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This section guides the user through the menu options that are available under the Subscriber menu.
The Active Online Subscribers report is a list of all online subscribers to a certain product. The report shows each subscriber’s expire date, delivery schedule, billing method, and other useful information.
Note: If final Transaction Processing has not yet been run for the current publishing day, this report will reflect subscriber information from the previous publishing day.
Select Active Online from the Subscriber menu to display the Active Online Subscribers Report window.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
The Grace Balance report is used to accumulate the grace-owed and grace-accrual amounts for subscribers on a specified date.
Select Subscriber | Grace Balance to display the Grace Balance Report window.
Click Add.
Specify the Product and the Balance Date. Note: In order to get proper grace-accrual results, the balance date must be the end date of the last Grace Due Report.
Click OK and then Continue to produce the report.
Field | Type | What to enter |
---|---|---|
PRODUCT
setup
Enter the publication for which to run the report, or enter “*” to multi-select publications.
SUBSCRIBER TYPE
predefined
Indicate whether online, hybrid, or both types of subscribers should be included on the report.
PRINT ORDER
predefined
Indicate whether the report should sort by Zip code, subscriber name, subscriber account, or label group. If you select Zip code, subscribers will be sorted by address within each Zip code.
PAGE ON ZIP
yes/no
Indicate whether to page break the report before each Zip code.
The Active Mail Subscribers Report is a list of all mail subscribers to a certain product. The report shows each subscriber’s expire date, delivery schedule, billing method, and other useful information.
Select Active Mail from the Subscriber menu to display the Active Mail Subscribers Report.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
The Refund Written Off Report catalogs the refund write-offs that occurred within a date range that you specify. This includes refund write-offs that were entered in a batch in Accounting, as well as those written off individually in Customer Service. See Refund Writeoff in the Accounting chapter of the User Manual for more information about refund write-offs.
Select Refunds Written Off from the Subscriber menu to display the Refund Written Off Report window.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
Refund cards contain basic information about subscribers who have received refunds within a given date range. One card will be printed for each subscriber, and contain the subscriber’s name, refund amount, tax, and refund date. The cards can be sent to the subscribers with the refund checks.
Select Refund Cards from the Subscriber menu to display the Refund Card window.
Click Add and enter the product and date range for which to print the cards.
Click OK and then Continue to produce the refund cards.
The Grace Due report lists subscriber grace activity that occurred during a specified date range. If you recognize earned revenue for grace days delivered to subscribers while they are still in their grace period (a Business Rules consideration), running the report in update mode will also create Grace Accrual transactions.
Because Transaction Processing can create grace owed transactions, final transaction processing must be complete through the end date of the report.
If any of the following activities have taken place since the last day of the period, a Historical Unearned or Grace Due should not be run.
Change in the Premium Day Calendar
Run any Premium Day processing
Note: If you are using Premium Day or a wallet of any kind, it is time sensitive.
The Grace Due report creates the following transactions when run in update mode:
A Grace Accrual transaction is created with a transaction date matching the report’s end date. Grace Accrual is a running total of the amount of grace that a subscriber has accumulated.
A reversing Grace Accrual transaction is also created with a transaction date of the end date of the report plus one day, which causes it to be picked up in the next period.
A set of GL transactions is created for the total amount of grace accrued, with a transaction date matching the report’s end date.
A set of reversing GL transactions is created with a transaction date of the end date of the report plus one day, which causes them to apply to the next period.
The following table describes how Grace Accrual is calculated on the Grace Due Report. In this example, a subscriber is on a 2.60/week rate and, while in grace, will accumulate 2.60 in new grace each week. Each time the Grace Due report is run, the total grace accrual is updated, and the new, prior, and total grace accrual amounts are shown. When a payment is made, the total grace accrual will be reduced, and the new amount shown will be the reversing entry from the previous period’s total. The table also shows how earned revenue will be reported in this situation.
In the final period of this example, subscriber revenue in the General Ledger will be debited 7.80 (the grace accrual amount) and credited 10.40 for four weeks at a 2.60 weekly rate, resulting in a net credit of 2.60 for the current week.
The Grace Due report contains two sections. The first section lists subscribers with grace owed amounts. Subscribers who are still in their grace period will not be listed in this area of the report unless they have grace owed from a previous subscription period.
The second section of the report lists subscribers currently in their grace period.
Select Grace Due from the Subscriber menu to display the Grace Due Report window.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
This report lists subscribers who were in grace but did not send in payments within a certain number of days, and were therefore written off.
Select Grace Written Off from the Subscriber menu to display the Grace Written Off Report window.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
For historical purposes, you may want to record information on grace owed subscribers prior to the grace owed being written off. If so, the Writeoff Analysis Report will be useful. The report selects subscribers based on the date of their grace owed and lists subscription status, credit status, expire date, end grace date, grace days and grace owed amount.
Select Writeoff Analysis from the Subscriber menu to display the Grace Writeoff Analysis Report window.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
Field | Type | What to enter |
---|---|---|
Field | Type | What to enter |
---|---|---|
Field | Type | What to enter |
---|---|---|
Column | Definition |
---|---|
Field | Type | What to enter |
---|
Field | Type | What to enter |
---|
PRODUCT
setup
Enter the publication for which to run the report, or enter “*” to multi-select publications.
PRINT ORDER
predefined
Indicate whether the report should sort by Zip code, subscriber name, subscriber account number, or label group. If you select Zip code, subscribers will be sorted by address within each Zip code.
PAGE ON ZIP
yes/no
Indicate whether to page break the report before each Zip code.
PRODUCT
setup
Enter the product for which refund write-offs should be listed, or enter “*” to multi-select.
START DATE END DATE
date
Enter a date range for the report. Refund write-offs with transaction dates within this date range will be included.
a.
New grace accrued in this period (Total Grace Accrual - Prior Grace Accrual
); shown as “New Grace Accrual” in the totals at the bottom of the report and in the “Amount Owed” column in the in the second section of the report.
b.
Grace accrual reported in the previous period; shown as “Prior Grace Accrual” in the totals at the bottom of the report.
c.
Actual Grace Accrual amount written to the GL from the expire date to the end date of the report; included in the totals at the bottom of the report.
d.
Total revenue from the previous expire date to the end date of the report.
e.
Unearned Revenue + Total Grace Accrual - Prior Grace Accrual
, because of the reversal from the previous period.
ALL ACCOUNTS
yes/no
Indicate whether the Grace Due report should be run for all accounts. If you enter “n” here, specific accounts or account ranges can be entered in the Account Ranges Entry window that opens after all of the fields are entered.
PRODUCT
setup
Enter the product for which to list grace activity. Enter “*” to multi-select products.
START DATE END DATE
date
Enter a date range for the report. The report will include all new grace activity on or within these dates and show grace outstanding as of the end date. You can run the report for any date range (month, week, day, etc.).
Note: In order to populate the “Previous Grace Owed” column of the report, you must run the report with a Start Date that is one day after the End Date of a previous report (and the previous report must have been run with Update set to “y”).
If you have previously run the report with the same End Date, you will be prompted to indicate whether the grace owed file for that date should be overwritten.
SORT OPTION
predefined
Indicate whether the report should be sorted by Account Number, Area, or Zip code. If you select “area”, the sorting will be by area, region, distribution zone, district, and route.
ROUTE TOTALS
yes/no
If the report is being sorted by area, indicate whether subtotals should be printed by route.
UPDATE
yes/no
Indicate whether this grace due information should update the grace owed file. This will also create grace accrual transactions, if you have Business Rules set to recognize earned revenue for grace days while the subscriber is still in the grace period.
EXPORT
yes/no
Select this checkbox if you want to create an export file.
FILE FORMAT
setup
Select the file map to use for this export. A file map must be set up previously.
FILE NAME
open
You can accept the default file name or modify it.
Account, Name, Account Status
The subscription ID, name, and status of the subscriber are displayed in these columns. In addition, the subscriber’s address and phone number will appear below the name if the Business Rule, Should the subscriber’s address, credit status, and grace dates show on the top of the Grace Due Report?, is set to “yes”.
Previous Grace Owed
The subscriber’s grace owed amount from prior periods appears in this column.
Grace Paid
If the subscriber paid off a grace owed amount during this period (typically by sending in a payment), the grace paid will be listed here.
Bad Debt Paid
Grace can be written off to the General Ledger but not to Customer Service. If a subscriber paid off a grace owed amount that had already been written off to the GL, the grace paid amount will appear in this column.
Grace Written Off
If the subscriber had their grace owed written off during this period, the amount of the grace writeoff will be displayed in this column. If you write off grace to the General Ledger and Customer Service separately, only amounts written off to the GL will be included.
New Grace Owed
Grace owed amounts that were created for the subscriber in the current report period will be displayed in this column.
Reinstated Grace Owed
If a payment was canceled or not posted because of non-sufficient funds in this period, and this created a grace owed amount, the grace owed will be displayed in this column (rather than in New Grace Owed).
Current Grace Owed
The total grace owed by the subscriber will be displayed in this column. This will be:
Previous Grace Owed - Grace Paid - Bad Debt Paid - Grace Written Off + New Grace Owed + Reinstated Grace Owed
Credit Status
The subscriber’s credit status (e.g., Active, Expire Stopped, In Grace Period) appears on the second line, below the Bad Debt Paid column, if the Business Rule shown above is set to “yes”.
Grace Dates
The dates for which the subscriber has grace owed amounts are shown below the New Grace Owed column if the Business Rule shown above is set to “yes”.
Discounts
If the subscriber rate has a discount, the discount amount for each column will be displayed on the third line.
Columns in the Second Section of the Report
The second section of the report contains the subscription ID, name, current status, credit status, expire date, end grace date and invoice flag for subscribers currently in grace. The value of the grace days the subscriber has received within this reporting period is displayed in the Amount Owed column. This is the new Grace Accrual for the period, and it can be a negative amount. The Discount is the new discount for the period.
PRODUCT | setup | Enter the publication you wish to run the report for, or enter “*” to multi-select publications. |
START DATE END DATE | date | Enter the date range for the report. |
SORT BY AAM ZONE | yes/no | Indicate whether the report should sort subscribers by AAM zone. |
PRODUCT | setup | Enter the product for which to report grace owed, or enter “*” to multi-select products. |
START DATE | date | Enter a start date for selecting grace owed. To report all grace prior to the End Date, enter a start date of 01/01/1950. |
END DATE | date | Enter the end date for selecting grace owed. |
USE WRITEOFF DAYS | yes/no | Indicate whether to add the grace writeoff days from the subscriber’s credit status to the grace owed date when selecting grace owed for the date range above. For example, say the report were run for a blank start date and an end date of 05/01/10. If a grace owed were dated 04/01/10 and the subscriber had 45 grace writeoff days, it would be included in the report if this checkbox were not selected. However, if this checkbox was selected, the 45 days would be added to 04/01/10, pushing the grace owed date out to 05/15/10. In this case it would not be included in the report. If you are running the Grace Analysis Report to determine what subscribers will have grace owed written off, select this checkbox. |
WRITEOFF TYPE | predefined | Grace owed amounts can be written off to the general ledger but still appear in Customer Service. This report can be run to select just grace owed amounts that are written off to the GL and only visible in Customer Services. It can also be run the reverse way, to list only grace owed amounts that have not been written off to the General Ledger. Or, it can be written off for both types of grace owed amounts. |
SELECTION TYPE | predefined | Indicate whether the report should include all subscribers, or subscribers in a specific area, region, zone, or district. Enter mail if only mail subscribers should be listed. |
SELECTION | setup | Depending on what was entered in Selection Type, enter the area, region, zone, or district for which to list grace owed subscribers, or enter “*” to multi-select. If the selection type is “all” or “mail”, this field will be skipped. |
SUBSCRIBER TYPE | predefined | Indicate whether current subscribers, former subscribers, or all subscribers should be included in the report. |
GRACE TYPE | predefined | Indicate whether to list grace owed for start-and-bill subscribers (i.e., subscribers who have not made a payment), renew subscribers, or both. |
REPORT TYPE | predefined | Indicate whether the report should contain detail (individual grace owed amounts) or summary (only totals). |
This report displays outstanding grace-owed amounts by user-defined aging periods. Included on the report are the subscriber number and name, current subscription status, stop reason (if applicable), aging amounts, and the total amount owed. The report allows you to define four past-due aging periods.
Select Reports | Subscriber | Receivables Aging to display the Subscriber Receivables Aging Report window.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
The Fee WriteOff Report is used to obtain detailed information about each fee that has been written off against each subscription. This report comprises the subscriber's name, account number, account status, fee type, fee code, and amount written off.
Select the Fee Analysis from the Subscriber menu to display the Fee Analysis Report window.
Select Add and complete the following fields.
Click OK and then Continue to produce the report.
The Fee Analysis Report is used to obtain information such as Prior Unpaid Fees, New Fees, Fees Paid, Fees Written Off, Fees Waived, Prior Paid Fees, Current Unpaid Fees, and Future Fee Payments for the purpose of calculating fees.
The Fee Analysis Report also includes the Activation and Printed Bill fee details.
Select the Fee Analysis from the Subscriber menu to display the Fee Analysis Report window.
Select Add and complete the following fields.
Click OK and then Continue to produce the report.
When subscribers go into grace, they are assigned an “end grace” date. This is the date on which their grace period will end; typically, the newspaper delivery will stop on the end grace date (unless, of course, a payment is received before then).
The End Grace report lists subscribers whose end grace date lies within a given date range. Newspapers can use the report to locate “at risk” subscribers who are likely to have delivery stopped in the near future. Often, the Customer Service department calls these subscribers, and in fact the report has an option to export subscriber phone numbers to an ASCII file.
Select End Grace from the Subscriber menu to display the End Grace Report window.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
Field | Type | What to enter |
---|---|---|
Field | Type | What to enter |
---|---|---|
Field | Type | What to enter |
---|---|---|
Field | Type | What to enter |
---|
PRODUCT
setup
Enter the product ID or “*” to multi-select.
SUBSCRIBER TYPE
predefined
Indicate whether you want the report to include “Active” subscribers, “Perm Stopped” subscribers, or “Both”.
GL WRITE-OFFS
predefined
Indicate whether you want the report to “Exclude” amounts that have been written off for GL purposes, “Include” them, or include “Only” them.
REPORT TYPE
predefined
Indicate whether you want a “Detail” or “Summary” report.
CUTOFF DATE
date
Enter the most recent transaction date to include in the report.
AGE BY
predefined
Indicate whether you want the receivable amounts aged by “Dates” or “Days”. This will affect which columns become active for entering periods.
PERIOD 1 PERIOD 2 PERIOD 3 PERIOD 4
date or integer (4)
If you entered “Dates” above, indicate the specific dates that define each of the four aging periods (for example, you might enter 09/31/09 for period 1, 06/30/10 for period 2, and so on). If you entered “Days” above, enter the length of each aging period in days (for example, you might enter 30 for period 1, 60 for period 2, and so on).
PRODUCT
setup
Enter the publication for which the report is to be generated.
CUTOFF DATE
date
Enter a cutoff date to view the fees that have been written off as of that date.
WRITEOFF
yes/no
Indicate whether to write off available refund amounts. Print the Fee Writeoff Report to review the items that will be written off before selecting this checkbox.
GL TRAN DATE
date
If transactions should be written off (i.e., WRITEOFF is selected), enter the general ledger date for these writeoff transactions.
SOURCE
setup
Enter a source code for this writeoff.
REASON
setup
Enter a reason code for this writeoff, such as “old”.
PRODUCT
setup
Select the publication for which the report is to be generated.
START DATE, END DATE
date
Enter the date range over which the report will be run.
REPORT TYPE
predefined
Specify whether you want a Detail or Summary report. Detail will show fee details for each subscriber. Summary will show fee details against each Fee Code.
PRODUCT | setup | Enter the product for which you are running the report. |
START DATE END DATE | date | Enter the date range for the report. |
END GRACE OPTION | predefined | Indicate whether the report should list subscribers who will automatically stop when their grace period ends, or be turned over to carrier collect. Or, enter both to include both types of subscribers. |
INCLUDE MAIL | yes/no | Indicate if the report should include mail subscribers whose grace period will end. |
INCLUDE ONLINE | yes/no | Indicate if the report should include online subscribers whose grace period will end. |
INCLUDE AUTOPAY | yes/no | Indicate if the report should include autopay subscribers whose grace period will end. |
EXPORT PHONE FILE | yes/no | Indicate whether the primary phone numbers of the subscribers selected should be written to an ASCII file |
FILE NAME | open (15) | If phone numbers should be exported, enter the file name for the ASCII file. The file will be written to the |
GENERATE TASKS | yes/no | Indicate whether tasks should be created. In order to create tasks, a task type and event must be defined for the report in Task setup. |
The Stopped Subscribers Without Restart Report can be used to target recent inactive subscribers for a promotional rate or other incentive. The report includes all temporary stops without restarts and all permanent stops without subsequent new starts, whose stop date is within the date range specified.
Select Stopped Subscribers from the Subscriber menu to display the Stopped Subscribers Without Restart window.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
This report displays the number of paid and unpaid orders, as well as the amounts paid by promotion code for a selected product, reason, and source code.
Select Paid/Unpaid Starts from the Subscriber menu.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
Field | Type | What to enter |
---|
Field | Type | What to enter |
---|
PRODUCT | setup | Enter the product to include in the report (enter “*” to multi-select products. |
START DATE END DATE | date | Enter the date range to be covered by the report. |
STOP OPTION | predefined | Indicate whether permanent stops, temporary stops, or both should be listed in the report. |
ALL REASONS | yes/no | The Stopped Subscribers report can be run for specific stop reason codes or all reasons. Select this checkbox to include stops for all reason codes. |
REASON | setup | If All Reasons is not selected, enter the specific stop reason codes that should be included, or enter “*” to multi-select. Only stops with these stop reason codes will be listed in the report. |
PRINT ORDER | predefined | Indicate whether the report should be sorted by stop date, reason code, or route. |
PRINT ADDRESS | yes/no | Indicate with whether to print subscriber addresses. |
INCLUDE MAIL | yes/no | Indicate whether to include mail-delivered subscriptions (this field is inactive if your Print Order is “route”). |
GENERATE TASKS | yes/no | Indicate whether tasks should be created. In order to create tasks, a task type and event must be defined for the report in Task setup. |
PRODUCT | setup | Enter the product to include in the report (enter “*” to multi-select products). |
START DATE END DATE | date | Enter a date range. |
ALL REASONS REASON | yes/no setup | Select All Reasons to include all reason codes in the report. Otherwise, enter the reasons to include. |
ALL SOURCES SOURCE | yes/no setup | Select All Sources to include all source codes in the report. Otherwise, enter the sources to include. |
You may want to print the Office Pay Expirations Report if, for example, you want to call subscribers that will expire in the near future and offer them a special rate if they renew.
Select Office Pay Expires from the Subscriber menu to display the Office Pay Expirations Report window.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
Use this option to reverse a previous balance-forward billing. The subscribers’ balance-forward dates and amounts will be set back to the previous balance forward amounts and dates.
Select Undo Balance Forward from the Subscriber menu.
Click Add and complete the following fields.
Click OK and then Continue to reverse the balance-forward billing.
Field | Type | What to enter |
---|---|---|
Field | Type | What to enter |
---|
PRODUCT
setup
Enter the product for which to list future expires (enter “*” to multi-select products).
START DATE END DATE
date
Enter the date range to be covered by the report. Office pay subscribers that will expire within this date range will be included in the report.
REPORT ORDER
predefined
Select a sort option: route, district by route, route by subscriber name, route by expiration date, or expiration date by subscriber name.
SECONDARY SORT
predefined
Within the report order entered above, you can have the report sort by expiration date or subscriber name.
Note that if “expiration date” is entered in REPORT ORDER, “subscriber name” will be the only secondary sort available.
GENERATE TASKS
yes/no
Indicate if you want tasks to be generated when you generate the report.
Note: A task must be set up previously for the Office Pay Expirations Report.
PRODUCT | setup | Enter the product for which to reverse a balance-forward billing. |
RUN DATE | date | Enter the run date of the balance-forward billing you want to reverse. |
A throwoff subscriber is a subscriber who is listed as an individual drop on the truck manifest. Throwoff subscribers must be on a route designated as a throwoff route. The Throwoff Subscribers Report is a list of all throwoff subscribers, including those unassigned to a truck drop sequence.
Select Throwoff Subscribers from the Subscriber menu.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
Subscribers may receive discounts with their subscription in a number of ways, including discounts for a promotional or reduced rate, term discounts, and override discounts (if the term and length are overridden during a payment).
Circulation departments often track discount amounts closely, for AAM purposes and other reasons. The Discount Prediction report can be used to predict future discounts. For each rate code, the total discount amount and total number of subscribers are listed. Discounts for the next six fiscal periods will be given in separate columns; periods 7-9 and periods 10-12 will be in their own columns. The column heading will be the last date of the fiscal period.
Subscriber discounts will be calculated through their current expire or end grace period.
This report assumes that subscribers will stay on their current rates, and it uses those rates to predict the discounts.
It uses the fiscal periods that have been set up to determine the blocks of time to value, and the current subscription periods to calculate discounts up to the next expire, renewal, or stop.
All pending renewals are included in the calculations for each period.
Grace period length is used to determine the rates for each period.
The temp-stop logic works as follows, regardless of the Subscriber Type selected:
If there is a temp stop with a restart, the restart date will be used to start valuing the subscription (instead of the start date of the report). In other words, the lapse period is ignored. These subscribers are included in the upper section of the report.
If there is a temp stop with no restart:
If the expire or end-grace date is before the start date of the report, those subscribers are not included in the report.
If the expire or end-grace date is in the future, the start date of the report will be used to value the period. These subscribers are included in the Temp Stop section of the report, which includes both in-grace and paid subscribers.
If a subscriber has a future perm stop, the discount will be calculated only up to the perm stop date. Discounts on available refunds for perm-stopped subscribers will not be included in the calculation.
Select Discount Prediction from the Subscriber menu.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
This option allows you to export selection subscription information to an external file. The export format is user-defined, and must be set up in advance in FILE MAP using the “SubscrExprt
” file mapping usage.
Select Subscr Info Export from the Subscriber menu.
Click Add and complete the following fields.
Click OK and then Continue to export the data.
Field | Type | What to enter |
---|---|---|
Field | Type | What to enter |
---|---|---|
Field | Type | What to enter |
---|
PRODUCT
setup
Enter the product to include in the report (enter “*” to multi-select products).
ALL OR UNASSIGNED
predefined
Indicate whether all active throwoff subscribers should be included in the report, or only unassigned throwoff subscribers without truck drop information.
TRUCK SEQUENCE
setup
If you entered “Unassigned” in the previous field, enter the truck sequence to include in the report. For example, say subscriber Boyd was not assigned a drop order in the Mon-Fri truck sequence, but was assigned in the Sat-Sun truck sequence. He would appear on the unassigned report only if Mon-Fri were entered here.
PRODUCT
setup
Enter the product to include in the report (enter “*” to multi-select products).
START DATE END DATE
date
Enter the date range of the report. As this report predicts future discounts, the start date must be after the current publishing date.
SUBSCRIBER TYPE
predefined
Indicate whether only paid subscribers (who are not in grace) should be included, only in grace subscribers, or both.
SELECTION TYPE
predefined
Subscribers can be selected for the report based on area, region, zone, district, or Zip code. Enter the selection type in this field.
SELECTION
setup
Depending on what was entered in Selection Type, enter the area, region, zone, district or Zip code to include in the report, or enter “*” to multi-select.
REPORT TYPE
predefined
Indicate whether the report should contain the detail section (each rate code broken out by fiscal period), the summary section (grand totals for each rate code), or both.
EXPORT, FILE NAME
yes/no open (20)
Indicate whether the report should be exported to an ASCII file. If so, enter the file name to be used in the export. The file will be exported to the /dti/exchange/cm
directory. The format is the same as the report, but with pipes (|) between columns.
PRODUCT | setup | If the import is being run in commit mode, enter the source, subsource (if applicable) and reason code for the billing change transaction. |
FILE FORMAT | setup | Enter the ID of the subscriber export format that should be used. This must be defined in advance in File Map. |
FILE NAME | open (30) | Enter the export file name. This file must be in the /dti/exchange/cm directory. The file name may default from the file format. |
A balance-forward subscriber bill includes the balance due from previous months, charges and credits since the last bill date, and the charge for the next billing period. This option is used to export this information using file mapping.
Two Business Rules in the Subscriber Accounting section to control this option:
Is balance forward subscriber billing allowed? This Business Rule must be set to “yes” to enable balance-forward billing.
How many days past the expiration date before a balance forward bill is no longer produced? When the threshold entered here is reached, balance-forward bills will no longer be produced for the subscriber, and the subscriber will be considered carrier collect.
The subscriber will be billed for the next monthly term, based on the number of days before or after the expiration date. For example:
A subscriber starts May 1st and owes 9.00 for the month. A bill is produced on May 1st for 9.00.
On May 14th, the subscriber complains about a missed delivery and is given credit.
Another bill is prepared on May 15th for June service. Assuming the May payment has not yet been received, the total due is the balance forward, plus the charges for the next billing term, minus any service credits.
Balance forward—9.00
Complaint credit—1.00-
Service through June 30—9.00
Total—17.00
The subscriber sends a payment for 5.00. A bill is produced on June 15th.
Balance forward—17.00
Payment—5.00-
Service through July 31—9.00
Total—21.00
To generate balance-forward billing information:
Select Balance Forward Bill from the Subscriber menu.
Click Add and complete the following fields.
Click OK and then Continue to generate the balance-forward billing file.
Field | Type | What to enter |
---|
PRODUCT | setup | Enter the product for which to generate bills. |
RUN DATE | date | Enter the run date of the export. |
FILE FORMAT FILE NAME | setup open | Enter the name of the file map that has been set up for the balance-forward billing export. The file name will default but can be modified. |
GENERAL MESSAGE | open (30) | Optionally, enter a general message to print on all bills. |
The Subscriber Activity Export will find all subscribers with a certain type of transaction (start, billing change, stop, etc.) within a given date range and export occupant, address and subscription information to an ASCII file. The export format is user-defined, and must be set up in advance using File Map. See Appendix B for the data elements available.
For example, all billing changes for the current month could be exported, including the subscriber’s current billing method and renewal delivery method, and then imported into a subscriber billing software program. The billing software could use this information to turn on or off renewal notice distribution, or switch from carrier delivery to e-bill.
Select Sub Activity Export from the Subscriber menu.
Click Add and complete the following fields.
Click OK and then Continue to export subscriber activity.
Circulation can track outbound subscriber contacts, with an option to display the source documents associated with them. For example, you may wish to send a welcome or up-sell letter to new subscribers. This letter is considered a contact. Information about it, as well as the document itself (if available), will be available in Customer Service when viewing the occupant or address record. When you bring up the customer record, you will know that she received the letter, and you’ll be able to view the document she received.
Field | Type | What to enter |
---|---|---|
PRODUCT
setup
Enter the publication for which subscriber activity should be exported, or enter “*” to multi-select publications.
TRAN TYPE
predefined
Select the transaction type to be exported.
ALL SOURCES
yes/no
Select 'All Sources' to include all source codes in the report.
ALL REASON CODES
yes/no
Select 'All Reason Codes' to include all the reason codes in the report.
SOURCE, REASON
setup
Transactions can be selected based on the source and reason codes entered. Enter the source and reason codes to use, or enter “*” to multi-select codes.
START DATE, END DATE
date
Enter the date range to use in selecting transactions.
DATE TYPE
predefined
Indicate how transactions should be selected for the date range above: based on the create, process, publish or transaction date. The create date is the date the transaction is created on; the process date is the date it is processed by Transaction Processing; the publish date is the publishing date on which the transaction goes into effect; and the transaction date is the actual date entered with the transaction.
PROCESS OPTION
predefined
Select processed or unprocessed payments, or both.
FILE FORMAT
setup
Enter the ID of the subscriber activity export format that should be used. This must be defined in advance using the File Map option.
FILE NAME
open (30)
Enter the file name for the export. Subscriber activity will be exported to this file in the /dti/exchange/cm
directory. The file name may default from the file format.
FILE OPTION
predefined
Indicate whether to replace the file above, if it exists, or append it. If set to “append”, the export will append the new activity to the existing file. This could allow, for example, multiple transaction types to be exported to the same file.
GENERATE TASKS
yes/no
Indicate whether tasks should be created.
TASK TYPE
setup
If Generate Tasks is selected, indicate which type of task should be created.
CREATE CONTACTS
yes/no
Indicate if you want to create contact records for selected subscribers. See below for more information.
CONTACT DATE
date
Enter the date on which the contact will be created.
CONTACT TYPE
setup
Enter the contact type. Contact types must be set up in advance. See Contact Type in the Setup manual.
SOURCE
setup
Enter the source code for these contact records.
REASON
setup
Enter the contact reason. Contact reasons are associated with documents. Both must be set up previously. See Contact Reason and Documents in the Setup manual.
All customers who stop a subscription permanently and have a credit balance qualify for an available refund. The refund itself can be entered as a separate activity (see Batch Refunds in the Accounting chapter of the User Manual). The Available Refunds Report lists all customers who have refunds available; it is typically used in conjunction with refund entry.
Select Available Refunds from the Subscriber menu to display the Available Refunds Report window.
Click Add and complete the following fields.
Click OK and then Continue to produce the report.
Field | Type | What to enter |
---|---|---|
PRODUCT
setup
Enter the product for which to list available refunds.
REQUESTED ONLY
yes/no
When a stop transaction is entered, a refund request can be entered. Indicate whether to include all available refunds in the report, or only those that were requested.
Circulation has the ability to import subscriber activity from external files. Starts, stops, restarts, moves, delivery schedule changes, payments, complaints and billing changes can all be imported. Solicitation codes can also be updated. After the import, Circulation creates an export file, detailing records that were rejected or have warnings. The import can use a standard format (see Appendix B) or a format defined by file mapping.
Sub Activity Import reads in a file from /dti/exchange/cm/secure,
and creates subscriber transactions using the guidelines described in the following table. A separate section of Business Rules, Import Sub Activity allows you to configure some aspects of the import.
Select Sub Activity Import from the Subscriber menu to display the Subscriber Activity Import window.
Click Add and complete the following fields.
Click OK and then Continue to run the interface. If the read option is Commit, transactions will be created in Circulation, solicitation codes will be updated, and an output file will be exported. If the read option is Edit, the data will only be validated. In both cases, a report will be displayed after processing is complete. If Create Export File is selected, an output file will be also be created in the /dti/exchange/cm/secure
directory, listing the status of each imported record.
For the format of the import and output files, see Appendix B.
The file output by Subscriber Activity will contain the status of each record. If the record received a warning or was rejected, it will have a reject code, describing the reason why it there was a warning or rejection. The reject codes are listed below.
Note:
If the “TownOf25ID” is left blank while adding an address, the default value that is defined in the Business Rule—What is the default town of 25? (Customer Services section) will be used.
When the ‘Paid Comp’ and ‘Unpaid Comp’ Start record does not include a valid RateCodeID, no error will occur for the BillingChange record.
Subscribers can now select Mail, Online, or Route as their preferred Delivery Method. Also, Route-delivered subscribers may now change their RouteIDs, while Mail and Online subscribers may change their LabelGroupID.
Transaction | Guidelines |
---|
Field | Type | What to enter |
---|
Code | Description | Reject/Warning |
---|
All transactions | If the Circulation Occupant ID, Address ID, or Subscription ID is supplied by the interface file, the address, occupant, or subscription in Circulation must match the information in the file. If no Occupant ID, Address ID, or Subscription ID is supplied, Circulation will attempt to match an address based on address data in the file. All address elements must match, except for the unit designator (Apt, #, Room, etc.). If the file contains a name, the occupant’s first and last name must exactly match the occupant’s first and last name in Circulation. |
Start | If this is a mail delivery start, the occupant cannot have an address that the router determines should be route delivered. If this is a route delivery start, the occupant must have an address that is route delivered, as determined by the router. When creating a new start, the import will create a new occupant record if there is no matching occupant at that address in Circulation. It will then assign the subscription to a label group (based on the Zip code) or a route (based on the router). It will also determine the subscription rate, occupant type, credit status, AAM zone, unlisted phone number flag, and send invoice and send renewal flags, if this information is not supplied by the interface file. |
Stop | The occupant must have an active subscription and no pending stop transactions. |
Restart | The occupant must have a subscription that is temporarily stopped on the record’s transaction date (cannot be permanently stopped or active), and cannot have a restart between the temporary stop date and the record’s transaction date. |
Delivery Schedule Change | The occupant must have an active subscription. There cannot be a pending delivery schedule change transaction for the subscriber. Business Rules can be set to require the delivery schedule in the file to contain a higher number of delivery days than the subscriber’s current delivery schedule. For example, a delivery schedule change that upgrades a subscription from Mon-Fri to 7-day would be accepted, but a delivery schedule change that downgrades a subscription from Mon-Fri to Sat-Sun would be rejected. When creating the delivery schedule change, Circulation will determine the new subscription rate, if not supplied by the interface file. |
Move | The occupant must have an active subscription, and no pending stop transactions. |
Payments | The occupant must have a subscription (it does not have to be active). Cash, check, credit card or bank draft payments can be interfaced. Business Rules determine the number of days that are added to the payment date when importing cash or check payments. |
Billing Changes | The occupant must have an active subscription. |
Complaints | An occupant or address must be supplied. The occupant does not need to be a subscriber. |
Demographic Answers | An occupant or address must be supplied. The occupant does not need to be a subscriber. |
Solicitation Update | Up to two solicitation codes can be included in the file. If they are, the occupant matched in Circulation will be updated with the solicitation code(s). |
FILE NAME | open (25) | Enter the name of the import file. The import file can have any name, but must be located in the |
FILE MAP | setup | If a file map is being used to define the format of the import, enter the name of the file map here. If this field is left blank, the standard format will be used. See Appendix B for the file map data elements available. |
BANK | setup | Enter the bank for cash, check or bank draft payments being interfaced. |
READ OPTION | predefined | Indicate whether the import should be run in Edit or Commit mode. Commit will create transactions and update solicitation codes. Edit will not update any information, but it will validate the data in the interface file and display warnings and errors on an error report. When first implementing the interface, we recommend running the interface in Edit mode before committing. |
CREATE EXPORT FILE | yes/no | Indicate whether an output file should be exported to the |
AUTO ACCEPT | yes/no | Indicate if you want all open batches to be accepted automatically. Transaction Security controls whether the default answer can be changed. |
SUSPEND ALL STARTS | yes/no | Select this checkbox if all new starts should be suspended. |
ALLOW START FOR EXISTING SUBSCRIPTION | yes/no | Select this checkbox if new starts are allowed for addresses that already receive a subscription. If this checkbox is not selected, starts will not be allowed for addresses with existing subscriptions, and a warning message will be generated. |
1 | Invalid record type | Reject |
2 | Invalid product ID | Reject |
3 | Invalid delivery method | Reject |
4 | Invalid delivery schedule | Reject |
5 | Invalid copies | Reject |
6 | Invalid source code | Reject |
7 | Source code requires a sub source | Reject |
8 | Invalid sub source | Reject |
9 | Invalid reason code | Reject |
10 | Invalid billing method | Reject |
11 | Invalid merchandise code | Reject |
12 | Merchandise code not valid for reason code | Reject |
13 | Invalid ABC zone | Reject |
14 | Invalid auto renew type | Reject |
15 | Invalid auto renew term | Reject |
16 | Invalid auto renew length | Reject |
17 | Invalid auto renew credit card number | Reject |
18 | Invalid auto renew credit expiration date | Reject |
19 | Invalid auto renew bank number | Reject |
20 | Invalid auto renew bank account number | Reject |
21 | Invalid credit card number | Reject |
22 | Invalid credit card expiration date | Reject |
23 | Single credit card payment amount is zero | Reject |
24 | Invalid donation code | Reject |
25 | Donate All Days is ‘Y’, but Donation Days is greater than zero | Reject |
26 | Donate All Days is ‘N’, but Donation Days is zero | Reject |
27 | Invalid carrier account ID | Reject |
28 | Invalid company | Reject |
29 | Invalid bill source | Reject |
30 | Subscription record not found for the subscription ID | Reject |
31 | Supplied address does not match address of subscription | Reject |
32 | Supplied last name and first name does not match that of subscription | Reject |
33 | Address of subscription does not exist | Reject |
34 | Address record not found for the address ID given | Reject |
35 | Address elements do not match those of address | Reject |
36 | Occupant record not found for the occupant ID given | Reject |
37 | Supplied last name and first name does not match that of occupant | Reject |
38 | Occupant does not live at supplied address | Reject |
39 | More than one address matched using supplied address elements | Reject |
40 | Address not found using supplied address elements | Reject |
41 | Invalid last name | Reject |
42 | Delivery method is ‘Route’ but address is not routable | Reject/Warning |
43 | Delivery method is ‘Mail’ but could not determine label group | Reject |
44 | Delivery method is ‘Mail’ but address is routable | Reject/Warning |
45 | Billing method is ‘Office Pay’ but route does not allow office pay | Reject |
46 | Billing method is ‘Carrier Collect’ but route does not allow carrier collect | Reject |
47 | Invalid rate code | Reject |
48 | More than one bill-to address found using bill-to address elements | Reject |
49 | Bill-to address not found using bill-to address elements | Reject |
50 | Unable to determine bill-to address | Reject |
51 | Subscription already active | Reject |
52 | Subscription already has a pending start | Reject |
53 | Subscription not permanently stopped | Reject |
54 | Unable to determine rate code | Reject |
55 | Invalid occupant type | Reject |
56 | Invalid occupant credit status | Reject |
57 | Invalid bill-to occupant type | Reject |
58 | Invalid bill-to occupant credit status | Reject |
59 | Subscription not found for supplied address and occupant | Reject |
60 | Subscription is not active | Reject |
61 | Subscription already on delivery schedule | Reject |
62 | Subscription is not route delivered | Reject |
63 | Subscription is not mail delivered | Reject |
64 | Pending delivery schedule change found for subscription | Reject |
65 | Pending perm stop found for subscription | Reject |
66 | Can’t determine subscriber’s current delivery schedule | Reject |
67 | Can’t determine subscriber’s new delivery schedule | Reject |
68 | Delivery schedule change would result in a downgrade in delivery frequency (if Business Rules are set to reject downgrades) | Reject |
69 | Subscription is perm stopped | Reject |
70 | Restart does not fall within a stop period | Reject |
71 | Restart cannot follow a permanent stop | Reject |
72 | Restart date not within subscription period | Reject |
73 | Restart date is within a different stop period | Reject |
74 | Donation Days is greater than number of days subscriber has available | Reject |
75 | Donation to ‘Current Carrier’ not allowed for mail subscriber | Reject |
76 | Solicitation code not found for solicitation objection given | Reject |
77 | Created new occupant | Warning |
78 | Created new bill-to occupant | Warning |
79 | Phone number of occupant does not match phone number in database | Warning |
80 | Phone number of bill-to occupant does not match phone number in database | Warning |
81 | Assigned default rate code <rate code> | Warning |
82 | Subscriber didn’t qualify for previous delivery | Warning |
83 | Subscription does not have any available days to donate | Warning |
84 | Supplied Delivery Placement isn't valid | Warning |
85 | Account was not found | Reject |
86 | Subscription already has a pending perm stop | Reject |
87 | Restart date must be after stop date | Reject |
88 | Subsource was created (if allowed by Business Rules) | Info |
89 | ABC column override is invalid | Reject |
90 | Renewal delivery override is invalid | Reject |
91 | Complaint incident date is invalid | Reject |
92 | Tax exempt reason is invalid | Reject |
93 | Payment type is invalid | Reject |
94 | Bank client type is invalid | Reject |
95 | Bank account type is invalid | Reject |
96 | Bank number is invalid | Reject |
97 | Bank account number is invalid | Reject |
98 | Subscriber payment adjustment code is invalid | Reject |
99 | Subscriber payment adjustment amount is zero | Reject |
100 | Billing change results in no changes | Reject |
101 | Invalid record format | Reject |
102 | Phone number of occupant was updated (if allowed by Business Rules) | Info |
103 | Phone number of bill-to occupant was updated (if allowed by Business Rules) | Info |
104 | Unable to determine rate. Term and length set to zero days | Warning |
105 | Area code is not numeric | Reject |
106 | Business Rules answer for formal complaint code is blank | Reject |
107 | Business Rules answer for formal complaint code is invalid | Reject |
108 | Payment amount can not be negative | Reject |
109 | Coupon amount can not be negative | Reject |
110 | Tip amount can not be negative | Reject |
111 | Auto renew billing group can not be blank | Reject |
112 | Auto renew billing group is invalid | Reject |
113 | The subscriber’s payment date is for a closed period. The date was changed to the first day in the open period. | Warning |
114 | The Route is not valid for a delivery schedule. | Reject |
115 | Previous Weekday Delivery must be ‘no’ (for third party and combo subscriptions) | Reject |
116 | Third Party: Bonus Day Delivery must be ‘no’. | Reject |
117 | Third Party: Rate Code must be blank. | Reject |
118 | Third Party: Send Renewal must be ‘no’. | Reject |
119 | Third Party: Send Invoice must be ‘no’. | Reject |
120 | Third Party: AutoRenewalSubscription must be ‘no’. | Reject |
121 | Third Party: Expiration Date cannot be blank. | Reject |
122 | Third Party: Expiration Date before Effective Date. | Reject |
123 | Third Party: Mail subscriptions not allowed. | Reject |
124 | Demographic [ID] not found. | Reject |
125 | Demographic’s type must be Address, Occupant, or Subscription. | Reject |
126 | Demographic answer ‘xxx’ is not a [data type]. For example, “Demographic answer 07/25/05 is not a logical”. | Reject |
127 | Cannot create Subscription demographic because Subscription ID is 0. | Reject |
128 | Demographic answer already exists for Occupant (or Address or Subscription) | Reject |
129 | Demographic answer ‘xxx’ is not a valid value. | Reject |
130 | Address record not found for bill-to address. | Reject |
131 | Bill-to address elements do not match the found address. | Reject |
132 | Name suffix is invalid. | Reject |
133 | Subscriber company does not match payment’s bank company. | Reject |
134 | Subscription exists at address. | Reject |
135 | Credit status does not allow a start. | Reject |
136 | Rate code does not allow update expire = “no” rate changes. | Reject |
137 | Subscription rate code does not allow update expire = “no” rate changes. | Reject |
138 | Demographic record not found for ExternalAcctID | Reject |
139 | DemographicAnswer record not found for ExternalAcctID | Reject |
140 | No subscription record was found for ExternalAcctID | Reject |
141 | ExternalAcctID mismatch for ExternalAcctID | Reject |
142 | New ExternalAcctID without a Start | Reject |
143 | Auto renew account holder name is blank | Reject |
144 | Payment account holder name is blank | Reject |
145 | Salutation ID error | Reject |
146 | Created new address | Warning |
147 | House number is blank | Reject |
148 | Invalid pre directional | Reject |
149 | Street name is blank | Reject |
150 | Invalid street suffix | Reject |
151 | Invalid post directional | Reject |
152 | Invalid unit designator | Reject |
153 | Invalid level designator | Reject |
154 | City is blank | Reject |
155 | Invalid city | Reject |
156 | State is blank | Reject |
157 | Invalid state | Reject |
158 | Zip Code is blank | Reject |
159 | Invalid Zip Code | Reject |
160 | Invalid Zip Code length | Reject |
161 | Invalid City/State/Country combination | Reject |
162 | Invalid City/ZipCode combination | Reject |
163 | Invalid State/ZipCode/Country combination | Reject |
164 | Bill-to house number is blank | Reject |
165 | Invalid bill-to pre directional | Reject |
166 | Bill-to street name is blank | Reject |
167 | Invalid bill-to street suffix | Reject |
168 | Invalid bill-to post directional | Reject |
169 | Invalid bill-to unit designator | Reject |
170 | Invalid bill-to level designator | Reject |
171 | Bill-to city is blank | Reject |
172 | Invalid bill-to city | Reject |
173 | Bill-to state is blank | Reject |
174 | Invalid bill-to state | Reject |
175 | Bill-to zip code is blank | Reject |
176 | Invalid bill-to Zip code | Reject |
177 | Invalid bill-to Zip code length | Reject |
178 | Invalid bill-to City/State/Country combination | Reject |
179 | Invalid bill-to City/ZipCode combination | Reject |
180 | Invalid bill-to State/ZipCode/Country combination | Reject |
181 | Created new bill-to address | Warning |
182 | No preceding ‘Start’ or ‘DelivSched’ for DelivAddr | Reject |
183 | Multiple delivery addresses not activated | Reject |
184 | Delivery days of week are all ‘no’ | Reject |
185 | Delivery days of week are all ‘yes’ | Reject |
186 | Created new delivery address | Warning |
187 | Delivery address record not found | Reject |
188 | Delivery days of week overlap another DelivAddr | Reject |
189 | Combination of DelivAddr records covers all days | Reject |
190 | Must have at least one day use the primary address | Reject |
191 | Delivery address is not routable | Reject |
192 | Rejected because other DelivAddr records were rejected | Reject |
193 | DelivAddr record(s) were rejected | Reject |
194 | Rate code left blank | Warning |
195 | Bank is not valid for product and payment type | Reject |
196 | Could not determine primary LabelGroup for ‘online’ delivery method | Reject |
197 | New schedule not valid for ‘online’ delivery method | Reject |
198 | BillingMethod not valid for ‘[Mail|Online]’ | Reject |
199 | BillingMethod is ‘Balance Forward’ but route does not allow Carrier Collect | Reject |
200 | AutoRenew is invalid for BalanceForward | Reject |
201 | Move out date not specified | Reject |
202 | Move in date not specified | Reject |
203 | Move in date must be after the move out date | Reject |
204 | Delivery schedule not valid for mail | Reject |
205 | Sub has only one delivery address | Warning |
206 | Multi address delivery not valid for delivery method | Warning |
207 | Multi address delivery not allowed | Warning |
208 | Transaction is a duplicate | Reject |
209 | Delivery method is mail but address is routable | Warning |
210 | Route assigned by router does not match imported route | Warning |
211 | Route is not valid or active for product | Reject |
212 | Unable to generate batch name for payments | Reject |
213 | Invalid delivery fee code | Reject |
214 | Start date cannot be a holiday | Warning |
215 | Invalid county | Reject |
216 | Invalid country | Reject |
217 | Invalid bill-to county | Reject |
218 | Invalid bill-to country | Reject |
219 | Invalid combo | Reject |
220 | Combo subscriptions must stop/restart together | Reject |
221 | Invalid transaction for combo subscription | Reject |
222 | Subscription record not found for the combo ID | Reject |
223 | Invalid reassign reason | Reject |
224 | Override route was used | Warning |
225 | Override route was not used | Warning |
226 | Label group is not valid for delivery schedule | Reject |
227 | Ebill email address cannot be blank | Reject |
228 | SubAdjust code and rate code are non-refundable | Reject |
229 | Email is already in use by another user | Reject |
230 | Invalid email address | Reject |
231 | Email/password combination is already in use by another user | Reject |
232 | Subscription has pending ComboChange transaction | Reject |
233 | Subscription already on a combo | Reject |
234 | Move would result in a rate change | Reject |
235 | Stop date is before subscription start date | Reject |
236 | Previous stop reason is invalid | Warning |
237 | Subscription is already temp stopped | Reject |
238 | Subscriber is at a temporary address | Reject |
239 | Invalid Combo ID | Reject |
240 | Existing autopay term and length is not valid for all products in combo | Reject |
241 | Existing autopay billing group is not valid for all products in combo | Reject |
242 | Invalid auto renew PayPal email address | Reject |
243 | Invalid data for digital address subscription | Reject |
244 | HIN Invalid Format | Reject |
245 | GNAF-PID Invalid Format | Reject |
246 | Address Line is blank | Reject |
247 | Invalid Digital Address | Reject |
248 | Invalid label group | Reject |
249 | Copies by day of week do not match the new routes | Reject |
250 | Cannot provide both a new label group and new routes | Reject |
251 | Invalid auto renew vault ID | Reject |
252 | Auto renew PayPal email address is blank | Reject |
253 | Selected date is a holiday | Warning |
254 | Trial should be yes/no | Reject |
255 | Trial Length cannot be zero | Reject |
256 | Trial Term cannot be blank | Reject |
257 | Trial Term should be Day, Week, Month, Quarter, or Year | Reject |
258 | Trial Subscription should be less than or equals + string (MaxSubTrialDays) Days | Reject |