Activate subscriptions
Follow the instructions to activate your plugin.
On the Setup ribbon, click on the Tools → Plugins → Subscriptions menu. The Setup subscription screen is displayed:
The options is as follows:
- Activate - turn the plugin on or off.
- Defaults - You may set the default global settings for all subscriptions. You may adjust it when creating a new subscription.
- The upper part is about the contract period, the lower part is about the billing period. So you can eg specify that the contract period is 1 year, which you filled in the days when "Duedays" for (a positive number) or after (a negative number) the contract date will receive a billing notice.
- There beside specify e.g. the billing period is 1 time per month, and that you know the number of days filled with "Warning" for (a positive number) or after (a negative number) the billing date, a warning message will be displayed. You may also use other periods.
- Uncheck "Build reference string" ensures that you record, which is used as reference for the bill to make. A "reference" to the created subscriptions You fill in the subscription end the "Reference" field. If you have multiple subscriptions on the same invoice, fill in only one.
- Base folder - Subscriptions is the dolder for the e-mail tempates, layout files, etc.
Click on the Save button. This will add a Subscriptions icon to the Action ribbon to allow easy access to the Subscriptions plugin.
Setup subscriptions
Once Subscriptions have been activated, the Subscriptions screen will be displayed when you open the Set of Books, if any subscriptions need processing.
To add the subsriptions, you need to do the following:
-
Create Stock Items for Subscriptions (if these do not already exist).
-
Add subscriptions to Debtors (customer) accounts.
Once this is done, you may proceed to process descriptions.
Add subscriptions to debtors (customers)
To Subscriptions for debtors (customers):
-
On the Action ribbon, select Debtor.
-
Select a specific Debtor (customer) account on the list.
-
Click on the Edit button. (Alternatively, you may double-click on the selected debtor (customer) account).
-
Click on the Subscriptions tab.
-
The default term as set when activating the Subscriptions plugin will be displayed. You may change this for each subscription. Select and or enter the following options:
-
Click on the Add button.
-
Stock code - Click on the lookup > button and select the stock item.
-
Enabled – This will activate or deactivate the Subscription of this product for this debtor. If the tick is removed from this field, no further subscriptions will be processed.
-
Send warning - Uncheck "Warning send" ensures that you check .....
-
Status – This will indicate the status of the plugin (i.e. None, running or E-mailed).
-
id – The id is the subscription record id. It will automatically be generated when the added subscription is saved.
-
Contract term not the same – This field allows you to set the 2nd set of settings for a period contracts. If selected (ticked), it will add the Interval and Interval type options (fields) at the bottom (underneath the Reference field) of the Subscriptions tab.
-
Interval - The "interval" field determines how often subscriptions should be processed. During the chosen period invoiced The "Warning in days for subscription"
-
Warning in days before subscription date – Enter the number of days before or after the "next process" in which the first warning message is shown in the popup plugins.
-
Invoice in days before subscription date – Enter the number of days before or after the "next process" in which the billing message is shown in the popup plugins.
-
Interval type – Select the frequency when the subscription is due (i.e. Day, Week, Month, 3 Months, 6 Months or Year).
-
Description – The description of the selected stock item will be displayed. You may add to the existing stock description or overtype the description, if necessary. This will be displayed in the invoices / quotes.
-
Start date - The default date is today, but can be adjusted if desired. This is the date from which the subscription or contract starts. The Last run and Next run fields will automatically be updated. This is the date from the start date plus the number of days entered in the Invoice in days before subscription date field. If the subscription has already been billed, you will see the last billing date in the Next run field. With the "number" field
-
Items – The number of stock items for the debtor that is included and processed for this subscription. You may enter the number (quantity) subscription profucts.
-
Reference – Enter the reference text which is used on the invoice / quote. In this field, we can also use data fields. This reference will be displayed on the “Your reference” field on invoices / quotes.
-
Click on the List button to save the subscription.
-
Click on the Save button on the Edit Debtor screen to save your changes.
-
Select the next debtor (customer) account, if necessary.
Delete subscriptions
To permanently remove an existing subscription, you may click on the Delete button.
It is important to ensure that you can set a subscription to disabled by removing the tick in the Enabled field.
If the subscription needs to be activated at a later point in time be enabled again, you may tick the Enabled field.
View processed transactions
Once subscriptions have been processed, an extra Processed tab will be added. If you click on the Processed tab, the quotes and invoices will be listed.
You may double-click on a quote or an invoice to print the document.
Process subscriptions
The Subscriptions plugin will automatically be launched if you open the Set of Books and any subscriptions need processing.
To manage subscriptions:
If the Subscriptions plugin is not automatically launched, click on the Subscriptions icon on the Action ribbon. The Subscriptions (Warnings) plugin screen is displayed:
Filter / Search for Subscriptions
Click on the Browse button.
Click on the Search button. By default, no options should be selected, but you may select the criteria to filter or locate specific subscriptions.
Post warnings per invoice
Process warnings
Process selected – Tick this option to process selected subscriptions. If this option is not selected, all subscriptions will be listed.
Document layout – The layout file is stored in the …\plug_ins\reports\Subscriptions\layouts folder.
Log file – The details of the debtor account(s) and subscription(s) will be displayed. An example, is as follows:
Processing accountD000-002 Mr. Mike Davies
Processing accountD000-003 Mr. Roger Smith
Processing warning for account D000-002 Mr. Mike Davies
Processing warning for account D000-003 Mr. Roger Smith
Processing warning for account D000-005 Mr. AB Green
Subscriptions to process
Process subscriptions
Process selected – Tick this option to process selected subscriptions. If this option is not selected, all subscriptions will be listed.
Invoices – Invoices is the default option. You may select to process Quotes or No document (already invoiced) options.
Send e-mail – If this option is not ticked, you may add print the documents manually. If this option is selected (ticked), the e-mail documents (invoices or quotes) will be attached as an attachment to the e-mail message to the respectable debtor accounts.
You may add or customize the email templates to be displayed in the e-mail message.
Process – This button will process the subscriptions.
Process Post warnings per invoice – This button will process and post the warnings per invoice.
Log file – The details of the debtor account(s) and subscription(s) will be displayed. An example, is as follows:
“Processing accountD000-005 Mr. AB Green
Adding subscription Subscription – Gym”
Subscription report
Click on the Report button.
The report will list the subscriptions and the next run (dates for which subscriptions need to be processed).
This report is stored in the ...\plug_ins\reports\Subscriptions\reports folder.
Details and Processed subscriptions
You may click double-click on a subscription on the list in the Warnings, Post warning per invoice, Subscriptions to process and Browse screens, to edit a subscription or to view and print quotes and invoices for processed subscriptions.
View processed subscriptions
Print invoices or quotes
Double-click on a subscription. The document will be printed.
