Other Audit Reports

Reports on the Audit-Other menu provide audit trails for various subscriber-related activities, such as subscribers with changed credit statuses or overridden rates. The reports are summarized below.

Credit Status

The Occupant Credit Status Changed report lists occupants whose credit status has been changed within a certain time period, either by an associate or the system. You can run the report to include occupants whose default credit status has changed, occupants whose credit status for a particular product has changed, or both.

Note that the default credit status is the credit status assigned to the occupant when the occupant is added or converted to Circulation; this credit status applies to all products except those for which there is a specific credit status (usually assigned during a new start). If you do not maintain credit status by publication (a Business Rules consideration), the product option will not apply. The fields for this report are described below.

Field	Type	What to enter
OPTION	predefined	Indicate whether the report should include occupants whose default credit status has changed, occupants whose credit status has changed for a particular product, or both.
PRODUCT	setup	If you entered “product” or “both” in the above field, specify the publication for which to list changed credit statuses, or enter “*” to multi-select publications.
START DATE, END DATE	date	Enter the date range for the report. Only credit statuses which have been changed within this date range will be included.
CREDIT STATUS	setup	Enter the credit status for which to run the report, or enter “*” to multi-select credit statuses. Only changes to the credit statuses selected here will be included in the report.

Example—Credit Status Changed Report

Office Pay Audit

The Office Pay Subscriber Detail Report is a list, by account and route, of each office pay subscriber. The report can be included with the account’s bill or used for audit purposes. The report and the bill draw on different sources of information; if the two do not match, the bill credit is the correct figure as long as the account’s draw figures are correct. To determine discrepancies between the draw and actual subscribers, print the Draw Variance Exception Report. You can then enter a draw change to correct the discrepancies.

Note that Business Rules control the sort order of the Office Pay Subscriber Detail report (account, address, or name). Business Rules also determine whether complimentary subscribers are included in this report. If a subscriber is changed to carrier collect for non-payment and then changed back to office pay when payment is posted, the Office Pay Audit Report does not include the subscriber for the number of days that he/she was carrier collect. However, the carrier receives credit for those days. This back credit appears separately under the Miscellaneous Charges and Credits section of the account’s bill. The report fields are described below.

Field	Type	What to enter
COMPANY	setup	Enter the company to include in the report.
BILL SOURCE	setup	Enter the bill source to include in the report.
START DATE, END DATE	date	Enter the date range to be covered by the report. This refers to the transaction date (not necessarily the entry or processing date).
INCLUDE BACK CREDITS	yes/no	Indicate if the report should include back credits billed during the report period.
INCLUDE FORMER OFFICE PAY	yes/no	Indicate if the report should include subscribers who may have been on the report for a prior period, but no longer qualify to be selected for this run of the report.
TURNOVER CUTOFF	integer(4)	If INCLUDE FORMER OFFICE PAY is selected, indicate how far back the report should look to find office pay subscriptions. The cutoff date is determined by subtracting the value entered in this field from the START DATE. Note: This field is valid only for exports.
REPORT TYPE	predefined	Enter report, export, or both.
FILE FORMAT	setup	Enter a valid file map for Office Pay Audit.
FILE NAME	open	Enter the name of the export file.
FILE FORMAT	predefined	Enter append or replace.

Example—Office Pay Subscriber Detail Report

Promotional Payment

Subscriber rates can be set up as either regular, promotional, or reduced (see Rate Code in the Setup Manual). This report lists all subscribers who have received promotional or reduced rates for a certain publication within a certain date range. The report fields are described below.

Field	Type	What to enter
PRODUCT	setup	Enter the publication you are creating the report for (enter “*” to multi-select publications).
START DATE, END DATE	date	Enter the date range to be covered by the report. The report will only include subscribers that have received reduced or promotional rates within this date range.
RATE TYPE	predefined	Indicate the type of rate (promotional, reduced, or both) to include in the report.
RATE CODE	setup	Enter the rate code to include in the report, or enter “*” to multi-select rate codes.

Example—Promotional Payment Audit Report

Subscription Rate

When entering subscription information, Circulation allows an associate to manually override the rate assigned to the subscriber. The Subscription Rate Audit Report lists the subscribers who have “wrong” rates for a product and date range (for example, a subscriber receives the paper Monday through Saturday but has a Sunday-only rate). The report includes the subscriber’s name, address, delivery schedule, delivery method, and current rate code, and is sorted by subscriber account number.

Vacation Pack

The Vacation Pack Audit Report lists subscribers who have asked for a vac pack during a temporary stop and as a consequence received a discount (some newspapers have vac pack promotions). The report is run for a product and date range.

Example—Vacation Pack Audit Report

Rate Chains

The Rate Chain report lists rate codes that “step up” to a different rate (promotional and reduced rates). The report prompts for a date, and show rate setup as of that day. Each reduced or promotional rate is listed at the left, with subsequent rates displayed to the right. The type of rate will also display in parenthesis, “P” for promotional, “R” for reduced, “N” for normal and “F” for free rate.

For example, if rate A is a 50% off promo that steps up to rate B, a 25% off promo, which steps up to regular rate C, they would display as “A(P) ---> B(P) ---> C(N)”. If a rate incorrectly steps up (for example a reduced or promotional rate that steps up to itself), “ERROR” will be displayed at the end of the rate chain.

Field	Type	What to enter
RUN DATE	date	Enter the date on which the notices will be printed. This field defaults to the current date.
EXPORT	yes/no	Select this checkbox if you want to create an export file.
FILE NAME	open	Enter the name of the file to be exported.

Example—Subscriber Rate Chains report

Rate Terms

The Rate Term report displays the terms and rate amounts for each rate code. The report prompts for a date, and show rate term setup as of that day.

Example—Subscriber Rate Terms report

Campaign

The Campaign report displays the results of a selected campaign for a date range.

Example—Campaign Report

Credit Card

The Credit Card report lists all of the users who have viewed full credit card information, the date and time of the viewing, and the program (menu option) in which it was viewed. Circulation tracks the viewing of unmasked credit card information within the database, even when the credit card information is not changed. For auditing purposes, all views of this private information must be tracked since they could potentially result in the theft of that information. Note: Auditing occurs only for sites that do not store credit card information off-site. When off-site storage is being used, credit card views are not tracked. The fields are described below.

Field	Type	What to enter
ALL USERS USER	yes/no setup	Enter one or more user IDs or select All Users.
ALL CREDIT CARDS CARD NUMBER	yes/no open	Enter a credit card number or select All Credit Cards.
START DATE END DATE	date date	Enter a date range for the report.
EXPORT	yes/no	Indicate if you want to export the information to a file. The data written to the file will be pipe-delimited and have the following format: LogDate | LogTime | UserName | CreditCardNumber | UserProcess | Action | EntityType | Entity
FILE NAME	open	Enter the name of the exported file. Click the lookup icon for a list of tokens that can be used in the file name.
FILE OPTION	predefined	Select Append to write to an existing file of the same name, or Replace to write over an existing file of the same name.
PURGE	yes/no	Select this option to purge the audit data after exporting it. This field is available only if ALL USERS is selected.

Example—Credit Card Audit Report

Offsite Audit

The Offsite Audit report lists discrepancies between transactions stored in the Braintree offsite credit card storage service and Circulation. The report contains two segments:

• Offsite to Circulation shows discrepancies between the Braintree file and Circulation data.

• Circulation to Offsite shows transaction data in Circulation and compares it against the data file provided.

A third segment, Processing, lists general errors such as blank or improperly formatted ID numbers.

To use the Offsite Audit report:

1. Run and download a report from the Braintree merchant gateway. Store the report where it can be accessed from within Circulation.

2. Select Audit | Other | Offsite Audit to display the Offsite Reconciliation Report window.

   
3. Click Add and Enter the name of the Braintree file to be used for the report.

4. Enter the starting and ending dates of the report. See notes below.

5. Click OK and then Continue to produce the report.

Notes:

• This report uses Braintree’s vault date and Circulation’s transaction date, which may not always be the same date. Discrepancies will arise when the vault and transaction dates are different.

• Credit card numbers are always masked when they appear in the report.

• This report currently works only with Braintree Offsite credit card storage.

• Files downloaded from Braintree should be stored in a secure location on your server.

Example—Offsite Reconciliation Report