The following business rules are mandatory for Book production module for the applicable functions within the module. These business rules must be setup with support from Iptor IP1 consultants. It is critical to understand the setting of control files and how it works. Control files must be setup correctly for the system to operate as intended. Any changes to the control files setup should be addressed cautiously and in consultation with Iptor IP1 consultants.
| Note | This document does not cover customised setup tasks of specific companies. Deviations from this setup should be covered by setup tasks written by individual companies. |
Contents
Control numbers
| Control number | Description |
| BP-ISBN ISBN NUMBER | All the ISBN ranges used to determine the ISBN. |
| BP-ISBNA Alternate ISBN Number | ISBN ranges used to determine the alternate ISBN. |
| BP-ISTC International Standard Text Content |
Number range for ISTC (unique identifier for a text-based work). |
| BP-PROJID Project ID | If Project ID is to be created automatically, then setup the project number range. |
| BP-COMN Commitment number | If commitment numbers are to be generated (as per TMSBP/COM-ENT setting) then setup the Control number for auto generation. |
| BP-EVTTRAK Event tracking number | Event tracking number |
| BP-REVNUM Revenue number | Number range to identify the revenue type in the project revenue generation process. |
| BP-RNUM Registration number | Number range for the seminar attendee registration numbers. |
| BP-SPECID Specification ID | Number range for the Book specification. |
| BP-TSTLN Time sheet control number | Time sheet control number |
| BP-TSEN Time sheet entry | Time sheet entry |
| BP-VENID Venue ID | Number range for the venue to uniquely identify a venue. |
Control files
Account maintenance
| Control file | Description |
| TMSBP/CST-TYPE Cost type | Relevant cost types, these are keys to expensing projects. Cost types must be linked to WIP accounts which gets charged for the relevant costs. |
| TMSBP/CST-TYP2 Landed cost by account set | Landed cost by account set and cost type. |
| TMSBP/XFER-TYP Transfer type | This system defined Control File determines how the book production project is to be expensed in the G/L. |
| TMSBP/XFER-WRD Description for accounts | This Control File allows the user to define the text for the accounts to be used when setting up the G/L Account Set. The text can be different for each transfer type This text is seen when maintaining a cost type account in the Account Set Maintenance. This will allow the customer to name the account with their own account name. The transfer types must be valid. These are held in TMSBP/XFER-TYP. This is also linked to TMSBP/CST-TYPE based on which cost type will be linked to a transfer type. |
| TMSBP/TS-TSK Task masterfile | Holds the task codes and the cost type that links with the WIP account in TMSBP/CST-TYPE. |
| TMSPU/CST-TYPE Landing charge cost types | Determines the financial costing for the different landing charge cost types |
| TMSBP/PO-FADD Define account set for fast commitment creation | Holds the account set for fast commitment creation – used by BPW025 Work with Commitment program. |
Projects
| Control file | Description |
| TMSBP/PJ-TYPE Project type | Holds the user defined project types used when creating a project. |
| TMSBP/MNT-OPT Maintenance options – Project subfile | Holds maintenance options for the project. |
| TMSBP/MNT-PSPC Maintenance options – Project / Spec | Holds all the valid maintenance options that are available within the Project/Spec. |
| TMSBP/FST-DFLT Default project type for fast project creation | Setup the default project type and the template type for the fast project creation. |
| TMSBP/FST-TMPL Template type | List of template types for fast project creation. |
| TMSBP/FST-TEMP Templates used for fast project creation | Holds the templates for project, specification and schedule creation and excel spreadsheet for estimating for fast project creation. |
| TMSBP/PJ-ALFGP Search field groups | Search field groups used in Project search. |
| TMSBP/PJ-ALPHA Search fields | Project search fields for the above groups. |
| TMSBP/PJ-ALSRT Search sort field | Search sort fields used in project search and search index build. |
| TMSBP/PJ-COPY Copy Defaults for screens | Holds defaults to copy when a project is copied. |
| TMSBP/PJ-HDR Determine which fields to be displayed | Maintain what fields are to be displayed on Project entry & maintenance. |
| TMSBP/PJ-HSDS Hierarchy Short Description | Short descriptions by project level hierarchies. |
| TMSBP/PJ-MNDFT Project selection defaults | These are project selection default fields for users and user groups. |
| TMSBP/PJ-MNGR Project managers | Project managers to be assigned for projects. |
| TMSBP/PJ-PID Automatic generate Project ID? | Determine whether to automatically generate the Project ID when creating a new Project. |
| TMSBP/PJ-PJSST Project sub-status | Sub-statuses for a Project. |
| TMSBP/PJ-PL1 to TMSBP/PJ-PL5 | Set up the project hierarchy levels for the Projects. |
Book specification
| Control file | Description |
| TMSBP/BS-APPGM Approvers Group Members | Allocate the approvers from the approver list to the groups. |
| TMSBP/BS-APPGR Approvers Group | These are approver groups by company. |
| TMSBP/BS-APPR Approvers List | Setup all the users who are allowed to approve estimates and whether they can be advised via email. |
| TMSBP/BS-APPRM Approvers List Configuration | Defines the maximum and minimum number of approvers allowed on the approval list to approve estimates. |
| TMSBP/BS-BID Automatic generate Book ID | This Control File determines whether the Spec ID is to be automatically generated when using BPM100 Work with Book Specification. |
| TMSBP/BS-BIND Binding codes | Holds system defined valid binding codes for the books. |
| TMSBP/BS-BTYP Specification Type | These are the different specification types to be used. It allows the user to customise different screens for the respective specification types. Eg different types for books, cd and web site entries. |
|
TMSBP/BS-COPY Copy Settings |
Defines the Copy settings used for copying projects and book specifications to a new projects and book specifications. |
| TMSBP/BS-COPYA Copy of budget Lock(4) to Plan(0) | Used in copy project to determine which project record types and which major and minor book statuses can be copied. |
| TMSBP/BS-COPYE Copy – Field Exclusions | Holds the fields to be excluded when copying book specifications. |
| TMSBP/BS-COPYU List of all bookspecs UDF entities/properties | Holds UDF entities/properties that can be copied when copying to a new project or a reprint. |
| TMSBP/BS-FRMAT Format definition for specification | Holds the format definition with height and trim for the book specification. |
| TMSBP/BS-HDRA Specification Type & Screen Id Link | Holds the specification types for the screen IDs by users or user groups. |
| TMSBP/BS-HDRB Sequence Specification Fields | Determines what fields can be used in each screen IDs within the Specification function. |
| TMSBP/BS-ISTS Item Status Overide | These settings allow item status override and hierarchy and item description change. |
| TMSBP/BS-MJSTS Book specification – Book major status | Defines the major book status codes. |
| TMSBP/BS-MNSTS Book specification – Book minor status | Defines the minor book status codes. |
| TMSBP/BS-PPB Resource for paper, print and bind | Setup resources for paper supplier, printer and binder by company. |
| TMSBP/BS-PRDCT Production Controllers | Holds the production controllers that control book production schedule. |
| TMSBP/BS-PRFR Proof Reader | Defines the proofreaders used for external work. These Proofreaders must be defined as a Creditor in the Creditor masterfile. |
| TMSBP/BS-RESC Additional Resource | Holds the additional resources used for external work. |
| TMSBP/BS-RLS Book release type | System defined control; defines the type of book being produced. |
| TMSBP/BS-STS Bookspec status | System defined book specification status. |
| TMSBP/BS-UPDAT Update of equivalent fields | Determines if the Book specification description should equal the Title Masterfile description. |
Estimation
| Control file | Description |
| TMSBP/OPT-APR User options – Estimate Approval | Holds the user/user group that can have maintenance access in the Estimating process. This control file is used in conjunction with control file TMSBP/MNT-APR. |
| TMSBP/MNT-APR Maintenance options – Approval | Holds the valid maintenance options that can be used in the Estimating approval process. |
| TMSBP/EST-BLD Build Rules for Actuals | Build rules for the generation of actuals |
| TMSBP/EST-BTYP Actual Build Type | Hold actual build types used in Estimating. |
| TMSBP/EST-BUD Update control budget from estimate | Setup allows update of control budget from estimate. |
| TMSBP/EST-CFG Configuration Settings | Configuration settings for interfacing with the Estimating Excel spreadsheet. |
|
TMSBP/EST-MAP Mapping structure |
This Control File determines the template mapping structure used when exporting data to and from the AS400/Excel. |
| TMSBP/EST-PATH Estimate File Path | Holds the reference of the storage location (network location) of estimate excel spreadsheet. |
| TMSBP/EST-SVR Estimation Servers | Holds the IP address, client and server paths for the Java server. |
| TMSBP/EST-SVRU User – Server link | This control file defines for each user the server code they are linked to. It is used in conjunction with control file TMSBP/EST-SVR. |
| TMSBP/BS-APPRM Approvers List Configuration | Defines the maximum and minimum number of approvers allowed on the approval list to approve estimates. Only the number of approvers defined here displays on the screen when viewing the approval list. |
| TMSBP/EST-CFG Configuration Settings | There are the parameter settings when interfacing with the Estimating Excel spreadsheet. |
| TMSBP/EST-DI Data integrate between estimate version | System defined control file; determines the files used to integrate data between estimate versions e.g. current and final versions. |
| TMSBP/EST-EMLH Estimate Email Comments – header+ | Holds the header for Estimate email comments. |
| TMSBP/EST-EMLC Estimate Email Comments | Holds the line details for the Estimate email comments. |
| TMSBP/EST-FLDN Estimate Detail For Email | Holds the fields for Estimate details for email. |
| TMSBP/EST-LVL Sales analysis level used to retrieve budget | Defines where the sales will be picked up to be reported in the actual column of the gross profit inquiry. |
| TMSBP/EST-MAP Mapping structure | Holds the mapping structure for data export for Estimating. |
| TMSBP/EST-P&LD Profit & Loss Description | This Control File defines the description that will be shown on the GP screen when selecting a P&L inquiry. The description will not come from the spreadsheet but will be defined here for each template type. |
| TMSBP/EST-P&LL Profit & Loss Output Layout | Contains the template types for the Profit and Loss data file that is imported from the Estimating spreadsheet. |
| TMSBP/EST-P&LR Profit & Loss Range Collection and Rpt layout | Contains the Collection range and report layout that is to be used in the uploading of the Profit and Loss from the Estimating spreadsheet. |
| TMSBP/EST-P&LS Profit & Loss Summary Layout | Defines the summary type code that is used to summarise the various P&L at the specification level to the project level. |
| TMSBP/EST-PND Estimate approval status | Holds System defined Estimate status. |
| TMSBP/EST-PRCD Estimate default price code | Default price code for Estimates. |
| TMSBP/EST-STS Estimate status | System defined estimate status (Approved, In-progress, Pending, Rejected) |
| TMSBP/EST-STGE Estimate stage | User defined estimates stages e.g. Actual, current, Prelim budget, Final budget, Price fix etc. |
| TMSBP/EST-STGE1 Stage for Initial & Final Auto Updates | User defined initial and final Stages to be used in the Estimating process. |
| TMSBP/EST-STGE2 Estimate Stage/Action | Contains the specific stages and actions which will be performed when those stages are approved. |
| TMSBP/EST-TMPL Templates for estimate | Defines the templates to be used as a basis for creation of Estimate Excel Spreadsheet. Control File EST-MAP determines the linkage for the mapping process. |
| TMSBP/EST-TMPT Template Type Set-Up | This Control File determines when creating a costing estimate if one template or multiple templates are allowed within the one project. For example: If flagged as single will the system stop you from using a different template in the one project. |
| TMSBP/EST-TYPE Type of Estimate | Holds the type of estimates. |
Schedule
| Control file | Description |
| TMSBP/ACTDEF Action Definitions | This user defined control file defines the actions that are performed for a task within the schedule. Each action code can be flagged to perform different functions as per the settings in this control file e.g. generate purchase in Distribution, generate item, generate revenue, generate paper reservation etc. |
| TMSBP/ACT-TIM Action time definitions | This system defined Control File defines the times at which an action can be executed. For example, an action can be assigned to take place at the start of a task, or at the end of a task. |
| TMSBP/BPO220-4 Schedule link details | Defines the schedule layout for the report for Schedule export excel report BPO220. |
| TMSBP/EV-LYOUT Scheduling default screen layout | Determines the Schedule layout parameters for the Schedule Maintenance screen BPM300. |
| TMSBP/EV-RULE Scheduling rule | Holds system defined scheduling rules to schedule forwards or back. |
| TMSBP/RULE1 Schedule Maintenance Access | Schedule maintenance access can be setup by company by user type. |
| TMSBP/IM-TMPL Template to use for Item Creation | Set up the template to use for ISBN creation. |
| TMSBP/REV-CHG Revenue charging definition | Defines the revenue which will be generated for this project for the customer account number that is held on the project header. When a revenue type is selected in the project header, it will read the revenue definitions from this control. |
| TMSBP/REV-CN Revenue – Distribution Interface def – (C/N) | Holds the fields that will be used when generating revenue credit note from Book Production to Distribution. |
| TMSBP/REV-CODE Revenue charge code | Holds the charge codes used in Project revenue maintenance. |
| TMSBP/REV-DIST Revenue – Distribution Interface def – (invoice) | Holds the fields that will be used when generating revenue invoice from Book Production to Distribution. |
| TMSBP/REV-ENTY Revenue – Source of entry | System defined source of entry when generating revenue. |
| TMSBP/REV-STS Revenue status | System defined control file contains the status codes used when generating a revenue invoice. |
| TMSBP/REV-TEXT Text inclusions when posting revenue | Holds the text messages to be included when generating a revenue invoice from Book Production to Distribution. |
| TMSBP/REV-TYPE Revenue type | User defined revenue types used to generate invoices using control file TMSBP/REV-CHG. |
Commitment
| Control file | Description |
| TMSBP/COM-TYPE Commitment Type |
Commitment type codes determine if a supplier and license is required to complete the job. |
| TMSBP/COM-STS Commitment status | System defined statuses to indicate at what stage a commitment is. |
| TMSBP/COM-LINK Allow commitment linkage |
Determines if commitments are allowed to be linked to completed purchase orders. |
| TMSBP/COM-LOCK Approved commitment lock control | Setup to lock approved commitment by company. |
| TMSBP/PJ-PUBDT Exclusion ETA update in P/O | Holds the exclusions for ETA update in Distribution from Book Production. |
| TMSBP/PJ-PUBDS Single linked P/O update ETA rule | Determines if the system is to automatically update the ETA date if there is one purchase order for one commitment. If flagged as No then the rule set up in TMSBP/PJ-PUBDT for all purchase orders will be used. |
| TMSBP/PJ-PUBPO Determine which P/Os to be updated | Determines whether to update the ETA dates using either the Publication date or the Warehouse delivery date. |
| TMSBP/LMT-BUDG Limit allowed for commitments to exceed budget | Once WIP Committed amounts reach the control budget further commitment entries are only allowed as per the setting in this control file. |
| TMSBP/LMT-ALOC Limit allowed for actuals to exceed commitment | Holds amounts and percentages by which actuals can exceed commitments by. |
| TMSBP/COM-APPL Approvers list | Holds the additional approvers required to approve commitments for a specific cost type. These are the approvers other than the Project Manager that need to approve commitments. Used in conjunction with Control File TMSBP/COM-APPR. |
| TMSBP/COM-APPR Auto approval of commitments by cost type | Determines whether you want the commitments linked to these cost types to be automatically approved. |
| TMSBP/COM-APPW Approval by web service | Holds the URL link plus instructions that is sent via email to the approver for commitment approval or rejection based on the settings on control file TMSBP/COM-APPL. |
| TMSBP/PO-STS Purchase order status | System defined Purchase order status used by Book Production. |
| TMSBP/COM-DFLT Commitment entry defaults | Holds commitment entry defaults by field. |
| TMSBP/COM-ENT Commitment numbers entered or generated ? | Determine if the commitment numbers are to be user defined or generated for selected cost types or all cost types. |
| TMSBP/COM-ENTV Allow difference in Creditors | This control file determines whether a different Creditor can be paid for work done. |
Paper control
| Control file | Description |
| TMSBP/PM-ACTVE Paper control activation | Set to activate paper control link to Distribution. |
| TMSBP/PM-ALFMT Paper code alpha search display format |
Used in paper code alpha search. |
| TMSBP/PM-ALPHA Paper master alpha search inclusion and sequencing | Used in paper code alpha search. |
| TMSBP/PM-ALPSU Paper alpha search default setup | This user defined Control File is used by the paper alpha search. It allows you to define the maximum number of records for the paper alpha search to look through when searching for a selected paper code. |
| TMSBP/PM-COLOR Paper Colours | Holds the valid paper colours to be used. |
| TMSBP/PM-COMMT Paper commitment generation definition | Setup paper commitment type by company. |
| TMSBP/PM-DFLT Default Paper Requirement Value | Holds default values for various fields used in Paper Requirements. |
| TMSBP/PM-DIST Paper – Order Type Definition | Holds the valid order types to be used in Paper Management. |
| TMSBP/PM-FIN Paper finishing code | Set up all the paper finishing codes to be used. |
| TMSBP/PM-PCALC Paper Calculations ? | Determines if the paper calculations are required by company. |
| TMSBP/PM-PTC Paper type codes | Identifies the various types of paper which may be used to produce the book. |
| TMSBP/PM-PRGP Print Group Details / Control Decimal (TRHT/TRWT) | Height and width parameters for the print group. |
| TMSBP/PM-QTYC Qty adjustment policy for stock transfer | Setup the stock adjustment policy to be used when generating stock transfers. |
| TMSBP/PM-REQF Paper requirement calculation factors | Setup requirements for required paper quantity calculations. |
| TMSBP/PM-STS Paper Status | Paper status codes and whether maintenance is allowed in each of these statuses. |
| TMSBP/PM-USG Paper usage codes | Holds paper usage codes to define different types of paper. |
| TMSBP/PM-USR Power Paper User | Holds user/user group that can have that can have maintenance accesses in Paper processes. |
| TMSBP/SUP-CUST Supplier to customer relationship | Setup suppliers that are also customers e.g. a supplier that is printing a book can be a customer that purchases paper from you for printing the book. |
Timesheet
| Control file | Description |
| TMSBP/TS-BPJD Description to be used when project is blank | Holds the description to be used in a project that’s blank, for example administration or no cost tasks. |
| TMSBP/TS-CAL Forecast Calculation | Forecast calculation defaults to be used in Resource Management Report. |
| TMSBP/TS-DPT Departments | Setup Department codes for employees and G/L account number to which the employee’s work costs would be credited to. |
| TMSBP/TS-ESTS Employee status | System defined employee status. |
| TMSBP/TS-FMT Timesheet entry screen format | System defined timesheet entry screen formats that the user the option to see when entering timesheet. |
| TMSBP/TS-LINK Link timesheets to G/L? | Setup the default flag to link timesheets to GL. |
| TMSBP/TS-MNGR Managers | Setup department managers code and name. Employees are grouped together under departments/managers for reporting purposes. |
| TMSBP/TS-STS Timesheet Transaction Status | System defined timesheet transaction statuses. |
| TMSBP/TS-TSK Task masterfile | Holds the task codes and the cost type that links to with the WIP account in TMSBP/CST-TYPE. |
| TMSBP/RTN-TS Retention period for timesheet transactions | Holds retention time in months; used by Timesheet Transaction Purge program (BPP610) to calculate the retention period. |
| TMSBP/MNT-TS Maintenance options – Timesheet Entry | Available maintenance options for Timesheet entry. |
| TMSBP/OPT-TS User options – Timesheet entry | Maintenance options by user/user groups. |
| TMSBP/BPO600-1 Timesheet Posting to G/L Switch | Setup Timesheet posting; by WIP account or Project/timesheet number. |
Amortization
| Control file | Description |
| TMSBP/AMT-AZT Amortization types | This system defined control file defines the amortization types used when amortization records are being generated. |
| TMSBP/AMT-CLS Closing date for Amortization | Holds closing dates for amortization by company by financial period. |
| TMSBP/AMT-JNLT Journal type for Amortization | Holds journal type to be used for amortization journals. |
| TMSBP/AMT-STRT Formula start from code | System defined codes to determine when to start amortization. |
Smartsheet interface
The following control are only applicable if you are using Smartsheet.
| Control file | Description |
| TMSBP/SS-SA Smartsheet I/F – Sheet ID | This control file ensure that the system knows which Smartsheet to connect to. It holds the list of Smartsheets for interchange, each identified by a unique Smartsheet ID. Each Smartsheet must be mapped to a Format ID i.e. the file format used in TMSBP/SS-S*. |
| TMSBP/SS-SB SmartSheet I/F – Project key |
Specifies the column on the Smartsheet, where the Project ID is stored. Each of the mapped format in the previous control file should have the Project ID column specified in this control file. |
| TMSBP/SS-SB1 SmartSheet I/F – Sub status | Translation (mapping) table to link project status in SmartSheet (which is user definable) back to project status in BP; field is PJSST in BPPJA00P. |
| TMSBP/SS-SC SmartSheet I/F – Writing to SS | This control file specifies the columns on the Smartsheet that are to be uploaded with the financials from IP1, along with the source, cost type/group, P&L type and year. The column values can be modified by column formula. The format of the formula is o999 [o999]; group of 4 characters repeated as needed where o = ‘+’ or ‘-‘ (add/subtract) and 999 = Smartsheet column. |
| TMSBP/SS-SC1 SmartSheet I/F – Financial | When downloading the financials to SmartSheet, if the currency code is setup in this control file, then the system will force the conversion to the specified currency based on the project company and the period. |
| TMSBP/SS-SC2 SmartSheet I/F – Reading from SS (UDF,BS) | Define the Smartsheet column, the fields and the source of the schedule data that will be uploaded to IP1. |
| TMSBP/SS-SD SmartSheet I/F – Scheduling |
When updating the schedule from SmartSheet to IP1 Publishing project; if the project exists in BPEV00P, then it will look for |
| TMSBP/SS-SD1 SmartSheet I/F – Scheduling (template) | This is the template that is used for updating the schedule from SS to IP1 Publishing project when the project schedule does not exist in IP1. |
