When subscription changes are required, utilize the best practices provided in this article to avoid common pitfalls. 

Important Notes

• It is not advisable to fix errors by creating a subscription change on top of a subscription change for the same date.
• Subscription changes create versions whereby each change is created for a specific business purpose.
• Subscription changes are NOT to function as an audit log whereby incorrect changes are remedied in later ones and said errors are tracked as a version.
• In many cases, the conflicting data can create problems with billing and revenue and can also be difficult to diagnose down the road.

Required for, but not limited to, the following reasons:

• Adding additional charges to a subscription
• Updating a charge’s list price, pricing table, or quantity
• Adding completion dates
• General go-forward subscription updates

Best Practices

Before making Subscription changes post-go live in a Production environment:

• Perform a test import containing a smaller set of corrected subscriptions in a Sandbox environment.
• Perform a test import containing a smaller set of corrected subscriptions in Production. This aids in confirming changes are correctly recorded in Ordway before importing a larger set of subscriptions.

Correct Subscriptions with a Small Sample

Complete the following steps to import a small sample size of changed subscriptions. 

Steps:

1. Ensure automatic journal entries are disabled.
2. Ensure that all other automation triggered by a subscription change is disabled until the changes you plan on implementing are understood and confirmed to work on at least one representative subscription.
3. Since all automation should have been disabled, reversing invoices and deleting journal entries will have been avoided.
4. At the subscription, go to More > Revert to Previous Version and choose the previous version to revert to.
5. Make the changes and try again.
6. Once correctly changed:

• • Turn ON automation.
  • Manually trigger processes that did not fire upon subscription change (subscription change emails, journal entry runs, billing & payment runs, etc.).

Make subscription changes after billing, journal entries, etc. occur and other automation/integrations are re-enabled:

Steps:

1. Turn OFF all automation
2. Leave integrations ON so that the web hook can remove the bad data.
3. Refund payment(s).
4. Reverse the invoice(s).
5. Delete journal entries.*
6. Revert to previous version.
7. Once correctly changed:

• • Turn ON automation.
  • Manually trigger processes that did not fire upon subscription change (subscription change emails, journal entry runs, billing & payment runs, etc.)

Once satisfied that the small sample of corrected Subscriptions are accurate, import the full number of Subscriptions in the appropriate environment.

*Only delete Journal Entries (JEs) in cases where the JE needs to be regenerated by another Journal Entry Run. Deleting a JE marks the Revenue Schedule as un-posted and will be picked up in next Journal Entry Run or at the time of closing period.

Deleting a JE also deletes related JE for the same source transaction for the specific period. Example: if you delete FXAdj JE for any given RS for Dec 2023, it will also delete the regular posted JE for dec 2023 for that specific Revenue Schedule.