Aptify provides a wizard that automatically generates quotation orders (which in turn can generate invoices) for subscriptions that are nearing their expiration date.
Follow these steps to run the wizard, broken down by interface:Image Removed
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Web Interface
Create or open a filtered view that displays active subscriptions which will expire in the near future from the Subscriptions service.
The renewal notice period is determined by your organization's subscription management policies.
If the view contains multiple subscriptions for the same person, the wizard will use the following logic when the order is generated:
To generate one order with multiple order lines for the same person, sort the view by Subscriber (names must be contiguous in the view).
To generate an order for each subscription separately, sort the order by ID before selecting the Subscription Renewal wizard.
You should sort the view by a characteristic that is logically consistent with your organization's workflow and how you want to construct the renewal orders. Depending on the approach, you would most likely sort by: Subscriber Company ID, Recipient Company ID, Subscriber ID, or Recipient ID.
Select the subscription records you wish to renew.
If you do not select one or more records, the wizard will create renewal quotations for all subscriptions in the view.
In the More pull-down menu, select Renew Subscriptions to launch the wizard.
Click Next in the Start page if you want to renew the selected subscriptions.
In the Renewal Due Date field, enter the date by which the customer/member needs to renew the subscription.
The due date will be added to the quotation order's Payment >General tab. For subscription products, it should correspond to the date by which the customer/member needs to renew the subscription to ensure continuous issue delivery.
Select the Identify Contact Person by Function for Company Subscriptions option, if desired.
If you want to group together the subscription renewals for a single person on one order, select the Group Subscriptions with Same Subscriber Person on One Order option.
Click Next to continue.
A confirmation message is displayed in the wizard
Click Finish to complete the wizard.
The wizard creates an order with an Order Type of Quotation for each subscription selected in the view. Each quotation order defaults the Payment Type to Purchase Order, populates RENEWAL in the PO # field, and populates the Due Date using the date entered during the subscription renewal process.
From the Orders service, create a filtered view to display the quotation orders that were generated by the wizard.
Either open a single order to print an invoice or print invoices for all quotations in the filtered view.
To print an invoice for a single quotation, double-click a record in the view to open the quotation order, and click the Print button to launch the Report wizard. Close the order when finished.
Note that the product on the renewal quotation may not match the product the subscriber originally ordered based on the original product's Subscription Succession settings (or the renewal may not be created if the product reached its renewal limit and is set to terminate). See for details.
Note that a renewal quotation uses the preferred currency of the order's Bill To party. This may not necessarily match the currency of the original order.
To print invoices for all quotations in the filtered view, click the Report Wizard icon in the view toolbar to launch the Report wizard.
When the Report wizard
...
appears, select your invoice or subscription renewal report and generate renewal notices to send to customers/members.
Note that your administrator can create organization specific invoice templates as needed.
When a customer/member renews a subscription, the organization applies payments to the order, changes the order's Type from Quotation to Regular, and the marks the order as shipped, which extends the Subscription record's End Date by another year.
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Desktop Client
Create or open a filtered view that displays active subscriptions which will expire in the near future from the Subscriptions service.
The renewal notice period is determined by your organization's subscription management policies.
If the view contains multiple subscriptions for the same person, the wizard will use the following logic when the order is generated:
To generate one order with multiple order lines for the same person, sort the view by Subscriber (names must be contiguous in the view).
To generate an order for each subscription separately, sort the order by ID before selecting the Subscription Renewal wizard.
You should sort the view by a characteristic that is logically consistent with your organization's workflow and how you want to construct the renewal orders. Depending on the approach, you would most likely sort by: Subscriber Company ID, Recipient Company ID, Subscriber ID, or Recipient ID.
Select the subscription records you wish to renew.
If you do not select one or more records,
...
the wizard will create renewal quotations for all subscriptions in the view.
Click
...
the Subscription Renewal Wizard
...
icon to launch the wizard.
...
Click OK
...
when prompted if you want to renew the selected subscriptions.
When prompted, enter
...
the Due Date.
The due date will be added to the quotation order'
...
s Payment >General
...
tab. For subscription products, it should correspond to the date by which the customer/member needs to renew the subscription to ensure continuous issue delivery.
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Click OK
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to continue.
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Click OK
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when prompted that the subscription renewal process is complete.
The wizard creates an order with an Order Type of Quotation for each subscription selected in the view. Each quotation order defaults the Payment Type to Purchase Order, populates RENEWAL in
...
the PO #
...
field, and populates the Due Date using the date entered during the subscription renewal process.
From the Orders service, create a filtered view to display the quotation orders that were generated by the wizard.
Either open a single order to print an invoice or print invoices for all quotations in the filtered view.
To print an invoice for a single quotation, double-click a record in the view to open the quotation order, and click
...
the Print
...
button to launch the Report wizard. Close the order when finished.
Note that the product on the renewal quotation may not match the product the subscriber originally ordered based on the original product's Subscription Succession settings (or the renewal may not be created if the product reached its renewal limit and is set to terminate).
...
See for details.
Note that a renewal quotation uses the preferred currency of the order's Bill To party. This may not necessarily match the currency of the original order.
...
To print invoices for all quotations in the filtered view, click
...
the Report Wizard
...
note
icon in the view toolbar to launch the Report wizard.
When the Report wizard appears, select your invoice or subscription renewal report and generate renewal notices to send to customers/members.
Note that your administrator can create organization specific invoice templates as needed.
...
When a customer/member renews a subscription, the organization applies payments to the order, changes the order's Type from Quotation to Regular, and the marks the order as shipped, which extends the Subscription record's End Date by another year.
