Transaction Import

The transaction import feature is an optional extra-cost module that provides the ability to import new orders, renewals, payments, address changes, controlled subscriptions, requalifications, cancellations and comments from a file into your database. dBASE, comma-delimited and tab-delimited files are supported. The 'Transaction import' menu item only appears on the 'Other' menu if your system includes this module. For more information on the pricing for the 'Transaction import', please contact CWC Software, Inc.

Transaction import filter

The 'Transaction import' filter contains two tabs - the General tab and Transaction tab.  The General tab contains fields for specifying the input and reject files to be used as well as fields that control how to process near matches.  The Transaction tab contains fields that may be used to supply common data for all of the transaction types except address changes. If data is present in both the input file and on the import filter, then the value in the input file will take precedence. If data is missing in both the input file and on the filter then in many cases a default value is automatically supplied (click here for details). The input file should contain all address change data.

Records containing invalid codes or other bad data are placed into a reject file containing an additional error message field (named "ERRMSG") describing the problem. Please note the 'Transaction import' does not include all of the warnings that the manual transactions generate. For example, there is no warning or record rejection when a renewal is imported for an order that has an outstanding balance. It is assumed that records in the input file have already been validated.

Input file

Enter the name of the input file or click on "Browse" to locate and select it. If the file is already in the QuickFill database directory, enter the filename and extension (i.e., "myfile.dbf"). If the file is not in the database directory, enter the drive and directory that the file is in as well as the filename and extension (i.e., "c:\mydata\myfile.dbf"). dBASE files, comma-delimited and tab-delimited text files are acceptable. dBASE files must have a "dbf" file extension. Delimited text files can have any file extension except "dbf", however the usual convention is that comma-delimited files have a "csv" extension and tab-delimited files have a "txt" extension.

Reject file

Enter the name of the output file in which you would like the rejected records to be placed. If you wish to overwrite an existing reject file, you can click on "Browse" to locate and then select the file.

Publication

Enter the name of the publication code to be used as a default for records in the input file that do not have a publication code, but contain a transaction that requires one.

Begin at record number

Enter the record number in the input file at which you would like to start importing records. The value in this field should normally be "1," as in most cases you will want to start importing transactions from the beginning of the file.

When using address matching to locate...

If you do not have the QuickFill order number or customer in the incoming data (i.e.  you are relying on address matching for locating records in your database to process) you can choose to either have near matches placed in a reject file for later interactive processing or perform the interactive processing ("Ask me") now.  If you have enabled the 'Override match score when email addresses match' feature on the Address Matching definition then any incoming record with an email address that matches a customer already in your database will be treated as at least a near match.

 

Click here for more information about Filter screens and Options for running the 'Transaction import'.

Overview of the transaction import file layout

For comma-delimited and text-delimited files the first row of the file must contain the names of the fields in the file. The names must conform to the list of names shown below but do not need to be in the order shown— fields can appear in the file in any order.

The following list includes all of the fields that may be in an input file. Click here for lists of transaction specific fields. The 'Type' field is required for all transactions; it is used to specify the type of transaction to be processed. Other fields may be omitted, in which case they are treated as if they are blank. If a default value is available on the import filter it is used, otherwise the program attempts to supply a default based on the publication definitions.

In general, fields may be defined with any length, but if the contents of a field exceed the maximum length supported by QuickFill an error will be issued and the record will be rejected.

Dates can be entered either in YYYYMMDD format with no separators or in MM/DD/YY format with separators. The latter actually matches the standard format as specified on the QuickFill Preferences screen which is typically MM/DD/YY, but can be changed to DD/MM/YY or DD.MM.YY to suit your local custom. When entering dates with separators you can use either two or four digit years. When using two digit years, a year less than 70 will be treated as being in the twenty-first century. Years greater than or equal to 70 are assumed to be in the twentieth century. The month and day can either have leading zeroes or not.

Date fields in dBASE files (type code 'D') are always stored in YYYYMMDD format although you may see them in various other formats on the screen depending on which application you use to view the dBASE file. Character fields in dBASE files (type code 'C') can also be used to enter dates using either the YYYYMMDD or MM/DD/YY format. For character fields the format you see on the screen will always match what is in the file.

The format of date fields in Excel is controlled by the date format of the cell or column, which is typically M/D/YYYY (four digit years, no leading zeroes on the month and day), but may vary depending on the regional settings of the Windows system.

 

Field Name

QuickFill
Length

 

 

Description

TYPE

2

 

Transaction type

N - New order
R - Renewal
NR - New order or renewal
P - Payment
A - Address change
X - Cancellation
C - Controlled subscription (audit system)
Q - Requalification (audit system)
CQ - Controlled subscription or requalification
M - Comment

TRANSDATE

10

 

Transaction date. This field is used to specify the order date for new order, renewal, controlled sub and requalification transactions and the payment date for payment transactions. It is not used for address changes and cancellations. If the field is missing or blank then today's date is used. Today's date is always used for the batch date and for the subscription history.

QFUSERID

10

 

QuickFill user ID. Use this field to specify the QuickFill user that entered the transaction. If the field is blank then the transaction will appear as if it was entered by the user that ran the import. If present the user ID must match one of the defined QuickFill user IDs.

PUB

12

 

Publication code

ORDERNUM

9

 

QuickFill order number

SOURCE

12

 

Tracking code

RSOURCE

12

 

Renewal effort or requalification source code

CHANNEL

12

 

Channel code

RCHANNEL

12

 

Renewal channel code

SALESPRSN

12

 

Salesperson code (new order)

RSALESPRSN

12

 

Renewal salesperson code

MISC

12

 

Miscellaneous order code

RESPNUM

2

 

Response number for renewal or payment

REQTYPE

3

 

Audit request type

SUBCLASS

3

 

Audit classification

COPIES

4

 

Number of copies

TERM

3

 

Number of issues

SERVED

3

 

Number of issues already served

NEXTISS

4

 

Issue number of the next issue to be served for a new order or controlled subscription. The publication policy is used to determine the next issue for renewals of orders that have missed issues.

EXPISS

4

 

Expire issue for controlled subscriptions and requalifications

SHIPCLASS

1

 

Shipping class

SERVICE

2

 

Service code

PRICE

9

 

Price

TAX

9

 

Tax

SHIPPING

9

 

Shipping charge

PAYTYPE

2

 

Payment type.  Click here for a list of the payment type codes.

PAYMENT

9

 

Payment amount

PAYNUM

19

 

Check number or truncated credit card number. Do not enter complete credit card numbers.

PASSID

36

 

ID of VIP (formerly EPS) stored payment account. If this is non-blank the subscription will be marked for an automatic renewal upon expiration. The automatic renewal will be paid for using the credit card information in the stored payment account.

PONUM

20

 

Purchase order number

EXTORDID

12

 

External order ID

PREMIUM

12

 

Premium code

AGENCY

12

 

Agency code

GIFTCOMP

1

 

Use this field to indicate if the subscription is a gift (G) or a complimentary (C) subscription.

RENSERS

12

 

Renewal series

BILLSERS

12

 

Billing series

CANREASON

2

 

Cancellation reason code

CANOPTIONS

30

 

Codes that control how a cancellation is processed

ACUSTNUM

9

 

Ship-to's customer number

APREFIX

12

 

Ship-to's prefix

AFNAME

20

 

Ship-to's first name

ALNAME

30

 

Ship-to's last name

ASUFFIX

12

 

Ship-to's suffix

ASALUTE

15

 

Ship-to's salutation

ASEX

1

 

Ship-to's sex

ATITLE

40

 

Ship-to's title

ACOMPANY

40

 

Ship-to's company

ADEPT

40

 

Ship-to's department

ASTREET1

40

 

First line of ship-to's street address

ASTREET2

40

 

Second line of ship-to's street address

ACITY

26

 

Ship-to's city

ASTATE

2

 

Ship-to's state

AZIP

10

 

Ship-to's zip or postal code

ACNTRYCODE

4

 

Ship-to's country code

ACOUNTRY

24

 

Ship-to's country name

ATAXJUR

3

 

Ship-to's tax jurisdiction

ATAXABLE

1

 

Use this field to indicate if the ship-to customer is subject to sales tax.

ARENTPOSTL

1

 

Use this field to indicate the allowed usage of the customer's name and address for postal correspondence.

ARENTEMAIL

1

 

Use this field to indicate the allowed usage of the customer's name and address for E-mail correspondence.

ARENTPHONE

1

 

Use this field to indicate the allowed usage of the customer's name and address for telephone correspondence.

ARENTFAX

1

 

Use this field to indicate the allowed usage of the customer's name and address for fax correspondence.

ABADSEED

1

 

Use this field to indicate if the customer is a bad debt customer or a seed.

APHONE

20

 

Ship-to's phone number

ACELLPHONE

20

 

Ship-to's cell phone number

AFAX

20

 

Ship-to's fax number

AEMAIL

60

 

Ship-to's e-mail address

AEMAIL2

60

 

Ship-to's secondary e-mail address

AUSERID

15

 

Ship-to's user ID

APASSWORD

15

 

Ship-to's password

ADEMCODEA

4

 

Ship-to's demographic code A

ADEMCODEB

4

 

Ship-to's demographic code B

ADEMCODEC

4

 

Ship-to's demographic code C

ADEMCODED

4

 

Ship-to's demographic code D

ADEMDATA1

19

 

Ship-to's demographic data 1

ADEMDATA2

19

 

Ship-to's demographic data 2

AEXTCUSTID

12

 

Ship-to's external customer ID

ASELFLAGS

8

 

Ship-to's selection flags

BCUSTNUM

9

 

Bill-to's customer number

BPREFIX

12

 

Bill-to's prefix

BFNAME

20

 

Bill-to's first name

BLNAME

30

 

Bill-to's last name

BSUFFIX

12

 

Bill-to's suffix

BSALUTE

15

 

Bill-to's salutation

BSEX

1

 

Bill-to's sex

BTITLE

40

 

Bill-to's title

BCOMPANY

40

 

Bill-to's company

BDEPT

40

 

Bill-to's department

BSTREET1

40

 

First line of bill-to's street address

BSTREET2

40

 

Second line of bill-to's street address

BCITY

26

 

Bill-to's city

BSTATE

2

 

Bill-to's state

BZIP

10

 

Bill-to's zip or postal code

BCNTRYCODE

4

 

Bill-to's country code

BCOUNTRY

24

 

Bill-to's country name

BTAXJUR

3

 

Bill-to's tax jurisdiction

BTAXABLE

1

 

Use this field to indicate if the bill-to customer is subject to sales tax.

BRENTPOSTL

1

 

Use this field to indicate the allowed usage of the customer's name and address for postal correspondence.

BRENTEMAIL

1

 

Use this field to indicate the allowed usage of the customer's name and address for E-mail correspondence.

BRENTPHONE

1

 

Use this field to indicate the allowed usage of the customer's name and address for telephone correspondence.

BRENTFAX

1

 

Use this field to indicate the allowed usage of the customer's name and address for fax correspondence.

BBADSEED

1

 

Use this field to indicate if the customer is a bad debt customer or a seed.

BPHONE

20

 

Bill-to's phone number

BCELLPHONE

20

 

Bill-to's cell phone number

BFAX

20

 

Bill-to's fax number

BEMAIL

60

 

Bill-to's e-mail address

BEMAIL2

60

 

Bill-to's secondary e-mail address

BUSERID

15

 

Bill-to's user ID

BPASSWORD

15

 

Bill-to's password

BDEMCODEA

4

 

Bill-to's demographic code A

BDEMCODEB

4

 

Bill-to's demographic code B

BDEMCODEC

4

 

Bill-to's demographic code C

BDEMCODED

4

 

Bill-to's demographic code D

BDEMDATA1

19

 

Bill-to's demographic data 1

BDEMDATA2

19

 

Bill-to's demographic data 2

BEXTCUSTID

12

 

Bill-to's external customer ID

BSELFLAGS

8

 

Bill-to's selection flags

COMMENT1

255

 

Subscription history comment 1

COMMENT2

255

 

Subscription history comment 2

QDATE or QUALDATE

10

 

Audit qualification date

PERSID

20

 

Response to personally identifying question

Qualification Data

 

 

Qualification data (see note below)

Qualification Data

 

 

Qualification data

Qualification Data

 

 

Qualification data

Qualification Data

 

 

Qualification data

The fields ACUSTNUM through BSELFLAGS contain two sets of customer data fields, "A" fields and "B" fields. For two-party subscriptions use the "A" fields for ship-to customers and the "B" fields for bill-to customers. For single subscriptions, you can use either set of customer data fields; do not use both. (Click here for an explanation of subscription types.)

When creating new subscriptions, the customer address fields are ignored if a customer number is specified in the customer number field(s). If no customer number is specified, the same address requirements for manually entering customers apply. In addition, the same duplicate detection process is used.

When certain customer data fields are blank, the same default values used as when manually entering a customers address are used. For example, if the ARENTPOSTL field is left blank, a default value of "Y" is used. (Click here for more information on the customer fields listed above.)

If the country code and country name fields are blank, the home country (specified on the 'General' tab of the 'Preferences' definition) is used.

If the country name field is blank, the country code is used to find it. Similarly, if the country code field is blank, the country name is used to find it. Also, "ZZ" is not required in the state field for foreign addresses.

The audit qualification data field names should match your qualification form questions on the publication definition 'Audit' tab. For example, the response(s) for question 1 should be in a field named Q1, the response(s) for question 1A should be in a field named Q1A, etc. A question can have up to three alphanumeric characters.

The number of qualification data fields and their lengths will vary depending on the number of questions in your qualification form(s) and the number of responses allowed for each question. For questions that allow multiple responses, all responses should be put into the field that matches the question number and should be separated by commas. For example, let's say that the possible responses for question 1 are the numbers 1 through 10, you allow multiple responses, and one of your customers responded with 1, 3, 4, and 5. Your import file should have a field named Q1 that contains 1,3,4,5 for that customer.

The qualification data fields should be defined as character fields if the allowed responses are letters or numbers or as numeric fields if the allowed responses are numbers and the corresponding 'Code' field on the publication definition 'Audit' tab in QuickFill contains "#". The response(s) to questions can have up to three alphanumeric characters for character fields and up to nine digits for numeric fields.

When importing transactions that include qualification data and that are for multiple publications with different qualification forms, the import file should contain a separate field for each question that is unique. For example, if the qualification form for publication A has questions 1, 2, an 3 and the qualification form for publication B has questions 1, 1A, and 1B, then the import file should have qualification fields named 1, 1A, 1B, 2, and 3.

The number of qualification data fields that your import file can have is limited according to the maximum number of fields allowed for dBASE files. The field limit is 255 fields.

Transaction import  -  transaction specific fields

You can create an input file that contains all of the fields listed above and include all types of transactions or you can create separate files for each transaction type.

New Orders

For a new single or two-party order the minimum required data is a publication code, tracking code (SOURCE), and customer number or customer address. If the publication code and tracking code are not in the input file then they must be specified on the import filter, otherwise the record is rejected.

Identification of the offer is done by trying to match the term, quantity, and service code against the offers linked to the tracking code. If the Term field is blank but all of the offers linked to the tracking code are for the same term, then that term is used. If the offers have different terms, then the term defaults to one year. If the 'Copies' field is blank or missing from the file, the quantity defaults to "1." If any of the offers have a service code associated with them then the service code in the imported record must match the service code in the offer.  Note:  A blank service code will match only those offers that do not have a service code.

If the input file or the import filter contains a price, the price in the offer definition is overridden. However, the offer definition is still used to determine premium eligibility, free issues, and billing policies. The tax and shipping can also be overridden by entering amounts in the tax and shipping fields in the input file.

New orders for group subscriptions are not supported. The importer does not have any provision for entering more than one ship-to address for a subscription. (Click here for an explanation of subscription types.)

A transaction code of "N indicates that the transaction should be treated as a new order only. If the customer already has an active or recently expired subscription then the transaction will be rejected. You will want to use this option if the offers associated with the tracking code are for new subscribers only and should not be allowed for renewals. A "recently expired" subscription is defined as an expired subscription that has missed no more than one half of a year's issues (e.g. 6 issues for a monthly, 3 issues for a bi-monthly or 2 issues for a quarterly). In some cases you may find it desirable to accept a new order even if the customer has an active or recently expired subscription. This can be accomplished by selecting either or both of the check boxes on the new order section of the Transaction Import screen.

A transaction type code of "NR" indicates that the transaction should be treated as either a new order or a renewal. QuickFill will initially treat the transaction as a new order and will perform its normal address matching procedures to determine if the customer is already in the database. If a matching customer is found and that customer already has an active or recently expired subscription then the transaction will be automatically  reprocessed as a renewal. Ideally you should include two source codes for this type of transaction. The SOURCE field should contain a tracking code, to be used if the order is handled as a new order. The RSOURCE field should contain a renewal effort code which will be used if the order is handled as a renewal. If you do not provide the renewal effort in the RSOURCE field then the SOURCE field will be used for both situations. The offers that are linked to the tracking code that is named in the SOURCE field will be used for determining the price of the subscription and any premium or free issues that should be included.

Here is a list of the fields that may be entered for new orders.

Field name

Description

TYPE

Transaction type. Use a value of "N" for new orders or "NR" if you want the new order to be treated as a renewal if the customer already has an active or recently expired subscription.

TRANSDATE

Transaction date. The order date is set from this field. If this field is blank or the field is not present in the input file then today's date will be used.

QFUSERID

QuickFill user ID.

PUB

Publication code. This must be supplied either in the input file or on the import filter screen.

SOURCE

Tracking code. This must be supplied either in the input file or on the import filter screen.

RSOURCE

Renewal effort code. Used only for the NR transaction type.

CHANNEL

Channel code. If this field is blank or the field is not present in the input file then the channel code linked to the tracking code will be used.

RCHANNEL

Renewal channel code. Used only for the NR transaction type.

SALESPRSN

Salesperson code. If this field is blank or the field is not present in the input file then the salesperson code linked to the tracking code will be used.

RSALESPRSN

Renewal salesperson code. Used only for the NR transaction type.

MISC

Miscellaneous order code. Optional.

COPIES

Number of copies. If this field is blank or the field is not present in the input file then a value of "1" will be used.

TERM

Number of issues ordered. If this field is blank or the field is not present in the input file then the default value may be obtained from the term on the offer if all offers linked to the tracking code have the same term. If there are different terms offered then a default term of one year is used.

SERVED

Number of issues that were already served prior to entering this order. Optional.

NEXTISS

Issue number of the next issue to be served. If this field is blank or the field is not present in the input file then the next issue is set based on the 'New orders' issue pointer in the issue table definition for the publication.

SHIPCLASS

Shipping class.  If this field is blank or the field is not present in the input file then the default shipping class on the 'Shipping' tab of the publication definition or the foreign countries definition will be used.

SERVICE

Service code. Optional.

PRICE

Price of the order. If this field is blank or the field is not present in the input file then the price from the offer definition will be used.

TAX

Sales tax. If this field is blank or the field is not present in the input file then the sales tax will be calculated using the tax table linked to the publication.

SHIPPING

Shipping charges. If this field is blank or the field is not present in the input file then the shipping charges will be calculated using the price-per-issue specified on the 'Shipping' tab of the publication definition.

PAYTYPE

Payment type. Required if a payment amount is provided. Click here for a list of the payment type codes. Credit card payments must be preprocessed (use payment types AP, DP, VP, MP, NP or PN). Credit card payments cannot be imported and subsequently processed in QuickFill.

PAYMENT

Payment amount. May be left blank for unpaid (bill-me) orders.

PAYNUM

Check number or truncated credit card number. Optional.

PASSID

Optional ID of VIP (formerly EPS) stored payment account. If this is non-blank the subscription will be marked for an automatic renewal upon expiration. The automatic renewal will be paid for using the credit card information in the stored payment account.

PONUM

Purchase order number. Optional.

EXTORDID

External order ID. Use this field for the order number or other identifier which ties the order in QuickFill to your external system on the Internet.

PREMIUM

Premium code. If this field is blank or the field is not present in the input file then the premium from the offer definition will be used, provided there is only one premium and the order qualifies for it.

AGENCY

Agency code. Optional.

GIFTCOMP

Use a value of "G" for gifts or "C" for complimentary non-expiring subscriptions. If this field is blank or the field is not present in the input file then the gift/complimentary indicator on the tracking code definition screen will be used.

RENSERS

Renewal series. If this field is blank or the field is not present in the input file then the renewal series linked to the tracking code will be used.

BILLSERS

Billing series. If this field is blank or the field is not present in the input file then the billing series linked to the tracking code will be used.

REQTYPE

Request type. Required for audited publications only. May be provided either in the input file or in the transaction import filter screen.

SUBCLASS

Subscription classification. Required for audited publications only. May be provided in the input file or on the transactions import filter screen.

ACUSTNUM

Customer number of the ship-to customer. Usually this field is not used but it may be provided if the customer is known to exist in the QuickFill. database.

APREFIX - ASELFLAGS

Ship-to's address. May be omitted if the ship-to customer number is provided.

BCUSTNUM

Customer number of the bill-to customer. Usually this field is not used but it may be provided if the customer is known to exist in the QuickFill. database.

BPREFIX - BSELFLAGS

Bill-to customer's address (for two-party subscriptions). May be omitted if the bill-to customer number is provided.

COMMENT1
COMMENT2

Text of an optional comment to be entered in the subscription history. The contents of the COMMENT2 field are appended to the COMMENT1 field with a line break between them. Each comment field can be as much as 255 characters in length in which case the text will be automatically split up into lines of no more than 60 characters.

QDATE or QUALDATE

Audit qualification date. This field is required for audited publications if qualification data is provided (some subscription classifications, such as "verified", do not require qualification data). Only one of these fields is needed. If you have both QDATE and QUALDATE fields the QDATE field will take precedence.

PERSID

Response to personally identifying question. Optional.

Qualification Data

Audit qualification data

 

Renewals

To identify the subscription being renewed, renewal transactions require an order number or a publication code and customer number or customer address. When no order number is provided, QuickFill's address matching is used to locate the order. If a subscription with a matching address cannot be found then the importer will report an error and copy the record to the reject file. If the address is close but not an exact match to an existing subscription then the importer will pause and ask you whether the addresses are for the same person.

You should provide a renewal effort code in either the RSOURCE field (preferred), or in the SOURCE field, or on the filter screen. If the renewal effort code is not provided in one of those places then the effort code associated with the subscriber's renewal series and the effort number in the input file (RESPNUM) is used. If the renewal response number (RESPNUM) is not in the input file, the effort code associated with the subscribers renewal series and the most recently sent renewal effort number is used. If no renewal efforts have been sent, then the renewal effort code is required.

If the renewal response number (RESPNUM) is in the input file it is used. If it is not present then the effort number of the most recently sent renewal notice is used. If no renewal notices have been sent, then the renewal response number defaults to "0."

The next issue to be served for expired orders that have missed issues is determined by the back start policy on the 'Renewal' tab of the publication definition.

The procedure for pricing renewals is similar to that used for new orders. If the input file does not contain a price, the term, quantity, and service code are used to identify the offer and then the pricing is determined by the offer definition. If any of the offers associated with the renewal effort have a service code, then the service code in the record must match the service code in the offer.  Note:  A blank service code will match only those offers that do not have a service code.

If the renewal includes a payment that exceeds the price and the prior order has an amount due then the payment will be automatically split between the renewed order and the renewal order.

Renewals that include an address change must be submitted in two records (one for the renewal and one for the address change).

You may choose to have all renewals of unpaid subscriptions rejected by selecting the checkbox found on the "Renewals" section of the filter.  If selected all renewals for unpaids, whether from an"R" type transaction or an "NR" transaction will be rejected.  

A new qualification date and qualification data may be included with renewals for audited publications.

 

Here is a list of fields that may be entered for renewals.

Field name

Description

TYPE

Transaction type. Use a value of "R" for renewals.

TRANSDATE

Transaction date. The order date is set from this field. If this field is blank or the field is not present in the input file then today's date will be used.

QFUSERID

QuickFill user ID.

PUB

Publication code. Not required if the order number is provided. If the order number is not known, the publication code and customer number or customer address fields can be used to locate the order to be renewed.

ORDERNUM

Order number. This is required if the publication code and customer number or customer address fields are blank.

SOURCE

Renewal source code, also known as the renewal effort code. It is better to place the source code in the RSOURCE field, but for backwards compatibility reasons QuickFill will also accept the renewal source code in the SOURCE field.

RSOURCE

Renewal source code, also known as the renewal effort code. This is the preferred location for this code. See above for information on alternative methods of providing the renewal source code.

CHANNEL

Channel code. It is better to place the channel code in the RCHANNEL field, but for backwards compatibility reasons QuickFill will also accept the renewal channel code in the CHANNEL field.

RCHANNEL

Channel code. If this field is blank or the field is omitted from the input file then the code in the CHANNEL field will be used instead. If that field is also blank or missing then the channel code linked to the renewal effort will be used.

SALESPRSN

Renewal salesperson code. It is better to place the source code in the RSALESPRSN field, but for backwards compatibility reasons QuickFill will also accept the renewal salesperson code in the SALESPRSN field.

RSALESPRSN

Salesperson code. If this field is blank or the field is omitted from the input file then the code in the SALESPRSN field will be used instead. If that field is also blank or missing then the salesperson code linked to the renewal effort will be used.

MISC

Miscellaneous order code. Optional.

RESPNUM

Effort number responded to. If this field is blank or the field is omitted from the input file then the effort number of the most recently sent renewal notice will be used, or "0" if no notices have been sent yet.

COPIES

Number of copies. If this field is blank or the field is omitted from the input file then the number of copies from the prior order will be used.

TERM

Number of issues ordered. If this field is blank or the field is not present in the input file then the default value may be obtained from the term on the offer if all offers linked to the tracking code have the same term. If there are different terms offered then a default term that matches the prior order will be used.

SHIPCLASS

Shipping class. If this field is blank or the field is not present in the input file then the shipping class from the prior order will be used.

SERVICE

Service code. Optional.

PRICE

Price of the order. If this field is blank or the field is not present in the input file then the price from the offer definition will be used.

TAX

Sales tax. If this field is blank or the field is not present in the input file then the sales tax will be calculated using the tax table linked to the publication.

SHIPPING

Shipping charges. If this field is blank or the field is not present in the input file then the shipping charges will be calculated using the price-per-issue specified on the 'Shipping' tab of the publication definition. If the 'No shipping charges for this service' field is checked in the definition for the service code entered, QuickFill will set the shipping charges to zero.

PAYTYPE

Payment type. Required if a payment amount is provided. Click here for a list of the payment type codes. Credit card payments must be preprocessed (use payment types AP, DP, VP, MP, NP and PN). Credit card payments cannot be imported and subsequently processed in QuickFill.

PAYMENT

Payment amount. May be left blank for unpaid (bill-me) orders.

PAYNUM

Check number or truncated credit card number.

PASSID

Optional ID of VIP (formerly EPS) stored payment account. If this is non-blank the subscription will be marked for an automatic renewal upon expiration. The automatic renewal will be paid for using the credit card information in the stored payment account.

PONUM

Purchase order number. Optional.

EXTORDID

External order ID. Use this field for the order number or other identifier which ties the order in QuickFill to your external system on the Internet.

PREMIUM

Premium code. If this field is blank or the field is not present in the input file then the premium from the offer definition will be used, provided there is only one premium and the order qualifies for it.

AGENCY

Agency code. Optional.

GIFTCOMP

Use a value of "G" for gifts or "C" for complimentary non-expiring subscriptions. If this field is blank or the field is not present in the input file then the gift/complimentary indicator from the prior order will be used.

RENSERS

Renewal series code.  If this field is blank or the field is not present in the input file then  the renewal series linked to the prior order will be used.

BILLSERS

Billing series code. If this field is blank or the field is not present in the input file then the billing series linked to the prior order will be used.

REQTYPE

Request type code.  Required for audited publications only. If this field is blank or the field is not present in the input file then the value from the prior order is used.

SUBCLASS

Subscription classification code. Required for audited publications only. If this field is blank or the field is not present in the input file then the value from the prior order is used.

ACUSTNUM

Customer number. If the order number is not known, the publication code and ACUSTNUM field can be used to locate the order to be renewed.

APREFIX - ASELFLAGS

Customer address. If the order number is not known, the publication code and "A" customer address fields can be used to locate the order to be renewed.

COMMENT1
COMMENT2

Text of an optional comment to be entered in the subscription history. The contents of the COMMENT2 field are appended to the COMMENT1 field with a line break between them. Each comment field can be as much as 255 characters in length in which case the text will be automatically split up into lines of no more than 60 characters.

QDATE or QUALDATE

Audit qualification date. This field is required for audited publications if qualification data is provided (some subscription classifications, such as "verified", do not require qualification data). Only one of these fields is needed. If you have both QDATE and QUALDATE fields the QDATE field will take precedence.

PERSID

Response to personally identifying question. Optional.

Qualification Data

Audit qualification data

 

Payments

To identify the order being paid, payment transactions require an order number or a publication code and customer number or customer address. When no order number is provided, QuickFill's address matching is used to locate the order.

If a payment type code and payment amount is in the input file or on the import filter, it is used. If both are not present, the payment is rejected. Credit card payments must be preprocessed (use payment types AP, DP, VP, MP, NP and PN). Credit card payments cannot be imported and subsequently processed in QuickFill. If you inadvertently use the non-preprocessed variations of the credit card payment types, the importer will silently change them to the corresponding preprocessed payment type codes.

If the payment response number (RESPNUM) is in the input file it is used. If it is not present then the effort number of the most recently sent bill is used. If no bills have been sent, then the payment response number defaults to "0."

Payments that include an address change must be submitted in two records (one for the payment and one for the address change).

A new qualification date and qualification data may be included with payments for audited publications.

 

Here is a list of fields that may be entered for payments.

Field name

Description

TYPE

Transaction type. Use a value of "P" for payments.

TRANSDATE

Transaction date. The order date is set from this field. If this field is blank or the field is not present in the input file then today's date will be used.

QFUSERID

QuickFill user ID.

PUB

Publication code. If the order number is not known, the publication code and customer number or customer address fields can be used to locate the order being paid.

ORDERNUM

Order number. This is required if the publication code and customer number or customer address fields are blank.

RESPNUM

Effort number responded to. If this field is blank or the field is omitted from the input file then the effort number of the most recently sent bill will be used, or "0" if no bills have been sent yet.

PAYTYPE

Payment type. Must be supplied either in the input file or on the import filter screen. Click here for a list of the payment type codes.

PAYMENT

Payment amount. Must be supplied either in the input file or on the import filter screen.

PAYNUM

Check number or truncated credit card number.

PASSID

Optional ID of VIP (formerly EPS) stored payment account. If this is non-blank the subscription will be marked for an automatic renewal upon expiration. The automatic renewal will be paid for using the credit card information in the stored payment account.

ACUSTNUM

Customer number. If the order number is not known, the publication code and ACUSTNUM field can be used to locate the order to be paid.

APREFIX - ASELFLAGS

Customer address. If the order number is not known, the publication code and "A" customer address fields can be used to locate the order to be paid.

COMMENT1
COMMENT2

Text of an optional comment to be entered in the subscription history. The contents of the COMMENT2 field are appended to the COMMENT1 field with a line break between them. Each comment field can be as much as 255 characters in length in which case the text will be automatically split up into lines of no more than 60 characters.

QDATE or QUALDATE

Audit qualification date. This field is required if qualification data is provided. Only one of these fields is needed. If you have both QDATE and QUALDATE fields the QDATE field will take precedence.

PERSID

Response to personally identifying question. Optional.

Qualification Data

Audit qualification data. Optional.

 

Address Changes

When an address change is processed, the customer's address is changed for all subscription and prospect records linked to that customer.

For address changes, enter the customer number and the new address in the "A" set of address fields. If the customer number is not known, enter the customer's old address in the "B" set of address fields and QuickFill will use address matching to locate the appropriate customer record. In this case, the new address is still entered in the "A" set of address fields.

If the input file does not contain data in the APHONE, AFAX, AEMAIL, AUSERID, APASSWORD, ADEMCODEx, ADEMDATAn or ASEX  fields, the original values are left in these fields. In addition, the last four digits of a 10-digit zip code (in the database) are retained if the input file only contains a 5-digit zip code and it matches the first five digits of the zip code in the database. Also a customer that is marked as a bad debt in the database will remain so even if the input record does not contain a 'B' in the ABADSEED field. If the ATAXABLE field is not present or is blank, the customer will be marked as taxable, regardless of the customer's prior taxable status.

For audited publications, changes to a customer's name or title require user intervention. You must specify whether the change represents a minor correction or a new subscriber before the next record in your input file can be imported. (Click here for more information on address changes and audited publications.)

 

Here is a list of the fields for address changes.

Field name

Default value

TYPE

Transaction type. Use a value of "A" for address changes.

QFUSERID

QuickFill user ID.

ACUSTNUM

Customer number. This is required if the BCUSTNUM or "B" address fields are blank.

APREFIX - ASELFLAGS

Customer's new address.

BCUSTNUM

Customer number. This may be used as an alternative to the ACUSTNUM field.

BPREFIX - BSELFLAGS

Customer's old address. If the customer number is not known, the "B" customer address fields can be used to locate the customer record.

 

Cancellations

To identify the order being cancelled, cancellation transactions require an order number or a publication code and customer number or customer address. When the latter are in a cancellation record, QuickFill's address matching is used to locate the order.

How the cancellation is processed will depend on the state of the subscription and the options specified in the CANOPTIONS field:

  1. The amount due is now zero and it is not a free subscription. The subscription will be cancelled immediately.

  2. There is a credit balance based on the number of issues served and the amount paid, or it is a free subscription.

    1. If the subscription is active and the ATEND option is specified the subscription will be marked for cancellation when the last issue is served.

    2. If the subscription is not active or the ATEND option is not specified then:

      1. If the PARTREF option is specified, then a partial refund will be issued based on the amount paid and issues served.

      2. If the FULLREF option is specified, then a full refund of the amount paid will be issued.

      3. If neither PARTREF nor FULLREF is specified then no refund will be issued.

  3. The customer owes money for the issues received.

    1. If the WRITEOFF option is specified or the publication policy is not to issue cancel bills, or the amount due is less than the minimum billing amount then the amount due will be written off.

    2. If the WRITEOFF option is not specified and the publication policy is to issue cancel bills and the amount due is more than the minimum billing amount then a cancel bill will be issued the next time the billing update is run.

Here is a list of the fields for cancellations.

Field name

Description

TYPE

Transaction type. Use a value of "X" for cancellations.

QFUSERID

QuickFill user ID.

PUB

Publication code. If the order number is not known, the publication code and customer address fields can be used to locate it.

ORDERNUM

Order number. This is required if the publication code and customer number or customer address fields are blank.

ACUSTNUM

Customer number. If the order number is not known, the publication code and ACUSTNUM field can be used to locate it.

APREFIX - ASELFLAGS

Customer address. If the order number is not known, the publication code and "A" customer address fields can be used to locate it.

CANREASON

Cancel reason code. If you have defined cancel reason codes in your database then this field is required.

CANOPTIONS

One or more option codes may be entered separated by commas or spaces.
ATEND - Cancel at end when last issue has been served
PARTREF - Issue partial refund for unserved issues
FULLREF - Issue full refund of amount paid
WRITEOFF - Write off any amount due

 

Comments

Comments can be added to existing subscriptions by importing records with a transaction type code of 'M'. To identify the subscription you must include either an order number, or a customer address and publication code.

 

Field name

Description

TYPE

Transaction type. Use a value of "M" for comments.

QFUSERID

QuickFill user ID.

PUB

Publication code. If the order number is not known, the publication code and customer address fields can be used to locate it.

ORDERNUM

Order number. This is required if the publication code and customer address fields are blank.

APREFIX - ASELFLAGS

Customer address. If the order number is not known, the publication code and "A" customer address fields can be used to locate it.

COMMENT1
COMMENT2

Text of the comment. The contents of the COMMENT2 field are appended to the COMMENT1 field with a line break between them. Each comment field can be as much as 255 characters in length in which case the text will be automatically split up into lines of no more than 60 characters.

 

Controlled Subscriptions (audit system)

The minimum required data for controlled subscriptions is a publication code, tracking code (SOURCE), customer number or customer address, request type and classification. If this information is not in the input file or on the import filter, the record is rejected.

You may use either the "A" or "B" address fields for the customer's address. If the customer number field contains data, the remaining address fields are ignored and the new subscription is created for the specified customer.

A transaction code of "C indicates that the transaction should be treated as a new controlled subscription only. If the customer already has an active or recently expired subscription then the transaction will be rejected. A "recently expired" subscription is defined as an expired subscription that has missed no more than one half of a year's issues (e.g. 6 issues for a monthly, 3 issues for a bi-monthly or 2 issues for a quarterly).

A transaction type code of "CQ" indicates that the transaction should be treated as a new controlled subscription, or as a requalification if the customer already has an active or recently expired subscription to the same publication.

For a transaction type of "CQ" QuickFill will initially treat the transaction as a new controlled subscription and will perform its normal address matching procedures to determine if the customer is already in the database. If a matching customer is found and that customer already has an active or recently expired subscription then the transaction will be automatically  reprocessed as a requalification. Please note that this means that you will be processing a requalification using a source code that is really a tracking code as opposed to a requalification source code.

 

Here is a list of the fields that may be entered for controlled subscriptions.

Field name

Description

TYPE

Transaction type. Use a value of "C" for a controlled subscription or "CQ" if you want the transaction to be treated as a requalification in the event that the subscriber already has an active or recently expired subscription.

TRANSDATE

Transaction date. The order date is set from this field. If this field is blank or the field is not present in the input file then today's date will be used.

QFUSERID

QuickFill user ID.

PUB

Publication code. This must be supplied either in the input file or on the import filter screen.

SOURCE

Tracking code. This must be supplied either in the input file or on the import filter screen.

RSOURCE

Requalification source code. Used only for transaction type CQ.

CHANNEL

Channel code. If this field is blank or the field is not present in the input file then the channel code linked to the tracking code will be used.

RCHANNEL

Requialification channel code. Used only for transaction type CQ.

SALESPRSN

Salesperson code. If this field is blank or the field is not present in the input file then the salesperson code linked to the tracking code will be used.

RSALESPRSN

Renewal salesperson code. Used only for the CQ transaction type.

MISC

Miscellaneous order code. Optional.

COPIES

Number of copies. If this field is blank or the field is not present in the input file then a value of "1" will be used.

NEXTISS

Issue number of the next issue to be served. If this field is blank or the field is not present in the input file then the next issue is set based on the 'New orders' issue pointer in the issue table definition for the publication.

EXPISS

Issue number of the expire issue. If this is omitted it will be set based on the 'Expire issue' pointer in the issue table definition for the publication.

SHIPCLASS

Shipping class.  If this field is blank or the field is not present in the input file then the default shipping class on the 'Shipping' tab of the publication definition or the foreign countries definition will be used.

SERVICE

Service code. Optional.

EXTORDID

External order ID. Optional.

RENSERS

Renewal series. If this field is blank or the field is not present in the input file then the renewal series linked to the tracking code will be used.

BILLSERS

Billing series. If this field is blank or the field is not present in the input file then the billing series linked to the tracking code will be used.

REQTYPE

Request type code. May be provided either in the input file or in the transaction import filter screen.

SUBCLASS

Subscription classification code. May be provided either in the input file or in the transaction import filter screen.

ACUSTNUM

Customer number. Usually this field is not used but it may be provided if the customer is known to exist in the QuickFill. database.

APREFIX - ASELFLAGS

Customer address. These fields are required if the customer number field is blank

BCUSTNUM

Customer number (this field may be used instead of the ACUSTNUM field)

BPREFIX - BSELFLAGS

Customer address (these fields may be used instead of the "A" customer address fields)

COMMENT1
COMMENT2

Text of an optional comment to be entered in the subscription history. The contents of the COMMENT2 field are appended to the COMMENT1 field with a line break between them. Each comment field can be as much as 255 characters in length in which case the text will be automatically split up into lines of no more than 60 characters.

QDATE or QUALDATE

Audit qualification date. This field is required if qualification data is provided (some subscription classifications, such as "verified", do not require qualification data). Only one of these fields is needed. If you have both QDATE and QUALDATE fields the QDATE field will take precedence.

PERSID

Response to personally identifying question. Optional.

Qualification Data

Audit qualification data

 

Requalifications (audit system)

Like renewals, requalification transactions require an order number or a publication code and customer number or customer address. When the latter are in a requalification record, QuickFill's address matching is used to locate the order.

 

Here is a list of the fields that may be entered for requalifications.

Field name

Description

TYPE

Transaction type - "Q" for requalification transactions.

TRANSDATE

Transaction date. The order date is set from this field. If this field is blank or the field is not present in the input file then today's date will be used.

QFUSERID

QuickFill user ID.

PUB

Publication code. Not required if the order number is provided. If the order number is not known, the publication code and customer number or customer address fields can be used to locate the order.

ORDERNUM

Order number. This is required if the publication code and customer number or customer address fields are blank

SOURCE

Requalification source code. It is better to place the source code in the RSOURCE field, but for backwards compatibility reasons QuickFill will also accept the requalification source code in the SOURCE field.

RSOURCE

Requalification source code, preferred location. If this is omitted then the code in the SOURCE field will be used. If the SOURCE field is also omitted then the requalification source code must be supplied on the import filter

CHANNEL

Channel code. It is better to place the channel code in the RCHANNEL field, but for backwards compatibility reasons QuickFill will also accept the renewal channel code in the CHANNEL field.

RCHANNEL

Channel code, preferred location. If this is omitted then the code in the CHANNEL field will be used instead. If the CHANNEL field is also omitted then the channel code that is linked to the tracking code will be used.

SALESPRSN

Requalification salesperson code. It is better to place the source code in the RSALESPRSN field, but for backwards compatibility reasons QuickFill will also accept the renewal salesperson code in the SALESPRSN field.

RSALESPRSN

Salesperson code, code, preferred location. If this is omitted then the code in the SALESPRSN field will be used instead. If the SALESPRSN field is also omitted then the salesperson code that is linked to the tracking code will be used.

MISC

Miscellaneous order code. Optional.

COPIES

Number of copies. If this field is blank or the field is not present in the input file then the order quantity from the prior order will be used.

EXPISS

Issue number of the expire issue. If this is omitted it will be set based on the 'Expire issue' pointer in the issue table definition for the publication.

SHIPCLASS

Shipping class. If this field is blank or the field is not present in the input file then the shipping class from the prior order will be used.

SERVICE

Service code. Optional.

EXTORDID

External order ID. Optional.

REQTYPE

Request type. If this field is blank or the field is not present in the input file then the request type from the prior order will be used.

SUBCLASS

Subscription classification. If this field is blank or the field is not present in the input file then the classification from the prior order will be used.

ACUSTNUM

Customer number. If the order number is not known then the publication code and ACUSTNUM field can be used to locate the order.

APREFIX - ASELFLAGS

Customer address. If the order number is not known, the publication code and "A" customer address fields can be used to locate the order.

BCUSTNUM

Customer number. If the order number is not known, the publication code and BCUSTNUM field can be used (instead of the ACUSTNUM field) to locate the order.

BPREFIX - BSELFLAGS

Customer address. If the order number is not known, the publication code and "B" customer address fields can be used (instead of the "A" customer address fields) to locate the order.

COMMENT1
COMMENT2

Text of an optional comment to be entered in the subscription history. The contents of the COMMENT2 field are appended to the COMMENT1 field with a line break between them. Each comment field can be as much as 255 characters in length in which case the text will be automatically split up into lines of no more than 60 characters.

QDATE or QUALDATE

Audit qualification date. This field is required if qualification data is provided (some subscription classifications, such as "verified", do not require qualification data). Only one of these fields is needed. If you have both QDATE and QUALDATE fields the QDATE field will take precedence.

PERSID

Response to personally identifying question. Optional.

Qualification Data

Audit qualification data

 
See Also