See Ordering Uploads for who to call to order an expire upload.  It is a really good idea to order an expire upload 3 months before you plan to re-initialize your model with a new expire so that you have several closed issues you can compare to the model to make sure it is running correctly.

Before you upload the expires

1.  You must tell the model which fulfillment source belongs to which model source.  You do that by going to the Current Inventory block of each model source and entering the fulfillment source code that belongs to that model source and the renewal line code that the expires for that fulfillment source should be pointed to.

If you have two model sources for the fulfillment source - one for projected production and one for actual production use the "actual" source.

If the fulfillment source is a new business source put the codes on the Curr-Cnv. line.  If the fulfillment source is a renewal source put the codes on the Curr-Reg. line.

Put the fulfillment source code in the first Src Code column and the renewal line code in the adjacent Renl Line column.  If you have more than one fulfillment source code for one model source (such as a Miscellaneous Agents source) use one pair of Src Code and Renl Line columns for each fulfillment source code.  For example:

The fulfillment source codes must be entered exactly as they appear in your upload file - characters are usually upper case (A not a) and numeric codes are often two characters (01 not 1).

2.  You must tell the model what model period corresponds to the issue for which the expire upload was pulled.  For a monthly model put the model month in the Expire List Month line of the Expire List Month block.  For a weekly model put the model week in the Expire List Week line of the Expire List Week block.

3.  You must tell the model what new business is already somewhere in the expire and what to add to it. Set the New Business Cage Date to the first month/week that should be added to the expire.  The model assumes that the subs for any new business effort that has a Month/Week Begin earlier than this date is already in the expire and won't add it in again

For a weekly this is normally the week following the Expire List Week.

For a monthly it is normally the month after the Expire List Month.  Because monthly main files are often pulled in the middle of a production month you split production that was processed after the main file out separately from production processed before the main file was pulled and put it in the next production month with a one month backstart so that it is added to the expire and starts in the right issue.  For example, if the source had 250 new subs before the main file and 150 after your effort lines would look like:

4.  You must tell the model what suspends are already out of the expire.  Set the Suspend Date to the first month/week for which suspends are no longer in the expire.  This is normally the same period as the Expire List Month/Week.

5.   You must tell the model what reinstates are already back in the expire.  Set the Reinstate Date to the first month/week for which reinstates are not back in the expire.  For a weekly this is normally the week after the Expire List Week. For a monthly this is normally the same month as the Expire List Month.  

Typical setups for the Expire List Month/Week block are:

For a monthly:

For a weekly:

Uploading the Expires

In the Upload menu choose Expires and then your fulfillment house.  Then find the upload file to be used and click "Open".  You will see on the bottom left a quick % climb then you a dialog box headed "Expire Upload":

1.  Click the "Go" button to get a list of fulfillment sources that are not referenced in any model source.  Click "OK" to return to the Expire Upload dialog box.  If you need to add any source codes click "Cancel".

2.  Now the model needs to know what expire issue number corresponds to what model period.  In the Expire Upload dialog box are an Expire Issue Number field and a Model Period field.  If the two do not correspond to each other change either or both until you they do, then click "Ok" and the model will upload the expires and fill in the Bgn Line and End Line columns.

Balancing with the Main File Count

First you must make sure that expires you received from the fulfillment house match the total count from the main file run done at the same time.  In the Options menu choose Set Computation Options then click Do Not Compute New Bus./Rnwls.  This tells the model to ignore new business and renewals and just add up the expires.

Now run any report you have that shows you the total copies served for the issue for which the expire was pulled.  The total copies served should equal the main file total (the source by source counts will not match).  It might be off a little because of comp copies or other copies that don't show up in the expire but it should be very close.  Choose Options/Set Computation Options and click Compute New Bus./Rnwls.

Separate Production was entered after the Expire was pulled

For most monthly magazines some of the production that was received during the month  was already in the fulfillment file when the expire was pulled, and some was entered afterwards.  The production that was already in must be entered in the model with a production month earlier than that New Business Cage Date so that the model does not add it in again.  The production that was entered afterwards must have a production month of the New Business Cage Date (or later), backstarted if necessary.

Balancing Copies by Source

Now run a report showing you the total copies served by source and compare it to the totals for all closed issues from the expire issue forward.  The easiest way to do this is to make a spreadsheet with one column for each issue and a set of rows for the final actual counts for each source, a set of rows for the models total copies for each source and a set of rows for model - actual for each source.  This makes it very easy to spot sudden divergencies between model and actual counts which can be caused by production starting earlier or later than expected, or suspends or cancels coming off earlier or later than expected.

Type the actual copy counts by source for each issue (including supplements, if any) and then run your model report using Print/Report to Clipboard and paste the results in the spreadsheet.

Because the expire file shows unidentified renewals that haven't started yet in their last source instead of their current source it is normal to see the model a bit high in typical unidentified renewal sources such as mailings and insert cards and correspondingly low in renewals for the expire issue.  The source counts should get steadily closer over the first three months as the unidentified renewals actually start.  The model overall total copies should be very close to the actual total for the expire issue (within 0.1%).  For a monthly the model vs actual total should stay well within 0.5%  for at least the next 6 months.  For a weekly the timing of cancels and suspends sometimes throws a source, and thus the total, off for a couple of weeks before the source comes back into line.

Balancing Income

Once the copy counts look good you should do the same thing with income.  If the income for the expire issue is very low, check the Expires block to see if there are income/copy numbers for the expires for that issue.  Expires for past issue are pulled without any income attached (because they have already expired) and if the fulfillment company pulled the expire upload after the main file run the expires for the expire issue will also be pulled without income attached.  Add income/copy (and expense/copy for agent sources) by hand for the expire issue expire groups.