For each customer entered through the 'New order' transaction, 'Controlled subscriptions' (audit system only) transaction, 'Add bill-to' transaction or changed through an address change, QuickFill searches your customer database to see if the customer is already on file. If QuickFill finds a potential match, it displays the images of the mailing labels of the "new" customer and the matching customer and asks you to decide if the person you entered and the person it found are one and the same.
If there is more than one possible duplicate, the number of duplicates is shown on the top right corner. You can use the "Show me the next match" and "Show me the previous match" buttons to review each address.
If the customers are not the same, click on "Not the same person", and QuickFill will create a new customer record for the order. For new orders and controlled subscriptions, you can also click on "Reject this record" and QuickFill won't save the order.
When you tell QuickFill that a customer is, in fact, the same as another customer who is already on file, QuickFill checks to see if the existing customer already has a subscription to the publication for which you're posting the new order. If he or she does, QuickFill asks you to confirm that you really want to accept the new order.
When you click on "Same person," QuickFill displays both records and waits while you make minor corrections to resolve the differences between the two. This screen has three buttons that can assist you in reconciling the two address records.
Swap—clicking this button causes the two records to be reversed. The record that was on the left will now be on the right and the record that was on the right will be on the left. The record on the left is the one that will be saved when you finally click the OK button.
Copy Field—use this button to copy a single address field from the right side to the left side. Click inside any field on the left side of the screen, then click the Copy Field button and the data will be transferred from the right to the left side.
Merge—use this button to automatically copy data that is missing on the left side but present on the right side. This is helpful in avoiding the loss of valuable information such as the sex, telephone number, fax number, E-mail address, user ID, password, demographic fields, and the last 4 digits of a 10 digit zip code. If the record on the right side contains data for one of these fields and the one on the left does not, then the data is automatically copied to the left side.
Hint: Address matching
QuickFill matches an address by looking at the country code, zip code (or postal code), "soundex" code of the last name and company, and the criterion that you established on the "Address matching preferences" screen. Only if QuickFill scores the record with a value greater than or equal to the one that you specified in the "Minimum score for a 'near' match" field, will the record be considered a match.