The topics covered in this section are as listed below:

• Naviga Circulation and the Setup Process

• Navigating in Circulation Setup

• Navigating in Graphical Setup

• Using this manual

Welcome to the Circulation Setup Manual. This user guide was created with the intention of providing documentation for anyone who uses Circulation on a regular basis. Because the majority of users would have access to the features that are covered in this document, it was created with the intent that any user of Circulation could read it.

This chapter describes options on the Subscription menu, where you set up valid values for address and occupant elements, such as cities, street types, and dwelling types. Special codes that should be set up for transactions (source codes, reason codes, complaint codes and other codes) are also discussed here.

What you set up here will impact the daily activities in the Customer Service window (where most customer activity takes place).

For a discussion of how Circulation stores address and occupant information, see the User Manual.

The Setup Manual is organized according to the menu structure of Circulation Setup—each submenu on the main Setup menu is a chapter in the manual. Each chapter has an introductory section which ties together the menu items that will be discussed and relates them to the functioning of the system as a whole. The rest of the chapter discusses each menu option in order. The discussion has four basic parts:

• An introductory section explains the use of the option.

• A numbered procedure describes how to add the particular setup item.

• The fields are listed in a table with three columns:

  • The “Field” column gives the field name.

  • The “Type” column indicates the field type (open, integer, decimal, setup, predefined, yes/no, date, display). In the case of an open, integer, or decimal field, the length of the field is also indicated.

  • The “What to enter” column describes the type of information that should be entered in the field.

• Within the procedure, the screen is shown, with an example of an item being added.

The Graphical Setup module has the same menu layout as character Circulation. In the case of Graphical Setup, all items are listed on the menus, but those only available in character are grayed out.

In most Graphical Setup options, existing records are shown in a list in the top part of the screen, where they can be selected for modification. New records are added in the bottom part of the screen.

Instead of strip menu items, in Graphical Setup you click icons or buttons to add, modify, and save setup records:

Options on the Subscription menu enable you to set up and maintain Circulation records relating to addresses and occupants, such as cities, states, Zip codes, dwelling types, occupant types, and demographics. Source, reason and complaint codes are also set up on the Subscription menu.

The topics covered in this section are as listed below:

You must define a country ID for each country in which you do business. Only countries set up using this option can be entered in Circulation addresses. However, several countries will be preloaded in your Circulation system. Countries are necessary for setting up many other address elements, such as states and cities.

To add a country ID:

1. Select Country from the Address menu to display the Country window.
2. Click the Add icon and complete the following fields.

   Field

   Type

   What to enter
3. Click OK to save the country in the database or Add Another to save the existing record and add another country ID.

Naviga Circulation allows newspapers to distribute their publications and manage their carrier/dealer and subscriber accounts. The way Circulation handles these two basic tasks— accounting and distribution—can be illustrated by the input-output model below.

Data enters the system primarily through Setup, Customer and Route Services, and Payment Entry:

• Information necessary for the system to function, such as publications, accounts, routes, trucks, and rates, is entered as part of the setup process. After initial setup, there is little activity in this area.

• Customer Service information includes transactions such as new starts, moves, complaints, and transfers. Address and occupant information is also part of Customer Service.

• Route Service information includes returns, draw changes and shortages.

• Payment Entry includes the entry of both account and subscriber payments.

The output data is used for either distribution or accounting purposes:

• Bundle tops and truck manifests allow the carriers, truck drivers, and distribution personnel at the newspaper to distribute their product. Mail labels can also be printed for mail subscribers.

• Account bills and subscriber renewal notices are the chief output on the accounting side. General ledger information can also be communicated to the newspaper’s general ledger system.

• Reports provide statistical data on a large variety of subjects.

Of the areas listed above, the only topic discussed in this manual is Setup. The diagram below illustrates where each setup item will most influence the four major areas of Circulation—Services, Accounting, Distribution, and Reports. Background items common to all areas are listed under “Circulation Database” in the center.

This manual will be your guide to setting up the Circulation software. During the critical period, however, you will likely have additional training from Newscycle implementation personnel. You may be asked to fill out worksheets for some setup items and, in some cases, to take part in a conversion process, where data from another system is loaded into Circulation.

Census tracts are government-defined geographic boundaries used to facilitate processing the census. A list of census tract/blocks is available from the county in which the census tracts/blocks are located. You may enter this information manually or access census block/tract information from various vendors.

This setup procedure is optional. If you use census tract information for Targeted Marketing, InsertPlus, and/or market-penetration purposes, set up this file so that Circulation attaches the appropriate descriptions to each census tract/block and address in your database.

To set up valid census tracts and blocks:

• In character Circulation, select Census Tract/Block from the Address menu to display the Census Tract Setup screen.
• Select Add and complete the following fields.

  Field

  Type

  What to enter
• Select Specifics, if desired, and enter census blocks for this census tract (see below).

• Select Accept to enter census tract and block information into the database.

• Set up more census tract/block information, or press F4 and select Exit to exit to the Setup menu.

Specifics, Census Block

Census tracts are broken down into smaller areas known as census blocks. Follow the procedure below if you choose to define census blocks for a particular census tract.

To set up valid census blocks:

• Select Specifics | Census Block from the Census Tract Setup screen.
• Select Add and complete the following fields.
• Select Accept to enter the census block in the database.

• Set up more census blocks, or press F4 and select Exit to return to the Census Tract Setup screen.

This section guides the user through the menu options that are available under the Address menu.

This section describes how to move around within Circulation’s character interface to select menu options and perform tasks. Many setup items now use a graphical interface. Menu paths given in this manual refer to the graphical interface, unless the character interface is specifically mentioned (e.g. “In the character interface, select Publication from the Business | Products menu”).

Using the menus

You navigate in Circulation Setup by using menu options. For example, by selecting Setup from the Circulation main menu you access the Setup menu, where all setup options are located.

Menu options are also used to perform actions, such as accepting information into the database. Circulation uses several different menu formats, described below.

Strip menus

Strip menus have two or more options arranged horizontally across the top of the screen (right and left arrows scroll the menu). The Setup menu is an example of a strip menu. Within each option, strip menus display actions that can be taken. For example, the screen below shows the initial strip menu that appears on the Country Setup screen. You can Add, Modify, and Delete a country record, as well as Copy, Find, display the Next or Previous record, and so on.

Some frequently occurring strip menu options are:

• Add. This is an option that you will use quite often; you select it to set up new items, run reports, and perform other activities that involve new information.

• Copy. Select this option to copy information entered in one record to another record. For example, suppose you are setting up a number of accounts, each of which has similar information. Enter data for the first account, and then select Copy. Indicate your first account as the one to copy from, and the next account as the one to copy to. The data from the first account will automatically appear below the name of the second.

• Next and Prev. Select these options to move from one record to another within an option. For instance, in Account Setup, you can move from one account record to another.

• Modify. Select this option to modify records that have already been entered.

• View. Select this option to view records or files (no modification allowed). Viewing files is a convenient way to display all of the records set up for a given files (for example, all of the routes that have been set up). Once displayed, you will have the option to print the file contents.

• Default. Like Copy, Default comes in handy when you have many records to enter with similar information. Select Default and enter information that should be defaulted. Then, when you add new records, the defaults will appear automatically.

• Continue. Once data has been entered for a menu item, select Continue to carry out the function of the item (such as create a report). This option is not present among setup items.

• Delete. Once a record has been entered into the database, to remove it you must select Delete. Some options do not have a Delete menu item. In these options, you must enter end dates for records rather than delete them.

• Find. Use Find to bring up a particular record. When you select this option, one or more key fields will open for the entry of search criteria. This function is similar to Modify and View.

• View/Print. If you are printing a report, this option will appear on the strip menu; it allows you to change your view/print settings. The view/print settings are what determines if the report will be viewed, printed, and/or saved. This option is not typically present among setup items.

• Accept and Reject. These options appear after data has been entered on a screen. Selecting Accept will enter the data into the Circulation database; selecting Reject will clear the screen without adding the data to the database.

• Specifics. Some menu options have suboptions, which appear on a menu when you select Specifics. During account setup, for example, a number of specifics are available. You may or may not be required to enter specifics information, depending upon the option.

• Exit. Select Exit to exit from the menu option. If you are in a setup option, you will typically end up on the Setup menu.

Pull-down menu

Often, when you select a strip menu option, another menu will pull down (rather than displaying a different screen). This is known as a pull-down menu and is illustrated in the figure below. Pull-down menus can be navigated with up and down arrow keys. Items on the Setup menu, except Exit, are pull-down menus.

Pull-out menu

Some pull-down menu options have what is known as a pull-out menu, which extends to the left or right of the pull-down menu, as shown in the figure below. You can navigate this menu with up and down arrow keys.

Using the screens

Once you access a menu option, the cursor will rest in the first field on the screen (in the figure below, the field name is State).

Information entered in a field can be of several types:

• User defined—you can type anything in this field. Fields in which you are naming or describing items such as accounts and routes are user defined.

• Predefined—you can only enter certain items. You can access a list of these items by pressing F2. In some cases the items are preset by Circulation; in other cases they are defined by the user (in another setup option).

• Multi-select—a few fields allow you to select more than one or all of the items that are valid. You open a multi-select window by entering an asterisk (*) in the field. Press Enter to select or deselect individual items. Or, type “+” or “-” to select or deselect all items. Press F1 to accept the selection.

• Date—typically, setup options have start date and end date fields. For example, when setting up an account, you enter the dates in which the carrier/dealer can be active. End dates are almost always left blank during initial setup.

• Logical—you can type “y” (yes) or “n” (no) in the field. For example, when setting up a publication, there is a Tax Exempt field; you enter “y” or “n” in this field, depending on whether your publication is exempt from taxes.

After entering information in a field, press Enter (or Return) to advance to the next field. When you have entered information in the last field on a screen, press Enter as usual (or F1). A strip menu will appear with a choice of actions to perform.

If you are entering information in fields and decide not to carry out the option, press F4. A strip menu will appear—select Exit from the strip menu to leave the option.

A list of keys used in Circulation is given below.

* Ctrl-<key> means to press Ctrl and <key> simultaneously.

Each city in your market area should be set up using this option. Cities that are not set up here can still be entered with addresses, but a warning will display. A city set up here can be linked to a Zip code (in the Zip cities option) so that when that Zip code is entered for an address, the city will default automatically. Cities can also be used with mail distribution, taxing and routers.

To define a city:

• In character Circulation, select City from the Address menu to display the City Setup screen.
• Select Add and complete the following fields.

  Field

  Type

  What to enter

  CITY

  open (28)

  Enter the city name.

  COUNTRY

  setup (3)

  Enter the country for this city.

  STATE

  setup (3)

  Enter the state for this city.

  COUNTY

  setup

  Enter the county for this city.

• If you wish, select Specifics and enter a (valid) Zip code with which to link this city (see Zip cities).

• Select Accept to enter the city in the database.

• Set up more cities, or press F4 and select Exit to exit to the Setup menu.

Street suffixes (such as “street”, “road”, and “avenue”) are included in most addresses, and Circulation initially contains standard US and Canadian street types and abbreviations (see the list below). Limiting street suffixes to the types initially loaded insures that the format and abbreviation of street types are consistent with Post Office Publication 28 (a list of USPS street suffixes). Punctuation (such as periods after abbreviations) is omitted from street suffixes. Street suffixes can be added or modified using this option.

To add a street suffix:

• Select Street Suffix from the Address menu to display the Street Suffix window.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  COUNTRY

  setup (3)

  Enter the country in which the street suffix is located.

  STREET SUFFIX

  open (7)

  Enter the street suffix.

  STREET SUFFIX NAME

  open (20)

  Enter the long name for this street suffix.

• Click OK to save the street suffix in the database or Add Another to save the existing record and add another street suffix ID.

Standard Postal Street Type Abbreviations—United States

Standard Postal Street Type Abbreviations—Canada

This option is used to set up abbreviations for street types to use in stacker interface files (so they fit on labels). This can be helpful in locations where the street type is typically included with the street name in a single word—abbreviating the street type will then shorten the length of all streets of that type. The abbreviations are applied to addresses during export.

To set up a street abbreviation:

• Select Street Abbreviation from the Address menu to display the Street Abbreviation screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  STREET TYPE

  open (12)

  Enter the street type.

  ABBREVIATION

  open (6)

  Enter the abbreviation of the street type.

• Click OK to save the street abbreviation in the database or Add Another to save the existing record and add another street abbreviation.

This section guides the user through the menu options that are available under the Occupant menu.

This section guides the user through the menu options that are available under the Codes menu.

About Demographics

Demographic information can be entered for account classes, addresses, occupants, subscribers or single copy routes:

• Account demographics, which could be used for maintaining information specific to single copy accounts, agents, or home delivery carriers (e.g., emergency contact phone numbers for home delivery carriers).

• Address demographics are statistics about the dwelling or the address location and might include the market value of the home, whether or not there is a swimming pool, the number of stories, the lot size, etc.

• Occupant demographics provide information about the occupant and his or her buying habits, hobbies, family size, marital status, education, income, etc.

• Subscriber demographics are similar to occupant demographics, but they are attached to the subscription (an occupant may have several subscriptions with different answers to subscriber demographics).

• Subsource demographics can be used to track payroll, banking, rate, status, and availability data. A Specifics option in Subsource setup is used to attach the demographic questions to specific subsources.

• Single copy demographics can indicate facts about the single copy outlet, such as whether it is a grocery store or gas station. Single copy demographics are used only for group draw changes (see the User Manual).

Address and occupant demographics are used in Targeted Marketing (the marketing of a commercial product to a selected group of addresses, either via mail or carrier delivery) to select a target audience to receive a product. By targeting different groups of people or addresses in your Circulation database, you can direct promotions to those who would be most receptive to them.

Examples of demographics that might be used for Targeted Marketing purposes include:

• Female occupants whose homes are valued at over 250,000 for a fine jewelry advertisement (occupant demographic—female; address demographic—home value).

• Apartment dwellers with incomes over 30,000 and who might be interested in buying a home (occupant demographic—income; address dwelling type—apartment).

• College students who might be interested in receiving a subscription to your newspaper at a special rate if they sign up with MasterCard (occupant demographic—student).

Subscriber demographics can be used to identify subscribers when importing payments (For more information, see the User Manual).

Demographic questions and valid responses are set up here. The answers are entered for occupants, addresses and subscribers in Customer Service. They are entered for single copy routes in Route Service. These questions are usually asked by a telemarketer or a research questionnaire or purchased from an outside source (and brought into Circulation using List MatchPlus). Or, they may be asked by your Customer Service associates.

Setting up a demographic

To set up a demographic:

1. In character Circulation, select Demographic from the Subscription menu to display the Demographic Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   DEMOGRAPHIC

   open (20)

   Enter a demographic ID for each demographic question. Make sure the demographics IDs you specify here are descriptive, as they are the only items that display during Targeted Marketing selection; for example, “HOMEVALUE” is a descriptive address demographic about home values.

   TYPE

   predefined

   Indicate if this demographic question is associated with an account, address, occupant, subscription, subsource or single copy route (snglcopy). Remember, if the information should move when the occupant moves, TYPE should be set to “occupant”.

   DISPLAY ORDER

   integer (10)

   Indicate the order in which this demographic question should display in the list of demographic questions that appear when demographic options are selected in Customer Service or Route Service. Number display orders by tens (10, 20, 30, etc.) so you can easily insert additional demographics.

   START DATE, END DATE

   date

   Enter the date range during which this demographic question should display. Leave END DATE blank if the question should always be asked.

   QUESTION

   open (60)

   Enter the demographic question as it should appear on the Customer Service menus. Examples might include “What is your income?” and “How many cars do you own?”

   ANSWER TYPE

   predefined

   Indicate how this question will be answered: with a character, integer, decimal, logical—meaning “yes” or “no”—or date.

   REQUIRE ANSWER

   yes/no

   Indicate if this demographic question requires an answer before a Customer Service associate can leave the answer field.

   READ SECURITY

   setup

   If you want to limit read permissions for this demographic, enter the security group.

   WRITE SECURITY

   setup

   If you want to limit write permissions for this demographic, enter the security group.

   ENTER ON WEB

   yes/no

   This field is used by iServices to determine whether subscribers can answer this demographic via the internet (when they enter a contest).

   REMARKS

   open (60)

   Enter any remarks for this demographic question.

   AUDIENCE CATEGORY

   open (30)

   If MAP TO AUDIENCE is “y”, enter the Audience category here. The demographic will be exported to Audience with the category exported as the Question ID. In order to interface the demographic, the category must also be defined in Audience.

3. Select Specifics | Demographic Value and enter valid values (answers) for this question (see below).

4. Some demographics can have valid values defined for them in Specifics | Demographic Valid. For example, single copy demographics must have valid single copy types specified here.

5. Select Accept to enter the question and all valid values into the database.

6. Define more demographics, or press F4 and select Exit to exit to the Setup menu.

Specifics, Demographic Value

After you set up a demographic question, you will want to define valid answers. For example, if the question is “How many stories does your dwelling place have?”, the valid answers might be 1, 2, 3, and 4.

To define demographic values:

1. Select Specifics | Demographic Value from the Demographic Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   DEMOGRAPHIC

   display

   The Demographic ID is displayed from the Demographic Setup screen.

   DISPLAY ORDER

   integer (10)

   Enter the order in which this response should display. Number responses by tens (10, 20, 30, etc.) so you can later insert additional demographics.

   VALUE

   open (12)

   A value is an answer to a demographic question. If the value is a character or logical value, or a single integer, decimal, or date value, enter it here.

   If the value is a range of integers, decimals, or dates, leave this field blank (you can enter range values in the fields below). You may use symbols for words to “reduce” the length of answers, such as “>” for greater than, “<” for less than, “+” for plus and “=” for equal to. Try to make the first letter/character or two of each answer unique so that during entry, an associate may select an answer by entering the first character. This field may be left blank for character demographics; if the value is blank, any answer may entered for the question.

   WEB DESCRIPTION

   open (30)

   If this demographic can be answered in iServices (as indicated in the Enter On Web field on the Demographic Setup screen), enter the description that should display for this answer.

   LOW DATE, HIGH DATE

   date

   If the value is a date range, enter the low and high values here.

   LOW INTEGER, HIGH INTEGER

   integer (7)

   If the value is a range of integers, enter the low and high values here.

   LOW DECIMAL, HIGH DECIMAL

   decimal (7)

   If the value is a range of decimals, enter the low and high values here.

3. Select Accept to accept the answer for this question.

4. Define more valid answers, or press F4 and select Exit to exit to the Demographic Setup screen.

Specifics, Demographic Valid

If you are setting up a single copy demographic, you must also select Specifics | Demographic Valid to specify the single copy types (e.g., bulk, dealer, office, rack) for which the demographic is valid. For example, you could limit a New Year’s demographic (“Are you open on New Year’s Day?”) so that it is displayed only for dealers, not racks or NIE routes. All single copy demographics need to be linked to at least one single copy type.

Subscriber demographics also use this specific to define the publications that the demographic can be used with. You can also specify valid ZIP Codes or routes for address demographics here.

1. Select Specifics | Demographic Valid to display the Demographic Valid Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   DEMOGRAPHIC

   display

   The Demographic ID is displayed from the Demographic Setup screen.

   DEMOGRAPHIC TYPE

   display

   The demographic type (i.e., subscription, snglcopy, etc.) is displayed here.

   ENTITY TYPE

   display / predefined

   The entity type is displayed here. For single copy demographics this will be “SnglCopyType” and for subscriber demographics this will be “Product”. For address demographics this field will be open and can be set to “ZipCode” or “Route”.

   ENTITY

   setup

   Enter the single copy type, product, ZIP Code or route to which this demographic applies.

   START DATE

   date

   Enter the first date on which this demographic is valid for this single copy type.

   END DATE

   date

   Enter the last date on which this demographic is valid for this single copy type.

3. Select Accept to link the single copy type, product, ZIP or route to the demographic.

4. Specify more valid entities for this demographic, one at a time, or press F4 and select Exit.

Example—add an address demographic

Suppose that the following address demographic needs to be set up for Targeted Marketing purposes:

This question should be asked for a two-month period. You would enter the information in the Demographic Setup screen, as shown in the figure below. Note that Answer Type is “Integer”: the house value will be a non-decimal number.

Also note that you cannot Accept this record until you enter the valid responses to this demographic question by selecting Specifics and then Demographic Value. The figure below illustrates how our home value range would be entered.

Note that the Value field is left blank, and that the range is entered in the Low Integer and High Integer fields. The range does not have an upper limit, so we enter 9,999,999, the highest number possible.

Example—add an occupant demographic

Suppose that the following occupant-related demographics need to be set up for Targeted Marketing purposes:

These questions should be displayed (on the Customer Service screen) in the order listed and should be asked for a two-month period.

The figure below shows how the first question, for the demographic “Student”, would be entered. Since it is a “yes/no” question, the Answer Type should be logical.

For this demographic, the two valid answers that should be entered for this demographic are “yes” and “no”. The figure below shows the latter value being added (in Specifics | Demographic Value).

Once you have set up the Specifics information, you can Accept the “Student” demographic and enter the “Credit” demographic. Since the answer to the credit card question will be brands of credit cards (Visa, MasterCard, etc.), the Answer Type will be “Character”.

Some of the valid responses you could enter for this demographic are “Visa,” “MasterCard,” “Discover,” and “None”.

Example—add a single copy demographic

For our single copy demographic example, let’s say we want a demographic that can be used to make draw changes for New Year’s Day. Many of the dealers will be closed New Year’s Day, so we will want to change their normal draw for that day to zero.

First, we add the demographic “newyear”. Note that Type is set to “SnglCopy” and the Answer Type is “logical”.

Next, the two answers (“yes” and “no”) are defined.

The third step is to link the demographic to valid single copy types—in this case, we want the demographic to appear only for dealers, as it does not pertain to other single copy types such as NIE and racks.

The single copy demographic is now ready to be answered by specific dealers. Group draw changes can then be made so that dealers who answer the demographic “no” (i.e., they will be closed on New Years) can have their draw set to zero on New Year’s Day.

All occupants in the Circulation database must be assigned a credit status, such as “okay”, “poor”, “good”, and “denied”. An occupant’s credit status determines:

• Their grace period

• The number of days their expiration date can be extended

• Whether they can “start and bill” (start receiving papers before paying)

• Whether they are turned over to carrier collect or stopped if their grace period ends without a payment

About credit status and grace

The credit status determines the grace period to allow for office pay subscriptions. The grace period is the number of days (called “grace days”) after a subscription reaches its expiration date that the paper is still delivered (the carrier will still receive credit for delivery). If a subscriber makes a payment during the grace period, the cost of the paper for these days is deducted from the payment.

If the subscriber does not pay, the end-grace transaction (created on their expire date) will be processed, and the grace period will end. The subscription will be stopped by the system (or turned over to carrier collect), and a grace-owed transaction will be created. If a payment subsequently arrives (e.g., the subscriber notices he is no longer getting the paper and writes a check), the subscription will be started again. The grace-owed amount will be deducted from the payment, and a grace-paid transaction will be created.

However, if a payment never arrives, the grace will be written off after a certain number of days (the paper assumes the cost). These concepts are illustrated in the following diagram.

If the Business Rule, Should grace revenue and discount be recognized while a subscriber is in their grace period? (Subscriber Accounting section) is set to “yes”, several grace accrual transactions may be created while the subscriber is still in the grace period (rather than a single grace owed transaction after the period has ended). These grace accrual transactions are created when the Grace Due report is run. When calculating the grace amount, the Grace Due report will use the longest term that will fit within the subscriber’s grace period.

Changing credit statuses

In addition to grace periods, credit statuses are used to determine who may initiate a “start and bill” subscription (i.e., started immediately and billed later). If an occupant starts a subscription and does not make a payment, the credit status may change (from “good” to “poor”, for example). If a payment is eventually received, the credit status may change again.

To illustrate how credit statuses can change, let’s take an occupant named Paul. When initially entered as an occupant, Paul is given a credit status of “good”, so when he calls to start a subscription, he is allowed to “start and bill”. However, Paul is a bit short on money that month and doesn’t pay within 15 days (the number of grace days allowed with a credit status of “good”). His credit status automatically changes to “bad” and his subscription is stopped. However, Paul sends a check the next month, so his subscription is restarted, and his credit status is changed to “OK”. After that, Paul continues to renew his subscription until he goes to Hawaii for the summer. When he returns, he starts his subscription again. The associate sees that his status is “OK” (he might not pay on time but he will eventually pay). This time, Paul makes his first payment on time, and so his credit status stays the same.

Business Rules determine the default credit status for new occupants (the default can be overridden), whether grace-owed transactions are created for subscribers who receive papers while in grace, and whether earned revenue is recognized while the subscriber is in grace.

If an occupant’s credit status is changed, a task can be generated, so that the change can be reviewed by Circulation staff (see the User Manual).

Setting up a credit status

Follow the procedure below to define a credit status.

To set up a credit status:

• In character Circulation, select Credit Status from the Occupant menu to display the Credit Status Setup screen.
• Select Add and complete the following fields.

  Field

  Type

  What to enter

  CREDIT STATUS

  open (11)

  Enter the credit status code, such as “poor” or “okay”.

  DESCRIPTION

  open (30)

  Enter the description of this credit status code.

• Select Specifics to define grace days and indicate what credit status should apply if a subscription is stopped, and if a payment is then made to a stopped subscription (see below). If you don’t have a publication or other credit statuses defined, you should do this at a later time.

• Select Accept to enter the credit status (and specifics information, if any) into the database.

• Define more credit statuses, or press F4 and select Exit to exit to the Setup menu.

Specifics, Credit Status Publication

Use this specific to define the number of grace days for each credit status, and specify what credit status should be used if the subscription is stopped or if a payment is made after a stop.

During initial setup, you may not enter information in this “specifics” table because your products have not yet been set up. You can select this option once your products are set up, or you can select Specifics | Credit Status Publ from Business | Products | Publication to enter this information.

To add this specific:

• Select Specifics | Credit Status Publ from the Credit Status Setup screen.
• Select Add and complete the following fields.

  Field

  Type

  What to enter

  CREDIT STATUS

  display

  Circulation displays the credit status code entered on the original Credit Status Setup screen.

  PRODUCT

  setup

  Enter a publication that will use this credit status code.

  DELIVERY TYPE

  predefined

  Indicate the delivery type to which the information entered below should apply—a route type, mail for mail subscribers, online for online subscribers, or “*” for all delivery types. A record with a “*” delivery type must be set up to handle multiple-route subscriptions, which are subscriptions delivered by multiple routes that have different route types. Note that you must also add a Credit Status Publication record for each of the individual delivery types used. For combo subscriptions, the delivery type of the primary product (defined in combo setup) will be used.

  RATE CODE

  setup

  Enter the rate code for which the information below should apply, or enter “*” to include all rate codes. For example, for the credit status “Approved,” you might have one record for rate code “*” with 15 start grace days, and a second record for rate code “Promo” with only 7 start grace days. Subscribers will get 15 start grace days, unless they have the promo rate (in which case they get only 7).

  START DATE, END DATE

  date

  Enter the date range during which this credit status information will be active. You may leave END DATE blank.

  STOP CREDIT STATUS

  setup

  Enter the credit status code that should be assigned to the occupant if the subscription reaches the end of the grace period and a payment is not received. This field will also be used if the credit status is changed while writing off grace. A Business Rule, Should renewal subscribers’ credit status be changed at end grace processing?, determines whether a stop or grace writeoff should automatically change the credit status for subscribers who have renewed at least once.

  PAYMENT CREDIT STATUS

  setup

  Enter the credit status code that should be assigned when a payment is received from a subscriber that has the “stop” credit status.

  GRACE DAYS

  integer (9)

  Enter the number of grace days a renewed subscriber with this credit status should receive.

  START GRACE DAYS

  integer (9)

  Enter the number of grace days a “start and bill” subscriber with this credit status should receive (until a payment arrives, a start and bill subscriber will be in grace).

  EXPIRE OPTION

  predefined

  Indicate whether expired office pay subscriptions (that reach the end of their grace period) should be stopped or turnover to carrier collect. Note that if a home delivery route does not allow carrier collect subscribers, the subscription will be stopped, even if the expire option is “turnover”.

  EXTEND EXPIRE DAYS

  integer (9)

  Enter the maximum number of days the expiration date may be manually extended by an associate for a subscription with this credit status.

  EXTEND GRACE DAYS

  integer (9)

  Enter the maximum number of grace days that may be manually extended by an associate for a subscription with this credit status.

  GRACE WRITEOFF DAYS

  integer (9)

  Enter the number of days that must elapse (after the grace period has ended) before the grace-owed amount can be written off for a renewed subscriber. For example, you may want grace owed kept on your books for 90 days before being written off.

  START GRACE WRITEOFF DAYS

  integer (9)

  Enter the number of days that must elapse before a “start and bill” subscriber’s grace can be written off.

  ACCEPT SUBSCRIPTION

  yes/no

  Indicate whether or not you will accept a new subscription for an occupant with this credit status code. You can use this field to prevent “bad credit” subscribers from starting a new subscription.

  SUSPEND WITHOUT PAYMENT

  yes/no

  Set this field to “yes” if new subscriptions should be suspended until a payment is received.

• Select Accept to accept the specific.

• Define credit status information for another publication, or press F4 and select Exit to exit to the Credit Status Setup screen.

Levels are common address elements in some locations. Use this option to define the types of levels, such as “floor” or “level”.

To define a level:

• Select Level Designator from the Address menu to display the Level Designator screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  LEVEL DESIGNATOR

  open (6)

  Enter the name of the level designator.

  DESCRIPTION

  open (30)

  Enter a description of the level designator.

• Click OK to save the level designator in the database or Add Another to save the existing record and add another level designator.

Name suffixes can be included in occupant records when adding or modifying an occupant. The following name suffixes are automatically included in this table: CPA, DC, DDS, DPM, DVM, Esq, II, III, IV, Jr, LPN, MD, PhD, Sr, V, and VPA. If you need additional suffixes, use this option to add them.

To add a name suffix:

• Select Name Suffix from the Occupant menu to display the Name Suffix Setup screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  NAME SUFFIX

  open (12)

  Enter the suffix, such as “RN” or “JCD”.

  DESCRIPTION

  open (30)

  Enter a description of this suffix.

• Click OK to save the name suffix in the database or Add Another to save the existing record and add another name suffix.

Occupants may be categorized into occupant types such as advertiser, military, senior citizen, student, and so on.

During occupant entry, an occupant type must be entered for each occupant, so at least one occupant type must be defined. Business Rules determine the default occupant type, but it must be set up here. Occupant types can be used in subscriber rating, renewal periods, and Targeted Marketing.

To define an occupant type:

• Select Occupant Type from the Occupant menu to display the Occupant Type screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  OCCUPANT TYPE

  open (15)

  Enter the occupant type, such as “senior” or “student”.

  DESCRIPTION

  open (30)

  Enter a description for this occupant type.

• Click OK to save the occupant type in the database or Add Another to save the existing record and add another occupant type.

Name titles, such as Mr., Mrs., and Dr., can be included in occupant records when adding or modifying an occupant.

To add a title:

• Select Title from the Occupant menu to display the Title screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  TITLE

  open (8)

  Enter the title, such as “Rev,” “Dr.”, or “Ms.”

  DESCRIPTION

  open (30)

  Enter a description of this title.

• Click OK to save the title in the database or Add Another to save the existing record and add another title.

Zip codes are a required part of US addresses entered in Circulation. Addresses outside of the US may also require a Zip code. Zip codes are used with addresses, routers, AAM reporting, street synonyms, and mail distribution. You can also link Zip codes with area codes, cities, and Towns of 25; when the Zip code is entered, the linked elements automatically default.

NAVIGA initially loads all United States Zip codes.

To set up a Zip code:

1. In character Circulation, select Zip from the Address menu to display the Zip Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   ZIP CODE

   open (5)

   Enter the Zip code (or Canadian or foreign postal code).

   STATE

   setup (3)

   Enter the state in which this Zip code is located.

   COUNTRY

   setup (3)

   Enter the country in which this Zip code is located.

   TIME ZONE LOCATION

   predefined

   Enter the time zone location for this Zip code. Press F2 for a standard list.

   REQUIRE ROUTE

   yes/no

   Indicate whether addresses added with this Zip code should have a route assigned. Default is no.

   BURT ALT ZONE CODES

   integer

   Optional and is User defined. Works in conjunction with Burt Export and is only for sites that export alternate zone information.

3. Select Specifics to link the Zip code to area codes, cities, or Towns of 25 (see below).

4. Select Accept to enter the Zip code into the database.

5. Set up more Zip codes, or press F4 and select Exit to exit to the Setup menu.

Specifics, Zip Area Code

You can link a particular Zip code to an area code, so that when the Zip code is entered for an address, the area code automatically defaults in the phone number of the related occupant. This default can be overridden by the associate.

NAVIGA initially loads area codes and their Zip codes for the U.S.

To set up a Zip code/area code link:

1. Select Zip Area Code from the Specifics menu of the Zip Setup screen.

Select Add and enter the area code with which to link this Zip code.

• Select Accept to enter the Zip code/area code link into the database.

• Press F4 and select Exit to exit to the Zip Setup screen.

Specifics, Zip City

As with area codes, you can link a city to a particular Zip code, so that when the Zip code is entered for an address, the city automatically defaults (the default can be overridden). If there is more than one city linked to a Zip code, when the Zip code is entered for the address a selection window will open, allowing the associate to choose the correct city. NAVIGA initially loads the cities and their Zip codes for the states that you specify.

To set up a Zip code/city link:

1. Select Specifics | Zip City from the Zip Setup screen or the City Setup screen to display the Zip City Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   ZIP CODE

   open (5)

   If you are setting up a Zip code, the Zip code will display here. If you are setting up a city, rather than a Zip code, enter the Zip code with which to link this city.

   ZIP EXTENSION

   open (4)

   Enter the Zip code extension for the city, if applicable.

   COUNTY

   setup

   Enter the county for this Zip code to differentiate among cities with the same name that may exist within different states. This field is optional for Canadian provinces. If you are setting up a city, County will not appear on this screen.

   CITY

   setup

   Enter the city for this Zip code. If you are setting up a city, the city being set up will default.

   PRIMARY CITY

   yes/no

   Indicate if this city is the primary city in this Zip code. The primary city will print on the mail label bag tags as appropriate.

3. Select Accept to enter the Zip code/city link into the database.

4. Set up more Zip code city links, or press F4 and select Exit to exit to the Zip Setup screen or the City Setup screen.

Specifics, Zip Town of 25

You may link a Town of 25 to a Zip code, so that when you enter the Zip code for an address the Town of 25 will default (the default can be overridden). If there is more than one Town of 25 linked to a Zip code, when the cursor is in the Town of 25 field a selection window will open, allowing the associate to choose the Town of 25.

If you do routing, Circulation will default the Town of 25 from the router. If you do not do routing, or a Town of 25 is not specified in the router, the Town of 25 will default from the Zip code (set up here).

To set up a Zip code/Town of 25 link:

1. Select Specifics | Zip Town Of 25 from the Zip Setup screen or the Town of 25 Setup screen to display the Zip Town of 25 Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   ZIP CODE

   open (5)

   If you are setting up a Zip code, Circulation displays the Zip code from the Zip Code Setup screen. If you are setting up a Town of 25, enter the Zip code for the specified Town of 25.

   ZIP EXTENSION

   open (4)

   Enter the Zip code extension for the Town of 25, if applicable.

   TOWN OF 25

   setup

   Enter a valid Town of 25. If you are setting up a Town of 25, that town displays here.

3. Select Accept to enter the Zip code/Town of 25 link into the database.

4. Set up more Zip code/Town of 25 links, or press F4 and select Exit to exit to the Zip Setup screen or the Town of 25 Setup screen.

When entering occupant information, you may want to give the occupant an “other name”. You indicate what type of other name you are using (whether it is a company name, contact, etc.) in the Other Name Usage field (see the User Manual). Other name usages must be set up using this option.

To define other name types:

• Select Other Name Type from the Occupant menu to display the Other Name Type screen.
• Select the Add icon and complete the following fields.

  Field

  Type

  What to enter

  OTHER NAME USAGE

  open (10)

  Assign a name for this usage, such as “alias”.

  DESCRIPTION

  open (30)

  Briefly describe the other name usage.

• Click OK to save the other name type in the database or Add Another to save the existing record and add another other name type.

When adding phone numbers for occupants in Customer Service, you must specify a phone number type; which is set up here.

In addition to their descriptive value, phone number types can be used to select specific phone numbers in Targeted Marketing—for example, you may only want to select home phone numbers for a new sales promotion.

To set up phone number types:

• Select Phone Number Type from the Occupant menu to display the Phone Number Type screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  PHONE NUMBER TYPE

  open (10)

  Enter a name for this phone number type, such as “home” or “fax”.

  DESCRIPTION

  open (30)

  Briefly describe the phone number type.

  DEFAULT PHONE NUMBER TYPE

  yes/no

  Indicate whether this phone number type should default when adding phone numbers. Only one phone number type can have this field checked.

• Click OK to save the phone number type in the database or Add Another to save the existing record and add another phone number type.

Communication setup is where you define newsletters, alerts, and other communications sent to your customer base.

About Newsletters and Alerts

Many newspapers and magazines publish newsletters and other communications of various kinds. These can range from updates about the local hockey team to weekend entertainment events to severe weather alerts. These communications surrounding the flagship publication can generate a loyal readership and targeted advertising opportunities.

As Circulation stores many subscriber and non-subscriber contact details, including addresses, phone numbers, and e-mails, it is the logical choice for storing newsletter opt-in and contact information. Circulation’s newsletter workflow is depicted in the diagram below.

To manage communication preferences in Circulation:

• You define individual newsletters and other communications here, in Communication setup. As part of setup you specify the contact methods (e-mail, phone, mail) and whether the newsletter is visible in iServices Subscriber.

• Subscribers can opt into these communications as part of a start in iServices Subscriber. Subscribers and non-subscribers can also manage their newsletter preferences (opt in or out, the e-mail, address or phone number used, etc.). This information can also be entered by a CSR in Customer Service (see the User Manual).

• You select customers who have opted into a newsletter or other communication in Targeted Marketing, and export contact information to a file (see the User Manual). This file is used to send the actual communication. (Because content is created in a separate application, Circulation does not send the actual newsletter or alert e-mail.) Communication preferences can also be interfaced via the Circulation API, and exported to InSight.

• Targeted Marketing can (optionally) generate communication history records when exporting occupants opted into a communication item. If history records are created, they can be viewed on the Communication History subtab in Customer Service (see the User Manual).

• You can also import communication history, which tracks when a customer was sent a particular newsletter or other communication (see the User Manual).

Communication Item Setup

You define the individual newsletter or alert as a communication item. You can then add the communication item to one or more communication groups, and define the websites and publications for which the communication item should be offered.

Set up a communication item

• Select Communication from the Subscription | Occupant menu to display the Communication screen. The top portion of the Items tab lists previously defined communications. Click the plus sign to the left of a communication item to list the communication methods (e-mail, phone, etc.) that have been defined for it.
• Field

  Type

  What to enter

  COMMUNICATION ITEM

  open (12)

  Specify an ID for this newsletter, alert, or other communication.

  START DATE, END DATE

  date

  Enter the date range during which this communication will be active. Newsletters, alerts, etc. will only be offered to subscribers while they are active. You may leave End Date blank.

  DESCRIPTION

  open (30)

  Enter a description of this communication.

  CAN OPT OUT

  yes/no

  Indicate whether subscribers who opt in to the communication can opt out. Typically subscribers can opt out of receiving newsletters, alerts, and other dispatches.

  ENTER ON WEB, SHOW ON WEB

  yes/no

  Indicate whether subscribers can opt in to the communication during a start in iServices Subscriber, and whether the communication is displayed when subscribers manage their preferences. Typically if Enter on Web is flagged, Show on Web is also flagged.

  ITEM TYPE

  predefined

  Indicate whether this is a newsletter, alert, or other communication.

  FORMAT

  predefined

  Indicate whether this communication is a digital or print document. For example, a weekly newsletter that is e-mailed to subscribers should be set up as digital.

  WEB DESCRIPTION

  open (unlimited)

  If this communication will be displayed in iServices Subscriber, enter the description that should display.

  IMAGE PATH

  open (unlimited)

  If an icon should display for the communication in iServices Subscriber, specify the image name here. This image will be used to represent the newsletter, alert, etc. It should be stored in the iServices “webcustom” area along with other images, ideally in a “newsletter” subfolder. This field can contain a relative path to point to the subfolder (such as “/newsletter/arts.jpg”). Any format that is supported by a browsing device (e.g. gif, jpeg, png) can be used.

  BLURB TEXT

  open (unlimited)

  If this communication will be displayed in iServices Subscriber, enter any additional information or instructions that should display with the web description.

• Click the OK icon to add the communication item.

• In the Valid Communication Methods area in the lower right of the Items tab, click the Add icon to add a communication method (e-mail, mail, etc.). The fields are described in the table below. Click OK to accept the method. Add one record for each communication method supported by this newsletter.

  Field

  Type

  What to enter

  COMMUNICATION METHOD

  predefined

  Indicate whether the newsletter or other communication is disseminated by mail (address), email, or phone.

  START DATE, END DATE

  date

  Enter the date range during which this communication method will be active. The communication can only be made using this method while it is active. You may leave End Date blank.

  VALID METHOD TYPES, DEFAULT METHOD TYPE

  predefined

  If the communication method is e-mail, specify the valid e-mail types: HTML, text or both (HTML, text), as well as the default e-mail type. For example, you might allow HTML and text e-mails, but make HTML the default.

  DEFAULT

  yes/no

  Check this field if this communication method should default when customers opt in to the newsletter.

  DEFAULT PRIMARY

  yes/no

  For e-mail or phone methods, check this field if the subscriber’s primary e-mail or phone number should default when that method is selected. For example, if the e-mail communication method has both Default and Default Primary checked, the e-mail method will default when a subscriber opts in, and the subscriber’s e-mail address that is flagged as primary will default.

• You can now add the communication item to one or more groups (see step 4 in the Communication Group Setup procedure below), and/or define usages for the item (see Communication Usage Setup).

Communication Group Setup

Communication items can be organized into groups for organization and presentation purposes. For example, you might define a group called “Arts” that contains three newsletters: Books, Film and Music. You could then define an iServices Starts usage for the Arts group; the Books, Film and Music newsletter preferences would display under the Arts heading when entering a start in iServices Subscriber.

Define a communication group

1. In the Communication option, click to the Groups tab. The groups currently defined display in the top portion of the tab.
2. Field

   Type

   What to enter

   COMMUNICATION GROUP

   open (12)

   Enter an ID for the communication group.

   START DATE, END DATE

   date

   Enter the date range during which this communication group will be active. You may leave End Date blank.

   DESCRIPTION

   open (30)

   Enter a description of this communication group.

   WEB DESCRIPTION, IMAGE PATH, BLURB TEXT

   open (unlimited)

3. Click the OK button to create the communication group.

4. Highlight the new group in the top of the Groups tab and click to the Group Items subtab.

Communication Usage Setup

A newsletter or alert may only be offered to subscribers of certain publications, or on certain iServices websites. In addition, you must define the areas where the newsletter will be offered. Five areas can currently be configured for newsletters. These are known as “usage types”:

• iServices Starts. Newsletters display when entering a start in iServices Subscriber.

• iServices Manage. Newsletters display when managing communication preferences in iServices (Preferences option).

• Customer Service. Newsletters display in the Communication Preferences area on the Contact tab.

• Circulation API. Newsletters defined for this usage can be interfaced to a third party system via the Circulation API.

• iServices Registration. This usage is currently not utilized.

Communication usage records can be defined at the individual communication item level, or at the communication group level.

Define communication usages

1. In the Communication option, click to the Usage tab. The usages currently defined display in the top portion of the tab. One line displays for each website/publication/usage type combination.
2. Click the plus sign to the left of a line to display the groups and items defined for the usage.

3. Field

   Type

   What to enter

   WEB SITE

   setup

   Select the iServices website where this communication item or group will be offered, or select “*” if it will be available for all websites. For example, if you manage several publications in the Circulation database, each with their own website, you may wish to offer a newsletter on only one of the websites. Websites are defined in the iServices Admin module, using the Create Site Specific Settings option. See the iServices Subscriber manual for details.

   PRODUCT

   setup

   Select the publication associated with this communication item or group, or select “*” if it should be offered with all publications. This field is currently only applicable to Customer Service and iServices starts. Only communication items or groups defined for a publication the customer subscribes to or is starting will be displayed. In the case of a combo, the items or groups defined for all component publications will display.

   USAGE

   predefined

   Select the usage type, which indicates the areas of Circulation where the communication item/group should display. For example, if a communication item should display during iService starts, on the Preferences page of iServices, and in Customer Service, you would add three records with usages of iServices Start, iServices Manage and Customer Service.

   ENTITY TYPE

   predefined

   Indicate whether you are defining a usage for a communication group or communication item.

   ENTITY

   setup

   This field label changes to Item or Group, depending on whether “Item” or “Group” is selected in the Entity Type field. Select the item or group for which you are defining the usage in this field.

   START DATE, END DATE

   date

   Enter the date range during which this usage will be active. You may leave End Date blank.

4. Click OK to accept the usage.

All publications (mail or route delivered) and TM products must be defined as deliverables—that is, as an item that can be delivered independently by your delivery force. The deliverable record indicates what delivery map to use for a product, and also what company a product belongs to.

To set up a deliverable:

• In character Circulation, select Deliverable from the Products menu to display the Deliverable Setup screen.

• Select Add and complete the following fields.

• Select Specifics | Deliverable Map to specify which delivery map should be used with this deliverable on each day of the week (see below).

• If you want to define service areas (used for dispatching) that are valid with this deliverable, select Specifics | Product Service Area.

• If the deliverable is a sub-product of another publication, enter the draw percentage in Specifics | Draw Percent.

• Select Accept to enter the deliverable and associated specifics into the database.

• Set up another deliverable, or press F4 and select Exit to exit to the Setup menu.

Specifics, Deliverable Map

If you have InsertPlus, you also link the deliverable to ad zone maps here. See the InsertPlus manual for more information.

To specify delivery maps for a product:

• Select Specifics | Deliverable Map from the Deliverable Setup screen to display the Deliverable Map Setup screen.
• Select Add and complete the following fields.
• Select Accept to accept the map assignments.

• Press F4 and select Exit to return to the Deliverable Setup screen.

Specifics, Product Service Area

A service area is a geographical area used in dispatching. For example, routes might be divided into four service areas, each served by a subgroup of the dispatching force.

To define which service areas can be used with a product:

• Select Specifics | Product Service Area from the Deliverable Setup screen to display the Product Service Area Setup screen.
• Select Add and complete the following fields.

• Select Accept to accept the service area.

• Define more service areas, or press F4 and select Exit to return to the Deliverable Setup screen.

Specifics, Draw Percent

If the deliverable is set up to always be delivered with another product, this option will appear on the Specifics menu.

This option is used for deliverables that are considered sub-products of a publication. When draw changes and adjustments are entered for the main publication, quantities for sub-products are updated automatically according to the percentages entered here.

To specify draw percentages for a sub-product:

• Select Specifics | Draw Percent from the Deliverable Setup screen to display the Draw Percent Setup screen.
• Select Add and complete the following fields.
• Select Accept to accept the map assignments.

• Press F4 and select Exit to return to the Deliverable Setup screen.

If an export format is selected for renewal notices, the renewal notices will print to the file /dti/exchange/cm/renewalsmmdd, where “mm” and “dd” are the month and day. Subscribers with certain rate codes, however, can be exported to a separate ASCII file instead. For example, subscribers with promotional rates might be exported to a separate promotional file, which can then be imported into a different renewal notice template. Renewal groups, defined here, are used to direct renewal notices to separate ASCII files, based on rate code.

To set up renewal groups:

• In character Circulation, select Renewal Group from the Codes menu to display the Renewal Group Setup screen.

• Select Add and complete the following fields.

• Select Specifics | Renewal Group Rate Code and enter the subscriber rate codes that belong to this group (see below).

• Select Accept to enter the renewal group into the database.

• Define another renewal group, or press F4 and select Exit to exit to the Setup menu.

Specifics, Renewal Group Rate Code

Subscriber rate codes are added to renewal groups in this specific. When running renewal notices, if Separate By Group is set to “y”, subscribers with rate codes entered here will be exported to the ASCII file specified for this group.

To add rate codes to a group:

• Select Specifics | Renewal Group Rate Code from the Renewal Group Setup screen to display the Renewal Group Rate Code Setup screen.

• Select Add and complete the following fields.

• Select Accept to add the rate code to the renewal group.

• Add more rate codes, or press F4 and select Exit to exit to the Setup menu.

Source codes identify the origin of certain actions—for example, if a customer calls to report a late paper, and a complaint is entered, the source of the complaint will be the customer, and a source code such as “Cust” will be used. Source codes entered with transactions are summarized on the District Manager Report, and many other reports as well. In addition, source codes entered with starts may be used in subscriber rating. Source codes can speed data entry and provide for consistent entry formats for producing ad hoc reports based on one or more source codes entered.

Also, Source Setup allows one to choose whether to charge an Activation Fee for a specific source code.

Business Rules determine the source code for auto renew subscriptions and the default source code for new starts and subscriber payments. Business Rules also determine whether a source code is required for new starts, stops, complaints, moves, billing method changes, route reassignments, delivery schedule changes, temporary addresses, restarts, and subscriber payments.

To set up a source code:

1. In character Circulation, select Source from the Codes menu to display the Source Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

3. If this source code will be used with new starts, stops, restarts or delivery schedule changes, you may want to create subsources for this source. For example, if you have a source code called “Tele” used for telemarketers who are selling new subscriptions, you might define a subsource for each of your telemarketers, so that comparative sales can be analyzed. You can use routes, carriers, or districts for subsources; or, you can select Specifics | Subsource to define other subsources (see below).

4. Source codes can be linked to start reason codes in . When the source code is used in a start, only reason codes linked to the source code can then be entered.

5. Select Accept to enter the source (and any related subsources) into the Circulation database.

6. Set up further subsources, or press F4 and select Exit to exit to the Setup menu.

Specifics, Subsource

Use the subsource specific to define subsources that are not carriers, routes, or district managers (telemarketers, for example). For source codes with a Subsource Type of “subsource”, you cannot Accept the record until you set up subsources by selecting Specifics | Subsource.

To define a subsource:

1. Select Specifics | Subsource from the Source Setup screen to display the Subsource Setup screen.
2. Select Add and complete the following fields.
3. Select Accept to accept the subsource.

4. Add more subsources, or press F4 and select Exit to return to the Source Setup screen.

Specifics, Reason Source

Source codes may be linked to start reason codes, allowing a source code to have a limited number of reason codes that may be entered with it. For example, “Newstart” and “promo” might be the only reason codes valid if source code “customer” is entered for a start. If the source code is “carrier”, on the other hand, reason codes “2wkfree” and “1/2off” might be valid as well.

To link the source code to one or more start reason codes:

1. Select Specifics | Reason Source from the Source Setup screen to display the Reason Source Setup screen.
2. Select Add and complete the following fields.
3. Select Accept to link the start reason code with the source code.

4. Link more start reason codes to the source code, or press F4 and select Exit to return to the Source Setup screen.

Complaint reason codes can be set up to explain the nature of the complaints called in to the newspaper. For example, you could set up complaint codes for “wet”, “missed”, or “late”. Complaint codes also indicate which complaints (if any) should have carrier charges attached to them.

To set up a complaint code:

1. In character Circulation, select Complaint from the Code menu to display the Complaint Code Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

3. If this complaint code has a carrier charge attached to it, select Specifics | Complaint Charge to link the complaint code and the charge code (see below).

4. Select and enter additional information about the complaint code, if needed.

5. Select Accept to enter the complaint code into the database.

6. Set up more complaint codes, or press F4 and select Exit to exit to the Setup menu.

Specifics, Complaint Charge

Use this specific to link a charge to a complaint code. Whenever the complaint code is applied, the charge will be applied to the carrier in question.

To set up a complaint charge:

1. Select Specifics | Complaint Charge to display the Complaint Charge Setup screen.
2. Select Add and complete the following fields.
3. Select Accept to accept the complaint charge.

4. Define more complaint charges, if you wish. To exit to the Complaint Code Setup screen, press F4 and select Exit.

Specifics, Complaint Info

Additional information about the complaint code can be entered in Specifics | Complaint Info. You can select this specific if you want to:

• Specify the GL account that should be used for expire change transactions due to complaints. For example, if a complaint for a missed paper extends a subscriber’s expire a day, the Expire Change GL account entered here will be debited (and Unearned Revenue will be credited).

• Indicate at the publication level whether complaints with this complaint code should print on renewal notices, if one of the renewal notice export formats is used.

To specify complaint info for a complaint code:

1. Select Specifics | Complaint Info from the Complaint Code Setup screen to display the Complaint Info Setup screen.
2. Select Add and complete the following fields.

3. Select Accept to enter the complaint info into the database.

4. Enter complaint info for other products, or press F4 and select Exit to exit to the Complaint Code Setup screen.

Subscribers and non-subscribers often request to be excluded from sample delivery, crewing, phone solicitation and mail solicitation. To avoid soliciting these customers, you can devise various solicitation codes, such as “Nocall” or “Nomail”. These solicitation codes can be assigned to occupants and viewed in Customer Service. They can also be used to include or exclude occupants in Targeted Marketing selections. So, for example, you may be selecting recently stopped subscribers in TM for a telemarketing campaign; in order to avoid calling no-solicit subscribers, you can exclude the “Nocall” solicitation code from the selection.

To set up a solicitation code:

• Select Solicitation from the Code menu to display the Solicitation Code screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter
• Click OK to save the solicitation code in the database or Add Another to save the existing code and add another solicitation code.

Subscribers can donate amounts to a carrier account, NIE program, nursing home or other entity as part of the following transactions:

• Permanent stop. All or part of the remaining balance (available refund) may be donated.

• Temporary stop. All or part of the temporary stop days can be donated, and the expire date adjusted accordingly.

• Restart. All or part of the temporary stop days can also be donated as part of the restart transaction.

• Transfer. A specified amount can be transferred from the subscriber’s account to whoever receives the donation, and the expire date adjusted accordingly.

Donations will credit either a carrier account or a specific GL account (as in the case of an NIE program). Donations applied to carriers create a miscellaneous credit.

To set up a donation code:

• In character Circulation, select Donation from the Code menu to display the Donation Setup screen.
• Select Add and complete the following fields.

  Field

  Type

  What to enter
• Select Accept to save the donation code. To enter more information, you would select Donation from the Specifics menu.

• Set up more donation codes, or press F4 and select Exit to exit to the Setup menu.

Specifics, Donation Info

Select Donation Info to make a donation code valid for specific publications or all publications and define the donation type.

To enter donation information:

• Select Specifics | Donation Info to display the Donation Info Setup screen.
• Select Add, and enter the information described in the table below.

• Select Accept to save the information.

• Enter donation information for another product, or press F4 and select Exit to exit to the Donation Setup screen.