Renewal Efforts

You use the 'Renewal efforts' screen to specify the package and offers that make up a single renewal effort.  Renewal effort codes are similar to tracking codes, but are used for renewal orders instead of new orders.  They are QuickFill's equivalent of the traditional "source code", as applied to renewals.

Most renewal efforts are linked to a particular renewal series.  When you enter a renewal order using the Renewal transaction screen you typically enter the order number and effort number  that is at the top of the renewal notice.  QuickFill can then automatically fill in the renewal effort  because it knows which renewal series the order belongs to and what the effort codes are for each effort of that renewal series.

If you use methods other than QuickFill's renewal series (such as telemarketing) to generate renewals, you should define renewal effort codes for each method. When you enter these renewal orders you will then need to fill in the appropriate renewal effort code manually. By doing so, you will be able to use the 'Renewal revenue by renewal effort code' report to track the revenue generated by each of your renewal methods. (Click here for more details on the 'Renewal revenue' report.)

To handle renewals at birth, you should define an extra renewal effort that will not be part of any renewal series. The renewal effort should be linked to an offer with an amount that is the difference between the price of the original and the extended subscription. You should also link the renewal effort to a unique channel; this will provide the ability to run reports for your renewal at birth orders using either the renewal effort or channel. When you receive a payment from a subscriber who has elected to extend his or her subscription, enter a renewal choosing the renewal effort code that you defined for "renewals at birth."

When you select 'Renewal' under 'Definitions' on the main menu, then select 'Efforts', you'll see a list of currently defined efforts in the upper half of the screen and the "New," "Change," "Replicate," "Delete," "Find," and "Find Again"  options running along the bottom.

To find all of the renewal effort codes linked to a specific publication, click on "Find." QuickFill will display a form in which you can enter the publication or renewal effort code for which you are looking. Click on "OK" and QuickFill will jump to the first record that matches your entry. You can jump to the next record that matches your entry by clicking on "Find Again."

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

You can also change the definition of a renewal effort by moving the cursor to the effort you want to change and double clicking on the effort, or clicking once on "Change." (Any changes you make to an effort affect all the renewal series that use the effort). You can delete a renewal effort that is not being used by moving the cursor on the effort you want to delete and clicking on "Delete."

To delete a renewal effort that is currently linked to a renewal series, you must first either change the series so it uses some other renewal effort or delete the series.

Click here for information on how to merge renewal effort codes.

 

Publication

Select the publication to which this renewal effort applies. You can't type directly in this field. Press F2 or right click in this field to select from the publications you've defined earlier.

Effort code

Enter a code to identify this renewal effort. If you plan to use a different effort for each notice in the renewal series, you might want to include the number of the notice as we did in the demo database.

Description

Enter a brief description of the effort.  This will be used to help identify the effort when you are linking renewal efforts to a renewal series.

Channel

Select the channel to which you want to link this renewal effort. You can't type directly in this field. Right click and select "Pick channel" to select from a list of channels you've already defined; select "New channel" to create a new channel; select "Change channel" to change the definition of the channel now in this field (be very careful when using the "Change channel" option as the definition of the channel will be changed in every place that it is used); or select "Clear" to remove a channel from the renewal effort definition.

When a renewal effort is linked to a renewal series that auto renews subscriptions, QuickFill uses a channel code of "AUTORN" for the renewal order regardless of the entry in this field.

Salesperson

Select the salesperson to which you want to link thisrenewal effort. You can't type directly in this field. Right click and select "Pick salesperson" to select from the salespeople you've already defined; select "New salesperson" to create a new salesperson; select "Change salesperson" to change the definition of the salesperson now in this field (be very careful when using the "Change salesperson" option as the definition of the salesperson will be changed in every place that it is used); or select "Clear" to remove a salesperson from the renewal effort definition.

Package

Specify the renewal package you'll use for this renewal effort. A renewal package identifies the makeup of what you are going to send to the subscriber for this effort.  It identifies codes for the letter, envelope and circular and the form code for the renewal notice itself.  The renewal package also controls whether a standard QuickFill renewal notice will be created or if a mail-merge file will be produced instead so that you can customize the look of the notice.

You can't type directly in this field. Right click and select "Pick renewal package" to select from a list of renewal packages you've already defined; select "New renewal package" to create a new renewal package; select "Change renewal package" to change the definition of the renewal package now in this field (be very careful when using the "Change renewal package" option as the definition of the renewal package will be changed in every place that it is used); or select "Clear" to remove the renewal package currently in this field.

Offers

You can include up to nine different offers on one renewal effort. So you can offer terms of different lengths or quantity price breaks on the same notice.

You can't type directly in the 'Offers' fields. Right click and select "Pick offer" to select from a list of offers you've already defined; select "New offer" to create a new offer; select "Change offer" to change the definition of the offer now in this field (be very careful when using the "Change offer" option as the definition of the offer will be changed in every place that it is used); or select "Clear" to remove an offer from the renewal effort definition.

Click here to see a sample renewal notice with several offers. For one of these offers, you'll see separate lines detailing price, shipping and handling, tax, credits, and the total amount due. For the other offers, you can see only the total due line. Usually, you see in detail the first offer listed on the renewal effort. However, if the subscription qualifies for a quantity discount, you'll see the discounted offer instead.

Here's the rule of thumb: list first on the renewal effort definition the offer you want displayed in detail on the renewal notice. Then list the quantity discount offers, if any, for the same term. Next enter the offers for the other terms in the order that you want them listed on the notice.

It's possible that a subscription might not qualify for any of the offers you enter on the 'Renewal efforts' definition screen. This can happen if you create a renewal effort to use with only multiple-copy subscribers but you use the effort to renew a single-copy subscription. If you do have a subscription that doesn't qualify for any of the offers, you'll get a warning message when you run the update to produce renewal notices.

QuickFill never prints on renewal notices offers with a number of issues equal to 0 (that is, you're pricing the order per copy). If you want to use this type of offer, enter it on the 'Renewal efforts' definition screen. Then explain the offer to your customers in the text of one of the messages or by enclosing an insert with the renewal notice.

If your publication uses stepped pricing, you must include an offer for each "step" in your pricing structure. This is necessary because your renewal notices will list a breakdown of prices based on the number of copies ordered.

For example, let's say that for a 1 year (10 issue) subscription you charge $100 for the first copy, $90 for the second through fifth copies, and $80 for the sixth through tenth copies. Your renewal efforts should include three offers. The first offer should have a term of 10, price of $100 and a minimum quantity of 1; the second offer should have a term of 10, price of $90 and a minimum quantity of 2; the third offer should have a term of 10, price of $80 and a minimum quantity of 6. Using these offers, the resulting renewal notice would say: "First copy 100.00," "Addtl copies 2-9: 90.00 each" and "Addtl copies over 9: 80.00 each."

When the 'Issue labels' update and 'Renewal notices' updates automatically renew orders for subscribers whose renewal series are defined as "auto-renewal series" and use offers that have a service code, the service code in the renewed order must match the code in one of the offers.  Also, when using stepped pricing, the group of offers used to calculate the price must have matching service codes.  So if an order that uses an email service code is autorenewed, and the renewal effort has both email and postal services defined, QuickFill will automatically select the offer that has the email service code.

Discount for prepayment

If you give a discount for orders received with payment, enter the amount of the discount in one of these two fields.  You can express the discount as either a dollar amount or as a percentage.  The dollar amount discount is calculated on a per-copy basis.

 

See Also