Subscriptions

Use Subscriptions to setup renewable billing for customer's periodic access or use to products or services.

To enter a subscription, complete the following steps:

  1. Access the Subscriptions application from the Financial/Subscription Billing menu and click on New in the Subscription List screen to enter a new transaction.

  2. Select the Customer for whom are you setting up the subscription and press Tab. As you enter a Customer in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of customers. Scroll down the list until you find the desired customer and click to retrieve it for the subscription. NOTE: If the customer you wish to select has not been setup in the system, you can enter the customer by clicking on the field caption to open a customer entry form.

  3. After you select a Customer, the Salesperson/owner, Class, Terms, Sales Tax Group, Payment Method, Print Format and Shipping Method fields will default from the Customer's setup defaults. The Billing Address will default to the Customer's Bill To Address, the Shipping Address will default to the Customer's Primary Address.

  4. The Account will default to the Company Setup Accounts Receivable Account. You may change this account. As you enter an Account in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of Accounts. Scroll down the list until you find the desired Account and click to retrieve it for the subscription.

  5. If applicable, select a contact related to the customer. As you enter a Contact in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of contacts. Scroll down the list until you find the desired contact and click to retrieve it for the subscription NOTE: If the contact you wish to assign to the recurring invoice has not been setup in the system, you can enter the contact by clicking on the field caption to open a contact entry form.

  6. You must enter a Billing Period to designate the customer billing frequency, as well as a Begin Date and End Date for the Subscription.

  7. If you want the subscription to renew automatically at the end of the term, check the Auto Renew box.

  8. Optionally, you may select a Customer Message to appear on printed Invoices in the Billing Tab, Message drop down field.

  9. By default, Active will be checked. If you uncheck the Active field, the Recurring invoice will not be available in the Generate Subscription Invoices application.

  10. Optionally, you may select a Sales type or enter a Reference Number or descriptive text in the Description field.

  11. The Subscription ID will automatically be assigned at Save.

  12. Fill in the subscription detail lines. You must select an Item and enter a Quantity as well as a subscription Begin and End Date for the Item. The Item level begin and end date must be within the overall Subscription begin and end date range.

  13. The detail Account, Memo and Price will default from the Item. The Amount will be calculated as Quantity * Price. The Taxable checkbox will default to checked if the Item you selected is setup as Taxable in Items.

  14. You may select a Class or overwrite the descriptive text in the Memo field for each transaction. Enter as many transactions lines as you need.

  15. Click on Save to save the Subscription.

  16. Invoices will be generated in the Generate Subscription Invoices application.​