Renewal series definition (links tab)

The fields on this screen are the same for "by days" and "by issues" renewal series. When defining a renewal series you must fill in the fields on the "Links," "Format," and "Efforts" tabs.

Publication

Select the publication to which this renewal series applies. You can't type directly in this field. Right click in this field to select from a list of publications you've defined earlier.

Renewal series code

Enter a code to identify the series.

Description

Enter a brief description of the series and how you'll use it. The renewal series code and description identify the series when you link it to a publication, tracking code, or another renewal series.

Next renewal series for regular orders

Say you receive a renewal order in response to one of the efforts you mailed from this series. When that renewal order nears its end, you'll, of course, want QuickFill again to generate renewal notices. Use this section to select the series QuickFill should use for that renewal.

You must enter a series in this field. You can't type directly in this field. When defining a new renewal series, this field defaults to "Same renewal series" and QuickFill automatically uses the series being defined as the next renewal series for regular orders. If you would like to use a different next renewal series for regular orders, right click in this field to select from a list of series that you've defined previously. Unlike most other fields of this type, you cannot click on your right mouse button to create or modify a renewal series. You can only select a renewal series that has already been defined.

Next renewal series for controlled subscription orders (audit system field)

Say you receive a renewal order for a controlled subscription in response to one of the efforts you mailed from this series (to convert controlled subscribers to paid subscribers). When that renewal order nears its end, you'll, of course, want QuickFill again to generate renewal notices.

Since the renewal order is no longer controlled, you'll send it renewals from the series you enter in the 'Next renewal series—Regular' above.

You can't type directly in this field. Right click in this field to select from a list of renewal series that you've defined previously. Unlike most other fields of this type, you cannot click on your right mouse button to create or modify a renewal series. You can only select a renewal series that has already been defined.

You must enter a series in this field. If you don't treat controlled subscriptions differently, enter the series here that you entered in the 'Next renewal series—Regular' field.

When defining a new renewal series, this field defaults to "Same renewal series" and QuickFill automatically uses the series being defined as the next renewal series for controlled orders. You can, of course, change the series in this field by right clicking and selecting a different series from a list of series that you've defined previously.

Next renewal series for gift orders

Say you receive a renewal order for a gift in response to one of the efforts you mailed from this series. When that renewal order nears its end, you'll, of course, want QuickFill again to generate renewal notices. If the order contained a "G" in the 'Gift/Comp' field when it was entered, QuickFill will use the series you enter in this field to produce the next set of renewal notices.

If the order you are mailing renewals to is a gift and the response you receive is that it is no longer a gift subscription, when you renew it you must remove the "G" from the 'Gift/Comp' field on the renewal order form. By doing so, you're telling QuickFill to use the series you entered in the regular 'Next renewal series' above. (Click here for more information on the 'Gift/Comp' field.)

You can't type directly in this field. Right click in this field to select from a list of renewal series that you've defined previously. Unlike most other fields of this type, you cannot click on your right mouse button to create or modify a renewal series. You can only select a renewal series that has already been defined.

You must enter a series in this field. If you don't treat gifts differently, enter the series here that you entered in the 'Next renewal series—Regular' field.

When defining a new renewal series, this field defaults to "Same renewal series" and QuickFill automatically uses the series being defined as the next renewal series for gift orders. You can, of course, change the series in this field by right clicking and selecting a different series from a list of series that you've defined previously.

Next billing series

Say you receive an unpaid renewal order in response to one of the efforts you mailed from this series. Use this field to select the billing series you want to use to bill the renewal order.

You can't type directly in this field. Right click and select "Pick billing series" to select 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 of the series will be changed in every place that it is used); or select "Clear" to remove the billing series in this field.

You must enter a series in this field.

Next billing series for gift orders

Say you receive an unpaid renewal order for a gift in response to one of the efforts you mailed from this series. Use this field to select the billing series you want to use to bill the renewal order. If an unpaid order contains a "G" in the 'Gift/Comp' field you enter it, QuickFill will use the series you enter here to produce invoices. (Click here for more information on the 'Gift/Comp' field.)

You can't type directly in this field. Right click and select "Pick billing series" to select 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 of the series will be changed in every place that it is used); or select "Clear" to remove the billing series in this field.

You must enter a series in this field.

Agency subscriptions—Send notice to...

Your renewal notices for agency subscriptions may be sent either to the subscriber or to the agency. If you send the notices to the agency, they will show the agency discount. If you send the notices to the subscriber they will not show the agency discount. (However, QuickFill still uses the discount price when you enter the renewal. If the renewal comes directly from the subscriber rather than from the agency, remove the agency link when you enter the renewal. Just place your cursor in the 'Agency' field on the renewal order screen and press the delete key.)

The renewal series definition default is to send the notice for agency subscriptions to the agency.

If you specify that the renewal notice should be sent to the agency and on the 'Efforts' tab you specify that it should be sent to the ship-to then the latter will take precedence.

Automatic renewal options

The choice you make here determines the default automatic renewal setting for orders that are created using this renewal series. You can override the automatic renewal option at the time you enter the renewal order. Changing the automatic renewal setting on the renewal series does not change the automatic renewal setting for orders that have already been entered.

The choices available are:

When you automatically renew orders, the series only needs to have one renewal effort. In addition, there only needs to be one offer (the one for which you want to automatically renew orders) attached to renewal effort unless you offer price breaks based on the number of copies ordered. If you do not offer price breaks based on quantity and there is more than one offer linked to the renewal effort, QuickFill will renew orders using the first offer. Any other offers will be ignored.

When the 'Issue labels' update and 'Renewal notices' update 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.

Do not send grace issues to orders that use this renewal series

Check this box and QuickFill will not send any post-expiration or "grace" issues to subscriptions that are linked to this renewal series. Normally QuickFill will send grace issues as long as the term of the order is longer than the minimum specified on the publication definition screen. This lets you send grace issues to regular full-year subscriptions but not to short term trials. In some situations you may have full-year subscriptions that should not receive grace issues -- in that case you may find this policy setting useful.

 

See Also