If you select "Insert issue" or select an issue and click on "Change issue," you'll see a screen that contains the fields described below. (If you do not use one of the preferred formats for issue dates, you'll also see these fields each time you add or insert an issue.)
Issue number
Most publishers define the first issue as issue number one. But you can give the first issue any number you want. QuickFill then automatically assigns sequential numbers to the issues that you define after the first one. If you are converting an existing publication from another fulfillment system, do not define the current issue as issue number one. Instead, the oldest start issue in the subscriptions being converted should be issue number one.
Most people refer to an issue by the issue date—Spring 1999, say. The format of this date, of course, varies considerably depending on the type of publication and its frequency. You might, for example, use the names of the four seasons for a quarterly publication and the actual date of publication for a weekly. Each issue number has a corresponding issue date that you define. The expiration date that appears on renewal notices (except for books and conferences) and invoices comes from the issue date field.
Because the format of an issue date can vary so much, QuickFill doesn't restrict the format you can use. However, if you use one of the "preferred" formats, you'll find it much quicker to add issues to the issue table. That's because you can then use the "add to end" feature to automatically create large numbers of issues that extend far into the future (we describe the issue table and the 'add to end' feature above). If you don't want to use one of these preferred formats, you don't have to; but you'll have to type in the issue date for each issue you add to the issue table.
The date that appears on the cover of the issue; there are no restrictions on this field and it may initially be left blank. If you do decide to leave it blank, QuickFill will automatically enter a date in this field for you (for monthly publications the first of the month will be used, for quarterly publications the first day of the first month of the quarter will be used). In addition, QuickFill will verify that the 'Calendar date' field has been filled in for the current issue when the 'Issue labels' update is run.
Update date
This field contains the date of the most recent 'Issue labels' update that served copies for this issue. When looking at issues that have yet to be served, the 'Update date' will be blank. You cannot enter or edit this field.
Volume
Enter the volume number of the issue. You can use any format you want, including roman numerals. This number is for your information only. QuickFill doesn't use the volume number.
Issue
Enter the issue number within the volume number you just entered. You can use any format you want. This number is for your information only. QuickFill doesn't use the issue number. Don't confuse this field with the issue number field we describe above.
Description
You have two lines available to describe the issue in any way you want. You might want to briefly summarize the contents of the issue, for example. The entry in this field is for your information only. QuickFill doesn't use the description in any way.
Mailing weight
Regular pages
Ad pages
The entries in these fields are also for your information only. QuickFill doesn't use this data.
Paid copies, Free copies, Complimentary copies, Total copies (served)
You can't make an entry in these fields. QuickFill automatically updates these four fields when you run the 'Issue labels' update. QuickFill counts as free any copy served from an order with a zero price that is not marked as complimentary.
Single copies sold, Trade shows/conventions
You can enter numbers in these two fields to account for the number of single copies sold at news stands or that were distributed at trade shows or conventions. This is useful if your publication is audited and you want to include these single copies in your total circulation on the Publisher's Statement report.
Earned income
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Cash basis
Earned income
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Accrual basis
You can't make an entry in these fields. QuickFill automatically updates the 'as current issue' and 'as back issue' fields with the income earned according to the cash accounting method and the accrual accounting method respectively when you run the 'Issue labels' update for an issue. (Click here for more information on these accounting methods.) This information is also reported in the 'Issue summary' report.
Note: Earned income reported on the 'Issues' definition screen may not match that which is reported on the 'General ledger' report
The earned income fields shown here only take into account income earned by running the 'Issue labels' update whereas the earned income reported in the 'General ledger' report takes into account income earned by running the 'Issue labels' update as well as that which is earned by processing transactions (such as adjustments). Therefore, it is not likely that the earned income shown here will match the earned income reported in the 'General ledger' report.
Once you've defined or changed an issue, click on "OK" to save your changes.