Fix Orders Update

Use the 'Fix Orders' update to make mass changes to order records. Possible applications include:

The filter screen for the 'Fix Orders' update is divided into several tabs, each of which has two distinct areas. On the left side of each tab are the fields that you fill in to identify the orders that are to be changed— these are the "match criteria". On the right side are the fields where you fill in the values that you wish to change. Suppose you need to change the starting issue of all new orders that were entered yesterday to next month's issue (issue number 58). Your "match criteria" are new orders with yesterday's date, so on the left side on the 'Order date' line you fill in yesterday's date and on the "New or renewal" line you select 'New orders'. On the right side of the 'Fulfillment' tab, on the 'Next issue' line, you fill in the desired starting issue number of 58.

'Match if blank' check boxes

Some lines of the filter have a check box labeled 'Match if blank'. Check this box if you wish to select orders that have no value in that field. For example, suppose you imported some subscriptions and forgot to provide a value for the channel code. You could correct this by filling in the batch number of the import batch on the 'General' tab, and then on the channel code line of the 'Codes' tab check the 'Match if blank' box and fill in the desired channel code.

'Clear' check boxes

Leaving a code value or date field blank is the same as saying "take no action on this field", so in order to provide a way to blank out code values there are some fields that have a check box labeled 'Clear'. Check that box if you want to blank out the field in the order record, removing any existing value.

The purpose of many of the fields on the 'Fix Orders' update screen are self-evident. What follows are descriptions of those fields that merit more information.

General tab

'Test run only, no changes will be made' check box

Leave this box checked and the 'Fix Orders' update will produce a report listing the changes that it would have made but no actual changes will be made. Every order that would have changed will be listed by order number together with a detailed description of the changes made.

The 'Fix Orders' update is a very powerful tool that can save you a lot of time and effort. It can also be a very dangerous tool. It is easy to make changes to orders that you did not intend to make. So please, test your changes carefully before committing them. Do a test run first to verify that the number of orders changed matches your expectations. Also spot check the list of orders changed to verify that those are indeed the orders that you wanted to change.

Publication

You must enter a publication code. Wild cards are permitted.

Subscription status

Enter one or more status codes to restrict your changes to only those subscriptions that have the specified status. Typically you will want your changes to affect orders in active subscriptions only, in which case you should enter a code of 'A' (or both 'A' and 'G' if you want to include graced subscriptions).

Please be aware that this filter field is for the subscription status, not the order status. Active subscriptions can contain orders that are expired. Typically you will want to enter additional match criteria in the other fields so that old history orders are not changed.

Subscription order

Select the 'Any order' option to apply your changes to any order in a subscription.

Select the 'Current order' option to apply your changes to the order from which issues are currently being served (or for suspended subscriptions, the order that would be served if the subscription were not suspended.)

Select the 'Most recent order' option to apply your changes to the last order in the subscription.

Internet orders

(For systems with the QuickFill Internet Extensions). Choose whether you want to select all types of orders, all orders except Internet orders, or just Internet orders.

Controlled orders

(For systems with the audit feature). Choose whether you want to select all types of orders, all orders except controlled orders or just controlled orders. A controlled order is a zero-priced order that may be canceled at the whim of the publisher.

Update historical record of issues served

(For systems with the audit feature). For an audited publication, whenever you change the classification, request type, service code or quantity the question arises as to whether you meant this change to apply retroactively or not. For example, suppose you created a group of controlled subscriptions that were classified as "Paid association deductible". After serving several issues to this group you realize that you should have classified them as "Paid association non-deductible". In this case you want the change in classification to retroactively apply to the issues already served so that the issue-by-issue counts in the Publisher's statement are accurate. That is what will happen if you leave this box checked. If you uncheck this box then the change in classification will only apply to those issues that are served from this point forward.

Remove orders that match the criteria

You might use this feature to remove orders that were imported by the subscription or transaction importer where the orders have the wrong data and you want to remove them so you can import them again with the correct data.

If a subscription has only one order then the 'Fix orders' update will delete the order record and the subscription record.  Furthermore, if the subscription is the only one for that customer and the customer does not have any prospect or ship-to records, it will also delete the customer record.

 If a subscription has several orders, including one or more renewals, then the 'Fix Orders' update will only remove the most recent order.

The removal of orders with non-zero dollar fields (for example price, shipping or payment) will have accounting affects.  You might see a drop in the earned or deferred income for the current accounting period or a change to your accounts receivable.

Fulfillment tab

This tab contains the fields that control the fulfillment of the order by the 'Issue labels' update.

If you made a mistake in setting the starting issue of a batch of orders and now find that the 'Issue labels' update has created a lot of unwanted back issue labels you can reset those orders back to their initial unserved state by clearing the 'Served issues', 'Prior issue' and 'First issue' fields. Also be sure to set the 'Next issue' field to the correct starting issue for the order.

Served issues

This is the number of issues that have been served for the order. Be careful when setting up match criteria that look for orders that have never been served an issue. QuickFill does not increment the 'Served issues' field for complimentary orders— they may have been served many issues but still have a value of zero in the 'Served issues' field. When looking for orders that have never been served an issue it is best to search for non-zero values in the 'Prior issue' field.

Next issue

This is the next issue number to be served to the order. For new subscriptions that have never been served an issue, this field represents the first issue number that will be served. Note, however, that this field is never set for future orders (advance renewals)— it will be set automatically by the 'Issue labels' update when the prior order expires. Orders that have a status of "suspended indefinitely" also have no value in the 'next issue' field— it will be set when the subscription is reinstated.

Prior issue

This is the most recent issue number to be served to the order. If the order has never been served an issue then this field will contain a zero. If you make an adjustment to this field, the 'Fix Orders' update will automatically make the corresponding corrections to the served issue records that are linked to each subscription. This is particularly important for audited publications where it is necessary to keep accurate counts of the number of copies served for each issue.

First issue

This is the first issue that was served to the order. As with the 'Prior issue' field, if you make an adjustment to this field, the 'Fix Orders' update will automatically make the corresponding corrections to the served issue records that are linked to each subscription.

Set expiration to

Use this field to extend or reduce the term of subscriptions. QuickFill will set the term extension field of the most recent order to whatever value is necessary to ensure that the subscription expires on the issue number you specify. If you extend the expiration of a subscription it will set the term extension to a positive value. If you reduce the expiration it will set the term extension to a negative value.

You cannot change the expiration of subscriptions that are suspended indefinitely because their expiration issue is indeterminate. QuickFill cannot tell when they will expire until they are reinstated. Similarly you cannot change the expiration of a complimentary subscription— they never expire.

Activate expired subscriptions

Use this check box in conjunction with the previous field. If you check this box then the 'Fix Orders' update will reactivate expired subscriptions that are now owed issues.

Codes tab

Order source

To change the tracking code of a subscription, select 'New orders' on the 'General' tab and enter the new tracking code on the right side of the order source line.

For new orders the order source code is the same as the subscription's tracking code. For renewal orders the order source code is a renewal effort code. For requalification orders the order source code is a requalification source code.

Shipping class

For single and two-party subscriptions using the shipping class in your match criteria or changing the shipping class from one code to another is straightforward. This is also true for group subscriptions provided all of the members of the group have the same shipping class. Occasionally you may encounter a group subscription where some of the members are located overseas and have their copies shipped by air mail or some other special delivery method. In those situations the shipping class code in the order record will contain an asterisk (*) to indicate that the shipping classes are not uniform for all of the group members. The 'Fix Orders' update will report an error if you attempt to change the shipping class of a non-uniform group. Using the order numbers listed in the report you can make the changes manually (you will need to use the  'Group change' transaction to do so). If you have many non-uniform group subscriptions then call technical support and ask for the FIXSHIP utility. This utility can perform a global replacement of one shipping class code with another, including for non-uniform groups. It does not, however, have the ability to do selective replacements of the shipping class codes.

Gift/Comp

Gift orders have a code value of 'G' in this field. Complimentary orders (free orders that continue until canceled) have a code value of 'C' in this field.

You can exclude complimentary orders by checking the 'Exclude' box and entering a code value of 'C' on the left side.

You can select orders that are neither gifts nor complimentary by checking the 'Match if blank' box.

Premium

Use the premium field and the associated check boxes to send premiums to orders that were entered without premiums, or to globally change one premium code to another.

Qualified to receive

Set this flag if you want to indicate that the selected orders are now qualified to receive the premium and that a label for the premium should be generated the next time you run the 'Issue labels' update. Clear this flag if the premium should only be sent when the order has been paid. Do not clear this flag if the order has already been paid, otherwise QuickFill will eternally wait for a payment that will never arrive and the premium will never been sent.

Deliver with issue

Some premiums, such as editorial reprints, are small enough or light enough that they can be enclosed with an issue. Set this flag if this premium is one of those. Clear this flag if you want QuickFill to generate a separate label for the premium so that it can be mailed separately from the issue.

Deliver to bill-to

For two-party subscriptions set this flag if you want the premium to be mailed to the bill-to customer (the person who paid for the subscription). Clear the flag if you want the premium to be mailed to the ship-to customer (the person that receives the issues.

Has been sent

When QuickFill creates a label for mailing the premium it sets this flag. You should clear the flag if you wish to resend the premium.

Price/Payment tab

Total refunded

This is the total amount of all refunds that have been made for this order. It is cumulative. If you refunded $10 a month ago and then refund another $20 today then this field will contain $30.

Refund pending

This is the refund amount that is currently owed to the customer. Orders with non-zero amounts in this field will be reported the next time you run the 'Refund' update. After the 'Refund' update has been run the 'Refund pending' field will be set to zero.

Unlike the 'Total refund' field this field is not cumulative. If you refunded $10 a month ago and now wish to refund another $20 then this field should contain $20, not $30.

Full refund, Prorated refund, Undo refund

Use these check boxes to force issuance of a refund. You can either issue a refund equal to the total amount paid, or a prorated refund that is calculated based on the term of the order and the number of issues already served. You can also undo a refund that was previously scheduled, but has yet to be completed. Credit card refunds that were processed through QuickFill are completed immediately. All other refunds are finalized when the refund update is run.

Billing/Renewal tab

On this tab you can select orders based on their billing or renewal series or policies, or make changes to those series or policies. You can reposition an order within its billing or renewal series, perhaps starting it over at the beginning of the series.

Date first bill sent

This is the date that the first bill was sent (usually by the 'Billing' update but possibly by the 'Issue labels' update if the billing policy was set to send the first bill with the first issue). You can use this field in your match criteria to select orders based on when they began the billing process. If you wish to reset the order to begin the billing series anew, then you should clear this field together with the 'Date last bill sent' and the 'Last billing effort #'.

Date last bill sent

This is the date the most recent bill was sent. QuickFill uses this field in conjunction with the 'Next' column of the renewal series to determine when it is time to send the next bill. You can reset this date to a future date if you wish to delay the sending of the next bill, or you could set it to a date in the distant past if you wanted to send the next bill right away. If you wish to reset the order to begin the billing series anew then you should clear this field together with the 'Date first bill sent' and the 'Last billing effort #'.

Last billing effort #

This is the effort number within the billing series that was most recently sent. You can shift the order backwards or forwards within its billing series by changing the effort number, or you can reset it back to the beginning by clearing the effort number (if you do that then clear the 'Date first bill sent' and 'Date last bill sent' fields too). Although there is no way to subtract one from the effort number you can work around that by running the 'Fix Orders' update once for each possible effort number. For orders that contain an effort number of 1, change them to 0. For orders that contain an effort number of 2, change them to 1, and so on until you have covered all of the possible effort numbers in the billing series.

First bill policy

The policy of how and when the first bill of a new order is sent is determined by either the offer that is linked to the tracking code or by the publication policy. Wherever the policy may come from, it is stored in the order record, so subsequent changes to the policy in the offer or publication definition do not affect existing orders. You can use the 'Fix Orders' update to make changes to the billing policies stored in existing new order records.

Order written off

When the write-off flag is set any unpaid balance in the order is written off. No further bills will be sent. Usually this happens after the last effort in the billing series is sent, but you can use the 'Fix Orders' update to write off an order earlier than that. Conversely you can use the 'Fix Orders' update to unset the write-off flag and restart the billing (you will also need to change the last billing effort sent if the order reached the end of its billing series).

Cancel bill sent

The cancel bill is an extra effort that is sent after the last effort in a billing series has been sent. The amount billed is a prorated amount based on the price of the order and the number of issues already served. In general you should set or clear the cancel bill flag in tandem with the write-off flag. Set them together, or clear them together.

Customer tab

The customer tab contains several fields that allow selection of the orders based on the values in the associated customer record. These include country, zip code or postal code, state, random numbers and demographic codes.

For two-party subscriptions you can choose whether the customer match criteria apply to the bill-to or to the ship-to customer. For group subscriptions the customer match criteria always apply to the bill-to customer.