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 Subscriptions app ‣ New. You will see a user interface of the subscription quotation.
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/ month. The customer pays on a 3 months/ time period. 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 Upsell order¶
When selling subscription products, you will encounter situations as customers who have already paid and want to purchase an additional service package within that period. In that case, you need to use the upsell feature.
For example, the customer has paid for the first period from 04/01/2024 08:00:00 - 07/01/2024 08:00:00. However, on 05/05/2024, they want to purchase a gold package (Package price = 200.000 VND/ month) from 05/05/2024 12:00:00. You will need to perform the following steps.
On the original subscription order view, you press Upsell button.
The system will create a upsell order for you with the Start Date as the current date. You can adjust the start date from: 05/05/2024 12:00:00 as requested by the customer, and the End Date will be defaulted to the last day of the current subscription period. 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 374.725 VND for the period from 05/05/2024 12:00:00 - 07/01/2024 08:00:00.
This amount is calculated as follows = (Total number of hours from upsell order begin to the end of the period/ The total number of hours of entire period) x The price of the new subscription package per period.
Note
To ensure that the value of the upsell order is calculated correctly, you need to make sure that the customer has paid for the original subscription order.
After you have completed the payment for the new upsell subscription order, the order will be merged into the original subscription order.
Automatically ending the subscription packaging at the end of a period¶
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.
In case the subscription order does not check the Auto renewal option on the Other Info tab, the system will 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¶
For customers who need to use subscription products for a long time, you can renew of the subscription order at the end of each period. The software offers 2 methods for subscription renewal: automatic and manual.
Auto Renewal¶
Setting up automatic renewal of subscription orders will save customers time and effort in renewing subscription products.
Navigate to Subscription app and select the subscription order that needs to be set up for feature. On the Other Info tab, you check Auto Renewal.
At the end of period, the system will automatically renew the subscription order and create a renew order with the Start date being the next day of the previous period.
Note
The system will not send an email to the customer notifying them of an expiring subscription if the auto renewal option is selected.
Manual renewal¶
The salesperson will press the Renew button on the subscription order view.
Then, you enter the information for the new subscription order for the customer as required. Both upsell orders and renew orders have Parent Subscription information to identify which subscription order they originated from.
Note
The system will automatically notify the customer via email when the sales order is in the To Renew, Renewed, and Closed status.