On the 'Issues' definition screen, you define the issues for a publication. QuickFill needs these issue definitions to keep track of your publishing schedule.

To give you maximum flexibility, QuickFill makes no assumptions about your schedule. It will accommodate you if you publish on a regular quarterly, monthly, weekly, or daily schedule. But you could also put out a publication 13 times a year or every third Tuesday.

You define issue numbers and dates for each of your publications. The issue number is simply a sequential number that QuickFill uses to compute the issue with which each order expires. (For each subscription, QuickFill keeps track of the issue number of the next issue that you'll send to that subscriber and of the number of issues remaining in the subscription.) The issue date can be in any form you want, although using a date format that QuickFill understands will make it quicker and easier to add multiple issues to the end of your table.

You must define issues for your current issue and for enough future issues to cover your longest subscription. You must also define back issues for as far back as the first issue of the oldest subscriber that will be converted into your QuickFill database. Also, if you intend to record the sale of individual back issues in QuickFill then you should be sure to create issue definitions at least as far back as the oldest issue you have available for sale.

Defining issues

When you select 'Issues' under 'Definitions' on the main menu, you'll see a screen listing the publications defined in your database and the issue table for the first publication (alphabetically). To view the issue table for a different publication, click on that publication in the 'Pub Code' field.

For each issue in your issue table, you will see the issue number and issue date. In addition, you will be able to see the location of the current and new orders pointers as well as "Current issue," "New orders issue," "Add issues to end," "Insert issue," "Delete issue," and "Change issue" buttons. (If you are in the audit system, you will also see the audit and expire pointers and the "Controlled expire" and "Audit issue" buttons.)

Setting the current and new orders issue pointers

Setting the controlled expire and audit issue pointers

Adding new issues

When QuickFill displays the issue table, you can create another issue by clicking on "Add issues to end." If you did not use one of the preferred formats to define the most recent issue, a screen will appear and you must enter the information (issue date, calendar date, etc.) for the issue that you would like to define, and click on "OK."

If you did use one of the preferred formats for the issue date of the most recent issue, you can create multiple issues at once. The screen that appears asks how many issues you would like to add to the end of the list. Enter a number and click on "OK." QuickFill will automatically create that number of issues. It will use the same issue date format you used for the most recent issue and it will space the issue dates according to the number of issues per year you entered on the publication definition general tab.

Remember: The issue table should always continue far enough into the future to cover the expiration date of the longest subscription that you expect to enter into QuickFill.

You can, however, add issues as you need them. If you don't have enough issues in the issue table to cover the expiration of your longest subscription, you'll get a warning when you run the 'Billing', 'Issue labels', or 'Renewal notices' update. QuickFill also warns you if you try to enter an order that requires more issues than you've defined. (Click here for details on the new order entry form.)

Inserting issues

If you would like to insert an issue in the middle of the table, you may click on "Insert issue" to insert an issue where the cursor is currently located. Enter the appropriate information and click on "OK" when you are done. QuickFill will automatically renumber the remaining issues in the issue table. You cannot insert an issue between two issues that have already been served.

Warning: changing publication frequency

The ability to add and insert new issues is helpful if you have changed the frequency of your publication and you need to add future issues. However, changing your publication frequency requires you to resolve problems involving how your existing subscriptions will be fulfilled. If you change from a bimonthly to a monthly, your subscribers may be upset if they receive only six issues or six month's worth of service when they originally subscribed for one year. Click here for more information on changing publication frequency.

Deleting issues

To delete an issue from the table, move the cursor to the issue that you would like to remove from the table and click on "Delete issue." QuickFill will automatically renumber the remaining issues in the issue table. You cannot delete an issue from the table if it has already been served.

There's no need to ever delete old issues from the issue table. The issue definitions don't occupy much disk space, and they do provide useful historical information about the number of copies you served of this publication.

Changing an issue

You can change the definition of an issue by moving the cursor to the issue you want to change and double clicking on the issue, or clicking on "Change issue." You can then change any of the fields you want, except for the issue number.

Looking at the definition for an issue


See Also