Subscription Change Order

Table Of Content

• Understanding key terms in Change Order
• Overview
• Steps to change the status of Subscription Lines to Pending Activation
  • Impact of updating subscription line status on the subscription record in NetSuite
• Steps to create a change order
  • Impact of creating a change order on the subscription record in NetSuite
• Steps to create the Modify Pricing record for active change order in Salesforce
  • Impact of Modify Pricing on the subscription record in NetSuite

Understanding key terms in Change Order

• Change Order
  The Change Order record is used to transact changes to subscriptions. For example, a change order is required to activate a drafted subscription. For more information on change order in NetSuite, see Change Order.
• Subscription Line
  The subscription line record provides subscription item information for subscriptions. For more information on the subscription line in NetSuite, see Subscription Line.

Overview

The Change Order functionality is used for making edits to a subscription. A change order allows a sales representative or account manager to activate a subscription and modify the pricing information for a customer.

When a customer makes a payment for a subscription a requirement arises for you (as a sales representative or account manager) to create and activate change order so that the Subscription for that customer is marked as active in NetSuite. As a sales representative or account manager, this feature allows you to:

• Create an activate change order from a subscription record in Salesforce. An Activate Change Order activates a Subscription on the effective date mentioned on the Change Order record.
• Sync change order and subscription information from Salesforce to NetSuite.
• Modify Pricing for a subscription from Salesforce.
• Sync the Modify Pricing record from Salesforce to NetSuite
• Also, the connector allows NetSuite users to transfer(export) the Change Order: Activate and Modify Pricing type from NetSuite to Salesforce to ensure that information in both ecosystems are always in sync with each other.

The following are the two integration flows added in the connector to support this feature:

• NetSuite Subscription Change Order to Salesforce Subscription Change Order
  When a new change order of type Activate or Modify Pricing is created in NetSuite, this real-time flow gets triggered automatically and transfers the change order record from NetSuite to Salesforce.
• Salesforce Subscription Change Order to NetSuite Subscription Change Order
  When a new change order of type Activate or Modify Pricing is created in Salesforce and you click Sync to NetSuite, this real-time flow gets triggered and transfers the change order record from Salesforce to NetSuite.

The following image represents the information present in a new subscription:

Steps to change the status of Subscription Lines to pending Activation

A change order can only be created with subscription lines that are in the Pending Activation state. Use the following steps to change the status of a subscription line:

1. From the Subscription Lines pane, click Edit for the subscription line you wish to activate. 
   
2. If the Subscription Line’s status is Not Included, select the Draft from the drop-down list. When you select this checkbox, the Draft status for the subscription lines becomes active.
3. Again edit the subscription line and set the status of the drop-down list as Pending Activation. This action updates the status of the subscription line as Pending Activation.
4. Click Save. 
   
   
5. From the Subscription Lines pane, you can verify that the status of the selected subscription line changes to Pending Activation.
   

Similarly, you can change the status of other subscription lines to Pending Activation.

Impact of updating subscription line status on the subscription record in NetSuite

Once you update the status of the subscription lines in Salesforce, the connector updates the same in NetSuite as well. The following image displays the status of subscription lines in NetSuite, which are in sync with Salesforce:

Steps to create a change order

A Change Order: Activate is the first change order that activates the Subscription lifecycle by activating the selected subscription lines that are in Pending Activation status. You can activate individual subscription line or all lines on a Subscription while creating a change order. Subscription Status is computed based on the status of the Subscription line associated with a subscription. Subscription becomes active, once you activate one Subscription line. Use the following steps to create a change order:

1. From the Subscription pane, select Activate. The Activate Subscription Change Order window is displayed.
   
2. Add a description in the Memo field.
3. Select the effective date for the change order.
   
4. Click Apply to include the subscription line in the Activate Change order or you can click Apply All to include all subscription lines.
   
5. Click Done. The Subscription Change Order page is displayed.
   
6. Click Sync to NetSuite to initiate the change order import from Salesforce to NetSuite. When you click this button, the connector executes the Salesforce Subscription Change Order to NetSuite Subscription Change Order integration flow. Once the sync gets completed, the connector also updates the NetSuite Change Order Id in Salesforce  as shown in the following image:
   
   

The connector also creates an entry for the same change order in Subscription as shown in the following image:

Impact of creating a change order on the subscription record in NetSuite

Once you create a change order for a subscription in Salesforce and click Sync to NetSuite to initiate the change order import from Salesforce to NetSuite, the following alterations are made by the connector in the subscription record within NetSuite:

1. A new Change Order record is created in NetSuite’s subscription record.
   
   Open this record to verify the information is in Sync with Salesforce. The connector also updates the Salesforce Id associated with this change order in this record as shown in the following image:
   
2. The Status of the subscription line associated with the change order also gets updated based on change order’s effective date.
   
   
   

Steps to create the Modify Pricing record for an active change order in Salesforce

Once an active change order record is created in Salesforce, it is possible to define a new price plan, new quantity, and new discount for each item line by initiating a Modify Pricing change order in Salesforce. Use the following steps to create the Modify Pricing record:

1. From the Subscription pane, select Modify. The Primary Information window is displayed.
   
2. Add a description in the Memo field.
3. Select the applicable date from the Effective Date field.
   
4. Click Apply to include the subscription line in the Modify Pricing Change order.
5. To change the existing quantity and discount offered on each subscription line, enter the new quantity and discount in percentage in the New Quantity and New Discount field.
6. Review the existing Prince Plan associated with the subscription line using the Price Plan field. You can also edit and create a new price plan by clicking +Add in the New Price Plan field.
   
   
7. Click Done. The Subscription Change Order page is displayed.
   
   
8. Click Sync to NetSuite to initiate the Modify Pricing record import from Salesforce to NetSuite. When you click this button, the connector executes the Salesforce Subscription Change Order to NetSuite Subscription Change Order integration flow. Once the sync gets completed, the connector also updates the NetSuite Modifying Pricing record Id in Salesforce as shown in the following image:
   
   

The connector also updates the new Modify Pricing record in the Salesforce subscription record. 

Impact of Modify Pricing on the subscription record in NetSuite

Once you create the Modify Pricing change order record for a subscription in Salesforce and click Sync to NetSuite to initiate the change order import from Salesforce to NetSuite, a Modify Pricing change order is created in NetSuite’s subscription record.

Open this record to verify the information is in Sync with Salesforce. The connector also updates the Salesforce Id associated with this record as shown in the following image: