Billing Change

Use this option to change a subscriber’s billing method. For example, a subscriber may ask to switch from paying the carrier to paying the office.

You can also use this option to modify or delete a bill-to address and/or occupant, switch a subscriber to auto-renew, update the credit card or bank account used for auto pay, or change a rate code for a subscription.

Business Rules determine whether a source code is required for a billing method change, and whether a warning message is displayed when a subscriber is changed to a lower rate. Business Rules also determine whether any available refund amounts should be applied to the subscription, when switching a subscriber to office pay. When this happens, transfer in/out and refund transfer transactions are created to move the amount from an available refund to a payment on the subscriber’s account, pushing out the expire date.

To enter a billing change:

1. Find the subscriber whose billing method you want to change.

2. Click the Billing Change button ().

   
3. Enter information in the fields described in the following table.

   Field	Type	What to enter
   Billing Change Information
   CAMPAIGN	setup	If this billing change is the result of a campaign, select the campaign ID to automatically populate certain details of the campaign.
   PRODUCT	setup	Select the publication for this billing change.
   EFFECTIVE DATE	date	Enter the date this billing change should take place.
   SOURCE	setup	Enter the source code for this transaction, such as “customer”.
   REASON	setup	Enter the reason code, such as “ratecode”, for this transaction.
   BILLING METHOD	predefined	Enter the new billing method for this subscription or keep the default.
   RATE	display or setup	Enter the rate for this subscription or accept the default. Different rates may be available depending on the product, delivery method, and delivery schedule. Note that the new rate will adjust the subscriber’s expiration date, if the reason code entered above is set up to update the expire date. See A Note About Rerating Subscribers for more information.
   UPDATE RATE	yes/no	You can enter a billing change with a rate change that takes effect immediately. In other words, the billing change does not need to be processed before a payment can be entered for the subscription at the new rate (or the same rate re-used). If, for example, you want to keep a subscriber on a promotional rate past the promotional period in order to retain the subscriber, set Update Rate? to “yes”, enter the subscriber’s rate, and then immediately enter a payment that will apply to that rate.
   MERCHANDISE	setup	If the subscriber will be awarded some merchandise for the transaction (a coffee mug, for example), enter the merchandise code here. (To select multiple merchandise codes, select “*” and Ctrl-click codes from the selection list.) The merchandise codes available will depend upon the reason code entered above.
   FULFILL DATE	date	When the merchandise order is fulfilled, the fulfill date will be displayed.
   Renewal Information
   INVOICE SUBSCRIBER	yes/no	Indicate if an invoice should be sent for this subscription. This and the following field may be display-only, based on transaction security
   RENEW AFTER THIS TERM	yes/no	Indicate if a renewal should be sent for the next subscription term.
   P O NUMBER	open (20)	Enter the purchase order number, if any, for this billing change.
   LAST RENEWAL #	integer (1)	You can change the renewal notice number for this subscriber or leave this field set to “0”. As an example of how Last Renewal # might be used, suppose a subscriber lost their 2nd renewal notice and wanted a new one. You could enter “1” in Last Renewal #, so that the 2nd renewal would be reproduced the next time renewal notices are printed.
   LAST RENEWAL	date	You can optionally change the last renewal notice date for this subscriber.
   BONUS DAYS	yes/no	Qualify (or disqualify) the subscriber for bonus day deliveries by changing the bonus day flag. Note that if Bonus Days is unchecked, the subscriber’s Bonus Day transaction(s) must be manually deleted.
   Remarks
   REMARKS	unlimited	Enter any remarks that should appear on the carrier’s bundle top and/or the District Manager Report.

4. Click OK to accept the billing change. Or, access additional address and occupant options.

   Button	Description
   AAM Column	Click this button to change the AAM column for the subscription.
   Auto Pay	If the subscription is changing to auto renew, click this button to enter auto-renew information (such as credit card or bank account number). See The Auto Renew Window for more information.
   Bill-To	If the subscriber has a special bill-to address (i.e., renewal notices should be mailed to a different address from the delivery address) click this button to enter it.
   Mail-To	Select this option to find or add a mailing address for this subscription if the mailing address is different from the delivery address. The mailing address will default as the bill-to address, where renewal notices will be sent if they are mailed. The mailing address is also used for mail subscriptions if the delivery address is not mail-accessible.
   Tax Exempt	If this subscriber is exempt from any country, state, county or city taxes that are normally applied, click this button to enter the exemption reasons.
   Deliv Method	Click this button (located to the right of Last Renewal #) to override the renewal delivery method or remove a previously entered override. See The Renewal Override Window for more information.