Companies

You use the 'Companies' screen to define the company or companies that own your publications. You define more than one company if your publications are owned by different companies, or if you use different accounting methods, fiscal years, or credit card merchant numbers for different publications.

QuickFill uses the information you enter here to determine:

Defining companies

When you select 'Companies' under 'Definitions' on the main menu, you'll see a list of previously defined companies with the "New," "Change," "Replicate," and "Delete" options running along the bottom. If you are selecting this screen for the first time, you will see an already-defined sample company. Click on "Change" to display this predefined company. Now you can simply change the fields to match the information for your own company.

You can define another company by clicking on "New," filling in the fields described below, and then clicking on "OK." If the company you want to define next is similar to one you've already defined, you can replicate the existing company by moving the cursor to that company and clicking on "Replicate."

You link publications to their correct companies on the publication definition general tab (click here for details on the 'Company' field in the publication definition).

Company code

Enter a code to identify your company. Unlike other codes you define, the company code can contain only letters and numbers. And you can't enter spaces in the middle of the code. The reason: QuickFill later uses the company code as the first part of the name of the file it creates when you extract the general ledger journal for posting to your accounting system. (Click here for details on the journal extraction.)

Company name, address, and phone

Depending on how you set the 'Print company name' fields below, QuickFill may print the name and address you enter here as the return address on bills and renewal notices. If you're using forms with your company name preprinted, you won't use this address data. But you should probably fill it in anyway.

Print company name on bills/renewals

Check these fields, and QuickFill will print the name and address of the company (provided the company is entered on the publication definition general tab) on each bill or renewal notice for that publication. (Click here for details on the 'Publication' field on the publication definition general tab.)

Accounting policy

If you're not familiar with accounting practices, click here for an overview of accounting in QuickFill, before you attempt to fill in these fields.

Select 'Cash', if you want to use the cash accounting method (no receivables). Otherwise, leave the 'Accrual' field as it is.

QuickFill keeps track internally of all accounting data on both a cash and an accrual basis. This code determines which set of accounts QuickFill uses to create the posting file when you run the accounting journal extract (click here for details on the journal extract ). It also determines which set of accounts QuickFill displays when you select 'Account codes' under 'Accounting' on the main menu (click here for details on account codes ). You can run the 'General ledger' report on either a cash or accrual basis, regardless of the method you select here (click here for details on the 'General ledger' report).

You can change from the cash to the accrual method and vice versa. However, do so only after you've extracted the accounting journal. And, discuss the change first with your accountant.

Federal tax ID

If you enter a number in this field, QuickFill prints it on bills and renewals.

Current year
Current period

Enter all four digits of the current fiscal year (2015, for example) and the number of the current accounting period. If you use a calendar year, the accounting period is the month (for example, June = 06).

Running the period and year-end closings from 'Accounting' on the main menu will automatically update the accounting year and accounting period. You shouldn't have to change these fields using 'Definitions'. (Click here for details on closing the accounting period and closing the accounting year.)

Create GL accounts automatically

Check this box and QuickFill will create all of the appropriate general ledger accounts whenever you define a new publication or click OK on the definition screen of an existing publication.  This is useful when you post the numbers in QuickFill's ledger  to an external accounting system and you want to avoid waiting until the end of the period to fill in the account codes for the external system.  If you leave this box unchecked QuickFill will create the general ledger accounts "on demand" whenever a transaction is entered or an update is run that requires posting a number in that account.

Output format

Use this field to specify a file format for the journal extract file created by the 'Journal extract', 'Close period', or 'Close year' (on the 'Accounting' menu). The default format is 'Comma-delimited', but it can be changed to 'dBASE' or 'Peachtree' (for Peachtree Accounting 2003 software now Sage 50 Accounting).  When you run the 'Journal extract', QuickFill will place the resulting file(s) in the mail-merge directory.  The file name(s) will include the company code, accounting year, accounting period, and extract number with a file extension of DBF for the 'dBASE' format and CSV for the 'Comma-delimited' and 'Peachtree' formats.

Click here for a complete description of the journal extract file formats.

Acct separator

If you selected the 'Peachtree' format in the 'Output format' field above, use this field to specify the publication code/account code separator that you would like QuickFill to use when creating journal extract files for this company. If you leave this field blank, the publication code and account code will be joined without any spaces or characters between them.  For example, if the publication code in your database for accounts receivables from new orders is "1000" and the account code is "1100," the record, in your journal extract file, for accounts receivables from new orders will contain "10001100" in the publication code/account code field.  If you use a separator of "$" instead,  the record, in your journal extract file, for accounts receivables from new orders will contain "1000$1100" in the publication code/account code field.  

The 'Acct separator' field only applies to the 'Peachtree' format.  

Credit card ID's

In this section you enter the numbers and codes that identify your merchant account at Vantiv Integrated Payments (formerly Element Payment Services). These fields are required if you wish to process credit card payments online through QuickFill. When you sign up for service with VIP they will give you instructions on the values to enter into these fields. Click here for more information about Vantiv Integrated Payments and credit card processing in QuickFill.

Test connection

After you have entered the Vantiv Integrated Payments account identifiers, click this button to test your connection to VIP. This will provide a quick check to verify that you have entered the identifiers correctly.

Credit cards accepted

Enter the list of credit cards that you accept. The text you enter here will appear below the line where the subscriber enters his or her credit card number on your printed bills and renewal notices.

Enable automatic updating...

Checking this box is one of two steps required for enabling the use of Vantiv Integrated Payments'  automatic credit card update feature. The other step is to  sign up for the service at VIP,

When this feature is enabled and an automatic renewal with credit card fails, the renewal and issue label updates create an unpaid renewal order and then request that the stored credit card be updated by VIP. This happens if the credit card payment was denied because the card was declined, it had expired, or the issuer requested that it be picked up. Click here for more information about the Credit card retry update.