After you have entered an order number to which you would like to apply a payment, QuickFill displays the customer address and payment forms so that you can make any necessary changes to the customer's address and enter the payment for their order.
Customer address form
For single orders, QuickFill displays the customer's name and address information. To make changes to the customer's address, click on "Change Address." For two-party and group orders, QuickFill will display a list of the bill-to and ship-to customer(s) from which you can select the customer whose address you wish to change. Any address changes take effect immediately. (Click here for details on the 'Address change' transaction.)
When you are done with the customer address form, press the Enter key, click the 'OK' button, or click on the "Payment" tab to move to the payment form.
To the right of the payment form is space for a summary display of the order to which you're applying each payment. This display shows the publication, order number, price, previous amount paid, the balance due and the current status of the order.
Bill number
QuickFill automatically enters in this field the number of the last bill you sent the customer. If the customer didn't send back the return half of the bill, leave this preset number as a "best guess." What happens if the customer sends back an earlier bill? In this case, the number displayed is different from the digit following the order number and dash in the top right corner of the bill. Enter the number on the bill. If this is an advance payment (you haven't sent any bills), leave it as zero.
The number you enter in this field affects only one version of your payment rate report (click here for details). You want to record the number so that you can tell which of your billing efforts in a series was most effective.
Payment type
If you entered the payment type on the batch header, that code appears in this field. If you didn't, enter the payment type code here. You can type in a code (click here for a list of payment types), or right click to get a list of payment type codes from which to select.
Amount
If you entered a payment amount on the batch header, that amount appears in this field. If you didn't, enter the amount of the payment now.
Payment account
If payment was by check or wire transfer, enter the number here. For credit card payments processed online through QuickFill the last four digits of the credit card number will automatically be filled in. For credit card payments processed outside of QuickFill you may enter the last four digits of the credit card number if you know it. Do not enter complete credit card numbers.
Renewal Series
Normally you will not change the value in this field, but if the subscriber elected to have his subscription automatically renewed then you may want to override the renewal series that will be used. Why? You may want to change the timing of the first renewal effort (and thus of the automatic renewal.) You also probably don't want to mix the statistics for automatic renewals with non-automatic renewals in your renewal reports. One way to do that is to use different renewal series for automatic and non-automatic renewals.
When the subscriber was sent the bill for the amount due you may have offered them the chance to have the subscription automatically renewed when it nears expiration. You can use these fields to record their choice. Choose "No" if the subscription should not be renewed automatically. Choose "Yes, send bill" if it should be renewed automatically. A bill for the amount due will be produced when it is renewed. Choose "Yes, using credit card" if it should be renewed automatically using a stored credit card number.
Comment
If there is any additional information that you would like to include for this payment, enter it in this field. Any comments that you enter will be appended to the payment in the subscription history.
When you're through filling out the payment form, click "OK" to save it. If you entered a credit card payment type (but not one of the "pre-processed" types), QuickFill will display a pop-up screen on which you can enter the credit card number, expiration date and CVV2 value. The credit card payment will be validated and processed online, immediately. Once the credit card transaction has been accepted QuickFill will save the payment information and return you to the batch header form where you will see a summary of the transaction you've just entered on a line on the bottom half of the screen. (You'll see the amount of payment, the customer name, the company or city and state, and the zip code.) If the batch is balanced it will ask you if you want to post it.