Keys: CTRL+O
Use the 'Controlled subs' transaction to enter new qualified nonpaid subscriptions. In many respects this transaction is similar to the 'New orders' transaction. Here is what is different:
n The 'Controlled subs' transaction omits all fields related to price, shipping charges, and premiums.
n In the 'New orders' transaction you enter a term and QuickFill computes the expiration date. In the 'Controlled subs' transaction you enter a start issue and expiration issue; QuickFill computes the term. Typically the expiration date will be the issue just before your audit issue, three years from now. If the subscriber has not requalified by that time, then the qualification data will be more than three years old and you can no longer consider the subscriber to be qualified.
Before starting to enter controlled subscriptions, sort them into batches of similar types. We recommend you do the following with controlled subscriptions:
n Sort into batches by publication.
n For each publication, sort the subscriptions by tracking code.
n If any of the batches contain more than 20 or 30 orders, sort them into smaller batches by source (request type) and classification.
Grouping the orders into batches with similar characteristics saves you from having to type over and over data that are common to all or most of the orders. You also reduce the chance of making an error.
Fields on the controlled subscriptions batch screen
When you start a new batch, you'll see a batch header form. On the top line are the date and the number QuickFill assigned to this batch. Enter the number of subscriptions in the batch on the second line, then either fill in or leave blank the remaining fields. Fill them in if they have a value that is common to all—or most—of the subscriptions.
Publication
Enter the publication code if all or most of your subscriptions are for the same publication. You can type in the correct code, or right click to get a list of publication codes from which to select.
Tracking code
Enter a code in this field if all or most of your subscriptions have the same tracking code. You can type in the correct code, or right click to get a list of tracking codes from which to select.
Channel
Enter a channel code in this field if you want to assign all or most of the subscriptions to a particular channel. You can type in the correct code, or right click to get a list of publication codes from which to select. If you have linked the tracking code to a specific channel, then QuickFill will fill in the 'Channel' field for you when you enter the subscriptions.
Service
Enter a service code, if applicable, in this field or right click to select from a list of defined codes.
Start issue
Enter an issue number in this field if all or most of the subscriptions will start with an issue other than the 'New order' issue. Right click to select from a list of issues you've defined for the publication. (You set the 'New order' issue by choosing 'Issues' under 'Definitions' on the main menu. Click here for details on issue pointers.)
Expire (issue)
Enter an issue number in this field if all or most of the subscriptions will expire with an issue other than the 'Controlled expire' issue. Right click to select an issue from a list of issues you've defined for the publication. (You set the 'Controlled expire' issue by selecting 'Issues' under 'Definitions' on the main menu. Click here for details on the 'Controlled expire' issue pointer.)
Request type
If you know the three-character code for the request type that you want to use, you can type it here. Otherwise, right click to select from a list of request types. Entering the request type here is useful if all or most of the subscriptions were requested in the same manner. (Click here for a list of request types.)
Classification
If you know the three-character code for the request type that you want to use, you can type it here. Otherwise, right click to select a subscription classification if all or most of the subscriptions are to be classified the same way. The only classifications allowed for controlled subscriptions are "Nonpaid single" or "Nonpaid bulk." All other classifications should be entered using the 'New orders' transaction. (Click here for a list of subscription classifications.)
After you have finished entering a controlled subscription order and have clicked on "OK" to save it, QuickFill returns you to the batch header form. The batch header now shows you a summary of the transaction(s) you've just entered on a line(s) on the bottom half of the screen. (You'll see the customer name, their company or city and state, and their zip code for each order entered.) If the batch is balanced it will ask you if you want to post it.
