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Subscriptions are characterized by recurring payments for a service or the use of a product for a defined period of time. Subscriptions are composed of three elements: product (service) - subscription rules (contract) - customer (subscriber).

A subscription rule can be used for more than one article. One example would be a subscription rule laying down the terms and conditions for a newspaper subscription. This subscription rule can then also be used for other newspapers.

On the other hand, it is not possible to use different subscription rules (e.g. different subscription periods) for the same article. Instead, the article must be set up again for each subscription variant and then be assigned an appropriate subscription. This is the only way to, for example, grant different discount rates for annual, biannual or monthly payments, which is done by entering different prices for different article variants.

On this page:

Defining subscriptions  Assigning subscriptions to articles  Subscription articles for a customer  Managing subscriptions 



Defining subscriptions

(Factura - Subscriptions)

One of the three elements of a subscription is the set of subscription rules that is to apply for a particular article.

Defining subscription rules is done in the Factura settings (see screenshot). This procedure is described in the applicable instructions

a) Open the Factura settings.

b) Edit the subscription rules.



Assigning subscriptions to articles

(Factura - Subscriptions)

Now you can assign a subscription rule to an article. This can be done in two ways. First option:

a) Click EDIT to start editing the article.

b) Select the subscription rule.

c) Update the article.


The second option for assigning a subscription to an article is described below:

a) In the article list, select the article by clicking the appropriate line and activate the Subscription rule tab.

b) Click the Add subscription rule button.


c) Select the subscription rule.

d) Click Add.


e) Here you can see the subscription rule that has been added.

f) Use the recycle bin icon to remove a subscription rule, e.g. to replace it with another.


Although it is possible to assign different subscription rules to the same article, this should be avoided in cases where invoicing takes place automatically. Instead, set up the article again for each subscription rule you want to assign, and then assign a single subscription rule to each article variant.

Only in cases where invoicing is done manually, i.e. where every single initial invoice is created manually, it is ok to assign more than one subscription rule to an article. Selecting suitable sunscription rules can only be done if the invoice needed for this purpose is created manually.


Subscription articles for a customer

(Factura - Subscriptions)

If a customer purchases a subscription article, an invoice is created - either automatically when the order is placed via a form - e.g. via a CheckOut procedure etc. - or manually by you or a person you have authorized. The subscription begins on the date that the invoice is marked as paid.

a) Go to Factura - Documents - Invoices and create a new invoice for a subscription customer.

b) You can see the invoice at the bottom of the document list (in our example, it is the first and only entry on the third page).

c) At some stage, the invoice has been finalized and sent to the customer. You can see whether an invoice has been finalized by the fact that it is no longer possible to edit it - the EDIT button is missing.

d) The invoice has been paid and marked as paid - note the payment date.


e) The starting date of the subscription corresponds to the date of payment receipt.

f) The next invoice will be due in one year.


In the CRM, you can see the subscription in the customer details.

g) Click the customer in the list of contacts. 

h) Click the gray Subscriptions tab in the contact details.

You will see all the subscriptions of the customer (only one in our example). 




Managing subscriptions

(Factura - Subscriptions)

Normally, a subscription runs automatically and does not require any further input. The invoices are generated automatically, and temporary subscriptions are stopped automatically when the expiry date set in the subscription rule has been reached.

However, it is also possible to end a subscription before the expiry date or with immediate effect.

a) Start the CRM and call up the contact details of the subscription customer.

b) Click the gray Subscriptions tab.

c) Here you can see the subscription entry.

d) In this case, we are dealing with a subscription subset.

e) Use EDIT to edit the subscription.

The WBS will open Factura for this purpose, which is where the editing is done.

f) The only thing you can edit here is the dates. In this case, we are changing the stop date.


g) Return to the CRM.

h) Use this symbol to switch from ACTIVE to CANCELED.


i) The subscription has been suspended.

k) Use this symbol to reactivate the subscription (ACTIVE).


l) Switch to Factura.

m) Click the gray Subscriptions tab.

n) Here you can see all the subscriptions contained in your WBS. Our example is number 11, right at the bottom.





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