Create New Subscription

Create a new Subscription to track Customer Plans and terms. Subscription Contracts can also be created using Ordway's Rest API; POST Subscription.

Preconditions: 

1. Customers must exist to assign a Subscription to before creating a Subscription. 

Steps:

1. Navigate to Menu > Contracts & Orders > Subscription Contracts.
2. Click Add.
   
3. Complete the fields as described below:

Summary

The Summary section of a new Subscription identifies the relevant Customer and associated contact information. This section can also be used to specify the Order Date and payment details (Currency, Payment Terms).

Note: Currency can be customized for individual Subscriptions & Orders differently from Customer settings.

Subscription Information

The Subscription Information section is used to define the terms of the contract. 

Enter relevant dates for the Subscription:

1. Contract Effective Date represents when the contract goes into effect. It does not necessarily have to align with the Service Start Date.
2. Service Start Date defines when the service is first provided.  It is not required to align with the Contract Effective Date or the Billing Start Date.
3. Billing Start Date indicates when the first billed period occurs. This field allows users to grant free trial periods if the billing does not begin at the time the service is first provided. 

Read more about Deferring the Start Date. 

Populate Contract Term and Renewal Term of the Subscription:

1. Evergreen contract never expires and does not require renewal.
2. Termed contract lasts for a finite number of periods and will expire if not renewed. 
3. Renewals can either be set to auto-renew or can be managed manually.
4. Auto-Renew when enabled, will automatically renew the Subscription at the end of the contract terms. 
5. Generate separate invoice for this contract when enabled, will send a single invoice for a Subscription. If you have more than one Subscription and want to group the invoices together, toggle this setting OFF. 
   Toggling this setting OFF routes Invoices across multiple Subscriptions for a Customer and sends them to a single Billing Contact. Leaving this setting ON routes each Invoice to individual Billing Contacts that may not be the same contact. 

Important: Generate Separate Invoice for this contract must be active in order to edit the Subscription Summary information above including Bill To, Ship To, Currency, and Payment terms.

Plans and Charges

In the Plans and Charges section, define which services this Subscription includes.

Click + Select Plan, to select one or more Plans. The Plans can be edited when settings for this specific Subscription differ from the default plan settings (list price, discounts, billing details etc.).

Select from the list of available Plans. Click Done when finished.

Click Edit or Delete for individual Charge or Plan Line Items within the Subscription as needed.

Click + Add Charge or Remove Plan as needed.

Add Discount Code when applicable. Read more about Discount Codes.

Once the Plan is added and updated, click Save.

When a new Subscription is saved, it enters Draft status. In order to begin the invoicing and billing process for this new Subscription, it must be activated.

Activate Subscription

To activate a Subscription, click Activate from the More menu at the top of the new Subscription screen. Active subscriptions will remain active until they expire or are cancelled.

Confirm the Subscription activation. 

Click Preview to view the first Invoice lines. 

Billing & Revenue Schedules

Every Subscription has a Billing Schedule and Revenue Schedule associated with it.  These schedules detail the contract’s lifecycle.  Billing Schedules indicates how much a Customer will be charged each period. Revenue Schedule indicates how those will be recognized as revenue over the life of the contract.

Read More

• Billing Schedule Basics
• Manage Revenue Schedules