Transactions menu commands

The items on the 'Transactions' menu are used to enter, change, or delete information related to customers and their subscriptions. QuickFill's transactions fall into two categories, batched transactions and non-batched (or miscellaneous) transactions. When a batched transaction is posted, a separate report is created for it. When a non-batched transaction is processed, it is recorded in a miscellaneous batch; the report for this batch is not created until the miscellaneous batch is closed. Click here for more details on batches and the miscellaneous batch.

 

The Transactions menu offers the following commands:

 

Lookup

CTRL+L

Use lookup to search through your QuickFill database for a particular customer, subscription, prospect, or order.

New orders

CTRL+N

Use the 'New orders' transaction to enter original orders for single, two-party, or group subscriptions. If a customer already has a subscription to your publication, use the 'Renewals' transaction instead.

Payments

CTRL+P

Use this transaction to enter payments for existing orders.

Renewals

CTRL+R

Use the 'Renewals' transaction to enter renewals to existing subscriptions.

Combination orders

CTRL+I

Use this transaction to enter multiple orders for a single customer, with a single payment. The orders you enter can be new orders, renewals or both.

Prospects

CTRL+F

Use the 'Prospect' transaction to enter the name and address of potential subscribers (those to whom you wish to promote your publication).

Controlled subs.

CTRL+O

The 'Controlled subscriptions' transaction is used to enter new qualified nonpaid subscriptions. (This transaction as well as information about it may only be accessed from the audit system.)

Requalifications

CTRL+U

The 'Controlled requalifications' transaction is used to create a follow-on order for an existing controlled subscription. This transaction enables you to extend the expiration of a controlled subscription. (This transaction as well as information about it may only be accessed from the audit system.)

Cancel

CTRL+K

Use this transaction to cancel a subscription.

Suspend

CTRL+S

The 'Suspend' transaction prevents QuickFill from generating issue labels, bills, and renewal notices for a customer who has asked that his or her subscription be suspended. This transaction may be used to suspend subscriptions temporarily (until a specific issue) or indefinitely (until reinstated).

Reinstate

 

Use this transaction to reverse the effects of a cancellation or indefinite suspension, and to remove a temporary suspension before the issue specified becomes current.

Merge customers

 

The 'Merge customers' transaction is used to combine two customer records representing the same person into one customer record.

Group change

CTRL+G

Use group change to add members, delete members, or change the number of copies or shipping method for any of the members of a group subscription. This transaction may also be used to change a two-party subscription into a group subscription by adding one or more ship-to addresses.

Address change

CTRL+A

Use this transaction to change any address or demographic data for a customer.

Extension

CTRL+E

Use the 'Extension' transaction to add extra issues to the term of the current order in a subscription for which a customer complains about not receiving one or more issues. To change the term of an order, for reasons other than missed issues, use the 'Adjust order' transaction instead.

Transfer payment

CTRL+T

Use this transaction to transfer money from one order to another. For example, use this transaction if you inadvertently apply a payment to the wrong order.

Refund

 

Use the 'Refund' transaction to generate a refund to a customer. If your publication policy is set to automatically refund credit balances larger than $xx.xx (as defined in the publication definition), you may not need to use the 'Refund' transaction.

Undo Refund

 

Use 'Undo Refund' to reverse a refund that has not yet been processed by the 'Refunds' update.

Add Bill-to

 

Use this transaction to add a separate billing address to a subscription that was entered with only a single address. The 'Add Bill-to' transaction changes the single subscription into a two-party subscription.

Delete Bill-to

 

Use the 'Delete Bill-to' transaction to remove the billing address from a two-party subscription. This transaction reverses the effects of the Add Bill-to transaction; it changes a two-party subscription into a single subscription.

Adjust order

CTRL+J

Use the 'Adjust order' transaction to change any of the fields (e.g., start issue, service code, agency, etc.) of an order that cannot be changed by using any other transaction. When looking at a prospect record, this menu item is replaced by 'Adjust prospect'.

Adjust payment

CTRL+Y

Use the 'Adjust payment' screen to record a check that was returned for insufficient funds; to record a credit card payment that was charged back; to adjust the amount of a payment that was entered incorrectly.

Adjust prospect

CTRL+J

'Adjust prospect' is used to change the list code or publication to which a prospect is linked. This transaction may also be used to change the prospect date field. To change a prospect's name or address, use the 'Address change' transaction instead. This menu item only appears in the 'Transactions' menu when looking at a prospect record.

Adjust qualification data

CTRL+D

Use the 'Adjust qualification data' transaction to change the classification, request type, qualification date, or qualification data of a subscriber or a prospect. (This transaction may only be accessed from the audit system.)

Remove order

 

Use this transaction to remove new or renewal orders that were entered incorrectly. When looking at a prospect record, this menu item is replaced by 'Remove prospect'.

Remove prospect

 

Use this transaction to remove prospect records. This menu item only appears in the 'Transactions' menu when looking at a prospect record.

Make label

CTRL+M

Use the 'Make label' transaction to create a "one-shot" label for a customer. "One-shot" labels created by this transaction are prepared for printing by the 'One-shot labels' update.

Add comment

CTRL+Q

Use the 'Add comment' transaction to add any additional information you want on file about a customer. Comments are added to a customer's subscription history; they may not be added for prospects.

Edit comment

 

Use the 'Edit comment' transaction to change a comment.

Delete comment

 

Use the 'Delete comment' transaction to delete a comment.

Summary report

 

The 'Subscription summary report' provides the complete subscription history and order details for an order.

Replacement Bill

 

Use the 'Replacement bill' transaction to re-create bills that were lost in the mail or that did not print due to a printer jam.

Replacement Renewal

 

Use the 'Replacement renewal' transaction to re-create renewal notices that were lost in the mail or that did not print due to a paper jam.

Replacement Acknowledgement

 

Use the 'Replacement acknowledgement' transaction to create order acknowledgements that were lost in the mail or did not print due to a paper jam.