Subscription Schedules
The Subscription Schedule is used to define a framework for billing a customer using a particular product. The Subscription Schedule determines when a transaction should be created, and what values should be set in it. The user can create as many Subscription Schedules as they need and customize them based on common billing attributes such as billing length, frequency, reminders, penalties, margins and tax.

How to Create a Subscription Schedule:

  • Navigate to Subscription and Recurring Billing Management --> Schedules --> Subscription Schedule --> Click on ‘New’ button.
  • Enter details in the required fields and any other necessary fields.
    • Name: A descriptive name of the Subscription Schedule. This can be manually entered but if left blank the name concatenates the Ship to Customer and the word 'Subscription Schedule'.
    • Bill To Customer: The Customer to whom the invoice is sent and is responsible for paying the invoice. This could be the Reseller, the Customer, or a third party if they are being billed directly. If you bill the Customer directly, the Bill To Customer and Ship to Customer will be the same. This will appear as the Bill To on the Sales Invoice.
    • Ship To Customer: The End Customer who would be actually using the product.
    • Price List: Select the price list for the product.
    • Payment Terms Definition: This field defines the payment terms that the customer has agreed to. Payment Terms if selected as ‘Net 30’ then the Invoice when generated from the Subscription Schedule will have the Invoice due date set 30 days after the document date.
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    • Refund Mode: This is the option set field with values as -
      • No Refund: When the subscription is cancelled no refund will be given to the customer. This is the default value of the field.
      • Issue Credit Memo: When the subscription will be cancelled refund will be given to the customers on prorated basis.
    • Margin Schedule: This field will be populated based on ‘Bill to Customer’. If Margin schedule is defined on Bill to customer, then that will be set n subscription schedule
    • Margin Percentage: This field is populated on the basis of Margin Schedule. Margin Percentage will be taken from the Margin schedule and this field is editable only by the user having the Security Role 'System Administrator' or 'Subscription Management Admin'.
    • Transaction Entity: This field is auto populated from the Configuration entity record. Its default value is Invoice. It decides whether an Invoice or a Sales Order should be generated from the Subscription Schedule.
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    • Start Date: Date when the subscription will start.
    • Bill Every: The frequency at which to generate invoices/orders for this Subscription Schedule. The following options are available:
      • X Day(s)
      • X Week(s)
      • X Months
      • X Year(s)
    • Interval: This works in conjunction with the Bill Every field. It’s a numeric field where you can set the Interval as in like if we want to keep monthly billing cycle then in Bill Every, select X Month(s) and keep Interval as 1.
    • Generate When Option: Determines if an Invoice/Order should generate when the Current record field is empty or a specified number of days before the Next transaction Date. The following options are available.
      • Current Record is Empty – If this option is selected then the Subscription Schedule will generate Invoice/Order if the field ‘Current Record’ is Empty. This field is empty before the first invoice/order is generated. Later it gets set with the recently generated Invoice or Order. Once the Invoice is paid or the Order is completed then the Current Record field becomes empty.
      • Number of Days before Next Transaction Date - Looks at the current Next transaction Date and generates an invoice/order specified number of days prior to that Date. For example, if the Next Transaction Date is 10/1/2020 (MM/DD/YYYY) and the Number of Days before Next Transaction Date is set to 10 then the next Invoice/Order would be generated on 9/21/2020 (MM/DD/YYYY).
    • Generate Days Count: This field defines the number of days before a Schedule is due to generate an Invoice/Order. For example, if you enter 10, the invoice/order will generate 10 days before it is due. This field is only available if the 'Generate When Option' is set to ‘Number of Days before Next Transaction Date’.
    • Duration Option: Define whether to bill indefinitely or a specified number of times.
      • No End Date – Invoices/Orders will be created endlessly.
      • Bill Specified Number - Allows you to bill for a specified number of invoices/orders.
    • Remaining Invoices Count/Remaining Order Count: The remaining number of invoices/orders to generate for this Subscription Schedule when the Duration Option is set to 'Bill Specified Number'. This will continue to count down the number of invoices/orders left to generate until it reaches 0. After it reaches 0, no more invoices/orders will be generated.
    • Delayed Charge Schedule: The Delayed Charge Schedule assigned to the Invoice/Order generated from this Subscription Schedule. It is a penalty fee a customer must pay when the invoice/Orders are past due. It is an optional field and only used if Delayed Charge Schedules are used.
    • Reminder Schedule: The Reminder Schedule assigned to the Invoice/Order generated from this Subscription Schedule. A Reminder Schedule is an automated reminder sent to the customer regarding their bill and its due date. A different Reminder Schedule can be assigned to each Subscription Schedule. It is an optional field and only used if Reminder Schedules are used.
    • Reminder Renewal Schedule: A reminder schedule to renew subscriptions can be incorporated with the subscription schedule. Once the end date is nearby an automated reminder will be sent to the customers for subscription renewal and to the owner of the subscription schedule intimating about the same.
    • End Date: The last of date of Subscription which is auto populated depending upon the Start Date, Bill Every, Interval and Remaining Invoices Count/Remaining Order Count.
      • E.g. Start Date – 1/1/2021(DD/MM/YYYYY)
        • Bill Every – X Years Interval – 1
        • Remaining Invoices Count/Remaining Order Count - 2
        • End Date – 31/12/2022(DD/MM/YYYYY)
        If the value of Duration Option is No End Date, then the End Date remains empty.
Last modified 4mo ago