back ground info :-
i currently run a record label management company. we promote & distribute digital content ( audio ) for our clients. To distribute to the various stores we make XML documents for each release , and then upload this xml document , along with the audio files & artwork, to the various digital download stores that we deal with. the digital stores then account back to us ( usually in excel spreadsheet ) for all sales on a quarterly basis. We have an accounts system ( access ) that we use to import and collate all this sales data, and the system is also then used for forming the accounts to our clients . each release forms its own account and has its own unique code.
our requirement :-
we require a database driven system to operate on our server , to automate and control the procces of promotion and distribution of our clients products. This would involve the client being able to log in to a back end admin section. they would be able to enter a new release by uploading the audio files, artwork & release description. the system would then form an XML document , based on material uploaded and the information the client enters ( track names, release date, etc ). the client would be able to choose which stores it wanted the release distributed too, and if it wanted the release promoted.
The system would then send the release out to the various stores ( via ftp ) automatically, and it would also send out a promotional email, if the client selected the promotional service, to a predefined list of people to recieve this. The people who recieve the promotional email would be able to download the tracks & send back their comments.. these comments would be stored for the client to download or view. The client should be able to see what parts of the process have been carried out ( ie. release delivered to ITunes on sunday 15th feb )
We would also like the users to be able to monitor their accounts data in the admin section.. this could be achived by intergrating our current access database system , or by some new means to be designed. If this is the case then the system would need to be able to do the following
+ generate statements on a quarterly basis
+ indgest statements from our various suppliers ( usually in excel format ) , and allocate these sales contained on these against the catalogue numbers on the system. sales data comes in allocated against a specific cat number.
+ we work and account in pounds sterling, and most staments come in pounds, however a couple come in dollars so if the statement is in dollars it would need to divide the amounts by an exhange rate
+ we would also need to be able to log into this system to generate our own invoices - for sales made from our office, and these amounts should be included in the clients accounts
+ the system should calculate an automatic deduction of our 'management fee' from all derived income , and deduct this amount ( eg. 20% ) from the amount payable to the client at the end of each quarter
+ it would also need to autmatically add charges to accounts ( ie. if the client choose to use our promotion system, it would charge that release a set fee automatically )
This is a basic outline of what we require , we have site examples etc that we can disccus and show as examples once we have chosen a programmer.
This is an immediate requirement , and we also have other continious requirements , and so are looking to find a long term relationship.