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.

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.

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.

Only states with valid IDs can be entered in subscriber addresses. States are also used in , , , and setup and can be used with mail distribution, taxing and routers.

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

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:

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.

You must define a county ID for each county in your market area. Counties are needed to set up , , and , and can also be used in with addresses, taxing, rating, and routers.

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

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
• 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

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

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

• 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.

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

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.

3. If you wish, select Specifics and link the Town of 25 to a Zip code. When an address is entered with this Zip code, the Town of 25 will automatically default.

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.

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.

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

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.

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.

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.

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.

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

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.

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

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.

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
• 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.

  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.

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.

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.

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 .

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

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.
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.

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.

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

Circulation has the ability to track all outbound subscriber and non-subscriber contacts, with an option to send an e-mail (for e-mail contacts) and display any source documents associated with the contact. Examples of source documents include direct mail flyers, campaign scripts, upsell letters and welcome letters.

Contacts can be created with Targeted Marketing processing and the Subscriber Activity Export, and entered manually in Customer Service (see the User Manual). Contacts are associated with occupant records when possible. When an occupant cannot be located, they are associated with the address record instead.

To define the types of customer contacts:

• Select Setup | Subscription | Codes | Contact Type to display the Contact Type screen.

• Click the Add icon and complete the following fields.

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

Your newspaper may give a promotional gift, such as a bag or a coffee mug, to new subscribers or subscribers who change delivery schedules. You can use Circulation to track these gifts via merchandise codes, which are set up here.

Merchandise codes are typically entered during new starts or delivery schedule changes. A merchandise code will only be available if it is valid for the reason code used for the new start or delivery schedule change. For example, you might give away a coffee mug to new subscribers who ask for your three free day promotion (reason code 3-Free) or existing subscribers who change from a Wknd to a 7-day delivery schedule (reason code Wknd>7).

Merchandise codes can be entered as part of the start or delivery schedule transaction. They do not, however, impact the subscriber’s account or the general ledger.

To set up a merchandise code:

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

  Field

  Type

  What to enter

  MERCHANDISE CODE

  open (8)

  Enter an ID for this merchandise code.

  START DATE, END DATE

  date

  Enter a start date and, optionally, an end date during which this code may be used.

  DESCRIPTION

  open (30)

  Enter a description of this merchandise code.

• Select Specifics | Merchandise Reason to link the merchandise code to reason codes (see below).

• Select Accept to enter the merchandise code into the database.

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

Specifics, Merchandise Reason

As mentioned above, merchandise codes can be entered during new starts or delivery schedule changes, if the merchandise code is valid for the reason code used. So, for example, if a new start is entered using reason code “Newstart”, any of the merchandise codes that are valid for “Newstart” can be entered in the Merchandise field (or the field can be left blank).

To make a merchandise code valid for a reason code:

1. Select Specifics | Merchandise Reason from the Merchandise Setup screen to display the Merchandise Reason Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   MERCHANDISE CODE

   display

   The merchandise code is displayed.

   PRODUCT

   setup

   Enter a publication for which this merchandise code is valid.

   TRANSACTION TYPE

   predefined

   Indicate whether the reason code that will be entered in the next field is for a new start (Start), delivery schedule change (DelivSched), or billing change (BillingChg).

   REASON CODE

   setup

   Enter a reason code for which this merchandise code is valid.

   START DATE, END DATE

   date

   Enter the date range during which the merchandise code will be valid for the reason code above. End Date may be left blank.

3. Select Accept to link the merchandise code to the reason code.

4. Make the merchandise code valid for another reason code, or press F4 and select Exit to exit to the Setup menu.

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

  SOLICITATION CODE

  open (8)

  Enter an ID for this solicitation code.

  START DATE, END DATE

  date

  Enter a start date and, optionally, an end date during which this code may be used.

  DESCRIPTION

  open (30)

  Enter a description of this solicitation code.

  DEFAULT ACTIVE DAYS

  integer (7)

  If applicable, enter the default number of days for which this code will be active when entered in Customer Service or loaded using Subscriber Activity Import.

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

Renewal notices for route-delivered subscribers are often delivered by the route’s carrier. This saves the newspaper postage, but some subscribers may prefer to have the renewal notices mailed to them via the post office or e-mail. For example, the carrier might insert the renewal notice in the Sunday paper; some subscribers may overlook it there and so ask the newspaper to mail the notices. When this happens, an associate can override the delivery method of the renewal notice, changing it to mail-delivered.

Renewal notice delivery method overrides can be entered as part of a new start or billing change. As part of the transaction, a renewal override code must be supplied. The override code provides a description of the override, such as “asked” (subscriber asked to have the renewal mailed), “lost” (carrier-delivered renewal notice kept getting lost) or “ebill” (subscriber prefers to have renewal notice e-mailed to them).

To define renewal override codes:

• Select Renewal Override from the Codes menu to display the Renewal Override screen.

• Click the Add icon and complete the following fields.

• Click OK to save the renewal override code in the database or Add Another to save the existing code and add another renewal override code.

Use this option to define contact reasons and associate customer documents with them.

• Select Setup | Subscription | Codes | Contact Reason to display the Contact Reason screen.
• Select Add and complete the following fields.

  Field

  Type

  What to enter

  CONTACT REASON

  open (8)

  Enter a contact type, such as “Followup” or “Upsell”.

  START DATE, END DATE

  date

  Enter the date range during which this contact reason is valid.

  DESCRIPTION

  open (30)

  Enter a description of this contact reason.

  DOCUMENT

  open (50)

  Specify the document name to be associated with this contact reason. Document names are defined using the DOCUMENTS option in the Graphical Setup module.

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

If you allow alternate credit card numbers (tokens) to be interfaced with subscriber payments, token prefixes must be defined here. The Business Rule— Do you allow alternate values in the credit card field? (Subscriber Payments section) determine whether alternate credit card numbers are used. For example, if you are interfacing payments from ISD (Chatterbox) through the Customer Service API, you may need to store alternate credit card numbers.

If you do not allow alternate credit card numbers, this setup can be skipped.

Define credit card token prefixes

1. Select CC Token Prefix from the Setup | Subscription | Codes menu to display the Credit Card Token Prefix screen.
2. In the lower part of the screen, click the Add Credit Card Token Prefix icon.

3. Select the credit card type for this prefix in the Credit Card Type field. Only credit card types set up in Credit Card Account setup can be selected (see Credit Card Account).

4. In the Valid Prefix field, enter the 2-digit credit card prefix. Typically the prefix is less than 10 or greater than 90 to differentiate them from real credit card numbers.

5. Click OK to add the credit card prefix.

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

   SOURCE CODE

   open (8)

   Enter a source code, such as “carrier” or “subscriber”.

   DESCRIPTION

   open (30)

   Enter a description of this source code.

   START DATE, END DATE

   date

   Enter the date range during which this source code can be used. You may leave END DATE blank.

   VALIDATE DID NOT ORDER

   yes/no

   Indicate if this source code should validate against “did not order” reason codes entered for stop transactions. When entering a stop reason code in Customer Service, “did not order” validation will occur if the most recently processed start transaction for the subscription had Validate Did Not Order set to “yes”.

   CHARGE ACTIVATION FEE

   yes/no

   Indicate whether to charge Activation Fees against this Source Code. By default, the value is set to No.

   SUBSOURCE REQUIRED

   yes/no

   Indicate whether entry of a subsource is required when this source is entered.

   SUBSOURCE TYPE

   predefined

   If a subsource is required, indicate whether the subsources should be all carriers, routes, or DMs. Or, enter subsource and define your own subsources in SPECIFICS | SUBSOURCE.

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 Specifics | Reason Source. 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: