advertisement sales and management system (asm) - Klopotek

ADVERTISEMENT SALES AND MANAGEMENT

SYSTEM (ASM)

Status: September 2013

PUBLISHER: Klopotek

Amsterdam, Berlin, London, Munich, Paris, Parsippany

[email protected]

Table of Contents

2 ADVERTISEMENT SALES AND MANAGEMENT SYSTEM (ASM) © Klopotek & Partner GmbH

EN_PS_ASM_1011 (Status: September 2013)

Table of Contents

Customer Pool (ASM) - ASM-070/6.7 3

E-Invoicing for ASM - GEN-270/8.3 4

Publication Pool/Prices - ASM-090/6.0 5

Representative Pool, Representative's Commission - ASM-110/6.0 7

Offer Processing - ASM-005/6.7 8

Order Fulfillment and Invoicing Advertisements incl. Shipment of Advertiser's Copies - ASM-

010/6.0

9

Order Fulfillment Small Ads - ANZ-020/6.0 12

Box Number Advertising - ASM-030/6.0 13

Codes/Reader Service - ASM-045/6.7 14

Print Copy Management - ASM-040/6.0 15

Analysis of Competition - ASM-050/6.0 16

ASM Customer Information System - ASM-060 / 6.0 17

ASM Customer ViewPoint - ASM-120/8.4 18

Reporting (ASM) - ASM-100/6.0 19

Printing Procedures (Documents, Enclosures) - ASM-X-050/8.2 20

Suppl: Export Interface Deferred Revenue - ASM-Z-010/8.2 21

Web Services ASM Order Export (ASM) - WEB-200/10.4 22

Advertisement Sales Interface Package - SAP-030/7.8 23

Suppl: Dashboard - IAP-Z-080/10.0 24

Web Services Dashboard App - WEB-210/10.0 25

Suppl: Notification System - PPM-Z-020/6.0 26

Suppl: Quick Search - IAP-Z-090/10.0 27

Suppl: Digital Asset Management (DAM) - IAP-Z-100/10.0 28

Suppl: Quick Connect - IAP-Z-110/10.0 29

Multi LCL (Language, Currency, Location) - GEN-580/10.2 30

Customer Pool (ASM) - ASM-070/6.7

© Klopotek & Partner GmbH ADVERTISEMENT SALES AND MANAGEMENT SYSTEM (ASM) 3


Customer Pool (ASM) - ASM-070/6.7

• Customer with contact person and agency

• Correspondence, delivery and invoice addresses

• Agency and group assignment

• Classification

• Automatic representative assignment

• Customer and invoice hold

• Payment terms and bank information

• Frequency and quantity discount rates (pages/millimeters)

• Collective invoice

• Flexible periods

• Customer, group and collective completions, parallel completions

E-Invoicing for ASM - GEN-270/8.3



E-Invoicing for ASM - GEN-270/8.3

• Electronic document shipment, e.g. invoices

• Shipment via e-mail, FILE or FTP

• Securing the identity of the signer and the integrity of the signed data by electronic signature

• Archiving the electronic documents

Publication Pool/Prices - ASM-090/6.0




Publications

• Basic advertising management system, including editorial and subscription management

• Publication, version, year, volume, issue structure with additional issues

• Publication number

• Versions published regularly and irregularly

• Publication cancellation and integration

• Publishing publisher

• Printing house

• Language

• Issue format and type area

• Sections and subsections

• Contributions and advertisements

• Frequency

• Position management




Prices

• Price list number

• Validity (defined period)

• Waiting

• Price log and price modifications valid in the future

• Basic price and price basis per advertisement format

• Surcharges: color, PMS, bleed, position

• Job, general and box number advertisements

• Classified ads

• Bound inserts, supplements, enclosures

• Combined price

• Frequency and quantity discount rates (pages/millimeters)

• Special, combined and group discounts

Representative Pool, Representative's Commission - ASM-110/6.0



Representative Pool, Representative's Commission –

ASM-110/6.0

Commission

• Automatic assignment to customers and orders

• Commission can be set per advertisement type, direct/agency, country and publication

• Commission lists for all representatives

Responsibility

• Responsibility according to

– Country, Nielson area, state, ZIP code

– Industry, product line, advertisement type

– Area of responsibility

Offer Processing - ASM-005/6.7



Offer Processing - ASM-005/6.7

• Preparing an advertisement order

• Offers can be confirmed and converted into orders

• The relevant publication and customer data provides the basis, and contains the agreed offer

terms

• Pricing can be based on existing discount settlements

• Offers can be used to create transactions and to manage reminders

• Further offers can be generated from existing offers

• Percentage chance of success entry for offer and offer insertions

Order Fulfillment and Invoicing Advertisements incl. Shipment of Advertiser's Copies - ASM-010/6.0



Order Fulfillment and Invoicing Advertisements incl.

Shipment of Advertiser's Copies - ASM-010/6.0

Order

• Advertiser, agency, contact person

• Group affiliation

• Representative assignment; representative default setting

• Order terms

• Order confirmation (print, e-mail)

• Invoices, credit notes, additional charges, reverse postings

• Advance invoices

• Order modifications and extensions

• Copying orders

• Transfer of specimen copies to JSD

• Modification history




Insertion Order

• Publication and issue assignment

– Year, volume, issue

• Single, repeat and combined insertion orders

• Orders to run for one or more years or until revoked

• Job and general advertisements

• Supply sources, suppliers, classified ads and box number advertisements

• Advertising specials (supplements, enclosures, inserts), insertion orders in supplement issues

• Automatic price determination, also for credit notes and additional charges

• Format, size, positioning

• Color fees

• Prices from the price structure of the publication

• Completion period for discount terms




• Frequency and quantity discounts

• Combined, group and special discounts

• Accrual by publication date (printed ads.) and period (banners)

• Printed ads. and banners

• Manual entry and automatic determination of surcharges

• Allocation of industries and brands

Notes

• Notes can be made for internal and external texts, for the order confirmation (document text) and

for the invoice

Document Shipment

• Document shipment by quantity and buyer (customer/agency/contact)

• Label printing with quantity information

• Document shipment for confirmed, uninvoiced insertion orders

Invoicing

• Advance invoice, invoice and additional charges

• Pro forma for all insertions of an order

• Partial and full credit notes, reverse posting

• Credit note or additional charge upon order receipt

• Costs for creating print documents

• Representative commission

• Immediate invoicing

• Order and completion follow-up invoice

• Invoice covering several publications

• Two sales tax rates on one document

Order Fulfillment Small Ads - ANZ-020/6.0



Order Fulfillment Small Ads - ANZ-020/6.0

• Texts for classified ads

• Assignment of any number of keywords (classified ad sections)

– automatic generation from advertiser name

• Export of classified ads

• Export list of keywords

• Prerequisite for implementation: license for Order Fulfillment and Invoicing Advertisements

Box Number Advertising - ASM-030/6.0



Box Number Advertising - ASM-030/6.0

• Automatic box number assignment for the insertion

• Box number range specification per publication

• One box number shipment recipient to be specified per order

• Box number replies can either be entered with the address or as an amount

• Generate box number shipment labels (incl. repeat print)

• Box number transaction management

Codes/Reader Service - ASM-045/6.7



Codes/Reader Service - ASM-045/6.7

• Assignment of codes at publication level to contributions and advertisements

• Advertisement codes

– For coded advertisements the specification of codes is on a per insertion basis within an

advertising order

– Per advertisement insertion order there is exactly one reader service customer

– There can be any number of codes for an advertisement insertion order

• Contribution codes

– There can be several reader service customers per contribution

– Each reader service customer of a contribution can be assigned a code number

• Recording responses to coded journals, manually or via an interface

• Sending responses via an OLE interface to the reader service customers (ASM only)

Print Copy Management - ASM-040/6.0



Print Copy Management - ASM-040/6.0

• Description of the print documents

• Print document status

• Integration in several insertions

• Overview of usage

• Selection via advertiser, printing house and supplier

• Print document plan generation for insertions

• Proof copy management

• Management of external publications

Analysis of Competition - ASM-050/6.0



Analysis of Competition - ASM-050/6.0

• Input and evaluation of advertisements in competitive publications

• Online display

• Competition reports

• Selection via the "Marketing" module (MKG) possible

• Allocation of industries and brands

ASM Customer Information System - ASM-060 / 6.0



ASM Customer Information System - ASM-060 / 6.0

• Compact info display of the most important main, insertion/sales revenue and invoicing data

• Brief information from Customer (ASM)

• Information about the competition

• Insertion orders/sales revenue: yearly trends, detailed view of company groups,

publications/versions/volumes/issues

• Invoice lines: Company group view, document details

• Competition data: yearly trends, detailed view of company groups,


• Prerequisite for the implementation: license for Customer Pool (ASM)

ASM Customer ViewPoint - ASM-120/8.4



ASM Customer ViewPoint - ASM-120/8.4

• Flexible, individually scalable, browser-based information tool

• Targeted overview of business process data

– Compact info display of the most important main, insertion/sales revenue and invoicing data

– Brief information from Customer (ASM)

– Insertion orders/sales revenue: yearly trends, detailed view of company groups,


– Invoice positions: Company group view, document details

– Competition data: yearly trends, detailed view of company groups,


• Secure, real-time data access via internet browser or directly from ASM

• Different information is available to staff in different departments

• Personalized overview layout and contents: which data should be shown how and where

• Prerequisite for use of administrative part:

– License for ASM Customer ViewPoint Administration

Reporting (ASM) - ASM-100/6.0



Reporting (ASM) - ASM-100/6.0

• A standardized procedure supports the reporting process, this can be supplemented by

individually defined evaluations

• Dispositions

• Publication statistics

• Customer and agency statistics

• Group statistics

• Representative statistics

• Competition data statistics

• Reports

Printing Procedures (Documents, Enclosures) - ASM-X-050/8.2



Printing Procedures (Documents, Enclosures) -

ASM-X-050/8.2

• Document printing to export interface

• Options for controlling document flow (invoices, enclosures, transfer forms)

• Option to create customer-specific forms

• Language specific label texts

– Define label texts depending on the language of the document recipient

• License includes Export Interface Voucher Printing

Suppl: Export Interface Deferred Revenue - ASM-Z-010/8.2



Suppl: Export Interface Deferred Revenue - ASM-Z-010/8.2

• Accrual data is transferred to a statistics and interface table for the last posting month.

• Transfer is carried out for, among other things, secured and to be secured:

– net goods value

– sales tax amount

– shipping costs

– evaluated net goods value.

• Accrual data is subsequently exported to a text file.

Web Services ASM Order Export (ASM) - WEB-200/10.4



Web Services ASM Order Export (ASM) - WEB-200/10.4

Functional overview

Access to existing orders/offers in ASM

• ASM order data is made available from the following areas: Order/Offer, Insertion Ord., Adv.

Format, Adv. Special, Web Insertion Ord., Class.Ad., Amounts, Surcharges, Discounts and

Subject.

• List of all orders/offers by predefined criteria.

Advertisement Sales Interface Package - SAP-030/7.8



Advertisement Sales Interface Package - SAP-030/7.8

• The advertisement sales interface package has the following interfaces:

– Publication_K2S interface

– Customer_K2S interface

– Accounts_Receivable_K2S interface

– Payment_Reminder_S2K interface

• These standard interfaces communicate the relevant sales, invoice and payment data for

advertisements between the Klopotek and SAP systems. This information loop makes it possible

to analyze data uniformly and generate the respective reports.

– The journal, customer and invoice data (accounts receivable) is exported to interfaces from

the Klopotek system. Text files generated by the batch procedure are imported into the SAP

system.

– The data pertaining to payments that have been made and reminders for advertisements are

exported to an interface from the SAP system. The text file generated by the batch procedure

during this process is imported into the Klopotek system.

Suppl: Dashboard - IAP-Z-080/10.0



Suppl: Dashboard - IAP-Z-080/10.0

With the "Workflow Dashboard", users can see all the tasks which are relevant to them at a glance. Its

support enables the user to control processes efficiently and to monitor deadlines.

• In relation to a reference date, you can immediately see:

– Which tasks are due on the selected reference date?

– Which tasks are already overdue?

– Which tasks are due within seven days of the selected reference date?

• Clear layout separates your tasks from the tasks which have been delegated to other users or

work groups for completion.

• System Alerts: automatically generated messages about modifications to defined objects which

are relevant to the specific user.

• Open the object associated with the task direct from the "Workflow Dashboard"

• Tasks in the "Workflow Dashboard" are synchronized with "My Tasks"

• The Klopotek application can be configured to open the "Workflow Dashboard" automatically on

start up

• Prerequisite: the "My Tasks" (IAP-S-020/6.0) license. The "Suppl: Notification System" (PPM-Z-

020/6.0) license is required to display system alerts in the "Workflow Dashboard".

The licenses "Suppl: Dashboard" (IAP-Z-080/10.0), "Suppl: Quick Search" (IAP-Z-090/10.0), "Suppl: Digital

Asset Management (DAM)" (IAP-Z-100/10.0) and "Suppl: Quick Connect" (IAP-Z-110/10.0) can only be

purchased as a package.

Web Services Dashboard App - WEB-210/10.0



Web Services Dashboard App - WEB-210/10.0

The "Web Services Dashboard" supplies the "PPM Dashboard" app (as of iOS 5.0) on your iPhone (3GS, 4,

4S and 5), iPod touch (3rd, 4th and 5th generation) or iPad with the open tasks from the "Dashboard" in the

Klopotek applications.

New when you are out of the office, you still have optimal control of your workflow.

Functional overview

• Overview of your own tasks and task delegated to others

• Overview of events in the Klopotek system (system alerts)

• Flag tasks as "Completed" in the app

• Delete tasks in the app

• The "Web Services Dashboard" synchronizes changes to the tasks between the app and the

"Dashboard" in the Klopotek applications

• Send e-mails to colleagues from within the app to ensure that critical deadlines are met

Suppl: Notification System - PPM-Z-020/6.0



Suppl: Notification System - PPM-Z-020/6.0

• The notification system controls the automated referral of important information in-house

• In-house information channels are optimized – For example: If the title of a planned book

changes, the staff members in the publicity and production departments will be notified

automatically

• Notification is done by e-mail

• The notification system works in the background. No further user action is necessary.

• The system is configured for each customer, to recognize relevant information and appropriate

recipients circulation. Each customer can administrate the settings in the database.

• The notification system is integrated in: Product Pool, Address Pool, "Production", "Contracts",

"Rights Acquisition" and "Rights Sales" modules.

System alerts in the "Workflow Dashboard"

• System alerts can be displayed in a separate tile in the "Workflow Dashboard". These alerts can

be triggered by two different types of events:

– Internal events: Modifications have been made to objects in the Klopotek system – these

changes have been logged in the correspondingly configured modification history.

– External events: An external event logged in XML can be imported into and processed in the

Klopotek system.

• Prerequisite for implementation: license for Address Modification History (IAP)

Suppl: Quick Search - IAP-Z-090/10.0



Suppl: Quick Search - IAP-Z-090/10.0

Quick Search provides you with a general search function - similar to "Google" search - which searches for

the queried term in several modules simultaneously and presents the results immediately.

• Enter search terms in a universal field in the toolbar

• Search multiple modules at the same time

• Search through DAM (Digital Asset Management) content in appropriate modules

Search options

• Standard search

– Multiple search terms return results that match all the terms used

• Enhanced search

– Search using Oracle syntax and special characters; search terms linked with operators

Search results

• Presented in a separate docked form

• Presented in a tree structure for each module with the associated symbol, object, and snippet of

content

– Display DAM content

• Sorted alphabetically

• Display number of hits per module

• Open the associated form with a double-click

User profile

• Define the maximum number of hits

• Define whether DAM content is included in the search




Suppl: Digital Asset Management (DAM) - IAP-Z-100/10.0



Suppl: Digital Asset Management (DAM) - IAP-Z-100/10.0

• Attach files directly to an object, e.g. the cover picture to the product

• Save the files

– in the database

– in a file system or

– simply as a link

• The content of the files which are saved in the database is indexed

• Full text search via the Quick Search function




Suppl: Quick Connect - IAP-Z-110/10.0



Suppl: Quick Connect - IAP-Z-110/10.0

In the Klopotek applications, different objects can be linked to one another, e.g. a product with contracts,

production projects and supplier orders. "Quick Connect" provides you with a fast summary of the objects

which are linked to an object you have opened.

• You do not have to open single tabs in different modules to find the links between objects.

• You can open linked objects directly in "Quick Connect".

• "Quick Connect" groups the linked objects by module.

• "Quick Connect" always displays the "newest" object; you can configure whether this is the

object which was most recently created or most recently modified.




Multi LCL (Language, Currency, Location) - GEN-580/10.2



Multi LCL (Language, Currency, Location) - GEN-580/10.2

In companies which operate internationally, the users who work with the Klopotek software may not all speak

the same language. They may also need to communicate with external business partners in different

languages.

With the "Multi LCL (Language, Currency, Location)" license, the Klopotek system can be used globally,

providing a multi-lingual user interface and the ability to output royalty statements and serial letters in the

language of the recipient.

User interface

Support multiple languages within a single installation in order to display

• the metadata (entries from the data types, names of roles and classification categories),

• the names of boxes, options, tabs and modules in the user interface and

• the system messages

in a language which suits the respective user.

Royalty statements

the standard royalty statement can be output in the language of the external recipient (royalty recipient). It

takes into account variations in regional formats for

• dates

• currency

• the character used to separate whole numbers from decimals and

• the character used to group thousands, millions, etc.

Serial letters and e-mails

Mass (e-)mailings can be created in the appropriate languages for different external recipients (business

partner, author, supplier, licensee, etc.)

Benelux and Scandinavia

Klopotek BV

Oostenburgervoorstraat 120 -124

1018 MR Amsterdam

Netherlands

Tel: +31.20.5210.070

Fax: +31.20.5210.098

www.klopotek.nl

www.klopotek.be

France

Klopotek SAS

6 rue d’Odessa

75014 Paris

France

Tel: +33 1 71 39 70 32

[email protected]

www.klopotek.fr

Germany

Klopotek & Partner GmbH

Schlueterstrasse 39

10629 Berlin

Germany

Tel: +49.30.884 53.0

Fax: +49.30.884 53.100

[email protected]

www.klopotek.de

UK

Klopotek UK Ltd

1 Northumberland Avenue, Trafalgar Square

London WC2E 9RZ

United Kingdom

Tel.: +44.20.7716 5500

Fax: +44.20.7716 5595

www.klopotek.co.uk

USA and Canada

Klopotek North America, Inc.

2001 Route 46, Suite 203

Parsippany, NJ 07054

USA

Tel. +1.800.239.9254x101 (toll-free USA/Canada)

Tel. +1.973.331.1010

Fax : +1. 973.331.0042

[email protected]

www.klopotek.com

Klopotek AG - Schlueterstr. 39 10629 Berlin

Copyright 2013

Klopotek

This document is copyright protected and contains confidential information from Klopotek & Partner GmbH,

Klopotek B.V., Klopotek UK Ltd., Klopotek SAS, and Klopotek North America.

Any whole or partial use that is not allowed by contractual agreement requires prior written permission from

Klopotek. This applies in particular to the reproduction, duplication, editing, translating and digitizing of

copyrighted or confidential material.

Every precaution has been taken to ensure that the information concerning hardware and software explained

in this document is accurate and correct. However, errors and/or omissions cannot be entirely excluded.

Liability is therefore not assumed for incorrect information. The right to make technical changes is always

reserved.

advertisement sales and management system (asm) - Klopotek

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