Requirements of ERP solution for Media & Publishing Industry

1.      Media & Publishing

In the new era of media and publishing transparency is crucial. With the continues growth of new content delivery channels, each with its own unique characteristics, businesses in this arena need comprehensive solutions in order to make the most of their digital and non-digital assets, while managing the rights for such assets as well. Beyond those needs, much of the work done in these industries is project oriented. Operations need to be managed closely from project inception to the fulfillment of all project requirements. The Project Module of ERP, which is fully interloper with MS-Project, manages the entire project life-cycle: from the loading into ERP of RFI and RFP requirements to the linkage of requirements to project activities from within ERP.



Track changes and versions of requirements through the negotiations phase, connect requirements to a project WBS, define rates, generate cost estimates and project time tables, milestone tracking, delivery schedules, proposals, contract reviews, project contract management and the service agreement and its own life cycle all within the system because every aspect of the project is interconnected. ERP will help you coordinate complex projects, manage vendors and subcontractors, as well as retrieve real-time information about schedules and costs. ERP is an ideal solution for medium-sized companies which need an end-to-end solution to view both micro and macro data of the organization, and minimize the problems that can lead to late deliveries and budget overruns. Editorial and executive authorizations can be enforced and tracked with ERP’s build in BPM functionality and workflow capabilities.

2.      Industry Targeted Functionality

  • Pricing and discount management by customer groups
  • Contract management for recurring ad campaigns
  • Advanced analytics (by industry, sector, etc.)
  • Campaign management and special offers
  • Customer survey utility
  • Agent and distributor management
  • Commission calculation and tracking per job
  • Extensive CRM capabilities

3.      Issues & Solutions

3.1.Selling an Assortment of Items as a Single Unit

ERP enables you to define product assemblies that include different quantities of assorted products in various combinations. The list of products can be transferred automatically from one sales document to the next (price quote, order, packing slip, and shipping document), and quantities adjusted as needed, enabling quick and efficient delivery of the entire product set to the customer. This is particularly helpful when creating box sets or groups of items for sale as a unit.

3.2.Changing a Part Number & Description

ERP offers a special mechanism for updating a part description and its catalogue number, even after transactions have been recorded for the part, without damage to the database. In other words, the part history is saved under the new part number and/or description.

3.3.Using MS Word Templates to Format Documents

ERP resolves the common need for customized documents for external use by using MS Word templates.

You can design customized document templates in Word, add company logos, and, most importantly, implant “smart tags” for data exported from ERP in the appropriate places within the template. Once you have saved the template to the template library, you will be able to print documents in the new format.

3.4.Managing Special Offers for Your Customers

ERP’s Special Offers module enables users to offer incentives to customers that purchase a designated amount of goods within a defined period.

In the first stage, you assign a name, start and end dates, and ERP to the offer (i.e., if two offers are defined for the same part or part family, the offer ERP determines which one will be attached first to invoiced sales when the campaign is over). Later on, you can define a target quantity for the part, which the customer must purchase in order to be eligible for offer benefits. Alternatively, you can define a target sum; customers who purchase target parts equaling this sum during the defined offer period will be eligible for benefits.

Customer compensation can be according to any one of the following models:

  • Offered Products: Select a part number and quantity to which the customer will be entitled if they meet the offer target.
  • Credit in Percentage of total purchases during the offer period: Determine the credit % which the customer will receive.
  • Fixed Monetary Credit for purchases made during the offer period: Indicate the amount of credit which the customer will receive.

3.5.Are your Customers Satisfied with the Quality of Service?

ERP’s Customer Service module allows you to perform surveys amongst the customer population. Each survey is accompanied by a structured format of questions and responses determined in advance (which can also be updated during the course of the survey). The survey format is based on multiple-choice questions (for which several possible answers are provided). The user has free reign over the selection of questions to be included, as well as possible responses. During the survey, each customer contact’s responses are recorded.

At the completion of the survey, reports can be run that organize and summarize the accumulated information in a useful format. This information can then be used to reach conclusions with the aim of making your customer service more efficient and effective.

3.6.Displaying Projected Expenses in P&L Reports per Project

Displaying Projected Expenses in Profit & Loss Reports per Project: In the midst of a project in which various resources have been invested (e.g., raw materials have been purchased or transferred to a customer), there may be expenses for which journal entries have not yet been posted, and which are not yet accounted for in the ledger. The CFO, as well as the project manager, may want to use anticipated revenue and expenses to determine the project’s current state of risk (i.e., projected profit and loss).

ERP allows you to create financial statements which display revenues and expenses not yet posted to the ledger, but which can determine the project’s risk. This is done by defining the project as a profit center and then running a P&L Statement per Profit Center report that includes provisional entries. Provisional entries are created automatically by the Create Provisional Entries program, based on unbilled inventory and purchase transaction documents.

Graphic Interface for Assigning Technicians or Resources to Tasks

ERP offers a fully integrated graphic calendar, in which you can define alerts and constraints, and which can be synchronized with MS-Outlook. Use this calendar to set up meetings, schedule appointments for technicians and sales people, and assign resources.

3.7.Managing an Extended, Multi-Stage Sales Process

ERP allows you to manage a sales opportunity as a “sales project.” A sales opportunity consolidates the various tasks that need to be completed by the different units in your organization.

The sales BPM utility directs the progress of the opportunity through its various stages, and ensures that relevant personnel are notified of the opportunity status, as well as any delays that may occur, in an organized and methodical fashion.

The likelihood of closing the deal is updated according to the odds of closing defined for each stage of the process, and company managers receive up-to-date information on the pipeline, in terms of the financial scope of the deal versus the odds of closing, per sales rep, customer, and/or product.

3.8.Managing Long-term Contracts with Set Payment Dates

ERP contains a unique utility for managing long-term contracts, which have an agreed price and fixed payment schedule. The agreements can be linked to varied exchange rates (in the dual currency package), and are invoiced automatically when a payment date is reached.

In a multi-customer environment, billing can be arranged in advance with the customer via a standing order, and charged to the customer’s bank account or credit card.

3.9.Managing Multiple Companies with Independent Accounting

ERP provides a built-in solution for managing financial subsidiaries sharing common logistics, which allows for financial interaction between the various subsidiaries.

3.10.Managing Price Quote Versions

ERP contains a program that enables you to preserve the original price quote number, and to save multiple versions under that number, including the option to view previous versions.

3.11.Responding to Request for Proposal (RFP) Documents

ERP contains a special form for recording the scope of work (SOW) for a project. This form is comprised of a hierarchy of numbered items (as is typical of RFP document). For each SOW item, you can record extended explanatory remarks. In addition, you can link each SOW item to a finished product, whose price determines the price of the SOW, and to the project’s planned hours. An automatic program is available for loading data from Word files directly to this form.

3.12.Interfacing with MS Project

You can create project plans in MS-Project, import them into ERP, and update the ERP project with imported data. MS-Project files are imported from within the project. The program imports the hierarchical activity structure (WBS), including start and end dates, human resources assigned to each activity, and additional details. In ERP’s Projects module, you can link activities to planned resources, such as work hours and materials taken directly from the Purchasing and Financials modules. This integration enables the production of Planning and Execution reports at all levels of the project, as well as the Revenue and Profit per Project report.

3.13.Planning a Project Payment Schedule

Record payments that a customer owes for a project in a special form. Payments can be linked to WBS activities flagged as milestones. When reporting 100% completion of an activity linked to a payment, the payment is released for collection. When invoices for the project are automatically prepared, the program will prepare invoices for the released payments.

3.14.Project Costing

ERP enables you to record planned costs of human resources and materials for each activity, which are updated automatically from system documents such as journal entries, orders, shipments, invoices, etc. In addition, every activity displays its cumulative cost (the total planned cost of its sub-activities), which is calculated by a special program.



  1. Hi,

    Thanks for sharing a very interesting article about Requirements of ERP solution for Media & Publishing Industry. This is very useful information for online blog review readers. Keep it up such a nice posting like this.


Leave a Reply

Your email address will not be published. Required fields are marked *