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Enhancements of the Classic Line in patch 1 - 2018

IAP – anonymize business partner GDPR-relevant

The amount of data that is generated, transferred and stored around the world every day is on the increase. More than ever, people are conscious of the personal information that is collected about them, and there is a growing desire to have such data deleted from a system, for example, after an order has been fulfilled. You should, and in many cases must, comply with such requests – not least due to changes in data privacy and protection legislation.

The records in the Klopotek system – particularly business partners and addresses – can only be deleted when there are no references to another sub-system, e.g. student, end consumer, royalty recipient, customer, teacher, supplier, licensee, publicity contact, reward product supplier, rights buyer, school, representative or promoter. In these cases, the deletion of individuals would cause unwanted inconsistencies.

As an alternative to deletion, you can now (as of version 10.8) render anonymous the personal information relating to an individual, insofar as this is required by law. In the ‘Business Partner’ module, you select the ‘Anonymize Business Partner’ option for individuals to render their data anonymous so that they can no longer be identified.

The anonymized individuals can still be edited and can be used manually and by batch procedures, web services, and external systems.


IAP: ‘My Tasks’: delete multiple tasks

The ‘My Tasks’ feature allows you to quickly find tasks which are incomplete or which you have delegated. The current tasks are visible to all staff members. Starting with an object (e.g. business partner), you can make an entry in your own personal ‘My Tasks’ list or in another user’s list. You can enter a comment and a due date for each task.

As part of managing tasks, you delete individual tasks or all the tasks that are older than a defined number of days (as of version 11.0). The system displays how many tasks are older than the defined value and, upon confirmation, deletes them from the system. In this way, you can conveniently delete old tasks, without needing to delete each task individually.

Example: If today is the 30 January 2018 and you enter 20 as the number of days, the system calculates the data 10 January 2018 and deletes all the tasks whose due date is prior to this.


Message-Based Services: Change Data Capture as of Oracle 12.2

Klopotek offers a flexible interface structure for communication between different systems: the Message-Based Services (MBS). Their primary task is to send and receive modified data in real-time, with the support of intelligent trigger and processing mechanisms.

For the Message-Based Services, the relevant modifications to data in a database table (Insert, Update, and Delete operations) are captured as follows: up to Oracle version 12.1, the modifications are captured using the Oracle ‘Change Data Capture’ (CDC) feature. This feature is no longer available as of version 12.2. As of Oracle version 12.2, the job of capturing data modifications for the MBS procedures is taken over by the ‘Flashback Data Archive’ (FDA) feature and by additional database functionality (as of version 11.0). This eliminates the extra licensing fees for Oracle’s replacement functionality (Oracle Golden Gate).

Flashback Data Archives don't just provide effective mechanisms for versioning data rec ords, they also protect these versions from modification and, ultimately, delete them after a configurable retention period. Based on the data that is retained in the archives, the additional functionality provided by Klopotek ensures that data modifications are passed to the Message-Based Services.

If you are planning an Oracle upgrade, your System Administrator configures the Flashback Data Archives accordingly. The Klopotek system automatically recognizes which Oracle version you use and captures data modifications for the Message-Based Services using the appropriate method – either CDC or FDA and the Klopotek-specific database functionality.


Web Services: logging of SOAP calls using Log4j

The Klopotek Web Services are used extensively in, for example, the integration of webshops. The Simple Object Access Protocol (SOAP) is used as the network protocol for internal communication. With its help, data is exchanged between the systems and functions are called.

If an error occurs, the requests and responses that are exchanged at the level of the SOAP protocol are critical for the timely, effective analysis of the error. In order to make this information easily accessible, the SOAP calls can now, as of version 10.8, be written to the database as well as to a file. This helps to avoid delays in analyzing issues.

SOAP logging is carried out via Log4j and enabled and disabled dynamically by your System Administrator.


O2C/one-off: additional information regarding the processing status of order lines

Sometimes, when orders for one-off products are processed in the Klopotek Order to Cash (O2C) system, certain order or credit note lines cannot be completely processed by the invoicing procedure. There are numerous reasons for this.

To support your staff in the relevant departments, we provide (as of version 11.0) additional information regarding the processing status which they can access in the ‘Customer Info’ tool. Among other things, this information includes messages that were previously only output to the invoicing log and not displayed in the user interface. (The invoicing log continues to be available as a PDF file.)

In this way, the ‘Customer Info’ tool provides you with a comprehensive overview of the messages that were generated when a customer's order lines were processed and, if necessary, you can take action.


O2C/one-off: electronic dispatch notification per shipping unit

If the Electronic Data Interchange (EDI) process is used, customer orders are imported and the system generates and exports various messages in the form of electronic responses (e.g. credit notes, invoices, and delivery notes).

If electronic responses are transmitted to your customers, they may receive an electronic delivery note with all the products and quantities that have actually been shipped prior to the arrival of the goods (dispatch notification).

Now, as of version 10.8, your customers can also receive this electronic dispatch notification for each shipping unit, allowing them to match it to the shipping unit once it arrives. If, for example, a customer receives multiple shipping units in relation to multiple delivery notes, each shipping unit may contain goods from different delivery notes. With a dispatch notification for each shipping unit, you avoid the additional time and effort required to check the goods delivered against the dispatch notification for the entire shipment.


O2C/One-off: System setting to override price basis in ‘Customer (BSD)’ module with specification in order

In your day-to-day business, it may be necessary to not modify a price defined in an order, although a different price is defined for the customer. For example, an order entered via a web shop should be invoiced for the gross price, even though you have specified that net prices should always be used for the customer (i.e. the sales tax should be subtracted from the gross price when determining price) in the Klopotek O2C – One-off system (‘Customer [BSD]’).  

For each contractor, your system administrator can now, as of version 11.0, specify that a gross price defined in an order should be retained. If this setting is active, the price specification in the order overrides the specification for the customer.


O2C/One-off: delete order import interfaces

The ‘Delete Order Import Interfaces’ batch procedure deletes (as of version 11.0) all the data from the order import interfaces. You use the procedure together with the ‘BSD Order Import from Interface’ batch procedure to empty the interface tables before or after importing new order data (e.g. deletion of imported or erroneous records).


O2C/ASM: show notes on order processing upon offer/order creation

In the advertising business, it is not uncommon for your customers to have special requirements or wishes regarding the processing of their advertising orders. You record information regarding the specifics of order processing for particular customers in the ‘Customer (ASM)’ module. This information is critical to the creation and processing of orders in the Klopotek Advertising Sales and Management system (ASM).

Via the system settings, your system administrator now (as of version 10.8) specifies whether this information is brought to your attention whenever you create an offer or order for an advertiser and/or agency with special requirements. This ensures that you always have all the information you require to create and process orders correctly in accordance with your customers' requirements.


TEP/Products: copy data from the current edition

When creating new edition in the ‘Products’ module, you specify the edition-specific data areas (e.g. specifications) that will be copied from the current edition to the new edition in the ‘New Edition’ window.

In the same manner as when you create a new version, your system administrator specifies now, as of version 11.0, for each checkbox in the ‘Copy’ group box whether it is active by default and whether users can modify it.

This reduces the amount of input required from users, because, as a rule, the default settings do not need to be modified. In addition, it prevents changes to the default settings for data areas that should always or never be copied to the new edition.


TEP/Production: ownership – determination of the tax model and tax country

In the Klopotek system, ‘ownership’ supports the organization of companies in a matrix. Matrix organizational structures operate with legal entities on the one hand and organizational entities on the other.

While a legal entity (ownership) has a standard currency and a company code, an organizational entity serves to define general processes and organizational structures.

In the ‘Production’ module, ownership defines the standard currency for cost calculations, invoices, and supplier orders.

If ownership mode is active, the system determines the tax model and the tax country to be used for tax calculation in the extended calculation (‘Production’ module) based on the ownership instead of the company-group-dependent fiscal data (as of version 11.0 and if you have a license for the ‘Multi Operating Company Capability’).


Selection: selection results – manually add/remove addresses

The ‘Selection’ module assists you in preparing and realizing marketing activities and campaigns. On the basis of target group attributes, individual marketing profiles provide lists of addresses that you want to contact as part of your marketing activity. Each profile provides an address list for further processing, for example, for use in serial letters or an email promotion.

You can view the address list for a profile at any time and, if you wish (as of version 10.8), manually add addresses or remove addresses. As a result, you can freely define your final target group. First, you select all the available addresses with certain attributes, and then you can edit this set of addresses manually.


Selection: selection results – enrichment via data sources

In addition to the addresses that you have identified via a marketing selection, other information from the Klopotek system is of great value for your reporting or marketing activities.

Based on the selected addresses, the system retrieves information regarding advertising orders placed with your company or your competitors, and the classifications assigned to the selected business partners. Using the processing type ‘Data source’, you can now, as of version 10.8, export this information for external downstream processing.

Enhancements of the Classic Line in patch 2 - 2017

Contracts, Rights & Royalties

Generation of comments for claims
Using a batch procedure of the Klopotek system, you can generate subsidiary rights claims from data in rights sales contracts – both for regular statements and for irregular installments as agreed in the rights sales contract. As of version 10.8, your system administrator specifies whether the comments for the subsidiary rights claims should be automatically generated by the batch procedure or not.

By default, the comments are not generated automatically. If you choose the other option, they are displayed in the ‘Rights Revenues’ module and enable you to identify which irregular installment a claim relates to.

Rights revenues: configurable contract name
For subsidiary rights invoices, your system administrator can now – as of version 11.0 – specify whether the ‘Sub rights claims document printing to interface’ batch procedure prints the contract short name or the contract subject on the documents as the contract name.

Royalty recipient: delete alternative payee
On the ‘Beneficiaries’ tab in the ‘Royalty Recipient’ module, the ‘Delete Line’ option (pop-up menu) is now available (as of version 10.8), so that an alternative payee in the ‘Payee’ group box can be deleted.

Title Management, Editorial & Production

External product search: project number
In the ‘Products’ module, you have the option of uploading a list of products from a file (*.csv oder *.txt) as a results list. After you use the ‘External Product Search’ option (pop-up menu), you can then, for example, perform a collective revision for these products.

Until now, you were able to enter the ISBN, order number, or work number as the product identifier in the first column of the file. As of version 11.0, you can also enter the project number to identify the product.

Production – section: pagination with Roman numerals
In the ‘Production’ module, you specify the first and last page number for each section. As of version 11.0, you have the additional option (for more refinement) of indicating that pagination of the section should be in Arabic or Roman numerals via a checkbox.

The information on the type of numbering used is exported (Message Based Service ‘Supplier Order adaptor (OUT)’) and can be used for various forms of automated order placement.

Modification to notes causes product update

On the ‘Notes’ tab (‘Business Partner’ form), it is possible to enter information (such as an author’s biography) that the ‘VLB Title Registrations in ONIX Format’ batch procedure exports as data regarding the product’s originator.

Whether or not new, modified or deleted notes regarding the business partner result in an update to the product(s) that this business partner is assigned to as an originator depends on your system settings. An update to the products results in modified values in the ‘Data Entry Info’ window (as of version 10.8).

Production – Shortcut for closing extended calculation if macro invalid
In the ‘Production’ module, you use the extended calculation to, for example, calculate the break-even point for a production project and use it in the Klopotek application. The extended calculation is created using Excel®, and the Excel® templates for the extended calculation can be customized. The use of macros is also possible.

It may happen that a macro becomes invalid (e.g. for compatibility reasons or as a result of links to external resources that have become invalid) and causes Excel® to crash. If Excel® crashes, the Klopotek application remains in a waiting state and, until now, had to be restarted in such cases.

As it may require a great deal of effort to manually revise all the affected calculations, now, as of version 10.8, a shortcut is available to close an extended calculation with an invalid macro and continue working with the application (Ctrl+Shift+Del).

Order to Cash

Company-group-specific addresses
Klopotek O2C offers features that support the use of a common business partner with different address by multiple companies (company groups) in the context of sales and distribution (as of version 10.8). As a result, the user’s workload is reduced significantly and data security is improved.

Automatic creation of company-group-specific addresses: For the modules ‘Customer (BSD)’, ‘Customer (JSD)’, and ‘Customer (ASM)’, your system administrator defines the company groups for which the system will automatically create new addresses as part of the entry of company-group-specific customer terms. In addition, new company-group-specific addresses are created for external proprietor-level main addresses (not contacts) that are assigned to the standard usages ‘Delivery address’, ‘Invoice address’ or ‘Invoice mailing address’ for a business partner in the role ‘Customer (BSD)’.

Automatic assignment of / grouping via address reference: You can have the system automatically assign a unique address reference to all new addresses created at company group level as well the associated main address at proprietor level as the basis for independent downstream processing. The group of addresses can be clearly identified via the address reference.

Document printing: archiving documents that are not printed
To ensure compliance with the requirements set forth by law, documents that are not printed must also be archived. As of version 11.0, the archiving run for these documents is started separately in the first printing mode.

E-mail address in orders
Electronic products are not physically shipped; instead the Klopotek system sends a message with a reference to the product purchased and the relevant e-mail address to the distribution system. In order to simplify and speed up data entry for large orders (e.g. bundles of 100 or more e-books for a single recipient such as a library), you can (as of version 11.0) specify a single e-mail address which applies to all the order lines.

International Address Pool

Identifiers / address references: configurable display
Using the highly generic ‘Identifiers and Address References’ option (pop-up menu) in the ‘Business Partner’ module, you manage all the necessary types for individual applications or external systems with the associated identifiers (e.g. the International Standard Name Identifier [ISNI]) and address references. Identifiers reference business partners and address references refer to addresses.

If identifiers or address references have been entered for a business partner, your system administrator can now, as of version 10.8, configure whether the ‘Information’ box (‘Business Partner’ tab) displays

  • the type and value for the identifier or address reference
  • only the type without the value
  • no information at all on the type

This gives you the flexibility to make the identifiers and/or address references that are most important to you visible on the ‘Business Partner’ tab. The system displays the types in the order configured via the sort key.

Uniserv – risk address check

When entering or modifying addresses, you can check them against exclusions that already exist in the address pool. Your system administrator activates the check, defines the profile to be used, and stores the rules for scanning the address data for risk addresses. The predefined rules provided by Klopotek have been revised (as of version 10.8): contacts are included in the check and the number of false positives was reduced.

And did you know …

... copying write-protected data

It is possible to copy write-protected data (such as the contract number) from boxes in the Klopotek system by holding [Ctrl] and clicking the right mouse button. This function copies the entire content of the respective box and moves it to the clipboard, so you can paste it in a different box or document (version 11.0).  

… Installation with Microsoft Server 2016 is now possible

With Patch 2 / 2017 the Q/A processes for MS Server 2016 have been completed: at this patch level, our software can be installed on MS Server 2016 without any issues.

… No problem with GDPR and changes to copyright laws

The Klopotek software already complies with the upcoming changes to the Urheberrechtsschutzgesetz (copyright laws) in Germany. Early next year, following the delivery of Patch 1 | 2018, this will also be the case for the GDPR (General Data Protection Regulation of the European Union).  

… Classic Line and STREAM are perfectly integrated

Did you know that we’ve achieved a seamless integration of the STREAM platform and the Classic Line? Especially the STREAM apps that provide 360° degree views on data are perfect starting points for searching, receiving and perceiving information. It is easy to directly jump to specific editing fields in the Classic Line from the various STREAM widgets for titles, contacts, classifications, etc.