How to create a sales order for subscription products¶
After the customer care process, the salesperson will create a quotation from the Viindoo software system. This article will guide you in your role as a salesperson, and how to create orders for customers.
Requirements
This tutorial requires the installation of the following applications/modules:
Create a subscription quotation¶
As a salesperson, you navigate to Subscription ‣ Create. You will see a user interface as shown in the image below.
Similarly to a quotation, you enter the necessary information for the subscription package that the customer is purchasing. For example, if the customer is purchasing a silver subscription package with 100.000 VND/1 month. The customer pays on a 3 months/1 time cycle and uses it for a year. You can refer to the Getting started with Subscription article to learn how to configure sales cycles.
After you have finished entering the information, you press Confirm to convert the quotation into a sales order.
Note
In addition to the Accounting department issue invoices for the sales orders, the Viindoo Subscription app also automatically generates invoices when the payment is due.
Create the additional sales order¶
When upsell subscription products, you will encounter various situations such as customers who have already paid and want to purchase an additional service package within that cycle or at the end of the cycle, customers who want to upgrade their service package.
Create an additional subscription order at the end of a normal cycle¶
In this situation, suppose the customer has paid for the first cycle from 01/04/2023 - 01/07/2023. Then, they purchase a gold package (Package price = 200.00 VND/a month) from 01/07/2023. The salesperson will need to follow the steps below.
On the sales order view, you click on the Upsell button. The system will create a new order for you.
You check the information regarding the Start Date, Cycle, and End Date. Then, you select the gold package that the customer is purchasing in the product detail section. In this case, when starting a new cycle, the amount that the customer has to pay is the price of the new package calculated following the new cycle.
Upsell products when a cycle has not yet ended¶
Unlike the situation above, in this case, your customer has already paid for the entire cycle, but during that cycle, they want to purchase an additional package. For example, the customer has paid for the first cycle from 01/04/2023 - 01/07/2023 as above. However, on 15/04/2023, they want to purchase a gold package (Package price = 200.00 VND/a month). This package is calculated from 15/04/2023. You will need to perform the following steps.
On the sales order view, you press Upsell button. The system will create a new order for you with the Start Date as the current date: 15/04/2023. Then, you select the gold package in the Order Lines tab and press Save.
The software will automatically calculate the amount that the customer needs to pay, which is 507,654 VND for the period from 15/04/2023 - 01/07/2023.
This amount is calculated as follows = The price of the new subscription package per day x the number of days used from the time of purchase to the end of the cycle.
Note
To ensure that the value of the additional sales order is calculated correctly, you need to make sure that the customer has paid for the original sales order.
After you have completed the payment for the new subscription order, from the next cycle, the new subscription order will be merged into the original subscription order.
Automatically ending the subscription packaging at the end of a cycle¶
The salesperson does not need to worry about managing the subscription orders.
Before the expiration date, the software will automatically mark the order as To Renew and send an email reminder to the customer to renew their service package. Customers can actively renew their service package. You can refer to the Purchasing and tracking subscription orders by customers article.
On the expiration date, the system will also send a notification to the customer that the order has been closed.
Renewing subscription orders after they have expired¶
The salesperson will press the Renew button on the sales order view. Then, you enter the information for the new subscription order for the customer as required.
Note
The system will automatically notify the customer via email when the sales order is in the To Renew, Renewed, and Closed status.