Audience Search – Subscription Management
Products Table
If the customer has any product subscriptions (past or current), they will be listed in the Products table. This is where you can view the subscriptions details, review served issues history and add a new product subscription for the customer.
To navigate to the Product section. In the main Product table, we list the customer’s magazine and newsletter subscriptions.
Product – the name of the magazine or newsletter
Class – defines the status of the record on the database. Exp: active qualified, active non-qualified, deactivated record
Payment Status – whether the subscription is paid with order, credit, paid on invoice or free/controlled
Remaining Issues – the number of issues that still remain to be served (only appears on paid orders)
Requested Version – version requested by the customer.
Active Version – the version received by the customer.
Bulk – number of copies the customer receives
Expire Issue – the final issue the customer will receive
Verification Date – the date when the order was last verified
Last Issue Sent – the last issue the customer received
You can click on any individual product subscription to review its subscription and transaction history.
For each subscription, you can see the list of served issues by clicking Served Issues History.
If you want to generate an invoice or a receipt for the specific order, click the Make Invoice/Receipt link. In the overlay, select the specific order you’d like to generate a receipt and click the Make Invoice / Receipt button.
If you want to see when notices have been generated click on Notice History.
Audience Search Subscription Icons
When navigating through Audience Search, you may see icons appearing on the left side of the subscription lines. These icons represent different types of transactions that our system processes. The below image displays all five icons that could be found and what they mean:
Order and Transaction Overlay
This is the overlay where you would enter the order and transaction information in various sections:
Product Information
Address
Subscription Details
Before we dive into specific transactions, here’s a quick guide of what each subscription field means and when it’s required.
Section | Field | Description | Valid Values | When Is It Required? |
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Product | Product | Magazine or newsletter subscription you are adding or modifying for the customer | Any active magazine or newsletter | Always |
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Product | Requested Version | Version of the magazine or newsletter the customer has requested | Both, Digital, Print, Digital Only* (*In development, please do not use) | Always |
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Product | Active Version | Version of the magazine or newsletter the customer receives | Both, Digital, Print, Digital Only* (*In development, please do not use) | Never, this will be determined by the Issue Close process based on clients requirements |
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Address | All Address Fields |
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| Only some fields are required. You must have an address for any magazine. For newsletter subscription only country is req. Billing address is only required for a pay product. |
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Subs | Transtype | The available Transaction type choices are dependent on whether it’s a new or an existing subscription | Add (AD), Accounting Adjustment (AA), Cancel, Claims Paid Add (LA), Claims Paid Adjustment, Claims Free to Paid (LP), Class Change (CC), Credit Payment (CP),Credit Reinstate (CR) Credit Suspend (NS), Expire Suspend (ES), Free to Paid (FP), Kill (KL), Liability Earnings, Misc Change (MC), Partial Payment (PP),Partial Refund (PR), Payment Adjustment (PA), Payment Update, Postal Suspend (PS), Renewal (RN), Renew Reinstate (RR), Renew Add (RA), Refund Charge, Refund Check (RF), Refund Overpayment (RO), Requalify, Sales Transaction (SA), Suspend (SP), Temporary Access, Transfer, Writeoff (WO) | To enter or modify a paid order, the trans type is always required. To enter or modify a free/controlled sub, the trans type is only required on the 1st order (AD). |
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| Promo Code | Usually relates to the offer, free or paid |
| Always |
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| Paystat | Pay Status helps drive which fields are required for the subscription | Paid With Order, Free Term, Controlled, Credit, Paid on Invoice | Always |
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| Amount | Total amount of the subscription (not the amount owed or remaining) |
| Always for a paid subscription |
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| Sales Tax | The dollar amount of sales tax for the entire subscription for records that need to be charged a sales tax |
| System calculated |
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| Term | # of issues of the paid subscription |
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| Bulk | Number of copies |
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| PO Number |
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| Airmail |
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| Pay Type | Available payment types | Visa, MC, Amex, Discover, Diners Club, Cash, Money Order, Business Check, Personal Check, Wire Transfer | Required for pay status of paid on invoice or paid with order |
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| Pay ID | Check number or last 4 digits of a credit card number |
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| Deposit Date |
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| CC Exp Date (MMYY) | Credit card expiration date |
| Required for credit card only |
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| CC Auth | After cc is charged, this is the authorization code that is populated |
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| CC Name | Name on the credit card |
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| P & H | Postage and Handling charges |
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| Prem Code | Code of any premium product given to the customer |
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| Sales Channel | The channel the order was received |
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| Start Date | The date the subscription begins |
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| Start Issue | The first issue the customer receives |
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| Source | Audit bureau standard sources (mean of order) |
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| Verif. Date | Last date the customer information was verified |
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| Class |
| Active, Inactive, Active Qualified, Active Non Qualified, ACS Kill, Qualified Reserve, Pass Along Names, Incompletes, Donor, Seeds, Newsletter, Prospects, Reclass, Passalong, Soft Controlled Kills, Controlled Kills |
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| Audit Type |
| ADV+Agency, All Other, Gift, Individual, Membership/Association Benefit, Non-Qual Multi-Copy Same Addr, Paid, Qual Multi-Copy Same Addr, ROT or OCCAS, Samples, Single Copy Sales, Sponsored Individual Addressed, Seed |
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| SKU | Used to identify product sold for transaction sale |
| Used for sale transaction |
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| Delivery Code | Special distribution field |
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| Distributor Code | Special distribution field |
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| Route Code | Special distribution field |
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| Group Code |
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| Used for group orders |
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| Group Admin | This is a customer id of a group administrator |
| Used for group orders |
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| Renewal Type | Used to identify frequency of auto renewal sub. | On Expire-Auto Charge, On Expire-Send Invoice |
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| Donor ID | Customer id of donor for a gift subscription |
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| Donor Name |
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| Expire Issue | The last issue the customer will receive for this subscription |
| System generated based on term or open for keying in lieu of term |
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| Gift Sub | Flag that identifies gift subs |
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| Promote | If ok to send notices | Yes/No |
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| Personal ID | Used on controlled orders due to lack of signature |
| Required on free order |
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| Activation Date | Issue the free sub was activated |
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| Deactivation Date | Issue the free sub was deactivated |
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| Signature | Was there a signature on the promotion card? | Yes/No |
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| Reason Code | Reason codes for refunds/cancels |
| Required for cancels/refunds |
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| Fee Amount |
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| Fee Pay ID |
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| Fee Dep Date |
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| Current Issue | Next issue available for customers |
| System generated |
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| Original Term | Original term of the current order |
| System generated |
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| Original Amount | Original amount of the current subscription |
| System generated |
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| Original Bulk | Original # of copies in the current subscription |
| System generated |
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| How addressed |
| Internal use for audit purposes | System generated |
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| Premium Sent |
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| System generated |
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| Earned Balance |
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| System generated |
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| Earned Copies |
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| System generated |
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| Earned Issues |
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| System generated |
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| Grace Issue | Number of graced issues sent for this order |
| System generated |
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| Remaining Issues |
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| System generated |
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| Remaining Dollars |
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| System generated |
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| Remaining Copies |
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| System generated |
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| Price Per Issue |
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| System generated |
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Demographics. You can update a customer’s demographics in this section. Required demos have a * next to them. If the customer declines to provide a value for it, check the Not Provided checkbox. If the customer confirms the existing value, click the Verified checkbox.
Associated Products. Some products (i.e. paid print magazine) may have other products (i.e. free web access) associated with it. Any associated products would be displayed here.
Adding a Subscription
Add a new subscription for a customer if s/he is subscribing to this magazine/newsletter for the first time.
When adding a record to the database, there are three main types:
Single Copy Sale
New Subscriber
Claims Paid Add
The “Single Copy Sale” and “New Subscription” transactions can be completed either as a credit/bill me order(subscription order only) or as a payment with order.
**Note the “Claims Paid Add” transaction must have money tied to the order.
Before you add a subscription, you need to verify if the customer’s already in the system. Quickly search for any customer by entering the information in the search box.
Click “Submit Search”
If there is no one on the system with that name, the screen will look like below.
To add a new customer click “Add Customer”.
Fill in all necessary customer information.
Click Save Customer.
An alert will appear saying “Saving new customer cannot be undone. Are you sure you want to save this new customer?” Click OK and then OK again.
The screen will now display the new customer.
From the Customer Info screen go to the products section.
Select Enter New Product button.
You are now ready to add subscriptions or single copy sale order for the customer.
Single Copy Sale
To add a new product click “Enter New Product”
Select the product for single copy sales.
Select a request version from the drop down menu.
Transaction Type, select Sales Transaction.
Promo Code, enter SCS (for single copy sale or enter the code that is required).
Paystat, select paid with order.
Amount, enter the dollar amount of the single copy. (if more than one copy is being purchased, the dollar amount will change when you enter the quantity in the bulk section)
Sales tax, if tax is charged, should prepopulate.
Term will always be 1.
Bulk will be filled in if more than 1 copy is being purchased.
Pay type, select the form of payment that has been received.
Pay ID, enter credit card number or check number.
CVV, enter if required
Deposit Date, enter the date the payment is received and processed
CC Exp Date, enter expiration date.
CC Name, enter in cardholders name.
Sales Channel, select how order was received.
Source, select how order was received.
Class will always be Active Qualified.
Audit Type, select Single Copy Sale.
SKU: Enter issue(s) purchased. (Month/Year-ie. April 2018 or April-August 2018)
Click Save To Pending
Click Save Customer Updates
Add New Subscription
To add a new product click “Enter New Product”
Select a product.