Manage your subscriptions

After you create a subscription record, you can manage it from the contact's record.

Within the Contact Record click the Orders tab located on the bottom sections of tabs.

Scroll down to Subscriptions.

Column definitions:

View - The name of the subscription product; click to view the subscription record.
QTY - The number of items purchased.
Start Date - date the subscription record was created.
Bill Amt - the amount of the recurring bill.
Auto$ - Indicator if the auto-pay is Active (Yes) or Inactive (No).
Status - Indicator if the subscription record is Active or Inactive.
Cycle - The billing cycle; e.g., daily, weekly, monthly, quarterly, annually.
Next Bill - The date the next invoice will be generated. If auto-pay is active, this is also the date the payment will process.
Credits - Number of credits in the subscription record.
Add Subscription - click this button to manually create a subscription record.

Subscription Setup

Under the View heading, click the subscription product name.

Option Definitions:

Contact: the customer that is attached to the subscription record.
Subscription Plan: Subscription product and cycle.
Qty: Amount purchased.
Billing Cycle: How many times the subscription is billed during the cycle.
Billing Amt: The amount billed each cycle.
Charge Tax (Optional): Indicator if tax is applied to Invoice.
Lead Referral Partner (Optional): Name of the referral partner to receive credit if applicable.
Sales Referral Partner (Optional): Name of the referral partner to receive credit if applicable.
Promo Code (Optional): Save any promo code used for a discount.
Order Type (Optional): The type of order either Online or Offline.
Invoice Template (Optional): Select a Legacy Template that is generated.

Current Status

Option Definitions:

Status - Indicates if the subscription record is Active or Inactive . Subscriptions records will always be in an Active status and can only be manually changed to Inactive. Once saved in the Inactive status no further invoices will be created or charged.
Start Date - Date the subscription was created.
End Date - Date the subscription stops billing. The End Date is configured when there is a # of Cycles in the subscription. Once the subscription reaches the End Date no further invoices will be generated or charged but the subscription status will remain Active.
Reason Stopped (Optional) - Leave a note explaining why the subscription was canceled. If the subscription was created with a specific amount of cycles it will automatically save "Subscription ends on the above date based upon the number of cycles set. You may choose a different date as needed." in this field.
Last Bill Date - Date that the last Invoice was created.
Next Bill Date - Date the next Invoice will be generated.
Change - Click this to change the Next Bill Date. This only allows you to change the Next Bill date within a specific time frame.
Next Bill Amount - Amount that will be due on the next invoice. This will not accumulate if previous invoices were missed.

Recharge Information

Option Definitions:

Auto Charge - If Yes is selected, the credit cards will be automatically charged. If No is selected, but the subscription is in Active status and there is no End Date listed, then an invoice will be generated and will show a balance due.
Credit Card - Credit card that the subscription will bill.
Add - Click the Add button to add another credit card to the subscription record.
Merchant Account - The merchant that processes the credit card payment.
Max Charge Attempts - Amount of times the card will be attempted after the initial payment fails.
Num Days Between Retry - The amount of days between bill attempts after the initial payment fails.
Email the invoice to the customer upon successful payment - If checked, an email with the invoice will be sent for each successful payment.

Add a New Credit Card

Click Add > Enter new card information.
Then click the outstanding Order Record or Invoice.
Click Payment Plan on the right and select the new card from the drop down.
Click Save.

If the max attempts have been reached you will need to click Reset Failed Attempts, unless you have E-commerce > Settings > Orders > "Reset Failed Auto Charge Attempt Counters When Credit Card Changes:" set to Yes.

If the max attempts have NOT been reached and the following is true then the payment will automatically run.

The Auto Charge is marked Yes
The outstanding invoices are within the time frame indicated under E-Commerce > Settings > Orders > Don't auto charge invoices that have x months been outstanding. Click here to see more information.

*This is not immediate, but it will automatically process payment.

Updated Card

If the credit card is updated, all Invoices attached to that credit card with outstanding balances will automatically process unless the Auto Pay is marked No and/or the max attempts have been reached.

If the max attempts have been reached you will need to go into the Invoice > Click "Reset Failed Attempts"

If the max attempts have NOT been reached and the following is true then the payment will automatically run.

The Auto Charge is marked Yes
The outstanding invoices are within the time frame indicated under E-Commerce > Settings > Orders > Don't auto charge invoices that have x months been outstanding. Click here to see more information.

*This is not immediate, but it will automatically process payment.

Reset Failed Attempts

Past Subscription Invoices

This is located at the bottom of the subscription record.

Description - The subscription product and cycle. When clicked, it opens the order record.
Dt Created - Date the invoice was generated.
Charge amt - Amount billed.
Pay status - Indicates if the invoice is paid or unpaid.
Pay plan status - Indicates if a payment plan is used.
Auto-charge - View Details shows the Credit Card Charge Attempt History.
Invoice - Contains payments, Commissions, Payment Plan, Preview Invoice button, Send Invoice button.

How to Cancel a Subscription

If you need to cancel a Subscription on a Specific date, enter that date in the "End Date" field and click "Save".

If you need to cancel a Subscription immediately do so by changing the Status to "Inactive" and click "Save"