The remove transaction can be used to remove either order records or prospect records. The Transactions menu contains either "Remove order" or "Remove prospect" depending on the type of record you have selected on the lookup screen. Click here for information on removing prospects.
Use 'Remove order' to remove new or renewal orders that you entered incorrectly. Although you can correct many data entry errors with the 'Adjust order' transaction, it's sometimes simpler and cleaner to delete an incorrect order and enter it again.
You can remove only the last order of a subscription. To delete the entire subscription, remove each of the orders, beginning with the last one, and work backward. When you're done, QuickFill deletes the subscription record too. If the subscription was the only one for that customer and there are not any prospect records, QuickFill also deletes the customer's record.
QuickFill does not allow you to remove orders for which issues have already been served. If, however, you absolutely need to remove an order for which issues have been served, contact Technical Support.
What happens if you remove an order for which you haven't served all the issues for which the customer paid? QuickFill asks if you want to transfer the unearned balance to the previous order—assuming there is one. This feature is useful when you have an unpaid order followed by a paid future order—probably because you treated a payment as a renewal.
Warning: remove order affects your accounting
When you remove an order, all of the accounting for the order is reversed in QuickFill's general ledger. This means that QuickFill will post an accounting entry in the current period that reverses the payment, if any, for the order.
To remove an order, you must first use 'Lookup' to locate the order. (Click here for details on the lookup procedure.) Once you are on the "Subscription and prospect record" lookup screen, click on "Orders" to display the customer's orders, and then select 'Remove order' under 'Transactions' on the main menu.
A box with a message asking you to confirm that you want to remove this order will appear. Click on "Yes," and QuickFill removes the order. If you confirm that this is indeed the order you want to remove, QuickFill removes the order, updates the subscription history, and displays the new list of orders. If you've removed the last remaining order for the subscription, QuickFill returns you to the initial "Lookup" screen.
Since the 'Remove order' transaction is not a batched transaction, it is recorded in the miscellaneous batch. Click here for details on the miscellaneous batch.
Error messages
n You may not remove orders that
have already been served issues
This message appears if the order you are trying to remove is one for which issues have already been served. You cannot remove an order once issues have been served for it. If you absolutely must remove the order, contact Technical Support.
n This is an active order - are
you sure you want to remove it?
This warning appears when you try to remove an active order. If you only recently entered the order—with the 'New order' or 'Renewal' transaction—and want to remove it because you made a mistake, choose "Yes."
n We owe the customer $xx.xx on this order.
Do you want to transfer it to the previous order?
This message appears when you remove an order for which you haven't yet served all the issues for which the customer paid. If you choose "Yes," QuickFill transfers the amount specified in the message to the previous order as payment.
n The order being removed is a future order.
Do you wish to restart the renewal series?
This message appears when you remove a future order, and the previous order is neither canceled nor another future order. Choose "Yes," and QuickFill restarts the renewal series from the beginning —that is, as long as it already has started. If it hasn't, the renewal series begins when the appropriate number of issues remains. You define this number when you set up the renewal series (click here for details on setting up a renewal series).
n You can remove only the last order
The order that you selected is not the last order in the list of orders for the subscription. You can remove only the last order. To remove orders in the middle of the list, you must start removing orders at the end of the list and work backward. Remember: you cannot remove orders for which you have already served issues.