Use this export to produce files with complete data for the subscriptions in your database including order dates, statuses, payments, and so forth. This is useful if you wish to perform some type of analysis on the data that is not provided by one of the standard QuickFill reports. You might also use it if you have sold a publication to another publisher and want to send them the subscriber file.
The filter for 'Subscription Export' looks almost the same as the one for 'Customer Export', but it actually differs in a subtle way. The customer export screen is intended to select customers that subscribe to one of your publications or that are members of one of your promotional lists—it does not provide any information about the subscriptions held by those customers. The subscription export is intended to select subscriptions, although it can include the customer address as part of the subscription data.
Say that Mr. Smith subscribes to publications PUB1 and PUB2. If you run the customer export and ask for subscribers to publications for PUB1 or PUB2 you will get only one copy of Mr. Smith's address. However, if you run the subscription export and ask for subscriptions to PUB1 or PUB2, you will get two records for Mr. Smith—one for each publication.
The filter for the subscription export has several tabs. The tabs, except for the first, are the similar to those for the 'Promotional labels' report.
Subscription types
Use these check boxes to specify the type of subscriptions (single, two-party, and group) you want to include in your export file.
For two-party and group subscriptions output
Use these check boxes to specify whether you want to include bill-to records and/or ship-to records in your export file. Normally QuickFill includes bill-to records and ship-to records. However, since each ship-to record contains subscription and order data, you may want not want to include bill-tos in your export.
Format
Right click once and select the output format you wish to use. The following formats are available:
Comma-delimited
dBASE
You can use the comma-delimited files to export data for use with a word processor for mail-merge applications. (The first record in the file created contains names of the fields in each record.)
You can use the dBASE format to produce files for use with microcomputer database programs such as dBASE III or IV, FoxPro, and Access.
Warning: dBASE output file
QuickFill cannot split an output file in the dBASE format over more than one removable disk.
Click here for the subscription export file layout.
Include customer fields
Leave the check mark in this field if you would like the customer fields exported or remove the check mark (by clicking on this field) if you would like the customer fields to be excluded from the export.
Include audit fields
Leave the check mark in this field if you would like the audit fields exported or remove the check mark (by clicking on this field) if you would like the audit fields to be excluded from the export.
Note: audit fields
The following audit fields appear in export files from both the audit and nonaudit systems. These fields may be ignored in nonaudit systems:
CONTROLn, REQTYPEn, SUBCLASSn.
All other audit fields only appear in export files from audit systems.
Include complete credit card numbers
Normally, as a security precaution, the export file contains only the last four digits of the credit card numbers with asterisks in place of the remaining digits. If you check this box the export file will contain the complete credit card number. Your user definition must have the 'View and adjust credit card numbers' option set for this feature to work. If the export is run as part of a job list then the person who starts the job list running must be similarly authorized.
Output file name
Enter in this field the name of the disk file where you want to store your output. This file name is "fully qualified." That is, you can include a disk drive and directory designation as well as a file name. You can type in the filename and/or path and filename or click on "Browse" to locate the path and/or filename you would like to use.
Example: To store your output in MYFILE.MM in the root directory of the A-drive, enter A:\MYFILE.MM. (If you omit the drive and directory, the file goes in the mail-merge directory.)
If you are using the comma-delimited or SDF formats and you direct the output to a floppy disk drive, or any other disk drive with removable media, then QuickFill will ask for a new disk after each disk is filled.
Warning: QuickFill cannot split an output file in the dBASE format over more than one removable disk.
Maximum number of subscriptions desired
The number you enter here is the maximum number of subscription records QuickFill will produce—no matter how large your file or which selections you make. Entering a number in this field lets you export an exact number of subscriptions. Leave this field blank, and QuickFill exports records for all of your subscriptions.
Do not use this field to select a portion of the subscriptions in your database right now and then to select the rest of them at a later date. You will not be able to do this because when you go back to select those other subscriptions there is no way to distinguish whether or not a subscription was selected the first time. Use the 'Random numbers' field when you want to select a portion of the subscriptions in your database.
Click here for more information about Filter screens and Options for running exports.