Manually create an order for a subscription

Before you can create a manual order, you must create a contact record for the customer. After you create a contact record, there are two ways you can enter the person's order: you can add the order from the main navigation menu, or from the order tab in the 2nd row of tabs in the contact record. 

Note: These instructions apply to subscription orders. You will need to create a separate order for any products.

1. While viewing the contact record, click on the Order tab.
    
2. Click on the Add Subscription button.
    
3. Go to the Subscription Setup section.
   • Program: Select a subscription program from the dropdown.
   • Qty: The default quantity is one. Change this number if the customer wants to purchase more than one of the same program.
   • (Optional) Billing Cycle: This defaults to the billing cycle you defined when you set up the subscription program, but you can change it.
   • (Optional) Billing Amt: This defaults to the price you defined when you set up the subscription program, but you can change it.
   • (Optional) Charge Tax: This defaults to the tax setting in the subscription program record. If the default is Yes, you can change it to No to override the default.
   • (Optional) Lead / Sale Referral Partner: Type in the name of a referral partner to credit their referral partner commissions for this sale.
   • Order Type: Select offline from the dropdown.
   • (Optional) Invoice Template: Select a custom invoice template from the drop-down.
     
     
4. Go to the Recharge Information section.
   • Auto Charge: The default auto charge setting is Yes. This means the system will charge each recurring fee automatically, based on the billing cycle you defined. Set this to No if you want to manually charge and record each payment.
   • Credit Card 1: Select an existing credit card from the drop-down, or click on the Add button to enter a new one. This is the primary credit card.
   • (Optional) Credit Card 2: Select an existing credit card from the drop-down, or click on the Add button to enter a new one. Note: This is a backup credit card. It will be billed if Credit Card 1 fails.
   • Merchant Account: Select a Merchant Account from the dropdown.
   • (Optional) Max Charge Attempts: This number is the maximum number of times the system will try to run a charge if the first attempt fails. The default you defined under E-Commerce > Settings > Orders is displayed, but you can change it.
   • (Optional) Num Days Between Retry: This is the number of days the system will wait before trying to run a charge again, when the previous attempt fails. The default you defined under E-Commerce > Settings > Orders is displayed, but you can change it.
   • (Optional) Email Invoice to customer upon successful payment: When this checkbox is marked, the customer will receive an email notification for each successful recurring subscription charge. The default invoice you defined under E-Commerce > Settings > Orders is displayed, but you can change it.
     
     
5. Go to the Current Status section.
   • (Optional) Status: This defaults to active, which means the customer will get charged. You would only select Inactive to cancel a subscription and stop the automatic billing.
   • (Optional) Start Date: This defaults to the current date. You can change this date to represent the true start date.
   •  First Bill Date: Enter the date for the first subscription charge. Enter the current date to charge it immediately or enter a future date to delay billing (i.e. free trial, arrears billing.)
   • (Optional) End Date: Enter an end date if this is a micro-continuity program that has a limited duration (like 6 months). Leave this blank if the customer remains in the program until asking to cancel.
   • Reason Stopped: This field is only relevant when canceling a subscription. Leave it blank when you create a new one.
     
     
6. Click the Save button to create the subscription. Saving generates the last bill date, next bill date, and next bill amount.
    
7. Click on the Invoice button to generate the first charge. This will initiate one of the following scenarios:
   • If Auto Charge is set to Yes and Email Invoice is checked: The customer's credit card is billed and the system will automatically email the customer a paid invoice.
   • If Auto Charge is set to Yes and Email Invoice is unchecked: The customer's credit card is billed, but you must click on the Invoice link to manually generate / send an invoice to the customer.
   • If Auto Charge is set to No and Email Invoice is unchecked: You must click on the Invoice link to manually enter the payment and generate / send an invoice to the customer.
   • If Auto Charge is set to No and Email Invoice is checked: You must click on the Invoice link to manually enter the payment. When the payment is recorded, the system will automatically send an invoice to the customer.