Renewal transaction

After you have entered an order number for the renewal, QuickFill displays the customer address, qualification data (if you have the QuickFill Audit System), and renewal order forms so that you can make any necessary changes and enter the renewal.

Customer address and qualification data form

For single orders, QuickFill displays the customer's name and address information as well as their qualification data. To make changes to the customer's address, click the "Change Address" button. For two-party and group order renewals, QuickFill will display a list of the bill-to and ship-to customer(s) from which you can select the customer whose address and/or qualification data you wish to change. Any address changes you enter on this screen take effect immediately.

In the audit system, in order to guarantee that QuickFill will properly record ons and offs (additions to and removals from the qualified circulation list) do not replace a group member by changing their name and address to that of the new member you want to add. Instead, to replace a group member with a new one, delete the old member and then add the new one.

 

Renewal order form

This screen contains the fields you should fill in to complete the renewal. On the right side is the publication code and order number of the prior order as well as a summary of the offers that were defined for the renewal effort code. On the lower right is the price that QuickFill has calculated for this renewal. (The offer summary does not appear until you have filled in the renewal effort code, and the price is not calculated until the quantity and term have been filled in.)

Response #

QuickFill automatically enters the number of the last renewal notice it generated for this customer. If the customer sent back an earlier renewal notice, enter the number of that notice. (It's the digit after the order number and dash.)

If the renewal is an advance renewal (you haven't sent any renewal notices), leave zero in this field.

Effort code

Usually, what QuickFill fills in this field is based on the response number. (If you change the response number, it changes the effort code.) It gets the effort code by using the response number to look at the renewal series that you're currently using for that subscription. However, in the case of renewals not from a series—such as advance renewals, "renewals at birth," or renewals from "wrappers"—you must enter a renewal effort code so that QuickFill can determine the terms of the renewal offer.

You can type in the correct code, or right click once to get a list of renewal effort codes from which to select.

Channel

Entering a code is optional in this field (unless you have the QuickFill Audit System and are entering a renewal to an audited publication). If you have linked your renewal effort codes to specific channels, QuickFill fills in the channel for you, otherwise enter a code here to show how you obtained the renewal—direct mail, say, or an incoming phone call. You can type in the correct code, or right click once to get a list of channel codes from which to select.

Salesperson

Entering a code is also optional in this field. If you have linked your renewal effort 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 renewal. 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

QuickFill automatically fills this field with the service code of the order being renewed. If you want to change or add a service code, type in the appropriate 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 prefills this field with the number of copies the customer received with his or her previous order. If the customer now wants to change the number of copies, just enter a different number. The change will take effect when the renewal becomes the "current" order.

Term

If you entered a term in the batch header, that term appears in this field. If the renewal effort has only one offer, or all of the offers have the same term, then that term appears automatically. If a term hasn't already been entered from one of those sources, then 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 these 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 field appears in red.

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

When entering renewal orders (via the 'Renewals' 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.

Expire issue
Last issue

If the order being renewed has not expired yet, this field displays the issue on which it is going to expire. If the order being renewed has already expired, this field displays the last issue sent.

Next issue

Enter the issue number that should be served next by typing it, or right clicking to select from a list of issues. Use this field only when renewing subscriptions that have run out. Your entry into this field will override the backstart policy that you specified on the 'Defining Publications' screen, allowing you to send more back issues than normal or none at all. (Click here for details on defining a back issue policy for renewal orders.) Note, if you enter a renewal for an order with a status of canceled, expired, or graced, the next issue number that will be served for the renewal is displayed as part of the customer's subscription history.

When you enter a late renewal (a renewal where the customer has already missed some issues), QuickFill's default is to start the renewal order with the current issue, unless you specified a number other than 0 for backstarts or an issue at which to start the renewal. (The current issue is set from the issue definition screen. Click here for details on issue pointers.)

Agency

If the customer's previous order came through a subscription agency, QuickFill automatically enters that agency's code in this field. If necessary, enter a code for the agency from which you received the renewal or right click to select from a list of agencies you've defined. (Click here for details on defining agencies.)

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 form, that amount appears here. If you didn't, and the order is paid, enter the payment amount here. Leave this field blank if you didn't receive a payment.

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

If the customer's previous order had a purchase order number, QuickFill fills that number in for you. If you have a new purchase order number for the renewal order, enter it now. If you don't have a new number, you may want to blank out the prefilled number.

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.

Shipping class

QuickFill automatically enters in this field the 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, QuickFill enters the shipping class from the previous order.  If the customer wants to change shipping methods, change this field. To select a different shipping class, right click to select from a list of shipping classes.

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 offered premiums 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.

Gift/Comp

The 'Gift/Comp' field indicates whether the renewal is to be designated as a gift or a complimentary subscription. QuickFill automatically fills this field with the gift/comp value from the previous order. When a gift order is renewed by the donee you must clear this field. By doing so, you tell QuickFill which renewal series, regular or gift, to use in the future. Leave this field blank for a normal subscription.

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 renewal series of the prior order. However, you can choose to override those definitions by entering a different renewal series or billing series code in these fields. To enter a different code into these fields, you can type in a code or right click to get a list of codes from which to select.

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 renewal notice sent to your 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 renewal, enter it in this field. Any comments that you enter will be appended to the renewal in 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, the amount appears in red.

Credit

Displays the credit, if the payment for this order, or a prior order, exceeds the amount due.

Total due

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

 

When you're through filling out the renewal 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 on "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