How to combine two publications

Sometimes when a publication is going to be discontinued, the publisher decides to fulfill the remainder of the subscriptions with another publication. When considering this option, a number of questions must first be answered. They are as follows:

If not, the inevitable differences in accounting between the original publication and the one that will be used to serve the remaining issues need to be considered. Click here for information on changing frequencies and an example of the accounting impact.

If the publication being discontinued (PUB A) costs more, do you want increase the term to the publication being kept (PUB B) to make up for the difference? If the PUB A costs less than PUB B, do you want to decrease the term to make up for the difference or, disregard the difference?

Do you want to enter PUB A tracking code definitions in PUB B? or, Do you want to lump all PUB A tracking codes into one new PUB B tracking code defined specifically for the PUB A subscribers?

Do you want to define a special billing series and renewal series with different messages for PUB A subscribers?

Do you want to define a special renewal series? Do you want to restart them at the "standard" renewal notice #1 for PUB B?

Do you want transfer the deferred income from PUB A to PUB B and, possibly, leave them with a credit balance? or, Do you want to renew their existing subscription for a term equal to the number of "PUB A" issues remaining?

Do you want to carry unpaid subscriptions over to PUB B?

The answer to this question will help to determine if it would be best to combine the two publications manually or to export the subscriptions, manipulate the data, and then re-import them.

 

Because combining publications includes so many variables, it is impossible to document instructions for every case. Therefore, we have documented only the most common. If the two publications you want to combine have the same frequency and cost the same amount of money per issue, follow the instructions below.

You can also follow these instructions if 1. You have decided to serve the remaining issues regardless of the fact that the publication from which you will be serving them has a higher cost or 2. The publication from which you will serve the remaining issues has a lower cost and you will be giving the subscribers to the discontinued publication (that is, those who have paid in full) additional issues to make up for the price difference.

For instructions on how to combine publications that do not fit the criteria mentioned above, please contact Technical Support.

 

Manually entering orders for the subscriptions to the discontinued publication

If the number of subscriptions to the publication that is being discontinued (PUB A) is relatively small, your best bet may be to manually enter orders to the publication from which the remaining issues will be served (PUB B). Before doing so, you should set up the following definitions:

  1. Set up a billing series for PUB A subscribers, if you have decided not to put them on the same billing series as other PUB B subscribers. Link this series to your tracking code(s) for PUB A subscribers.

  2. Set up a renewal series for PUB A subscribers, if you have decided not to put them on the same renewal series as other PUB B subscribers. Link this series to your tracking code(s) for PUB A subscribers.

  3. Set up another renewal series for PUB A subscribers that have already begun to receive renewal notices, if you have decided not to put them on the same renewal series as other PUB A subscribers.

  4. Set up a renewal effort code that contains the offers currently used for PUB A. Do not attach this effort code to any renewal series. (This code will be used when entering renewal orders for the customers who subscribe to both PUB A and PUB B.)

  5. Set up a tracking code for PUB B that contains the offers currently used for PUB A. (If you have decided not to lump all PUB A tracking codes into one new PUB B tracking code, you will need to setup a corresponding PUB B tracking code for each PUB A tracking code.)

After setting up the definitions above, run the 'Customer directory' report twice. Once to create a list of customers who have active subscriptions to PUB A but not PUB B, and once to create a list of customers who have active subscriptions to both PUB A and PUB B.

If you decide that you do not want to enter subscriptions to PUB B for former PUB A subscribers that owe you more than a particular dollar amount, you can exclude these subscribers from the customer directory. For example, to exclude subscribers who owe you more than $50.00, enter a range of $0.01 to $50.00 in the 'amount due' field. The customer directory will only include subscribers who owe you $50.00 or less.

Click here for more details on the 'Customer directory' report.

To enter paid orders (including orders with a credit balance):

  1. Using the output from the 'Customer directory' report that includes customers with active subscriptions to PUB A only, enter new orders for PUB B with a term equal to the number of issues remaining in the customers' PUB A subscriptions. When entering these orders, use the new tracking code(s) mentioned above. By entering orders with a term equal to the issues remaining in the PUB A, PUB B will only earn income for the issues that it serves to the former PUB A subscribers.

Use the transfer payment transaction to transfer the deferred income cash from the PUB A subscriptions to their corresponding PUB B subscriptions. The deferred income cash may be found in the accounting summary of the detailed lookup screen for each order. (Note: once the deferred income cash is transferred a customer with a credit balance for PUB A will continue to have a credit balance, but it will be for PUB B instead.)

  1. Using the output from the 'Customer directory' report that includes customers with active subscriptions to both PUB A and PUB B, enter renewal orders for these customers PUB B subscriptions. When doing so, use the renewal effort code defined above and enter a term that is equal to the issues remaining in the customers' PUB A subscriptions. Or, if you have decided not to enter a renewal for these subscribers (that is, you are going to transfer the deferred income from the PUB A subscription to the PUB B subscription and leave the subscriber with a credit balance), skip over the instructions in this paragraph and go to the next paragraph.

Use the transfer payment transaction to transfer the deferred income cash from the PUB A subscriptions to the renewal order for the PUB B subscription. The deferred income cash may be found in the accounting summary of the detailed lookup screen for each order. (Note: once the deferred income cash is transferred a customer with a credit balance for PUB A will continue to have a credit balance, but it will be for PUB B instead.)

  1. After entering the new and renewal orders, you may want to adjust some of the fields in the orders. For example, you may want to adjust the renewal notice information so that former PUB A subscribers who have already received renewal notices do not start over at notice #1.

To enter partially paid and unpaid orders:

  1. Using the output from the 'Customer directory' report that includes customers with active subscriptions to PUB A only, enter new orders for PUB B using the tracking code(s) defined for former PUB A subscribers.

For subscribers who had unpaid subscriptions and had received issues, you must first cancel their PUB A subscription so that the money owed for the issues served is written off. Then, enter an order with "x" issues already served for PUB B for the full term and price of their PUB A subscription.

For example, if J. Smith had an unpaid $120 subscription to PUB A and had already received 3 of 12 issues, you would do the following. Cancel J. Smith's PUB A subscription. (Be sure to choose the write-off amount due option so that the income earned by serving the 3 issues will be written off.) Enter a new order for J. Smith to PUB B. On the order screen, enter 12 in the 'term' field, $120 in the 'price' field, and 3 in the 'served' field. By entering the order this way, you will be able to bill the subscriber for the 3 issues served in PUB A as well as the 9 issues to be served in PUB B.

For subscribers who had partially paid subscriptions to PUB A, enter a new order for PUB B with a term equal to the number of issues remaining in the PUB A subscription, transfer the deferred income cash from the PUB A subscription to the PUB B subscription, and then cancel the PUB A subscription. The deferred income cash may be found in the accounting summary of the detailed lookup screen for each order. (Note: once the deferred income cash is transferred a customer with a partially paid subscription to PUB A will continue to have the same balance in accounts receivable, but it will be for PUB B instead.)

  1. Using the output from the 'Customer directory' report that includes customers with active subscriptions to both PUB A and PUB B, enter renewal orders.

For former PUB A subscribers with unpaid subscriptions, cancel their PUB A subscription so that the money owed for the issues served is written off. Then enter renewal orders for these customers PUB B subscriptions using the renewal effort code defined above and entering the full term and price of the PUB A subscription. Finally, adjust the active order for the PUB B subscription by increasing the number in the 'served' field by the number of issues already served for the PUB A subscription.

For subscribers who had partially paid subscriptions to PUB A, enter a renewal order for PUB B with a term equal to the number of issues remaining in the PUB A subscription, transfer the deferred income cash from the PUB A subscription to the PUB B subscription, and then cancel the PUB A subscription. The deferred income cash may be found in the accounting summary of the detailed lookup screen for each order. (Note: once the deferred income cash is transferred a customer with a partially paid subscription to PUB A will continue to have the same balance in accounts receivable, but it will be for PUB B instead.)

  1. After entering the new and renewal orders, you may want to adjust some of the fields in the orders. For example, you may want to adjust the renewal notice information so that former PUB A subscribers who have already received renewal notices do not start over at notice #1. You may also want to adjust the billing information so that former PUB A subscribers who have not paid and have already received their first or subsequent bill, do not start over at bill #1.