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  11. Task actions maintenance

Task actions maintenance

As certain tasks are started and finished, various actions can be performed. Action triggers have the ability to be defined so that more than one Task must be completed before the Action is performed. Each Project may have its own unique set of Tasks so the relationship between Tasks and Actions can be defined independently for each Project

This panel allows you to:

    • Add an action to a task
    • Generate a purchase order.
    • Generate an ISBN for distribution.
    • Generate revenue

Add an action to a task

Examples of action can include

  • Changing the status and sub status of a book
  • Generating paper reservation for a book and entering it into the paper control system
  • Printing a Paper Issue Recommendation report determines whether or not the paper should be issued
  • Print the print and bind order
  • Generate an ISBN to distribution
  • Generate a purchase order
  • Generate initial revenue
  • Generate final revenue
  1. In the menu, expand Publishing Modules > Book Publishing > Others > Utilities > Database Maintenance and double-click BP Schedule Recovery. BPM300 Schedule Maintenance panel appears.
  2. Select a task and click option Action. BPM320 Task Actions Maintenance panel appears.
 Option Description
Show rel task Access Task Actions Maintenance to shows all Tasks relating to a particular Action. All these Tasks must either be started or finished, depending on the set up requirements, before this Action occurs.
Undo Allows you to undo a closed Action
  1. Click Add to add an action.
 Field Description
Task The task code for the work performed. Note: if this field is left blank the default task set up on the Employee Masterfile defaults.
Action time Defaults to 1 = Start and can be overridden. This is a manual process to start and finish Actions.
Action  An Action is added to the selected Task to perform something.  For example Generating Revenue, Generating an ISBN, Generating a Purchase Order. Prompt to select a valid action code from TMSBP/ACTDEF.
Print group The Print Group is a user defined group which identifies all printing details relating to the printing of a book.
Status When within Action Maintenance the status to the current status the Action is at. It defaults to A = Started and cannot be overridden. When the action is finished the status changes to C = Finished.
  1. Enter all the required fields and Click OK to confirm. New action is added to the task.

Generate a purchase order

The following is required for a purchase order to be created:

    • Purchase order type
    • Bond type
    • Transaction period of the purchase order is the distribution period.
    • The interface only allows a purchase order to be created if the ISBN is valid.
    • The print quantity to be ordered is taken from the book specification program details (BPM100).
    • Default warehouse
    • Supplier is from the book production header.
    • Shipping method
    • Port of embarkation
    • Unit of measure – which is from the material master.
    • Buying Price
    • ETA – publication date on book specification.

The following should be checked when generating a purchase order:

    • Action
    • ISBN – Is it set up in the book spec or on the project header.
    • Print quantity must be entered in the book spec.
    • % Split – Cost. For example 5%.
    • Check the error report.

Purchase order creation process flow

  1. A purchase order can be created in the distribution system via a link from the book production system. It automatically creates a purchase order for the ISBN and the print quantity specified in the book specifications.
  2. The unit price is worked out on the costs incurred for the production of the book. These costs are calculated based on the figures from the book production system. This is calculated as Costs ÷ Print quantity (only costs not amortized are calculated).
  3. Action types are held on TMSBP/ACTDEF. This control file also holds the programs to be called on the start or on completion of an action. Program BPO090 triggers a program to generate the Purchase Order.
  4. Buying Price – if the project is set to amortize the buying price excludes the plant costs and includes the cost types linked to the purchase costs. This total cost is divided by the print quantity stored in the book specifications.
  5. The default values from TMSBP/BPO090 are used to create the purchase order in purchasing. The program is set up in TMSBP/ACTDEF for it to be activated when an action is started or finished.
  6. NB: To prevent multiple purchase orders being sent to distribution, only one action type (generate a purchase order) can be added to each book spec.
  7. The Purchase Order Creation program updates the standard cost in the warehouse for new items without cost but with outstanding purchase order quantity.
  8. An exception report is generated if mandatory fields for purchase order generations are missing.
  9. In the menu, expand Publishing Modules > Book Publishing > Others > Utilities > Database Maintenance and double-click BP Schedule Recovery. BPM300 Schedule Maintenance panel appears.
  10. Select a task and click option Action. BPM320 Task Actions Maintenance panel appears.
  11.  To generate a purchase order select the action type ‘generate purchase order’ for this action. Key in all the required fields and Click OK.
  12.  The purchase order will be automatically generated in the distribution system. If an error occurs while generating the purchase order an error report will be generated.

Note: The action to generate a purchase order must be started by selecting the task and clicking Start and then finished by selecting the task and clicking Finish.

Once this process is complete the purchase order is generated.

Generate an ISBN for distribution

Process flow

This functionality is used to add a title/ISBN to the distribution system at a specific point in the book production system via starting or finishing a task. The title/ISBN to be created, found in the Book specification and the book production header.

The ISBN generation option can also be used to generate the ISBN.

The title/ISBN is added to the distribution system into the New Title maintenance in file (DSINA00P). If it already exists in the distribution system in the New Title master file (DSINA00P), the record is updated with the publication date and the title description.

Note: New Title master file holds titles not yet updated into the Title Master file until all facets relating to the title have been entered and approved.

If the title is not present in the title master (DSIM00P), it checks the DSINA00P (new title master) file. If the title is present in this file, the publication date and title description are changed to match the book specification (BPM100).

If the title is not present in New Title master (DSINA00P), it generates a title record in the New Title master file (DSINA00P) with the following details.

  • IL1 – Item level 1
  • Il2 – Item level 2
  • Il3 – Item level 3
  • Il4 – Item level 4
  • Il5 – Item level 5
  • Editor (editor details are written to DSIC). This is created as an IC type.
  • The date is retrieved from the Book Specifications
  • ISBN/Title
  • Author
  • Publication Date

The above details are retrieved from the Project Header File.

If there are default fields that one wishes to add in addition to the above mentioned fields then a template code from Distribution can be used. TMSBP/IM-TMPL defines the title hierarchy and template code that could be used.

This process can be run at different stages throughout the project. If this transfer is run more than once the fields to be updated are the title and the publication date.

In order for the system to generate the ISBN on the new title masterfile, a new action exists. This action is linked to a task in the Task maintenance screen as a user-defined action. This defines when the ISBN is generated on the title masterfile.

NB: There is a manual maintenance process to make sure the ISBN is kept up to date if the ISBN is changed in the unapproved title masterfile.

To generate an ISBN for distribution:

  1. In the menu, expand Publishing Modules > Book Publishing > Others > Utilities > Database Maintenance and double-click BP Schedule Recovery. BPM300 Schedule Maintenance panel appears.
  2. Select a task and click option Action. BPM320 Task Actions Maintenance panel appears.
  3. To generate an ISBN into the distribution system select the action type ‘generate ISBN’ for this action. The ISBN is then automatically generated in the distribution system (DSINA00P) taking the fields across to Unapproved title maintenance.
    • The ISBN is then transferred to the Title Masterfile. The system updates the title and publication date on the second run.

Note: This must be set up in the schedule and an action must be allocated to a task. Actions are set up in TMSBP/ACTDEF.

Automatic revenue generation

Process flow

The creation of an individual invoice or a consolidated invoice to summarize all revenue to be raised on a monthly basis can be triggered via actions linked to tasks. The action can be triggered at either the start or the end of a task. The following must be considered for the automation of generating revenue:

  1. Contract price (budgeted revenue) must be recorded on the contract. This is the value used to determine the value to be invoiced. Charges raised are recorded in the project details file and summarized finally to create the invoice.
  2. The budgeted revenue field on the project header is used to calculate the revenue amount to be invoiced.
  3. Actions have to be raised to charge 25% of the revenue initially and 75% finally or can be at user defined percentages to suit the contract (3year or non 3 year).
  4. When an invoice is generated the invoice follows the following process:
    • An invoice is either entered automatically or manually by users with access and sits at status ‘H’ = Held.
    • Invoice amount is either maintained or selected for release by the Project Manager. This changes the status of the invoice to ‘R’ = Released. (This is accessible to the project manager via Option 18 = Revenue).
    • Invoices at status ‘R’ = Released are then generated.
    • Invoices selected for generation change to status ‘I’ = Invoiced.
  1. For revenue to be generated via the schedule TMSBP/ACTDEF must be set up with an action definition for generating revenue.
  2. This process can be run from BPM005 Work with Project. The first screen is used as a filter screen on which a selection can be made in any of the fields to search for a particular Project. Click OK or press <ENTER> to confirm. Select the Project you would like to generate Final Revenue for and click Schedule.

To do an automatic revenue generation:

  1. In the menu, expand Publishing Modules > Book Publishing > Others > Utilities > Database Maintenance and double-click BP Schedule Recovery. BPM300 Schedule Maintenance panel appears.
  2. Select a task and click option Action. BPM320 Task Actions Maintenance panel appears.
  3. To generate the final revenue select the action type Revenue Generate Final. This is the remaining amount from the budgeted revenue field.
  4. Click OK to confirm and the final revenue for this task generates once the task is finished.

Note: The Generating Final Revenue Task must be started and then finished, in order for the Final Revenue to generate.

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