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This section guides the user through the menu options that are available under the Subscriber menu.
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.
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.
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 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.
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.
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.
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.
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.
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.
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).
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.
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 /dti/exchange/cm directory. The phone numbers will be in the format “9999999999”. Each phone number will have a separate line.
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.
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.
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.
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.
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.
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”.
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.
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).
Click OK and then Continue to produce the report.
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.
PRODUCT
setup
Enter the product for which to list available refunds.
REQUESTED ONLY
yes/no
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.
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.
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.
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.
Click OK and then Continue to produce the report.
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.
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.
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 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.
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.
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.
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.
When a is entered, a refund request can be entered. Indicate whether to include all available refunds in the report, or only those that were requested.
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
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.
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.
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 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.
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.
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.
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.
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.
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.
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.
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).
Select Sub Activity Import from the Subscriber menu to display the Subscriber Activity Import window.
Click Add and complete the following fields.
FILE NAME
open (25)
Enter the name of the import file. The import file can have any name, but must be located in the /dti/exchange/cm/secure directory.
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 /dti/exchange/cm directory. The output file lists the status of each imported record.
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.
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.
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
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.
