Change Subscription

There may be circumstances that require a user to make updates or edits to an active Subscription.  Reasons for changing or amending a contract include:

• Upgrade: If the customer decides to add additional services or increases the quantity of licenses.
• Downgrade: If the customer decides to remove a charge or reduce the number of seats purchased.
• Plan Changes: If the customer decides to remove one plan and move to an entirely different plan.
• Discounts: If you have to add discounts to existing charges.
• Term Changes: If the Term of the contract is increased or decreased.

Ordway archives every version of a Subscription, so that each change is documented and the full history of the Subscription is represented.

Notes:

• When Service and Start Dates are changed within a Subscription, we cannot revert back to a previous version of the  Subscription containing different dates. This is because all information from the previous Subscription is deleted. Changing these dates is considered to be similar to starting a new Subscription.
• Changing the Charge Timing (In Advance or Arrears) is not recommended as the change will not be retained for Active Subscriptions. 

Precautions:

Subscription must be in Active status.

Steps:

1. Navigate to Menu > Contracts & Orders > Subscription Contracts.
2. Click Change from the More menu for the desired Subscription.

When changing a Subscription, users can edit the Subscription Information as well as the Plans & Charges.

Subscription Information

In the Subscription Information section, users can change the Change Effective Date field and contract terms of the Subscription. Change Effective Date identifies when this change will take place, thus impacting the remainder of the Subscription from that date onward. Service Start Date and First Billing Date cannot be changed in an Active Subscription. 

Note: Changing these dates or the contract and renewal terms, will impact the Billing Schedule and Revenue Schedule over the remainder of the Subscription.

Plans and Charges

In the Plans & Charges section, edit Plans and Charges or edit the existing Plans and Charges on the Subscription.  

When changing an existing Charge or adding a new Charge to the Subscription, determine the appropriate information in the Charge Summary page. The Charge Summary page includes charge detail (list price, quantity, discounts) and payment detail (charge type, billing period, billing day, etc.).

Many of these fields are similar to setting up a brand new Subscription, including Proration Rules.  This drop-down menu provides the option:

• Invoice the Charge fully in the current billing period
• Invoice the Charge fully in the next billing period
• Prorate the new Charge for the remaining portion of the current billing period

The Partial Period Proration option prorates the new Charge based on the portion remaining of the current billing period. Starting with the next billing period, this new Charge would be invoiced in full on the same schedule as any other charges on this Subscription.