Keys: CTRL+A
Use the 'Address change' transaction to change any address or demographic data for a customer.
Warning: two-party or group subscriptions
You can use the 'Address change' transaction for single subscriptions or for any of the bill-to and ship-to addresses of a group or two-party subscription. If the change involves adding or deleting an address or a change to the shipping method for any ship-to customer, use the 'Group change' transaction instead. That way, QuickFill recalculates the price of the subscription.
In order to select 'Address change' under 'Transactions' on the main menu, you'll first need to lookup the customer whose address you would like to change. (Click here for details on the lookup procedure.) You can also change customers addresses from within certain transactions (such as the payment transaction or renewal transaction).
Address changes in the audit system
When you change the address of a subscription in such a way that you replace one subscriber's name with another, the BPA requires that you report this change as a removal from the circulation list followed by an addition.
In order to meet this requirement, QuickFill displays the question shown on the screen above whenever you change the name and/or the title of a customer who has been served issues. If you answer the question by selecting "Minor correction," then QuickFill treats the change as a normal change of address and will not report it as a removal and addition.
If you answer the question by selecting "New subscriber," then QuickFill creates a "prior address" customer record for the original subscriber. You will then be able to look up the subscriber using either the old name or the new name. The prior address record is kept until the next time you run the 'Issue labels' update. At that time the prior address and new address records are used to produce "removal" and "addition" labels. The prior order address record is then automatically deleted.
Customer tab
On the 'Address change' screen, you'll see the current customer address on the same form that you use to enter a new order. The 'Customer' tab contains the customer's current address with demographic data and an image of the customer's mailing label.
Check the address data carefully to make sure you have the correct customer. If you execute an address change for the wrong customer, you may have a tough time unraveling what you did.
To change the address, just type over any fields you need to change. Use the same conventions you used for filling out the customer address form for new orders (click here for details on the customer address form).
Subscriptions tab
On the 'Subscriptions' tab (click on the tab to display it), you'll see a list of all prospect and subscription records for which the customer is listed as a bill-to or ship-to. QuickFill assumes that the address change should apply to all these subscriptions and puts an "X" next to each.
However, if the customer requests an address change for only some of the subscriptions—he or she wants one or more publications shipped to a home address, say—move the cursor to the subscription list and click on the box to the left of the prospect or subscription record(s) to remove the "X" next to the subscriptions that do not change.
Once you've finished making changes, click on "OK."
Duplicates
Any time you make an address change and then click on "OK," QuickFill searches your customer file to see if the changed address duplicates an existing one. If it finds a potential match, it displays the matching address and asks whether it's the same person. If it is not, respond by clicking on "Not the same person," and QuickFill will complete the address change leaving the two customer records separate. If the two are the same person, respond by clicking on "Same person." QuickFill displays both records and waits while you make minor corrections to resolve the differences between the two. Click here for a detailed explanation of duplicate detection.
Suspended subscriptions
When the Postal Service reports that an address is undeliverable the response is to use the Suspend transaction to suspend the subscription until you can obtain determine what the correct address should be. When you enter the corrected address QuickFill will offer to reinstate any subscriptions held by the customer that are "Suspended indefinitely".
Since the 'Address change' transaction is not a batched transaction, it is recorded in the miscellaneous batch. Click here for details on the miscellaneous batch.
Error messages
n Invalid state or province code (use ZZ for foreign countries)
Click here for U.S. state codes or here for a list of Canadian province codes.
n Invalid zip code format
Enter U.S. zip codes in either of these two formats: 12345 or 12345-6789. If you're entering a Zip+4 code, you must include the dash.
n Zip code incorrect for that state - should be xxxxx to xxxxx
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 has changed the zip code ranges. If so, you can change these ranges by selecting 'Zip codes' under 'Definitions' on the main menu (click here to see QuickFill's zip code table. or here for details on the zip code table definition).
n Invalid Canadian postal code format
You must enter Canadian postal codes in the format "ANA NAN," where the As are letters and the Ns are numbers. Don't forget to include the space in the middle.
n Postal code incorrect for that province
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.
n Invalid foreign country code
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).
n Entry must be Y/N
A person is either taxable or not—enter "Y" or "N." A customer's taxable status does not depend on where the customer is located but rather on who they are. Government agencies and churches are generally not taxable. Private persons and businesses are taxable even though they may be located in a state where you do not charge sales tax.
n Enter Y = Yes, I = In-House, R = Renewals only, N = Do not use or rent
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.
n Leave blank for normal records, or enter S for seeds and B for bad debts
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.
n You must enter either a person or a company name
You can't leave both the last name and the company name fields blank.