This section guides the user through the menu options that are available under the Audit menu.
Audit reports that are connected with occupant transactions can be produced from the Audit-Occupant menu. They are helpful in keeping your occupant records in order. Since all three reports are quite similar to one another, they have been documented together.
The occupant audit reports are summarized below, and selected examples are shown.
Occupants Added. The Occupants Added report lists occupants that were added to the Circulation database within a given date range, along with credit status and other information.
Occupants Changed. The Occupants Changed report lists occupants whose information was modified within a given date range, including e-mail address and phone number. The field that was modified is listed, along with the new and old data for this field.
Occupants Deleted. The Occupants Deleted report has the same format as the Occupants Added report, but lists occupant records that were deleted within a certain date range.
All Occupant Audit reports can be run for specific create users. This allows you to exclude reporting of records that were changed by mass processes.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
The Campaign report displays the results of a selected campaign for a date range.
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.
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.
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.
Run and download a report from the Braintree merchant gateway. Store the report where it can be accessed from within Circulation.
Select Audit | Other | Offsite Audit to display the Offsite Reconciliation Report window.
Click Add and Enter the name of the Braintree file to be used for the report.
Enter the starting and ending dates of the report. See notes below.
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.
The Audit - Transaction menu is where you produce reports about subscriber transaction activity—starts, stops, expire changes, etc. There are also a couple of account reports: the Draw Change Report and CC Rate Change Report.
Because these reports are so similar, they are presented as one section. Each report is described below, and selected examples are shown after the descriptions.
Start. The Subscriptions Start Report lists mailed and route-delivered new starts by district and then by route. If reporting on more than one product, a recap by district is shown for each product, showing the number of starts for each reason code. The report fields are described below.
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. This refers to the transaction date (not necessarily the entry or processing date).
REASON CODE
setup
Specify the reason code to be included in the report (enter “*” to multi-select). Only starts entered with these reason codes will be included.
REPORT TYPE
setup
Indicate if the report should include all starts, only new starts that owe grace, or only suspended starts.
New starts that owe grace can occur when new subscribers start but never send a payment, or when stopped subscribers who owe grace are allowed to start a new subscription. Suspended starts can occur when new starts entered on the web fail to route automatically.
Day Pass Sales. The Day Pass Sales Report lists the day passes sold for a product and date range. See About Day Passes for more information on day passes. The report fields are described below.
PRODUCT
setup
Select the product for which day pass sales should be reported, or select “*” to multi-select products.
START DATE END DATE
date
Specify the date range for the report. Only day passes that are purchased within this date range will be included.
EDITION
setup
Select the editions for which day pass sales should be reported, or select “*” to multi-select editions.
ALL REASONS, REASON
yes/no setup
You can optionally run the report by reason code, so that only day pass purchases entered with certain reason codes are included. If so, choose the day pass reason code in the Reason field, or select “*” to multi-select day pass reasons. Otherwise, check All Reasons.
ALL SOURCES, SOURCE
yes/no setup
As with reason code, the report can be run to include only day pass purchases entered with certain source codes. If not running the report by source code, check All Sources.
REPORT TYPE
predefined
In this field, indicate whether to include detail information, summary information, or both sections on the report. Detail includes individual day pass subscriptions, while summary data shows the total day passes purchased and amounts sold.
Day Pass Usage. The Day Pass Usage report tracks day pass usage within a date range. It can be run by purchase date or usage date. Using the report, you can determine how fast your day pass bundles are being used.
PRODUCT
setup
Select the product for which day pass usage should be reported, or select “*” to multi-select products.
START DATE, END DATE
date
Specify the date range for the report. Only day passes that are used within this date range will be included.
EDITION
setup
Select the editions for which day pass sales should be reported, or select “*” to multi-select editions.
ALL REASONS, REASON
yes/no setup
You can optionally run the report by reason code, so that only day pass subscriptions purchased with certain reason codes are included. If so, choose the day pass reason code in the Reason field, or select “*” to multi-select day pass reasons. Otherwise, check All Reasons.
ALL SOURCES, SOURCE
yes/no setup
As with reason code, the report can be run to include only day pass purchases entered with certain source codes. If not running the report by source code, check All Sources.
DATE OPTION
predefined
Indicate whether to report day pass usage based on purchase or date usage date. If “Purchase Date” is selected here, all days used for day pass subscriptions reported within this date range will be included.
If “Usage Date” is selected here, all days used within this date range will be included, regardless of purchased date. For example, say a subscriber purchased a day pass bundle for 5 days on June 1 and used one day on June 4 and one day on June 6. If the report was run for June 1 - June 3 and “Purchased Date” was selected, the subscriber would be listed with 2 usages.
If “Usage Date” was selected, the subscriber would not be reported because he/she used no day passes from June 1-3.
Stop. The Subscriptions Stop Report has the same format as the Subscriptions Start Report, but it lists stops. The Stop Report fields are also the same as the Start Report (see above), except that there is no GRACE OWED ONLY field. The stop and start reports can give you an indication of what routes (and districts) you are gaining or losing readership.
Restart. The Subscriptions Restart Report lists, in route order, subscribers who have restarted within a given date range. The report has the same format as the Subscriptions Start Report, and gives recaps by route, district, and product. Note that only a temporarily stopped subscriber who starts again is considered a “restart”. A permanently stopped subscriber who starts again is considered a new start. The report is run for one or more products and a date range.
Reroute. The Subscriptions Rerouted Report has the same format as the Subscriptions Billing Change Report, but it lists subscribers who have been moved to a different route. The report is run for one or more products and a date range.
Schedule Change. The Subscriptions Schedule Change Report has a similar format to the Subscriptions Start Report, but it lists subscribers who have changed their delivery schedule. For example, a subscriber might want to change from “Mon-Fri” (Monday through Friday) to “Daily” (seven days a week). The report is run for one or more products and a date range, and lists both old and new delivery schedules.
Billing Change. The Subscriptions Billing Change Report lists subscribers who have changed their billing method. For example, a subscriber might change from carrier collect to office pay. The report is run for one or more products and a date range. The billing and delivery schedule change reports can help you find trends in your delivery and billing.
Move Out. The Subscriptions Move Out Report lists subscribers who have moved from their address within a given date range. In format it is like the Subscriptions Billing Change Report. The report is run for one or more products and a date range.
Combo Change. The Subscriptions Combo Change report lists transactions related to combo starts, combo changes, and combo ends. The report is run for one or more products and a date range. It lists combo change transactions that were entered for a combo whose primary product is selected for the report and have a transaction date within the selected date range. The other (non-primary) subscriptions in the combo are also listed.
Move In. The Subscriptions Move In Report lists subscribers who have moved into a new address. In format it is like the Subscriptions Billing Change Report. The report is run for one or more products and a date range. The move in and move out reports can help in locating areas where subscriber movement is occurring.
Transfer. The Transfer Out/In Audit Report can list either all transfers in or all transfers out for a certain publication and date range. The report is run for one or more products and a date range.
Temporary Address. The Subscriptions Temporary Address Report lists, by route, subscribers who have moved to a temporary address within a certain date range. The report is run for one or more products and a date range. The format for this report is like the Subscriptions Billing Change Report.
End Temp Address. The Subscriptions Temp Address End report uses the same format as the Subscriptions Billing Change Report. The report is run for one or more products and a date range. You can use the two temporary address reports to find trends in your readership. For example, you may find that in January you have a great number of temporary addresses in Florida.
Draw Change Audit. Unlike most of the other reports on the Audit | Transaction menu, the Draw Change Report applies to carrier/dealers. This report lists draw change transactions for one or more products within a given date range, whether the change replaced or adjusted the draw, and the affect on the draw for each day of the week. For more information, see draw changes.
Expire Change. Expire changes are manual changes to a subscriber’s expire date. The Expire Change report lists expire change transactions entered for one or more products within a given date range.
Donation. This report lists subscribers who have donated part or all of their subscription value to a carrier or other group during a stop, restart or transfer. The report fields are described below.
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. This refers to the transaction date (not necessarily the entry or processing date).
ALL SUBS SUBSCRIPTION
yes/no integer (10)
Indicate whether the report should include donations from all subscriptions and, if not, the subscription number for which the report should be run.
CC Rate Change. If you rate carrier collect subscribers (a Business Rules issue), their rate may change if they are being turned from office pay to carrier collect, or if their carrier collect rate term days are up (see Rate Code in the Setup Manual). This will result in a rate change transaction. The Carrier Collect Rate Change Audit report lists these carrier collect rate changes for one or more publications and a transaction date range.
Merchandise. The Merchandise Report lists subscribers who had a merchandise code entered with their start or delivery schedule change, within a product and date range. A merchandise code indicates a free gift, such as a coffee mug, that the subscriber will receive as part of the new subscription or new delivery schedule.
Merchandise Undo. The Merchandise Undo option removes the fulfillment date from MerchandiseTran records for selected subscriptions. This effectively changes the status of these subscriptions from “fulfilled” to “unfulfilled”.
iServ Tran Summary. The Transaction Summary report shows you the number of web-enabled transactions types that have been entered during a specified date range. This report shows the number and percentage of transactions entered via iServices Subscriber and the Customer Service API, compared to the total number of transactions of each type entered into the system.
Reports on the Audit-Setup menu provide audit trails for changes made to account rates, subscriber rates, and security or user groups over a certain time period.
Each of the following reports lists the additions, changes, and deletions that were made during a date range:
Account Rate Code—Shows the account rate codes that have been added, changed, and deleted. See .
Account Rule Link—Shows the account rule rate links that have been added, changed, and deleted. See .
Business Rule—Shows the Business Rule settings that have been added, changed, and deleted. See .
Subscriber Rate Code—Shows the subscriber rate codes that have been added, changed, and deleted. See .
Subscriber Rate Terms—Shows the subscriber rate terms that have been added, changed, and deleted. See .
Subscriber Rule Rate Link—Shows the subscriber rule rate links that have been added, changed, and deleted. See .
Security Item—Shows the security items that have been added, changed, and deleted. See .
Security Group—Shows the security groups that have been added, changed, and deleted. See .
User Group—Shows the user groups that have been added, changed, and deleted. See .
Select a report from the Reports | Audit-Setup menu.
Click Add and enter a report type (added, changed, deleted, or “*” to multi-select).
Enter a date range for the report.
Click OK and then Continue to create the report. Added, changed, and deleted records are displayed in separate sections.
Audit reports that are connected with address transactions can be produced from the AUDIT-ADDRESS menu. Most of these reports apply to both subscribers and non-subscribers. They are helpful in keeping your address records in order. Since these reports are quite similar to one another, they are documented together as one section.
The address audit reports are described below, and selected examples are shown after the descriptions.
Addresses Added. The Addresses Added report lists all addresses that were added to the Circulation database within a given date range and, optionally, for specific create users.
Addresses Changed. The Addresses Changed report lists all addresses that were modified within a certain date range, the fields that were changed, and the old and new address data. The report can optionally be run for specific users, allowing you to exclude changes made by mass processes. For example, the report could be run for all users except the user who typically runs the Batch Address Hygiene process.
Addresses Deleted. The Addresses Deleted report has the same format as the Addresses Added report, but lists addresses that were deleted from the database within a given date range. The report can optionally be run for specific create users.
Addresses By Zip. The Addresses by Zip Code report has the same format as the Addresses Added report, but does not work within a date range. Instead, it lists all addresses in the database that fall within the specified Zip codes. You can run the report for all Zip codes, a single Zip code, or multi-select Zip codes.
Address & No Route. The Addresses Not Assigned a Route report can be used to insure that all addresses that should be assigned to a route are assigned to a route. For all publications using the delivery map specified, the report lists addresses that have no route but have Zip codes indicating they should be assigned to one (see Zip in the Setup Manual). The fields for this report are described below.
Multiple Subs. The Multiple Subscriptions at Same Address report lists all addresses that have multiple subscriptions as of a run date, along with the subscriber names and subscription information. Note that in cases where an address has more than one record in the database, the word “duplicate” will appear between the duplicate addresses.
Multiple Occupants. The Multiple Occupants at Same Address report lists all multiple occupant addresses as of a run date, along with the occupant names and subscriber information; both subscribers and non-subscribers are included. Note that non-subscribers listed in the Multiple Occupants at Same Address report will not have information in the Product, Account Status, Last Tran Date or Tran Type columns.
MAP
setup
Enter a delivery map, which will determine the routes to be considered in the report.
RUN DATE
date
Enter the date on which route assignments should be based.
