Publication definition (renewal tab)

This tab contains renewal information and policies for your publication. See below for a description of the fields on the 'Renewal' tab. To enter or change a value in any field, just move the cursor to that field and enter the new value. In some cases, you can use function keys or the right mouse button in a field to select from a list of values, add a new value, change the definition of the current value, or clear out the existing value altogether. The following list explains options for entering values as well as any restrictions you may encounter in each field. When you're through entering or changing information in any of the publication definition tabs, you can click on the tab to which you would like to move, click on "Cancel" to discard your changes, or click on "OK" to save all your changes.

Renewal series

You use a renewal series to let QuickFill know how you want to renew subscriptions. For example, the renewal series tells QuickFill when to start generating renewal notices for an order and how long to wait between notices (click here for details on defining renewal series).

QuickFill uses the renewal series you select here as the default for all new orders for this publication. You can, however, 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 renewal series for new orders you receive from special promotions. Just specify a different renewal series when you define the tracking code for that promotion.

When you define the renewal series for the original order, there are 'Next renewal series' fields in which you must specify the default renewal series to be used for follow-on (renewal) orders. Click here for more details on the 'Next renewal series' fields and defining a renewal series.

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

When defining a new publication via the "New" button, a renewal series will automatically be defined for the publication. The 'Renewal series' field may not be changed in any way until after the new publication has been defined.

Renew unpaid orders

Check this field, and QuickFill will generate renewal notices for orders with unpaid balances whenever you produce renewal notices. In most cases, QuickFill will have canceled unpaid full-term orders before the renewal series begins. For this reason, this field will probably affect only unpaid short-term (trial) orders.

Even if you select this field, QuickFill warns you whenever you enter a renewal for an order that is still unpaid. You then have a choice of accepting or rejecting the renewal.

Number of grace issues before expired subscription is canceled

Grace issues are issues you send after an order has expired with the hope that the customer will renew.  If you enter a number other than 0 in this field, QuickFill changes the subscription status to "Graced" instead of "Expired" once the regular term of the subscription expires. After you've served the number of grace issues you specify, QuickFill changes the subscription status to "Expired."

For BPA and VAC audited publications QuickFill does not serve grace issues to controlled subscriptions or PB (Paid Bulk) subscriptions. For AAM audited publications it does not serve grace issues to controlled subscriptions, PB (Paid Bulk) subscriptions or PS (Paid Sponsored) subscriptions.

In addition to setting your gracing policy here, you can also control gracing on the renewal series definition screen. On that screen you will find a checkbox that tells QuickFill not to send grace issues to any subscriptions that are linked to that renewal series. You can use that feature to provide finer control over gracing than the publication-wide gracing policy.

If the last effort of the renewal series is sent before the subscription expires, it will be marked so that it expires with the last issue. No grace issues will be sent.

If the last effort of the renewal series is sent while the subscription is being graced, it will be marked so that it expires and no additional grace issue will be sent.

You can change the number of grace issues at any time. The change affects all subscriptions you're gracing. (Say you decrease the number of issues you want to grace. QuickFill then expires those graced subscribers who have already received a number of grace issues greater than or equal to the new maximum when you next run the 'Issue labels' update.)

Smallest term that is eligible to receive grace issues

Although your policy may be to send one or two grace issues after a subscription expires, you probably do not want the policy to apply to short-term trial subscriptions. Use this field to establish the shortest subscription that should receive grace issues.

Deduct graced issues from the renewal order if less than ___ issues were missed

If you send grace issues, then receive a renewal, QuickFill automatically will count the grace issues as part of the renewal order if the number of issues missed since the prior order ended is less than the number you enter here.  If more than this number of issues has been missed the graced issues will be "forgiven" and will not be deducted from the renewal order.  If you always want to deduct the graced issues from the renewal, enter a value of 999. If you never want to deduct the graced issues from the renewal enter a value of 0.

Maximum number of issues to backstart renewal orders

The entry in this field controls the handling of late renewals. Do you send these customers issues they've missed? If you do, enter the maximum number of issues you want to go back. QuickFill then produces the required back-issue labels automatically the first time you run the 'Issue labels' update after you enter the renewal.

You can change this number at any time. However, the change affects only those renewals you enter after making the change. You may override this publication policy when entering a renewal by using the 'Next issue' field to specify the issue at which the renewal order should start. You may decide that you want the order to receive more back issues or fewer back issues than normal; or perhaps, no back issue at all.


See Also