Generating the Subscription Extract Table (WGSE)

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

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

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

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

In this chapter:

• First Generate Subscription Extract File Screen

• Generate All Open Subscriptions

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

• Subscription Extract Table (CSSBEX)

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 table, 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.

Screen Option	Procedure
Select issue numbers for subscription generation	Select By Item for 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	Select All open for the Selected subscription items or all open? field. See Generate All Open Subscriptions.
Accept your entries and generate all open subscriptions	Select Submit. 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. Select All open for the Selected subscription items or all open? field at the First Generate Subscription Extract File Screen.

2. Select Submit. If records currently exist in the Subscription Extract Table (CSSBEX), this window prompts you to confirm the reset.

3. Unselect if you would like to clear all previous records from the Subscription Extract Table (CSSBEX). Select if you would like to append new records to the end of the Subscription Extract table without clearing the table.

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

Note: If you use All Open to select all open subscriptions, the system will change the status of the record in the Customer Subscription table 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 table to another service provider rather maintaining the subscription using Order Management System. If would like the record status to remain open and want to track first and last issue numbers and dates, you must use By Item 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 table.

How to display this screen: Select By Item for the Select subscription items or all open? field at the First Generate Subscription Extract File Screen.

Once you have selected a Customer Subscription record using All Open 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 table.

Field	Description
Iss (Issue)	The issue of the subscription you want to include in the Subscription Extract table. Numeric, 3 positions.
Item	The item code of the subscription item. Items are defined in and validated against the Item table. Subscription items have a selected Subscription and Non/inv (non-inventory) fields in the Item and Item/SKU tables. See 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 table. Alphanumeric, three 4-position fields; display-only.
Description	The description of the subscription item, as defined in the Item records. Note: Extracting a subscription with a description longer than 40 positions is not currently implemented. Alphanumeric, 120 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 table. 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, select Reject. A pop-up window prompts you to confirm the reset.

Select OK to remove the issue number from each subscription item.

4. When you have entered all the issue numbers you would like to select, select Accept. If records currently exist in the Subscription Extract Table (CSSBEX), a pop-up window prompts you confirm the reset.

5. Unselect if you would like to clear all previous records from the Subscription Extract table. Select if you would like to append new records to the end of the Subscription Extract table without clearing the table.

6. Select OK to continue with the extract. The system submits the job SUBSCR_EXT by selecting all records in the Customer Subscription table that match your selections. It then writes these records to the Subscription Extract Table (CSSBEX).

Subscription Extract Table (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 (no distinction)
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	120 positions, alphanumeric	Extracting a subscription with a description longer than 40 positions is not currently implemented.
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