New order transaction screen

When you enter a new order, QuickFill displays the customer address, qualification data (if you have the QuickFill Audit System), and new order forms. Please note, the qualification data form only appears if you enter an audited publication into the 'Publication' field.

Customer address and qualification data forms

For single orders, QuickFill displays the customer address form as well as a qualification data form. For two-party orders, QuickFill displays a bill-to, ship-to, qualification data and order forms. For group orders, QuickFill displays a group member form from which you can enter the bill-to and ship-to customer(s) and their qualification data as well as the order form.

When you have completed the customer address and qualification data forms, click on the "Order" tab to move to the order form.

Order form

The order form shows the fields you should fill in to complete the order. On the right side is a summary of the offers that were defined for the tracking code, and toward the bottom of the screen is the price that QuickFill has calculated for this order. (The offer summary does not appear until you have filled in the tracking code, and the price is not calculated until the quantity and term have been filled in.)

In addition, there are several other fields on this screen. Notice the 'Comment' field for entering any additional information that you would like to include with the new order; comments appear in the subscription history.

Publication

You originally entered the publication on the batch header or the customer address screen. If you made a mistake and started entering an order for the wrong publication, simply change the code here.

Tracking code

If you didn't enter a tracking code on the batch header, enter one here. You can type in the correct code, or right click to get a list of tracking codes from which to select. Once you have entered a tracking code, the list of offers defined for that tracking code will appear on the right-hand side.

Channel

You may have linked the tracking code to a specific channel, in which case QuickFill will have filled in the channel field for you. Alternatively, if you are using channel codes to represent something that varies from order to order (such as a salesperson), then enter the channel code now. You can type the code directly in the field, or right click to get a list of channel codes from which to select.

Salesperson

Entering a code in this field is optional. If you have linked your tracking codes to specific salespersons, QuickFill fills in the salesperson for you, otherwise enter a code here to show the salesperson from whom you received the new order. You can type in the correct code, or right click once to get a list of salesperson codes from which to select.

Classification (audit system only)

If you didn't enter a classification on the batch header, enter one here. You can type in the correct code, or right click to get a list of classifications from which to select. (Click here for a list of subscription classifications.)

Request Type (audit system only)

If you didn't enter a request type on the batch header, enter one here. You can type in the correct code, or right click to get a list of request types from which to select. (Click here for a list of request types.)

Service

Enter the service code that applies to this order. You can type in the code, or right click once to select from a list of defined codes. 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 for the order you are entering to zero.

Copies

QuickFill pre fills this field with a '1'. If the customer requested more than one copy, enter the number here.

Term

If you entered a term in the batch header, that term appears in this field. If the tracking code has only one offer, or all of the offers have the same term, then that term appears automatically. If you haven't already entered a term from one of those sources, enter a term now. The term you enter should match one of the offered terms. Don't include any free issues that may be part of the offer. QuickFill automatically adds on the free issues.

You can enter a term by clicking on one of the lines in the offer list, typing one into the field, or right clicking (or pressing F2) to select from a list of terms/offers.  If you select a term by clicking on one of the offers in the offer list or right click (or press F2) in the 'Term' field to select one from the selection list, QuickFill will set the term and service code fields to the values in the selected offer.  It does not set the quantity field because the quantities in the offers are minimum values, not exact values.  If you click on an offer that has a minimum quantity larger than the current quantity, the quantity will appear in red until you fix it.  If you don't fix it, the quantity will be considered to be an override.

After you have entered a term, QuickFill highlights the offer that matches the quantity, term, and service code you entered on the summary display to the right. The price, tax, and shipping are then automatically calculated and displayed on the lower right.

Once an offer has been selected and highlighted as described above, you have the opportunity to override the term by entering a value that is not listed on the offers. If you do so, the term is displayed in red.

You don't have to use the offers that are defined for the tracking code. You can select from any of the offers that have been defined for the publication by right clicking in this field. This allows you to use any price/term combination you wish, not just those that are normally associated with the tracking code. Be sure you have a good reason for doing so though.

When entering new orders (via the 'New order' transaction or the 'Transaction import'), if any of the offers have a service code associated with them then the service code you enter must match the service code in the offer for the offer to be highlighted and selected.  If you select an offer using the F2 key and the service code in the offer you choose does not match the service code you entered then you will get a warning.   Note:  A blank service code will match only those offers that do not have a service code.

Start issue

The starting issue you entered in the batch header appears here. If you didn't specify a starting issue, this field contains the new order issue. (The new order issue is set from the issue definition screen. Click here for details on issue pointers.) If the customer asked that you start his or her subscription with some other issue, right click to select from a list of issues you've defined for the publication. If you have already served some of the issues, enter the issue number that you would like QuickFill to serve next in this field and then enter the number of issues already served in the 'Served' field.

Shipping class

Enter the code for the shipping class you'll use to send issues to this customer. You define the shipping classes on the system preferences screen and the defaults (see next paragraph) on the publication definition form (click here for details on the publication definition shipping tab). You can type in the code, or right click (or press F2) once to select from a list of codes.

QuickFill automatically enters in this field the default shipping class associated with the service code entered for the order.  If the order's service code does not have a default shipping class specified or the order does not have a service code, the publication's default shipping class for customers with domestic or Canadian addresses is entered or, for foreign addresses other than Canada, the shipping class is obtained from the publication screen if a foreign shipping class is specified there, otherwise from the foreign country table.

If all of the members of a group subscription have the same shipping class code, that code is displayed in the 'Shipping class' field.  If the members have different shipping classes, an asterisk will be displayed instead.  Either way, you can enter a new shipping code into the 'Shipping class' field and that code will be applied to all of the members in the group.  

Premium

When you move the cursor to this field, QuickFill shows you a list of premiums attached to the selected offer in the offers window. If you entered a premium code in the batch header or if the offer has only one premium listed, that premium code appears in this field. If the offer includes more than one premium and the customer chose one, enter the premium code here. You are not limited to the offered premiums. If you wish, you can award a premium that is not included on the selected offer by right clicking in this field and selecting from the list of defined premiums. When you override the premium field in this fashion, the premium fulfillment policies specified on the selected offer are used—make sure they meet your requirements.

Agency

If you entered a subscription-agency code in the batch header, that code appears in this field. If you didn't, and the order was placed through an agency, enter the agency code here. Right click in this field to select from a list of agencies you've defined.

Payment type

If you entered a payment type code in the batch header, that code appears in this field. If you didn't, and the order is paid, enter the payment type code here. You can type in a code or right click to get a list of payment type codes from which to select. Leave this field blank if the order is unpaid.

Amount

If you entered a payment amount in the batch header, that amount appears in this field. If you didn't, and the order is paid, enter the payment amount here.

Payment account

If payment was by check or wire transfer, enter the number here. For credit card payments processed online through QuickFill the last four digits of the credit card number will automatically be filled in. For credit card payments processed outside of QuickFill you may enter the last four digits of the credit card number if you know it. Do not enter complete credit card numbers.

Purchase order

Enter the customer's purchase order number here.

External order ID

This is an optional field. You might use this to store the order number from a subscription agency, thus tying together all of the individual orders in QuickFill that were received as a single order from the agency.

Gift/Comp

The gift/comp field indicates whether the order is to be designated as a gift or a complimentary subscription. Leave it blank for a normal subscription.

When you enter the tracking code QuickFill fills in this field with the value you specified in the gift/complimentary field of the tracking code definition screen. If you have defined special tracking codes for all of your gift and complimentary subscriptions, then you will never have to fill in the gift/comp field yourself. However, you may promote both regular and gift subscriptions using a single tracking code, in which case you will need to fill in the gift/comp field to indicate which orders are gifts and which are not.

Click here for details on how to enter limited term complimentary subscriptions.

Served

If you have already served one or more issues of the subscription, enter the number you served in this field. The next issue to be served will be the one specified in the starting issue field.

Miscellaneous

Use this 12-character alphanumeric field to enter additional information you may wish to record for this order. The contents of this field can be exported as well as accessed via ODBC. This field is also included in the issue label files created by the Label Splitter.

Renewal series
Billing series

Usually you should let QuickFill fill in these fields for you. QuickFill automatically assigns the renewal series and billing series based on the series you entered on the publication definition screen or on the tracking code definition screen. However, you can choose to override those definitions by entering a different renewal series or billing series code in these fields. You may type the appropriate code into these fields, or right click in these fields to select from a list of defined codes.

If the new subscriber elected to have his subscription automatically renewed (see below) then you may want to override the renewal series that will be used. Why? You may want to change the timing of the first renewal effort (and thus of the automatic renewal.) You also probably don't want to mix the statistics for automatic renewals with non-automatic renewals in your renewal reports. One way to do that is to use different renewal series for automatic and non-automatic renewals.

Automatic Renewal

The promotion sent to your new subscriber may have offered them the chance to have the subscription automatically renewed when it nears expiration. You can use these fields to record their choice. Choose "No" if the subscription should not be renewed automatically. Choose "Yes, send bill" if it should be renewed automatically. A bill for the amount due will be produced when it is renewed. Choose "Yes, using credit card" if it should be renewed automatically using a stored credit card number.

Comment

If there is any additional information that you would like to include for this order, enter it in this field. Any comments that you enter will be appended to the subscription history.

Price
Tax
Shipping

QuickFill automatically computes the price, tax, and shipping based on the selected offer, the term, the quantity, the agency discount, and the location and tax jurisdiction of the customer. Occasionally you may have the need to override QuickFill's calculations because of a special offer made to a particular customer, or because QuickFill's pricing scheme does not exactly match your own. In that case you can adjust the price, tax, or shipping by entering a new value into one of these fields. If you do, then the amount appears in red.

Total due

Displays the total dollar amount that is due for the new order; this is the total of the price, tax, and shipping fields.

 

When you're through filling out the order form, click "OK" to save it. If you entered a credit card payment type (but not one of the "pre-processed" types), QuickFill will display a pop-up screen on which you can enter the credit card number, expiration date and CVV2 value. The credit card payment will be validated and processed online, immediately. Once the credit card transaction has been accepted QuickFill will save the order information and return you to the batch header form where you will see a summary of the transaction you've just entered on a line on the bottom half of the screen. If the batch is now balanced QuickFill will ask you if you want to post it.

Sometimes a customer may send you a payment that is a little over or a little under the offered price. When you click "OK" to complete the order and QuickFill discovers that the payment does not match the price, it will present you with a list of options. One of the options is to make the price match the payment. If you choose to do so, QuickFill will adjust the price, tax, and shipping by the same percentage so that the total due comes out exactly the same as the amount paid. You will also be asked if you want to adjust the term to reflect the change in the price.

See Also