is supplemented with "with reservations".

In addition to the entry of new order lines, the following events also trigger the reallocation of stock:

• Changes to the quantity or cancellation of an existing order line

• Retroactive reservation or its cancellation in an existing order

• Modification of the planned shipping date of an existing order line (either in line itself or in the

order)

• Modification of the order type if the stock type used for allocation changes as a result

• Modification of the quantity or the duration of a standing order

• Modification of the "Next Edition" flag in a standing order

• Modification of the "Ship Remain.Stock" flag for the product

• Modification of the planned delivery quantity or the planned delivery or release date for the product

• Modification of a quota quantity for the product or for the customer

• Modification of the quota group for the customer

• Modification of the stock (quantity and stock type)

• Addition or removal of a component of a non-prepacked set

• Changes to the quantity of a component in a non-prepacked set




• Addition or removal of a product to / from a series

Quotas Quotas can be set up to allow for the reservation of stock and / or planned production independent of orders on hand.

Quota groups are defined for this purpose. There is a designated "Standard" quota group which is always used for the allocation of stock to orders when no other quota group is available. One quota group can be specified for every customer. The quotas in this group then take precedence when fulfilling orders for this customer.

Quota groups collect quotas for groups of customers.

A quota can be set up per edition / print / delivery and quota group (except "Standard") for all managed

inventory, where you specify the quantity which should be reserved for the quota. The quotas in the "Standard" quota group always contain the produced (or planned) quantity less the quantities reserved for other quotas.

Quotas cannot be set up for products for which inventory is not managed, in particularly non-prepacked sets.

Quotas always relate to the "Disposable" stock type.

Availability check and reservation The stock required for a line can be reserved when the remainder of the customer's quota (product quota in the quota group assigned to the customer) less the already reserved quantity is greater than the quantity to be reserved. If not, but the remainder in the "Standard" quota (less stock already reserved in this quota) is sufficient for the fraction of the quantity to be reserved which cannot be reserved in the primary quota - the stock is reserved. In this case, the corresponding fractions are reserved in the respective quotas. If the "Standard" quota no longer contains sufficient stock to fulfill the remaining order quantity, stock cannot be reserved for the line.

In the order line, the product is regarded as available when the quantity required is less than or equal to the available stock in the customer quota plus the available stock in the "Standard" quota. If this only applies for a later allocation date, the product is regarded as having qualified availability; if this does not apply, the product is regarded as unavailable.

In the order lines, an extract from the "Allocation" tab can be overlaid, displaying details such as the

customer's quota group, where applicable, and the "Standard" quota group.

Expired offers and pro formas Order lines from offers and pro formas are allocated stock like normal orders, as long as they have not been terminated.

2.40.2

2.40.3

2.40.4




The "FCB Terminate BSD pro forma (PROAUTOCAN)" batch procedure checks for all open offers and pro

formas whether the term of the offer (plus a defined number of grace days) has expired. If so, it cancels the corresponding orders. These orders are no longer allocated stock and the stock which was previously allocated is available again.

If no term of offer is entered for the corresponding orders, the system cancels the order a configurable number of days after the creation of the order.

Stock movements When processing transfers from the stock type 'Disposable Stock' to other stock types, the system checks that the quantity being transferred is not greater than the disposable quantity which is not reserved in the "Standard" quota. If the condition is not met, the system displays a warning but does not prevent the posting.

User interface

"Customer (BSD)" module, "Quotas" tab Please note: To use the functions described in the following, you need to have a license for the "Suppl: Quotas" (BSD-Z-180 / 10.11) product.


On the "Quotas" tab, you manage the customer's quotas and specify which quota group the customer belongs to.

Depending on the selected quota group, the system displays the products for which a quota has been reserved and assigned to this quota group.

You can filter the list by publisher, division, subject group and/or a particular product.

For each product, the system displays an overview of the editions/prints/deliveries already posted to the warehouse ("Curr.") and/or of the planned editions/prints/deliveries. The overview includes the following information: the planned print date, the quantity reserved and consumed, the remaining quantity, the quantity reserved for pending orders and allocated, the quantity carried forward, extra stock allocated from the "Standard" quota and the quantity available or the shortfall.

You can assign a product to the quota group and reserve a quantity using the "Assign Product to Quota

Group..." option (pop-up menu).

Documentation: Please refer to the user manual "Customer (BSD)", "Quotas" tab (EN_UM_CTMB_Customer_Book).

"Customer Info" module, "Quotas" tab Please note: To use the functions described in the following, you need to have a license for the "Quotas" (BSD-Z-180 / 10.11) product.


2.40.5

2.40.6

2.40.6.1

2.40.6.2




On the "Quotas" tab, the system displays the products for which quotas have been reserved in the quota

group selected for the customer.

The quota group is selected on the "Quotas" tab in the "Customer (BSD)" module.

You can filter the list by publisher, division, subject group and/or a particular product.

For each product, the system displays an overview of the editions/prints/deliveries already posted to the warehouse ("Curr.") and/or of the planned editions/prints/deliveries. The overview includes the following information: the planned print date, the quantity reserved and consumed, the remaining quantity, the quantity

reserved for pending orders and allocated, the quantity carried forward, extra stock allocated from the "Standard" quota and the quantity available or the shortfall.

The data displayed here are transferred from the "Quotas" tab ("Customer (BSD)" module).

Documentation: Please refer to the user manual "Customer Information System", "Quotas" tab

(EN_UM_CTMB_Customer_Information_System).

"Customer Info" module, "Pending Order (BSD)" tab The "Quota Group" box displays the quota group containing the quota which will be used to fulfill the pending order line, either fully or partially. This is the quota group which was the assigned to the customer. If the quota from the customer's quota group is insufficient, the remainder is taken from the "Standard" quota.

If the pending order will be fulfilled completely using the quota from the "Standard" quota group, "Standard" is displayed in the box.

The "Plan. Del." box displays the planned delivery date or, if you have activated the "Goods in release required" setting, the planned release date.

"Products" module, "Allocation" tab Using the stock allocation feature and the resulting mechanisms for the reservation and assignment of stock, you can:

• reserve goods for customers (customer groups) independently of orders on hand (quotas)

• make reservations before goods are received in the warehouse, i.e. independent of the available stock

• include future stock (e.g. from planned production runs)

• allocate stock independently of the priority of an order

• allocate future production at delivery level

• hold deliveries until they are approved

The "Allocation" tab displays an overview of the stock quantities allocated for the product.

Documentation: Please refer to the user manual "Products", "Allocation" tab (EN_UM_PRD_Products).

2.40.6.3

2.40.6.4




"Product Info" module, "Allocation" tab The "Allocation" tab displays an overview of the stock quantities allocated for the product.

The data displayed here are transferred from the "Allocation" tab in the "Products" module.


"Orders" module, "All Lines" tab

Availability check

When the "Reserve" checkbox on the "Order" tab is active, the system attempts to reserve stock for all the order lines when the order is saved. If the reservations are successful, a green check mark is displayed by

the order lines. If there is a line for which insufficient stock is available, the system displays a red stop sign.

Note: With the stock allocation feature, you can reserve stock which has not yet been entered into the warehouse. For this reason, the reservation mechanism has been modified. Previously, for reserved orders,

when the order was saved, the stock was transferred from F (disposable) to RV (reserved). This transfer no longer takes place. Instead, the system analyses the "Reserve" flag and attempts to reserve stock for this order. When stock is available, it is reserved. The invoicing procedure either marks order lines for which

stock cannot be reserved as pending or sets them to 'Final, Not Released for Inv.'

There is no function which checks for unprocessed orders with reservation flags when goods are posted to the warehouse in order to retry the reservation. The "Update Availability" option (pop-up menu) is available

for this purpose. If the order is open when the goods-in posting is made, you can check whether enough stock is available after the posting is complete.

If the order was not open during posting, but is opened afterwards, the system automatically checks availability.

Symbols for the availability check (no name)

A symbol after the ''OK'' box indicates the availability of the product for an unshipped line, i.e. a line that has

the 'Not Processed', 'in Progress', or 'Charged' status.

The quantity specified is only available if the total quantity of a line can be shipped from the same

warehouse. If a picking warehouse has been specified on the ''Spec.Handling'' tab, then the display refers to this warehouse. If no pick warehouse is defined, then the display refers to all distribution warehouses.

The product has not yet been published, i.e. the first edition is the current edition and has not yet had a first release.

The product's delivery status is 'Available' and the total quantity of the line is less than the available quantity and the minimum stock level of the product in the warehouse.

2.40.6.5

2.40.6.6

2.40.6.6.1

2.40.6.6.1.1




A green check mark indicates that the stock has been reserved for this order line.

The order line will be fulfilled from the next delivery (qualified availability).

The product's delivery status is 'Out of Stock', 'Out of Print' or 'Withdrawn' or the total quantity of the line is greater than the disposable quantity from one single warehouse.

The delivery status of the product is 'Available', the total quantity of the line is lower than the disposable quantity in the warehouse, but the disposable quantity falls short of the minimum stock level set for the stock

item ("Total... Unit(s)" box, "Min.StockLevel" group box, "Product" tab).

The "STM Stock entries" (STM_LBF) batch procedure checks whether a product's stock level has fallen

below the total minimum stock level during each run. If this is the case, the procedure sets a date for the minimum stock level in the "Stock items" table. If this is not the case, the date is deleted.

In the "Orders" module, the system checks this date for products for which a first release has already been carried out. If this date exists, the system displays a brown question mark.

The system determines the "Total... Unit(s)" as the total of the available stock per product for the warehouses which are included in the minimum stock check (defined in a system setting) and for which critical stock is to be displayed.

The product is a non-prepacked set. The system does not display stock levels for non-prepacked sets.

This symbol indicates the availability of an electronic product. In this case, the XML message for the relevant order line containing the information required for delivery of an electronic product to a recipient was successfully sent to a special endpoint for the external delivery system via the "Online One-Off adaptor

(OUT)" Message Based Service.

Note: Place the mouse pointer over the symbol to open a tooltip containing more detailed information.

Note: If you change the picking warehouse, the product or the quantity, the system automatically repeats the availability check for the existing lines.

Tooltip

Place the mouse pointer over the symbol to open a tooltip containing more detailed information.

The upper section of the tooltip displays the stock allocation data for the "Standard" quota group and customer quota group. This information is drawn from the "Allocation" tab in the "Products" module.


The lower section displays the following information if available:

2.40.6.6.1.2

Products / Series 2 Utilization of the 'orderable' flag for products (165574, 165575, 165576, as of v. 10.11)



• Delivery status of the product

• Replacement product with ISBN / order number and short title

• "Delayed Shipping <date>" or "Immediate Shipping"

• Quantity per packing unit

• Notes - e.g. "Product was not found in the warehouse", "Stock is not managed for the product."

• Warehouse which will supply stock for the order.

• "Available", "Not Available" and "Needed" quantities

If you modify values in the order header or in the order line (e.g. the shipping date or quantity), the system recalculates the data.

The system does not display stock levels for non-prepacked sets.

When the order has a prior removal date, the system does not display stock levels.

Utilization of the 'orderable' flag for products (165574, 165575, 165576, as of v. 10.11)

In order to prevent products accidentally being ordered when a decision has not been made as to whether they will really be produced, you can explicitly specify whether a product in the Klopotek system can be ordered or not at edition level in the "Products" module.

During product identification (input of ISBN or order number) when entering orders and credit notes, the system only finds products which are flagged as 'orderable'. In the modal search forms, you can search specifically for products which are either 'orderable' or 'not orderable' by (de)activating the corresponding checkbox, or you can ignore this criteria completely.

User interface

"Products" module, "Edition" tab, "Edition | Set Delivery Status..." option, "Can Be Ordered" checkbox

If the "Can Be Ordered" checkbox in the "Set Delivery Status" modal window is automatically activated, you can deactivated it even if there are already online subscriptions for the corresponding product.

Processing orders ("Orders" module) and credit notes ("Credit Notes" module)

Note: Products which are not explicitly flagged as 'orderable' ("Can Be Ordered [➙ 144]" checkbox) at edition level in the "Products" module are not found during product identification (i.e. entry of an ISBN or order number).

Products which are not flagged as 'orderable' are only found in the modal search forms when the "Can Be Ordered" checkbox is deactivated or this search criterion is ignored.

Products which are explicitly flagged as 'orderable' in the "Products" module are only found in the modal search forms when the "Can Be Ordered" checkbox is activated or this search criterion is ignored.

2.41

2.41.1

2 Products / Series Utilization of the 'orderable' flag for products (165574, 165575, 165576, as of v. 10.11)



Product selection

The parameter "Can be ordered" has been added as a selection type on the "Product" tab in product selections for catalog export. This allows you to control when particular target groups are informed of certain products.

"Products" module, "Products" search form

In the grid view of the search results, the system displays the column "Ref. Key". You can sort or group the results according to this column.


BSD Order import from interface (ORD_TRA) If a product is not flagged as 'orderable', the "BSD Order import from interface (ORD_TRA)" batch procedure treats the related order lines as orders for an unknown / unidentifiable product. The following error message appears: "Product cannot be ordered."

These lines are processed according to the configuration for unidentifiable products.

Documentation: Please refer to the batch manual "Book Sales and Distribution", "BSD Order import from interface (ORD_TRA)", "Settings in the *.ini file" (EN_BM_BSD_Book_Sales_and_Distribution).

PRD Product export to standard interface (PRD_EXP2) The "PRD Product export to standard interface (PRD_EXP2)" batch procedure exports the "Can be ordered" flag for products from the Klopotek system into the interface table "Standard Product Interface Product 2".

PPD Export product file from interface (standard) (PRD_FILE) The "PPD Export product file from interface (standard) (PRD_FILE)" batch procedure transfers the "Can be ordered" flag from the interface table "Standard Product Interface Product 2" to a file interface with a fixed

length format. The selection and order of the export fields as well as their length is defined in the "std_en_prd_all.txt" format file. The entry "edition_can_be_ordered" has been added to this format file.

MBS Product adaptor (OUT) The Message Based Service (MBS) "Product adaptor (OUT)" exports the "Can be ordered" flag as part of

the Klopotek product data area.

PRD Export catalog (CATEXP) The "PRD Export catalog (CATEXP)" batch procedure transfers the "Can be ordered" flag from the product pool and converts the data into a defined XML structure. By default, the data are written to the file system.

2.41.2

2.41.2.1

2.41.2.2

2.41.2.3

2.41.2.4

2.41.2.5

Products / Series 2 Product Info: "Sales / Sales Rev. Inv. View" tab (160393, 160350, 160340, 158482, 160351, as of v. 10.11)



Product Info: "Sales / Sales Rev. Inv. View" tab (160393, 160350, 160340, 158482, 160351, as of v. 10.11)

In the Klopotek "Order to Cash" (O2C) system, the "Sales / Sales Rev. Inv. View" tab in the "Product Info"

tool makes the most important product-related information on sales and sales revenue available quickly in a single location - there is no need to search for it on multiple tabs.

When on the telephone with your customers, this enables you to react and negotiate flexibly, and to immediately provide the desired information.

Furthermore, the "Product Info" tool provides you with additional product information, particularly in relation to stock levels and availability.

On the "Sales / Sales Rev. Inv. View" tab, you select different views of the invoiced sales and sales revenue data for a product.

You can

• compare different time periods (half-year, quarter, etc.) across several years

• display monthly or daily sales and sales revenue trends for a particular year / month

• examine the total sales or sales revenue for a single product

• view the customer's with the most purchases in a "Top customer" list

The system uses a pivot table to aggregate sales and sales revenue information so you receive data consolidated according to order type, price type, and whether the order was placed directly or with a sales representative.

Additonally, you can use filter criteria to further limit the information displayed, e.g. to particular company groups, publishers, and divisions.

The information in any of the views can be printed and/or exported to a CSV file.

For a description of the information added to the product in the "Product Info" tool, "Product Info" tab, please refer to the user manual "Title Information System", "Product Info" tab (EN_UM_PRD_Title_Information_System).

User interface

"Product Info" form

"Sales / Sales Rev. Inv. View" tab

Documentation: Please refer to the user manual "Title Information System", "Sales / Sales Rev. Inv. View" tab (EN_UM_PRD_Title_Information_System).

2.42

2.42.1

2.42.1.1

2.42.1.1.1

2 Products / Series Product Info: "Sales / Sales Rev. Inv. View" tab (160393, 160350, 160340, 158482, 160351, as of v. 10.11)



"Wareh." tab

"Warehouse Units" group box

In the "Warehouse Units" group box, the system displays the dimensions of a stock item in the form of a table. The table has a line each for single items, packing units (PU), and pallets according to your

specifications in the system setting "Storage units".

Note: You enter the values which are displayed here in the "Stock Items" module.

Documentation: Please refer to the user manual "Stock Items", "Warehouse Units" tab (EN_UM_STM_Stock_Items).

The system displays the dimensions of the stock item in the following columns:

Column Description

Type Type of warehouse unit. The name and level of the type are specified in the system setting "Storage units". The following types are delivered as standard:

• Single item, level 1

• PU (packing unit), level 2

• Pallet, level 5

No. Units (Prev. Level)

Number of warehouse units from the previous level, i.e.

• for packing units, the number of single items per packing unit

• for pallets, the number of PUs per pallet

Note: The level differentiates between single items (level 1) and prepacked warehouse units (levels greater than 1).

No. of Copies Number of copies (single items)

• for the packing unit (PU)

• for the pallet

Dimensions

Length (<unit>) Length of the warehouse unit in the appropriate unit of measurement.

Width (<unit>) Width of the warehouse unit in the appropriate unit of measurement.

Height (<unit>) Height of the warehouse unit in the appropriate unit of measurement.

Area (<unit>)

Area of the warehouse unit in the appropriate unit of measurement. The area is calculated automatically from the entries for length and width.

Volume (<unit>)

Volume of the warehouse unit in the appropriate unit of measurement. The volume is calculated automatically from the entries for length, width, and height.

Weight (<unit>)

Weight of the warehouse unit in the appropriate unit of measurement.

2.42.1.1.2

2.42.1.1.2.1

Products / Series 2 Enhancements to duties on the "Distrib." tab (179080, as of v. 10.10)



"Stock in Prepacked Sets" group box

If you have specified in the "Products" module that the product is part of a prepacked set, the "Stock in Prepacked Sets" group box displays the prepacked sets in which the product is found and the number available.

Documentation: Please refer to the user manual "Products", "Prepacked set" (EN_UM_PRD_Products).

The system displays the following information:

Column Description

Short Title Short title of the prepacked set which contains the product.

ISBN/Order No. ISBN/order number of the prepacked set which contains the product.

Stock Number of sets in stock.

Wareh. Warehouse where the set is stored.

Quality Storage location for 1st / 2nd class products.

Qty Included Total number of single items contained in the sets.

Enhancements to duties on the "Distrib." tab (179080, as of v. 10.10)

There are two special cases with regard to customs duties: the classification of the customs tariff has been officially confirmed (Binding Tariff Information - BTI) or the product is being imported from a country with

preferential origin status. Both attributes qualify the customs tariff number further, but have no other function in the system.

User interface


BTI

Via the "BTI" checkbox, you control whether the classification of the customs tariff has been officially

confirmed (Binding Tariff Information - BTI).


selected The classification of the customs tariff has been officially confirmed. No function in the system.


The classification of the customs tariff has not been officially confirmed. No function in the system.

There are two special cases with regard to customs duties: the classification of the customs tariff has been officially confirmed (Binding Tariff Information - BTI) or the product is being imported from a country with preferential origin status. Both attributes qualify the customs tariff number further, but have no other function

in the system.

2.42.1.1.2.2

2.43

2.43.1

2.43.1.1

2.43.1.1.1

2 Products / Series PCM in templates (179138, as of v. 10.10)



The checkbox can be displayed on the "Summary" tab.

Pref.

Via the "Pref." checkbox, you control whether the product was imported from a country with preferential origin status.


selected The product was imported from a country with preferential origin status. No function in the system.


The product was not imported from a country with preferential origin status. No function in the system.

There are two special cases with regard to customs duties: the classification of the customs tariff has been officially confirmed (Binding Tariff Information - BTI) or the product is being imported from a country with preferential origin status. Both attributes qualify the customs tariff number further, but have no other function in the system.


Batch procedures

Supplier orders export The XML schema of the supplier order export has been enhanced with the attributes @vzta and @pref. These attributes are assigned to the node ./imports/commodity_code.

PCM in templates (179138, as of v. 10.10) When creating a new product on the "Comp." tab, nodes structures can be copied quickly and easily from existing products via a reference list. The metadata of the individual nodes is copied along with the node structure.

User interface

"Products" module, "Comp." tab

Node Structure | Remember…

Using the "Node Structure | Remember…" option, you can add an existing node structure to a reference list. When you select the option, the node structure including metadata is added to the reference list. Each node

structure is only saved once per user.

Using the "Node Structure | Copy…" option, you can copy this node structure into any product you wish.

Documentation: Please refer to the user manual "Products", "Node Structure | Copy..." (EN_UM_PRD_Products).

2.43.1.1.2

2.43.2

2.43.2.1

2.44

2.44.1

2.44.1.1

2.44.1.1.1

Products / Series 2 PCM in templates (179138, as of v. 10.10)



Node Structure | Copy…

Copying from the Reference List

Using the "Node Structure | Remember…" option, you can save any node structure from any product.

Documentation: Please refer to the user manual "Products", "Node Structure | Remember... [➙ 164]" (EN_UM_PRD_Products).

You can copy this node structure into a product by selecting the "Node Structure | Copy…" option.

The "Copy from..." window opens.

Filters for node structure

In the Filters for node structuregroup, you specify which node structures should be displayed in the list.

Click on a radio button to select the desired option:

All

The list contains all the node structures.

Only Reference List (default)

The list contains only the node structures from the reference list.

Only Version Family The list contains only the node structures from the version family.

List

In addition to the node structures of the works in the version family, the list displays the node structures from the reference list. Node structures from the reference list which relate to the current work are not listed. When a structure appears in the reference list and in the version family, it is displayed twice in the list.

The list displays:

• 1st symbol: node structure comes from the reference list

• 2nd symbol: node type

• the reference number (ISBN or order number)

• the reference description (short title)

• the edition number

• the node type

• the node name

<Open>

Click <Open> to open the product for the currently selected node structure. The "Copy from..." window closes.

<Remove>

Click <Remove> to remove the currently selected node structure. The removal is saved immediately and the "Copy from..." window remains open. You can only remove node structures from the reference list.

2.44.1.1.2

2.44.1.1.2.1

2.44.1.1.2.1.1

2.44.1.1.2.1.2

2.44.1.1.2.1.3

2.44.1.1.2.1.4

2 Products / Series Promotion discount as minimum discount (179375, as of v. 10.11)



<Copy>

Click <Copy> to copy the currently selected node structure into the product. The "Copy from..." window closes.

Promotion discount as minimum discount (179375, as of v. 10.11)

In the Klopotek system, you can define a minimum discount for products in the form of a promotion discount. This discount rate is then applied for customers who are approved for the promotion discount and for whom

a lower discount rate would normally be used.

User interface


Promotion Disc. (%)

In the "Promotion Disc. (%)", you enter a value (percentage) to define a minimum discount rate for the

product.

The following rules apply to the discount calculation:

The promotion discount is applied when it is greater than every other discount calculated (including a discount defined for the customer).

For customers who would, for example, receive a lower discount rate for an order line (including all additional discounts) without taking the promotion discount into account, the discount rate for the line is increased to

the promotion discount specified in the product.

In order for the promotion discount to take effect for the customer, they must belong to a customer discount

group ("Disc. Group", "Medium T." tab, "Customer (BSD)" module) for which the promotion discount is authorized in a system setting. If higher discount rates apply to the customer group, they continue to be used.

The promotion discount is not applied when a fixed discount is defined in the order line or in the order ("Disc.", "Fixed" value from the drop-down menu, "Order" tab, "Orders" module).

Batch procedures The promotion discount is processed by the following batch procedures:

BSD Invoicing (FAB)

The "BSD Invoicing (FAB)" batch procedure processes the promotion discount ("Promotion Disc. (%)", "Distrib." tab, "Products" module), when it is greater than the previously calculated total discount and the customer discount group is authorized to receive it. The batch processes the maximum discount ("Max. Disc.

2.44.1.1.2.1.5

2.45

2.45.1

2.45.1.1

2.45.1.1.1

2.45.2

Products / Series 2 Warning when deleting a product with a calculation (181034, v. 9.8 and 10.0, as of v. 10.8)



(%)","Distrib." tab, "Products" module) when the previously calculated total discount is greater than the

maximum discount.

PRD Product export to standard interface (PRD_EXP2)

The "PRD Product export to standard interface (PRD_EXP2)" batch procedure exports the promotion

discount and the maximum discount to the "Standard Product Interface Product 2".

PPD Product file export from standard interface (PRD_FILE)

The "PPD Product file export from standard interface (PRD_FILE)" batch procedure exports the promotion

discount from the product interface and writes it to a file interface in a fixed-length format.

PRD XML Export product pool (PRD2XML)

The "PRD XML Export product pool (PRD2XML)" batch procedure exports the promotion discount as part of

the XML export of PPM product pool data.

MBS Product adaptor (OUT)

The message which is output by the "Product adaptor (OUT)" contains the promotion discount as part of the

product pool data. When changes are made to the product, the promotion discount is exported as part of the modified data item.

Web Services Book Orders

The web service for calculating orders takes into account the promotion discount.

See also

2 Promotion Disc. (%) [➙ 166]

Warning when deleting a product with a calculation (181034, v. 9.8 and 10.0, as of v. 10.8)

In order to prevent the accidental deletion of products for which calculations already exist, a corresponding warning appears when you delete such products. You must explicitly confirm that the product should be

deleted anyway.

Customs declaration number at delivery level (178925, as of v. 10.11)

In order to ensure transparent customs clearance for goods produced overseas, you enter the customs

declaration number at delivery level in the Klopotek system. In case of a customs audit, the correct customs declaration number must be stored for every customs-relevant invoice.

2.46

2.47

2 Products / Series Customs declaration number at delivery level (178925, as of v. 10.11)



In the "Products" module, you enter the "Customs Decl. No. [➙ 168]" manually for each delivery. If your

system is configured accordingly, it is possible to open the related customs document from a delivery via the Jump Out function.

When entering invoices in the "Incoming Invoices" module, you can select the "Customs Decl. No. [➙ 168]" for every line in the invoice. When importing incoming invoices via the interface to the accounting system, you can import the customs declaration number as well.

The customs declaration number is part of the product export, the "Product adaptor (OUT)" message based service, and the import/export interface for incoming invoices.

User interface

"Products" module, "Deliveries" window

Customs Decl. No.

In the "Customs Decl. No.", you enter the customs declaration number for customs-relevant deliveries. In Germany, for example, this is the AT/C number - a number allocated by customs to identify an import duty transaction.

If the customs declaration number is supplied by an external system which is the master system for this data, your system administrator specifies that the "Customs Decl. No." box is write-protected. In this case the declaration number is only imported.

Note: The customs declaration number entered for the delivery in the "Products" module, is available in the "Incoming Invoices" module. It can be selected from the "Customs Decl. No." drop-down menu for lines in incoming invoices which relate to the (re)print run for which this delivery was made, and is, where applicable, prepopulated.

Documentation: Please refer to the user manual "Cost Statement (Documents)", "Customs Decl. No. [➙ 168]" (EN_UM_CST_Costs_Statement_Documents).

Note: If you subsequently modify the customs declaration number for the delivery in the "Products" module, the declaration number selected in the "Incoming Invoices" module does not change as a result. In this case, you need to change the customs declaration number in the "Incoming Invoices" module manually.

"Incoming Invoices" module, "Document" tab, "Document Lines" group box

Customs Decl. No.

Select a value from the "Customs Decl. No." drop-down menu to record the customs declaration number for customs-relevant invoices, so that it is available in the Klopotek system in case of a customs audit. In Germany, for example, this is the AT/C number - a number allocated by customs to identify an import duty

transaction.

You can also enter the customs declaration number manually or import it.

2.47.1

2.47.1.1

2.47.1.1.1

2.47.1.2

2.47.1.2.1

Products / Series 2 Customs declaration number at delivery level (178925, as of v. 10.11)



The customs declaration number is allocated in the "Products" module at the level of the deliveries for a

(re)print.

Documentation: Please refer to the user manual "Products", "Customs Decl. No. [➙ 168]"

(EN_UM_PRD_Products).

The values available for selection in the "Incoming Invoices" module depend on the values entered or

imported into the Klopotek system for deliveries relating to the selected (re)print ("Products" module).

If you change the product or the (re)print number for an invoice line in the "Incoming Invoices" module, you

must reassign the declaration number. The declaration number may be pre-selected as is the case when creating a new invoice line.


Pre-selection of the customs declaration number in the "Incoming Invoices" module

A value is pre-selected in the "Customs Decl. No." drop-down menu in the following situations:

• If only one customs declaration number exists for the (re)print in the "Products" module, it is pre-selected.

• If there are multiple customs declaration numbers for the deliveries relating to a (re)print, the system pre-selects the number which matches the previous invoice line. This allows you to enter your incoming invoices more efficiently, because, especially in the case of invoices from forwarding agents, all the invoice lines often relate to the same declaration number.

If there is no previous invoice line or no matching customs declaration number, the system does

not pre-select a value.

Modification of the customs declaration number

If you subsequently changes the value in the "Customs Decl. No." box in the "Incoming Invoices" module (by

manually entering a value or importing data from the accounting system), the system documents this correction in the "Lines Concerned" box on the "Modifications" tab to provide an audit trail.

Jump Out partial delivery

The Jump Out object "Partial Delivery" is available at the level of the document line in an incoming invoice for a (re)print.

By highlighting a document line and clicking on the "Jump Out" icon in the "Deliveries" window, you pass a URL from the Klopotek system to an external browser-based system.

In order for the Jump Out function to identify the delivery, it uses the customs declaration number of the delivery as a parameter.




Jump Out object – partial delivery, Products The Jump Out object "Partial Delivery" is available at the level of the deliveries for a (re)print.

By highlighting a delivery and clicking on the "Jump Out" icon in the "Deliveries" window, you pass a URL from the Klopotek system to an external browser-based system. Your system administrator enters this URL

in the data types.

In order for the Jump Out function to identify the delivery, it uses the customs declaration number of the

delivery as a parameter.

Your system administrator must authorize the Jump Out object for deliveries in the "Security" tool.

Jump Out object – partial delivery, Incoming Invoices The Jump Out object "Partial Delivery" is available at the level of the document line in an incoming invoice for a (re)print.

By highlighting a document line and clicking on the "Jump Out" icon in the "Deliveries" window, you pass a

URL from the Klopotek system to an external browser-based system. Your system administrator enters this URL in the data types.


Your system administrator must authorize the Jump Out object for incoming invoices in the "Security" tool.

Identification of the delivery during import The system automatically generates an external reference number for deliveries which can be exported to external systems. This number is not visible in the user interface. It is used to identify deliveries when importing them into the Klopotek system.

The external reference number is made up of the edition and (re)print numbers, and a unique identifier.

Standard interfaces

Products

The "Standard Product Interface Partial Delivery (PRD_EXPORT_RECEIPT)" has been enhanced with the fields for the external reference number for the delivery and the customs declaration number. The fields are

processed by the "PRD Product export to standard interface (PRD_EXP2)" batch procedure.



The Message Based Service "Product adaptor (OUT)" has also been enhanced with the fields for the

external reference number and the customs declaration number.

2.47.2

2.47.3

2.47.4

2.47.5

Products / Series 2 Open "Product Info" with keyboard shortcut (179115, as of v. 10.11)





Incoming invoices

The interfaces for incoming invoices "CST Document position interface

(CST_VOUCHER_ITEM_INTERFACE)" and "CST Document modifications (CST_VOUCHER_MOD_INTERFACE)" have both been enhanced with the field for the customs declaration number.

Both fields are filled in import and export mode (by the batch procedures "PPM Import incoming invoices (CST_IMP)" and "PPM Export incoming invoices to interface (CST_EXP)"). The customs declaration number is not validated during import.

Open "Product Info" with keyboard shortcut (179115, as of v. 10.11)

The "Open Product Info" option (pop-up menu) is available in the "Products" and "Production" modules. It can be selected from the results list of the respective search form and on numerous tabs in the "Product" and

"Production Project" forms.

This allows you to open the "Product Info" form for the currently selected edition of a product or for a

production project directly and view the core title, specifications, and sales data for this product. This enables you to quickly answer queries, for example, from customers.

Instead of using the "Open Product Info" option in the pop-up menu, you can use the keyboard shortcut Alt+F9 to open the "Product Info" form for the currently selected edition.

Display PU quantity in set structure (174887, as of v. 10.11)

When editing the structure of a set with the "Edit Series Structure" tool, you can specify the number of packing units for a set component if a quantity per packing unit was entered for the set component ("Distrib." tab, "Products" module).

The system only displays these boxes when the "Packing unit orders" setting is active.

Documentation: Please refer to the user manual "Series", "Boxes for editing set structure" (EN_UM_PRD_Series).

In the assembly order for the set, the system displays both the number of packing units for the set components and the total quantity of packing units which are required in order to assemble the set. This information is printed on the assembly order.

Documentation: Please refer to the user manual "Stock Movements", "Pick Set / Product… [➙ 221]" (EN_UM_STM_Stock_Movements)

2.48

2.49

2 Products / Series Quantity per packing unit cannot be '0' (185432, as of v. 10.11)



Quantity per packing unit cannot be '0' (185432, as of v. 10.11)

The value entered in the "Qty per Pack.Unit" box ("Distrib." Tab, in the "Products" module) cannot be '0' as

this leads to errors in order processing. If you enter '0' nevertheless, the message "'0' Value must be between '1' and '99999'" appears, and you cannot save your data.

If you are not working with packing units (UEs), the "Qty per Pack.Unit" box must remain empty.

State not mandatory for text book approvals (174315, as of v. 10.8)

On the "Approvals" tab in the "Products" module, you can store information on approvals for school books for each ISBN / order number. So that you can also enter this information for countries where school books are not approved on a state-by-state basis, e.g. Austria, it is no longer mandatory to enter a state.

Order of texts (179132, as of v. 10.8) On the tabs "Content", "Comments" and "Notes", the system always displays the texts in relation to the respective edition number. You control the order of the text types for an edition number via the sort order in

the data type for the respective text type.

For each text type, there can be texts with different statuses. As of version 10.8, you control the order in which texts with different statuses are displayed for all three tabs via the sort order in the data type for the

text statuses.

In this way, you can specify, for example, that the latest text for the respective text type should be displayed first. In this case, the status 'In progress' is given the lowest sort number.

Enhancements to duties on the "Distrib." tab (179080, as of v. 10.10)


2.50

2.51

2.52

2.53

Products / Series 2 Enhancements to duties on the "Distrib." tab (179080, as of v. 10.10)



User interface


BTI

Via the "BTI" checkbox, you control whether the classification of the customs tariff has been officially confirmed (Binding Tariff Information - BTI).


selected The classification of the customs tariff has been officially confirmed. No function in the system.


The classification of the customs tariff has not been officially confirmed. No function in the system.



Pref.

Via the "Pref." checkbox, you control whether the product was imported from a country with preferential origin status.


selected The product was imported from a country with preferential origin status. No function in the system.


The product was not imported from a country with preferential origin status. No function in the system.



Batch procedures

Supplier orders export The XML schema of the supplier order export has been enhanced with the attributes @vzta and @pref. These attributes are assigned to the node ./imports/commodity_code.

2.53.1

2.53.1.1

2.53.1.1.1

2.53.1.1.2

2.53.2

2.53.2.1

2 Products / Series Import of product notices (184235, as of v. 10.10)



Import of product notices (184235, as of v. 10.10) On the "Notices" tab in the "Products" module, you can enter additional information on product characteristics (e.g. quality seals, and safety or maintenance instructions). The products notices are either text modules which can be used for various products or individual texts which only relate to the product for which they were created.

As of version 10.10, the interface table "Interface Product Notices (PRD_INTERFACE_INDICATION)" is available for the import of product notices and is processed by the "FCB PRD Product import/update (PRDIMP2UPD)" batch procedure.

If you have activated the Replace function for the "product notices" data area

• general text modules are imported, but existing text modules are not replaced

• individual product notice texts are imported and existing, individual product notice texts for the respective product are replaced by the imported texts

• links from products to text modules are imported and existing links to text modules are replaced by the imported links for the respective product.

Documentation: Please refer to the interface description "Import Interface Product Pool", "PRD_INTERFACE_INDICATION" (EN_ID_PRD_Product_Import).

Generate foreign currency prices (183107, as of v. 10.5) On the "Prices" tab in the "Products" module, you can let the Klopotek system adjust your period and edition-related prices based on customized rules and conversion conditions. The system can also generate all the

necessary foreign currency prices.

• The system checks the price entered and, where applicable, adjusts it (if, for example, all your

euro prices for a particular price type should end with 0.95)

• The system generates and saves foreign currency prices (target currency) based on the price

(base currency), additional parameters, and rules and conversion conditions:

– net/gross conversion

– exchange rates (according to perspective, i.e. direct quote or indirect quote)

– rounding rules

As of version 10.5, foreign currency prices are generated on the basis of the currency entered by the user (base currency). This makes price generation independent of your standard currency and significantly increases the flexibility with which you can define individual rules and conversion conditions.

The necessary configuration table, which is maintained by your system administrator, is automatically converted to the base currency and the system continues to function as before.

Documentation: Please refer to the internal tables manual "Product Planning and Management System (PPM)", "Prices" (EN_IT_PPM).

2.54

2.55

Products / Series 2 Originator must be business partner (179453, as of v. 10.5)



Documentation: Please refer to the user manual "Products", "Automatic generation of foreign currency

prices" (EN_UM_PRD_Products).

Originator must be business partner (179453, as of v. 10.5)

In the "Products" module, you manage the central product attribute such as the originator of the version.

For the "Originators" and "Version" tabs ("Main Originator" group box) in the "Products" module, your system administrator specifies whether it is possible to manually enter originators' names (surname, forename,

prefix) or whether only business partners from the "Business Partner" module can be assigned as originators. The latter setting ensures that the originator data always includes consistent address data.

If only business partners can be assigned as originators, the boxes for the originator's name are write-protected on both the "Originators" tab and the "Version" tab. Instead of manually entering the originator's name, you click on the "Start Search" icon to located and select the desired business partner.

Note: If the name of a business partner is modified in the "Business Partner" module (e.g. due to marriage), this change is not automatically made in the boxes for the originator's name.

The "Start Search" icon is available in the "Main Originator" group box on the "Version" tab so that you can select a business partner when creating a new version. The icon is deactivated when more than one originator is entered on the "Originators" tab.

Documentation: Please refer to the user manual "Products", "Version" tab, "Main Originator" group box (EN_UM_PRD_Products).

When you enter an originator on the "Originators" tab, irrespective of whether you enter them manually or by assigning a business partner from the "Business Partner" module, the "Ed. from" box defaults to the number

of the edition which is currently open.

Collective revisions for variants (169317, as of v. 11.0) Options for collective revisions of variants are available in the results lists for the "Products" and "Product Selection" modules. The system carries out the modifications for the specified variants of the selected products. The following modification modes are available to you:

• Replace the variant status of existing variants

• Add new variants

• Remove existing variants

By using the collective revision features, you avoid having to make modifications to each variant individually when the values for a group of variants change, e.g. the replacement of variants with an outdated e-book format with variants with a new e-book format.

Likewise, you can generate the ISBNs or order numbers for the specified variants of the selected products.

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2 Products / Series Collective revisions for variants (169317, as of v. 11.0)



Modifying variants using collective revisions

The "Collective Revision... | Modify Variants..." option is available in the results lists of the "Products" and "Product Selection" modules and has to be authorized for each module by your system administrator in the "Security" tool. For the "Product Selection" module, the "Collective Revision..." menu group also has to be

authorized in the "Security" tool.

The following parameters are available to help you locate variants:

• Company group

• Variant subject

• Type

• Chunk

• Status

Depending of the selected modification mode, different data is mandatory in the "Search" group box and the group box for the intended modifications:

• "Replace" modification mode:

– Variant status is mandatory.

• "Add" modification mode:

– Variant subject and flag identifying variant as a chunk or non-chunk are mandatory.

– Variant status is optional. If you do not specify a variant status, the new variants are created with the default status.

Note: A variant with a particular combination of variant type and status can only be created for an edition if this combination does not already exist for the edition.

• "Remove" modification mode:

– Variant subject and flag identifying variant as a chunk or non-chunk are mandatory.

– Variant status is optional.

Note: A variant cannot be deleted in the following cases:

– The variant is the master variant.

– The variant is already registered.

– The variant is referenced by another object (e.g. a price has already been created for the variant).

Documentation: Please refer to the user manual "Products", "Collective Revision... | Modify Variants..." (pop-up menu) (EN_UM_PRD_Products).

Products / Series 2 Collective revisions for variants (169317, as of v. 11.0)



Generate ISBNs or order numbers using collective revisions

The "Collective Revision... | Generate ISBN..." and "Collective Revision... | Generate Order Number..." options are available in the results lists of the "Products" (see also) and "Product Selection" (see also) modules. Your system administrator has to authorize the options separately for each module.

Using these options, you generate ISBNs or order numbers for the editions or variants of the selected products. If an ISBN or order number already exists for an edition or variant, the system does not generate a

new number, i.e. it is not changed.

Only the "Add" modification mode can be used for the generation of ISBNs/order numbers:

The following parameters are available to help you locate variants:

• Company group (mandatory)

Note: If you want to create ISBNs or order numbers for product editions for which variant mode is not activated, enter only the company group and do not enter any other search parameters. This allows you to generate an ISBN or order number for the edition (master variant) which is then displayed on the "Edition" tab in the "Product" form.

• Variant subject (optional)

• Type (optional)

• Chunk (optional)

• Status (optional)

Validations during the generation of ISBNs and order numbers using collective revisions

• If variant mode is activated for the edition

– the system only generates ISBNs for chunk variants if your system administrator has specified that automatic generation of ISBNs for chunks is permitted.

– The system only generates order numbers for non-chunk variants if your system administrator has specified that automatic generation of order numbers for non-chunks is permitted.

• If variant mode is deactivated for the edition, the system only generates ISBNs or order numbers

when the delivery status of the edition is one of the following:

– 'Planned' (IPL)

– 'Distribution text' (EVT)

– 'In production' (IHST)

• The system does not generate an ISBN if the edition already has an order number which is assigned to at least one other edition of the product.

Documentation: Please refer to the user manual "Products", "Collective Revision... | Generate ISBN..." (pop-up menu) (EN_UM_PRD_Products).

2 Products / Series Additional product identifiers (169317, as of v. 11.0)



Additional product identifiers (169317, as of v. 11.0) In addition to the standard product identifiers (ISBN, order number and GTIN), you can enter and edit additional product identifiers such as the Amazon Standard Identification Number (ASIN). These additional product identifiers are defined by your system administrator.

You can search using these identifiers in the "Products" module.

The product identifiers are exported by the "Catalog export (CATEXP)" batch procedure as well as the

Message Based Services (MBS) "Product adaptor (OUT)" and "Product Variant adaptor (OUT)".

You enter the product identifiers using the "Product Identifier" option (pop-up menu) on the "Edition" or "Summary" tabs. If you have activated variant mode for an edition of the product, you have to enter and edit the product identifiers on the "Variants" tab. In this case, the "Product Identifier" option cannot be selected on the "Edition" or "Summary" tabs. If you specify or modify the product identifier for the master variant, the corresponding attributes are transferred to the product edition.

On the "Edition" and "Variants" tabs, a "Product Identifier" icon is available to open the "Product Identifier" window where the product identifiers are edited in addition to the pop-up menu option.

A product identifier is always a "key-value pair". When you create or modify a product identifier, the type and value have to be entered together. For example, if you select the product identifier type "Amazon Standard

Identification Number (ASIN)", you have to enter a 10-digit, alphanumeric value for the ASIN. It is not possible to enter a value for a product identifier without specifying the type. The system does not perform syntactic or semantic validations for this value.

Every product identifier requires an internal reference to a sales product. Sales products are created automatically when you save an ISBN and/or order number for an edition or a variant. If an edition or a variant does not have either an ISBN or an order number, you cannot enter additional product identifiers in

the "Product Identifier" window, because the sales product required as a reference does not yet exist in the database.

You can only enter one product identifier of each type for a sales product.

When you create a new edition, the product identifiers are not carried over automatically; instead you have to enter them manually.

The following information on a product identifier is stored in the database table "Product identifier

(PRD_IDENTIFIER)":


Sales product ID Numeric Reference to the data record for the related sales product.

Product identifier type MDT Defines the product identifier type, e.g. ASIN

Product identifier value Text Value of the respective product identifier, e.g. 10-digit, alphanumeric value for the ASIN. The system does not currently perform any syntactic or semantic validations of this value.

2.58

Products / Series 2 Manual entry of format including height and width (185072, as of v. 11.0)



In the "Products" search form, "Product Identifier" group box, you can enter a product identifier in order to

locate a product. When searching, you always have to enter the type and value together as well. It is not possible to search the value alone. The drop-down menu for the product identifier type contains the standard entries "Co-pub. ISBN" and "Co-pub. order no." in addition to the product identifier types defined by your system administrator.

In the Klopotek Order to Cash system (O2C), it is not possible to order a product based on the product identifier.

Your system administrator has to authorize the "Product Identifier" option in the "Security" tool:

• "Product Identifier" (pop-up menu and window) on the "Edition" tab

• "Product Identifier" (pop-up menu and window) on the "Variants" tab

• "Product Identifier" (pop-up menu and window) on the "Summary" tab

So that it is easy for users to enter or generate both standard and additional product identifiers in the "Product Identifier" window, the following options are available there and need to be authorized by your

system administrator:

• "Copy ISBN to clipboard" (pop-up menu)

• "Generate ISBN" (pop-up menu)

• "Generate Order Number" (pop-up menu)

• "Generate GTIN" (pop-up menu [➙ 131])

See also 2 E-variants of products (169317, as of v. 11.0) [➙ 55]

Manual entry of format including height and width (185072, as of v. 11.0)

In the "Products" and "Production" modules, you can entry the book format (height and width) manually. The

values which you enter for height and width are exported.

You use the "Format" drop-down menu to define the book format:

• In the "Products" module, "Product" form, "Spec." tab

• In the "Production" module

– "Production Project" form, "Spec." tab

– "Technical Calculation" form, "Spec." tab

However, if you want to enter the values for height and width manually for a book format, click on the "Enter Format" icon next to the "Format" drop-down menu.

The "Enter Format" window opens with the "Height" and "Width" input boxes.

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2 Products / Series Manual entry of format including height and width (185072, as of v. 11.0)



"Enter Format" window

The order in which the "Height" and "Width" boxes are displayed in the window depends on the system of measurement which you have specified in your user profile.

• If the metric system is specified in your user profile, the "Height" box appears first and "Width" second.

• If the imperial system is specified in your user profile, the "Width" box appears first and "Height" second.

• If the "Use User Measurement System" checkbox is not activated in your user profile, the system uses the system of measurement which your system administrator has specified for the company group or ownership.

Enter format data manually

There are three ways of manually entering the height and width of a format:

• You have not selected a value in the "Format" drop-down menu and click on the "Enter Format" icon.

• Instead of selecting an existing value, you have manually entered a format name in the "Format" drop-down menu and then click on the "Enter Format" icon.

• You have selected a value in the "Format" drop-down menu for which your system administrator

has not stored any data on height and width and then click on the "Enter Format" icon.

If your system administrator has stored height and width data for the selected format, the "Enter Format" icon is deactivated and you cannot open the "Enter Format" window.

If you have manually entered values for the format, the system displays the "Enter Format" icon with a blue border. If the values for the selected format are specified by your system administrator, the "Enter Format" icon has no border and is deactivated.

The manual format is saved in the database in the system's measurement system. How the format is displayed in the user interface depends on the system of measurement which is specified in your user profile.

If the format data for a particular format was defined by your system administrator, clicking and holding the left mouse button on the "Format" label displays a tooltip with the different format names under the different measurement systems. If the format data was entered manually, this tooltip is not displayed.

Synchronization of the format data

In the "Production" module, the manual entries in the "Height" and "Width" boxes are synchronized between the production project and the technical calculation ("Get Calculation Data" and "Get Project Data" (pop-up

menu)).

Products / Series 2 Sorting of prices on the "Prices" tab (186399, as of v. 10.8)



Export of the manual entries for height and width

The manual entries for height and width are exported by the following procedures:

• Message Based Service (MBS)

– "Product adaptor (OUT)"

– "Product Variant adaptor (OUT)"

– "DAC adaptor (OUT)"

– "Supplier Order adaptor (OUT)"

• Batch procedures

– "Catalog export (CATEXP)"

– "PRD XML Export product pool (PRD2XML)"

– "VLB Title Registrations in ONIX Format (vlbExpOnix)"



Documentation: Please refer to the interface description "Supplier Order MBS adaptor family" (EN_ID_MBS_Supplier_Order_MBS_Adaptor_Family).


Sorting of prices on the "Prices" tab (186399, as of v. 10.8)

The price list on the "Prices" tab in the "Products" module is always sorted by edition number (descending order), so that the prices for the most recent edition appear first. The ISBN/order number of the respective edition is displayed in the price list, not the edition number.

You control further sorting within the prices for an edition via the "Sort" drop-down menu.

Customs declaration number at delivery level (178925, as of v. 10.11)

In order to ensure transparent customs clearance for goods produced overseas, you enter the customs declaration number at delivery level in the Klopotek system. In case of a customs audit, the correct customs declaration number must be stored for every customs-relevant invoice.

In the "Products" module, you enter the "Customs Decl. No. [➙ 182]" manually for each delivery. If your system is configured accordingly, it is possible to open the related customs document from a delivery via the Jump Out function.

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2.61




When entering invoices in the "Incoming Invoices" module, you can select the "Customs Decl. No. [➙ 182]"

for every line in the invoice. When importing incoming invoices via the interface to the accounting system, you can import the customs declaration number as well.

The customs declaration number is part of the product export, the "Product adaptor (OUT)" message based service, and the import/export interface for incoming invoices.

User interface

"Products" module, "Deliveries" window

Customs Decl. No.

In the "Customs Decl. No.", you enter the customs declaration number for customs-relevant deliveries. In Germany, for example, this is the AT/C number - a number allocated by customs to identify an import duty transaction.

If the customs declaration number is supplied by an external system which is the master system for this data, your system administrator specifies that the "Customs Decl. No." box is write-protected. In this case the declaration number is only imported.

Note: The customs declaration number entered for the delivery in the "Products" module, is available in the "Incoming Invoices" module. It can be selected from the "Customs Decl. No." drop-down menu for lines in incoming invoices which relate to the (re)print run for which this delivery was made, and is, where applicable,

prepopulated.

Documentation: Please refer to the user manual "Cost Statement (Documents)", "Customs Decl. No. [➙ 182]" (EN_UM_CST_Costs_Statement_Documents).


"Incoming Invoices" module, "Document" tab, "Document Lines" group box

Customs Decl. No.

Select a value from the "Customs Decl. No." drop-down menu to record the customs declaration number for customs-relevant invoices, so that it is available in the Klopotek system in case of a customs audit. In Germany, for example, this is the AT/C number - a number allocated by customs to identify an import duty transaction.

You can also enter the customs declaration number manually or import it.

Note: The "Customs Decl. No." box is also available to you in material and marketing invoices; however, only with limited functionality and without validation of your entry. There is no relationship between the customs

2.61.1

2.61.1.1

2.61.1.1.1

2.61.1.2

2.61.1.2.1

Products / Series 2 Customs declaration number at delivery level (178925, as of v. 10.11)



declaration number and material or marketing activities, because a customs declaration number cannot be

stored in either of these modules.

The customs declaration number is allocated in the "Products" module at the level of the deliveries for a

(re)print.

Documentation: Please refer to the user manual "Products", "Customs Decl. No. [➙ 182]"


The values available for selection in the "Incoming Invoices" module depend on the values entered or

imported into the Klopotek system for deliveries relating to the selected (re)print ("Products" module).

If you change the product or the (re)print number for an invoice line in the "Incoming Invoices" module, you

must reassign the declaration number. The declaration number may be pre-selected as is the case when creating a new invoice line.


Pre-selection of the customs declaration number in the "Incoming Invoices" module

A value is pre-selected in the "Customs Decl. No." drop-down menu in the following situations:

• If only one customs declaration number exists for the (re)print in the "Products" module, it is pre-selected.

• If there are multiple customs declaration numbers for the deliveries relating to a (re)print, the system pre-selects the number which matches the previous invoice line. This allows you to enter your incoming invoices more efficiently, because, especially in the case of invoices from forwarding agents, all the invoice lines often relate to the same declaration number.

If there is no previous invoice line or no matching customs declaration number, the system does

not pre-select a value.

Modification of the customs declaration number

If you subsequently changes the value in the "Customs Decl. No." box in the "Incoming Invoices" module (by

manually entering a value or importing data from the accounting system), the system documents this correction in the "Lines Concerned" box on the "Modifications" tab to provide an audit trail.

Jump Out partial delivery

The Jump Out object "Partial Delivery" is available at the level of the document line in an incoming invoice for a (re)print.

By highlighting a document line and clicking on the "Jump Out" icon in the "Deliveries" window, you pass a URL from the Klopotek system to an external browser-based system.




In order for the Jump Out function to identify the delivery, it uses the customs declaration number of the

delivery as a parameter.

Jump Out object – partial delivery, Products The Jump Out object "Partial Delivery" is available at the level of the deliveries for a (re)print.

By highlighting a delivery and clicking on the "Jump Out" icon in the "Deliveries" window, you pass a URL from the Klopotek system to an external browser-based system. Your system administrator enters this URL

in the data types.


Your system administrator must authorize the Jump Out object for deliveries in the "Security" tool.

Jump Out object – partial delivery, Incoming Invoices The Jump Out object "Partial Delivery" is available at the level of the document line in an incoming invoice for

a (re)print.

By highlighting a document line and clicking on the "Jump Out" icon in the "Deliveries" window, you pass a

URL from the Klopotek system to an external browser-based system. Your system administrator enters this URL in the data types.


Your system administrator must authorize the Jump Out object for incoming invoices in the "Security" tool.

Identification of the delivery during import The system automatically generates an external reference number for deliveries which can be exported to external systems. This number is not visible in the user interface. It is used to identify deliveries when importing them into the Klopotek system.

The external reference number is made up of the edition and (re)print numbers, and a unique identifier.

Standard interfaces

Products

The "Standard Product Interface Partial Delivery (PRD_EXPORT_RECEIPT)" has been enhanced with the fields for the external reference number for the delivery and the customs declaration number. The fields are

processed by the "PRD Product export to standard interface (PRD_EXP2)" batch procedure.



2.61.2

2.61.3

2.61.4

2.61.5

Products / Series 2 Sorting the set structure by ISBN/order number (174886, as of v. 10.11)



The customs declaration number field is exported by the "PPM Export incoming invoices to file (CST_FILE)"

batch procedure.

Documentation: Please refer to the batch manual "Product Planning and Management system", "PPM Export

incoming invoices to file", "Target data structure" (EN_BM_PPM_ProductPlanningManagement).

The Message Based Service "Product adaptor (OUT)" has also been enhanced with the fields for the

external reference number and the customs declaration number.



Incoming invoices

The interfaces for incoming invoices "CST Document position interface

(CST_VOUCHER_ITEM_INTERFACE)" and "CST Document modifications (CST_VOUCHER_MOD_INTERFACE)" have both been enhanced with the field for the customs declaration number.

Both fields are filled in import and export mode (by the batch procedures "PPM Import incoming invoices (CST_IMP)" and "PPM Export incoming invoices to interface (CST_EXP)"). The customs declaration number is not validated during import.

Sorting the set structure by ISBN/order number (174886, as of v. 10.11)

The "Order to Cash" (O2C) distribution system from Klopotek, the sort number which is defined in the "Edit Series Structure" tool ("Sort No.", "Set Product" form, "Edit Series Structure" in the "Tools" menu) determines

the order in which a set is disassembled into its components. This order is saved in the set sub-lines in BSD orders and used to sort these sub-lines in the "Orders" module, in reports and for document printing.

Documentation: Please refer to the user manual "Series", "Edit Series Structure" menu item, "Structure List", "Sort No." (EN_UM_PRD_Series).

Via a system setting, your system administrator specifies that the ISBN (or the order number if no ISBN exists) is used to sort the set components on documents instead of the sort number. If the setting is active (Y), the set components are re-sorted into alpha-numeric order by ISBN for the document lines in the interface table for document printing. The components are always re-sorted within a set level; the set

components of a sub-set are sorted below the appropriate set header.

Via another system setting, your administrator specifies that the order number (or the ISBN if no order number exists) is used to sort the set components on documents instead of the sort number. If the setting is active (Y), the set components are re-sorted into alpha-numeric order by order number for the document lines in the interface table for document printing. The components are always re-sorted within a set level; the set components of a sub-set are sorted below the appropriate set header.

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2 Products / Series Performance optimization: flagging of bibliographical series on demand (191628, as of v. 9.12)



Example: Set 12345 contains set 11111

12345 Set 1

• 08765 sub-line 1

• 08789 sub-line 2

• 11111 sub-line 3 (Set)

11111 Set 2

• 05678 sub-line 1

• 08765 sub-line 2

• 09999 sub-line 3

Accordingly, the order on the document would be:

09876 line 1

12345 line 2

08765 sub-line 1

08789 sub-line 2

11111 sub-line 3 (Set)

05678 sub-line of set 2



14567 line 3

Performance optimization: flagging of bibliographical series on demand (191628, as of v. 9.12)

In order to optimize performance when starting the Klopotek applications, the bibliographical series which you can assign to the version on the "Version" tab ("Products" module) are no longer automatically flagged in the "Series" drop-down menu during start up; instead checking and flagging happens when you click on the "Update Series [➙ 186]" icon.

User interface

"Products" module, "Version" tab

Update Series (icon)

Click on the "Update Series" icon

2.63

2.63.1

2.63.1.1

2.63.1.1.1

Products / Series 2 Linking originator and contributor types to roles (185315, as of v. 10.8)



• so that a newly created series is displayed immediately in the "Series" drop-down menu without

having to restart the Klopotek system.

• in order to flag the values in the "Series" drop-down menu with a symbol which you can assign to

the version for orientation purposes.

Note: You can only assign bibliographical series which are not sub-series. After you click the "Update Series" icon, these series are flagged until you log out of the Klopotek system

If you click the "Update Series" icon, the system flags the values in the "Series" drop-down menu for all products.

Linking originator and contributor types to roles (185315, as of v. 10.8)

In the "Products" and "Series" modules, you assign originators an originator type on the "Originator" tab ("Type" drop-down menu). Likewise, you assign contributors a contributor type on the "Contributor" tab in the "Publications", "Contributions" and "Issues" modules ("Contr.Type" drop-down menu).

Originators and contributors to publications do not have to be created as business partners.

Which originator types and contributor types are available for selection depends on your system settings. There are often originator or contributor types which imply that the respective business partner has or should have a particular role.

In order to ensure that this is the case and, as a result, to improve the consistency and quality of your data on originators and contributors on the one hand, and on the other to make the classification of business

partners more efficient through automation, the following settings can be made:

• Whether an originator has to be entered as a business partner depends on the originator type assigned.

• Whether a contributor has to be entered as a business partner depends on the contributor type

assigned in the "Contributions" module (publication contributions).

• The system automatically classifies business partners when they are assigned an originator type

or contributor type. The system also assigns business partners the associated role – provided it is not already assigned and is not a system role.

Originators have to be business partners While in the "Publications" and "Issues" modules and for product contributors ("Contributions" module) you can only assign business partners as contributors, for originators on the "Originator" tab in the "Products" and "Series" modules and for publication contributors ("Contributions" module) this depends on the system

settings for each company group.

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2.64.1

2 Products / Series Linking originator and contributor types to roles (185315, as of v. 10.8)



Originators

The main originator which you enter on the "Version" tab ("Products" module) always has to be a business partner.

If an originator type is configured such that the originator has to be a business partner, the system does not accept the entry of just the originator's name on the "Originators" tab and an error message appears when you try to save. Instead, you have to assign a business partner from the "Business Partner" module. If the

originator does not yet exist as a business partner, you have to create them first.

Your system administrator can also define that every originator has to be entered as a business partner. This

general setting overrides contrary settings for the individual originator types.

Contributors to publications

If a contributor type is configured such that the publication contributor has to be a business partner, the

system does not accept the entry of just the contributor's name on the "Contributors" tab and an error message appears when you try to save. Instead, you have to assign a business partner from the "Business Partner" module. If the contributor does not yet exist as a business partner, you have to create them first.

Automatic classification and assignment of roles The automatic classification of a business partner when they are assigned as an originator or contributor is performed using the classifier whose ID your system administrator has stored for an the originator type or contributor type. This setting can apply to a particular company group or to all company groups. During

configuration please ensure that you only store classifiers which are valid for the respective company group.

Automatic classification is carried out when a business partner is assigned as an originator or contributor. In

the case of contributors, you can only assign business partners; the only exception is publication contributors in the "Contributions" module.

Note: The system only performs automatic classification when you assign business partners as new originators/contributors or modify an existing assignment. Originators or contributors who were already assigned are not classified automatically.

During the automatic classification process, the system only adds classifications to the business partner; it does not replace existing classifications.

Depending on the originator/contributor type and the defined classifier, the following situations are possible:

1. The originator/contributor type is assigned a classifier which is permitted for the current company group and relates to a non-system role.

If the business partner does not have this role yet, the system assigns it. The business partner is classified automatically.

2. The originator/contributor type is assigned a classifier which is permitted for the current company group and relates to a system role. The business partner has this system role already.

2.64.2

Products / Series 2 Additional specification parameters for products (185962, as of v. 10.8)



The business partner is classified automatically.

3. The originator/contributor type is assigned a classifier which is permitted for the current company group and relates to a system role. The business partner is not assigned this system role.

The system displays an error message informing you that the assignment of the originator/contributor cannot be saved. You have to assign the system role to the business partner first.

4. The originator/contributor type is assigned a classifier which is not permitted for the current company group.

The system does not automatically classify the business partner or display a message.

5. The originator/contributor type is assigned a classifier which the system cannot find.

The system displays a warning, but you can save the assignment of the originator type. The business partner is not classified automatically.

If errors occur during the automatic classification process, the system displays them.

Additional specification parameters for products (185962, as of v. 10.8)

To describe a product's specification features in more detail, specification parameters which are also included in the "PRD Export catalog (CATEXP)" batch procedure have been added to the "Spec." tab in the

"Products" module.

If you enter a number of pages with Roman numbering on the "Spec." tab ("Pages Roman" box), this value is

automatically displayed with Roman numerals in the box next to it. The Roman numeral is also output by the catalog export.

Note: If a number of pages with Roman numbering has been specified, the system also generates the Roman numeral during product import. However, it is not possible to convert a Roman numeral into a numerical value by entering the Roman numeral in the database field.

The additional input boxes below are available on the "Spec." tab:

• "No. of Columns" Enter the number of columns of the type area in the "No. of Columns" box. Please note: The system synchronizes the value entered here and the value in the production project ("Col." box on the "Spec." tab).

• "Graphics"

Enter the number of black and white or colored graphics for the reprint in the "Graphics" box.

• "Duotone"

Enter the number of duotone illustrations for the reprint in the "Duotone" box.

2.65

2 Products / Series Delivery status change without restrictions (187287, as of v. 11.0)



• "Maps"

Enter the number of black and white or colored maps for the reprint in the "Maps" box.

These additional specification parameters are part of the product synchronization.

When copying products, the values for the additional specification parameters are transferred. When creating a new edition, the values are transferred if the "Spec." box is checked in the "New Edition" window.

Exporting additional specification features

The batch procedures

• "Catalog export (CATEXP)"



export the additional specification features

• No. of Columns (no_of_columns)

• Graphics (line_arts_bw / line_arts_color)

• Duotone (duplex)

• Maps (maps_bw / maps_color)

• Number of pages with Roman numbering and Roman numerals (roman@roman)


Please note: The additional specification parameters are only exported by the batch procedures listed above. All other import and export procedures as well as the XML supplier order have not been enhanced by these new fields.

Delivery status change without restrictions (187287, as of v. 11.0)

In the Klopotek system, transitions between delivery states are handled very restrictively, because the

delivery status is a core attribute of the product. If, for example, you set the delivery status 'Available' for an edition, you cannot set this delivery status back to 'In Production' in the user interface.

You can customize the possible delivery status transitions. In this way, it is easier for you to undo changes of delivery status that were made in error. The custom definitions override the delivery status transitions that are possible by default and are used in both the "Product Planning and Management System (PPM)" and the "Book Sales and Distribution System (BSD)"..

Your system administrator defines the permissible transitions between delivery states for each company group. If no custom transitions are defined, the system behavior is unchanged.

2.66

Products / Series 2 Delivery status change without restrictions (187287, as of v. 11.0)



You modify the delivery status in the "Set Delivery Status" window ("Products" module). The current delivery

status of the edition determines the delivery states which you can set. In the "Set Delivery Status" window, the system displays the permissible delivery states in black and those which are forbidden in gray.

Aside from your system administrator's specifications concerning permissible delivery status transitions, the system does not perform any other checks regarding changes to the delivery status. If it is permitted by your system administrator's settings, for example, it is possible to change the delivery status from 'Out of Print' to 'Planned'.

Note: When defining permissible transitions between delivery states, your system administrator must take into account numerous dependencies in the system and system settings. These will be explained in the

following. You should also take into account the existing standard status concept [➙ 193] when planning modifications.

Uniqueness of delivery status If custom delivery status transitions are to be defined, your system administrator specifies which delivery states must be unique in relation to a version and which do not have to be unique.

If you only use PPM and not the O2C distribution system, the delivery status 'Available' does not have to be unique, i.e. several editions of a version can have the delivery status 'Available'.

When configuring the delivery status 'Available', the following points must be taken into account:

• If you only use PPM and not the O2C distribution system, the general setting which controls whether the delivery status 'Available' must be unique needs to correspond to the definition of the delivery status 'Available'. Otherwise, you receive a corresponding error message when you set the delivery status

'Available'.

• If you only use the O2C distribution system and not PPM, both the general setting and the

definition of the delivery status 'Available' have to be configured so that the delivery status 'Available' is unique. If not, you will be unable to start the O2C system and receive a corresponding error message.

• If you use both PPM and the O2C distribution system, both the general setting and the definition of the delivery status 'Available' have to be configured so that the delivery status 'Available' is unique. If the system is configured so that the delivery status 'Available' does not have to be unique, you will still receive an error message if you try to set the delivery status 'Available' for more than one edition of a version.

Ranking of the delivery states The ranking [➙ 193] of the delivery states is defined in the standard software delivery and modifications are

not permitted. The also applies in the case of custom configured status transitions.

2.66.1

2.66.2




Using the defined ranking, the system checks whether the delivery status of the higher editions is lower than

the new delivery status of the currently selected edition. If this is not the case, you receive a corresponding error message.

System behavior when the delivery status is reset to a delivery status of a lower rank

• If 'Available' or a higher delivery status is set, the ISBN and/or order number can no longer be modified. If your system administrator has specified that the delivery status can be reset to a lower delivery status, you can modify the ISBN and order number again when the lower delivery status is set.

• If delivery status 'Available' is set, the system automatically sets a date in the "Returns until" box ("Distrib." tab) for the previous edition of this version. If you set the delivery status 'Out of Print' for the last edition of a version, the date is automatically set for this edition. Until this date, returns are accepted for the respective edition. If your system administrator has specified that the delivery states 'Available' or 'Out of Print' can

be reset to a lower delivery status, the date in the "Returns until" box is deleted when a lower delivery status is set – irrespectively of whether it was set manually or by the system.

• In accordance with your system settings, the "Can Be Ordered" flag [➙ 144] is set automatically as of a particular delivery status. If your system administrator has specified that this delivery status can be reset to a lower delivery status, the indication that the edition can be ordered is not deleted automatically when this lower delivery status is set. You can remove the flag manually, however.

• A stock item is no longer updated when the delivery status of the product is changed from 'In Production' or a higher delivery status to 'Distribution Test' or 'Planned'. If you change the delivery status from 'Distribution Test' or 'Planned' back to 'In Production' or a higher delivery status, the system updates the stock item again.

• The automatic generation of prices which, given the appropriate configuration, is triggered when

a specific delivery status is set is also performed when there is a custom configuration of the permissible transitions between delivery states. The system does not delete the automatically generated prices if you reset the delivery status of the edition to a lower status than the one which triggered automatic price generation.

• When you set the delivery status 'Withdrawn', the system automatically sets the title registration

status to 'Deleted'. By default, this cannot be undone. If the system is configured so that the delivery status 'Withdrawn' can be set to 'Available', the system automatically sets the title registration status to 'Not registered'. If the product has the delivery status 'Out of Print', the system automatically sets the title registration status to 'Archived'. By default, this cannot be undone. If the system is configured so that the delivery status can be set to 'Available' again, the title registration status is automatically set to 'Not registered'.

Products / Series 2 Delivery status change without restrictions (187287, as of v. 11.0)



System behavior for delivery status transitions Even with customized delivery status transitions, the system continues to work as before in the following cases:

• All the options available in the "Set Delivery Status" window (e.g. "Ship Remain.Stock") continue to work as before, even if the permissible delivery status transitions are customized.

• The settings for the delivery status in the various locations take effect regardless of whether the permissible delivery status transitions are customized or not.

• The connection between the delivery status and status of the production project exists as before, even if the permissible delivery status transitions are customized. The 'Active' status is set for the production project when the delivery status of the edition is set to 'In Production'. The 'Project withdrawn' status is set for the production project when the delivery status is set to 'Withdrawn'.

• If the delivery status of the edition is modified, the system changes the delivery status of the corresponding stock item and the delivery status in the statistics database. This also occurs when the permissible delivery status transitions are customized.

• The rules for identifying the current edition are applied as before, even if the permissible delivery status transitions are customized. The system always identifies the current edition again when the delivery states 'Out of Print' or 'Withdrawn' are set. Even if the delivery status 'Available' does not have to be unique, the system identifies the current edition as before in this case.

• If the delivery status is set to 'Available' and the product is not free, the "Disc.Group" box ("Distrib." tab) has to be filled. This is also the case if the permissible delivery status transitions are customized.

• It is still not possible to set the delivery status 'Available' for products with restricted access, irrespective of whether the permissible delivery status transitions are customized or not.

Status concept The following ranking applies to the available delivery states. Modifications to this ranking are not permitted. The value specified for the rank determines whether a delivery status has a higher, lower or equal rank to

another delivery status.

Delivery status Rank

Planned 5

Distribution Test 10

In Production 15

Available 25

Available via Co-Publisher 25

2.66.3

2.66.4




Delivery status Rank

Out of Stock 20

Out of Print 25

Withdrawn 5

If custom delivery status transitions are configured, you should take the existing status concept into account.

The status concept provides a best practice approach to the handling of delivery status transitions in publishing workflows. The permissible delivery status transitions are defined accordingly in the standard software delivery.

The existing status concept allows the following delivery status transitions:

Original delivery status Permissible target status Only permissible with restrictions

Planned Distribution Test

Planned In Production

Planned Withdrawn

Distribution Test In Production

Distribution Test Withdrawn

In Production Distribution Test

In Production Withdrawn

In Production Available X

In Production Available via Co-Publisher X

Available Available via Co-Publisher

Available Out of Stock

Available Out of Print

Available via Co-Publisher Out of Stock

Available durch Partner Out of Print

Out of Stock Available via Co-Publisher

Out of Stock Available

Out of Stock Out of Print

Out of Print Available X

Out of Print Available via Co-Publisher X

Withdrawn Planned X

Withdrawn Distribution Test X

Restrictions on delivery status transitions

As a rule, the delivery status of an edition is not allowed to have a higher rank as the delivery status of a

previous edition of the version. Otherwise, an error message appears when the delivery status is changed.

Products / Series 2 Flag deliveries as advance deliveries (185006, as of v. 10.11)



In addition, there are restrictions on delivery status transitions which still apply even when you customize the

permissible delivery status transitions.

The transition from the delivery status 'In Production' to 'Available' or 'Available via Co-Publisher' is only

possible

• if the edition is the current edition or

• if the previous edition has the status 'Out of Print' or

• if the previous edition has the status 'Withdrawn' and there are no previous editions which have not yet been distributed (i.e. have not yet reached a higher status than 'In Production') and access to the product is not restricted.

The transition from the delivery status 'Out of Print' to 'Available' or 'Available via Co-Publisher' or 'Out of Stock' is only possible

• if the edition is the current edition or

• if there is no previous edition with the status 'Available' or 'Available via Co-Publisher' or

• if the system is configured so that the delivery status 'Available' can be set for multiple editions of a version.

The transition from the delivery status 'Withdrawn' to 'Planned' or 'Distribution Test' is only possible

• if the edition is the last edition of a version.

Flag deliveries as advance deliveries (185006, as of v. 10.11)

Even advance deliveries of small quantities (e.g. samples for sales representatives) may require their own customs declaration number if the delivery exceeds a certain number of items, or the sample is a salable article.

You can manage these advance deliveries in the Klopotek system. To do so, you use the new option "Create Advance Delivery" (pop-up menu) in the "Products" module ("Print" tab) to create the advance deliveries.

An advance delivery is not included in the stock allocation procedure, i.e. it is not displayed on the "Allocation" tab.

The system creates quotas for advance deliveries. For this purpose, it uses a special stock type which has to be set up by your system administrator. Only one stock type can be selected for advance deliveries and it cannot be "Disposable". The system validates this when an advance delivery is created. Your system

administrator should create a special goods-in posting type with this stock type for posting advance deliveries.

When you make a goods-in posting for an advance delivery, the system does not make the related (re)print the current (re)print. Instead, they system only increases the quantity produced for the (re)print ("Actual" box). The system automatically sets the advance delivery to released.

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2 Products / Series Flag deliveries as advance deliveries (185006, as of v. 10.11)



Documentation: Please refer to the user manual "Products", "Create Advance Delivery" (pop-up menu)


Documentation: Please refer to the user manual "Stock Movements", "Ed. / Print / Deliv."

(EN_UM_STM_Stock_Movements).

Orders for products from advance deliveries (e.g. commercial samples) have to be handled using a special

order type. The stock type that the goods-in posting for the advance delivery was made to has to be entered for this order type. This stock type is used internally to create the quota for products from advance deliveries. The stock allocation procedure then determines availability in this special quota.


Importing stock postings The "STM Import stock entries (STM_EIMP)" batch procedure reads the file interface and creates entries in the STM_ENTRY_INTERFACE table. This table is then read by the "BSD Stock entries (STM_LBF)" batch procedure, which makes the actual postings (as defined in the table "Stock Movements Types (STM_ENTRY_CONTROL)"). The batch uses the movement type to decide whether the posting relates to an

advance delivery. If the delivery number ("RECEIPT_NO –Delivery no. (STM_ENTRY_INTERFACE)") is empty, the system posts to the first advance delivery by default. If the posting should be made to a different advance delivery, then the corresponding delivery number must be entered in the interface.

Note: The movement type for the advance delivery must exist in both "Stock Movements Types (STM_ENTRY_CONTROL)" and "Stock Entries References (STM_ENTRY_REFERENCE)".

MBS Product adaptor (OUT) The Message Based Service (MBS) "Product adaptor (OUT)" exports product data, enabling a detailed exchange of product data between the Klopotek system and external systems. The node /edition/prints/receipts/receipt/ has been enhanced for the export of the "Adv. Del." flag.


PRD Product export to standard interface (PRD_EXP2) The "PRD Product export to standard interface (PRD_EXP2)" batch procedure exports product data to

interface tables. The field "PRE_DELIVERY_YN - Advance delivery (PRD_EXPORT_RECEIPT)" has been added to the "Standard Product Interface Partial Delivery (PRD_EXPORT_RECEIPT)" interface for the export of the "Adv. Del." flag.

Documentation: Please refer to the interface description "PRD - Interface Product Pool Export", "Partial Delivery (prd_export_receipt)" (EN_ID_PRD_Product_Export).

2.67.1

2.67.1.1

2.67.1.2

2.67.1.3

Products / Series 2 "Show All Editions" on the "Relatns." tab (190325, as of v. 11.0)



"Show All Editions" on the "Relatns." tab (190325, as of v. 11.0)

Via the "Show All Editions [➙ 197]" checkbox on the "Relatns." tab in the "Products" module, you control

whether the system displays all the products for which relationships to the opened product are defined or only those products for which relationships to the current edition exist.

User interface

"Products" module, "Relatns." tab

Show All Editions

Via the "Show All Editions" checkbox, you control whether the system displays all the products for which relationships to the opened product are defined or only those products for which relationships to the current edition exist.


selected The "Relations" group box displays all the products for which defined relationships exists to the product which is currently opened.


The "Relations" group box displays only those products for which a defined relationship exists to the edition of the product which is currently opened. The products displayed in the "Relations" group box are filtered in accordance with the entries restricting the edition of the open product (first "Ed. from - to" box), not the entries restricting the edition of the product to which the relationship exists.

Enlargement of the "Production Details" box (176333, 194760 as of v. 10.2)

For your project planning, you enter details for production on the "Spec." tab in the "Products" module ("Production Details" box). As of version 10.2, you can enter up to 1020 characters to allow for more comprehensive texts.

Synchronization of co-publisher information for the edition (194431, as of v. 10.2)

For the "Products" module, it is possible to configure whether the data area with the information related to

the co-publisher is synchronized during edition synchronization or not.

2.68

2.68.1

2.68.1.1

2.68.1.1.1

2.69

2.70

2 Products / Series Product specification parameters: total number of columns (194636, as of v. 10.8)



Product specification parameters: total number of columns (194636, as of v. 10.8)

In the "Products" module, the "Spec." tab ("Extent" group box) includes an additional specification parameter:

the total number of columns in the product ("Total Columns").

The "No. of Columns" box in the "Spec." group box for the number of columns in the page layout has been removed.

The following batch procedures export the "Total Columns" parameter ("no_of_columns"):





Note: Only the three batch procedures mentioned above export this specification parameter. This parameter has not been added to any other import or export batch procedures, nor to the XML supplier order.

Automatic population/assignment of values (182823, as of v. 11.0)

In the "Products" module, you initiate, manage and monitoring the ideation and planning processes for products. You create products from existing title structures (versions / editions / reprints) and prepare them for publication. In the "Production" module, you compare the cost-effectiveness of your classical production methods – for example, with the calculation tool –, calculate throughput times, or optimize co-ordination with

your external service providers.

To assist with these processes – above all the creation and maintenance of products –, there are, among others, the following options for automation:

• Use of products with special values as copy templates

• Automatic population of product classifications based on the attributes "Publisher", "Division",

"Subject Group", and "Owner"

• Automatic assignment of categories based on the assignment of a certain (source) category

• Synchronization of product data when a product is saved

Note: For the automatic population of product classifications, your system administrator defines whether users are permitted to modify the values of prepopulated categories or not (affects categories for which you have defined (in the "Roles Maintenance" tool) that it is possible to enter a value).

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Products / Series 2 Automatic population/assignment of values (182823, as of v. 11.0)



Automatic population / assignment of values

The existing range of automation options has been expanded, and the system provides a generic function for the automatic population / assignment of values for the "Production" and "Products" modules.

For each company group, your system administrator stores custom rules with up to three conditions in order to define "what triggers a specific action under which conditions?" The system checks whether the conditions of a rule are met when a user interacts with the interface (source field). These interactions can, for example,

be the entry of values or the assignment of categories for production classification. If the conditions of a rule are met, the system automatically populates a defined value or assigns a defined category (target field).

A rule comprises information on the source field, the conditions, and the target field. This allows you to define that – based on an interaction – the system

• populates fields based on other fields or selected categories or

• automatically assigns a category including an associated value and priority

Source / target fields and interactions

Klopotek provides the fields/interactions in the user interface which you can potentially use:

"Production" module "Products" module

"Spec." tab

• "Supplier A" / "Supplier B"

• "TextDesignType"

• "Freight Specification"

• "Print Form."

• "Interior Colors"

"Edition" tab

• "Order No."

• "Project No."

• "Responsibilities"

– Responsibility

– Staff member

"Parts" tab, "Sections" tab

• "Bleed"

"Version" tab

• "Version Type"

• "Binding"

• "Medium"

Other

• Ownership of the project

Other

• Ownership of the edition

• On product creation

Conditions and target fields

At the level of the potential fields/interactions, your system administrator specifies the condition under which automatic population/assignment is triggered and what happens when this condition is met. Various values (alphanumeric / integer / decimal / category) which your system administrator then in- or excludes are

available for the definition of conditions.

For the target field, your system administrator specifies the value which should be automatically

populated/assigned (various values / category with value / copy of the value from a source field).

2 Products / Series Automatic calculation "Extent (Prod.)" (182823, as of v. 11.0)



Important notes on usage

The rules defined by your system administrator are not visible to users in the user interface. This means that it is not obvious to the user that the value in another location in the system changes based on their interaction. For this reason, your system administrator should provide detailed information to everybody

involved.

Note: Settings have changed as a result of the introduction of the generic function. There data of your

existing settings is migrated automatically.

Documentation: Please refer to the internal tables manual "Product Planning and Management System

(PPM)", "Settings for auto-population/assignment of values" (EN_IT_PPM).

Automatic calculation "Extent (Prod.)" (182823, as of v. 11.0)

In the context of production projects and for the individual products in the Klopotek system, you enter all the production-relevant data which forms the basis for managing and monitoring the production of your books or other media. Various automation and calculation features are available to assist you in maintaining the data.

You enter the production extent as the basis for calculating price elements.

The value in the "Extent (Prod.)" box can be calculated automatically. If you change the value for the number

of Roman or Arabic pages, the system automatically calculates the total of both boxes (when you leave the box):

• "Pages Arab." and "Pages Roman" in the "Production" module ("Spec." tab)

• "Pages Arabic" and "Pages Roman" in the "Products" module ("Spec." tab)

If your calculations relate to sheets, the total is rounded up to the nearest value that can be divided by the

value selected in "Pages per Sheet" (in the "Production" module). If you have not selected a value, the total is rounded up to the nearest multiple of a default value.

Configurable bibliographical reference (189681, as of v. 11.0)

For a (re)print, you can store a bibliographical reference which is also output as part of the XML product data export. Until now, the "Biblio. Ref. [➙ 201]" box ("Products" module, "Spec." tab) and the "Bibliographical Reference" box which it is synchronized with ("Production" module, "Project" tab) were pure input fields. In order to standardize the entries in these boxes, they are both available as drop-down menu as of version

10.5.

Your system administrator defines whether it is also possible to enter free text or not.

The system is initialized such that it is possible to enter free text for the bibliographical reference.

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Products / Series 2 Product classification: automatic assignment of priorities (193772, as of v. 11.0)



The "Biblio. Ref." display box on the "Spec." tab in the "Production" module is unchanged; the system

displays either the value selected in the drop-down menu or the free text entered.

The following batch procedures export the bibliographical reference:


• "PRD VLB Registration procedure (VLB_EXP)"


If the bibliographical reference is an entry from the related data type, both the term and code of the entry (product/bibl_remark/code) are exported.



User interface

"Products" module, "Spec." tab

Biblio. Ref.

Select a value from the "Biblio. Ref." drop-down menu to store a bibliographical reference for the (re)print.

System setting: Custom values for the drop-down menu.

Note: Depending on your system settings, you can either only select a value from the drop-down menu, or you can also manually enter free text.

Double click the box or click on the icon next to it to the window for entering and editing free text. Alternatively, you can enter short texts/addenda directly in the box.

The entire text is displayed in a tooltip which opens when you place the mouse pointer over the box without selecting it. The tooltip is only activated if the system is set to allow the entry of free text for the bibliographical reference.

The text is also displayed in the production project ("Project" tab, "Bibliographical Reference" box), where it can also be edited.

Product classification: automatic assignment of priorities (193772, as of v. 11.0)

In the "Products" module, the system provides a generic function for the automatic population / assignment

of values.

For each company group, your system administrator stores custom rules with up to three conditions in order to define "what triggers a specific action under which conditions?" The system checks whether the conditions of a rule are met when a user interacts with the interface (source field). These interactions can, for example,

2.74.1

2.74.1.1

2.74.1.1.1

2.75

2 Products / Series Product classification: automatic assignment of priorities (193772, as of v. 11.0)



be the entry of values or the assignment of categories for production classification. If the conditions of a rule

are met, the system automatically populates a defined value or assigns a defined category (target field).

A rule comprises information on the source field, the conditions, and the target field. This allows you to

define that – based on an interaction – the system

• populates fields based on other fields or selected categories or

• automatically assigns a category including an associated value and priority

Priorities in the product classifications

For branches in your product classification tree which have additional sub-categories, your system administrator defines whether the entry of priorities is permitted in the "Roles Maintenance" tool. Furthermore, they define whether the priority entered can be allocated freely or must be unique within the

branch. For each category in the branch, an extra input box for the priority is available in the user interface ("Classif." tab).

As part of the automatic prepopulation/assignment of values, you define rules which specify that categories are assigned based on the assignment of a particular (source) category. For this kind of rule, you can also specify that the Klopotek system should assign the priority (static) or re-number and reassign the priorities for entire branches (dynamic).

• Static – a specific value stored in the system is assigned as the priority of the target category (e.g. priority "1").

• Dynamic – the system automatically assigns priorities for the target category/categories and for

all the categories in the branch which have already been assigned automatically (re-numbering and reassignment of priorities throughout the branch). Which branch is affected is defined for each target category. The function for automatically assigning priorities ensures the each category in the branch is allocated a unique priority.

Prerequisites

The following prerequisites must be met in order to use this function:

• System settings

– Activate priorities for the "Products" module.

– The target field for your custom rule must be a category for which priorities are activated in the "Roles Maintenance" tool.

– Activate dynamic assignment of priorities for the relevant rule.

– Using a root category, define a set of sub-categories for this rule as well. The system automatically assigns priorities to this set.

– Define an "internal" priority for the target category. The system requires this for automatic re-numbering and assignment.

• User interaction

Products / Series 2 Product classification: automatic assignment of priorities (193772, as of v. 11.0)



– Always enter a value for the priority in the user interface ("Classif." tab) when assigning the

source category.

Process of automatic assignment (dynamic)

The user assigns a particular category on the "Classif." tab ("Products" module), enters a priority, and saves

the data. If your system administrator has defined one or more rules for the automatic assignment of priorities to these interactions, the system first evaluates all the applicable rules and sorts them internally. For this purpose, it composes a sort code based on the category (root), the priority entered in the user interface, and the "internal" priority defined in the rule. The internal sort sequence is the basis for re-

numbering and thus for the dynamic assignment of priorities for the target categories. In order to avoid ambiguous priorities, the system takes into account all the sub-categories with an internal sort code which have been automatically assigned up to this point during the re-numbering process.

Example

Your system administrator has configured all the prerequisite settings:

• The "THEMA" branch exists with the sub-categories "THEMA A" to "THEMA Z" and permits the entry of a priority.

• The rules for the automatic assignment of categories (based on the assignment of a particular source category) are defined.

• The automatic assignment of categories is activated, the "THEMA" branch is entered as the root, and the target categories all have an "internal" priority which the Klopotek system can use for sorting.

In the user interface, you assign the category "CATCODE 1", enter "1" as the priority, and save the data. This implicitly triggers automatic assignment.

Custom rules

Source category (interaction) Target category (assignment of priorities) Result

Rule Category Priority (user)

Category "Internal" priority

Branch for priority

Internal sort code

Assigned category / priority

1 CATCODE 1 1 THEMA A 20 THEMA THEMA-001-020 2

2 CATCODE 1 1 THEMA B 10 THEMA THEMA-001-010 1

3 CATCODE 2 3 THEMA C 10 THEMA THEMA-003-001

4 CATCODE 3 2 THEMA D 10 THEMA THEMA-002-001

Assigned categories Result

Category Current priority Internal sort code Modified priority

THEMA Y 1 THEMA-004-001 3

THEMA Z 2 THEMA-004-002 4

2 Products / Series PRDUPD: Validation of delivery status change (195463, as of v. 10.8)



Note: Rules 1 and 2 are applied on this basis of the interaction. When re-numbering the priorities, the system

takes into account all of the categories with an internal sort code which have been automatically assigned in the "THEMA" branch up to this point ("THEMA Y" and "THEMA Z") in addition to the new target categories "THEMA A" and "THEMA B".

Documentation: Please refer to the internal tables manual "Product Planning and Management System (PPM)", "Settings for auto-population/assignment of values" (EN_IT_PPM).

PRDUPD: Validation of delivery status change (195463, as of v. 10.8)

As a rule, the "Product Update (PRDUPD)" batch procedure validates changes of delivery status via the order of precedence defined for delivery statuses.

In the following cases, changes of delivery status are not validated via the order of precedence:

• Changing from the delivery status 'In Production' to 'Available' or 'Available via co-publisher' is only possible

– if the edition is the current edition or

– if the previous edition has the status 'Out of print' or

– if the previous edition has the status 'Withdrawn' and there is no previous edition with the status 'Planned' or 'Distribution test'.

• Changing from the delivery status 'Out of print' to 'Available', 'Available via co-publisher' or 'Out

of stock' is only possible

– if the edition is the current edition or

– if there is no previous edition with the status 'Available' or 'Available via co-publisher' or if the system is configured such that the status 'Available' can be assigned to multiple editions of a version.

• Changing from the delivery status 'Withdrawn' to 'Planned' or 'Distribution test' is only possible if the edition is the last edition of a version.

XML Product Export: Stock item data and customer order number (172820, as of v. 10.10)

As of version 10.11, the system includes dimensions of the stock item in the catalog export by default.

In addition, you can specify in the "Product Selection" module that customer-specific product data (inventory label number and product group of the product for the respective customer) are also included in the catalog export. This data may be necessary for the creation of customer-specific advertising material.

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Products / Series 2 CATEXP/PRD2XML: XML attributes for sales tax on the second medium (188839, as of v. 10.2)



Dimensions of the stock item

It is possible that the dimensions of the product which was originally ordered from the supplier (recorded in the "Products" module) differ from the actual dimensions of the product received. For this reason, the dimensions of the stock item are included in the catalog export by default.

The data is exported in accordance with the system of measurement configured in the Klopotek system.

Customer-specific order numbers

In the "Product Selection" module, the system provides the "Export Customer Order No." checkbox ("Catalog" tab, "XML Source File Settings" sub-tab). Using this parameter, you control whether customer-individual data should be included in the catalog export.

If the "Export Customer Order No." checkbox is activated, the catalog export procedure checks whether the respective product is entered for business partners with the role "Customer (BSD)" ("Customer (BSD)"

module, "Order No." tab).

For all the references which are found, the procedure exports the following data to the XML product export

schema:

• Label for the customer (main address)

• Customer number

• Inventory number

• Product group

If a product is entered on the "Order No." tab for multiple customers but with different inventory numbers, this

data is exported for each customer.

The inclusion of the customer order number in the catalog export is controlled exclusively via the "Export

Customer Order No." checkbox in the "Product Selection" module. For the other procedures which perform an XML export of product data ("PRD XML Export product pool (PRD2XML)" and "PPM VLB Export (VLB_EXP)", this is controlled via the system settings. By default, the export of the customer order number is deactivated for both procedures.


CATEXP/PRD2XML: XML attributes for sales tax on the second medium (188839, as of v. 10.2)

XML attributes for exporting the sales tax data of a second medium have been added to the "Catalog export

(CATEXP)" and "PRD XML Export product pool (PRD2XML)" batch procedures. If the sales tax is split between the mediums, the system calculates the prices based on the data for the first and second medium.

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2 Products / Series PRDIMP2: Delivery system (166675, v. 9.10, v. 9.12, as of v. 10.4)





PRDIMP2: Delivery system (166675, v. 9.10, v. 9.12, as of v. 10.4)

You import data which are present in the product import interfaces into the Klopotek system with the "FCB PRD Product import (PRDIMP2)" batch procedure.

The product import interface supports the import of the "Delivery System" field.

The "Delivery System" field defines the external system which your company uses to deliver electronic products ("Products" module, "Distrib." tab).

If the e-product (one-off product) is ordered, the Message Based Service "Online One-Off adaptor (OUT)" can send a message to this system for the delivery. This message contains all the information which is necessary for the delivery of the electronic product.

Note: Further information can be found in the interface description EN_ID_PRD_Product_Import.

PRDIMP2/MBS: Product Import Interface adaptor (IN) - Set type (190695, 160905, as of v. 10.11)

The "set type" serves to classify sets and is a mandatory entry for sets in the "Products" module. Via the set type, you can differentiate normal sets from sets which you want to use for special sales activities.

As of version 10.11, the Message Based Service (MBS) "Product Import Interface adaptor (IN)" imports the

set type.

Documentation: Please refer to the interface description "Product MBS Adaptor Family", "Product Import

Interface adaptor (IN)" (EN_ID_MBS_Product_MBS_Adaptor_Family).

The "FCB PRD Product import (PRDIMP2)" batch procedure imports the set type into the "Interface for external Products (PRD_INTERFACE_PRODUCT)". If there is no entry for the set type, the batch sets the standard value "Set product" (SETPROD).

Documentation: Please refer to the interface description "Import Interface Product Pool", "PRD_INTERFACE_PRODUCT" (EN_ID_PRD_Product_Import).

MBS: Product adaptor (OUT) - Additions to parallel versions (187909, as of v. 9.8)

The "Product adaptor (OUT), Product Series adaptor (OUT)" exports Klopotek's entire product data area, including:

• Sets which are linked to the current product (in a separate product message with the set product list)

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2.80

2.81

Products / Series 2 MBS: delivery of electronic products (159839, v. 9.12, as of v. 10.4)



• Series which are linked to the current product (in a separate product message with the series

product list)

• Parallel versions which are linked to the current product

• Related titles which are linked to the current product

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

• Classification information such as market restrictions and web codes.

The "Product adaptor (OUT)" exports the following data for parallel versions which exist for the current product:

• the planned publication date - "Products" module, "Edition" tab, "Planned" box,

• the actual publication date – "Products" module, "Edition" tab, "Published on" box

• the delivery status.


MBS: delivery of electronic products (159839, v. 9.12, as of v. 10.4)

Please note: The features described in the following are valid in version 9.12 and as of version 10.4.

Please note: To use the functions described in the following, you need to have a license for the "Online Subscription MBS adaptor family" (MBS-090 / 9.0) product.

Electronic products are not physically delivered; a system is used instead which differs from the one for physical products with stock. Electronic product templates are usually stored or referenced in an electronic delivery system. This system in principle assumes the same tasks as a warehouse system for physical

products. Depending on the delivery system's strategy, your customer receives a link to the electronic product to download or view it. However, your customer may also receive the product directly, e.g. as an e-mail attachment.

Irrespective of the delivery process concerned, the electronic delivery system has to receive all information necessary for the delivery. Since electronic products are delivered via an automated process which is separate from the invoicing process, electronic delivery can be initiated and processed much earlier than the

delivery for physical products.

Klopotek Message Based Services (MBS) provide an automatic process which initiates electronic delivery as

early as possible in the ordering process. This automatic process informs the external delivery system to deliver a specific electronic product to a specific customer.

The MBS "Online One-Off adaptor (OUT)" is available for this. This service sends an XML message containing all data necessary for an electronic product's delivery to a recipient to a specific endpoint for the external delivery system.

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2 Products / Series MBS: delivery of electronic products (159839, v. 9.12, as of v. 10.4)



"Products" module, "Distrib." tab, "Delivery System" drop-down menu

From this drop-down menu, you can select an electronic delivery system for the delivery of an electronic product. The "Online One-Off adaptor (OUT)" Message Based Service (MBS) sends a delivery message to this system. The message contains all information necessary for the electronic product's delivery to the

recipient. If you have stored a delivery system, this message is also generated for physical products. This way, the electronic product can be sent out together with the physical product.

You can assign the delivery system independent of the product. When triggered, the MBS checks if the product can be sent via an electronic delivery system, i.e. if it is a non-physical product.

If you don't assign an electronic delivery system to the product, the Message Based Service doesn't send any message when the product is ordered.

If you create a new product edition with the "New Edition" option (pop-up menu), the delivery system is automatically transferred to the new edition. If you use the "Copy as Template" and "Copy as Product" options (pop-up menu), the delivery system selected is automatically copied.

The delivery system is also transferred during product synchronization.

Activating the "Online One-Off adaptor (OUT)" Message Based Service

The "Online One-Off adaptor (OUT)" Message Based Service becomes active for the order or for the corresponding order line. As soon as an order or an order line is created / modified or deleted, the MBS checks if a message must be sent.

If an order is modified, the MBS checks all order lines before it generates a message:

• If an order line is created, the MBS sends a corresponding create message.

• If an order line is deleted and a create message has already been sent, the MBS sends a delete

message for the deleted line. However, if a create message has not yet been sent and the line is deleted, the MBS does not generate a delete message.

Please note: The update process (e.g. if quantities are modified) is not supported, i.e. the MBS does not generate any message in this case.

Validity check

If the MBS becomes active, the following validity rules are checked before a message can be generated:

1. A message has not yet been sent for the order line.

2. A first release has already taken place for the product (taking into account the "Prior Delivery"

mark ("Add.Order Data" tab) which supports the delivery of lines with the "In production" status and before the first release).

3. The product edition has a reference to an electronic delivery system ("Delivery System" drop-down menu in the "Distrib." tab).

Products / Series 2 MBS: delivery of electronic products (159839, v. 9.12, as of v. 10.4)



4. The product's delivery status is "Available", "In production" or "Planned" (if your system supports

the "Planned" or "In production" status), and the "Prior Delivery" mark is set for the order.

5. There is no delivery hold for the product. Distribution rights are not checked here.

6. The order has the "Free" status (the order is authorized and is not on hold).

7. The order line does not wait for authorization (if the authorization mechanism is active).

8. The order's payment method is not "Pro forma".

9. The order is not marked as an "offer".

10. If the order's payment method is not defined, or if "Standard" is not defined, the "Pro forma"

payment method is not allowed as the standard payment method. The company group settings and the customer hierarchy are taken into account here.

11. Add-on order lines are not taken into account until invoicing has set the order line to "Charged".

12. The order line's processing status is not "In progress". This status is set during invoicing and is changed again afterwards.

13. Set order lines are only taken into account if the respective line is calculated (invoicing has completely disassembled the set), or if the set order originates from a web shop (the set has been disassembled by the respective web service). Set order lines calculated via real-time calculation are also included.

If the validity rules are not fulfilled, an error message is not generated – only the MBS does not send any message.

If the MBS does not generate a message for a product for which a message should have been created due to the product's characteristics, the invoicing batch run processes the corresponding order line again. If the

line cannot be delivered, invoicing modifies the line accordingly. The modification to the order line activates the MBS which checks the line and sends a message.

Messages can be sent for physical and non-physical products based on these validity rules. Future delivery dates are not taken into account here.

Delivery message

The MBS generates a defined data structure for the message with all information necessary to access the electronic product or to react to specific circumstances, e.g. to customer or delivery holds.

The message is sent to the endpoint defined for the MBS in the standard MBS configuration. If an alternative endpoint is defined for the electronic delivery system, the MBS sends the message to this endpoint. In this case, the standard endpoint defined does not receive a message.

Please note: For more information about the MBS standard configuration, please see EN_ID_MBS_Online_Subscription_MBS_Adaptor_Family.pdf.

Messages can be generated for modified, new or deleted orders / order lines. To identify an order for delivery, the internal line identifier is also transferred to the delivery system.

2 Products / Series MBS "Product adaptor (OUT)": Additional product data (189124, as of v. 10.2)



The MBS exports a duration in days in addition to the quantity and the order type. You can define the

duration for each order type. The electronic delivery system can use the duration to limit access to an electronic product.

If the MBS generates the message without errors, the order line is marked as delivered to an electronic delivery system.

The order line's data structure contains additional information about the date and time the MBS has sent a message. The delivery system the message was sent to is also indicated.

Please note: For more information about the delivery message, please see mex-bus-sof-sofExportDefinition.xsd.

Order entry

If the MBS has already sent a message for an order line's delivery to an electronic delivery system and has marked the line accordingly, you can no longer modify the delivery information for this order line (e.g. quantity, product, delivery address, order type etc.). The date the MBS has sent the message to the electronic delivery system is displayed in the "Sent" box on the "All Lines" tab in the order.

You can modify information necessary for invoicing in line with the existing validity checks.

Order lines which have lead to messages being sent to an electronic delivery system and which are now deleted automatically receive the "Final, not Released for Inv." (EN) status.

If a set line which contains a set sub-line with an electronic product is deleted, the set sub-line is also deleted.

If an order line was already sent to an electronic delivery system, you can no longer change the payment method to "Pro Forma" or define the order as "Offer".

MBS "Product adaptor (OUT)": Additional product data (189124, as of v. 10.2)

As of version 10.2, you can export additional product data with the "Product adaptor (OUT)" Message Based Service (MBS), enabling a comprehensive exchange of product data between the Klopotek system and other systems:

• Distinction between main series and sub-series:

– "Series Structure" form, Main Series (product/containers/container/@is_main_assignment)

• Field related to the series

– "Series" form, "Series" tab, "Biblio. Series" (product/containers/container/@is_bibliographic)

– "Series" form, "Series" tab, "Series Type" (product/containers/container/serial_type)

• Fields for the relationship between series and product

– "Series Structure" form, "Vol. Name" (product/containers/container/volume_name)

– "Series Structure" form, "Vol. No" (product/containers/container/volume_no)

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Products / Series 2 MBS: Product adaptor (OUT) - Additional product data (185964, as of v. 10.8)



– "Series Structure" form, "Status" (product/containers/container/status)

• Bibliographical number

– "Product" form header, "Bibl." (product/edition/profile/bibl_edition_no)

• Title registration status

– "Product" form, "Edition" tab, "Reg.Status" (product/edition/registration_status)

• Co-publisher

– "Product" form, "Edition" tab, "Co-Pub." (product/edition/co_publishers)

Optional export of catchwords and keywords

Your system administrator specifies whether the "Product adaptor (OUT)" MBS

• exports the automatically generated keywords for the product ("Products" module, "Links" tab), or whether it does not export any keywords.

• exports all the catchwords which are specified on the "Links" tab ("Catchwords" group box) for the product, whether the export is restricted to particular types of catchword.


MBS: Product adaptor (OUT) - Additional product data (185964, as of v. 10.8)

As of version 10.8, you can export additional product data with the Message Based Service "Product adaptor (OUT)" in order to enable a comprehensive exchange of product data between the Klopotek system and external systems:

• "Plan.Print Run" box on the "Print" tab (planned_print_run)

• "Section Colors" box on the "Prod." tab and – as of version 10.11 – on the "Spec." tab as well (basic_color)

• "Add. Illus." box on the "Spec." tab (other_illustrations)

• "Actual Costs/Unit" box on the "Print" tab (product_costs)

• "Calc. Costs/Unit" box on the "Print" tab (calc_prod_costs)

• "Commodity Code Duty Export" box on the "Distrib." tab (commodity_code)

• As of version 10.11: "Commodity Code Duty Import" box on the "Distrib." tab (commodity_code_import)

• "C. of Production" box on the "Distrib." tab (county_of_origin)

• "PreEntry 1" box on the "Originators" tab (pretext_1)

• "PreEntry 2" box on the "Originators" tab (pretext_2)

• "Post Entry" box on the "Originators" tab (posttext)

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2 Products / Series MBS "Product Import Interface adaptor (IN)": Replacement of classifications (197434, as of v. 10.8)



• Tasks in the schedule for the product on the "Schedule" tab (root node schedule)


MBS "Product Import Interface adaptor (IN)": Replacement of classifications (197434, as of v. 10.8)

By default, the import of product data to the Klopotek system ("Products" module) is carried out via the "Import Interface Product Pool". This interface provides a flat structure and so a simple model for importing data. The interface does not have the same scope as the operative data model, but it is easier to fill and – first and foremost – it provides the necessary xx framework for validations with regard to erroneous data records.

You fill the interface with product data with, for example, the "Product Import Interface adaptor (IN)". The import itself is carried out by the "FCB PRD Product import (PRDIMP2)" / "FCB PRD Product import/update (PRDIMP2UPD)" the batch procedures (variants).

In addition to the product and the complex product structures, you can also import prices, classifications,

texts, authors, external objects, object relationships and distribution rights if necessary. In the area of product classifications, you add new classifications, replace existing ones completely, or just replace parts. The "Product Import Interface adaptor (IN)" makes the necessary XML structures available.

In accordance with the settings of the "FCB PRD Product import/update (PRDIMP2UPD)" batch procedure, the "FCB PRD Product import (PRDIMP2)" inserts product classifications or replaces the existing ones entirely with new classifications.

• If you do not use the "FCB PRD Product import/update (PRDIMP2UPD)" batch procedure or if you have not activated replacement, the "FCB PRD Product import (PRDIMP2)" only inserts

product classifications – replacement is not possible.

• If replacement is activated and the message from the "Product Import Interface adaptor (IN)" fills

the interface accordingly, the procedure first deletes all the product's classifications and then replaces them with the new ones from the interface.

If you only want to delete some of the product classifications rather than all, then the adaptor has to deliver a message which has been modified appropriately. The adaptor's XSD schema makes the necessary attributes available which are transferred to the interface accordingly. This allows you to control the replace of part(s) of a classification.

Documentation: Please refer to the interface description "Product MBS Adaptor Family", "Product Import

Interface adaptor (IN)" (EN_ID_MBS_Product_MBS_Adaptor_Family).

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Products / Series 2 Web Services Book Orders, Disassembling Sets (159834, v. 9.12, as of v. 10.4)



Web Services Book Orders, Disassembling Sets (159834, v. 9.12, as of v. 10.4)

Please note: The features described in the following are valid in version 9.12 and as of version 10.4.

Please note: To use the functions described in the following, you need to have a license for the "Web Services Book Orders" (WEB-130 / 8.5) product.

Klopotek’s Web Services are functions of the Klopotek publishing software that can be accessed from within external software. Various IT systems can hence be easily integrated.

When Klopotek's Web Services are incorporated into your new or existing web shop, you integrate your online catalog into the product pool of your planning and sales system and you integrate your web shop

order entry into your back office order entry – in real-time. The individual design of your corporate identity and your web site workflow are not affected by Klopotek Web Services and are still up to you.

Klopotek's Web Services offer you the entire range of functionality that the Web application needs to connect directly online to Klopotek's database. Klopotek's Web Services provide the data and functions of Klopotek's back office software in real-time.

So that Klopotek Web Services calculate taxes, discounts and shipping costs correctly for orders with one-off products, sets have to be broken down into their components.

This Web Service makes the set order lines available with their components as subordinate order lines in an additional data structure. If the order to be calculated does not contain sets, the Web Service does not have to be accessed.

If the calculation is set up for the component level, the Web Service determines the prices of the component lines automatically.

If a set has the delivery status 'Planned', it is not disassembled by the Web Service and an error message is not created. The Web Service for Checking the Availability of Products reports the problem and marks the set as unavailable.

The entries listed in the following must be available on the order line level.

Product – mandatory entry

The ISBN or order number must be available.

Quantity – mandatory entry

The commissioned quantity must be available.

Price type – optional entry

The price type setting is given.

Because the component order lines are no longer listed as "normal" order lines with sub-line numbers, the number is removed for the data structure for the order lines. In its place, the Web Service creates a new data

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2 Products / Series Web Services Book Orders, Disassembling Sets (159834, v. 9.12, as of v. 10.4)



structure for the component order lines for each set order line. A reference to the data structure created by

disassembling the set is available on the order line level.

The Web Service disassembles every set which is not prepackaged and creates a reduced order line for

every component within the new data structure. The structure contains the following information:

Sub-line number

The sub-line number is given.

Information on the product

A reference to a product structure which specifies the product is given.

Quantity

The quantity of components ordered is multiplied by the quantity of the set given.

Quantity to be paid for

The quantity to be paid for by the customer is given in accordance with the specifications defined for the set.

Quantity not to be paid for

The quantity which the customer does not pay for is given in accordance with the specifications defined for the set.

Price type

Either the price type defined for the set or the standard retail price type of the component is given.

Discount information – optional entry

The discount information for the current product of the component can be entered.

Special price - optional entry

The price for the product is given and, depending on the settings for the total special price, can be multiplied with the quantity paid for. The price is a gross or net price in accordance with the settings for the special price.

If the products of the components instead of the set are calculated, the Web Service determines the price for the components when the set are disassembled. The Web Service uses the price type of the component and

the currency to determine the price.

Special Price gross / net - optional entry

The value "N" is used for net, the value "G" for gross.

When determining the price, the Web Service sets the value in accordance with the specifications for the price.

Special price total – optional entry

The value "Y" is used when the special price is valid for the entire order line, i.e. it has already been multiplied with the quantity. The value "N" is used when the special price is the price for a product.

The value "N" is used when the special price is determined automatically.

Products / Series 2 Web Services Book Orders, Disassembling Sets (159834, v. 9.12, as of v. 10.4)



Deliverability information – optional entry

This information references a deliverability structure which contains information on the current set components.

Tax information – optional entry

This entry refers to a tax structure which contains the information on the current set components.

Final price – optional entry

This information specifies the final price to be used for the creation of the single order. If a value is entered

here, the system uses this value as a special price for the order line and discount values are not transferred to the order position created.

If a final price exists, discount rates and amounts are not recorded on the invoice.

Final price gross / net – optional entry

This entry determines whether the final price is gross ("Y") or net ("N"). If a final price exists and nothing is entered here, you receive an error message.

If the end price is a net price (mandatory entry under the North American tax model), the invoicing procedure calculates the taxes and adds them to the final price.

Final price total – optional entry

This entry determines whether the final price is a flat-rate value ("Y"), or whether the final price is multiplied with the quantity ("N"). By default, the final price is interpreted as a flat-rate ("Y").

Authorized – optional entry

The amount of the order line is either already authorized by the web shop (Y) and is part of the payment data, or the amount is not authorized and the order line is put on hold (N).

These set lines have a sub-line number and the same line number as the main set line.

The Web Service calculates the quantities for the components based on the set quantity multiplied by the

defined component quantities.

Component routing to follow-up products is always inactive. The configuration on the set structure level is not

taken into account.

If the main set line is not marked as "Gratis", the Web Service fills the price type with the value specified for

the set components on the set structure level. If no price type is entered, the price type is taken from the main set line.

All the relevant set line values are transferred to the component lines (e.g. the order type).

You can set the price for each component for the follow-up process. If the set configuration is set up for

calculation on the component level, the component prices are taken into account when calculating tax. If no price is defined, the tax routine reports an error. If the calculation takes place based on the set price, the component prices are not processed for the tax calculation by the Web Service.

In addition, the following attributes for the order position are made available within the order line structure.

2 Products / Series Web Services Book Orders, Disassembling Sets (159834, v. 9.12, as of v. 10.4)



Set calculation

This information defines whether the calculation takes place on the set or the component level (set = Y, single product = N). If the product is not a set, the value is null. This attribute is only available on the main set

order line.

Prepackaged

This information specifies whether the set is prepackaged ("Y") or not ("N").

Complete delivery of components

This information specifies whether the set supports complete delivery. The system uses the information from the product pool.

If the Web Service is started again for a set, the sub-lines which have already been created for the set order lines are deleted and recreated.

Web Service for Creating Single Orders

If you create a single order in the Klopotek system, the Web Service for Creating Single Orders must transform the new set component structure into single order lines.

All the order relevant values (e.g. the order type) are transferred from the set line to the component lines.

If the set is not yet disassembled, the Web Service reports an error.

Web Service for Order Search

When open an order in the order pool, the Web Service for Order Search must map the set component structure from the BSD system to the set component structure used by the Web Services.

Creating and calculating orders

Set which you create manually are not automatically disassembled by the Web Service. If you require information on the set structure or availability of the set components, use the "Calculate…" option (pop-up

menu) to calculate the order.

After a set has been disassembled by the Web Services, you can no longer change the set order lines

manually. You can however delete set order lines as long as the set components have not been invoiced or processed.

The identifier for deliverability relative to stock quantity is available on the level of the component lines.

The real-time calculation does not delete any component lines which have already been created, rather it

uses the lines for the calculation when the set order lines were created via the Web Service or have been partially delivered.

Credit card authorization for set lines

A partial authorization for single set sub-lines is only permitted when the "Deliver Only If Set Complete" flag is not set on the set level.

Warehouse 3 Stock movements and their causative transactions (149113, as of v. 10.4)



Warehouse

Stock movements and their causative transactions (149113, as of v. 10.4)

The stock in a warehouse is altered by various transactions, e.g. by customer orders which lead to goods out

or by returns which lead to goods in.

Until now these causative transactions were not displayed in the stock movements.

The stock movements results list was enhanced in order to display the causative transactions.

User interface

Stock Movements

Input boxes for search criteria

By entering search criteria, you can limit the number of stock entries that are displayed in Stock Entries. You must enter at least one search criterion.

Show Transaction

If you check this box, the transactions which caused the stock movement are displayed in the search results. Order, production order, set processing (set assembly or disassembly), or returns are displayed according to the transaction type. The system opens the form for the corresponding transaction with a double click (as of version 10.4).

Search Results

As of version 10.4, transactions which cause stock movements are also displayed.

For the "Order" transaction, the order number, line number and the quantity are displayed. The orders are sorted ascendingly by order number. You can open the order form with a double click on the line.

For the "Returns" transaction, the return number, the line number and the quantity are displayed. The returns are sorted ascendingly by return number. You can open the returns form with a double click on the line.

For the "Pick Set" transaction, the set assembly ID is displayed. You can open the "Pick Set" form with a double click on the line.

For the "Disassemble Set" transaction, the set disassembly ID is displayed. You can open the "Disassemble Set" form with a double click on the line.

For the "Production Order" transaction, the production order ID is displayed. You can open the production order form with a double click on the line (only in PPM).

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3.1.1.1.1

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3 Warehouse Stock movements and their causative transactions (149113, as of v. 10.4)



Returns

Stock Returns

As of version 10.4, the posting and line numbers are saved to the returns line so that you are able to trace the posting back to the particular return which caused it in the stock movements search results.

Returns

You can register titles one after the other. The quantity is preset with the system settings. The return reason for the respective line is adopted from the return shipment header. However, you can modify it.

If you complete the quantity entry in the last line using the return key then a new line is created (as of version 10.4).

If there are too many return lines to fit in the window, a scroll bar appears at the right margin to help you read through the lines.

Open Credit Note

As of version 10.4, a symbol is displayed at the end of the return line. If you click on this symbol, the system executes the following actions according to the conditions:

• No credit note exists: The error message "No credit notes found" is displayed.

• A credit note with exactly one line exists for the return: The system opens the "Credit Note Order" form.

• Several credit note lines exist for this return: The system opens the "Credit Note Order" form and displays the first credit note line. At least one other line exists for this return line in the credit note order.

Batch procedures

Goods Out Warehouse (STM_WA) As of version 10.4, the batch procedure saves the posting and line numbers of the successful goods out posting to the pack line.

Consequently, in the stock movements search results, you are able to trace the goods out back to the particular contracts that caused them.

Prior Removal If there are orders for which the customer has already received the goods, the invoicing procedure creates stock entries in the stock entries interface. These are processed by the "STM Stock Entries (STM_LBF)"

3.1.1.2

3.1.1.2.1

3.1.1.2.2

3.1.1.2.2.1

3.1.2

3.1.2.1

3.1.2.2

Warehouse 3 Speed up returns entry (149910, as of v. 10.4)



batch procedure. The procedure creates an entry for the outgoing stock entry and, if necessary, an incoming

stock entry. These stock entries are linked to the respective order lines via a new database field.

BSD Invoicing (FAB)

The "BSD Invoicing (FAB)" batch procedure generates a unique ID for each stock entry. This ID is saved in

the stock entry interface and in the order line(s) which caused the stock entry.

STM Stock Entries (STM_LBF)

The "STM Stock Entries (STM_LBF)" batch procedure transfers the ID for the affected stock entry from the interface to the table for stock entries.

Speed up returns entry (149910, as of v. 10.4) In order to enter a large number of returns more quickly, the window "Register Returns" has been enhanced.

When you complete an entry in the "Product No." or "Ed." box with the ENTER key, the cursor jumps directly

to the "Quantity" box.

When you complete a quantity entry with the ENTER key in the last line, a new line is added. The cursor returns to the "Product No." box.

Additional pick location (149911, as of v. 10.4) Many products are stored packed in cartons, whereby a carton always contains a particular quantity of the product. If the system is set so that the packing of pallets and cartons is supported and a quantity per packing unit and/or a quantity per pallet is entered for the stock item, then prepackaged cartons and/or full pallets of prepackaged cartons are preferred for shipment.

For example:

• Ordered quantity: 1674

• Value in the "Qty per Pallet" box: 500

• Value in the "Qty per Pack.Unit” box: 20

• Number of pallets created: 3 (with a total of 1500; remaining 174)

• Number of cartons created: 8 (with a total of 160; remainder 14)

• The remaining 14 titles are further packaged according to the set packing variant, i.e. together with other products.

Until now, there was only one pick location for first class quality for a stock item; for a product in prepackaged cartons, two pick locations are more advantageous.

• a pick location for large order quantities: the prepackaged cartons are transferred from backup storage to the picking area and from there, delivered to customers.

• a pick location for small order quantities: the products are packed individually and delivered.

3.1.2.2.1

3.1.2.2.2

3.2

3.3

3 Warehouse History for individual warehouses (149913, as of v. 10.4)



For this reason, an additional pick location for a stock item has been introduced into the system.

User interface

"Pick Location" tab As of version 10.4, there are two pick locations for a stock item:

• standard

• packing unit

The standard pick location is further subdivided into 1st class and 2nd class stock items.

At the pick location for packing units, complete cartons are gathered and sent directly to the customer. Here, there are only 1st class stock items.

Stock Transfers If the pick location is used for packing units, the system takes the capacity of the pick location into account.

Batch procedure - enhancement

STM Replenish. (compl.) (stm_sup)

Additional pick location

The batch procedure enters the pick location for full cartons (STM_PACKAGE.PACKAGE_TYPE = 'C') in the following way:

• If the stock item has a pick location for packing units (full cartons), then this is used.

• If the stock item does not have a pick location for packing units, then the standard pick location is used.

History for individual warehouses (149913, as of v. 10.4) A history for each individual warehouse is necessary for insurance purposes. This history must record the stock and its value for each product, month and warehouse.

Until now, only the history per product, month and reprint was saved.

A new table has been introduced which saves the data for each product, month and warehouse. This information is not saved on the reprint level, but rather on the stock item level. The average stock value is calculated across all reprints. The "STM Monthly stock evaluation (STM_BAL)" batch procedure carries out these calculations.

3.3.1

3.3.1.1

3.3.1.2

3.3.2

3.3.2.1

3.3.2.1.1

3.4

Warehouse 3 Set processing (149115, as of v. 10.4)



Set processing (149115, as of v. 10.4) Prepackaged sets consist of individual products which must be packed together in the warehouse. The warehouse employees require the following information for packing:

• how many sets should be packed,

• which products in which quantity is the set composed of,

• where should the product be picked from and

• where should the finished set be stored.

Until now, a packaging order was created in BSD. Only one order line can be created per set. The packaging order must be invoiced. Invoicing creates the corresponding stock entries and the documents for the warehouse employees in a separate, internal document stack. The "STM BSD Replenishment (STM_SUP)" batch procedure" defines the pick locations for the set components. The required quantity of the set

components is displayed in Stock Transfers (Pick Set). A double click on the products transfers them to Stock Entries. The transactions can then be booked and the warehouse-transport slips are printed. This is a manual process which must be repeated for each product in the set.

These transactions are now carried out in one place via set processing – the previous functionality for set packaging is therefore obsolete (and the authorization in Security for the option and the bundle. The functionality contains two new functions and windows with which you can pick or disassemble sets. The

necessary postings are also carried out centrally in set processing, along with the printing of the required documents.

For this purpose, two new options are available in the "Stock Movements" module:

• Pick Set… and

• Disassemble Set…

When you activate these options, a window opens in which you can search for existing set processing orders or create new set processing orders.

Note: These options and the window must be authorized in Security.

When large quantities of sets must be processed, you are able to complete the set processing orders successively, so that a number of them can be booked as processed and the remainder can be processed at a later time.

Set processing

Pick Set If you would like to pick a set, select the option "Pick Set" in the "Stock Movements" module.

3.5

3.5.1

3.5.1.1

3 Warehouse Set processing (149115, as of v. 10.4)



Search

You can search for sets which must be picked or disassembled here. All the set processing orders which match the search criteria are displayed in the "Sets" area.

Status

Via this drop-down list, you can restrict the search according the status of the set processing order. A set processing order can be:

• "Open" (the set processing order is "In Progress" or "To Be Processed". It never has the status "open"; this is only a search criteria.)

• "To Be Processed"

• "In Progress" or

• "Processed"

The status "In Progress" is not possible for a "Disassemble Set" processing order.

Order No.

You can restrict the search to a particular set processing order by entering the order number.

Set [?]

You can restrict the search to a particular set here.

If you enter a "?", the "Select Stock Item" window opens. The search is restricted to stock items which are prepackaged sets. Select the desired set.

Alternatively, you can enter an order number or an ISBN. If you have entered an ISBN or order number for which there is no prepackaged set, the "No prepackaged sets with the ISBN or order number "%1" were

found." error message appears.

W.house [?]

You must restrict the search to a particular warehouse. The box is preset with the Main Stock. Every set processing order which you create is created for the warehouse which you have selected in the search.

You can only search for a warehouse with a set packaging area.

If you enter a "?", the "W.house" window opens. Select the desired warehouse.

Alternatively, you can enter the warehouse code.

Sets

Existing set processing orders are displayed in this area and you can create a new set processing order

simply by adding a new line. You can delete a set processing order (Delete Line) as long as the it has the status "To Be Processed".

The set processing orders are sorted by ISBN or order number and then by the processing order number.

3.5.1.1.1

3.5.1.1.1.1

3.5.1.1.1.2

3.5.1.1.1.3

3.5.1.1.1.4

3.5.1.1.2




Ser. No.

The line number is displayed here.

Set [?]

If you enter a "?", the "Select Stock Item" window opens. The search is restricted to stock items which are

prepackaged sets. Select the desired set.

Alternatively, you can enter the order number or ISBN of the set. If you have entered an ISBN or order number for which there is no prepackaged set, the "No prepackaged sets with the ISBN or order number "%1" were found." error message appears.

For an existing set processing order, the ISBN or order number of the set is displayed here.

Ed.

The edition number for the set is displayed here.

Short Title

The short title for the set is displayed here.

Qty

Total

Enter the total number of sets which are to be processed here.

For an existing set processing order, the total number of sets to be processed is displayed here.

Completed

The number of sets which have been processed is displayed here.

Post

Enter the number of sets to be processed here. When you click on the <Confirm> button, this number of sets is saved as processed and is counted among the completed sets. The box is preset with the value from "Total". The set processing order must have the status "In Progress" before you can change this value. This

is accomplished by selecting the "Pick Set" option or by clicking on the <Start> button. The number of sets to be posted may not be greater than the total, either by itself or with the completed sets.

Options in the set processing order line

The name and/or the availability of the button changes according to the set processing order status:

Set processing order status Button name

"To Be Processed" <Start>

"In Progress" <Confirm>

"Processed" You cannot select further actions for a processed order; no button is available.

3.5.1.1.2.1

3.5.1.1.2.2

3.5.1.1.2.3

3.5.1.1.2.4

3.5.1.1.2.5

3.5.1.1.2.5.1

3.5.1.1.2.5.2

3.5.1.1.2.5.3

3.5.1.1.2.6




<Start>

When you have created a set processing order, release it by clicking on the <Start> button. The system opens the "Confirmation of Pick Set" modal window. Confirm the entry of the data with <OK>.

Before processing, the system checks whether the set processing order has the status "To Be Processed". In addition, the system checks whether the quantity of set components is sufficient to pack the corresponding number of sets. If this is not the case, an error message is displayed.

The system executes the following actions:

• The status of the set processing order changes from "To Be Processed" to "In Progress".

• The "Post" box is open for input. The box is preset with the value from "Total", but can now be changed.

• The system automatically prints a report for the set picking.

• The system prints a warehouse-transport slip for the respective set components.

• A reposting of the stock type from disposable to manufacture of stock takes place for every set

component (UB-FS = Repost Disposable to Manufacture of stock (Logical)).

• A reposting from a storage location to the set packaging area takes place for every set component (UL-SETASS = Transfer for Set Packaging). Only stock of first quality is reposted.

The storage location from which the set component is taken is determined in the following way:

• If the available quantity at a storage location is equal to the required quantity of set components, then the quantity is taken from this storage location.

• Otherwise, the storage location with the smallest quantity is assigned first and then the storage

location with the next smallest quantity etc. until the required quantity is filled. This avoids oddments being stored at various locations in the warehouse.

• If there is not enough stock available in these storage locations, a locked storage location is assigned.

• Only storage locations in the backup area are used.

<Confirm>

When you click on the <Confirm> button, the number of sets which you have entered in the "Post" box is processed and counted among the number of completed sets.


• The system opens the "Confirm Processing" modal window with the text "Do you want to carry out a stock transfer to the standard pick location?" If you answer this question with <Yes>, the system carries out a stock transfer to the standard pick location. If no standard pick location is defined, the message "The product %1 has no standard pick location. Please select the option without stock transfer to the standard pick location." appears.

3.5.1.1.2.6.1

3.5.1.1.2.6.2




If no standard pick location is defined for the product in the selected warehouse, the message

"The standard pick location for the product %1 is not in this warehouse. Please select the option without stock transfer to the standard pick location." appears.

• A goods in posting is recorded for the set (WE-SAS = Assemble Set)

• A goods out posting is recorded for each set component (WA-SAC = Pack Component in Set)

• The status of the set processing order is set to "Processed", if the total quantity was processed,

otherwise the status remains "In Progress".

Processed on

The date the set processing order was last worked on (posting date) is displayed here.

Status

The processing status of the set processing order is displayed here:

• "To Be Processed": the set processing order is created, but has not been processed yet.

• "In Progress": the set processing order has either been partly processed (i.e. a percentage of the sets have already been picked), or it has been released for processing via the "Pick Set" option or by clicking on the <Start> button.

The status "In Progress" is not applicable to "Disassemble Set" orders.

• "Processed": the set processing order has been completely processed (i.e. all the sets have

been picked or disassembled).

Order No.

The order number is displayed here. The system assigns it automatically.

Components of Order

The set components of the set processing order selected in the "Sets" area above are displayed here.

Ser. No.

The serial number of the set component is displayed here.

ISBN/Order No.

The ISBN or order number of the set component is displayed here.

Ed.

The edition number of the set component is displayed here.

Quantity per Set

The quantity of the component is displayed here, i.e. how many of this component does the set contain.

3.5.1.1.2.7

3.5.1.1.2.8

3.5.1.1.2.9

3.5.1.1.3

3.5.1.1.3.1

3.5.1.1.3.2

3.5.1.1.3.3

3.5.1.1.3.4




Total Qty

The total quantity of this component which is required to process the set is displayed here. E.g. if 200 sets must be picked and the set contains component 1 four times, then a total of 800 units of component 1 are necessary to complete the set.

Unnamed (availability check)

If the availability check was setup by your system administrator,

• a red (not enough stock available) or

• a green (enough stock available)

symbol appears after the quantity which indicates the availability of the set component/sets in stock.

Important: Error messages due to lack of stock can appear during processing if the available stock is predominantly in the set packaging area. This check for physical stock first takes place during posting.

Short Title

The component's short title is displayed here.

Disassemble Set If you would like to disassemble a set, select the option "Disassemble Set" in the "Stock Movements" module. In contrast to the "Pick Set" option, you can only process the set disassembly order in a single step. Partial processing is not possible as it is for set picking.

Search

You can search for sets which must be picked or disassembled here. All the set processing orders which

match the search criteria are displayed in the "Sets" area.

Status

Via this drop-down list, you can restrict the search according the status of the set processing order. A set processing order can be:

• "Open" (the set processing order is "In Progress" or "To Be Processed". It never has the status "open"; this is only a search criteria.)

• "To Be Processed"


• "Processed"

The status "In Progress" is not possible for a "Disassemble Set" processing order.

Order No.

You can restrict the search to a particular set processing order by entering the order number.

3.5.1.1.3.5

3.5.1.1.3.6

3.5.1.1.3.7

3.5.1.2

3.5.1.2.1

3.5.1.2.1.1

3.5.1.2.1.2




Set [?]

You can restrict the search to a particular set here.


Alternatively, you can enter an order number or an ISBN. If you have entered an ISBN or order number for which there is no prepackaged set, the "No prepackaged sets with the ISBN or order number "%1" were found." error message appears.

W.house [?]

You must restrict the search to a particular warehouse. The box is preset with the Main Stock. Every set processing order which you create is created for the warehouse which you have selected in the search.


If you enter a "?", the "W.house" window opens. Select the desired warehouse.


Sets

Existing set processing orders are displayed in this area and you can create a new set processing order simply by adding a new line. You can delete a set processing order (Delete Line) as long as it has the status

"To Be Processed"

The set processing orders are sorted by ISBN or order number and then by the processing order number.

Ser. No.


Set [?]


Alternatively, you can enter the order number or ISBN of the set. If you have entered an ISBN or order number for which there is no prepackaged set, the "No prepackaged sets with the ISBN or order number

"%1" were found." error message appears.

For an existing set processing order, the ISBN or order number of the set is displayed here.

Ed.

The edition number for the set is displayed here.

Short Title

The short title for the set is displayed here.

3.5.1.2.1.3

3.5.1.2.1.4

3.5.1.2.2

3.5.1.2.2.1

3.5.1.2.2.2

3.5.1.2.2.3

3.5.1.2.2.4




Quantity

Total

Enter the total number of sets which are to be processed here.

For an existing set processing order, the total number of sets to be processed is displayed here.

Completed

The number of sets which have been processed is displayed here.

Post

You cannot change the quantity which must be processed for a "Disassemble Set" order. When you have saved the set processing order, this quantity is preset with the total quantity.



• a red (not enough stock available) or

• a green (enough stock available)

symbol appears after the quantity which indicates the availability of the set component/sets in stock.

Important: Error messages due to lack of stock can appear during processing if the available stock is predominantly in the set packaging area. This check for physical stock first takes place during posting.

Options in the set processing order line

The name of the button changes according to the set processing order status:

Set processing order status Button name

"To Be Processed" <Start>

The status "In Progress" is not possible for a "Disassemble Set" order.

The <Confirm> button is not available. The "Disassemble Set" order is carried out in a single step with the total quantity.


<Start>

When you have created a set processing order, release it by clicking on the <Start> button.

Before processing, the system checks whether the set processing order has the status "To Be Processed". In addition, the system checks whether the quantity of sets available to be disassembled is sufficient. If this is not the case, an error message is displayed. Partial processing is not possible. The "Post" box is preset

with the total quantity and cannot be changed.


• The status of the set processing order changes from "To Be Processed" to "Processed".

• A goods out posting is recorded for the set (WA-SDS = Disassemble Set)

3.5.1.2.2.5

3.5.1.2.2.5.1

3.5.1.2.2.5.2

3.5.1.2.2.5.3

3.5.1.2.2.6

3.5.1.2.2.7

3.5.1.2.2.7.1




• A goods in posting is recorded for each set component (WE-SDC = Remove Component from

Set)

Processed on

The date the set processing order was last worked on (posting date) is displayed here.

Status

The processing status of the set processing order is displayed here:

• "To Be Processed": the set processing order is created, but has not been processed yet.

• "In Progress": the set processing order has either been partly processed (i.e. a percentage of the sets have already been picked), or it has been released for processing via the "Pick Set" option or by clicking on the <Start> button.

The status "In Progress" is not applicable to "Disassemble Set" orders.

• "Processed": the set processing order has been completely processed (i.e. all the sets have

been picked or disassembled).

Order No.


Components of Order

The set components of the set processing order selected in the "Sets" area above are displayed here.

Ser. No.

The serial number of the set component is displayed here.

ISBN/Order No.

The ISBN or order number of the set component is displayed here.

Ed.

The edition number of the set component is displayed here.

Quantity per Set

The quantity of the component is displayed here, i.e. how many of this component does the set contain.

Total Qty

The total quantity of this component which is required to process the set is displayed here. E.g. if 200 sets must be picked and the set contains component 1 four times, then a total of 800 units of component 1 are necessary to complete the set.

Short Title


3.5.1.2.2.8

3.5.1.2.2.9

3.5.1.2.2.10

3.5.1.2.3

3.5.1.2.3.1

3.5.1.2.3.2

3.5.1.2.3.3

3.5.1.2.3.4

3.5.1.2.3.5

3.5.1.2.3.6




Options for set processing

Pick Set

Note: the option must be authorized in Security.

When you have created a set processing order, release it by selecting the "Pick Set" option. The system opens the "Confirmation of Pick Set" modal window. Confirm the entry of the data with <OK>.

Before processing, the system checks whether the set processing order has the status "To Be Processed". In addition, the system checks whether the quantity of set components is sufficient to pack the corresponding number of sets. If this is not the case, an error message is displayed.


• The status of the set processing order changes from "To Be Processed" to "In Progress".


• The system automatically prints a report for the set picking.


• A reposting of the stock type from disposable to manufacture of stock takes place for every set

component (UB-FS = Repost Disposable to Manufacture of stock (Logical)).

• A reposting from a storage location to the set packaging area takes place for every set

component (UL-SETASS = Transfer for Set Packaging). Only stock of first quality is reposted.

The storage location from which the set component is taken is determined in the following way:

• If the available quantity at a storage location is equal to the required quantity of set components, then the quantity is taken from this storage location.

• Otherwise, the storage location with the smallest quantity is assigned first and then the storage

location with the next smallest quantity etc. until the required quantity is filled. This avoids oddments being stored at various locations in the warehouse.



Pick All Sets


With the "Pick All Sets" option, you can release all the set processing orders with the status "To Be Processed" for processing. If a set processing order cannot be processed, the system interrupts processing

with an error message. This means that system processed all the sets up to the set which could not be

3.5.1.3

3.5.1.3.1

3.5.1.3.2




processed. You must either delete this order, or change it so that it can be processed and then select the

option again.

Confirm Processing


Before processing, the system checks whether the set processing order has the status "To Be Processed". If this is not the case, an error message is displayed.


• The system opens the "Confirm Processing" modal window with the text "Do you want to carry out a stock transfer to the standard pick location?" If you answer this question with <Yes>, the system carries out a stock transfer to the standard pick location. If no standard pick location is defined, the message "The product %1 has no standard pick location. Please select the option without stock transfer to the standard pick location." appears. If no standard pick location is defined for the product in the selected warehouse, the message

"The standard pick location for the product %1 is not in this warehouse. Please select the option without stock transfer to the standard pick location." appears.

• A goods in posting is recorded for the set (WE-SAS = Assemble Set)

• A goods out posting is recorded for each set component (WA-SAC = Pack Component in Set)



Cancel Open Qty


Before processing, the system checks whether the set processing order has the status "In Progress". If this is not the case, an error message is displayed.

If a set processing order was started erroneously or the quantity cannot be processed, you are able to abort processing with the "Cancel Open Qty" option.


• The status of the set processing order changes from "In Progress" to "Processed".

• A reposting of the stock type from in set packaging to disposable takes place for every set component (UB-ISF = Repost in Set Packaging to Disposable (Logical)).

Disassemble Set


Before processing, the system checks whether the set processing order has the status "To Be Processed". In addition, the system checks whether the quantity of sets available to be disassembled is sufficient. If this

3.5.1.3.3

3.5.1.3.4

3.5.1.3.5

3 Warehouse Pick components for set or product assembly (179265, as of v. 10.5)



is not the case, an error message is displayed. Partial processing is not possible. The "Post" box is preset

with the total quantity and cannot be changed.


• The status of the set processing order changes from "To Be Processed" to "Processed".

• A goods out posting is recorded for the set (WA-SDS = Disassemble Set)

• A goods in posting is recorded for each set component (WE-SDC = Remove Component from Set)

Pick components for set or product assembly (179265, as of v. 10.5)

Use a system setting to define the priority for picking components when assembling sets or products. Only storage areas with a priority > 0 are considered. Existing storage areas are initialized with '1'. If there is not enough stock for a component in a storage area with a priority > 1, the message: "Not enough components found in the permitted storage locations." appears.

SETTINGS

Set assembly: components which are not stocked (176807, as of v. 10.11)

If a set contains a component which is not stocked, the system does not check the quantity when the set is

assembled ("Pick Set / Product... [➙ 221]" option in the "Stock Movements" module). In this case, the system does not post any changes in quantity.

Lot tracking (165738, as of v. 10.11) In the Klopotek system, a lot represents the combination of a product's edition, reprint and delivery numbers created during goods in. The lot and goods in date are linked to the quantities and locations used for the lot's storage. This lot information remains linked even if product quantities are transferred to a new storage

location, provided the information is unique there.

The lot information can be used for many storage locations to determine the lot of the products stored there.

If erroneous products are already stocked, it is possible to determine the partial quantities and their locations for a large part of the total quantity.

Only if there are storage locations with mixed lots or where returns are stocked (primarily in the picking area) must the lot be manually determined by checking the product identifier.

3.6

3.6.1

3.7

3.8

Warehouse 3 Lot tracking (165738, as of v. 10.11)



Lot information in storage locations

When goods-in postings are made, the lot (edition and reprint number) and the delivery number (for storage in a 1st class stock type) are recorded. This information and the goods-in date are linked to the quantities and storage locations used for storage.

This is based on the prerequisite that these storage locations

• are initially empty locations (for whole pallets) or

• contain quantities of the same lot/delivery of the same product (remaining quantities from several partial deliveries) or

• contain only quantities belonging to other products (remaining quantities in locations with multiple allocations).

If returns are stocked, no lots are assigned; if there is information about the lot/delivery in the target storage location, the system deletes this information.

Handling lot information for stock transfers

When transferring quantities which uniquely refer to a lot/delivery, this information is retained if the following applies:

• The target storage location had previously been empty.

• Copies of the same product which exclusively belong to the same lot/delivery as the transferred quantity are already available in the target storage location.

If copies of the same product are also available in the target storage location whose lot/delivery is not identical to the one of the quantity in the original storage location, the system deletes the information about the lot/delivery in the target storage location.

For "in transit" postings, the system carries out positive postings only for the target storage location if you have confirmed the posting in the "Stock Movements" module. Therefore, information about the lot/delivery is only validated and saved at this time.

Display of lot information

The lot, delivery number and goods in date are displayed, if available in the

• stock display of the stock item ("Stock" tab, "Delivery" column)

• stock transfers ("Delivery" column)

• occupancy list ("Ed.", "Print", "Delvry" and "Del. on") and

• report "Inventory sorted by storage locations".

3 Warehouse Internal assembly (159477, as of v. 10.11)



Internal assembly (159477, as of v. 10.11) Particular products, such as in-store displays, are delivered in pieces (product parts) by suppliers. The product parts are managed as stock items in the Klopotek system and can be entered into stock. The product parts are assembled into the finished product in the warehouse which can then be ordered.

The individual product parts for the orderable product are created in the "Stock Items" module on the "Product Parts" tab. When saved, the product parts themselves are created as stock items which can be managed in the warehouse. The product parts can be entered into or removed from stock or transferred to another location in the warehouse. The product parts are excluded from stock valuation; instead the stock valuation takes the assembled product into account.

You can create and edit an assembly order for the product via the "Pick Set / Product" option in the "Stock

Movements" module.

User interface

"Stock Items" search form

Stock Item Type

Select a value from the "Stock Item Type" drop-down menu to restrict the search to a particular type of stock

item.


One-off product The stock item is a one-off product. The search only finds stock items of this type.

Material The stock item is a material. The search only finds stock items of this type.

Journal The stock item is a journal. The search only finds stock items of this type.

Product part The stock item is a product part.. The search only finds stock items of this type.


In the search results, the system displays the stock item type in the third line.

"Stock Items" module, "Product Parts" tab

"Product Parts" tab

On the "Product Parts" tab, you manage the product parts for a stock item. For example, an in-store display can be managed as a stock item with its individual components represented by the product parts.

You create a product part using the "Insert Line" option.

You can delete a product part using the "Delete Line" option as long as there are no postings for this product part.

3.9

3.9.1

3.9.1.1

3.9.1.1.1

3.9.1.1.2

3.9.1.2

3.9.1.2.1

Warehouse 3 Internal assembly (159477, as of v. 10.11)



The "Product Parts" tab is not active for stock items of the type 'Product part', 'Material', and 'Journal'.

Product parts are components of a one-off product and not a parent set so the "Product Parts" tab is not active for a set either.

The "Pick Location" and "Evaluation" tabs are not active for product parts. A fixed pick location is not necessary, because the invoicing procedure does not determine pick locations. A stock evaluation is not performed on product part level.

Product parts can be posted like other stock items. The current stock can be viewed on the "Stock" tab.

Returns cannot be created for stock items of the type 'Product part'.

Ser. No.

The "Ser. No." box displays the serial number of the product parts.

The system automatically assigns the next free number to each additional product part.

Number


The "Number" box is preset with the order number of the stock item of which it is a component plus "_". You can complete the number after the underscore.

Example: The stock item is an in-store display with the order number "In_Store_Display". For the product parts, you can complete the number as follows "In_Store_Display_Top", "In_Store_Display_Bottom", etc.

The value you enter must be unique among all the stock items.

Name


The "Name" box is preset with the short title of the stock item of which it is a component plus " - ". You can complete the number after the hyphen.

Example: The stock item is an in-store display with the short title "In-Store Display". For the product parts, you can complete the number as follows "In-Store Display - left side", "In-Store Display - right side" etc.

Status


Select a value from the "Status" drop-down menu to specify the status of the product part.


Planned Product parts with the status 'Planned' are excluded from future product assembly orders.

Active (default)

When a product part is created, it automatically has the status 'Active'. Only product parts with this status are displayed as components in a product assembly order. All the product parts must have the status 'Active' in order for the product to be assembled.

Historical Product parts with the status 'Historical' are excluded from future product assembly orders.

3.9.1.2.1.1

3.9.1.2.1.2

3.9.1.2.1.3

3.9.1.2.1.4




Qty


In the "Qty" box, you enter how many of this component are needed to assemble the product.

The box defaults to the value "1".

You can modify the quantity at any time. However, if there are open assembly orders, the quantity is not changed for these orders.

"Stock Movements" module

Pick Set / Product...

When you want to assemble a set or a product, select the option "Pick Set / Product" in the "Stock Movements" module. The "Pick Set / Product" form opens.

Internal set assembly

Particular products, such as in-store displays, are delivered in pieces (product parts) by suppliers. The product parts are managed as stock items in the Klopotek system and can be entered into stock. The

product parts are assembled into the finished product in the warehouse which can then be ordered.

Note: If a set contains a component which is not stocked, the system does not check the quantity when assembling the set. In this case, goods in and goods out postings are not generated.

External set assembly

If, in your company, sets are assembled by external service providers, the Klopotek system supports both possible variants:

1. External set assembly takes place with set components which are in the warehouse. In this case, you use the "Pick Set / Product..." option in the "Stock Movements" module.

Note: There must be at least one area for the assembly of sets in the external warehouse and

there must be a storage location which is configured for multiple allocation. If the necessary quantity is not already stored in this location, the system tries to initiate a stock transfer within the external warehouse. If the necessary quantity is already stored in this location or if locations are not managed in the set assembly area, the stock transfer is not required.

2. External set assembly takes place with set components which are not yet in the warehouse.

When posting incoming goods for an externally assembled set, the system automatically makes the corresponding production and consumption postings for the set components.

External set assembly - course of events with set components already in the warehouse

1. In the "Orders" module, create an order with

– an internal customer

– a delivery address = address of the external service provider

3.9.1.2.1.5

3.9.1.3

3.9.1.3.1




– a special order type (not charged)

– receiving warehouse = external warehouse (provider)

– reservation = yes

in order to reserve the required set components in your warehouse

Alternatively, you can manually transfer the goods from your lager to the external lager in the "Stock Movements" module, instead of creating an order.

To do so, select "New" in the "Stock Movements" module and select the movement type for transfers between warehouses.

2. Create the assembly order ("Pick Set / Product..." in the "Stock Movements" module) with the order line of the set to be assembled and enter the desired number of sets in the "Total [➙ 239]" box. Enter the warehouse of the external service provider as the warehouse [➙ 238] in the assembly order.

Save the assembly order and then click on <Start [➙ 240]> to trigger it.

3. The system automatically transfers the set components to the external warehouse. It uses the following movement types for the transfer:

– Repost "Disposable" to "Set Assembly" (Logical)

– Transfer for Set Assembly

4. The sets you ordered are assembled in the external warehouse.

5. When the finished sets are received in the main warehouse and you try to create a goods-in posting, you receive a reminder that there is an open assembly order.

Enter the quantity completed in the "Post" box in the assembly order.

Click on <Confirm... [➙ 241]> to confirm the assembly order.

6. In the "Stock Movements" module, manually repost the goods from the external warehouse to your warehouse.

To do so, select "New" in the "Stock Movements" module and select the movement type for

transfers between warehouses.

Important! Do not post this transfer as goods received from a supplier!

"Search" group box

You can search for sets or products which must be assembled or disassembled here. All the set or product processing orders which match the search criteria are displayed in the "Sets" area.

Status

Via this drop-down list, you can restrict the search according the status of the processing order. A processing

order can be:

• "Open" (the processing order is "In Progress" or "To Process". It never has the status "open"; this

is only a search criterion.)

3.9.1.3.1.1

3.9.1.3.1.1.1




• "To Process"


• "Processed"

Order No.

You can restrict the search to a particular processing order by entering the order number.

Product [?]

In the "Product [?]" box you can restrict the search to a particular set or product.

If you enter a "?", the "Select Stock Item" window opens. The search is restricted to stock items which are prepacked sets or products with product parts. Select the desired set or product.

Alternatively, you can enter an order number or an ISBN.

System setting: Depending on the settings made by your system administrator, the system either displays the ISBN in preference to the order number (default) or vice versa.

Wareh. [?]

You must restrict the search to a particular warehouse. The box is preset with the Main Stock. Every processing order which you create is created for the warehouse which you have selected in the search.


If you enter a "?", the "Wareh." window opens. Select the desired warehouse.


"Processing" group box

Perform Stock Transfers Automatically

Via the "Perform Stock Transfers Automatically" checkbox, you control whether stock transfers for the

components of the set / product should be performed automatically when processing the assembly order.


selected (default)

When processing the assembly order, the system automatically transfers the components of the set / product to the assembly area. The pick location is determined automatically. If no pick location is entered for the stock item, a corresponding error message appears. If stock is only available in storage areas without managed locations, a message appears to say that a stock transfer will not be performed. If you click <OK>, the stock is reposted but not physically transferred.

not selected Stock transfers for the components of the set / product are not performed automatically when processing the assembly order. Instead, you must create and post the transfers in the "Stock Entries" form, "Stock Movements" module.


3.9.1.3.1.1.2

3.9.1.3.1.1.3

3.9.1.3.1.1.4

3.9.1.3.1.2

3.9.1.3.1.2.1




"Processing" tab

Sets / Products - Wareh.: XY

Existing processing orders are displayed in this area and you can create a new processing order simply by adding a new line. You can delete a processing order (Delete Line) as long as the it has the status "To Process".

The processing orders are sorted by ISBN or order number and then by the processing order number.

Ser. No.


Product [?]


Alternatively, you can enter the order number or ISBN of the product.

For an existing processing order, the ISBN or order number of the set / product is displayed here.

Ed.

The edition number of the set or product is displayed here.

Short Title

The short title of the set or product is displayed here.

Qty

Total

Enter the total number of sets or products which are to be processed here.

For an existing processing order, the total number of sets / products to be processed is displayed here.

Completed

The number of sets / products which have been processed is displayed here.

Post

Enter the number of sets / products to be processed here. When you click on the <Confirm> button, this

quantity is saved as processed and is counted among the completed sets / products. The box is preset with the value from "Total". The processing order must have the status "In Progress" before you can change this value. This is accomplished by selecting the "Pick Set / Product" option or by clicking on the <Start> button. The quantity to be posted may not be greater than the total, either by itself or with the completed quantity.

Options in the processing order line

The name and/or the availability of the button changes according to the processing order status:

3.9.1.3.1.3

3.9.1.3.1.3.1

3.9.1.3.1.3.1.1

3.9.1.3.1.3.1.2

3.9.1.3.1.3.1.3

3.9.1.3.1.3.1.4

3.9.1.3.1.3.1.5

3.9.1.3.1.3.1.5.1

3.9.1.3.1.3.1.5.2

3.9.1.3.1.3.1.5.3

3.9.1.3.1.3.1.6




Processing order status Button name

"To Processed" <Start>



<Start>

When you have created a set processing order, release it by clicking on the <Start> button. The system

opens the "Confirm Set / Product Assembly" modal window. Confirm the entry of the data with <OK>.

Before processing, the system checks whether the set processing order has the status "To Be Processed".

In addition, the system checks whether the quantity of set components or product parts is sufficient to assemble the corresponding number of sets or products. If this is not the case, an error message is displayed.

The system performs the following actions:

• The status of the set processing order changes from "To Process" to "In Progress".


• The system automatically prints an assembly order.


• If stock transfers should not be performed automatically:

– A reposting of the stock type from disposable to set packing takes place (UB-FIS = Repost "Disposable" to "Set Packing" (Logical)). No stock transfers are carried out and no transport slips are printed.

• If stock transfers should be performed automatically:

– The system prints transport slips components in question.

– A reposting of the stock type from disposable to manufacture of stock takes place for every set component (UB-FS = Repost "Disposable" to "Manufacture of stock" (Logical)).

– A stock transfer from a storage location to the set packaging area takes place for every set component (UL-SETASS = Transfer for Set Packaging). Only 1st class stock is transferred.

The storage location from which the component is taken is determined in the following way:

• If the available quantity at a storage location is equal to the required quantity of components, then the quantity is taken from this storage location.

• Otherwise, the storage location with the smallest quantity is assigned first and then the storage location with the next smallest quantity etc. until the required quantity is filled. This avoids oddments being stored at various locations in the warehouse.


3.9.1.3.1.3.1.6.1





<Confirm>

When you click <Confirm>, the number of sets which you have entered in the "Post" box is processed and counted among the number of completed sets / products.


• If you have selected "Perform Stock Transfers Automatically", the system transfers the finished set or product to the standard pick location (UL = Stock Trans.Warehouse/Warehouse

Disposable). If no standard pick location is defined, the message "The product %1 has no standard pick location. Please select the option without stock transfer to the standard pick location." appears. If no standard pick location is defined for the product in the selected warehouse, the message "The standard pick location for the product %1 is not in this warehouse. Please select the option without stock transfer to the standard pick location." appears.

• A goods out posting is recorded for each set component (WA-SAC = Pack Component in Set).

• A goods in posting is recorded for the set (WE-SAS = Assemble Set).



Processed on

The date the processing order was last worked on (posting date) is displayed here.

Status

The processing status of the processing order is displayed here:

• "To Process": the processing order is created, but has not been processed yet.

• "In Progress": the processing order has either been partly processed (i.e. a percentage of the sets have already been assembled or disassembled), or it has been released for processing via

the "Pick Set / Product" or "Disassemble Set / Product" option or by clicking on the <Start> button.

• "Processed": the processing order has been completely processed (i.e. all the sets or products have been assembled or disassembled).

Order No.


Components of Order

The components of the processing order selected in the "Sets / Products - Wareh.: XY" area above are

displayed here.

Ser. No.

The serial number of the component is displayed here.

3.9.1.3.1.3.1.6.2

3.9.1.3.1.3.1.7

3.9.1.3.1.3.1.8

3.9.1.3.1.3.1.9

3.9.1.3.1.3.2

3.9.1.3.1.3.2.1




ISBN/Order No.

The ISBN or order number of the component is displayed here.

Ed.

The edition number of the component is displayed here.

Quantity per Set

The quantity of the component is displayed here, i.e. how many of this component does the set or product contain.

Total Qty

The total quantity of this component which is required to process the set / product is displayed here. E.g. if

200 sets must be assembled and the set contains component 1 four times, then a total of 800 units of component 1 are necessary to complete the set.



• a red symbol (not enough stock available) or

• a green symbol (enough stock available)

appears after the quantity which indicates the availability of the set component/sets or product part/product in the warehouse.

Important: Error messages due to lack of stock can appear during processing if the available stock is predominantly in the set packing area. This check for physical stock first takes place during posting.

Short Title


Options on the "Processing" tab

Pick Set / Product (pop-up menu)


When you have created a processing order, release it by selecting "Pick Set / Product". The system opens the "Confirm Set / Product Assembly" modal window. Confirm the entry of the data with <OK>.

Before processing, the system checks whether the set processing order has the status "To Be Processed". In addition, the system checks whether the quantity of set components or product parts is sufficient to assemble the corresponding number of sets or products. If this is not the case, an error message is displayed.


• The status of the set processing order changes from "To Process" to "In Progress".


3.9.1.3.1.3.2.2

3.9.1.3.1.3.2.3

3.9.1.3.1.3.2.4

3.9.1.3.1.3.2.5

3.9.1.3.1.3.2.6

3.9.1.3.1.3.2.7

3.9.1.3.1.3.3

3.9.1.3.1.3.3.1




• The system automatically prints an assembly order.


• If stock transfers should not be performed automatically:

– A reposting of the stock type from disposable to set packing takes place (UB-FIS = Repost "Disposable" to "Set Packing" (Logical)). No stock transfers are carried out and no transport slips are printed.

• If stock transfers should be performed automatically:

– The system prints transport slips components in question.

– A reposting of the stock type from disposable to manufacture of stock takes place for every set component (UB-FS = Repost "Disposable" to "Manufacture of stock" (Logical)).

– A stock transfer from a storage location to the set packaging area takes place for every set component (UL-SETASS = Transfer for Set Packaging). Only 1st class stock is transferred.

The storage location from which the component is taken is determined in the following way:

• If the available quantity at a storage location is equal to the required quantity of components, then the quantity is taken from this storage location.

• Otherwise, the storage location with the smallest quantity is assigned first and then the storage location with the next smallest quantity etc. until the required quantity is filled. This avoids oddments being stored at various locations in the warehouse.



Pick All Sets / Products (pop-up menu)


With the "Pick All Sets / Products" option, you can release all the processing orders with the status "To Process" for processing. If a processing order cannot be processed, the system interrupts processing with an error message. This means that the system processed all the processing orders up to the order which could not be processed. You must either delete this order, or change it so that it can be processed and then select

the option again.

Confirm Processing (pop-up menu)


Before processing, the system checks whether set processing order has the status "To Process". If this is not

the case, an error message is displayed.


• If you have selected "Perform Stock Transfers Automatically", the system transfers the finished set or product to the standard pick location (UL = Stock Trans.Warehouse/Warehouse

3.9.1.3.1.3.3.2

3.9.1.3.1.3.3.3




Disposable).

If no standard pick location is defined, the message "The product %1 has no standard pick location. Please select the option without stock transfer to the standard pick location." appears. If no standard pick location is defined for the product in the selected warehouse, the message "The standard pick location for the product %1 is not in this warehouse. Please select the option without stock transfer to the standard pick location." appears.

• A goods out posting is recorded for each set component (WA-SAC = Pack Component in Set).

• A goods in posting is recorded for the set (WE-SAS = Assemble Set).

• The status of the set processing order is set to "Processed", if the total quantity was processed, otherwise the status remains "In Progress".

Cancel Open Qty (pop-up menu)


Before processing, the system checks whether the processing order has the status "In Progress". If this is not the case, an error message is displayed.

If a processing order was started erroneously or the quantity cannot be processed, you are able to abort processing with the "Cancel Open Qty" option.


• The status of the processing order changes from "In Progress" to "Processed".

• A reposting of the stock type from in set packaging to disposable takes place for every set component (UB-ISF = Repost in "Set Packaging" to "Disposable" (Logical)).

Disassemble Set / Product…

If you want to disassemble a set, select the option "Disassemble Set / Product…" in the "Stock Movements" module. The "Disassemble Set / Product" form opens.

"Search" group box

You can search for sets or products which must be assembled or disassembled here. All the set or product processing orders which match the search criteria are displayed in the "Sets" area.

Status

Via this drop-down list, you can restrict the search according the status of the processing order. A processing order can be:

• "Open" (the processing order is "In Progress" or "To Process". It never has the status "open"; this is only a search criterion.)

• "To Process"


• "Processed"

3.9.1.3.1.3.3.4

3.9.1.3.2

3.9.1.3.2.1

3.9.1.3.2.1.1




Order No.

You can restrict the search to a particular processing order by entering the order number.

Product [?]

In the "Product [?]" box you can restrict the search to a particular set or product.


Alternatively, you can enter an order number or an ISBN.


Wareh. [?]

You must restrict the search to a particular warehouse. The box is preset with the Main Stock. Every

processing order which you create is created for the warehouse which you have selected in the search.


If you enter a "?", the "Wareh." window opens. Select the desired warehouse.


"Processing" group box

Perform Stock Transfers Automatically

Via the "Perform Stock Transfers Automatically" checkbox, you control whether stock transfers for the components of the set / product should be performed automatically when processing the assembly order.

Note: When disassembling a set / product into its parts, it is not automatically transferred to the set assembly area.


selected (default)

When processing the assembly order, the system automatically transfers the components of the set / product to the assembly area. The pick location is determined automatically. If no pick location is entered for the stock item, a corresponding error message appears. If stock is only available in storage areas without managed locations, a message appears to say that a stock transfer will not be performed. If you click <OK>, the stock is reposted but not physically transferred.

not selected Stock transfers for the components of the set / product are not performed automatically when processing the assembly order. Instead, you must create and post the transfers in the "Stock Entries" form, "Stock Movements" module.


3.9.1.3.2.1.2

3.9.1.3.2.1.3

3.9.1.3.2.1.4

3.9.1.3.2.2

3.9.1.3.2.2.1




"Processing" tab

Sets / Products - Wareh.: XY

Existing processing orders are displayed in this area and you can create a new processing order simply by adding a new line. You can delete a processing order (Delete Line) as long as it has the status "To Process"

The processing orders are sorted by ISBN or order number and then by the processing order number.

Ser. No.


Product [?]

If you enter a "?", the "Select Stock Item" window opens. The search is restricted to stock items which are

prepacked sets or products with product parts. Select the desired set or product.

Alternatively, you can enter the order number or ISBN of the product.

For an existing processing order, the ISBN or order number of the set / product is displayed here.

Ed.

The edition number of the set or product is displayed here.

Short Title

The short title of the set or product is displayed here.

Quantity

Total

Enter the total number of sets or products which are to be processed here.

For an existing processing order, the total number of sets / products to be processed is displayed here.

Completed

The number of sets / products which have been processed is displayed here.

Post

Enter the number of sets / products to be processed here. When you click on the <Confirm> button, this quantity is saved as processed and is counted among the completed quantity. The box is preset with the

value from "Total". The processing order must have the status "In Progress" before you can change this value. This is accomplished by selecting the "Disassemble Set / Product" option or by clicking on the <Start> button. The quantity to be posted may not be greater than the total, either by itself or with the completed quantity.



• a red symbol (not enough stock available) or

• a green symbol (enough stock available)

3.9.1.3.2.3

3.9.1.3.2.3.1

3.9.1.3.2.3.1.1

3.9.1.3.2.3.1.2

3.9.1.3.2.3.1.3

3.9.1.3.2.3.1.4

3.9.1.3.2.3.1.5

3.9.1.3.2.3.1.5.1

3.9.1.3.2.3.1.5.2

3.9.1.3.2.3.1.5.3

3.9.1.3.2.3.1.6




appears after the quantity which indicates the availability of the set component/sets or product part/product in the warehouse.

Important: Error messages due to lack of stock can appear during processing if the available stock is

predominantly in the set packing area. This check for physical stock first takes place during posting.

Options in the processing order line

The name of the button changes according to the set processing order status:

Processing order status Button name

"To Process" <Start>



<Start>

When you have created a processing order, release it by clicking on the <Start> button. The system opens

the "Confirm Set / Product Disassembly" modal window. Confirm the entry of the data with <OK>.

Before processing, the system checks whether the processing order has the status "To Process". In addition, the system checks whether the number of sets / products available to be disassembled is sufficient. If this is not the case, an error message is displayed.


• The status of the processing order changes from "To Process" to "Processed".

• The "Post" box is open for input. The box is preset with the value from "Total", but can now be

changed.

• The system automatically prints a cover sheet with the following information

– Line 1: Order number and date

– Line 2: ISBN / order number of the product, edition number, short title and number of sets / products to be disassembled

– Line 3 and any successive lines: ISBN / order number of the component, short title, quantity per set / product and the total quantity.

Attention! The set / product is not automatically transferred to the assembly area, even when the "Perform Stock Transfers Automatically [➙ 245]" checkbox is activated, nor is the set / product reposted. It remains in

the status "Available".

<Confirm>

When you click <Confirm>, the number of sets which you have entered in the "Post" box is processed and counted among the number of completed sets / products.

3.9.1.3.2.3.1.7

3.9.1.3.2.3.1.7.1

3.9.1.3.2.3.1.7.2




If you have selected the "Perform Stock Transfers Automatically" checkbox, the system performs the

following actions:

• A goods out posting is recorded for the set / product (WA-SDS = Disassemble Set).

• A goods in posting is recorded for each component (WE-SDC = Remove Component from Set).

• The set components are transferred to the standard pick location (UL)

• The status of the processing order is set to "Processed", if the total quantity was processed, otherwise the status remains "In Progress".

If you have not selected "Perform Stock Transfers Automatically", the set components are not transferred to the standard pick location. All the other actions are performed.

Processed on

The date the processing order was last worked on (posting date) is displayed here.

Status

The processing status of the processing order is displayed here:

• "To Process": the processing order is created, but has not been processed yet.

• "In Progress": the processing order has either been partly processed (i.e. a percentage of the sets have already been assembled or disassembled), or it has been released for processing via the "Pick Set / Product" or "Disassemble Set / Product" option or by clicking on the <Start> button.

• "Processed": the processing order has been completely processed (i.e. all the sets or products have been assembled or disassembled).

Order No.


Components of Order

The components of the processing order selected in the "Sets / Products - Wareh.: XY" area above are displayed here.

Ser. No.

The serial number of the component is displayed here.

ISBN/Order No.

The ISBN or order number of the component is displayed here.

Ed.

The edition number of the component is displayed here.

Quantity per Set

The quantity of the component is displayed here, i.e. how many of this component does the set or product contain.

3.9.1.3.2.3.1.8

3.9.1.3.2.3.1.9

3.9.1.3.2.3.1.10

3.9.1.3.2.3.2

3.9.1.3.2.3.2.1

3.9.1.3.2.3.2.2

3.9.1.3.2.3.2.3

3.9.1.3.2.3.2.4




Total Qty

The total quantity of this component which is required to process the set / product is displayed here. E.g. if

200 sets must be assembled and the set contains component 1 four times, then a total of 800 units of component 1 are necessary to complete the set.

Short Title


Options on the "Processing" tab

Disassemble Set / Product (pop-up menu)


Before processing, the system checks whether the processing order has the status "To Process". In addition, the system checks whether the number of sets / products available to be disassembled is sufficient. If this is

not the case, an error message is displayed.


• The status of the processing order changes from "To Process" to "Processed".


• The system automatically prints a cover sheet with the following information

– Line 1: Order number and date

– Line 2: ISBN / order number of the product, edition number, short title and number of sets / products to be disassembled

– Line 3 and any successive lines: ISBN / order number of the component, short title, quantity per set / product and the total quantity.

Attention! The set / product is not automatically transferred to the assembly area, even when the "Perform Stock Transfers Automatically [➙ 245]" checkbox is activated, nor is the set / product reposted. It remains in the status "Available".

Confirm Processing (pop-up menu)

Note: The option must be authorized in Security.

Before processing, the system checks whether the set processing order has the status "To Process". If this is not the case, an error message is displayed.

If you have selected the "Perform Stock Transfers Automatically" checkbox, the system performs the following actions:

• A goods out posting is recorded for the set / product (WA-SDS = Disassemble Set).

• A goods in posting is recorded for each component (WE-SDC = Remove Component from Set).

• The set components are transferred to the standard pick location (UL)

3.9.1.3.2.3.2.5

3.9.1.3.2.3.2.6

3.9.1.3.2.3.3

3.9.1.3.2.3.3.1

3.9.1.3.2.3.3.2

3 Warehouse External set assembly (170439, as of v. 10.11)



• The status of the processing order is set to "Processed", if the total quantity was processed,


If you have not selected "Perform Stock Transfers Automatically", the set components are not transferred to

the standard pick location. All the other actions are performed.

Cancel Open Qty (pop-up menu)


Before processing, the system checks whether the processing order has the status "In Progress". If this is

not the case, an error message is displayed.

If a processing order was started erroneously or the quantity cannot be processed, you are able to abort

processing with the "Cancel Open Qty" option.


• The status of the processing order changes from "In Progress" to "Processed".

External set assembly (170439, as of v. 10.11) If, in your company, sets are assembled by external service providers, the Klopotek system supports both possible variants:

1. External set assembly takes place with set components which are in the warehouse.

As of version 10.11, you can assemble a set from components in an external warehouse with the "Pick Set / Product... [➙ 236]" option in the "Stock Movements" module.

2. External set assembly takes place with set components which are not yet in the warehouse.

When posting incoming goods for an externally assembled set, the system automatically makes the corresponding production and consumption postings for the set components.

External set assembly - set components already in the warehouse The set assembly process is supported by the "Pick Set / Product... [➙ 236]" option in the "Stock Movements" module. This option also generates the necessary stock postings at the level of the set components. As of version 10.11, you can also use the option to assemble sets in external warehouses.

Note: There must be at least one area for the assembly of sets in the external warehouse. Configure the external lager so that locations are managed so that you can create a storage location in the "Storage Locations" module. When you create the storage location, select the "Multiple Allocation" checkbox for this storage location. Configure this storage location as follows: Area = code of the assembly area, shelf = 1, compartment = 1, and level = 1.

If the necessary quantity is not already stored in this location, the system tries to initiate a stock transfer within the external warehouse. If the necessary quantity is already stored in this location or if locations are not managed in the set assembly area, the stock transfer is not required.

3.9.1.3.2.3.3.3

3.10

3.10.1

Warehouse 3 External set assembly (170439, as of v. 10.11)



Set assembly - course of events

1. In the "Orders" module, create an order with

– an internal customer

– a delivery address = address of the external service provider

– a special order type (not charged)

– receiving warehouse = external warehouse (provider)

– reservation = yes

in order to reserve the required set components in your warehouse

Alternatively, you can manually transfer the goods from your lager to the external lager in the

"Stock Movements" module, instead of creating an order.

To do so, select "New" in the "Stock Movements" module and select the movement type for

transfers between warehouses.

2. Create the assembly order ("Pick Set / Product..." in the "Stock Movements" module) with the order line of the set to be assembled and enter the desired number of sets in the "Total [➙ 239]" box. Enter the warehouse of the external service provider as the warehouse [➙ 238] in the assembly order.

Save the assembly order and then click on <Start [➙ 240]> to trigger it.

3. The system automatically transfers the set components to the external warehouse. It uses the following movement types for the transfer:

– Repost "Disposable" to "Set Assembly" (Logical)

– Transfer for Set Assembly

4. The sets you ordered are assembled in the external warehouse.

5. When the finished sets are received in the main warehouse and you try to create a goods-in

posting, you receive a reminder that there is an open assembly order.

Enter the quantity completed in the "Post" box in the assembly order.

Click on <Confirm... [➙ 241]> to confirm the assembly order.

6. In the "Stock Movements" module, manually repost the goods from the external warehouse to your warehouse.

To do so, select "New" in the "Stock Movements" module and select the movement type for transfers between warehouses.

Important! Do not post this transfer as goods received from a supplier!

3 Warehouse Inventory for shelf sections (165589, as of v. 10.11)



External set assembly - set components not yet in the warehouse Use the "New" option in the "Stock Movements" module to post the receipt of a prepackaged set whose components are not yet in your warehouse. Alternatively, you can post the receipt with the goods in wizard ("Goods In" in the "Supplier Orders" module).

The system automatically makes the corresponding production and consumption postings for the set components:

• For each set component, the system calculates the quantity (number of sets * number of the set component per set) and makes a goods in posting (production) as well as a set assembly posting (consumption). The system assigns the most recent reprint for each component.

• If a set contains another set which is not prepackaged, the sub-set is broken down into its components.

Before making the postings, the system checks whether there is an incomplete assembly order fort he set in an external warehouse. If so, the user receives a message so that they can choose the cancel the posting

and complete the external assembly order first.

When cancelling a goods in posting for a set, the system makes the opposite postings for the set

components: a goods in posting from set disassembly and a cancellation of the goods in (production).

Note: Goods in postings for sets are saved with special movement types:

• Goods received from a supplier: "WE-XAS = External Set Assembly"

• Cancellation of goods in from supplier: "WE-XDS = External Set Disassembly"

In the "Stock Movements" module, you need to enter these movement types in order to search for your external set assembly postings.

Inventory for shelf sections (165589, as of v. 10.11) In order to provide optimal support for a continuous inventory process, as of version 10.11 you can specify in more detail for which areas inventory should be taken. You can take a partial inventory of just a section of a shelf (compartment and level).

When you create an inventory count in the "Storage Locations" module ("Open Inventory" (pop-up menu) on the "Inventory" form), you can enter compartments ("Comp. from" and "Comp. to") and levels ("Level from"

and "Level to") as well as the shelf ("Shelf from" and "Shelf to").

If you do not enter a value in the "Comp. from" or "Level from" box in the "Open Inventory" window, the

system creates an inventory count from the compartment or level with the lowest number within the shelf.

If you do not enter a value in the "Comp. to" or "Level to" box in the "Open Inventory" window, the system creates an inventory count to the compartment or level with the highest number within the shelf.

3.10.2

3.11

Warehouse 3 Prioritization of storage areas (165785, as of v. 10.11)



Prioritization of storage areas (165785, as of v. 10.11) The "Stock Transfers" list provides a list of the quantities required for replenishment for all products. The respective stock postings (transfers) can be initiated from this list. The "Stock Transfers" list may contain a large number of entries. Two additional filter criteria are provided to provide greater flexibility when working with the list: "Storage Area" (source location) and "Product".

User interface

"Stock Transfers" list, "Filter" groupbox

Storage Area (From WH)

Select a value from the "Storage Area (From WH)" drop-down menu to filter the stock transfers list by storage area.

System setting: Custom values for the drop-down menu.

Product

In the "Product" box, enter an ISBN or order number to identify a stock item and filter the stock transfers list accordingly.


Allocating pick locations for stock items (165782, as of v. 10.11)

Normally, every stock item is allocated a storage location as the pick location for the 1st class stock. The "BSD Replenishment (STM_SUP)" batch procedure supplies the pick location with sufficient stock for picking.

When you cannot allocate every product a fixed pick location - due to a lack of space in the picking area for example - you can define a temporary pick zone. The "BSD Replenishment (STM_SUP)" batch procedure

enters a pick location in the temporary pick zone for shipping unit lines with stock items which are not allocated a pick location.

The allocation of a pick location for a product has been simplified:

You can specify whether each storage location can be allocated multiple products or not. As a rule, pick locations do not permit multiple allocations, i.e. different products are not stored in the same location. Previously, if you attempted to transfer stock to a location which did not permit multiple allocations and it was already occupied by a product, the system returned the error message "Storage location has been allocated to another product".

3.12

3.12.1

3.12.1.1

3.12.1.1.1

3.12.1.1.2

3.13

3 Warehouse Allocating pick locations for stock items (165782, as of v. 10.11)



When the pick location is already allocated to a stock item, but no stock has been posted to the location, you

can now decided whether

• the pick location is not allocated to the new product (exclusive pick location and the products are not switched) or

• the pick location is allocated to the selected product instead of the other product (exclusive pick

location and the products are switched).

User interface

"Stock Items" module, "Pick Location" tab When the pick location is already allocated to a stock item, but no stock has been posted to the location, a

modal window opens with the message: "The pick location is already allocated to the product %1. Should the product be removed?"

You have the following options:

<OK>

The pick location is saved to the current product instead of the other product.

<Cancel>

The pick location is not saved to the current product.

Batch procedures

BSD Replenishment (STM_SUB) Via a system setting, a picking spur can be flagged as a "temporary pick zone". Create a new picking spur for this purpose and then flag it as a "temporary pick zone".

For this temporary pick zone, you must create new storage locations which cannot be assigned multiple products.

In a system setting, you specify that the system should use this temporary pick zone.

If this system setting is active, the batch procedure "BSD Replenishment (STM_SUP)" assigns stock items which do not have a pick location a location in the temporary pick zone.

If the stock item is already present in the temporary pick zone, this location is used.

If it is not present there, the system identifies an empty pick location in the temporary pick zone (which is also not assigned to any other open shipping unit lines). The system ensures that a pick location in the temporary pick zone is only ever used for one stock item.

3.13.1

3.13.1.1

3.13.2

3.13.2.1

Warehouse 3 Sort key for pick locations (174247, as of v. 10.11)



Sort key for pick locations (174247, as of v. 10.11) In the "Storage Locations" module, you can assign an optional sort key to a storage location providing more flexibility in the order of lines on the pick slip and thus optimizing routing in the warehouse.

The lines on the pick slip are sorted by picking spur, sort key, shelf and compartment.

The "Sort Key" box in the "Storage Location" form is only available when editing existing storage locations and not when creating new locations. The sort key can be freely defined. It is alphanumeric and can have a

maximum of 30 characters.

As of version 10.11, the batch procedures "STM Replenish. (compl.) (STM_SUP)" and "BSD Document printing to interface (FAB_IVC)" have been enhanced so that the sort key is processed. The field for the sort key has been added to the interface for the pick slip lines.

Picking large quantities (170433, as of v. 10.11) Large quantities were automatically assigned locations in the backup storage area as pick locations. In order to allow greater flexibility in the organization and management of your warehouse, you can now specify the storage areas which should be assigned as the pick locations for large quantities (excluding the picking and

set prepacking areas). You can also specify the order (priority) in which the stock in these areas is checked.

Storage areas which were not assigned a priority for bulk picking are not taken into account. If none of the storage areas is assigned a priority, direct bulk picking does not take place.

Numbering of shelves, compartments and levels can begin at '0' (170435, as of v. 10.11)

Previously, the numbering of shelves, compartments and levels began at '1' when searching for or entering a

new storage location. The numbering of shelves, compartments and levels can now begin with '0'.

Storing returns in a temporary returns zone (170438, as of v. 10.11)

The "Stock Returns" option normally determines the pick location of the stock item as the target location. Previously, when the stock item had not been assigned a pick location, the return(s) could not be entered into stock.

Via a system setting, you can now define a temporary returns zone. When entering returns, a location in this temporary returns zone is used as the target location if the stock item has not been assigned a pick location.

Via a system setting, a picking spur can be flagged as a "temporary returns zone". Create a new picking spur for this purpose and then flag it as a "temporary returns zone".

3.14

3.15

3.16

3.17

3 Warehouse Optimization of the stock transfer process (176634, as of v. 10.11)



For this temporary returns zone, you must create new storage locations which cannot be assigned multiple

products.

In a system setting, you specify that the system should use this temporary returns zone.

If this system setting is active when you post returns, stock items which do not have a pick location are assigned a location in the temporary returns zone.

If the stock item is already present in the temporary returns zone, this location is used. If it is not present there, the system identifies an empty pick location in the temporary returns zone. The system ensures that a

pick location in the temporary returns zone is only ever used for one stock item.

If there are no free locations remaining in this zone, the system reports an error: "No free locations available

in the temporary returns zone."

Optimization of the stock transfer process (176634, as of v. 10.11)

In the warehouse, stock is constantly transferred to optimize the occupied space. The "Occupancy List"

("Storage Loc." module) which you can open for selected storage areas and/or products greatly simplifies the stock transfer process.

Using the "Transfer..." option (pop-up menu), you can initiate stock transfers from one storage location to another from the "Occupancy List" itself, where information on the occupied storage locations is displayed in table form.

You do not need to enter the current storage location, product, quantity and movement type manually for every stock transfer; instead the "Stock Entries" form is pre-populated with the data from the "Occupancy List".

The "Occupancy List…" and "Transfer…" options must be authorized by your system administrator in the "Security - Rights Management" tool.

Documentation: Please refer to the user manual "Stock Items", "Occupancy List…" (EN_UM_STM_Stock_Items).

Occupancy List Using the "Occupancy List…" in the "Storage Loc." module, you open the "Occupancy List" form where you

can view data for selected storage areas and/or products.

Search parameters

You can enter the following search parameters:

• Warehouse (mandatory)

• Storage area

• Shelf from

3.18

3.18.1

Warehouse 3 Optimization of the stock transfer process (176634, as of v. 10.11)



• Shelf to

• Product (ISBN or order number)

• Edition

• Print

• Delivery

• Delivered from

• Delivered to

Results list

In the "Search Results" groupbox in the "Occupancy List", the system displays all of the quantities stored (storage location and product) which match the selected combination of search parameters. The resulting data is displayed in a table with the following columns:

• Warehouse

• Storage Area

• Shelf

• Compartment

• Level

• Hold

• ISBN

• Order Number

• Edition

• Print

• Delivery

• Delivery on

• Finishing State

• Quality

• Stock Type

• Quantity

• Number of Packing Units

• Short Title

You can group and sort the results according to the data in each of the columns.

3 Warehouse Search for stock items using short title (173068, as of v. 10.11)



Transferring stock In the "Occupancy List", follow the steps below to initiate a stock posting (e.g. a transfer) for a selected product and quantity:

1. Enter movement type in the "Movement Type" box in the "Default" groupbox.

You can select from all of the movement types permitted for manual stock postings which require

you to enter a source location, except for production, consumption, and set assembly postings.

The selected movement type is saved for each user and is preset when the "Occupancy List" is

reopened. You can change this default at any time and should always check it before selecting "Transfer..." (pop-up menu) in the "Occupancy List" form.

2. Select the line with the product and quantity for which you want initiate a stock posting in the "Search Results" groupbox in the "Occupancy List".

3. Select "Transfer... " (pop-up menu) in the "Occupancy List". The "Stock Entries" form opens and is pre-populated with the data from the "Occupancy List" (source storage location, product, quantity, and movement type).

4. Enter the data for the target location in the "Stock Entries" form and click <Enter> to initiate the stock posting.

Search for stock items using short title (173068, as of v. 10.11)

To facilitate the search for stock items, you can also use the product's short title for your search.

Enter the short title or parts of it into the "Short Title" box of the search form in the "Stock Items" module. You can use wildcards ("%") for your search.

The "Short Title" box is also part of the modal stock item search.

Stock Movements: User searchable (173067, as of v. 10.11)

In the search results in "Stock Movements" module, the system displays the user who posted each stock movement. You can also search for stock movements which were posted by a particular user.

This makes it clear who posted a stock movement in the "Stock Movements" module and, if necessary, who to contact with questions.

The system displays the login name of the user who posted the stock movement in the "Posted by" column in the search results.

You can enter the login name of a user in the "Posted by" box in the search form to restrict the search to stock movements posted by this user.

3.18.2

3.19

3.20

Warehouse 3 Connection to shipping system enhanced (173489, as of v. 10.11)



Connection to shipping system enhanced (173489, as of v. 10.11)

Shipping units packed deviating from the plan or packed additionally are displayed in the documents to

ensure tracking details without interruption.

For shipments with (virtual) shipping units in the Klopotek system, it is possible to pack more than one shipping unit in an external shipping system. Information about these shipping units is reported back to the Klopotek system and saved in the new "Feedback on generated shipments (DSP_SENDING_ACKNOWLEDGMENT)" interface table. These additional shipping units are displayed in the documents for tracking details. The actual postage reported back is added for the original shipping unit.

Feedback from the external shipping system is processed so that the system creates a new shipping unit (without shipping unit lines) for the respective shipment if the (virtual) shipment was already registered.

The "No. of shipping units" field has been added to the interface tables "Generated shipments (DSP_SENDING)" and "Shipments in work (DSP_SENDING_WORK)".

Automatic credit notes for shortfalls (165789, as of v. 10.11)

The system automatically creates credit notes for shortfalls in shipments (resulting from lack of stock in the warehouse).

If shortfalls are registered in packing unit lines for outgoing goods at the packing station or recorded with the

"Record Shortfalls" tool, the "BSD Processing returns (REMI)" batch procedure generates a credit note order for each shipment for the respective customer. The order lists the shortfalls and the related products.

The system allocates the registered shortfalls to one or more shipping lines with the same product from the shipping document(s) relating to the shipment and records them there. This allocation always begins with the shipping line with the largest quantity. If the shortfall is less than or equal to the shipping quantity of this line, it is entered there. If the shortfall exceeds the shipping quantity of this line, the shipping quantity is entered

as a shortfall. Accordingly, the system allocates the remaining shortfall to the shipping line(s) with the next largest shipping quantity.

A credit note line is created for each shipping line which was assigned a shortfall, provided that the shipping line has already been invoiced. The following values are transferred from the invoiced lines to the credit note line:

• the shortfall as a quantity to be credited

• price type

• price

• discount

3.21

3.22

3 Warehouse Display of the storage locations in the stock management modules (179710, as of v. 10.11)



• order type and

• order reference

• number of bonus copies: the smallest whole number which is greater than or equal to the relationship between the ordered quantity and the number of bonus copies

Example

Shipping line: ordered quantity = 18, bonus copies = 3, shortfall = 7 Credit note line: quantity = 7, bonus copies = smallest whole number which is greater than or equal to (7 * 3 / 18) = 2.

The generated credit note lines are assigned the reason (from those listed in the data types) which your system administrator has flagged as the reason to be used for automatically generated credit notes for

shortfalls.

In the data types, you can specify for each proprietor whether the generated credit note orders for shortfalls

should be placed on hold upon creation or not. If they are not placed on hold, the "BSD Invoicing (FAB)" batch procedure creates credit notes from the credit note orders.

In the case of shortfalls in shipments which will only be invoiced at a later date (e.g. in a monthly collective invoice), the credit note lines are only generated after the collective invoice is created.

The shortfall entered always reduces the quantity which can be allocated to a shipping line as returns.

Documentation: Please refer to the batch manual "Book Sales and Distribution", "BSD Processing returns

(REMI)" (EN_BM_BSD_Book_Sales_and_Disitribution).

Display of the storage locations in the stock management modules (179710, as of v. 10.11)

In the data types, your system administrator specifies whether the storage location numbers are displayed with or without leading zeros in the stock management modules of the Klopotek system.

The system setting which controls how the storage location numbers are displayed effects the following modules:

• Stock Items

– "Stock Items" search form: results list

– "Stock" tab

• Storage Locations

– "Storage Locations" search form: results list

• Stock Movements

– "Stock Movements" search form: results list; "Stock Entries" form: multiple entries)

• "Stock Transfers" tool

3.23

Warehouse 3 Display of the product number in stock management modules (179709, as of v. 10.11)



Display of the product number in stock management modules (179709, as of v. 10.11)

In the data types, your system administrator specifies whether the ISBN should be displayed as the product

number in preference to the order number in selected stock management forms (default) or vice versa.

The product number can be controlled like this in the following stock management modules:

• Storage Locations

– "Edit Storage Loc." form: "Product" column in the list of products in storage

– "Occupancy List" form: "Product" box

– "Inventory - Count List" form: "Product No." column

• Stock Movements

– "Stock Movements" search form: "Product No." box; product number in the search results

– "Stock Entries" form: "Prod. No. [?]" and "Ref.-Product No. [?]" boxes; "Product No." column in the list

– "Pick Set / Product" / "Disassemble Set / Product" forms: "Product [?]" box and neighboring display box in the "Search" group box; "Product [?]" and "ISBN / Order No." on the "Processing" tab

– "Stock Transfers" tool: "Product" box in the "Filter" group box; "Product" column in the "Stock Transfers" list

• Returns

– "Stock Returns" form: Product number in the "Stock Returns" group box

Archiving shipping documents (179697, as of v. 10.11) With the batch procedure "STM Archive shipping documents (STM_ARCPCK)", you can generate a shipping document (packing slip or credit note advice) in PDF form for each registered shipping unit.

This allows you to automatically archive shipping documents in a central location and, if necessary, make them available to customers again.

Your system administrator specifies the directory where the PDF files should be stored in the data types. The PDF printer which should be used is also defined in the data types.

Documentation: Please refer to the batch manual "Stock Management", "STM Archive shipping documents (STM_ARCPCK)" (EN_BM_STM_Stock_Management).

3.24

3.25

3 Warehouse Enhancements to stock items + partial deliveries (179421, as of v. 10.11)



Enhancements to stock items + partial deliveries (179421, as of v. 10.11)

The delivery of a print run need not always take place as a single delivery - fractions of a print run may be

delivered at different point in time.

In order to provide warehouse staff with information on the planned deliveries, the "Deliveries" tab is available in the Klopotek "Order to Cash" system (O2C).

In the "Reports" tool, the "Status of deliveries" report provides an overview of the pending deliveries within a

certain timeframe.

If you work with the contractor as the relevant organizational unit, the report displays the deliveries within a

certain timeframe for the products of all the contractors. In addition, the report displays the current number of pending orders for each product to assist in decision making with regard to the storage of incoming goods.

User interface

"Stock Items" module

"Deliveries" tab

The "Deliveries" tab displays the quantity in the individual deliveries for the stock item and their planned delivery dates (i.e. the deliveries for all the editions and print runs for the stock item). With this information, you assist the staff in the warehouse.

You cannot modify the data here.

Documentation: Please refer to the user manual "Products", "Print" tab, "Deliveries | Manage Deliveries…" option, "Deliveries [➙ 102]" window (EN_UM_PRD_Products).

In the "Reports" tool, the "Status of deliveries" report in the "Warehouse" report folder provides an overview of the pending deliveries within a certain timeframe

If you work with the contractor as the relevant organizational unit, the report displays the deliveries within a certain timeframe for the products of all the contractors. In addition, the report displays the current number of pending orders for each product to assist in decision making with regard to the storage of incoming goods.

Single warehouse for all proprietors: batch processing (179421, as of v. 10.11)

When you have configured a single warehouse for all proprietors in the Klopotek "Order to Cash" system (O2C), the system uses multiple proprietors for certain batch procedures in the warehouse.

3.26

3.26.1

3.26.1.1

3.26.1.1.1

3.27

Warehouse 3 Disassemble Set: confirmation of partial quantities (180333, as of v.10.11)



Accordingly, the batch log includes the results for other proprietors as well. The user who starts the

respective batch procedure must be authorized for the proprietors in the "Security - User Management (SEC_USER)" tool.

This affects the following batch procedures:

• BSD Document printing to interface (FAB_IVC)

• STM Outgoing stock (STM_WA)

• STM Replenish. (compl.) (STM_SUP)

BSD Document printing to interface (FAB_IVC)

Note: You select the printer for the documents from the "Document form / document group / printer" pivot table. As the system always determines the printer settings of the proprietor calling the batch, you system administrator only needs to configure the pivot table for this proprietor.

Disassemble Set: confirmation of partial quantities (180333, as of v.10.11)

As with set assembly orders, you can confirm and post partial quantities when disassembling sets. This allows a large number of sets to be processed in increments.

Documentation: Please refer to the user manual "Stock Movements", "Disassemble Set / Product… [➙ 244]" (EN_UM_STM_Stock_Movements).

Cover sheet for set disassembly orders (180017, as of v. 10.11)

When you use the "Disassemble Set / Product" option in the "Stock Movements" module to disassemble a set or a product, the system automatically prints a cover sheet. The cover sheet includes the following

information:

Line 1: Order number and date

Line 2: ISBN / order number of the product, edition number, short title and number of sets / products to be disassembled

Line 3 and any successive lines: ISBN / order number of the component, short title, quantity per set / product and the total quantity.

Stock Transfers: Quantity required in PUs (180011, as of v. 10.11)

In the "Stock Transfers" list, the system displays the quantities in accordance with the compartment type of

the storage location.

3.28

3.29

3.30

3 Warehouse Recording shortfalls (174332, as of v. 10.8)



The compartment type setting determines whether packing units or single items are stored in the storage

location. For packing units, the system displays the quantity followed by PU:

Single items: number of single items (e.g. 100)

Packing units: number of single items / quantity per packing unit (e.g. 10 PU).

Recording shortfalls (174332, as of v. 10.8) When packing shipments, shortfalls may be discovered because the amount of stock posted is not correct. You can record these shortfalls for the individual shipping units with the "Record Shortfalls" option ("Tools" menu).

The notified quantities in the electronic delivery notes are reduced accordingly.

The system saves the shortfalls recorded in the respective shipping unit lines where they are available for the creation of credit notes.

In the "Record Shortfalls" form, you identify the corresponding shipping unit by entering the shipping unit number. For this shipping unit, the system displays the "ISBN/Order No.", "Short Title" and "Qty" for the individual shipping unit lines. You can enter a shortfall for each shipping unit line. The shortfall cannot be greater than the quantity to be packed.

The shortfall quantities you enter are saved in the respective shipping unit lines.

As of version 10.8, the "BSD Processing returns (REMI)" batch procedure automatically generates a credit note order for the respective customer based on the recorded shortfalls and corresponding products.

If you have entered a shortfall before the corresponding electronic delivery notes is created, the notified quantity is reduced accordingly.

The "Record Shortfalls" option and the "Record Shortfalls" form must be authorized by your system administrator in the "Security" tool.

See also 2 Automatic credit notes for shortfalls (165789, as of v. 10.11) [➙ 259]

Standard interfaces

EOR delivery note

The standard interface for the electronic delivery note ("EOR Document Position (EOR_VOUCHER_POS)")

has been enhanced to include the field for the shortfall ("SHORTFALL_QUANTITY – Shortfall quantity (EOR_VOUCHER_POS)").

The quantity exported in the respective shipping unit line ("QUANTITY – Quantity (EOR_PACKING_POSITION)") is reduced by the shortfall quantity.

Documentation: Please refer to the interface description "BSD - Book sales and distribution", "EOR Interface - Electronic Delivery Note" (EN_ID_BSD_Interface_Descriptions).

3.31

3.31.1

Warehouse 3 Product-related inventory (178006, as of v. 10.11)



EOR file export

The shortfall quantity ("SHORTFALL_QUANTITY - Fehlmenge/Shortfall quantity (EOR_VOUCHER_POS)") is exported by the "PPD EOR-BWA File export from interface (standard) (EOR_FILE)" batch procedure.

BWA delivery note

In the BWA delivery note (record type L101), the delivered quantity (delivered_quantity) is determined as follows: "QUANTITY – Quantity (EOR_VOUCHER_POS)" less "SHORTFALL_QUANTITY – Shortfall quantity (EOR_VOUCHER_POS)".

Documentation: Please refer to the interface description "BSD - Book sales and distribution", "EOR Interface - Electronic Delivery Note", "Item format file: Shipping and notification lines"

(EN_ID_BSD_Interface_Descriptions).

KNV Liefermeldung (only in German)

The DESADV Positionssatz (Satzart Y84) for the "KNV Export Lieferavise DESADV (KNV_E_DADV)" batch

procedure has been enhanced to include the following fields:

• Y84LieferMenge

• Y84LiefMengenAbw

• Y84LifMengAbwArt

• Y84LiMengAbGrund

Documentation: Please refer to the batch manual "BH_KNV_Clearing_Center", "KNV Export Lieferavise DESADV (KNV_E_DADV)", "Positionssatz Y84" (BH_KNV_Clearing_Center).

This batch procedure and the associated documentation are only available in German.

Product-related inventory (178006, as of v. 10.11) In addition to the optional restriction to sub-areas of the warehouse, inventories can also be restricted to a

product or list of products.

Inventories can be carried out for one or more products covering all the storage locations where these

products are stored.

Opening an inventory

When you open an inventory, you can restrict it to:

• a sub-area of the warehouse

• one or more products

• a sub-area of the warehouse and one or more products

3.32

3 Warehouse Product-related inventory (178006, as of v. 10.11)



Via the system setting "Inventory per company group", your system administrator can specify that inventories are to be separated by company group. In this case, you must select a company group when you open an inventory.

Unoccupied storage locations can be explicitly included in the inventory.

Storage locations in storage areas for which inventories are not permitted (e.g. the set assembly area) and

storage locations in the transit area are excluded.

All the data relating to the scope of the inventory (except the company group if it is mandatory) can be

modified until the inventory is started.

An inventory which has been started but not completed can be cancelled. The status of the inventory is set

to 'Opened' and the associated count list is deleted.

Starting an inventory

The system determines the relevant storage locations and records them in the count list. No movements to

or from these storage locations are permitted until the inventory is completed or cancelled. If there are storage locations which are part of another inventory with the status 'Started' or 'Released', the inventory cannot be started.

All the restrictions which are entered for the inventory are factored into the creation of the count list:

• If the inventory is restricted to a sub-area of the warehouse, only the specified storage locations are included.

• If the inventory is restricted to certain products, the count list only includes locations where, according to the stock ledger (logical stock), copies of these products are found.

• If the inventory is restricted to both a sub-area and specific products, the count list only includes locations within the sub-area where, according to the stock ledger (logical stock), copies of these products are found.

If an inventory is started without a storage area, the system only factors in the storage areas for which locations are managed, if there are any in the warehouse. In this case, count lists are only created for

storage areas where locations are not managed if locations are not managed for the whole warehouse.

If there are both areas where locations are managed and areas locations are not managed, and an area

where locations are not managed should be inventoried, this area must be specified explicitly in the inventory.

If the "Included Unoccupied Locations" option is active, the count list also includes all the storage locations which are empty according to the stock ledger (logical stock), where applicable, restricted to the specified sub-area. Storage locations in storage areas for which inventories are not permitted (e.g. the set assembly area) are excluded.

If there are shipping unit lines in the stock transfers list which are to be transferred to these empty locations, the inventory cannot be started.

Warehouse 3 Product-related inventory (178006, as of v. 10.11)



For each storage location which is to be included in the count list, the system checks

• whether it is part of another started and not yet completed inventory

• whether there are shipping unit lines where this storage location is entered as the pick location and where a goods out posting has not yet been made

• whether it is in an area for which inventories are not permitted (e.g. the set assembly area) or in the transit area

• whether a product is in both an area locations are managed and an area where locations are not managed.

If one of these conditions is met, a corresponding message appears (with the details of the product in question if the inventory is restricted to certain products) and the inventory cannot be started. The products

which prevent the inventory starting can be removed from the list of products to be counted.

The "Occupancy List" displays a hold for stocks which are affected by an active inventory. They cannot be

used to initiate postings.

No goods in or goods out postings can be made for products which are affected by an active inventory.

No movements can be posted to or from storage locations which are affected by an active inventory.

Count list

The inventory count list is available in three different forms: as a view, in edit mode, and as a print out.

It is possible to print the list as often as needed in order to recheck any discrepancies ("Recount List").

The printed count list can be replaced by a custom report (the name of the report can be configured).

Check lists

In the case of product-related inventories, each product has to be fully counted at least once per business year. In the case of location-related inventories, each location has to be fully counted at least once per

business year. Three check lists are available in order to ensure that a complete count has been carried out:

• Uncounted Products: This list displays all the products currently stored in a selected warehouse

which have not been counted (or only partially) since the effective date entered.

• Counted Products: This form displays all the products currently stored in a selected warehouse

which have been counted without restriction to sub-areas since the effective date entered. You have the option of restricting the list to a specific product or inventory.

In the case of counted products, the system only factors in inventories which were carried out without restrictions on storage locations, i.e. the entire warehouse was counted in the inventory.

• Uncounted Storage Locations: This form displays all the storage locations in a selected warehouse which have not been counted since the effective date entered.

3 Warehouse Product-related inventory (178006, as of v. 10.11)



User interface For modifications in the user interface:

Documentation: Please refer to the user manual "Stock Movements", "<Enter>" (EN_UM_STM_Stock_Movements).

Documentation: Please refer to the user manual "Storage Locations", "Occupancy List…" (EN_UM_STM_Storage_Locations).

Documentation: Please refer to the user manual "Inventory", "Inventory" form (EN_UM_STM_Inventory).

Documentation: Please refer to the user manual "Inventory", "Options on the "Storage Loc." module" (EN_UM_STM_Inventory).


BSD Invoicing (FAB) The "BSD Invoicing (FAB)" batch procedure checks whether there are active inventories in the picking area.

If the inventory is restricted to products or an area, the invoicing procedure runs without restrictions.

If the inventory is restricted to a particular company group, the invoicing procedure does not process lines

with products from this company group.

If there is an inventory which covers the entire picking area (without any other restrictions to storage locations or products), the invoicing procedure only processes credit notes.

STM Replenish. (compl.) (STM_SUP) If there is an active inventory which includes storage locations in the picking area, the "STM Replenish. (compl.) (STM_SUP)" batch procedure cannot assign pick locations to open shipping unit lines.

BSD Stock entries (STM_LBF) and STM Outgoing stock (STM_WA) When a product-related inventory is active, it affects incoming and outgoing stock movements; products included in the inventory cannot be placed into or removed from storage.

Postings cannot be made to or from storage locations included in an active inventory.

Reports - enhancements

"Warehouse update" report First and foremost, the "Warehouse update" report serves as evidence of inventories carried out and the inventory balance as at the closing date for your auditor. It can also be used for internal auditing purposes.

3.32.1

3.32.2

3.32.2.1

3.32.2.2

3.32.2.3

3.32.3

3.32.3.1

Warehouse 3 Storage Locations: Output the Occupancy List (186005, as of v. 10.11)



The report can be run for a single warehouse and effective date (last day of the month) and can be restricted

to the products from a specific company group. The effective date defaults to the date of the last monthly evaluation.

The report calculates the reporting date from the user's entry for the "Eff. Date" parameter and the last stock evaluation.

The reporting date is the last day of the month for which a stock evaluation was carried out and which is less than or equal to the effective date specified.

The report displays all the stock items for which there is a complete, posted inventory in the reporting period. The reporting period is the period from the 01.01. to the reporting date.

All quantity data is always in single units (not packing units).

The report lists the following information for each product:

• Product number (ISBN/order number)

• Product name (short title)

• Number of the most recent inventory for the product in the selected warehouse before the selected effective date

• Effective date of this inventory

• Total stock of the product counted in this inventory

• Total inward stock movements for the product in the selected warehouse between the effective

date of the most recent inventory and the effective date of the report

• Total outward stock movements for the product in the selected warehouse between the effective

date of the most recent inventory and the effective date of the report

• Logical stock balance for the product in the selected warehouse as at the effective date of the

report

The products are grouped by company group. A new page is started for each company group.

Internally, the posting date of the last inventory also contains the time in addition to the date. The report only counts inward and outward stock movements after this time.

Storage Locations: Output the Occupancy List (186005, as of v. 10.11)

The standard options "Print" and "Create CSV File from Grid" (icons) are available so you can print out a

selected Occupancy List with the corresponding stock levels (search results in the "Occupancy List" form, "Storage Loc." module) or export it to Excel. The system only output the columns which are visible in the search results.

Documentation: Please refer to the user manual "Overview", "Printing data" and "Create CSV File from Grid" (icon) (EN_UM_GEN_Overview).

3.33

3 Warehouse Stock postings in the Occupancy List (186149, as of v. 10.11)



Stock postings in the Occupancy List (186149, as of v. 10.11)

When you use the "Transfer..." option (pop-up menu) to initiate stock postings for selected stock quantities in

the Occupancy List (search results in the "Occupancy List" form, "Storage Loc." module), the "Stock Entries" form opens prepopulated with the data from the Occupancy List (movement type, product, and source location). If you initiate another posting from the "Occupancy List" form, the new data are transferred to the "Stock Entries" form which is currently open.

Print out list of product parts (188935, as of v. 10.11) On the "Product Parts" tab on the "Stock Item" form, you can print a list of all the product parts for the

product via the printer icon.

The following information is printed in the header of the list:

Line 1: Product Parts for Product <product number>

Line 2: Short Title <short title>

Below this, the product parts are listed with the number, name, status and quantity of the product part.

Display of the product number in the stock management modules (189055, as of v. 10.11)

In the stock management modules, the system displays the quantity of a product in a single packing unit

after the product number.

Externally assembled sets post to delivery (190070, 191911, as of v. 10.11)

Previously, in the case of externally assembled sets, goods-in postings for the set components were always assigned to the most recent (re)print. These postings are now assigned via the deliveries.

1. If no deliveries have been made yet, the system assigns the next planned delivery.

2. If one or more deliveries have been made, but there are no planned deliveries, the system

assigns the delivery made most recently.

3. If one or more deliveries have been made and there is a planned delivery with a planned delivery date, the system takes the delivery whose date (respectively, the actual delivery date and the planned delivery date) is closer to the posting date of the stock posting.

4. If one or more deliveries have been made and there is a planned delivery without a planned delivery date, the system assigns the delivery made most recently.

The system then identifies the (re)print via the selected delivery.

3.34

3.35

3.36

3.37

Warehouse 3 Reprinting transport orders (186700, as of v. 10.11)



Reprinting transport orders (186700, as of v. 10.11) In the "Stock Movements" form, you can select the "Print Transport Orders from List" option to reprint transport orders for the stock postings selected in the results list. The option is not available for stock transfer postings.

Delivery quick record (188701, as of v. 10.8) Use the new "Post Goods In List" function to carry out goods in postings for several products at the same time. These products either originate from a supplier order or delivery notification or they can be manually entered. In addition, you can enter measurements and weights for the products and define the pick location.

A movement type must be defined in the system settings for the posting in the "Post Goods In List" form.

Documentation: Please refer to the user manual "Stock Movements", function on the "Stock Movements" module, "Goods In…" (EN_UM_STM_Stock_Movements).

MBS: Stock Item adaptor (IN) (165560, 165554 as of v. 10.11)

Please note: To use the functions described in the following, you need to have a license for the "Warehouse MBS adaptor family" (MBS-110 / 9.5) product.


The Message Based Service "Stock Item adaptor (IN)" imports the following fields into the table "Warehouse Units (STM_STORAGE_UNIT)":

• Storage unit (e.g. single item)

• Length

• Width

• Height

• Weight

• Number of units

In the XSD, there is an old element in which the length, width etc. can be specified for the stock item. With

the current enhancement, the values for the single item can be specified in the new element. If you use an XML in which the values for the single item appear twice (in the old and the new element), the values from the new XSD element are imported.

Please refer to the interface description "EN_ID_MBS_Warehouse_MBS_Adaptor_Family".

The name of the XSD file has been changed from mex-bus-stm-StockItemImportDefinition.xsd to mex-bus-stm-StockItemImportExportDefinition.xsd.

3.38

3.39

3.40

3 Warehouse MBS: Stock Item adaptor (OUT) (165560, 165554 as of v. 10.11)



MBS: Stock Item adaptor (OUT) (165560, 165554 as of v. 10.11)

Please note: To use the functions described in the following, you need to have a license for the "Warehouse

MBS adaptor family" (MBS-110 / 9.5) product.


Via the new Message Based Service "Stock Item adaptor (OUT)", data on stock items can be exported.

Modifications to stock items or warehouse units cause the export of the modified data record via the Message Based Service "Stock Item adaptor (OUT)".

Please refer to the interface description "EN_ID_MBS_Warehouse_MBS_Adaptor_Family".

3.41

Scheduling 4 Replace Snapshot (174629, as of v. 10.5)



Scheduling

Replace Snapshot (174629, as of v. 10.5) In the schedule, you can use snapshots to compare the original planning data with the actual planning data

for a task.

As of version 10.5, you can only use the "Create Snapshot" option (pop-up menu) to create the initial snapshot. If you want to replace this snapshot with a new snapshot, you must use the "Replace Snapshot" option (pop-up menu).

You can replace snapshots as often as you like with the "Replace Snapshot" option (pop-up menu).

"Replace Snapshot" (pop-up menu) must be authorized in the "Security - Rights Management" tool. This

minimizes the risk that a user accidentally replaces the initial snapshot.

No future dates in fields for actual date (184463, as of v. 10.2)

With the "Scheduling" functions, you always have your deadlines under control. You work with schedule templates, create schedules and calculate deadlines, define fixed deadlines, plan milestones and create lists of tasks.

For schedules in the "Production", "Contributions", "Marketing Activity", and "Issues" modules, your system administrator can configure the system so that future dates cannot be entered in fields for actual dates ("Start (Actual)" and "End (Actual)"). In this way, you prevent incorrect schedule planning.

Note: The validation is only carried out in the user interface. This setting does not apply to the Message Based Services which set or modify this data.

4

4.1

4.2