Presentation Transcript

1. VISION DATA TUTORIAL THIS IS NOT A MANUAL
2. Subscriber Menu
3. Click on your Vision Data icon! Double click Vision Data!
4. Enter your login and password. Always the same!
5. Choose your printer!
6. Enter your user Id and password!
7. This is the Subscriber Menu (SU)! The top line tells you which printer, copies, form, or e-mail you are using!
8. To change your printer or copies type in CO at the menu prompt! The screen below is a sample.
9. FIND A SUBSCRIBER ACCOUNT At the Subscriber Menu Prompt enter 1 (Master File Maintenance). A to add a subscriber. C to change any information in an existing subscribers account. I to look at a subscriber record (cannot change any information) D to delete old subscriber records) E to end out of this function and go back to the Subscriber Menu
10. Use account number, address, name, or phone number to look up an account! Look for existing address before creating a duplicate account!!
11. Example of using address key to look up a subscriber using the last 3 numbers of the zip code and part of the street name (don’t go past the S when identifying the street). Find the address and the corresponding account number on the right. If more than one page, enter Q to return to the acct# field. Type in account number.
12. Example using the name of the subscriber. Pay special attention to L for last name, use the period if space is blank.
13. Example of using a telephone number to find a subscriber.
14. Example of a customer account. 1-13 Customer Information 14 Route No. 16 Subscriber Code 19 and 21 Postal Route Number (if not already there see USPS.GOV) 22 Copies (if more than one)
15. Subscriber Record Continued 24 Publication Number 25 Edition Number 29 Delivery Days (can only be changed before you start customer) 30 Rate 31 Area – In county, out of county, out of state 32 Origin Code (original start code) 33 Start Date 34 Stop Date 35 Temporary Stop Date for vacation stops 36 Temporary Re-start or vacation re-start dates 37 Start Reason 38 Stop Reason 39 Length of Payment (system automatically places when payment is entered) 40 PIA Start Date 41 PIA Expiration Date (date customers next payment is due). System automatically fills this in when payment is entered. 42 Grace Date (system depending on number of days of grace) 43 Last Payment Amount 44 Transaction Payment Code 45 Last Payment Date 46 Check Number 48 NIE Donation 49 Held Tip 50 Tip Given to carrier 52 & 53 Carrier PIA Credit
16. When using an existing address where the account is inactive, you must remove the history of the past subscriber to use the same account for a new subscriber. Go to No. 16 and enter N (NON-SUBSCRIBER). When you save the record it will remove the history.
17. Sample of the inactive account after the history is removed. Now your new subscriber information can be entered.
18. Recover grace on stopped customer. Example of an inactive account that will be restarted and grace will be recovered.
19. Sample of how to recover grace Change 16 to PIA Subscriber Change 34 to 99999999, noting stop date Change 35 to the old stop date in 34 Change 36 to the next publishing date. Change 37 to Current Again Change 38 to original stop reason Change 42 to a future grace date
20. To change the Subscriber code in number 16 select the F8 button to see the options and choose from the list; select the F8 button again to choose the highlighted option. Use the up/down arrow to move to the option you want. Always save the record by selecting the F1 button when finished.
21. To change the subscriber rate code in number 30 select the F8 button to see the options. Use the up/down arrows to move to the rate code you want. Select the F8 button again to choose the highlighted rate code. Always save the record by selecting the F1 button when finished.
22. To choose a start reason code, go to number 37 and select the F8 button. Choose the start reason code from the list of available reason codes. Use the up/down arrows to highlight the reason code you need. Select the F8 button again to choose the selected field. Always save the record by selecting the F1 button when finished. Use the same method to select a reason code for number 38 (stop reason) and number 32(origin code).
23. To display the Function List select the F7 button. Options will be listed on the right side of the screen. To select the highlighted option use the up/down arrow keys. Select the F7 button again to select the highlighted function.
24. Sample of History F7 Function Code.
25. Sample of F7 History Function Code after selecting Cash (No. 1 option).
26. Sample of F7 History Function Code after selecting Start/Stop(No. 3 option).
27. Sample of F7 Complaint Function Code. The system will automatically default to the Type Code function. Select the F8 button for a list of Comment Description Codes. Use the up/down arrow to move the highlighted field to the correct complaint code. Select the F8 button again to select the highlighted complaint comment code. Previous comments will be displayed on the left hand side. Once day end processing has occurred, a comment code cannot be removed or changed.
28. After selecting a comment code either a pre-determined message will appear in the description line or any message (up to 3 lines) can be added. The delivery date, print start date, and the print stop date can be added. The print start and stop dates can be for anytime in the future. The user can add their initials to the Dispatch code. Another comment can be added by selecting that option at the bottom of the page.
29. Sample of F7 Function Code after selecting Bill-To. This allows the subscription to be delivered to one address and billed to another. Enter the required information in the Bill-To screen and select F1.
30. To change a subscriber rate in the middle of a subscription cycle, (No. 30) select the Change Rate function from the F7 Function List. Enter the new rate and number of copies. The only time you can go to #30 to change a rate is when you are posting a payment.
31. To inquire about an account balance select the Balance option from the F7 Function List. The account balance will be displayed at the bottom of the page.
32. To change delivery days select the Delivery Schedule Change option from the F7 Function List. The new delivery days, effective date, rate, and whether or not to pro-rate the balance information will appear at the bottom of the screen. You can not got directly to #29 to change delivery days unless you are starting a new subscription.
33. To change the carrier route (No. 14) select the Route Change function from the F7 Function List. Enter the new route and effective date information at the bottom of the screen. DO NOT change the route number by selecting number 14 and changing the route number or it will not process.
34. Move a customer from one address to another! Look up the new address in Vision Data to see if there is already an account set up. If there is an account already set up for that address, remove the history from that account (shown previously in this tutorial). Save the account number on the existing account for use during the move transaction. To move the customer from one address to another select the Move function in the F7 Function List menu. Enter the account number of the address where the customer is moving. All the information will be transferred. The effective date can be entered at the bottom.
35. To enter EFT information select the EFT function from the F7 Function List.
36. In the EFT Information box enter the transaction information requested. The customer will need to provide the banking information. Note: The monthly draft amount should be placed in line 9 with any additional amount for tip or NIE in lines 10 and 11. The transfer date should be the set day of the month your newspaper runs EFT’s.
37. Credit Card EFT Information Look for the PID# (Session Id #) at the top of the Subscriber Menu page, this number will be used when logging in to the Vision Data PayTrace interface page.
38. To log in to the Vision Data PayTrace Interface page go to https://classadz.vdata.com/PayTrace/Login.aspx. Enter the information requested including the Session Id number from the top of the Vision Data Subscriber Menu page. Click login and look for the Connected status in the highlighted area. You can now go to a subscribers account and enter credit card EFT information.
39. Enter EFT at the item prompt. The screen will show APPROVED when the Vision Data PayTrace Interface is connected.
40. Enter the type of card in line 1, the expiration date in line 4 and the other account information as shown. The credit card number will be entered on a secure page. Select the F1 key to save.
41. After selecting the F1 key look at the bottom of the window. Initiating SSL Window and a question “WAS CREDIT CARD ACCEPTED (Y/N)” will appear. Do not answer this question yet! At the bottom of the screen a highlighted pop up window will appear. Click on the window. The credit card information can be entered here. Do not end out of the customers account in Vision Data or the information will need to be entered again.
42. The pop up window will be a secure page to enter the subscribers credit card information. Most of the fields will be populated but the credit card number and the expiration date will need to be entered. Select SAVE CUSTOMER PROFILE.
43. After selecting SAVE CUSTOMER PROFILE another window will appear showing the credit card status. If the card is not a valid card it will ask for a valid card number. If the card is valid an approval status will appear. Once the credit card is accepted return to the customers account in Vision Data and select yes to the “WAS CREDIT CARD ACCEPTED (Y/N)” question and then select F1 to save the information.
44. Once the credit card is accepted return to the customers account in Vision Data and select YES to the “WAS CREDIT CARD ACCEPTED (Y/N)” question and then select F1 to save the information. If the credit card information is not validated enter NO. None of the EFT credit card information will be saved after NO is selected.
45. Adding E-Mail Address Select the Internet from the F7 Function List.
46. List of Shortcuts in Vision Data F1 Save F4 Copy information in the previous saved file F7 Function List BTO Bill TO Other MTO Mail To Other Not Notes INS Instructions INT Internet including e-mail addresses CAR Carrier information H History including cash, comment, start/stop B Customer Account Balance P Print the Customer History CST Calculate subscription amount owed EX Extend customers account R Change carrier routes D Change Delivery Days C Customer Complaints/Messages M Move a customers address DEM Subscriber Demographics EFT EFT Auto-Pay information F8 List of Subscriber or Carrier Codes F11 Previous Account Number F12 Next account number QU Allows access to the Queue Maintenance Menu QR Allows access to the Print File Archive Retrieval
47. SU #9 Postal Reports File Add or Change on the first screen that pops up. Enter the Product Code, Class, Type, Date of Publication, Combo, and Zip Code of Entry.
48. Complete No. 1 thru 7. You will need the weight of the newspaper with any inserts that are being mailed as well as the total paid advertising percentage. This first page shows the number of In-County and Foreign mailed copies. Type O (Out-of-County), B (Bundles), or C (Containers) to check the respective number of each.
49. (O) Out of County Mail
50. (B) Bundles
51. (C) Out of County Containers When finished select F1 to save the information.
52. SU #10 Postal Reports Printing: Producing the Mailing Statement Enter the information requested to print the postal report to send to the post office.
53. SU #12 Carrier Comment History Select Terminal so the comments can be read on screen without printing a copy.
54. Select the route number and any comments for that date period will be displayed.
55. SU #14 Master File Strips & Lists Select F8 to see a list of pre-populated Answer Set Codes or hit ENTER to start a new Answer Set. To edit one of the Answer Set Codes, place the number of the answer set followed by an E.
56. When a pre-populated answer set is used, all of the questions are populated. If you are starting a new answer set then you will need to answer all of the questions. Always answer NO to feathering the list and generating a random list.
57. This example shows a Master File Strip list for all new starts between a certain date range. This first series of entries defines what information you are trying to find. You may enter as many defining criteria as you wish.
58. Once you have entered your defining criteria, type end at the FIELD icon.
59. Select A for Ascending sort.
60. Enter the information in the question fields; decide if you want to print the information or create a file that can be downloaded. Next define which type of subscriber accounts you are wanting. Then select whether or not you want to print and if you want it to print to the printer or terminal.
61. The Answer Set # you have ran will appear below the criteria; if you did not select an answer set you can save your current answer set by entering a number that is not already being used. The answer set can then be named. Since we selected the S for the Short Version the report will automatically print with pre-selected information.
62. To enter a set of criteria for the Strip List to print select the No. 1 or No. 2 option. Once you select option 2 then select to print to the printer or terminal and you can name the report at this time.
63. This screen will allow you to choose the information you want to print.
64. Once you have chosen the information you want to print, type END in the Field icon.
65. To enter a set of criteria for the Strip List to print select the No. 1 or No. 2 option. Once you select option 1 (Selected fields/file) you will be able to generate a file that contains the information you are requesting. Select which type of file you want, if you want a header row, and you can also name the file.
66. This screen will allow you to choose the information you want to include in the file. Once you have chosen the information you want in the file type END at the field icon. Now you will need to go and find the file you just created.
67. Once you have finished running the strip list go to the start menu on your computer and select RUN. If the information in the window is correct click OK.
68. Once you select OK a login box will appear. You will need the file name.
69. Go to the START button on your computer and click the SEARCH function. Put the name of your file in the search box to find the file.
70. Once the file is found it can be opened and saved.
71. Excel file of new starts.
72. SU #15 CARRIER ROUTE LIST Enter the beginning and ending route number, if you want multiple routes that are not in sequence press the TAB key before entering a starting route #. It will allow you to enter up to 14 route numbers. After entering the route numbers select ENTER to continue.
73. The second page of the route list generation allows the user to select the criteria for producing the route list. By selecting Y to the Start/Stops Only question the user can generate a list of starts/stops for a time period instead of a complete list of subscribers. Once you select Y to this question the system will ask you for a beginning and ending date. The report will only include those starts/stops during that time period. If NO is selected for the same question a complete listing of subscribers will be generated.
74. SU #16 EXPIRATION NOTICES There should be an Answer Set No. already created by Vision Data. Select the F8 key and a list of options will appear. Select the appropriate answer set.
75. Answer set 1 was selected. Enter through the sacking question.
76. To change the dates that you will be billing for type 41 in the Field icon. This will allow you to enter the dates for the renewal notices.
77. On the next page answer the 3 questions at the bottom. Always answer NO to the delivery ledger, answer Y if you want a listing of the accounts for which renewal notices were created, and answer YES to Media General only if Media General processes your renewal notices.
78. Answer the e-mail option question and enter a tag line message if you wish.
79. A message can be entered for all accounts that utilize e-mail billing.
80. Answer YES if you want the strip specifications printed.
81. SU SS# 3 SUBSCRIBER CODE FILE Select F8 for a list of codes at SS-CD, use your up/down keys and scroll to the one you need and select F8.
82. To add a subscriber code select A for Add and enter the requested information.
83. SU SS #4 SUBSCRIBER RATE FILE C to change. At the Key (Rate/Area) select the F8 key for a list of subscriber rate codes. Move the highlighted area to the code you want to view and select the F8 key again to display the characteristics of that code.
84. Once the F8 key is selected a second time the characteristics of the rate code will be displayed.
85. SU SS #6 COMMENT/REASON CODE FILE C to change or A to add. Select the type of code to view C (comment), R (reason), or O (origin). Press the F8 key to see a list of the codes for that file. Move the highlighted cursor to the code you want to view. Press the F8 key again to view the particulars of the code. Selecting R will give a listing of all the Reason Code files.
86. The description, type , and category for the code can be entered or changed.
87. Selecting C and then F8 will give a listing of all the Comment Code files. Move the highlighted cursor to the code you want to view. Press the F8 key again to view the particulars of the code.
88. The description, type , and category for the code can be entered or changed.
89. Selecting O and then F8 will give a listing of all the Origin Code files. Move the highlighted cursor to the code you want to view. Press the F8 key again to view the particulars of the code.
90. The description and category for the code can be entered or changed.
91. SU SS #9 MAIL CONTROL FILE Select C to Change, A to Add, or L to List. Select the type to view.
92. Type 2 was selected to Add. The product and zip code can be entered.
93. SU SS #9 Mail Control File (Set up exceptional dispatch).
94. To set up a zip code for exceptional dispatch enter a Y at #4 and a D at number 5.
95. Mail Control File that does not qualify for exceptional dispatch.
96. SU SS# 15 BATCH CODING At the FIELD prompt select the number of the item you will be batch coding. Here we selected Carrier Route #14.
97. Type END at the FIELD prompt.
98. The next screen will ask the “Field Number to Change”. Put in the same field number you selected on the previous page. Here we used No. 14. At the FROM field type in @(for all) and at TO? field type in the new route number for all the accounts to be transferred. In this example we are moving all the subscribers and nonsubscribers from route 3 to route 6. This will generate a list of moved accounts and will appear as route changes the next day end processing.
99. SU SS #16 VACANT ACCOUNT GENERATION Select the number of new account numbers you need.
100. SU SS #17 REBUILD INDEXES Make sure everyone is out of the system and select Y.
101. SU SS#24 EFT SYSTEM How to enter EFT information into a subscriber’s account was shown earlier in the tutorial. Select whether you are processing bank account or credit card EFT information. A file of the EFT upload will be generated and is usually named SDEFT.XXX with the X’s being the terminal number (must be 3 digits). A report will be generated of all customer accounts included in the file.
102. Once the EFT information has been processed the file must be found so that it can be uploaded to the bank for processing. Go to the START button on your computer, select RUN, click OK.
103. A login screen will appear so that you can find the file you need to upload to your bank. Login and password information are the same. After the CWD COMMAND SUCCESSFUL message enter cd(space)/vdata/work. After a successful message enter “get” and the file name (SDEFT.XXX). Enter quit to log out.
104. Click the RUN button on your computer again and then click SEARCH. Enter the name of the file you are looking for. Pull this file to your desktop so that you can upload it to the bank. Login to your banks EFT Online Banking System to complete the process.
105. Once the EFT file has been uploaded to the bank then a RESPONSE is required in Vision Data to post the payments to the customers accounts. Note the R for Response.
106. If all files were uploaded to the bank successfully then entering END at the ACCT# field will signify that all accounts were accepted. To reject an account place the account number in the ACCT# field and it will be rejected. Enter ALL to reject the entire batch and start over.
107. Finish accepting the batch by answering yes to the last question. A report of all accepted and rejected accounts will be generated.
108. Credit card EFT processing is similar except you will select C for credit cards. Make sure Vision Data and PayTrace are connected. The credit cards will automatically be ran in a secure manner. A report of all accepted and rejected accounts will be generated. No response is needed, the process will accept or reject your customer credit cards and run a response for you.
109. SU RP #1 Circulation Snapshot
110. A snapshot of your circulation for the last day end processed will be displayed with a comparison of a week ago, MTD of this year and last year, and a year to date comparison. It will also show the number of starts, stops, and the change for the day and month. Financial information will be displayed as well. Use the F1 thru F12 keys to change the information on the screen.
111. By using the F keys the user can find all kinds of information.
112. SU RP #3 Carrier Penetration Report
113. SU RP 5 SUBSCRIBER RETENTION REPORT
114. SU RP#7 START/STOP SUMMARY A list of all start/stop reasons will be generated from the system.
115. VISION DATA TUTORIAL THIS IS NOT A MANUAL