Introduction

This document summarises the new features and enhancements of IP1 V11. These features and enhancements are focused on extending some of the key functionalities of Iptor IP1 to meet the needs of the publishers and distributors with both print and digital businesses. The most significant additions to Iptor IP1 system in this release are the Unicode compliance, UTC Timezone changes and the introduction of Aperīo API framework.

Aperio

Aperīo API framework

Aperīo is the new API framework for IP1 that opens up the rich functionality of the product. It enables digital transformation by making accurate data available to business processes and applications in real time.  API’s will enable internal and external registered users to access required data directly, thus removing the opportunity for data errors. With the accurate data being available in a more timely fashion decision making processes will be much quicker and efficient.

Accounts Payable

Bank currency on statement entry/upload/bank rec

Bank statement entry/upload will determine bank currency as below.

• if non-blank bank currency is defined on TMSAP/BNKA-ACT for a bank(by actual bank code), then that currency is used.
• if only 1 bank currency is defined on TMSAP/BNKA for a bank, it uses that.
• otherwise company base currency is used.

Bank reconciliation report will determine bank currency as below.

• if only 1 bank currency is defined on TMSAP/BNKA for a bank, it will use that.
• otherwise company base currency is used.

Bank reconciliation by AP document number

Bank reconciliation can be set to be by AP document number with new column setting in TMSAP/BNK-PMTH.

Dealer reference

Dealer reference can now be captured for FX payments.

Accounts Receivable

AR auto collections

Automated AR collections can now be created with batch numbers to identify each collection cycle. The cycle can have a biller list or a range of billing accounts included. The payment details of the cycle can be maintained, including adding/removing  billers & transactions. The customers can be linked to a collection method via a new option in customer maintenance. The collection cycle currency and method must be the same for a customer/biller to be included in a cycle. Credit cards can now also be used in automated collections, when a credit card is linked to a customer account, payment gateway will validate the credit card by pre-authorising an amount of $1.

AR edit list

Edit listing of all payment and journal entries made per Batch number, now show the original and allocated amounts in debtor’s currency.

Auto credit card refund

Credit Card auto refund will be done only if the allocated order had payment with order i.e. if the payment is received afterwards via Cash entry (ARE005) auto refund will not apply.

Overdue debtor inquiry

Changes in Overdue Debtor Inquiry (ARI060) allows you to specify particular aging bucket (overdue month), so that Debtor Transaction Inquiry (ARI015) will display the transactions belonging to that age bucket only.

Book Production

Book spec mandatory fields

New column restriction flag in control file TMSBP/BS-HDRB determines mandatory fields for the Book specification screen writer.

Claims Control

Credit note split by allocated invoice

When a Returns Authorisation (RA) has multiple ISBNs allocated to multiple invoices, credit will be split by allocated invoice for eligible customers, i.e. one credit note will be produced  for each individual invoice on the RA. Eligibility is configured in control file TMSAR/CL-SPLCR. Split credit notes are identified with text type ‘SPC’ = Credit split.

Errors on invoice upload

In claims entry/order entry if there are any errors or warnings when loading from an invoice, the system will position to the first line with error/warning when <ENTER> key is pressed. This will enable the user to locate the error/warning lines easily.

CRM

CRM Incident purge

Customer history purge now purges CRM incidents as well.

Customer history contact email

Contact email address is added to Customer History. New contact type for customer service manager is added to TMSDS/CM-CT.

General Ledger

Delete/rebuild GL IFACE

Allows to delete/rebuild GL interface file DSGIF/G for the selected companies and sources only.

GL report writer

The report writer has been redeveloped with the latest excel style sheet functionality for excel output.

Order Processing & Billing

Restrictions checking on Order entry

Restrictions checking on order entry now updates the restrictions sequence and the description to the order text for checking and validation.

Other Regions

BNA tax 

North American sales tax exemption is now extended to be by Local county, City and Local city level. Transaction detail tax inquiry now displays Local country, City and Local city fields.

Negative tax rates

Withholding VAT tax can be managed with a negative tax rate and charged back on the distribution invoice. VAT inquiries, reports and the invoices will display both the positive and negative tax values.

New EFT payment

New EFT Payment download for Chemical bank (US).

Pending

Order Pending: Rejection letter advise

Pending order review can now call A/R Letter Generation program (ARE015) to generate a rejection letter which can be emailed if required. TMSDS/PEND-LTR can be setup to call either ARE015 or DSR615 for letter generation. Letter code can also be defined in TMSDS/PEND-LTR for letter generation via  ARE015. If selected to send via email, system will write the letter to file XAEM* and will email the letter  when the Submit E-mail sender (XAO410A) program is run via the menu option Cross Application > Data Queue > Submit E-mail sender.

Any letters generated via Customer history that is sent via email will have history transaction set not to be followed up.

Period End Processing

EOD claim allocation reconciliation

This process has been enhanced to run more efficiently. Number of months for claims allocation reconciliation can be set up so the program can only look for invoices and claims that were generated from the nominated months ago to the current month.

Location stock reconciliation

Location stock reconciliation program can now be run by specific physical warehouse and/or ISBN.

Regional period close

Regional period close allows Iptor IP1 to run end of day (EOD) and end of month (EOM) processes by regions (group of companies) or just for a single company. EOD and EOM processes can be automatically scheduled for different regions at their respective times. Users in active regions will still have access to the system, while users in a closing region will be locked out. EOM periods and control numbers for EOD processes are now maintained by regions.

EOD/EOM programs will check for locks and give control to the operator to take appropriate action when locks are encountered, i.e. to send message, end the job etc.

Purchasing

Working with Shipment

Company code has been added to the selection screen to enable filter by company (for a multi company environment).

Royalties Rights & Permissions

Accruals report

Royalty accruals report is now in csv file format.

Advance approval

Royalty advance approval will by default display ‘E’ Entered status transactions only. F10 toggle can be used to display ‘All’ or ‘C’ completed transactions.

Advance reversals

Royalty advances now allows negative advance amounts to facilitate advance reversals. Period field is available to be updated at the time of advance approval.

Additional Royalty contract template fields

Following fields have been added to the contract template/inquiries:

• Imprint
• Right
• Term
• Copyright notice

Collections – 3rd party

Override rate type can be nominated when converting collections 3rd party sales amounts. This is to allow sales reporting in foreign currency that maybe based on an agreed rate. Override rate can be setup in control file TMSRY-COLARIF.

Contract inquiry

Collection contract inquiry screen now displays the customer number.

Maintenance & Inquiries to display item & reference

Royalty inquiries now display the Item and Reference 1. Item is now also displayed on the contract maintenance screen. If there is more than one item then a string of ‘*’ is displayed.

Linked contracts

New option = Link in Work with Royalty contracts allows Royalty contracts with the same contract reference 1 to be linked so the sales can be counted together for the purpose of rising royalty. Once linked contract reference 1 cannot be changed.

Movement & Payee share maintenance fold/drop display

Movements & Payee Share maintenance screen now has a new function (F7=Detail) which allows the 2nd line of detail to be hidden (folded) so more lines are displayed on the screen. You can toggle to see the hidden 2nd line of data. This is only applicable to green screen.

Royalty allocation extract

Royalty allocation extract is now run by period range (company selection has been removed).

Royalty balance forward

Royalty interface to AP now creates royalty balance for next period (carry forward).

Royalty groups

All account set types are now by Royalty groups to allow contracts to be consolidated and processed separately for AP interface.

Royalty sales detail inquiry

Export option on this inquiry now allows csv output only.

Royalty tracking status report

New report that lists the tracking details by contract number for the selected tracking statuses.

Royalty works

Royalty Works (RYM180) now displays the item which belongs to the work. If the work has more than one item, it will show the item as string of ‘*’ . If the work has no item, it will show as blank.

Step quantity report by contract range

Step quantity report can be run for a single contract or a range of contracts.

Subrights revenue report

New Subrights revenue report calculates sub-rights earning for the current year and the previous 5 years by Rights type, Territory, Language and Currency code.

Subscriptions

Campaign subscriptions

Enhancements within the Subscriptions module include Campaign subscriptions, which are PAYG subscriptions directly related to Direct Mail campaigns. Subscription key code in the campaign will link the subscription list to a campaign. The Product list linked to a Subscriptions list, is made up of generic items that can be substituted before delivery. With the price maintained at Product list level, when the Product list price is changed, all the linked subscriptions are affected. The campaign subscriptions allow for the following  incentives.

• payments for shipments can be made in arrears
• bonus item giveaways by shipment
• total price and discount override by shipment
• sweeps based on subscription levels
• special freight deals/combined shipping

Improved run management allows you to view customers orders (items, pricing, stock levels) on a run with the ability to remove a customer order from a run if there is insufficient stock. For PAYG subscriptions, you can specify the frequency and the occurrence of the subscription and override product lists by shipment.

Unicode standards compliance

System wide changes has enabled Iptor IP1 to comply with Unicode Standard. Various data fields including names, address, text, comments and instructional fields are now Unicode enabled to store data in multi byte language. Exceptions to this are key fields and customer reference. Unicode data can now not only be stored in the database for these fields but is available for export as well.

UTC timezone stamp

Date and time fields across the IP1 system is now replaced with a single new data field, Time zone; that is 45 alphanumeric characters long and holds the GMT+0 plus the local time. The GMT+0 is held for calculation and sorting purposes. The local time is for information only.

The local time is determined by either one of the following in order of sequence.

1. At record or transaction level, if there is a company then the company timezone is used
2. If warehouse specific transaction then warehouse specific timezone
3. Users company timezone
4. Computer time (system time) converted to UTC

Note: Document date or stand alone date is not converted, it is based on the transaction company.

Warehouse Management

Inventory cost update by batch

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

Standard 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.

XT

XT menu search

Program ID is extracted and added to the menu option description to make it searchable in the XT menu search.

XT Quicksearch

Following quicksearch functionality has been added for faster & efficient search:

• Creditor alpha search
• Customer alpha search
• Item alpha search
• GL account alpha search