Generating the Subscription Extract File (WGSE)

Purpose: The Generate Subscription Extract file function creates a file of customers who should be sent an issue of a subscription.

A record is created in the Customer Subscription file when you generate pick slips for a customer order containing a subscription item. See Displaying More Options for more information on working with customer subscriptions.

Before you can sell subscriptions, you must first define a subscription item in the Item file and in the Item Subscription file. See Merchandising Working with Item Subscriptions (WISB) for more information on working with subscription items.

When you generate the Subscription Extract File (CSSBEX), you have the option of selecting all open subscriptions, or you can select specific subscription items by issue number.

In this topic:

• First Generate Subscription Extract File Screen

• Generate All Open Subscriptions

• Second Generate Subscription Extract File Screen (Selecting Issue Numbers)

• Subscription Extract File (CSSBEX)

• Clearing the Subscription Extract File

First Generate Subscription Extract File Screen

Purpose: At this screen you have the option of writing all open Customer Subscription records to the Subscription Extract file, or selecting subscription items by issue number.

How to display this screen: Enter WGSE in the Fast path field at the top of any menu or select Generate Subscription Extract File from a menu.

FLR0500 ENTER Generate Subscription Extract File 3/25/96 16:54:12 Mail Order Inc. Select 1=By item 2=All open Selected Subscription items or all open? F3=Exit F9=Submit F12=Cancel

Screen Option	Procedure
Select issue numbers for subscription generation	Enter 1 in the Selected subscription items or all open? field to advance to the Second Generate Subscription Extract File Screen (Selecting Issue Numbers)
Generate all open subscriptions	Enter 2 in the Selected subscription items or all open? field. See Generate All Open Subscriptions.
Accept your entries and generate all open subscriptions	Press F9. See Generate All Open Subscriptions.

Generate All Open Subscriptions

Follow these steps to select all open Customer Subscription records. To select specific issues of subscription items, see Second Generate Subscription Extract File Screen (Selecting Issue Numbers).

1. Enter 2 in the Selected subscription items or all open? field at the First Generate Subscription Extract File Screen.

2. Press F9 to submit. If records currently exist in the Subscription Extract File (CSSBEX), this window appears:

Confirm Reset Records currently exist in the Subscription Extract file. To add records to the existing file respond with a Y below. Otherwise, the existing file will be CLEARED. Add to existing file N (Y/N) F3=Exit (no update)

3. Enter N if you would like to clear all previous records from the Subscription Extract File (CSSBEX). Enter Y if you would like to append new records to the end of the Subscription Extract file without clearing the file.

4. Press Enter to continue with the extract. The system submits the job SUBSCR_EXT by selecting all open records from the Customer Subscription file (status = O). It then writes these records to the Subscription Extract file.

Note: If you use option 2 to select all open subscriptions, the system will change the status of the record in the Customer Subscription file to X (Closed) and will not record the first or last issue numbers or dates as they display at the Work with Subscriptions Screen. You might choose this option if you are turning over the Subscription Extract file to another service provider rather maintaining the subscription using CWDirect. If would like the record status to remain open and want to track first and last issue numbers and dates, you must use option 1 to select subscriptions by issue number; see Second Generate Subscription Extract File Screen (Selecting Issue Numbers).

Second Generate Subscription Extract File Screen (Selecting Issue Numbers)

Purpose: Use this screen to select issue numbers of subscription items to include in the Subscription Extract file.

How to display this screen: Enter 1 in the Select subscription items or all open? field at the First Generate Subscription Extract File Screen.

FLR0410 DISPLAY Generate Subscription Extract File 3/26/96 9:39:55 Mail Order Inc. Iss Item CLR /SIZE/WDTH Sel Select items by entering the issue# to be extracted. NEWS WEEKLY NEWSLETTER SUB SUBSCRIPTION TEST UPDATES MONTHLY UPDATE F3=Exit F9=Submit F11=Reset selections F12=Cancel F21=Print current extract summary

Once you have selected a Customer Subscription record using option 2 for all open items, the system changes the status of the record to X (Closed). This means that the record will no longer be selected when you generate the Subscription Extract file.

Field	Description
Iss (Issue)	The issue of the subscription you want to include in the Subscription Extract file. Numeric, 3 positions.
Item	The item code of the subscription item. Items are defined in and validated against the Item file. Subscription items have a Y in both the Subscription and Non/inv (non-inventory) fields in the Item and Item/SKU files. See Merchandising Performing Initial Item Entry (MITM). Alphanumeric, 12 positions; display-only.
SKU	The unique characteristics associated with the item, such as its color, size, width, etc. SKUs are defined in and validated against the Item/SKU file. Alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU); display-only.
Description	The description of the subscription item, as defined in the Item records. Alphanumeric, 40 positions; display-only.
Sel (Selected?)	This field identifies whether you requested an issue of the subscription item. An asterisk (*) appears in the Sel column to the right of the selected subscription items. Alphanumeric, 1 position; display-only.

Instructions:

1. Enter the issue number next to a subscription item you want to select for the Subscription Extract file. An asterisk (*) appears in the Sel column to the right of the subscription item, and the subscription item moves to the top of the screen.

2. Repeat the above step for each subscription item you want to select by issue number. Selected subscription items appear in alphanumeric order at the top of the screen.

3. To reset your selections, press F11. A pop-up window appears:

Confirm Reset Press ENTER to confirm Reset. F12=Cancel

Press Enter to remove the issue number from each subscription item.

4. When you have entered all the issue numbers you would like to select, press F9. If records currently exist in the Subscription Extract File (CSSBEX), a pop-up window appears:

Confirm Reset Records currently exist in the Subscription Extract file. To add records to the existing file respond with a Y below. Otherwise, the existing file will be CLEARED. Add to existing file N (Y/N) F3=Exit (no update)

5. Enter N if you would like to clear all previous records from the Subscription Extract file. Enter Y if you would like to append new records to the end of the Subscription Extract file without clearing the file.

6. Press Enter to continue with the extract. The system submits the job SUBSCR_EXT by selecting all records in the Customer Subscription file that match your selections. It then writes these records to the Subscription Extract File (CSSBEX).

Subscription Extract File (CSSBEX)

For more information on individual fields, see Creating and Updating Sold-to Customers (WCST) and Working with Item Subscriptions (WISB).

Field	Attributes	Comments
Company code	3 positions, numeric
Order date	7 positions, numeric
Sequence number	7 positions, numeric
Customer sold to number	9 positions, numeric
Sold to prefix	3 positions, alphanumeric
Sold to first name	15 positions, alphanumeric
Sold to initial	1 position, alphanumeric
Sold to last name	25 positions, alphanumeric
Sold to company name	30 positions, alphanumeric
Sold to street address	32 positions, alphanumeric
Sold to apartment number	10 positions, alphanumeric
Sold to address line 2	32 positions, alphanumeric
Sold to address line 3	32 positions, alphanumeric
Sold to address line 4	32 positions, alphanumeric
Sold to city	25 positions, alphanumeric
Sold to state	2 positions, alphanumeric
Sold to zip code	10 positions, alphanumeric
Sold to PO Box	1 position, alphanumeric	Y or N
Sold to delivery code	1 position, alphanumeric	B (business), R (residential), or N (neither)
Sold to suffix	3 positions, alphanumeric
Recipient customer number	9 positions, numeric	The recipient on an order can be a sold to address, customer ship to address, or order ship to address.
Recipient prefix	3 positions, alphanumeric
Recipient first name	15 positions, alphanumeric
Recipient initial	1 position, alphanumeric
Recipient last name	25 positions, alphanumeric
Recipient company name	30 positions, alphanumeric
Recipient street address	32 positions, alphanumeric
Recipient apartment number	10 positions, alphanumeric
Recipient address line 2	32 positions, alphanumeric
Recipient address line 3	32 positions, alphanumeric
Recipient city	25 positions, alphanumeric
Recipient state	2 positions, alphanumeric
Recipient zip code	10 positions, alphanumeric
Subscription start date	7 positions, numeric	Default start date is the order date
Date sent to service	7 positions, numeric	Set to zero
Source code	6 positions, alphanumeric
Quantity	5 positions, numeric	The quantity is always 1
Price	7 positions with a 2-place decimal; numeric
Item code	12 positions, alphanumeric
Item description	40 positions, alphanumeric
SKU	14 positions, alphanumeric
Subscription status	1 position, alphanumeric
Number of intervals	3 positions, numeric
Rent name?	1 position, alphanumeric	Y or N
Mail name?	1 position, alphanumeric	Y or N
Issue number	3 positions, numeric
Expiring issue number	3 position, numeric
Option taken at Subscription Extract screen	5 positions, numeric	Valid values: 1 or 2

Clearing the Subscription Extract File

Purpose: As part of your regular procedures, you can delete the Extract file from disk immediately after creating a tape for your mail center so that no pop-up window appears when you next submit the Extract program.

1. Enter CLRPFM (Clear Physical File Member) on a command line.

2. Press F4.

3. Enter CSSBEX (Customer Service Subscription Extract file) in the Physical file field.

4. Press Enter. The system issues a message:

 

Member CSSBEX file CSSBEX in CWM13QDTA cleared.

 

The next time you press F9 after making selections on the First Generate Subscription Extract File Screen:

• no pop-up window appears, and

• your job is submitted immediately

You can also use Purging Subscriptions (MPCS) to clear old records out of the file.