User:Jrowe18/sandbox

Credit Cards That Decline During Imports/Exports
This needs to be done for any card that declines during imports/exports, please follow the steps below:
 * FOR IMPORTS/EXPORTS cards that show up on Reject File:
 * Reject File located Q:data/rejects -> Open with Excel
 * Look for the column CCNUM to see if any have a credit card number listed.
 * Ignore if no number listed. If there is a cc# listed, update QF.
 * Open Quickfill
 * Enter Subscriber or Order Number to look up subscription for the card that declined.
 * FOR PAYMENTS, CTRL P to get to the Payment Tab.
 * Select NEW
 * Enter the subscriber/order number.->OK
 * Payment Type &quot;O&quot; for Other
 * Within the Payment, Enter Amount from PAID2 column of Reject File.
 * Enter comment in the comment section on payment screen &quot;Card charged during imports/exports, showed up on Reject File&quot; OK
 * Post Batch
 * Do the same with Renewals
 * Enter Subscriber or order number to look up subscription for the card that declined.
 * FOR RENEWALS, CTRL R to get to the Renewal Tab.
 * Select NEW
 * Within the Renewal, Enter Term from Reject File. This will automatically update the Amount.
 * Payment Type &quot;O&quot; for Other.
 * Enter comment &quot;Card charged during imports/exports, showed up on Reject File&quot; OK
 * Post Batch

Create and Export a new batch.
Go to https://www.videomaker.com/admin/people/magazine_subscriptions/new_subs Review for duplicates and errors Create a New Batch by selecting &quot;Create Batch&quot; (far right, below &quot;Issue Notifications&quot;) Find the file web-YYYY-MM-DD.csv just created (if it doesn't show on the bottom of your screen, it will be located in the downloads folder) Change all UNPAID international bill-me subs from print &quot;VM&quot; to digital &quot;VMDE&quot; after batch is exported. This is done to avoid the high expense of postage on int'l orders until they are paid. Bill me print subscriptions are only offered for US subscribers. DO NOT change VM international subscriptions that have paid. We do allow VMDE (digital) bill me for international digital subscriptions.
 * Under Batch ID, Select &quot;Not Batched&quot;
 * Ignore any duplicate that has &quot;failed&quot; as the status. These will be removed by Drupal during the import process
 * Delete all orders with bad or incomplete address, i.e, missing street number or zip code
 * Look for duplicates that might need to be deleted
 * Usually, with duplicates, one is paid and one is not, delete the unpaid ones
 * Submit a refund request for any duplicate(s) that have been paid
 * Click on the ID number, Print out the order, submit a refund request to the CFO/Fulfillment
 * After printing the duplicate, Delete the duplicate to by selecting the &quot;Delete&quot; button
 * When finished reviewing, select New Subscriptions at the top to bring you back to the main batch screen
 * On the first line (should have today's date) click on &quot;Export&quot; to the far right (becomes a .csv download)
 * Right-click, Open With..., choose Libre Office Calc
 * window pops up called Text Import
 * uncheck boxes for &quot;comma&quot;, &quot;semi-colon&quot;, but make sure &quot;tab&quot; IS checked
 * click on the small empty square above the numbers column (this highlights the entire thing)
 * change Column Type to TEXT
 * click OK and the document will open
 * How to make the change from VM print to VMDE digital for international bill me:
 * Open web-YYYY-MM-DD.csv in Libre Office Calc
 * Click on separated by...tab ->remove everything else->highlight all (left box below column type).
 * Change Column Type: Text Save - use text format OK.
 * Find an international order that has VM without money in the paid column.
 * Change Pub from VM to VMDE
 * Change Price2 from print price to digital price. (Look at term to confirm digital sub price)
 * When finished, File->Save As... Change the Save In information to Q:\data\import. File name should be web-YYYY-MM-DD.csv
 * When the next box pops up, select &quot;Use Text CSV Format&quot; then click OK

Convert File For Quickfill
Open QuickFill (note: DO THIS FIRST: find the Issue Number for the next issue and write it down. Navigate to Definitions->Issues->VM, use the one for new orders)

Navigate to Other->Import->Subscriptions Navigate to File->Open->Q:\data\qf_convert_templates\web_import.qcv
 * Click on QFConvert
 * Settings->ZP4 Location
 * check the dot next to &quot;ZP4 is installed on __&quot; and type in BOOTS, click OK
 * Use the Browse button to locate the CSV export file that you just saved Q:\data\import\web-YYYY-MM-DD.csv. -> NEXT
 * Step 2. Click Next
 * Step 3. Click Next
 * Step 4. Click Next
 * Step 5. Change the NEXTISS2 Value Field to the New Issue Number (number you wrote down at the beginning of this section)
 * Click Next
 * Step 6. Change the file name today's actual year-month-day(ex. web-2013-06-05.dbf)
 * Click Next
 * Click Run, wait for it to finish
 * Close QFConvert

Web Import
Run QF Web Imports:(the following procedure needs to be performed on the same day)
 * Make sure everybody is out of QF. You can find out who is logged in by going to help->About Quickfill
 * Go to http://boots.videomaker.com:5800/
 * Click Ok in the window that pops up
 * Get the Password from IT Department
 * In &quot;boots&quot; Go to My computer icon on the small desktop screen
 * D:->QF->data->CopyB4 (double click)
 * then hit space bar to make B4 update of database
 * when it shows Done at the bottom (about 10 minutes) &quot;press any key to continue&quot; and the BOOTS will close

In QuickFill, navigate to File->Single User, enter your login/password
 * Navigate menu to Other->Import->Subscriptions
 * Input File Name: Browse to find the input file you JUST created with QFConvert in Q:\data\import\web-YYYY-MM-DD.DBF.
 * Reject File Name: Browse to Q:\data\rejects\rejects_MM_DD_YY.DBF and double click on existing reject file.
 * Change Reject File name to current date.
 * Check For exact matches: Ask me, For near matches: Ask me
 * OK -> Run report, OK -> Run it Now -> Yes
 * Accept or reject each order.


 * When accepting and rejecting:
 * Make sure the addresses match!
 * Make sure all addresses are COMPLETE, including Zip Code.
 * Reject all orders that are Suspended for Non-payment or Active.
 * Accept all Expired Accounts and Canceled Accounts.


 * Once import is completed a screen will pop up, close it
 * Screen will appear asking to delete the reports-select No
 * Open Q:\data\rejects\rejects_MM_DD_YY.dbf in Excel.
 * Look at all the rejects and correct bad Zip codes.
 * Process the rejected subs in Quickfill that have a credit card number and dollar amount(these were charged automatically)
 * Accounts that were charged will be payments or renewals (the card number and dollar amount will be listed).
 * Process in Quickfill as a renewal/payment and select payment type &quot;O&quot; for Other.
 * In the payment or renewal screen: add a Comment &quot;Card was charged during imports, showed up on Reject File&quot;. OK
 * Do NOT process subs that DO NOT have a dollar amount listed in PAID2 column.
 * Process the batch(s)
 * Close out of Excel - Do Not Save.

Web Subscription Export
The web export updates the website to reflect changes made in QuickFill. The web export should be done after online renewals/payments have been processed or a web import has been done. If multiple tasks are being performed in Quickfill, the web export only needs to be ran once, after the tasks are complete.

Export files from Quickfill
Open in Quickfill in Single User Mode Click on Jobs->Edit Job Lists Locate the &quot;Web Subscription System Export&quot; job -> Run (takes approx 30 minutes)

Compress exported files
Open up a file browser and go to Q:\data\tmp Repeat for the remaining files
 * Delete the old &quot;wss_to_upload_active.csv.gz&quot;, &quot;wss_to_upload_inactive.csv.gz&quot; and &quot;wss_to_upload_future.csv.gz&quot; files
 * Compress the new &quot;wss_to_upload_active.csv&quot;, &quot;wss_to_upload_inactive.csv&quot; and &quot;wss_to_upload_future.csv&quot; using 7-ZIP
 * Right click on the first file and select &quot;7zip&quot; -> &quot;Add to Archive&quot;
 * Select &quot;GZip&quot; as the Archive format

Upload compressed files
Go to (The file will take a while to upload, when it is done an informational message reporting the number of records imported is shown) Repeat Upload for wss_to_upload_future.csv.gz then also for wss_to_upload_inactive.csv.gz.
 * People ->Magazine Subscriptions ->Import Magazine Subscriptions ->
 * Click on &quot;Import Magazine Subscriptions&quot;
 * Click the Choose File button
 * Select &quot;Q:\data\tmp\wss_to_upload_active.csv.gz&quot;
 * Click the &quot;Upload&quot; button
 * The updated QF data has now been uploaded to the website.

Import File Format
Tab Delimited Double Quote text delimiter &lt;pre&gt; Subtype: S SubDate: YYYYMMDD LNAME: FNAME: STREET1: STREET2: CITY: STATE: ZIP: CNTRYCODE: PHONE: FAX: EMAIL: RENTPOSTAL: Y RENTEMAIL: Y RENTPHONE: Y RENTFAX: Y PUB: VMDE TRACK: ???? HISTORY1: CCNUM: CCEXP: CCAUTH: ORDDATE2: YYYYMMDD STATUS2:A TERM2: 12 PREMIUM2: PRICE2: 0.01 PAID2: 0.01 PAYDATE: YYYYMMDD PAYTYPE2: O (other) REQTYPE2: PDI BILLDELAY: 30 SUBCLASS2: PS ORDSOURCE2: ???? &lt;/pre&gt;

Import A File

 * Go to http://boots.videomaker.com:5800/ Get the password from IT
 * In &quot;boots&quot; Open QuickFill Lock Manager to verify that all users are logged off
 * In &quot;boots&quot; Go to My computer icon, D:, QF, data, CopyB4, then hit space bar to make B4 update of database, wait until the word &quot;done&quot; appears at the bottom
 * Open QuickFill, in Single User Mode (File, Single User, File, q:\data\live\qfwdb).
 * Run QF FF Imports:
 * Click on Other -> Import -> Subscriptions
 * Description: (something describing this import)
 * Click on QFConvert
 * Load template if available. File Open browse for template file. The file name will appear in the space you will edit in the line below. Ignore it. It makes no sense but That's the deal.
 * Select the &quot;Comma or tab delimited file&quot; option. Skip this step, its already done if you did the load template line above.
 * Browse for the import file. This is the file you want to import, not the template file.
 * Click &quot;Next&quot;
 * Check &quot;Field names are in the first record&quot;
 * Click &quot;Next&quot;
 * Scroll through the fields, checking for errors (highlighted in red)
 * Click &quot;Next&quot;
 * Click &quot;Next&quot;
 * Click &quot;Next&quot;
 * At the screen saying Step 5 modify the template fields referenced below under Sponsored Digital Edition Subscriptions and adjust your fields and edit the template values to the values indicted in the task. IE: The Tracking field will vary - each import/list may have a unique tracking code.
 * Adjust Fields as needed
 * Click &quot;Next&quot;
 * Choose an output file (ex. final.dbf) This will be the file you import after you are all done.
 * Click &quot;Next&quot;
 * Preview first record and check for errors
 * Click &quot;Run&quot;
 * Close QFConvert when conversion has finished.
 * Check Ask me, Ask me - NOT in some cases. Like with the import of new subs I had to choose Create new record, create new record otherwise it was asking about every one of the 13,500 records.
 * Uncheck “cc payments have already been processed”
 * Check “create subs for records w/errors”
 * Click browse in Reject filename. (in same folder as import file, use rejects.dbf)
 * Run report, OK.
 * Accept or reject each order. Only reject if active status (including suspended for non-payment).
 * Preview or print report.
 * Make “after” backup of QF.
 * In &quot;boots&quot;, go to My computer icon, D:, QF, data, CopyAF, then hit space bar to make AF update of database.
 * Send email to “Fulfillment” &amp; “Marketing” groups that Quickfill is now available

Prepare NCOA File or other address correction file for import

 * Copy and unzip the NCOA file to somewhere locally in your machine.
 * Prepare the NCOA file for import by changing the field names as follows.
 * Import or open the DBF or file using MS Access or the program of your choice.
 * Change the field names as follows ...
 * Unique-ID, CUSTOM whatever crap they used to identify the customer number instead of using what we sent them, name the field CUSTNUM
 * First_Name->FNAME (Actually you can skip this part as we do audits and importing of name or title data can mess up audit data)
 * LAST_NAME->LNAME (Skip this too or uncheck in import dialog box to prevent importing.)
 * DELADDR->STREET1
 * ALTADDR->STREET2
 * ZIPCODE->ZIP
 * CRRT->CARRT


 * Warning!:One time NCOA/Bedrock sent our data back with the first and second street address reversed so that delivery address (Street1 on our system) and AltAddress (Street2) on our system were reversed. You can tell by looking to see that almost all the street1 addresses were blank, and the street2 addresses were all filled in on their return file. If you find that the case reverse the names of the fields street1 and street2 before importing.

You can also use tab delimited files.


 * Save file as DBase 5 with no more than eight characters before extension to a location from which you will do importing. Ex:VMIMPORT.DBF

Import NCOA Customer Data

 * Send email to “Fulfillment” &amp; “Marketing” groups (Use Team, the previous groups do not exist) that Quickfill will be unavailable
 * Goto http://boots.videomaker.com:5800/ Get the password from IT
 * In &quot;boots&quot; Open QuickFill Lock Manager to verify that all users are logged off
 * In &quot;boots&quot; Go to My computer icon, D:, QF, data, Click on CopyB4.bat, then hit space bar to make B4 update of database, wait until the word &quot;done&quot; appears at the bottom
 * Open QuickFill, in Single User Mode (File->Single User, File->Open Database->q:\data\live\qfwdb_HO1.qfdat).
 * Open menu item Other->import->Customer Data.
 * Enter a description for your import job &quot;Import and Pray&quot;.
 * Browse to your file you exported after changing the field names and hit Ok.
 * Type in a path and file name for your rejects file. No more than eight characters. C:\VMRejects.dbf for example.
 * Make sure FNAME, LNAME and TITLE field are unchecked. The checked fields should be...
 * Street1, Street2, Zip, CARRT and Demdata1. (I left do not import blank fields as is.)
 * Click OK to proceed.
 * Click Yes to did you make a backup.
 * Choose to do the job now.
 * Click OK to continue, now pray! :}
 * A window will show you the import progress. There may be a lot of rejects due to zip code being wrong. Don't worry about these. A number of these are canceled, or undeliverable due to the malformed address data from Ncoa - They don't provide a country field.
 * After update is done, you might want to save the rejects file somewhere in case we want to look at them.
 * Make “after” backup of QF.
 * In &quot;boots&quot;, go to My computer icon, D:, QF, data, CopyAF, then hit space bar to make AF update of database.
 * Send email to &quot;Team@videomaker.com&quot; that Quickfill is now available.
 * In the next two steps, of the file is not an Ncoa file, choose a directory named after whatever you inported, and name the file as well accordingly. For data from &quot;Fresh Address&quot; this will be FAMMDDYY
 * Copy your import file and rename it to NCMMDDYY.DBF and put this file in the q:\data\import\NCOA directory.
 * Copy your rejects file and rename it to RJMMDDYY.DBF and put in the q:\data\rejects\NCOA directory.

Sponsored Digital Edition Subscriptions
Data file format ...


 * The data in the data file needs a particular format to work with the template below.
 * Note:The fields can be larger but the longest data value must not exceed the sizes below.
 * LNAME  30 text.
 * FNAME  20 text.
 * STREET1 40 text.
 * STREET2 40 text. Can be blank.
 * CITY   26 Text.
 * STATE    2 Text.
 * ZIP     20 Text.
 * CNTRYCODE 4 Text.
 * EMAIL   60 Text.

Template: q:\data\qf_convert_templates\vmde_sponsored.qcv


 * fields values below are entered in step 5 (Bold Text) in the import a file section.
 * Note that there is an interface for adding any required fields that are not in the template loaded.

Template Fields to be Adjusted

 * These go into the step 5 screen of QFConvert, not in the data file.
 * PUB: VMDE
 * SUBTYPE: S
 * SUBDATE: YYYYMMDD
 * TRACK: SAKANG (depends upon source of list)
 * TERM2: 12
 * ORDDATE2: YYYYMMDD
 * ORDSOURCE2: SAKANG (depends upon source of list)
 * NEXTISS2: 194 (choose which should be the first issue served)
 * PRICE2: 0.01
 * PAID2: 0.01
 * PAYDATE: YYYYMMDD
 * PAYTYPE2: O (other)
 * REQTYPE2: PDI
 * SUBCLASS2: PS
 * ORDCHAN2: SPON01 - field had to be added by me. It was not in the template.
 * STATUS2: A

Finder File
This is for direct mail.


 * Send email to “Fulfillment” &amp; “Marketing” groups that Quickfill will be unavailable
 * Goto http://boots.videomaker.com:5800/ Get the password from IT
 * In &quot;boots&quot; Open QuickFill Lock Manager to verify that all users are logged off
 * In &quot;boots&quot; Go to My computer icon, D:, QF, data, CopyB4, then hit space bar to make B4 update of database, wait until the word &quot;done&quot; appears at the bottom
 * Open QuickFill, in Single User Mode (File, Single User, File, q:\data\live\qfwdb).
 * Run QF FF Imports:
 * Click on Other\subscription import
 * Description: VM DM FF #( Export batch# on written on front card)
 * Check Ask me, Ask me
 * Uncheck “cc payments have already been processed”
 * Check “create subs for records w/errors”
 * Click browse in Input filename. Use Q:\data\finder\batch#
 * Click browse in Reject filename. Use Q:\data\finder\rejects#.dbf
 * Run report, OK.
 * Accept or reject each order. Only reject if active status (including suspended for non-payment).
 * Repeat process for each FF batch ready for import.
 * Preview or print report and note QF batch # on top card in applicable batch.
 * Make “after” backup of QF.
 * In &quot;boots&quot;, go to My computer icon, D:, QF, data, CopyAF, then hit space bar to make AF update of database.
 * Send email to “Fulfillment” &amp; “Marketing” groups that Quickfill is now available

Bill Processing
''Basic Information regarding Bills and Renewals from RD Haskell at CWC-Quickfill:

Bills are done twice monthly at the middle and end of month(every 16 days). Timing of the updates needs to make sense for the intervals you have defined. It the intervals are very exact or tight, running a day or two early might cause people to not get their next notice from that renewal update.

That is why the intervals in the renewal series are generally a few days less than the update schedule. In the QuickFill demo database the intervals for a 'monthly' renewal program are set to 27 days. So if you run on the 5th one month, running on the 3rd next month will still work. BUT, the example I just used would not work going from non leap year February 5th to March 3rd (26 days). So you need to be aware of the particular situation you are in.

On the late said, the issue is different, QuickFill will never skip an effort it will just wait. So if the interval is 27 days and you wait and run 100 days after the last one. Everyone still gets the effort they would have if you had run on day 28. So running late just stretches out the renewal program.

You could identify these 'early' situations by using the Renewal Preview Report (Reports menu / Expire &amp; Statistics / Renewal Preview Report). You can specify a pub and when you might want to send the renewals (defaults to today). This will give you a count by effort of the renewals that would be created. If you run this report and get all zeroes, that usually means you are trying to run too soon.''

PROCEDURE:

DO A BACKUP: Open QuickFill in Normal Mode. Open Excel file: O:\fulfillment\Deptspec\Bills_&amp;_Renewals\To_TransAmerican\BillsYY.xls (YY=current year). Go to Q:\data\live\mailmerge. Send the VM_YYYYMMA(orB)_Bills.zip file and AUG11ABillsTransmittal.xls as attachments to Transamerican: Josie@transamericanmailing.com (copy sawe@videomaker.com)with an email that says &quot;The Transmittal Report and Bills File are attached. Please NCOA and mail all FAILED records.&quot;
 * Go to http://boots.videomaker.com:5800/
 * In &quot;Boots&quot;, go to My Computer->D:->QF->Data->CopyB4.bat. Hit the space bar to make the B4 Update of database.
 * Close &quot;Boots&quot; when update is complete, it is complete when you see &quot;done&quot; at the bottom.
 * Click Updates->Bills
 * Check the box next to VM, click OK, Run it Now Shared, OK
 * When done, Print ->OK ->Close ->No
 * Uncheck the box next to VM, then check the box next to VMDE. Click OK, Run it Now Shared OK ->Yes
 * When done, Print ->OK ->Close ->No
 * Copy the previous bill worksheet and move to the end of workbook. Rename to current bill MMMYY.
 * Make applicable changes to all items in blue. (Use Page 4 or 5 of VM Billing Update Report which is generated by Billing Update above).
 * Print completed Billing File Transmittal Report. Sign the Billing Transmittal Report and give to Steve/Fulfillment along with the VM and VMDE Billing Update Reports.
 * Rename Bills_VMDE_001 file to VMDE_YYYYMMA(orB_Bills. (Ex: VMDE_201108A_Bills).
 * Rename Bills_VM_001 file to VM_YYYYMMA(orB)_Bills. (ex: VM_201108A_Bills).
 * Create a zip file by right-clicking on the file and selecting Compress (Zip) File.
 * Verify that file shows up in MailMerge folder by exiting the folder and opening it again.

'''PLEASE NOTE:DO NOT SEND VMDE FILE TO TRANSAMERICAN. VMDE bills are not sent; only VM bills as described above.'''

Send Email Bills

 * EMPTY THE LIST
 * Login to Drupal Admin https://www.videomaker.com/admin/people/magazine_subscriptions/bill_notifications
 * People->Magazine Subscriptions->Bill Notifications
 * Click on Empty Bill List. This can take several minutes to &quot;empty&quot;.
 * VERIFY LIST IS EMPTIED - hit &quot;Empty Bill List&quot; again. You should now have zero (0) subscribers.
 * If not, follow the above steps to &quot;empty the list&quot; again. Do this until subscriber number is zero.
 * UPLOAD THE LIST in Drupal Admin People->Magazine Subscriptions->Bill Notifications
 * File to Import: Click the Browse button to find the file to import (Q:\data\live\mailmerge\VM_YYYYMMA(orB)_Bills.txt).
 * You will be uploading both VM_YYYY_MMA (or B)_Bills.txt AND VMDE_YYYY_MMA (orB)_Bills.txt)
 * Click &quot;Upload List&quot;.
 * Once first file is uploaded (takes a few minutes), then upload Q:\data\live\mailmerge\VMDE_YYYYMMA(orB)_Bills.txt.
 * WORKFLOW APPROVAL TO REVIEW, APPROVE, SEND
 * Open WhatCounts Go to ->Tasks ->Calendar ->Schedule ->Campaign Deployment
 * List Name ->Bills and Renewals: Bills
 * Template (type &quot;B&quot; to get to this section) Bills and Renewals: Bill1
 * Segmentation: Bill_1
 * Campaign Name: YYYY-MMA_Bill1 (or YYYY-MMB_Bill1)
 * Format Type Selected: HTML - &gt; SCHEDULE
 * Now do the above steps for Bill2-4
 * Once the list is scheduled, you will receive a workflow email for all 4 campaigns.
 * Review each workflow email to confirm the list name, segmentation, and format are OK.
 * Joseph in Marketing will also receive each workflow email. Call or email Marketing to confirm list is OK to send.
 * Select &quot;APPROVE&quot; once list is confirmed OK to send by Marketing.
 * Resend if you need to go through approval process again, Cancel if there is an error.
 * Selecting &quot;cancel&quot; will cancel the job and you will need to re-do the above workflow approval steps.
 * Once approved, you will receive a second email &quot;Your email campaign to list Bills and Renewals: Bills has been sent&quot;.

TEST THE LISTS
'''PLEASE NOTE THIS TEST IS ONLY DONE IF EMAIL TEMPLATE HAS BEEN MODIFIED. IF THE TEMPLATE HAS NOT BEEN MODIFIED, PLEASE SKIP THE TEST PROCESS BELOW AND START WITH WORKFLOW APPROVAL PROCESS LISTED ABOVE.''' If unsure, ask IT Dept if list template has been changed.
 * If list needs to be tested, this is done before workflow approval.
 * Login to WhatCounts https://secure.whatcounts.com/bin/deploy_mailing
 * Tasks ->Deploy Campaign
 * List Name: Select Bills and Renewals: Tests
 * Template: Bills and Renewals: Bills1 (type &quot;B&quot; to go directly to Bill 1)
 * Segmentation: Bill_1
 * Campaign Name: YYYY-MMA_Bill1-Test (or YYYY-MMB_Bill1-Test)
 * Format: Select (.)HTML Click NEXT and then click Next a second time.
 * Confirmation Page: Click SEND then CLOSE.
 * You will receive an email with the Email Bill template (Bill 1 will send 3 test emails, all others send one email).
 * Proof the email content and confirm the current VM issue display.
 * You will also receive an email from admin@whatcounts.com for each Billing effort
 * &quot;Your email campaign to list Bills and Renewals: Tests has been sent.
 * Review the email to confirm the list name, segmentation, and format are OK.
 * Template: Bills and Renewals: BILL 1
 * Segmentation: Bill_1
 * Total Subscribers: 6 (this number will change - do not be concerned with this)
 * Pieces Sent: 6 (this number will change - do not be concerned with this)
 * Format Type Selected: HTML
 * Do the same steps above to test Bill2, Bill3, Bill4

Billing Proofs

 * About 3-4 days after Bills have been sent, Transamerican will email Billing Proofs and Bills.doc to Customer Service Rep. The Billing Proofs will contain one of each Billing Series.
 * Open the Billing Proof (first attachment) ex:VMBills_July.pdf.
 * Open QuickFill to look up the account number of the first customer bill. Check to confirm the address on the proof matches the address in QuickFill.
 * Confirm the Billing effort numbers (located top right corner of each billing series)agree with the Billing File Transmittal Report.
 * Open Bills.doc (second attachment).
 * Confirm the version and Mail Quantity agree with the Billing File Transmittal Report.
 * Once both files have been proofed, email Transamerican &quot;Proof is OK as is&quot;. (cc: Steve/Fulfillment)
 * If corrections need to be made check either “make corrections and send new proof” or “Proof is ok with corrections” and indicate the corrections that need to be made.
 * Open the Billing File Transmittal Report located: O:\fulfillment\Deptspec\To_Brown_and_TransAmerican\BILLS2011.xls.
 * Change to today's date and type &quot;Proofs OK AS IS&quot; on the current month.
 * Print the current Billing File Transmittal Report. DO NOT SAVE CHANGES.
 * Give both the Billing Transmittal Report and the Proof Email sent to Transamerican to Steve/Fulfillment.

Preparation for &quot;VM Main&quot; Label Update
A few days prior to running the Main Label Update, email Jennifer/Editorial to request the Renewal Blurbs.

Open QuickFill and complete the steps below:
 * Navigate to Definitions->Renewal->Messages and locate the message that begins with the phrase 'In (month we're about to send)'
 * Click the Change Button and modify the text to be similar to the Renewal Blurbs provided via email by Editorial. OK->Close
 * The Renewal Blurbs may need to be modified due to limited character spacing.
 * Select OK after updates are complete.
 * Navigate to Definitions->Renewal->Series, Select VM RCV,
 * Click the Change Button and go to the Efforts (by issues) Tab.
 * Click on the 1st Message box for the RC4 Effort Code.
 * Select the new message 'In (month we're about to send)' from the drop down box and click OK.
 * Repeat the above steps for VM RLT
 * IMPORTS/EXPORTS MUST BE DONE BEFORE THE PRINT MAIN (See Imports/Exports).
 * AUTO RENEWALS MUST BE DONE BEFORE THE PRINT MAIN (See Automatic Renewal Processing).
 * DUPLICATE SUBSCRIPTION Report MUST BE DONE BEFORE THE PRINT MAIN. (see Duplicate Subscriptions)

VM Main Label Update
Open QuickFill in Single User Mode (File->Single User->File->q:\data\live\qfwdb). Open QuickFill in Regular Mode. (This ensures that no one will be sent a &quot;current issue&quot; if they sign up after the Main Label Update)
 * Go to http://boots.videomaker.com:5800/
 * In &quot;QuickFill&quot; Go to Help ->About QuickFill-> Other Active Users to verify that all users are logged off.
 * In &quot;boots&quot; Go to My computer->D:->QF->Data->CopyB4.bat, double click on CopyB4.bat, then hit the space bar, wait until the word &quot;done&quot; appears at the bottom (CopyB4.bat creates a backup of the QuickFill database.)
 * When CopyB4.bat finishes, close &quot;boots&quot; (Click on the outer &quot;x&quot; to close.)
 * Navigate to Jobs->Edit Job List, double click -VM Main Label Update &amp; LH
 * Update All the &quot;New Order Revenue&quot; report titles with the current issue month.
 * Double click on each &quot;New Order Revenue&quot; Report ->Enter current issue month ->OK.
 * Double click on Issue Summary and update to the current issue. (Click on the drop down arrow and select the number for the current issue.)
 * Close the Issue Summary screen when done by selecting Close ->OK.
 * Select VM Main Label Update &amp; LH. Click run ->Yes->OK. (This takes approximately an hour to run.)
 * Run Comp Files (This can be done while &quot;The Main&quot; is running. See Complimentary Subscription File Procedures.)
 * Quickfill will close once VM Main Label Update is done.
 * Navigate to Definitions->Issues.
 * Click on VM Pub code.
 * Highlight the issue to be served next and click on 4.Audit Issue->1. Current Issue-> 2. New Order Issues.
 * Click on Reports, Select Print. Click on the header of the Date Column to sort. Scroll to the bottom to see most recent reports.
 * Print and staple the following reports just created (these will have today's date):
 * Issue Label Update Report (Hold on to this report to update the Issue Label Control Report (see instructions below), then place in Steve's Inbox).
 * Renewal Update Report (Hold on to this report for &quot;Renewals&quot;)
 * Refund Update Report (A Credit Card Request Form will need to be submitted to Steve for each Subscriber to be refunded)
 * New Order Revenue Report Detailed -print all 7 (Place in Steve's Inbox)
 * Issue Summary Report (Place in Steve's Inbox)
 * Subscription Statistics - Subscriptions (Place in Steve's Inbox)

Go to My Computer:O\fulfillment\Deptspec\To_Brown. Open Excel file IssueLabelControlSheets.xls.
 * Copy a new Issue Label Control worksheet(right click on the sheet for the previous month, then move/copy to end). Use the issue month for the sheet name.
 * Use the LABEL GROUPS on page 5 or 6 of the Issue Label Update Report to edit items in blue on the sheet with all the current data, dates, file names, and quantities as follows
 * &quot;A&quot; with single copy = Foreign Copies
 * &quot;S&quot; with single copy = US Subscriber Copies (the largest number)
 * &quot;X&quot; with single copy = Canadian Copies
 * &quot;S&quot; with multiple copies = Subscriber Copies (Multiply as needed and add these together for the total of US BULK Subscribers Copies)
 * &quot;X&quot; or &quot;A&quot; with multiple copies = Foreign Bulk Copies (Multiply as needed and add these together for the total of FOR BULK Subscribers Copies)
 * VMWRP6 &quot;S&quot; = Cover Wrap 6
 * VMWRP7 &quot;S&quot; = Cover Wrap 7
 * Enter Comp Numbers generated by the Complimentary Subscription Files for US Comp Issues, CAN Comp Issues, FOR Comp Issues. (See Comp Instructions).
 * When above updates are completed, print 2 copies of the Issue Label Control Report (1 copy-Steve/Fulfillment;1 copy-Joseph/ Marketing).

Open My Computer Icon &amp; go to q:\data\live\mailmerge folder. Sort by date and find the qflabXXX.dbf files created by this Label Update. (The Issue Label Update Report will tell you what each file contains in the &quot;LABEL GROUPS&quot; section)
 * Rename the files using this convention: VM_MMMYY_US.dbf. Do this process for all dbf files(US,WRAP6,WRAP7,FOR,CAN,)

In QuickFill, While still in the Reports menu, navigate to the LABELS Tab, sort by date, select today's &quot;Current Issue Labels - Standard&quot; Go to Q:\data\live\mailmerge\
 * Click the Label Groups button located on the right
 * Click the Output Type drop down menus on the left and select DBase for all the items then hit OK.
 * Re-name the QFLAB001 dbase file just created to VM_MMMYY_BULK.dbf
 * Select all of the US,WRAP6,WRAP7,FOR,CAN,BULK files (hold Ctrl and click each one to highlight)
 * right-click and select Compress (Zip) to zip the files together
 * Rename with the convention: VM_MMMYY_Files.zip

Open up Filezilla Send an email to BROWN Printing victoria.quader@bpc.com, (copy Steve/Fulfillment and Joseph/Marketing) &quot;The Videomaker Mail Files for MMMYY have been sent.&quot;
 * Where it says &quot;host&quot; type in &quot;ftp1.was.bpc.com&quot;
 * Where is says &quot;Username&quot; type in &quot;videomaker&quot;
 * Where it says &quot;Password&quot; type in &quot;D8CaQe&quot;
 * Then hit quick-connect
 * Go to q:\data\live\mailmerge.
 * Click, Hold and Drag the zipped file (VM_MMMYY_Files.Zip) into the Filezilla site and drop in the To_Brown folder
 * Go to O:common\complist\export
 * Click, Hold and Drag the complist file (VM_MMMYY_COMP.Zip) into the Filezilla site and drop in the To_Brown folder

Magazine Printing Company Mailing Address Confirmation and Error Report &quot;Review Brown Print Order&quot;
(Fulfillment Customer Service receives this email from VM Marketing Rep about one week after the Print Main).
 * The Magazine Printing Company (Brown Printing) sends an email to VM Marketing Rep every month with the attached files below:
 * 1. Videomaker.doc
 * Review to make sure all US addresses have a zip code.
 * Verify that one US address agrees with the address in Quickfill (QF).
 * Verify that one non US address agrees with the address in QF
 * If the report has a “comp” listed, inform Sales Assistant that an advertising comp customer needs its address corrected in Adsystem.
 * 2. SegmentCounts.pdf
 * Ignore this file
 * 3. Unqual.xls
 * If the report has a “comp” listed inform Sales Assistant that an advertising comp customer needs its address corrected in Adsystem.
 * If the report has a VM number, then locate the customer in QF and update the address.
 * 4. Lacslink.xls
 * If the report has a “comp” listed inform Sales Assistant that an advertising comp customer needs its address corrected in Adsystem
 * If the report has a VM number, then locate the customer in QF and update the address.
 * 5. No_dpv.xls
 * Ignore this file
 * 6. Suitelink_chg.xls
 * If the report has a “comp” listed inform Sales Assistant that an advertising comp customer needs its address corrected in Adsystem
 * If the report has a VM number, then located the customer in QF and update the address.
 * 7. no_primary_addr.xls
 * If the report has a “comp” listed inform Sales Assistant that an advertising comp customer needs its address corrected in Adsystem
 * If the report has a VM number, then located the customer in QF and update the address.
 * If the report has a VM number, but has an incomplete address, update in QF. Ctrl J->term to match served->Bounce Payment if needed ->Cancel->Unable to Forward.
 * Email the comp files described above to Sales Assistant to be corrected in Adsystem.
 * Email VM Marketing Rep that label samples have been reviewed and are OK as is to send (or describe errors if errors were found). Fulfillment has updated the subscriber addresses in QuickFill. Sales has been sent the Comp addresses to update in Adsystem.

Automatic Renewal Processing
Auto Renewal cards should be generated and mailed one day prior to the VM Main Label Update.

Automatic Renewal Report
Open QuickFill, in Single User Mode (File, Single User, File, q:\data\live\qfwdb).
 * Navigate to jobs->edit job list, double click on “AutoRenew Processing&quot;
 * Modify the report file names to reflect serving month MMMYY (for example, in December, when preparing for the February Main, it should read: &quot;DEC13 (use JAN14 &amp; past ccard exp.)&quot;
 * Run job now (takes approx 15-20 minutes)
 * Once job is complete, two .dbf files are created (AUG10 and AAUG10).
 * Files are located here o:\fulfillment\deptspec\Bills_&amp;_Renewals\AutoRenewExports\MailMergeFiles
 * Rename the the files to the current month and year, FEB14.dbf and AFEB14.dbf.


 * Open in Excel O:\fulfillment\Deptspec\Bills_&amp;_Renewals\AutoRenewExports\MailMergeFiles\MMMYY.dbf
 * Change PAYNUM2 column name to CCLAST4. This is the last 4 digits of the credit card.
 * Delete any row that has a blank CCLAST4.
 * Delete any row that has a C for the credit card type (C is for checks)
 * Save this file as a dbf and rename it MMMYYarc.dbf and save here: O:\fulfillment\Deptspec\Bills_&amp;_Renewals\AutoRenewExports\MailMergeFiles

Mailmerge
To mail merge the above file open O:\fulfillment\Deptspec\Bills_&amp;_Renewals\AutoRenewExports\AutoRenew_Notice_Card.doc
 * If box pops up that states WORD cannot find data header source, click on “options” remove data header source. Then follow instructions below:
 * Navigate to Tools -> Mailmerge
 * In the Get Data section, click Open Data Source, locate O:\fulfillment\Deptspec\Bills_&amp;_Renewals\AutoRenewExports\MailMergeFiles\ MMMYYarc.dbf
 * Change file type to ALL FILES so you will see the file.
 * Once selected click on step 3, click Merge. In the next box, click Merge again.
 * Go to Page Preview to proof the pages before printing to confirm correct information is on the renewal cards.
 * If everything looks good, note the number of pages and you will need to print these out on postcard stock paper.
 * Make sure to go to Page Set Up -> and select Paper Source -> Manual Feed Tray. Put card stock paper in Manual Feed Tray.
 * Print postcard rate stamps for USPS mailing.

Renewal Processing
''Basic Information regarding Bills and Renewals from RD Haskell at CWC-Quickfill:

Renewals are done once a month - the day of the Print Main. The Renewal Update Report is generated during the Main Label Update by the Issue Label Update. Timing of the updates needs to make sense for the intervals you have defined. It the intervals are very exact or tight, running a day or two early might cause people to not get their next notice from that renewal update.

That is why the intervals in the renewal series are generally a few days less than the update schedule. In the QuickFill demo database the intervals for a 'monthly' renewal program are set to 27 days. So if you run on the 5th one month, running on the 3rd next month will still work. BUT, the example I just used would not work going from non leap year February 5th to March 3rd (26 days). So you need to be aware of the particular situation you are in.

On the late said, the issue is different, QuickFill will never skip an effort it will just wait. So if the interval is 27 days and you wait and run 100 days after the last one. Everyone still gets the effort they would have if you had run on day 28. So running late just stretches out the renewal program.

You could identify these 'early' situations by using the Renewal Preview Report (Reports menu / Expire &amp; Statistics / Renewal Preview Report). You can specify a pub and when you might want to send the renewals (defaults to today). This will give you a count by effort of the renewals that would be created. If you run this report and get all zeroes, that usually means you are trying to run too soon.''

PROCEDURE:

Open QuickFill Create Renewal File Transmittal Report
 * Navigate to Reports->Print, click the header of the date column to sort – scroll to bottom to see most recent reports.
 * Print the QF Renewal Update Report generated during the Main label update
 * Open O:\\Fulfillment\Deptspec\Bills_&amp;_Renewals\To_Transamerican\Renewals_YYYY.xls
 * Make a copy of the previous month and move to the end of the list
 * Make applicable changes to all items in blue. Use VMR1-VMR10 totals from Renewal Update Report.
 * Print completed Renewal File Transmittal Report. Sign and give to Steve/Fulfillment along with Renewal Update Report.

Open Q:\data\live\mailmerge\ folder. Send email stating &quot;The file and Transmittal Report for Videomaker YYYYMM are attached. Please NCOA and mail all FAILED records.&quot; to Transamerican: josie@transdirect.com (also copy- sawe@videomaker.com) with the attachments.
 * Rename the largest Renewals_VM_XXX.txt file to “VM_YYYYMM_Renewals.txt” example: VM_201108_Renewals.txt
 * Delete the two smaller Renewals_VM_XXX.txt files.
 * Right click on file, select Compress (Zip) and rename the new zip file to VM_YYYYMM_Renewals.zip.

International Mailing
To print Canadian and International Renewals from QuickFill
 * Navigate to Reports->Print
 * Select the Forms tab, sort by date and highlight renewals with most recent date (Today's date or date the Print Main was run.)
 * Look through all the Renewals and verify they are all Canada/Foreign (highlight the report and click Preview to see the actual pages)
 * If located in the US, they will need to be fixed in QuickFill.
 * Print to Copier 1, fold and place in envelopes to be mailed via USPS (be sure to print the correct stamps for international mailing.

Send Email Renewal Notices
For print or digital (file is VM_YYYYMM_Renewals.txt for print and VMDE_YYYYMM_Renewals.txt for digital)


 * EMPTY THE LIST
 * Login to Drupal Admin https://www.videomaker.com/admin/people/magazine_subscriptions/bill_notifications
 * People->Magazine Subscriptions->Bill Notifications
 * Click on Empty Renewal List. This can take several minutes to &quot;empty&quot;.
 * You know the list is empty when you see &quot;Cleared 0 subscribers from list&quot; after you click on &quot;Empty Renewal List&quot;.
 * VERIFY LIST IS EMPTIED
 * Login to WhatCounts https://secure.whatcounts.com/bin/lists
 * Lists ->View Lists ->Bills and Renewals: Renewals
 * Click on the number in the Subscribers column to do the Recount. The number should now be at zero.
 * If not, follow the above steps to &quot;empty the list&quot; again. Do this until subscriber number is zero.
 * UPLOAD THE LIST in Drupal Admin People->Magazine Subscriptions->Bill Notifications
 * File to Import: Click the Browse button to find the file to import (Q:\data\live\mailmerge\VM_YYYYMM_Renewals.txt).
 * Click &quot;Upload List&quot;.
 * WORKFLOW APPROVAL TO REVIEW, APPROVE, THEN SEND
 * Open WhatCounts Go to ->Tasks ->Calendar ->Schedule ->Campaign Deployment
 * List Name ->Bills and Renewals: Renewals
 * Template (type &quot;B&quot; to get to this section) Bills and Renewals: Renewal1
 * Segmentation: Renewal1
 * Campaign Name: YYYY-MM_Renewal1
 * Format Type Selected: HTML - &gt; SCHEDULE
 * Now do the above steps for Renewals 2-7
 * Once the list is scheduled, you will receive a workflow email for all 7 campaigns.
 * Review each workflow email to confirm the list name, segmentation, and format are OK.
 * Joseph in Marketing will also receive each workflow email. Call or email Marketing to confirm list is OK to send.
 * Select &quot;APPROVE&quot; once list is confirmed OK to send by Marketing.
 * Resend if you need to go through approval process again, Cancel if there is an error.
 * Selecting &quot;cancel&quot; will cancel the job and you will need to re-do the above workflow approval steps.
 * Once approved, you will receive a second email &quot;Your email campaign to list Bills and Renewals: Renewals has been sent&quot;.

TEST THE LISTS
'''PLEASE NOTE THIS TEST IS ONLY DONE IF EMAIL TEMPLATE HAS BEEN MODIFIED. IF THE TEMPLATE HAS NOT BEEN MODIFIED, PLEASE SKIP THE TEST PROCESS BELOW AND START WITH WORKFLOW APPROVAL PROCESS LISTED ABOVE.''' If unsure, ask IT Dept if list template has been changed.
 * If list needs to be tested, this should be done before workflow approval.
 * Login to WhatCounts https://secure.whatcounts.com/bin/deploy_mailing
 * Tasks ->Deploy Campaign
 * List Name: Select Bills and Renewals: Tests
 * Template: Bills and Renewals: Renewal1 (type &quot;B&quot; to go to Renewal 1)
 * Segmentation: Renewal_1
 * Campaign Name: YYYY-MM_Renewal1-Test
 * Format: Select (.)HTML Click NEXT and then click Next a second time.
 * Confirmation Page: Click SEND then CLOSE.
 * You will receive two emails with the Email Renewal template (You will receive 2 emails for each of the 7 efforts).
 * Proof the email content and confirm the current VM issue display.
 * You will also receive an email from admin@whatcounts.com for each Renewal effort
 * &quot;Your email campaign to list Bills and Renewals: Tests has been sent.
 * Review the email to confirm the list name, segmentation, and format are OK.
 * Template: Bills and Renewals: Renewal1
 * Segmentation: Renewal_1
 * Total Subscribers: (this number will change - do not be concerned with this)
 * Pieces Sent: (this number will change - do not be concerned with this)
 * Format Type Selected: HTML
 * Do the same steps above to test Renewal2, Renewal3, Renewal4, Renewal5, Renewal6, Renewal7.

Renewal Proofs

 * About 3-4 days after Renewals have been sent, Transamerican will email Renewal Proofs and Renewals.doc to Customer Service Rep. The Renewal Proofs will contain one of each Renewal Series.
 * Open the Renewal Proof (first attachment) ex:VMRenewals_July.pdf.
 * Open QuickFill to look up the account number of the first customer renewal. Check to confirm the address on the proof matches the address in QuickFill.
 * Confirm the Renewal effort numbers (located top right corner of each renewal series)agree with the Renewal File Transmittal Report.
 * Open Renewals.doc (second attachment).
 * Confirm the version and Mail Quantity agree with the Renewal File Transmittal Report.
 * Once both files have been proofed, email Transamerican &quot;Proof is OK as is&quot;. (cc: Steve/Fulfillment)
 * If corrections need to be made check either “make corrections and send new proof” or “Proof is ok with corrections” and indicate the corrections that need to be made.
 * Open the Renewal File Transmittal Report located: O:\fulfillment\Deptspec\To_Brown_and_TransAmerican\Renewals2011.xls.
 * Change to today's date and type &quot;Proofs OK AS IS&quot; on the current month.
 * Print the current Renewal File Transmittal Report. DO NOT SAVE CHANGES.
 * Give both the Renewal Transmittal Report and the Proof Email sent to Transamerican to Steve/Fulfillment.

Complimentary Subscription Files
Complimentary Subscription Files should be generated each time a Main Label Update is done (do this while the Main is running).

Go to O:\common\complist\export and delete the previous month's comp files (move the previous zip file to the archive folder if needed) Rename the new zip file using the following convention: VM_JAN13_COMP.zip. These will be sent to Brown Printing with the data files for the Print Main (see VM Main Label Update)
 * Open AdSystem and log into the YorkAdmin account (get password from IT)
 * Click on the AdSystem Export shorcut
 * in the bos that appears, select the York Publishing Database, then click Next
 * An SQL page will appear with code/text... click on the yellow file in the top left corner
 * The next page should open to c:\Pub\York\Ad6\SQL (if not, follow that path)
 * This is where the 3 Comp files are located. One for US, one for Canadian, one for Foreign
 * Select one file by double-clicking on it
 * On the next screen, change the file name to the following formatting: VM_FEB13_US (or CAN or FOR), then click Next (This generates the Export File found in our system at O:\common\complist\export)
 * Repeat for each of the files
 * Zip the 3 files together (hold Ctrl and click on each item, then right-click and select Compressed (zip) folder)

Three Month Expires (NOT DONE AT THIS TIME)

 * This should be done the same day of the Print Main (Do this after the Print Main is complete).
 * Open QuickFill in Regular User Mode.
 * Jobs ->Edit Jobs List -> Double click on 3-month-expires-report.
 * Double Click on Subscription Export VM 3 Month Expires Export ->Subscription 2 tab->change &quot;Last issue sent&quot; Issue# to be 1 issue greater (current issue minus 3), i.e, Issue# 198 to 198.
 * Double Click on Subscription Export VMDE 3 Month Expires Export ->Subscription 2 tab->change &quot;Last issue sent&quot; Issue# to be 1 issue greater (current issue minus 3), i.e, Issue# 198 to 198.
 * OK -> Run
 * QuickFill will automatically close when the job is done.
 * Email Joseph/Marketing, cc:Steve/Fulfillment &quot;3 Month Expires have been exported&quot;.

Supplemental Job (NOT DONE AT THIS TIME)
The issue pointer needs to be set to the target issue before running the label update.


 * Send email to “Fulfillment” &amp; “Marketing” groups that Quickfill will be unavailable
 * Goto http://boots.videomaker.com:5800/ Get the password from IT
 * In &quot;boots&quot; Open QuickFill Lock Manager to verify that all users are logged off
 * In &quot;boots&quot; Go to My computer icon, D:, QF, data, CopyB4, then hit space bar to make B4 update of database, wait until the word &quot;done&quot; appears at the bottom
 * When this finishes, close &quot;Boots&quot;
 * Open QuickFill, in Single User Mode (File, Single User, File, q:\data\live\qfwdb).
 * Click on Jobs, Edit Job List, -VM Supplemental, then hit the RUN button - OK.
 * Close QF when the job is done.
 * Send email to “Fulfillment” &amp; “Marketing” groups that Quickfill is now available.

REPORTS

 * Open QuickFill in regular mode.
 * Click on Reports, Print, click the header of the date column to sort – scroll to bottom to see most recent reports. Print the reports you just created.
 * In Excel, open O:\fulfillment\Deptspec\To Quad and TransAmerican\IssueLabelControlSheets
 * Create new Issue Label Control Report sheet with file info by copying an existing similar sheet. Rename in same format to represent current job.  Edit the sheet to contain all the current data, dates, filenames and quantities. Print + sign the sheet.
 * Repeat the previous for paper labels to ship overnight to Quad Graphics.
 * Open My Computer Icon &amp; go to q:\data\live\mailmerge folder. Sort by date and find the qflabXXX.dbf file created by this Label update. In q:\data\live\mailmerge folder open fix_dbf_zip.mdb. Click on browse and choose the qflabXXX.dbf file for the supplemental. *For the destination filename rename the file using this convention:  VM_MMMYY_Supp1(example:  VM_May08_Supp1.dbf).  Once the process is complete a prompt should come up stating how many files were adjusted. Make sure this numbers matches your Supplemental file update total. Do this process for all U.S. subscriber files.
 * Zip that file by right clicking on the new filename, click on Compress to “VM_MMMYY_SUPP1.zip”, then click Zip.
 * Select the file you just created and press Crtl-C to copy the file
 * In Explorer go to Quad ftp Site. ftp://in_videomaker:5308918410@ftp.qg.com/INCOMING/QDS/VIDEOMAKER/ and press Crtl-V to paste the file.
 * Fax the Issue Label Control Sheet(s) you signed to the Fax # shown on the sheet. Verify that the fax sends properly.  Stamp it as ‘FAXED’ and note the fax machine item # on the sheet.
 * In Quickfill, go to ‘Print Saved Reports’, Labels. Click ‘date’ button in View box. Scroll to the bottom and print the last report you created.
 * Enter supplemental copy number into O:\fulfillment\Deptspec\reports\Supplemental Copy Inventory.xls. Be sure to insert a line and put in date and either supp1. Also delete the existing number in the line titled “expire inventory 8am”

You may also call QuickFill Technical Support at 1-800-762-7702 to request that a Tech return your call.

Duplicate Subscriptions

 * DUPLICATE SUBSCRIPTION Report (previously known as Friday Reports) MUST BE DONE BEFORE THE PRINT MAIN.


 * 1) Open QuickFill in Single User Mode. Go to ->Jobs ->Edit Job List ->Duplicate Subscription Report -> Run Now. QF will close once done (takes about 30 min)
 * 2) Once it has finished, go to Reports->Print
 * 3) *Sort the Reports by date then locate the Duplicate Subscription Report at the bottom
 * 4) *Two reports are run, one for VM one for VMDE. The VMDE one is usually empty.
 * 5) *Print out the VM duplicate sub report
 * 6) Open customer number in QF. (There should be two active accounts)
 * 7) *Before making any changes, confirm that neither of the Orders are Two Party Bill-to or Ship-to. These are usually gift subscriptions, or businesses that are paying for multiple subscriptions.
 * 8) *If one of the Orders has not been paid for cancel it (CTRL K) and move to the next customer number.
 * 9) *If it is a real duplicate that needs to be combined, you will transfer payment from one to the other, as follows...
 * Write down both order numbers and the amount (like this: $19.97 from order 123456 to order 987654) to keep you on track.
 * Open the subscription you want to keep.
 * Choose &quot;Transfer Payment&quot; from the transactions menu or use shortcut Alt T, T
 * A dialogue box will appear. Choose yes. If it appears again, choose yes again.
 * If the number of magazines sent is 3 or less transfer whole amount of payment to the older subscription.
 * If the number of magazines sent is more than 3 you must prorate the amount being transferred.  (Example 3)
 * Cancel the subscription you transferred money from.
 * Open the remaining active subscription.
 * Adjust the order to reflect the amount paid on the active subscription plus the amount transferred from the canceled order. (CTR J, Price &amp; Payment tab)
 * Adjust the term to reflect the number of issues for the active subscription plus the issues being transferred from the canceled order. (CTR J, Fulfillment tab)

Unlock Batches
Problem: Trying to delete batches gives &quot;Batch is locked by another user.&quot; and everyone is out of QF.

Follow procedure below..


 * Instruct all users to exit Quickfill.
 * Log into boots via vnc and use lock manager to verify that all other users are out.
 * Log into quickfill in single user mode.
 * In Quickfill click on File->Unlock database.
 * Click on each of the 4 boxes and click OK.
 * This takes just a few minutes to run.
 * Close and tell users they may use Quickfill now.

Accounting Detail Report

 * DO NOT DO MONTH END UNTIL ACCT DETAIL REPORT IS COMPLETE.
 * This report is done the first day of the month.
 * Send email to “Fulfillment” &amp; “Marketing” groups that Quickfill will be unavailable
 * Goto http://boots.videomaker.com:5800/ Get the password from IT
 * In &quot;boots&quot; Open QuickFill Lock Manager to verify that all users are logged off
 * In &quot;boots&quot; Go to My computer icon, D:, QF, data, CopyB4, then hit space bar to make B4 update of database, wait until the word &quot;done&quot; appears at the bottom
 * When this finishes, close “Boots”.
 * Open QuickFill, in Normal User Mode (File, Normal User, File, q:\data\live\qfwdb).
 * Reports -> Accounting Reports -> Accounting Detail
 * Change Date Range to Prior Month (first day to last day of prior month).
 * Publications VM and VMDE (make sure both publications are listed).
 * Accounts PAY* and PAY* (make sure PAY* is listed for both publications).
 * OK ->Run it Now ->Print out Report and give to Accounting Assistant. No, do not delete the report. Now do Month End.

Month End Reports
PLEASE NOTE: Make sure Accounting Detail Report is done BEFORE Month End Report Open QuickFill in Normal User mode. CAPS Reports Outstanding QF batches
 * This job is done the first day of the month.(reports all transactions that occurred during the previous month)
 * If done 02/01/13, this will then report all transactions done 01/01/13 - 01/31/13
 * Open QuickFill, in Single User Mode (File, Single User, File, q:\data\live\qfwdb)
 * Click on Jobs, Edit Job List, then select –Month End Reports.
 * Update all the Job Descriptions to the previous issue month (double click on the job name)
 * Example on how to update job descriptions: if Mar13 is the previous issue month, change dates to 01/13 and Mar13:
 * Subscription Statistics Cancellation Reason Breakdown for MAR13
 * General Ledger Before Closing Month Ending 01/13 MAR13 - Accrual Basis
 * General Ledger Before Closing Month Ending 01/13 MAR13 - Cash Basis
 * General Ledger After Closing Month Ending 01/13 MAR13 - Accrual Basis
 * General Ledger After Closing Month Ending 01/13 MAR13 - Cash Basis
 * Accounts Receivable After Closing Month Ending 01/13 - MAR13
 * Update Issue Summary to the issue BEFORE the Audit/Current/New Orders Issue. OK
 * Click the Run button -> Yes. This will take approx 30 minutes to run.
 * Click on Reports, Print, click the header of the date column to sort – scroll to the bottom to see most recent reports.
 * Print one copy of the following reports and give to CFO: Print both Deferred Income Reports, General Ledger Report -Accrual Basis (Before Closing), Accounts Receivable Report Summary. Select &quot;Preview&quot; to review full report name before printing.
 * PLEASE NOTE to change the Transaction date range if needed, double click on Transaction Counts ->Transaction Date Range.
 * These are kept in a file drawer in the fulfillment department
 * Check to be sure these are in correct date-order for the month
 * Give to CFO with End Of Month papers
 * Located at o:\fulfillment\deptspec\QFMonthEnd\SubChecks08.xls
 * record all batches that are waiting to be entered in QF for which the checks have already been deposited
 * print 2 copies and give to CFO with End Of Month papers

Other Reports (NOT DONE AT THIS TIME)

 * Open QF goto Jobs->Edit Job List
 * Obtain and print USPS CAPS report for the month ending and give copy (2) to CFO
 * www.caps.usps.gov


 * Obtain and print and code Transamerican postage summary and give copy to CFO
 * Goto www.transamericanmailing.com
 * Click Client Login
 * User:VID
 * Pass:vid001
 * Print the Form

DNR REPORT:
 * The purpose of this report is to print the list of subscribers who have missed an issue and request the issue to be re-sent instead of extending the subscription out by one month. (We try to extend the subscription before we re-send the issue).
 * To add a subscriber to the DNR report:
 * Open Quickfill in Regular Mode.
 * Transactions -> Make Label -> Type DNR May2013 (whatever issue(s) you will be sending)-> OK.
 * The subscriber is now on the list for the next time you run the report.
 * DNR Report is usually run once to twice a month (depending on how many calls you receive for back issues).
 * TO RUN THE DNR REPORT:
 * Updates ->One Shot Labels ->Run Now ->Close once done.
 * To print labels: Reports ->{romt->Labels ->Select Date Range ->find the report with date you ran DNR Report ->Highlight Report ->Print. Make sure to have labels in Manual Feed tray. Use Labels #5161.
 * Once labels are printed, pull the back issues, place in large envelopes, place labels on the envelopes, and mail to subscribers.
 * Charge postage to &quot;back issues&quot;.

Backup
Quickfill Runs a database backup every Friday - '''Two copies. 1 to firesafe, 1 to Andy''' You MAY choose to do the backup once every 2 months instead of monthly
 * The files are stored in : O:\common\magvm\quickfill\weekly_backup
 * IF you are using windows xp, you can select all the files, right-click->Send To->DVD-RW drive
 * A little bubble will pop-up on the bottom, click it, then click File-Write these files to a CD
 * Make sure a blank DVD-R is in the drive.
 * After the files are burned onto the dvd you can delete them.

Quickfill Cleanup

 * All reports that are needed should have been printed out for records. The reports are also backed up in both the QF weekly backup and IT backups.
 * Open up QF in regular mode. Go to Reports->Print
 * Delete reports that are more than a month old.
 * Delete all batch reports from previous month.
 * Delete all New Order Revenue from previous month.
 * Exceptions DO NOT DELETE: the monthly reports: General Ledger Reports, Period Close/Period End, Transaction Counts, Accounts Receivable Report Summary, Scheduled Update Run Report, Issue Summary, ABC Magazine Publisher's Statement


 * At the end of the year the past year needs to be archived.
 * Open Q:\Data\import
 * In my computer there is an blue arrow icon, click the box icon next to it and select details.
 * Click the field that says Date Modified and it will sort all the files by date.
 * Select all the files from the previous year, Right-click, 7Zip->add to archive name the file YYYYarchive.zip.
 * The same should be done for Q:\Data\Finder
 * All documents in the fulfillment folder should be checked to see if they are still needed.|utf-8