Customer address form

The customer address form is used during the new orders, renewals, prospects, controlled subscriptions, add bill-to, and address change transactions.

You enter here the name and address of the customer.

As you enter the information in the customer address form, the first character of each field will automatically be capitalized. This feature makes it easier to enter a customer's name and address as it minimizes the number of times the shift key must be used; it saves keystrokes. This feature is available in every transaction in which the customer address form is used.

 

As you fill in the address form, QuickFill constructs an image of the mailing label to the right of the form as the customer's information is entered. Check the mailing label image to make sure you haven't included more data than will fit on the label.

Labels are seven lines deep regardless of the number of lines per inch specified in your Label setup. QuickFill always saves room to put information (such as key code, order number, expiration date, etc.) on the top line of the label. That means you have six lines remaining. If you don't have enough room on the label for all the address information, QuickFill drops the customer's title first, and then the department.

 

If a customer sends you an order for several publications at once, you don't have to type the address over again for each order. Just click on "Replicate" and QuickFill will copy the address from the last order you entered. If you are entering a two-party order, it will copy the bill-to or ship-to address from the prior order, as appropriate.

 

Address fields

The following is an explanation of each of the address fields:

QuickFill allows you to create a list of choices for the prefix, suffix, title, sex, and demographic fields. Once you have created a choice list file, you can right click to display a pop-up list of values for each of these fields. Click here for details on creating a choice list file.

If you use 40-character addresses (that is, the  'Limit address label width to 30 characters' field on the 'General' tab of the preferences definition screen is not checked),  you may experience some problems when printing your labels, bills, and renewal notices.  Click here for details.  

Customer number

If you know this person's customer number—for example, if you used QuickFill to produce labels for a promotion and receive an order card back with a label that contains the customer number—save time by entering that number here. QuickFill will fill in the rest of the address fields for you and then you can either leave the address as it is or click on "Change Address" and make any necessary changes to it. If you want to check to see if the customer is in your database (and/or to find the customer's number), click on "Lookup."

Prefix

Enter any prefixes (Mr., Mrs., Ms., Dr., Lt. Gov., and so forth) that may apply to the customer. Click here for details on creating a choice list for this field.

First name

Enter the first name in this field. Do not include prefixes (Mr., Ms., Dr., etc.).

Last name

Enter the last name in this field. You must enter either a last name here or a company name in the 'Company' field.

Suffix

Enter the suffix (Jr., Sr., etc.) in this field. Click here for details on creating a choice list for this field.

Salutation

Enter the salutation with which you want to address the customer on any correspondence you send him or her. The name that you enter in this field appears in any mail-merge files that you create when you choose 'Customer export' under 'Other'. If you leave the salutation field blank, QuickFill constructs a salutation for bills, renewals, and the formatted address customer export formats. (Click here for further details on the 'Salutation' field.)

Sex

Enter, if you like, the person's sex. We suggest you use these codes: 'M', 'F',
'U' (unknown), or 'C' (a company). Click here for details on creating a choice list for this field.

Title

Enter the customer's title if you'd like. QuickFill includes the title on the label if there's enough room. (Click here for details on creating a choice list for this field.) If the 'Title' line only contains an asterisk, it will be suppressed during label generation. This allows users of QuickFill's Audit System to flag subscribers who do not actually have a title in their address label, but who are known to the publisher through other means, as having both name and title.

Allowed usage

The entry in these field controls how you use the customer's name and address for postal, E-mail, telephone, and fax correspondence.  Enter one of these four codes:

 

Y

All uses allowed

I

In-house use allowed (no rental to other publishers)

R

Renewal notices only

N

No use allowed

 

You'll use these codes when you create promotional labels.

Type (Bad/Seed)

The 'Type' field (a.k.a. the 'Bad/Seed' field) is used to specify whether or not a customer is a bad debt customer or a seed.  Enter "B" for a bad debt customer, "S" for a seed, or a space for a normal customer.  You'll use these codes when you create promotional labels.

"Bad debt" customers are customers who repeatedly order subscriptions but never pay for them. "Seed" customers are those with names—names that when mailed come back to you—to monitor use of mailing lists you rent.  If you mark a name as a seed, QuickFill includes it any time you run promotional labels, regardless of whether it meets the other selection criteria you choose. You can, however, ask QuickFill to exclude seed names (click here for details).

Customer records that are marked with a 'B' (bad debt) in this field are treated specially by QuickFill.  Bad debt records will be included as possible matches if the country code and postal code match, regardless of what you specify in the "minimum match requirement" check boxes. Furthermore, only the street address is used during scoring. No points are deducted for mismatched names, no matter how different the names are. When a new order is entered that matches a "bad debt" address, QuickFill displays the bad record in red; this is a signal that you should carefully consider accepting an unpaid order from this person.

Company

If you didn't enter a name in the last name field, you must enter a company name here.

Department

Enter, if you like, the department of the company to which the subscription will be delivered. QuickFill includes the department on the label if there's enough room.

Street

You have two lines on which to enter street address data.

City

Enter the city in this field.

State

Enter the correct two-letter code for the state or Canadian province. For foreign countries other than Canada, enter "ZZ." Click here for U.S. state codes or here for a list of Canadian province codes.

Zip

QuickFill checks the U.S. and Canadian zip codes against the state or province code you entered. If the first three digits of the U.S. zip code or the first letter of the Canadian postal code aren't correct, you'll get an error message. You must then correct either the state or province code or the zip code. Click here to see the zip code table.

Entering the postal codes for foreign addresses allows QuickFill's duplicate detection to work better. For example, if you have a thousand customers in France, every time you enter a new French customer QuickFill must scan all one thousand of them in order to decide if the new customer matches an existing customer. However, if the postal code information is available, QuickFill needs to scan only those customers with matching postal codes.

You control where the postal code appears on the label. Some countries place the postal code to the left of the city name and some place it to the right. In the foreign country table you can specify the proper position of the postal code (click here for further details on the 'Postal code position' field in the foreign country definition).

Country

QuickFill enters USA. or CAN in this field automatically when you enter a state or province code in the 'state' field. For other countries, enter the code that identifies the country or right click in this field to select from a list of codes defined in the foreign country table.

Tax juris

This field contains the sales tax jurisdiction for this customer. If your publications are not taxable, do not worry about this field. If you are not using a tax jurisdictions table to have QuickFill assign tax jurisdictions based on customer's country and postal codes or if the country and postal code of the customer is not found in your 'Tax jurisdictions' table, QuickFill automatically enters here whichever two-letter state code or province code you entered in the state field for U.S. and Canadian customers. Otherwise, QuickFill will enter the jurisdiction code from the appropriate row of your tax jurisdictions table.

If the customer lives in a city or county that has a different tax rate or a separate reporting requirement, you should enter the jurisdiction code for that city or county. For example, New York City has a higher tax rate than New York State. So you'd change NY to NYC in this field. You define the jurisdiction codes and sales tax rates in the tax rate table form when you first set up your system in 'Definitions'. If you have a significant number of jurisdictions that are not for entire states or provinces, you will want to use the tax jurisdictions table for automatic assignment of jurisdiction codes in this field. (Click here for details on tax rate table definitions.)

Taxable

Enter "N" in this field if the customer is a tax-exempt organization. Otherwise leave the default, "Y."

If a customer lives in a state for which you don't collect sales tax, don't assume you should enter "N" in this field. If the customer later moves to a taxable state, or if the current state becomes taxable, you'll want to start charging sales tax on future orders. QuickFill charges the tax automatically on orders—new and renewal—that you enter after you change the state code. But it won't charge sales tax if you've marked the customer tax exempt.

Phone

Enter the customer's telephone number; entry in this field is optional.

Cell phone

Enter the customer's cell phone number; entry in this field is optional.

Fax

Enter the customer's fax number; entry in this field is optional.

E-mail 1 and E-mail 2

Enter the customer's primary and secondary e-mail addresses; entry in these fields is optional.

Miscellaneous

This field is optional and can be used to hold up to 60 characters of miscellaneous information. It is included in the Subscriptions, Prospects and Customer Data exports and may be imported using the Subscriptions, Prospects, Customer Data and Transactions imports.  It is also available  via ODBC in both the customer (CUS) and ship-to (SHP) records as CUS_MISC and SHP_MISC respectively.

ID

Enter the customer's user ID; entry in this field is optional. QuickFill does not allow the same User ID to be used for more than one customer. User IDs must be unique.

Password

Enter the customer's password; entry in this field is optional.

External ID

This field is optional. Usually it is used to link the customer record in QuickFill to another system. This might be an old subscription fulfillment system, or an external Internet service from which you import transactions. External customer IDs do not need to be unique. This means that you might also use this field to link together customers with a common characteristic. For example, you might want to tie together all of the customers that work for a large company or any of its subsidiaries. In that case you could label them all with a code that identifies the parent company.

Demographics

You'll see four numeric fields (labeled A through D) and two alphanumeric fields (labeled 1 and 2). (Click here for details on creating a choice list for this field.) Use these fields to enter any codes you like. For example, you may want to use the demographic numeric field 'A' to code customers according to company sales. A "1" means the customer's company has less than $100,000 in sales, "2" means the company has between $100,000 and $300,000 in sales, and so forth. Or you could use the alphanumeric fields to enter any data—why, for instance, you gave a complimentary subscription.

A number of the QuickFill reports let you select customers based on any of the demographic fields.

Selection flags

Each customer has eight selection flags that can be toggled on or off. These flags can be used to identify special subsets of your customer records in any fashion you choose. The reports that allow selection of customers and the two Change Series updates can use these flags as part of their selection criteria. In addition, the 'Mark Customers' update can be used to make mass changes to these flags.

Postal codes

You'll see three read-only fields ('Zip2', 'Certified', and 'Carrier Rt') and an "Address Lookup" button. These fields display the delivery point code, the address certification date, and the carrier route for each address. When adding new customers to your database, these fields are blank. If you have registered to use the USPS Verify Address web api you can correct and certify addresses (according to the requirements of the United States Postal Service) as you enter them into your database, by clicking on the "Address Lookup" button. Click here for more information on using address correction and certification software with QuickFill.

If you do not use the USPS Address Verification Service you can correct and certify addresses outside of QuickFill and then use the 'Customer data import' to import updated customer records back into your database.

 

See Also

 

Error messages

The first three digits of the zip code you entered do not match the state code you entered. If you're sure of your entries, it's possible that the post office changed the zip code ranges. If so, you can change these ranges by selecting 'Zip codes' under 'Definitions' on the main menu (click here for details on the zip code table definition).

You must enter Canadian postal codes in the format "ANA NAN," where the A's are letters and the N's are numbers. Don't forget to include the space in the middle.

The first letter of the Canadian postal code you entered is incorrect for the province code you entered. Correct either the postal code or the province code. Click here for U.S. state codes or here for a list of Canadian province codes.

You entered a foreign country code that is either incorrect or has not been defined yet. Right click once in the 'Country' field for a list of valid foreign country codes and select the appropriate one. If the country you want to use is not on the list, you must go to the 'Foreign countries' menu option under definitions and define a code for the country (click here for details on defining country codes).

The codes listed above are the only codes allowed in the 'Allowed usage' fields. Enter "Y" if the address may be rented, "N" if it may not. Enter "I" if the address is for in-house use only. Enter "R" if the address is only for sending renewals.

The codes listed above are the only codes allowed for the 'Type' (Bad/Seed) field.  Enter "B" if the customer is a "bad debt" customer or "S" if the address is a seed name (click here for definitions of "bad debt" customers and seed names).  Otherwise, leave this field blank.