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R&P – Collections

Introduction

This document describes the setups and processes involved in the management and the processing of Collection contracts (Subsidiary rights exploitation).

Collection contracts can be manually entered in the system or automatically created when submission contracts are approved. A publisher with the subrights can seek submissions for subright exploitation in different territories, languages or format etc. These submissions are entered in IP1 with a specific contract type to identify them as submission contracts. Multiple submission contracts can be entered for a subright. On approval of the submissions contract it is converted to a collection contract.

Business rules

Business rules for Rights & Permission – Collections 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.
View business rules

The following control files have been changed or newly created for the Rights and Permission module.

Business rules  Setup
TMSRY/RY-CTYP Type of royalty contract Define contract type ‘5=collection contract’ and ‘6=contract submission’.
TMSRY/RY-MMF Royalty Movement Source Type

 

 Setup movement source type applicable to collections contract; R=Subrights Exploit (system defined).
TMSRY/RY-OPT Royalty options Setup Royalty tab options used by various Royalty collections contracts.
TMSRY/COL-ARIF Collection Invoice – Definition Holds the sub ledger sub type code and flag to pend pay through for invoices awaiting payment.
TMSRY/RTS-LNG Rights language Maintain all the languages for subrights exploitation.
TMSRY/RTS-RECT Rights record type Rights record identifier; granted rights or exploited subright  (system defined).
TMSRY/RTS-STS Rights status  Rights statuses (system defined).
TMSRY/SBM-STS Submission status  Status of the campaign submission for the exploitation of subrights. Should be set up if using campaign and submissions contracts for rights exploitation.
TMSRY/SBM-CSTS Submission Contract Status Status of the submission contract (contract type=6) for subrights exploitation. Should be set up if using campaign and submissions contracts for rights exploitation.
TMSRY/RY-TTYP Text type headings Include text type ‘CS’ for submissions contracts. (system defined).
TMSRY/RTS-TER Rights territories  Maintain all the territories for subrights exploitation.
TMSRY/RTS-TYP Rights types Maintain all the rights types that can be exploited.
TMSRY/COL-CHGC Collection Charge Code Holds the collection charge types and the charge items/definitions for charges applicable to collections. Recoverable charge types must be flagged in the recovery column. The recoverable charges are paired with the reversal item codes, for example if  advance is assigned to S1, then R1 will be used for the reversal invoice item.  The entry for this in TMSRY/RY-ACDEF must be Type SR  and Account R1.

Advance B/F charge type are recoverable and should not have a charge item and be flagged for no paythru processing as there is no invoicing.

 
TMSRY/COL-ARST Collection Contract Invoicing Status System defined control file holds the collection contract invoice status.

Collections process

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.

 

 Process Steps
Create collections contract manually Create collection contracts and link to the related works. Ensure a payment contract exists for the same work for the author/payee.

(Refer to RYW010 Work with Royalty Contracts on how to create and maintain a collection contract and the related details).
Create collections contracts through submissions Campaigns and tenders can be used to attract submissions for subrights exploitation. IP1 allows you to maintain a subrights campaign and accept vendor submissions for its exploitation in different territories, languages etc.

  1. To create/view a Submissions campaign and enter vendor submissions for it follow the steps described in RYW420 Work with Contract Submissions.

The vendor submissions can then be followed up/reviewed and either approved or rejected/deleted; when approved the submissions contract is changed to collections contract with contract type= 5.
Add any applicable one-off charges to the collection contract Any one-off charges like licence or agency fees, advances etc., can be added to a collection contract and released for invoice generation.

  1. Follow the steps described in RYM440 Royalty Charges to add any such charges.
Invoice one-off charges as required Once released, the one-off charges are available for invoicing.

  1. Follow the steps described in RYM445 Collection Charges Management to invoice selected charges.
3rd party sales upload These are sales transactions from 3rd parties with collections contracts. It can be uploaded into IP1 using an excel file and must be run before the month end processes i.e. invoice generation and collection pay through to the payee (author).

  1. In the menu, expand Publishing Modules > Rights & Permission > Period Processing and Others > Collection Contracts > Collection Contract and double-click 3rd Party Sales Upload. RYO453 Royalty External Sales Interface panel appears.
  2. Follow the steps described in RYO453 Royalty External Sales Interface.
Generate invoices After the sales data has been uploaded into the system, AR collection invoices can be generated.

  1. In the menu, expand Publishing Modules > Rights & Permission > Period Processing and Others > Collection Contracts > Month End Processing and double-click RY Period End Invoice Generation. RYO470 Collection Invoice Generation panel appears.
  2. Follow the steps in described in RYO470 Collection Invoice Generation.
Collections contracts balance update Collections balance update must be run every month end to update the customers balance for inquiry purposes.

  1. Follow the steps described in RYO460 Collection Balance Update to run this.
Process collection pay through The collections received from the exploited subrights gets distributed to the payees specified on the payment contract (using other income share percentage on the payment contract).

  1. Follow the steps described in RYO465 Collection Paythru to initiate the collection distribution process.
Run reminder report Reminder letter/excel report can be run for the collection for exploited subrights.

  1. Follow the steps described in RYR440 Collection Reminder.
Note End of month Collections processing can be run as a batch process instead of running the above programs individually. Refer to RYO405 Collections EOM Batch process.

Collections inquires & reports

Inquiry/report Description
Balance inquiry by customer (RYI410) Displays all the collection and one-off charge invoices for the selected customer. Allows you to view the transaction inquiry by the process number.
Rights by Customer (RYI420) Displays all the rights exploits detail for the selected contact/customer.
Collection sales report (RYR410) This report program creates an excel report  listing all the processed and unprocessed 3rd party sales for the selected period, company and customer.
Collection charges report (RYR420) This report program creates an excel report  listing all the processed and unprocessed charges (advances). The report selection is by period, company and customer.
Processed other income/Payee subrights income  (RYR430) This report program creates an excel report of collection sales that has already been processed by collection paythru process.  It lists other income (3rd party sales) amount details by company, royalty period, payee, payment contract, collection contract, collection & pay through amounts. The report selection is by period, company, payee and contract number.

 

 

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