Publication definition (billing tab)

This tab contains billing information and policies for your publication. See below for a description of the fields on the 'Billing' tab.

Billing series

You use a billing series to let QuickFill know how you want to bill customers. For example, the billing series tells QuickFill how long an interval to wait between bills (click here for details on defining a billing series).

QuickFill uses the billing series you select here as the default for new orders for this publication. You can override this series for an individual order at the time a new order is entered or by using 'Adjustments' under 'Transactions' on the main menu. You can also assign alternative billing series to new orders you receive from special promotions. Just specify a different billing series when you define the tracking code for that promotion.

The default billing series for follow-on (renewal) orders is defined in the renewal series for the original order; it is specified in the 'Next billing series' field. (Click here for more details on the 'Next billing series' field and defining a renewal series).

You cannot type directly in this field. Instead, right click and then select "Pick billing series" to choose from a list of billing series you've already defined; select "New billing series" to create a new billing series; select "Change billing series to change the definition of the billing series now in this field (be very careful when using the "Change billing series" option as the definition for the billing series will be changed in every place that it is used); or select "Clear" to remove the billing series that is currently in this field

Smallest amount that will be billed

Say you enter a payment with the 'New order', 'Renewal', 'Payment', or 'Transfer payment' transaction and the payment leaves an order with a balance due that is less than the minimum bill amount you enter in this field. (You enter $5.00 in this field, for example, and get a payment that leaves the order with a balance due of $4.00.) QuickFill now automatically writes off this amount. If the amount due is equal to or greater than the minimum bill amount, QuickFill gives you a choice: you can either write off the balance due or bill the customer for that amount.

You can change this amount at any time. The change takes effect immediately.

When auto-renewing an order with a price less than this amount and using the "reuse credit card" feature QuickFill will process the charge (rather than writing it off).

Smallest amount resulting in cancellation for nonpayment

If a subscription remains unpaid after the last bill in the billing series has been sent, QuickFill automatically cancels the subscription. Sometimes, especially with high-priced publications, the amount being billed may be small when compared with the total price. For example, the subscriber paid $400.00, which is the price of the subscription, but failed to pay the sales tax of $24.00. This amount exceeds the minimum amount that will be billed, so QuickFill sends bills for the $24.00. If the subscription is canceled at the end of the billing series, then no renewal notices are sent, and you will lose the subscriber and the possibility of a $400 renewal. In this situation you may want to write off the amount due instead of canceling the subscription. You can accomplish that by setting the minimum cancellation amount to $30.00.

By setting this field to have a bigger dollar amount than the previous field, you can define a range of amounts that are big enough to be worth billing for but small enough that you are still willing to attempt to renew.

Maximum number of issues to backstart reinstated orders

The value you enter here controls how you handle orders that were suspended or canceled for nonpayment and subsequently reinstated. Enter the maximum number of issues that you want to backfill in these cases. If you don't want to backfill any issues, enter 0.

You can change this number at any time. However, the change affects only those customers you reinstate after making the change.

First bill

The next three fields determine your publication's default policy for sending first bills for unpaid new orders. These fields are mutually exclusive and are only used if these fields have not been filled out in the definition of the offer to which a subscriber responds. When you make an entry in one, data in the other is blanked out.

Send first bill with issue

Select this field if you want to send the first bill for an unpaid new order (not a renewal order) with the initial (that is, first ever) issue.

If you choose to send the first bill with the first issue, QuickFill produces the bill when you run the 'Issue labels' update, not when you run the 'Billing' update. QuickFill also automatically sorts the issue labels for those orders receiving these first bills into a separate group (click here for details on the 'Issue labels' update ). You can use the address on the bill with a window envelope.

Send first bill immediately

Select this field if you want to send the first bill the next time you run the 'Billing' update, even if you haven't sent any issues.

Send first bill ___ days after first issue

Select this field and enter the number of days after the first issue that you would like to send the first bill.

When you enter a number other than 0 in this field, QuickFill gives you a built-in delay before you mail the first bill. Usually, you select this option if you want to ensure that the customer receives the first issue of a new order before he or she gets the bill. If you don't want this delay, enter 0. Even if you specify no delay by entering a 0, QuickFill will not produce bills for new orders until you run the 'Issue labels' update that produces the first label (and presumably you've served the first issue). You can change this field at any time. Only orders you enter after the change are affected.

You can override the billing policy you've just set for special promotions. Just override this policy when you define the offer for your promotion. When you define the offer, you'll see a third billing option—'Earliest date'. You can use this option for both new and renewal orders (click here for more on defining an offer).

Delay the billing of renewal orders until their first issue has been served

Check this field, and QuickFill will not bill renewal orders until their first issue has been served. If you leave this field blank, QuickFill will bill renewal orders immediately.

Bill the unpaid balance after an order is canceled

Check this field, and QuickFill will issue one "cancel bill" to canceled subscribers who have not paid for issues they've received. QuickFill generates this bill both for subscriptions it canceled automatically for nonpayment and for subscriptions you canceled with the 'Cancel' transaction. The cancel bill is for an amount equal to the value of the issues you served—less, of course, any partial payments, credits, and so forth. QuickFill will generate a cancel bill only for amounts that are more than the minimum billing amount you entered in the previous field.

You select the billing package and the messages you want for the cancel bill further down on the publication definition 'Billing' tab (see below).

Leave this field blank, and QuickFill will write off the unpaid balance automatically whenever a subscription is canceled.

You can change your entry in this field at any time. The change affects only those cancelations that take place after you have made the change. You may override this publication policy during the 'Cancel' transaction. If the subscription you are canceling has an unpaid balance, QuickFill will warn you that the publication policy is to send a bill; you then have a choice of whether or not to send the bill.

Cancel bill package, Message1, Message2

Your entries in these fields control the billing package and messages QuickFill uses for cancel bills. (Click here for complete details on billing packages and messages.)

You cannot type directly in these fields. Instead, right click and then select "Pick billing package" or "Pick message" to choose from a list of billing packages or messages you've already defined; select "New billing package" or "New billing message" to create a new billing package or message; select "Change billing package" or "Change billing message" to change the definition of the billing package or message now in the field (be very careful when using the "Change" option as the definition for the billing package or message will be changed in every place that it is used); or select "Clear" to remove the billing package or message that is currently in the field.

If you chose not to bill canceled subscriptions, leave these fields blank.

Write off amount due no sooner than __ days after the cancel bill has been sent

When a cancel bill is issued the amount due is reduced to a prorated amount based on the number of issues the subscriber received. This reduced amount due is normally written off after the number of days have elapsed that are listed in the 'Days until next bill" field of the last line of the billing series. Sometimes you may want to delay the write-off even further so that the reduced amount due continues to appear on the Accounts Receivable report. In that case enter the minimum number of days that should elapse before the write-off occurs in this field.

Automatically refund overpayments

You can either carry overpayments as credit balances or "automatically" refund them. (If you choose to carry the overpayments as credit balances, QuickFill applies the payments to renewals, or you can refund them individually with the 'Refund' transaction.)

Check this field, and QuickFill automatically refunds any overpayments you receive via the 'Payment', 'New order', 'Renewal', or 'Transfer payment' transactions. These refunds, as well as any refunds you set up manually with the 'Refund' or 'Cancel' transaction, are reported when you run the 'Refund' update. You can then send a check for these refunds (click here for details on the 'Refund' update ).

If you don't want to issue "automatic" refunds, leave this field blank. You can then use the 'Credit balance' report to review outstanding credit balances.

You can change your entry in this field at any time. The change affects only those transactions you have entered after making the change.

Smallest amount that will be automatically refunded

Even if you chose to automatically refund overpayments in the field above, QuickFill treats any overpayments less than the amount you enter here as a credit balance and applies it to the next renewal. If a customer has a credit balance, QuickFill shows that amount as a credit when it generates a renewal notice. If you don't want to carry forward small amounts, you can use the 'Credit balance' report to identify these cases and write them off by using the 'Adjustments' transaction.

You can change this amount at any time. The change affects only transactions you have entered after making the change.

 

See Also