Keys: CTRL+N
Use the 'New orders' transaction to enter original orders. If a customer already has a subscription, or had a subscription that's now expired, use the 'Renewals' transaction to enter the order. (If the expired subscription is very old, however, you may choose to enter a new order rather than a renewal.)
If the customer already has a subscription and now wants to receive more copies of each issue, enter this request with the 'Adjust order' transaction instead of entering a second order.
Before starting to enter new orders, sort them into batches of similar types. We recommend you do the following with new orders:
Sort into batches by publication.
For each publication, sort the orders into paid and unpaid.
If any of the batches contain more than 20 or 30 orders, sort them into smaller batches by type of payment—check, credit card, and so forth.
If any of the batches still contain more than 20 or 30 orders, sort them into smaller batches by term, tracking code, or premium.
Grouping the orders into batches with similar characteristics saves you from having to type over and over data that is common to all or most of the orders. You also reduce the chance of making an error.
Fields on the new order batch screen
If there is already a new order batch that is open or there is a new order batch that has not been posted, when you start a new batch you'll see the "Unposted New Order Batches" screen. Otherwise you'll see the batch screen for new orders. On the top line are the date and the number QuickFill assigned to this batch. The next line contains the 'Declared number of items in batch' and 'Declared dollar amount of batch' fields. Enter the number of orders in the batch and the total of the payments you received with the orders into these fields. Include cash, checks, money orders, and credit card charges.
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 orders in the batch.
Remember: You can override the filled-in field when you enter an order with a different value for that field.
Publication
Enter the publication code if all or most of your orders 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 orders 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.
Term (issues)
Enter a term in this field if all or most of the orders are for the same term. If the batch contains orders for different terms, leave it blank. Remember, you designate the term by the number of issues, not the number of years. (A selection list is not available for this field.)
Start issue
Enter an issue number in this field if all or most of the orders will start with an issue other than the "new order" issue. You can type in the issue number if you know it, or 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.)
Service
Enter the service code that applies to this order. You can type in the code, or right click to select from a list of defined codes.
Payment type
Enter a code in this field if all or most of the orders include payments of the same type—cash, say, or Visa. Leave this field blank if all or most of the orders are unpaid or the payments are of different types. You can type in one of the codes from the list of payment types, or right click to get a list of payment codes from which to select.
Payment amount
Enter a number in this field if all or most of the orders include payments in the same amount. Leave a zero in this field if all or most of the orders are unpaid or the payment amounts are different.
Channel
Enter a channel code in this field if you want to assign all or most of the orders to a particular channel. You can type in a channel code, or right click to select from a list of channel codes. 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 orders. Click here for details on linking channel codes to tracking codes.
Premium
Enter a premium code in this field if the same premium was selected for all or most of the orders in the batch. You can type in the correct code, or right click to get a list of premium codes from which to select.
Agency
Enter an agency code if you received all or most of the orders from the same subscription agency. You can type in the correct code, or right click to select from a list of agencies you defined earlier. Click here for details on defining an agency.
Billing series
Renewal series
Usually you should leave these two fields blank. The billing series and renewal series are normally automatically assigned based on the series you entered on the publication definition screen or on the tracking code definition screen. However, you can choose to override those definitions by entering a different billing series or renewal series code in these fields. To override the default billing series or renewals series, you can type a different code into these fields, or right click to select from a list of codes. Click here for details on defining billing series and defining renewal series.
Single
Two-party
Group
Click on one of these buttons to indicate the type of new order you want to enter. A single subscription is one in which the person receiving the subscription is also paying for it. A two-party subscription is one in which one person is receiving the subscription and a different person is paying for it. Finally, a group subscription is one in which two or more people are receiving the subscription, but only one person is paying for it; the person paying may be one of the people receiving the subscription or may be another person altogether. Click here for more details on subscription types.
Note: entering a bill-to customer who is also a ship-to
If the bill-to for a group subscription is also one of the ship-tos, enter a quantity into the 'Quantity' field when you are entering the name and address for the bill-to.
Audit system fields
The 'New orders' transaction should be used to enter paid subscriptions and nonqualified subscriptions. The 'Controlled subs' transaction should be used for qualified nonpaid subscriptions. You could use the 'New orders' transaction for qualified nonpaid subscriptions but it is better not to. Here's why:
When you enter a new order using the 'New orders' transaction, you must specify a term (say 12 issues for a one-year subscription). On the other hand, when you enter a qualified nonpaid subscription using the 'Controlled subs' transaction, you specify the start issue and expiration issue, rather than the term. QuickFill then calculates the number of issues to be served.
If you subsequently induce the qualified nonpaid subscriber to pay for a subscription that you entered using the 'Controlled subs' transaction, the renewal transaction will automatically cancel the prior nonpaid controlled order so that the paid renewal order will begin immediately. If the prior order is a regular order created by the 'New orders' transaction, the renewal transaction will not cancel it and the paid renewal will not take effect until the prior order has been completed.
Request Type (audit system only)
The means by which you receive the request for a subscription or the information source you use to determine that the person is qualified. You can type in the correct code, or right click to get a list of request types from which to select. (Click here for a list of request types.)
Classification (audit system only)
Every subscription to an audited publication must be classified. You can type in the correct code, or right click to get a list of classifications from which to select. (Click here for a list of subscription classifications.)
When classifying a subscription in the audit system there are a couple of rules that QuickFill enforces:
Orders with a nonzero price must be classified as paid.
Qualified subscriptions with a quantity greater than one must be classified as bulk or group subscriptions. Conversely, qualified subscriptions with a quantity of one must be classified as single or association.
