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O2C for One-off Products

Klopotek’s O2C sales system enables publishers and distributors to sell and ship digital and physical products efficiently. Books, e-books, print and electronic journals, articles, loose-leaf works, databases, services, audio, video, apps, merchandise – all of a publisher's products and customers are handled in a standardized system.

Klopotek O2C supports every distribution channel, physical shipments from a warehouse, electronic delivery via portals, booksellers, web shops, consignments sales, online booksellers, aggregators.

In this way, Klopotek O2C uniquely supports the switch from traditional to digital business models in a way which includes both sides.

Efficient order processing, shipping costs optimized, production under control, CRM features: O2C One-off
Books, e-books, loose-leaf editions or online content: handle all one-off products in one single system, from recording orders to CRM. You only need to identify the customer and product in the system; the software takes over the other tasks and determines all the necessary data automatically and guides you through all the relevant O2C processes.

Efficient order processing
Single orders for books, electronic media or other products, standing orders, and subscriptions to loose-leaf editions can be recorded, as can other types of continuous orders. Invoices can be generated automatically whenever you choose.

O2C One-off provides full support for the specifics of the book trade: Baker & Taylor, Ingram, ONIX, and Centraal Boekhuis are integrated.

Electronic ordering is supported.

You have complete control over the first release date, which can be explicitly defined. Information on the product ordered can be verified, ensuring correct invoicing. No matter how the order is received, whether it be via a central facility, EDI, rep order or the web, all order lines are processed all together in the same way.

The invoicing method is specified in the master data. Orders can be invoiced individually or in aggregation applying optimization rules for discount and shipping costs, regardless of their origin. You can collect orders from central facilities – including using EDI, websites or other online services, and combine these with reshipments and pending orders for the same customer. As an option directly after recording an order you may also start an online invoicing process which includes the online authorization of a credit card transaction.

Prices and terms are determined automatically.

Multi, multi, multi … Global Sales System
Klopotek O2C includes the ’Multi-LCL’ feature: multi-location, multi-currency, multi-language, multi-company. A 'multi-LCL environment' is characterized by the fact that the user interface can be run in multiple languages, while the Klopotek software ensures that it is not necessary to re-enter data, perform currency conversions, or separate workflows, and that everyone works on the same metadata.

You can even configure a sales system that makes it possible to operate diverse distribution locations on a central installation and perform specific invoicing runs for each country. The scope of this ‘Global Sales System’ is not restricted to the increased versatility in the invoicing system (e.g. the option to sell one-off and subscription products of independent companies under a single proprietor), the contractor functionality for subscription models, or the enhanced tax routines with a system of configurable rules: the basis for the royalty calculation can also be controlled in accordance with local criteria. You can configure whether inter-company revenues or end consumer invoices are used as the basis for calculating royalties.

A ‘Global Sales System’ which lives up to the name must, of course, also include support for inter-company settlements, so that sales to international subsidiaries can be examined and evaluated from the perspective of both the recipient and the copyright holder. As an element of this, the ability to sort table entries in drop-down menus depending on the language has been added as part of this enhancement.

If the answer to these questions is ‘yes’, then you should opt for the ‘Global Sales System’ of Klopotek O2C: a single system, seven languages, local tax systems, all data in a single instance and managed centrally.

The ‘Global Sales System’ makes it possible to operate diverse distribution locations on a central installation and perform specific invoicing runs for each country. The increased versatility in the invoicing system provides e.g. the option to sell one-off and subscription products of independent companies under a single proprietor.

For you as a publishing group with subsidiaries in multiple countries and corresponding country-specific legal entities, the homogenization of operational processes across country and company boundaries is a significant competitive advantage.

The transparency and comparability of workflows with a minimum of data redundancy both make a significant contribution toward increasing efficiency in your company.

With the ‘Global Sales System’, you centralize management and control of your operational processes, while still executing these processes where it is most efficient to do so and allowing for the peculiarities of the individual legal entities within the group.

From editorial, contracts and production to sales, marketing and distribution – every department in your company can profit from homogenization and centralization.

Web Services / Message-Based Services
O2C One-off makes it possible to achieve real-time web shop integration via Web Services and can be integrated with web delivery platforms, so you can authorize digital shipments in real time via Message-Based Services.

Optimizing shipping costs
The system determines shipping costs for effective cost control. The combination of different consolidation models allows you to combine shipments to meet the individual needs of your customer, optimizing shipping costs while responding to customer instructions.

To ensure that the customer is given complete information, packaging and delivery notes, separate periodic invoices, marketing information, and special customer notices are generated during invoicing. All of these are available online and can be viewed at any time.

Controlling production
Stock, shipping and dispatch are automated. Stock accounting allows you to keep detailed records on your stock and sales movements. Using end-of-month reports, you can calculate their current value based on various depreciation models.

Minimum stock warnings and reports provide you with information to regulate reprints. Stock management controls internal stock movements, the setting-up of shipping units, and returns. Credit notes are created.

Effective CRM
Integrated CRM functionality helps you deal with queries and issues as they arise and provides a complete information resource for effective customer communication. All contact is logged allowing a proper and detailed assessment of the situation.

O2C One-off includes options for efficient address management and address marketing, including postal check and duplicate recognition features.

There are direct marketing and direct sales tools allowing precise, targeted marketing based on your customer and prospect data. Plan, control and evaluate your activities: Orders received from specific marketing initiatives are analyzed to ensure campaign success can be monitored and maximized.

Comprehensive reporting features provide you with summaries in various file formats: reports can be adapted to your precise needs, so you get and can present detailed analyses for controlling. To save time with routine evaluations, default settings can be created for individual reports and queries.

Articles ‘connected’ to your products: handling non-book articles
Merchandising and selling content- or book-related products, such as games, toys, and stuffed animals featuring or representing the characters of a book, requires software support for a different set of processes in comparison to, for example, academic publishers.

Promoting seasonal articles, including holding these products back until a defined date and only shipping them as a bundle in accordance with the respective season, is a key element of a non-book articles workflow support. Other elements are, of course, stock allocation and reservation, setting up quotas, assembling sets, and integrating (international) contractors and suppliers from other industries – including paying customs duties and complying with laws in other countries.

Using Klopotek O2C, you can integrate handling non-book articles into the modern workflow support of a central, single system for publishing operating on one database. Some examples of key business processes, which are supported, have been selected below:

  • Integrate contractors and suppliers
  • Manage orders
  • Handle stock
  • Assemble sets
  • Manage the warehouse
  • Plan intensive sales periods
  • Handle duties / ensure customs clearance
  • Create and add relevant information

Highlight of integrating handling non-book products: internal and external set assembly
Assembling sets is an important element of handling non-book articles, as particular products are delivered in pieces (product parts) by suppliers. The product parts are assembled into the finished product in the warehouse, which can then be ordered. Klopotek O2C supports internal (own warehouse) and external set assembly.

If, in your company, sets are assembled by external service providers, the Klopotek system supports both possible variants: external set assembly takes place with set components which are in the warehouse, or external set assembly takes place with set components which are not yet in the warehouse.

Sets in Sets: It is possible to assign a set not only products but also other sets as components. There is no limit to the nesting depth for sets in sets.

Bundling: Klopotek’s broad range of capabilities
Did you know that in Klopotek O2C, you can manage a huge variety of product bundles and components: print and online versions of subscription products, physical and digital one-off products, sets, and bundled subscription products (bundle in bundle)? Bundling is a great way of making combined offers and of giving your customers incentives to purchase more.

The traditional, simplest and most commonly employed business model in this area is Top-down Bundling: the customer orders a bundle for a fixed price. Klopotek also supports more complex Bottom-up Bundling, which has the advantage that your attractive offer tempts the customer to buy more products than originally planned – namely as components of a bundle which is assembled or expanded during the sales process.

Whether Top-down or Bottom-up – changes made to the order in the web shop are transferred directly to the backend – your Klopotek system – without manual intervention.

Component Business – chunks and variants
The individual parts of a product can be more than the entire product itself: chapter-based business

When implementing new business models and product forms, different elements of content are flexibly combined to offer a wide range of different product versions. For example, the hardcover version of a title can contain three chapters while the e-book version contains the same chapters plus a video which is also separately sold at the same time.

E-publishing makes it necessary for us to think about products as well as plan and manage them in a fundamentally different way. Assets to be managed and put together flexibly can be texts for chapters and sub-chapters or audio and video files. In some situations, these elements of content can even be further broken down into smaller units / components (‘chunks’), such as specific text segments in a chapter. Within the context of the so called ‘chapter-based business’, these components have to be planned and the respective rights managed so that the components can be sold ensuring that the revenues created are linked to the correct contracts and royalty accounts.
As part of Klopotek O2C, we have the solution for you – which, in a nutshell, means to replace the ‘product’ with the ‘work’ for each step of the process: Your planning process starts off with a ‘work’ and not immediately at the level of the sales product. The ‘work’ serves as the top-level frame for the individual manifestations of a product. Starting with the ‘work’, you first plan all of your contents independent of the concrete products.

At the level of the ‘work’, you create a hierarchical structure which is made up of the individual components (including originators and metadata). Following this, you assign the components to the versions planned for your products.

Which format would you like to sell? Variants of digital products
Using Klopotek O2C, you can create a ‘varied bunch’ of variants for each basic product, so you don’t have to synchronize the product metadata (the only element which changes is the ISBN and / or the price). This enhancement is relevant for e-products, e.g. if there is a basic product (a print product) and an EPUB, a MOBIPOCKET and / or a PDF file for the E-book of the basic / print product.

This software enhancement was originally developed for supporting handling non-book articles with Klopotek. Outside the publishing industry, there are a great number of products which can be ordered in variants that only differ in one or two parameters. This is true of clothing or shoes, for example, which can be ordered in different sizes and colors.

Today, there are several competing e-book formats, at least some of which publishing houses have to offer. This creates a situation which is similar to that of the clothing or shoes manufacturers – the product is the same but can be ordered in different variants. Currently, publishing houses have to supply a work / piece of content in six or more different e-book formats in order to support the different e-readers on the market.

This is of particular importance when a publisher not only sells the content of a product as a whole, but also as separate components (‘chunks’, e.g. chapters of a book). Managing the data of the various chapters is one challenge, and another is to sell these chapters: to find the correct contract for a chunk of content, to assign the revenue to the correct product / royalty account, and of course, to create and agree contracts for individual chapters (prior to selling them) of a ‘work’. Selling individual chapters / chunks of content is a complex matter but made easy with Klopotek software.

Tax regulations: important business process rules easily configurable in Klopotek
If, for example, new tax regulations come into force in a country, the tax rules defined in the Klopotek system can be easily modified. The Klopotek software uses business rules management systems, such as Drools, which make it possible to modify rules via configuration rather than reprogramming.

External identifiers can be used wherever/whenever necessary
Klopotek is capable of handling the ORCID ID – just as well as the ISNI (International Standard Name Identifier) and other common identifiers such as GTIN and DOI. The O2C system provides flexible support in the management of any and all identifiers or address references.

Integrated DAM
The integrated Digital Asset Management functionality of Klopotek O2C allows you to link metadata with content, to store metadata centrally in the database, and to promote your products effectively online. Save time and energy: store any kind of file in your workspace; attach any file to any entity; access files without leaving the system.

Get notifications: the ‘My Tasks’ feature
The ‘My Tasks’ dashboard & dock provides an instant overview of your day’s workload. It increases efficiency and helps to strengthen teamwork, as you can include colleagues in getting a job done and forward tasks. You always know what’s next and will meet deadlines: the tool will automatically send you notifications in case you’ve missed something important.

GDPR-relevant: anonymize business partner
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 O2C 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 render anonymous the personal information relating to an individual, insofar as this is required by law. The anonymized individuals can still be edited and can be used manually and by batch procedures, web services, and external systems.

We’re taking your O2C processes to the STREAM level

As part of Klopotek’s ongoing technology transition, all elements of the Classic Line (Rich Client) are being moved to STREAM.

STREAM is Klopotek’s cloud-based platform for user interaction across computers and portable devices. Focused on supporting key business processes in a smart and simple way, Klopotek STREAM provides an excellent user experience (UX).

Applications running on Klopotek STREAM can easily be adapted to your specific requirements. Thin and smart, the applications are based on the same database and business rules as our Classic Line solution but provide a role-based and simplified user experience for handling specific tasks.

Order Entry Manager is your essential tool in the area of O2C: Optimized for fast order entry and easy navigation, this web-based app enables you to quickly record orders and place them in a ‘shopping cart’. It provides intuitive search functionality and supports entering orders for one-off and subscription products on a single input screen.

This STREAM application was created in close cooperation with our valued STREAM development partners C.H.Beck and Hanseatische Gesellschaft für Verlagsservice (hgv).

More O2C applications will become available soon.