Introduction
Iptor IP1 has been greatly enhanced through the provision of web enablement products to integrate essential functions of web ordering and digital product delivery. These functions have been integrated into the existing framework of Iptor IP1, where sale of digital products is achieved by using either the Iptor Web Services application or any other web services used by customers.
Customers using their own websites can manage the sales interaction with the users and Iptor IP1 via the Web Services provided by Iptor, which will allow publisher’s customers to transact directly into the Iptor IP1 system.
Iptor IP1 will be used as the primary system to manage the core operation including the generation of distribution and financial transactions such as sales invoice and payment transactions.
Publishers can either directly manage the delivery of digital product or use the services of Digital Product Distributors (DPD) to handle the download. If the publisher directly manages the delivery of the digital product, Iptor IP1 involvement will be limited to the generation of the distribution sales and payment transactions. If a DPD handles the downloading it will be required to interface with Iptor Web Services. An access code has to be supplied either by DPD or Iptor IP1, which when emailed to the user will provide the download access.
Digital products can be defined as stockable (purchased) or non-stockable (created internally).
Stockable digital item is purchased and stocked before sales and can be sold only up to available stock. Access codes for the stockable digital item is supplied by the Purchase Order supplier and is system controlled – written up when the digital item is received and written down when digital item is sold or is requested to print a card for the access code.
However not all stockable digital items are required to have access codes as part of the inventory. Some product lines may have delivery fulfilled by the suppliers outside the system. However these products will still be stockable because purchase cost will need to be accounted for. Control file TMSDS/IM-LICKY defines which stockable digital items have access code requirement. Stockable digital items which are not defined in TMSDS/IM-LICKY will always have access code required.
Non stockable digital item is not purchased or stocked. Access code for the non-stockable digital will be generated when digital item is sold or is requested to print a card for the pack.
Digital products can be sold as a single item or in a bundle (Pack, System or Mixture). When making a pack with digital items (via a work order) the system allows access codes to be printed on a card (or a label) to be packed with the physical item.These cards can be printed either internally or externally depending on the warehouse for the work order. When a pack with the digital item is sold, printed access codes are supplied in the pack.
If a digital item is within a system (or mixture) or is sold as a single item, access codes for the digital item will be sent via email.
| Product | Consists of… |
| System or Mixture | Pack ID, physical book, digital item |
| Pack | Pack ID, physical book, digital item, card with the printed access code. |
Business rules
The following business rules have to be set up for Digital stock processing.
Stock status rules
| Control file | Setup |
| TMSDS/IM-STKF Stock item flags |
This system defined control file holds the valid stock item flags. A new stock item flag for digital item must be defined as below.
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| TMSDS/IM-IBOR Stock status code | Create the stock status code for stockable and non stockable digital. |
| TMSDS/SD-LCSTS Digital product licence status | This system defined control file holds all the access code (licence) status that is used by the system. |
| TMSDS/WK-Order Defaults for pack make work order by warehouse | For packs with digital items specify if the access codes will be printed internally or externally. Specify all the other defaults as required. |
| TMSDS/PRT-OUTT Document print output type | Set up system defined document print type ‘DAC’ for printing access codes. |
Warehouse rules
| Control file | Setup |
| TMSDS/WH-TYPE Warehouse types | A digital warehouse type must be defined in the system – (system defined). |
| TMSDS/WH-GRPC Warehouse group code | A distinct digital warehouse group can be set up for digital warehouses. |
Costing rules
| Control file | Setup |
| TMSDS/IM-CSMC Costing Method | Add a blank costing method as ‘N/A’ that can be for non –stock items. |
| TMSDS/IM-CSMCD Costing method by stock item flag | Set the costing method for stock item flag “D”. Costing is restricted to standard costing for non stockable digital products since there are no stock receipting involved, whereas for stockable digital it can be either weighted average, FIFO, last cost or standard costing method. |
| TMSDS/WH-SADJ Auto stock adjustment for warehouse | To estimate cost for already delivered orders, DT must be “F”. Specify Buying price override. |
| TMSPU/BP-DFT Default values used to retrieve buying price | Add DSE010 to define buying price formula. |
Invoice rules
| Control file | Setup |
| TMSDS/SD-INV Supply direct: invoicing rule |
Set the digital product invoicing rule: 1 = invoice is completed without the download confirmation. 2 = invoice is left at ‘A’ status (awaiting document merge) and will be completed when a download confirmation advice is received from DPD. Note: If this control file is changed then you must stop and start the queue. Otherwise the change will not take effect. |
| TMSDS/CM-OCON Order consolidation flag | If the system is set-up to only invoice when the product has been downloaded (see TMSDS/SD-INV for this configuration), the ‘invoice trigger’ flag in this control file for the customer must be set to automatic to be able automatically complete the invoice when the download confirmation interface is processed. |
Vendor rules
| Control file | Setup |
| TMSDS/SD-DPD Digital product distributors | Set up the valid DPD codes and the DPD specific licence key generation program. If the licence key program is not defined then Iptor IP1 will generate the licence key or the access codes. |
| TMSDS/ILK-TYP Item link types | Add DDL type to link DPD URL. |
| TMSDS/SD-SSTS Supply direct: Supply status | This is system defined status for direct supply products. |
| TMSDS/SD-VNT Supply Direct: Vendor Type | System defined vendor types for items directly supplied by external vendors i.e. DPD or POD. |
| TMSDS/SD-VNX Supply Direct: Vendor Code for web interface | Define the vendor ID’s for the web interface for DPD. This would be used to setup the job ID to be used in generating the specific web interface file to the DPD. |
| TMSDS/SD-VNDFT Supply Direct: Vendor Defaults | Set up this control file to store various defaults for DPD. The key is by web interface vendor ID. |
| TMSDS/SD-VNMAP Supply Direct: Vendor mapping | Set up this control file to convert the DPD code and the POD printer supplier code to the web interface vendor ID. It also has the rules of vendor acknowledgement of the download (for DPD) and printing instructions (for POD printers) and the notification of the product download (for DPD) and product delivery (for POD printers). |
Masterfiles setup
It is your responsibility to ensure that you understand this setup 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. For detailed information on any of these tasks refer to the User Manuals. |
| Task | Instructions |
| Setup digital warehouse |
Menu: Base>Distribution>Masterfiles>Database Management>Warehouse>WH Logical Warehouse Maint. (WHW020).
Note: All digital products (stockable and non-stockable) must be in the digital warehouse for that company. |
| Create digital items |
Menu: Base>Distribution>Masterfiles>Database Management>Item Masterfiles>IM Masterfile Maintenance (DSM015).
|
| Update stock status for customer groups |
Menu: Base>Distribution>Masterfiles>Database Management>Item Masterfiles> IM Masterfile Maintenance (DSM015).
Note: A digital item can be stockable in one customer group and non stockable in another customer group. |
| Link digital items to DPD URL |
Menu: Base>Distribution>Masterfiles>Database Management>Item Masterfiles> IM Masterfile Maintenance (DSM015).
|
| Setup DPD rules |
Menu: Base>Distribution>Mastefiles>Database Management>Item Masterfiles>IM Digital Product Dist Rule (DSM355).
|
Process flow & procedure
Digital product purchase & receipting
| Task | Instructions |
| Enter or maintain a purchase order request, |
Purchase order request can come from either EBP commitment or a PO demand. Menu: Base>Distribution>Warehouse Management>Inventory Management>Purchasing>Purchase Orders>PO Work with Purchase Orders.
|
| Receive digital stock, |
Results: Imported access codes will have the status ‘A’ for available. Note: Excel template (DSW280.xlsx) is available for importing access codes. Template for uploading access code is supplied by Iptor. Refer to SOP Excel Upload and Download document for information on setting up network and folder details for the location of templates and upload files. |
| Receive physical stock, |
|
Create packs with print & digital components
Packs with digital items that have access codes will have the access codes supplied in the pack. The packs are normally for Bookstore customers.
| Task | Instructions |
| Enter request to make digital packs, |
Menu: Base>Distribution>Inventory Management>Warehouse Management>Non RF Stock Control>Stock Adjustments>Systems/Packs>WH System/Pack Make Up (DSE170).
Results:
Note: Auto backorder release in the EOD process can initiate pack makeup as well. Stockable digital components must be available if required for the pack makeup. |
| Release work order to warehouse |
Menu: Base>Distribution>Inventory Management>Warehouse Management>Warehouse Control>Work Management>Release orders to warehouse (DSR100).
Results: Order Status would be ‘DW’. |
| Release order to pick |
Menu: Base>Distribution>Inventory Management>Warehouse Management>Warehouse Control>Work Management>Release orders to pick (WHM070).
Results: Order Status would be ‘DA’. |
| Pick confirm |
Menu: Base>Distribution>Inventory Management>Warehouse Management>Warehouse Control>Pick/Pack/Dispatch Confirm>Pick Confirm>WH Pick Confirm (DSE100).
Results: Order Status would be ‘A’. |
| Print or download access codes |
Menu: Base>Distribution> Inventory Management>Warehouse Management>Stock Adjustments>Systems/Pack>Work with Work Orders (DSW285). Refer to Work with work orders in Warehouse Adjustments User Guide.
Results:
Note: Excel template (DSW285.xlsx) is available for downloading access codes for printing. |
Digital product sales
| Task | Instructions |
| Enter digital sales order, |
Sales order request comes in via customer service or web services. Menu: Base>Distribution>Order Processing & Billing>Order Processing>Order Entry>via Picking Slip>Order Types>PS Normal Order Entry (DSE005).
Note: All the normal supply rules (product is active, has correct stock status, satisfy applicability / restriction rules, etc.) will apply. Results: Stock availability will be checked for stockable digital items; insufficient stock will push the order to back order. Order may pend depending on the pending configuration. |
| Review pending orders, |
Normal pending rules will apply. Menu: Base>Distribution>Order Processing & Billing>Pending>General (DSE025). Refer to Pending order review in Pending User Guide.
|
| Release order to warehouse (for physical stock), |
Menu: Base>Distribution>Inventory Management>Warehouse Management>Warehouse Control>Work Management>Release orders to warehouse (DSR100).
Results: Order Status ‘DW’. |
| Release order to pick (for physical stock), |
Menu: Base>Distribution>Inventory Management>Warehouse Management>Warehouse Control>Work Management>Release orders to pick (WHM070).
|
| Pick confirm (physical stock), |
Menu: Base>Distribution>Inventory Management>Warehouse Management>Warehouse Control>Pick/Pack/Dispatch Confirm>Pick Confirm>WH Pick Confirm (DSE100).
Results:
On receipt of acknowledgement from the DPD, Iptor IP1 will email the download instructions and access codes to the customer/user. The user can then download the digital item using the supplied access code. Note: Downloads can be executed up to ‘n’ number of times against a unique access code and will be considered as one unit so the price will be for a quantity of one. The quantity is determined by the number of access codes; it is independent of the number of times the product is downloaded. The number of downloads using the same access code will be decided, managed, and controlled by the DPD. DPD will notify Iptor IP1 of the successful download. Note: If the digital product invoicing rule (TMSDS/SD-INV) is set to await download confirmation then Iptor IP1 will complete the invoice on confirmation from the DPD of successful download. Results: |
Digital product claims
| Process | Instructions | ||||||||||||||||||||
| Enter claim request, |
Menu: Base>Distribution>Debtors & Claims>Claims Control>Entry>Claim Entry/Approval. Refer to Claim entry maintenance in Claims Control User Guide.
Results: Access code return entry screen will display to enter access codes being returned. |
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| Enter access codes being returned, |
If the original document number is entered on the header screen then the access codes will display which can be selected for return. If the original document number is not entered then the access codes can either be manually entered or imported from an excel file.
Results: Depending on Returns reason and the business rules setup (TMSDS/TR-RSN) the stock levels and the access codes will be updated as per below table.
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