Introduction

This document contains summarised information about the new features and enhancements that have been added to Iptor IP1 V7.9 since its release in June 2017.

Accounts Payable

AP GST input report

Allows reporting by date range and output to excel.

AP expense amortization

When a major account that is registered for expense amortization is used in AP, the system will prompt for the number of months to fully amortize the expense and the actual expense account. Each month a pro-rated amount (based on the number of months) will be transferred to the expense provisional account until the expense is fully amortized. The amortization progress can be viewed by Expense Amortization Inquiry – GLI040.

AP invoice import

Now has an excel interface.

Tax category maintenance

Allows threshold on tax amount rather than taxable when alternate tax catetory is ‘***’.

Accounts Receivable

AR collections management

• New inquiry (ARI060) displays overdue customers in descending overdue amount sequence. Control file TMSAR/ARI060 determines which debtors to filter out from the report.
• Manages better debt collection by enabling warning letters via email.

AR EDI batch maintenance & update

Enhancements to AR EDI maintenance program (ARM310) include the following.

• Allows you to remove errors after error checking
• Batch totals can be recalculated after removing errors
• Ability to remove an entire batch if required
• Function to show only open EDI batches or all EDI batches

On EDI batch process update, if the invoice number is not provided or the invoice is not found in AR then warning messages will be issued and the payment amount will be left as unallocated.

Auto allocate over payment 

New AR rule (TMSDS/CM-CLS with AR rule ‘2’) will auto allocate any unallocated or overallocated payments back to old invoices or AR groups in debit. Exemptions to this include any linked claims and any outstanding linked transactions       

Cash/journal entry receipting currency

AR Cash/journal entry will now accept receipt currencies other than receipting currency of the bank. Customer’s invoices & debtor statement will still be in their trading currency.

CyberSource compliance changes

The following additional pre-authorised data fields are now being passed to support compliance initiatives for Visa, Mastercard and Discover credit cards. 

• Subsequent authorisation 
• Subsequent authorisation reason 
• Subsequent authorisation original amount 
• Subsequent authorisation transaction ID 

Pay by multiple AR groups with credit balance

Multiple A/R groups with credit balance can now be auto allocated to an invoice. If an existing AR group is linked to any existing/outstanding orders/claims, it will not use the AR group for the new invoice.

Payment bank reference entry

• Transaction ID for the charge transaction now gets displayed on payment bank reference entry display
• In inquiry mode for credit card payment, the response message from the payment gateway(Credit card provider) is also displayed.

AddressMaster

Iptor IP1 now uses AddressMaster suit of programs which allows both interactive and batch Delivery Point Verification (DPV) of addresses via Melissa Data for US addresses. This enables the system to notify the user on any errors it encounters on verification and allowing any correction. It also attempts to correct invalid addresses where applicable by proposing a modified address.

Book Production

Work with book specification

Automatically create the work if the works not available for an item when a royalty contract is created instead of showing the work allocation screen.

Claims 

Auto returns generation

For auto returns new logic is added to default a return location as specified in TMSDS/WH-RETN.

CRM

CRM API

• Returns a list of authors and customers linked to the contact
• If user contact is linked to creditor (but not customer) then creditor master address is updated.

CRM API for creditor

New program (DSO883) handles creditor self-serve.

Customer History

Selective customer history report

Company selection field and customer history type and customer history date range has been added to this report.

Database Management/Others

Item master maintenance audit

For any item field maintenance, the audit report (DSM015P2) now provides a before and after change.

Forwarding agent code maintenance

Additional fields added: email address and send email flag.

Work with VAT

Includes multi countries item tax code override

Data Interface

History log

New function on F13=Repeat allows you to repeat the entered option on every line on the history log. 

Direct Mail

Contact templates based on external user file can be used for web users to generate contact records. This is to include templates to allow web users to view or change their personal data protection preference on CRM contact attribute. A user can select to opt out their personal information and provided they do not have any outstanding transactions their personal information would be removed at EOM process in accordance with GDPR laws.

GDPR (Global data protection regulation)

Personal Information Management system has been written in Iptor IP1 is to comply with The European Union General Data Protection Regulation (GDPR).  Under the new data protection requirements, the conditions of consent has been strengthened, so the consents in standard terms and conditions is no longer applicable. It includes certain rights of individuals such as the ‘right of erasure’, whereby a person has the right to request removal of personal data.

IP1 Personal Information Management system allows customers, contacts and creditors to have their personal data removed on consent. The personal data constitutes any information related to a person that can be used to identify that person. The system allows entities to request for personal data removal, with an approval process if required. Relevant related transactions/information is displayed within pending approval to help with the approval process. Diagnostics checks are performed before actual update (removal of personal data) by the EOM process. Controls within the system allows you to identify which personal data can be removed and when.

General Inquires

Outstanding customer order inquiry – can view customer reference or our reference via function key toggle.

Customer masterfile inquiry 

New function key F10=Customer class to inquire customer class.

Document inquiry by status

DSI015 – additional reason codes as to why an order is suspended is available. This will enable users to more efficiently identify the reason an order has been suspended. When selecting by status ‘S'(suspend), you can use sub-status field to filter by suspend reason code.

Forwarding agent alpha search

DSI925 – Forwarding agent alpha search now includes address detail.

Item general search inquiry

 If Customer number is not populated, then user’s Customer number is added as default. 

OS orders inquiry by item (DSI085)

Includes company selection.

Sales transaction by item inquiry (DSI060)

Includes company selection.

Transaction inquiry by customer

Email address filter has been added.

General Ledger

GL inquiry by account

Changed to show all budget figures even if  there are zero transactions for the month.            

GL interface changes

GL interface journal posting period, which defaults to current GL period has now been opened for input and allows entry of current or next period only. The system will validate to current or next period.

GL report writer

Changed to output to excel. 

VAT GL journal generation

Changed to default period from GL period.

Iptor exchange

• Base mapping completed for US (ANSI x 12) 
• Base mapping completed for APAC (BISAC) 
• Purchase order number traceability with the addition of a log file

Order Processing & Billing

Auto despatch on re-invoicing (direct to invoice orders)

The system can allow automatic despatch when direct to invoicing orders are re-invoiced. Control file TMSDS/WH-DSPRI must be set for the relevant warehouses. If no entry is defined for the warehouse then the system will check TMSDS/WH-DSPCH as per normal order process.

DPD orders

Direct supply item download to DPD (DSO161) has been changed so that if TMSDS/SD-VNMAP is defined for a DPD with BLANK web interface vendor ID, it will complete DSTRS00P automatically. DPD should be defined for all digital items. If  DPD is not found for an item, it will not auto complete.

E-invoicing compliance for India

A unique government tax office registered number is added to the invoice and credit notes before it can be sent out in JSON format. Changes to IP1 to accommodate this compliance include: 

• Identifying distribution transactions (invoice/credit) 
• Creation of E-Invoice and interface to Indian Tax Portal 
• Subsequent capture of Signed Document and QR code for Signed Document or Error details 
• Sending of transactions via batch at EOD or screen selection. 

External invoice numbers

External invoice numbers can be allocated to transactions (invoices/credit notes) if required. When activated, IP1 will automatically allocate the external document number from the range setup in control number DS-GINXX. These external document numbers will be printed on the invoice/credit note along with the internal IP1 document number. The external document number can be viewed in the transaction inquiry.

Locked freight charges

For an order with freight charge lock turned on (as per config in  TMSDS/FRT-LOCK), the system will lock the freight charge calculated at order entry and the order will be updated with the text type ‘FLK=freight lock’  (TMSDS/TR-TXT).

Order based bonus rewards enhancements

The following enhancements to Order based bonus functionality will allow greater flexibility in setting selection criteria  and facilitate easier management of bonus rewards and promotional deals.

• Deals will apply based on original order quantities and values rather than invoice quantities and values.
• Automatic application of coupons to orders.
• Multiple reward options can be combined for a single deal.
• Ability to override payment terms.
• New reward option type will override discount on an existing order line.
• Ability to override sales rep code on some bonus line items.
• Pending exceptions will ensure payment term overrides and discount overrides from order based rules do not pend for approval.
• Orders will merge regardless of order based bonus rules except for freight related bonus override.
• Allows charge back for freight bonus.
• New text type ‘OBD=Order bonus/Discount info’ to indicate which order bonus rule or discount rule is applied to the order line.

Order entry by fulfillment

 Line references from excel is now pushed to customer reference in Transaction detail file in IP1.

Order notification by email

New plugin program generates order acknowledgement email to customers.

Order text processing

Multiple order header and detail text can now be entered for an order. The system can be configured (TMSDS/TR-TXT) to have different text types maintainable at header or detail level with preset templates, if required. Templates can be defined using UDFs (user defined fields). If templates are defined, Text Order Entry will pre-populate the text screen for those text types. Line text entry can be configured to be mandatory by item class/text type. If an order item is applicable, Order Entry will call text entry automatically and make sure at least one text line is entered. Order text inquiry will display the text for the given line number/text type.

Price & tax retrieval

If the system cannot find a price that is x months old for a claim without an invoice, it will obtain the oldest price that it can find instead of no price at all. 

Restricted item linkage

When selecting linked items, the system will exclude linking to items restricted in control file TMSDS/TM-RSTG. However these restricted items will be able to link to other linked items.

Restrictions check

To clearly identify restrictions, the restrictions checking process has been modified to display the sequence and the respective restriction reason as well. 

Suspended order reasons

When an order is suspended on order entry, suspend reason codes can be captured to efficiently identify the reason for the order getting suspended. New transaction text type ‘SPN’ will hold the suspend reason code and any text that is captured against the suspend reason code. Document inquiry by status can be filtered by suspend reason codes (sub-status).

Promotion conditions validation on web orders

When a promotion ID is entered on a web order and the condition is not met, the system will recalculate price/discounts and issue a warning. The web site would then relay this warning back to the consumer, who will have the option to alter the order to meet the criteria or accept the order without the promotional incentive. 

Inter-company invoice price

Inter-company (IC) sales invoice program has been changed to use the exact original cost for IC invoice price if IC price is to be set from cost (as per control file (TMSDS-ISC-DFT).

Outstanding Orders

Outstanding order purge

Update of expired orders (DSO700) has been split into 3 separate selection screens with mandatory company and outstanding document type selection:

• Update expired o/s orders – this will update only o/s orders with cutoff date to lost based on cutoff date.
• Update old o/s orders – this will update old orders without cutoff date to lost based on document date.
• Delete old lost orders – this will delete old lost orders based on the last timestamp.

Out of Print

Email notification on out of print

In order to keep the customer informed during every aspect of the order processing, from entry through to delivery, customers can now be notified when a book/item goes out of print/production. An email can be automatically issued to the recipient as setup in control files.

Pending

Inter-company claims pending

Inter-company claim will pend with new pending code (BB) if there is no valid inter-company invoice for it. The pended inter-company credit claim can be approved on claim pending review if the pending code is flagged for approval on TMSAR/PEND-DSC.  

Purchasing

Automatic PO generation for dropship orders

The system can be configured to automatically generate purchase orders for dropship orders when generating backorders.

PO creation for merged O/S order

This has been enhanced with the new option to split PO by order header reference. Multiple order lines for the same item is consolidated into a single PO line.

Work with shipment

Company code selection is added so you can filter shipments by company.

Region Specific Taxation changes

Making tax digital (MTD – UK)

Handles UK governments requirement to streamline their tax system so all  VAT reporting can be submitted digitally via API/bridging software.

US tax process

This US Tax process is for customers who receive tax files from Iptor, on how to download and update BNA masterfiles with the relevant tax data.  Allows for tax exemption by local county, city and local city. 

Royalties, Rights & Permissions

A major enhancement in this release is the modification to the existing Royalties system to include the functionalities of Rightsmaster. Instead of having an external .NET application to process contracts, royalties, rights and permissions, these functionalities are now included in IP1 system. These enhancements include the following.

• Royalty contracts are re-structured to link to multiple works instead of a sole item
• Works database has been extended to support full works management
• Contract search by works or items
• Multiple returns provision rules by items in a contract
• User access is by company, company group and royalty group
• Flexible account set definition with expense & payment split
• New sales movement type to support GDM & CAL payments
• New CAL process to manage upload, validation & posting of CAL transactions
• Milestone management process to manage advances and 3rd party payments
• Most royalty reports are in Excel
• Royalty interface to AP can be processed by royalty groups
• Royalty cost deferment and amortization.
• Collections contracts for sub-rights exploitation.
• Immediate invoice generation for one off charges against a collection contract.
• Excel upload of Collection sales data
• Collections invoice generation
• Collection paythrough processing via payment contract
• Templates for the sub rights. 
• Royalty statement finish in excel. 
• Automatic generation of sub rights based on rule-based templates. 
• Automatic generation of works when ISBNS are created. 
• Tracking of materials against a contract. 
• Tracking of company revenue on sub rights. 
• Option to view agent information on Payee share maintenance. 
• New program reverses credit generation 
• Royalty collections reminder with exemptions 

Subscriptions

Subscription order reversal

The last activity on a subscription order can be reversed if required. The reversing process will reverse the selected transactions based on transaction status.

• For C or I status, credit will be generated and any backorders from original order will be cancelled. The generated credit will be linked to the subscription and show in the Subscription Transaction inquiry.
• For E, P or K status, the order will be rejected.

Warehousing

Consignment returns registration

A putaway label can be printed when each item/container is added, if setup accordingly in TMSWH/PTWY-LAB. It will allow for a 2 step putaway process using container, but will generate putaway and print item/location label as soon as item/container has been confirmed rather than waiting till container is closed.

Warehouse validation has been tightened:

• warehouse should belong to the same company for customer
• from-warehouse should be non-location controlled

Inventory cost update by batch

Inventory cost maintenance allows batch update of item costs using Iptor supplied excel template. 

Pick confirmation

• When a component of a system is short picked, the whole system is invoiced to the customer, and a credit and backorder is created to cover only the item which has been short picked. 
• Pick confirm via WHO660, will now generate invoices in a single spool file.

Picking slip merge

• New customer class types has been added to TMSDS/INVLL-CT to limit the number of lines or orders per invoice. 
• Non-location controlled warehouse orders will be merged if the orders are set to merge.

Serial number tracking

Enhancements to serial number tracking allows for serial numbers to be captured for each item/quantity on all stock movements in and out of warehouses, e.g. receipts, sales, transfers and adjustments. Item classifications in the system must be set up appropriately to allow serial number tracking on dispatch and receipt as required. Serial numbers for Already delivered/charge only orders are captured during order entry. An order will pend with pending code ‘BX’ if serial numbers are missing for items in the order that require serial numbers.

Stock allocation

The system now allows orders to flow through to the warehouse for picking for nominated items even if not enough stock is available. Control file TMSDS/WH-SNEG has been extended to define by warehouse selection code and location. 
If a physical warehouse is entered, a location must be entered or the program will not allow the stock to go negative. It will generate a picking request from the nominated location when there is no stock available to pick.

Unit cost update for zero stock items 

Allows updating of unit costs for standard costing items even if no stock quantity exists. This is to set a standard cost before stock is received.

Warehouse interface claims

•  Allows consignment returns by customer/reference on the assumption that one customer will only have one consignment.
• Allows returns stock to be updated in a non-location control warehouse. It will require the following setup.
  • Transaction reason to be flagged as ‘update stock’ in TMSDS/TR-RSN.
  • TMSWH/WI-CLDFT to be set by the logical warehouse (non-loc ctl wh)
  • Claim reason in TMSWH/WI-CLDFT to be ‘non-physical returns’ (TMSAR/CL-REAS)