Contents

Overview

Book production system in IP1 has been specifically designed to enable efficient management of all facets of producing a book. It is driven by user-definable business rules, making it extremely flexible and suitable for all types of publishers. It can be used for non-book items (e.g., CDs, videos, e-books) as well as traditional books; and spans the entire publishing process, from the initial publishing plan, through acceptance of books into the warehouse.

The key stages in the book production process include planning, specification, estimating, budgeting and scheduling, cost management and amortization with paper control and resource management as optional. This SOP provides detailed setups and step-by-step guidance for each of these stages.

Pre-requisites & setup

Carefully configured business rules, masterfiles, templates and account setups must be in place to ensure efficient flow of the Book production process.

Business rules – mandatory control files for Book production module.	BP Business rules
Auto journal setup – this is to automate the posting of project costs from Book Production to the Cost of Sales accounts in the General Ledger. For this process to flow the following must be configured: GL expense accounts – these are otherwise known as WIP accounts and should be set up in the General Ledger module and linked to the Book Production module via GL account set. GL account sets – set these up in BP with cost types (TMSBP/CST-TYPE). These cost types must be setup already in TMSBP/CST-TYPE with links to WIP accounts. Note: Cost types in the selected GL account set for a project are the key to expensing projects as its linked to a WIP account that gets charged.	GL account set maintenance GL BP committed/uncommitted expense accounts
Setup employees and employee calendar – if using Timesheet.	Employee maintenance Calendar maintenance
Setup suppliers, including printers in the Creditor masterfile	Creditor masterfile maintenance
Paper control – Paper control provides the facility to manage and control all paper stock for use in the Book Production process. The Paper Masterfile must also be set up to list all types of paper available if a publisher is to manage and supply their own paper rather than relying on printers.	Paper masterfile maintenance
Templates – templates can be setup for projects with default setups to allow easier and efficient project creation.	Work with templates

Process flow

Book production process flow diagrams

BP process

Estimating process
Timesheet process

Procedure

It is your responsibility to ensure that you understand this procedure before performing the following tasks. Note: Deviations from this procedure should be covered by procedures written by your company. Before performing any tasks please ensure all the business rules are set-up accordingly.

Setup/create a project – Begin the Book production cycle with a project for the new book. A project can be created using a predefined template (see Template setup above). Information such as project ID, project type, fiscal period, customer number/order number, expected publish date, total budget, project manager, account set (to determine cost grouping) is captured for the new project.	Work with project
Add Book Specifications – Record initial specifications for the project, which can be updated throughout the Book production process. These are details of the book being produced including the Author, Print quantity, Imprint, Book type, Book edition, Impression, Editor, Printer, recommended retail price etc. A single book spec or multiple book specs can be entered for a Project.	Work with book specification
Estimating and Budgeting – Prepare excel estimates for the production of the book including costs and expected income for the book and calculate budget and GP. Release proposed estimates for approval to the approval group sequentially.	Estimate maintenance Estimate pending approval
Scheduling & Tracking – deals with the management of all the tasks & resources, related actions and activities associated with the production of the book.	Schedule maintenance
Add tasks and resources – Add tasks for the project along with sub-tasks and assign to resources. Actions can be added to tasks, which are triggered as tasks are completed. Activities can be created and assigned to users with links to commitments.	Tasks actions maintenance Activity maintenance
Start the project– start the project to make it active. This will generate the To Do List entries for all responsible task owners.	To do list
*Generate ISBN for distribution*– automatic generation of ISBN can be setup in the Schedule. When this action is selected the system will automatically generate the ISBN in the distribution system to Unapproved title maintenance. This can be done manually if required.	Tasks actions maintenance
Generate revenue – this enables revenue from external contributors. Automatic Revenue generation can be triggered at either the start or the end of a task in Scheduling or it can be run manually from the menu.	Revenue generation
Release revenue to distribution	Post revenue to Distribution
Work with Commitments – add commitment/release for approval/approve or reject. Commitment purchase orders can be printed/emailed to supplier	Project commitment
*Generate PO* – start action to generate purchase order in the Distribution system. This will automatically create a purchase order for the ISBN and the print quantity specified in the book specifications. Note: PBOs can also be created directly in Purchasing but it must be manually linked to the commitments in Book Production so costs can be automatically updated against the commitment.	Work with Purchase orders
Paper control – Provides the facility to manage and control all paper stock for use in the in the printing of the Book. This is only applicable if the publisher manages and supplies its own paper requirements. If the Printer supplies the paper then skip this section.	Paper control
Amortization – the Amortization function provides the facility to generate general ledger provision for amortization on the basis of the item on a monthly basis. Multiple amortization formulas, in matrix form, can be defined based on ‘Title grouping’ levels. Multiple formula sets can be defined to be used for different purposes, for example printing plates. The calculation process involves determining the current amortization based on the age of the products and generating journals for the difference between that and the previously adjusted amortization value.	Amortization process
Timesheets – If the timesheet processing is being used then all Employees must be setup in Book Production (See Employee Maintenance in the Setup section). Enter all working hours and the tasks completed by the employees within each department.	Timesheet entry and processing
Receive Book – Books are received into the warehouse via Shipping module. Receive Printers invoice – Invoices received from suppliers are entered via the Accounts Payable module, and the charges are allocated against and transferred to the relevant commitments.
Generate stock receipts journal	Stock receipts journal creation
Run & check financial reports – Consolidated WIP report is used to balance Book Production totals with the GL totals.	Consolidated WIP report Cost of sales GL & BP reconciliation report
Post to GL -Post expenses/accruals by book to General Ledger by company or a range of companies. The program will generate the journals based on the transfer type from the project header file.	Post WIP transactions to GL
Close the project – After a book has been printed and all resulting charges have been finalised, the Project can be closed.	Work with Project