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.

The topics covered in this section are as listed below:

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.

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.

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

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:

States within the United States and Australia, and Canadian provinces, are preloaded into Circulation. You will need to set up states and provinces in other countries where you do business. For Circulation purposes, countries other than the United States may be broken down into “states” equivalent to provinces or regions.

To set up a state ID:

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

   Field

   Type

   What to enter

   STATE

   open (3)

   Enter an ID for the state or province.

   COUNTRY

   setup (3)

   Enter the country for this state.

   STATE NAME

   open (20)

   Enter this state’s name.

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

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.

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.

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.

• 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.

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

   COUNTRY

   open (3)

   Enter a unique country ID, such as “FR” or “BZ”.

   COUNTRY NAME

   open (20)

   Enter the country name, such as “France” or “Brazil”.

   ZIP CODE TERM

   open (30)

   Enter the term used for Zip Code in the country, such as "Post Code", "Postal Code", "PIN or ZIP Code", etc.

   STATE TERM

   open (30)

   Enter the term used for State in the country, such as "State", "Province", etc.

   REQUIRE ZIP

   yes/no

   Indicate if addresses entered for this country require Zip codes. If you select this checkbox, entry of a Zip code is required during address entry.

   ENTER ON WEB

   yes/no

   This field pertain to iServices. Indicate whether this country should be displayed on the Web

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

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:

To set up a county ID:

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

   Field

   Type

   What to enter

   COUNTY

   open (25)

   Enter the county name, such as “Ramsey” or “Anoka”.

   COUNTRY

   setup (3)

   Enter the country in which this county is located.

   STATE

   setup (3)

   Enter the state in which this county is located.

   USPS COUNTY CODE

   open (3)

   If you know the United States Postal Service code for this county, enter it here. The county code can be used when sorting mail via PostWare. This code is added to addresses when they are cleansed by Postalsoft Address Correction software.

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

Setting up street synonyms for your area is one way to reduce confusion that arises when the same streets are entered with various spellings and abbreviations. For example, you could set up a street synonym that changes “First” to “1st”, whenever “First” is entered. Synonyms can also be defined to speed up data entry; for example, if you enter “univ” in Street Name, “University” might display, if a street synonym was set up in that way. Having standardized street names is critical if you use routers to automatically assign routes to subscribers.

Setting up street synonyms can also help in defining a style and reducing duplicate records in your database (an address entered twice, with different spellings of the street name, could result in a duplicate address). When defining a style, keep in mind that the US Postal Service (USPS) does not use punctuation after abbreviations in its standards. Also, regardless of how you enter addresses, Circulation capitalizes them on mail labels and other mailed output to conform to USPS regulations.

Setting up street synonyms does not affect addresses already entered in the database; synonyms set up here may be subsequently used during entry or modification of addresses in place of the street’s long name, if desired. Synonyms may also be used when finding a subscription by address.

All street synonyms are established for a Zip code. Enter an asterisk (*) in Zip Code if the street synonym should be used in all Zip codes. For example, the following street synonyms could be set up:

Entering “1st” would result in the street name “First”. Entering “Hen” for addresses with a 55119 Zip code would result in the street name “Hennepin”, while entering the same thing in Zip code 55117 would give you a street name of “Henry”.

To set up a street synonym:

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

  Field

  Type

  What to enter

  ZIP CODE

  open (5)

  Enter the Zip code in which to use the synonym, or enter an asterisk (*) if the street synonym should be used in all Zip codes.

  STREET SYNONYM

  open (28)

  Enter the street synonym. Street synonyms may be entered in uppercase and/or lowercase letters. Street names should be entered in the format preferred by your newspaper (all caps or caps and lower case).

  STREET NAME

  open (28)

  Enter the street name for this synonym. This is what will be displayed as the street name when the synonym is entered.

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

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

  CENSUS TRACT

  decimal (10)

  Enter the census tract number.

  START DATE, END DATE

  date

  Enter the date range during which this census tract may be used (you may leave End Date blank).

  DESCRIPTION

  open (30)

  Enter a description for this census tract.

  NUMBER OF HOUSEHOLDS

  integer (6)

  Enter the number of households in this census tract.

• 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.

  Field

  Type

  What to enter

  CENSUS TRACT

  display

  Circulation displays the Census Tract that you entered on the Census Tract Setup screen.

  CENSUS BLOCK

  integer (3)

  Enter the Census Block number.

  START DATE, END DATE

  date

  Enter the date range during which this census block may be used. Circulation displays the date range entered on the Census Tract Setup record, if available.

• 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.

Setting up the street names in your area is one way to reduce errors in address entry. In Customer Service, if a street is entered that does not exactly match a street that has been set up, a warning may be displayed (depending on Business Rules). However, if an address is entered in a Zip code where no street names are defined, no warning is displayed. If the street crosses Zip code boundaries, you will have to set up the street for each Zip code.

To add a street name:

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

  Field

  Type

  What to enter

  ZIP CODE

  open (5)

  Enter the Zip code in which the street is located.

  PREDIRECTIONAL

  predefined

  Enter the predirectional (such as “S” in “S 1st St”), if applicable.

  STREET NAME

  open (28)

  Enter the street name.

  STREET SUFFIX

  setup

  Enter the street suffix, such as “St” in “S 1st St”.

  POSTDIRECTIONAL

  predefined

  Enter the postdirectional (such as “S” in “1st St S”), if applicable.

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

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.

Unit designators are part of many addresses, such as “Apt” in “220 Baker Street Apt. D”. Some unit designators are preloaded into Circulation—see the list below. These designators do not have default dwelling types. You can add, modify, and delete unit designators using this option.

Defining unit designators will ensure that all unit designators are entered in the same way during address entry. For example, you may want “apartment” consistently abbreviated as “APT” rather than “APT.” or “APT #”.

To define a unit designator:

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

  Field

  Type

  What to enter

  UNIT DESIGNATOR

  open (6)

  Enter the unit designator. The list below includes predefined unit designators (these do not have to be set up).

  DESCRIPTION

  open (30)

  Enter a description for this unit designator.

  DEFAULT DWELLING TYPE

  setup

  Enter the default dwelling type for this unit designator. Business Rules determine the default dwelling type, such as “singfam”, used during address entry. However, the default dwelling type you define here is defaulted when unit designator is used in the address.

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

Preloaded Unit Designators

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.

Newspapers belonging to the Alliance for Audited Media (AAM) submit circulation figures every three months for verification by the AAM. Advertisers review these circulation statistics. The AAM requires submission of a report by location called the Paragraph 3 Report. This report lists each state, each county within the state, and each town within the county where 25 or more papers were delivered.

When addresses are added to the database, the associate must specify a Town of 25 for the address; only Towns of 25 set up with this option may be entered.

To set up a Town of 25:

1. In character Circulation, select Town of 25 from the Address menu to display the Town of 25 Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   TOWN OF 25

   open (15)

   Enter the Town of 25.

   START DATE, END DATE

   date

   Enter the date range during which this Town of 25 can be used (you may leave End Date blank). When a Town of 25 should no longer be used, enter the last date to be used in End Date.

   DESCRIPTION

   open (30)

   Enter a description for this Town of 25.

   ALWAYS PARAGRAPH 3

   yes/no

   Enter “y” if the number of copies delivered to this Town of 25 should be listed even if fewer than 25. Enter “n” if the number of copies delivered, when less than 25, should be combined into a “Balance in County” total on the Paragraph 3 Report.

   NUMBER OF HOUSEHOLDS

   integer (6)

   Enter the number of households in the Town of 25. This number does not appear on the Paragraph 3 Report.

   COUNTRY

   setup (3)

   Enter the country for this Town of 25.

   IS THIS ALL OTHER

   yes/no

   Indicate if this Town of 25 ID represents all other areas within a county. We recommend that you set up only one Town of 25 of ALL OTHER to include areas outside of your market area, such as out of state mail subscriptions.

   STATE

   setup (3)

   Enter the State for this Town of 25.

   COUNTY

   setup

   Enter the County for this Town of 25.

4. Select Accept to enter the Town of 25 in the database.

5. Set up more Towns of 25, or press F4 and select Exit to exit to the Setup menu.

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

Digital Address Properties are the default Application Property values for Digital Sales Workflow addresses. These properties determine the information required to manually add a Digital Sales Workflow address in Customer Service, and they determine which address details will be displayed on the Create Account page in the Digital Sales Workflow in iServices Subscriber. All properties have a default value of “Omitted” except for ZIP Code, which has a default value of “Optional.” With these settings, the user interfaces will include an optional ZIP Code field, but the other fields will not be displayed. Note that Digital Address Property values can be modified, but the properties cannot be added or deleted.

To modify Digital Address Properties:

• Select Digital Properties from the Address menu to display the Digital Address Properties screen.
• Select a Digital Address Property and click the Modify icon to change the value. The value options are Omitted, Optional, Required, and Required from Payment.

• Click OK to save your changes.

A dwelling status must be entered for each address during address entry, so at least one dwelling status must be defined. Dwelling status can also be used as a selection criterion in Targeted Marketing. For example, you might want to send a flyer only to addresses with a dwelling status of “occupied”.

Business Rules determine the default dwelling status that will appear when an address is added (the default can be overridden).

To define a dwelling status:

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

  Field

  Type

  What to enter

  DWELLING STATUS

  open (8)

  Enter a dwelling status ID, such as “vacant” or “occupied,” that indicates the status of a building at an address.

  DESCRIPTION

  open (30)

  Enter a description for this dwelling status.

  RECEIVE TM

  yes/no

  Indicate if addresses with this dwelling status can receive Targeted Marketing products. For example, you may define a dwelling status of “vacant” and indicate that TM products should not be delivered to these addresses.

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

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

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.

While the dwelling status refers to the status of occupancy at a dwelling (vacant, under construction, occupied) dwelling type refers to the kind of dwelling at the address, such as an apartment, single family home, or business. A dwelling type must be entered for each address during address entry, so at least one dwelling type must be defined. Dwelling types can be used in Market Penetration reports, Targeted Marketing, rating, and in printing route labels (for example, labels can print for all apartment dwellers).

Business Rules determine the default dwelling type that will appear when an address is added (the default can be overridden). The unit type may also define the default dwelling type.

To define a dwelling type:

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

  Field

  Type

  What to enter

  DWELLING TYPE

  open (10)

  Enter a dwelling type. The dwelling type indicates if the building at an address is an apartment building, single family home, business, senior high-rise, etc.

  DESCRIPTION

  open (30)

  Enter a description for this dwelling type.

  PENETRATION

  yes/no

  Indicate whether circulation figures for this dwelling type should be included in the totals on the Market Penetration report.

  PRINT LABELS

  yes/no

  Indicate whether subscriber route labels for route-delivered subscriptions should be printed for all addresses with this dwelling type. For example, you might check this field for a dwelling type of “dormitory”. Routes can be set up to have route labels print for all subscribers, no subscribers, or only subscribers with dwelling types that have this field flagged.

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

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

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.

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.
• 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.

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

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.
• 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.
• 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.

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.

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.