Publication definition (general tab)

This tab contains information for your publication (such as the publication code, name, type, etc.). See below for a description of the fields on the 'General' tab. To enter or change a value in any field, just move the cursor to that field and enter the new value. In some cases, you can use function keys or the right mouse button in a field to select from a list of values, add a new value, change the definition of the current value, or clear out the existing value altogether. The following list explains options for entering values as well as any restrictions you may encounter in each field. When you're through entering or changing information in any of the publication definition tabs, you can click on the tab to which you would like to move, click on "Cancel" to discard your changes, or click on "OK" to save all your changes.

Publication code

Enter up to a twelve character code for your publication. (You can use both letters and numbers and any other characters—a dash, say—that you want.) QuickFill uses this code when it doesn't have enough space to display a publication's full name—in the lookup tabs, for example.

When you run reports in QuickFill, you have the ability to use wild cards (asterisks and question marks) to select similar publication codes (as well as other codes). For example, let's say that you have two publication codes that begin with the letter "A." To produce a report with information from both of these publications you could enter "A*" in the publication code field on the report filter. This lets QuickFill know that you want information for all publication codes that begin with the letter "A."

Now, let's say that you set up a third publication using "A*" for the publication code. Every time you enter "A*" in the publication code field of a report filter, QuickFill will report on all publications that begin with the letter "A." There is no way to produce a report for publication code "A*" only. For this reason, you should avoid using asterisks or question marks in your publication codes.

Pub name

You have two 30-character fields in which to enter the name of the publication.

Company name

This is the company that "owns" this publication. You cannot type directly in this field. Instead, right click and then select "Pick company" to choose from a list of companies you've already defined; select "New company" to create a new company; select "Change company" to change the definition of the company now in this field (be very careful when using the "Change company" option as the definition of the company will be changed in every place that it is used); or select "Clear" to remove the company that is currently in this field. QuickFill prints the company name and address you enter in this field on bills and renewal notices. QuickFill also uses this company name for extracting journals and for closing accounting periods and years (click here for details on the journal extract, close period, and close year accounting functions.)

Checks payable to

Enter the name to which you want your customers to make checks payable. QuickFill prints this name on bills and renewal notices, preceded by the phrase "Check payable to:" (if you leave this field blank, the phrase "Check payable to:" won't be printed on bills and renewal notices). For customers in Canada, Great Britain, United Kingdom, England, Scotland, or Wales, the spelling of "check" is changed to "cheque."

Issues per year

QuickFill lets you use any publication schedule you want, including an irregular one. Enter in this field the number of issues that you publish in a normal year. You determine the actual schedule of publication dates when you define the issues for the publication, by using 'Issues' on the 'Definitions' menu. QuickFill uses the number you enter here only to calculate the spacing of issue dates when you define several issues at a time using the "add to end" option on the 'Issues' definition screen (click here for details on defining issues).

Is this publication active - Should updates be allowed?

You can change the entry in this field at any time.

Check this field if this publication is active and you would like to be able to run updates for it.

Leave this field blank, and you won't be able to run any updates for this publication. It's a good idea to leave this field blank if you're test-mailing a publication. You can enter orders and collect data on responses, but you won't "accidentally" run updates.

Is this publication active – Should orders be accepted?

You can change the entry in this field at any time.

Check this field if this publication is active and you would like to be able to enter orders for it.

Leave this field blank, and you won't be able to enter orders for this publication. It's a good idea to leave this field blank if you're discontinuing a publication. You can enter payments, prospects, and any miscellaneous transactions for the publication, but you won't be able to enter new orders, renewal orders, controlled subscriptions, or requalifications.

Edit Web Definition

This button is only present for users of the QuickFill Internet Extensions (QFIE).  Click the button to access the publication policies that are stored on the QFIE server.

Export this publication to the web server

This field is only present for users of the QuickFill Internet Extensions (QFIE).  Check this box to indicate whether or not you want the definitions for the publication to be exported to the QFIE web server.  Publications for which you do not wish to accept orders over the Internet should not be exported to the QFIE server.

Publication type

The publication type affects some of the wording on the bills and renewal notices. For example, the term for a periodical would be described as a number of issues whereas for a conference it would be described as a number of sessions. Click here for more details on sample forms and how the publication type affects the wording on bills and renewal notices.

QuickFill generates different bills and renewal notices for periodicals, books, services, conferences, membership organizations, and online services. Here we define a periodical as any publication for which you offer customers a fixed number of issues in a subscription; a book as a one-shot publication; and a service as a publication with a fixed term (one year, for example) but without a fixed number of issues.

Here are some examples: A monthly newsletter would be a periodical, a book without any supplements or updates would be a book, and a loose-leaf that you update as needed and sell for a one-year term, would be a service.

Online services have "users" instead of "copies." Memberships are like services but have "members" instead of "copies." Conferences are like books but have "registrants" instead of "copies." Orders entered for books and conferences should always have a term of one.

To select a publication type, simply click on the field for that type.

Pricing method

QuickFill supports two styles of pricing: unit pricing and stepped pricing. These methods differ only in the way orders for multiple copies are priced. The best way to describe them is by example.

 

Unit pricing:

Single copy orders are $100

 

Orders for 2–9 copies are $90 per copy

 

Orders for 10–19 copies are $85 per copy

 

Orders for 20 copies or more are $82 per copy

 

Stepped pricing:

The first copy is $100

 

Copies 2–9 are $90 each

 

Copies 10–19 are $85 each

 

Copies 20 and over are $82 each

 

Here is a table that shows the effects of these two pricing schemes for a variety of different order quantities.

 

Quantity

Unit price

Stepped price

2 * 90 = $180.00 

100 + 90 = $190.00

5 * 90 = $450.00 

100 + 4*90 = $460.00

9 * 90 = $810.00 

100 + 8*90 = $820.00

10

10 * 85 = $850.00

100 + 8*90 + 85 = $905.00

15

15 * 85 = $1,275.00

100 + 8*90 + 6*85 = $1,330.00

19

19 * 85 = $1,615.00

100 + 8*90 + 10*85 = $1,670.00

 

To select a pricing method, simply click on the field for that method.  (Click here for information on the effect of unit pricing and stepped pricing on renewal notices.)

Tax rate table

If this publication is taxed in at least one jurisdiction, enter in this field the correct tax rate table. If the publication is not taxed, leave this field blank.

You cannot type directly in this field. Instead, right click and then select "Pick tax table" to choose from a list of tax rate tables you've already defined; select "new tax table" to create a new tax rate table; select "Change tax table" to change the definition of the tax rate table now in this field (be very careful when using the "Change tax table" option as the definition of the tax table will be changed in every place that it is used); or select "Clear" to remove the tax rate table that is currently in this field.

Don't confuse the 'Taxable' field on the customer address screen (where you enter orders) with the question of whether or not a publication is taxable. QuickFill assumes all customers are taxable. If they're not, you enter "N" in the 'Taxable' field of the order-entry form. If the publication is not taxed (that is, you leave this field blank), QuickFill won't tax taxable customers for this publication. But it might tax them for some other publication (click here for more details on the customer address screen and the 'Taxable' field).

Charge tax on shipping

In most areas, sales tax is based on the price of the subscription alone provided that the shipping charge is stated as a separate charge. However, in some areas (such as Canada), sales tax is computed on the sum of the subscription price plus the shipping charge. If you need to include the shipping charge in the sales tax computation, click once in this field so that a check mark appears in it, otherwise, leave this field blank.

In order to conform with legislative changes, for orders shipped to CT, CO, FL, GA, KS, KY, MI, MN, NC, NJ, NM, NY, OH, PA, RI, SC, TN, TX, WA and WI, the sales tax computation is based on the sum of the price and the shipping charge, regardless of whether or not you have selected this field.

 

See Also