Renew Change Order

As a sales representative or account manager, this feature provides you with an option to edit an existing active subscription and create a renew change order. A renew change order is created to renew a Subscription once the Subscription Term ends. This feature allows you to renew a subscription along with the ability to upsell or cross-sell by changing subscription plan, including more products in the renewal or even changing the pricing for each of the product included for renewal.

A subscription can be renewed, by creating a renew change order, when it meets the following conditions:

• Subscription, for which the renewal subscription needs to be created, is in the Active state. A renew change order can only be created for an Active Subscription.
• Subscription has at least one Price Book Line that is of type Usage or Recurring.
• An active change order exists in the subscription on the date when renew subscription is being created.
• At least one subscription line must have the “Include in Renewal Subscription” field marked as “True”.

Once all the aforementioned conditions are met, you can click the Renew button on a subscription to create a renew change order.

Once a renew change order is created for an existing subscription, the SuiteBilling connector (via Salesforce Subscription Change Order to NetSuite Subscription Change Order flow) allows you to sync this renew change order into NetSuite. In NetSuite, a new Subscription and Sales Order record is created using this renew change order. The new subscription in NetSuite is then synced back to Salesforce as a renewal subscription. The sales order created in NetSuite for a customer is synced to Salesforce as a renewal opportunity using the NetSuite Sales Order to Salesforce Opportunity flow. The overall start and end dates of the sales order define the subscription term, and items on the sales order generate subscription line items on the renewal subscription.

Renew Change Order Data flow

Types of Renewal Subscription

When you click the Renew button on an existing active subscription to create a renew change order, the Primary Information page is displayed, which can be used to create new or extend the existing subscriptions.

You can use the Renewal Method drop-down list to create one of the following types of renewal subscription:

Create New Subscription

Use this Renewal Method to create:

• A renewal Subscription with a new Price Book and Subscription Plan.
• A renewal Sales Order in NetSuite.
• A renewal Salesforce Opportunity corresponding to the renewal Sales Order in NetSuite.

Select this option and define the values in the Renewal term, Renewal Plan, and Renewal Price Book field as per your requirement. Assign a date in the Renewal Start Date and Renewal End Date field. In the Renewal Transaction Type field, select the Sales Order option to create a sales order in NetSuite with a new subscription.

Click Apply for each subscription line you want to include in the new renewal subscription.

Click the value in the Price Plan field to access the Price Plan window for reviewing and editing the price plan associated with the subscription line and click Save. 

Note: Creating Estimate and Opportunity using the Renewal Transaction Type field is not supported in this release.

The Subscription Change Order page is displayed. Click Sync to NetSuite to sync the renew change order to NetSuite.

To open the synced renew change order in NetSuite, go to subscription record and click the Subscription Change Order subtab and click View.

Once the renew change order is synced to NetSuite, this change order is used for automatically creating a new Subscription and Sales Order in NetSuite. A new renewal subscription is created with a suffix “Renew 1”. For example, if the subscription name you are renewing is ACME LTD then a renewed subscription will get created with a name, ACME LTD Renew 1.

To find the associated subscription and sales order, from the Subscription Change Order- Renew page click the Renewals Details subtab.

The new subscription is then synced back to Salesforce as a renewal subscription with the same name:

The sales order from NetSuite is synced to Salesforce as Opportunity. This renewal opportunity will also display the associated subscription in the Subscriptions panel

Note: For a renewal opportunity to be successfully created in Salesforce from the sales order in NetSuite, the subscription that is added to the sales order needs to be in the draft state. This means at least one subscription line in the subscription has to be in the Included state.

The following tables display the status of Subscription line in existing Subscription and its corresponding status in the renew change order:

Subscription Line Type: Usage and Recurring

Subscription Line Type: One-Time

Extend Existing Subscription

As the aim is to extend the subscription along with all its associated components, you must only select the Renewal Method as Extend Existing Subscription.  Define the values in the Renewal term, Renewal Start Date and Renewal End Date field and click Done.

Once you click Done, the Subscription Change Order page is displayed. Click Sync to NetSuite to sync the renew change order to NetSuite.

The following tables display the status of Subscription line in existing Subscription and its corresponding status in the renew change order:

Subscription Line Type: Usage and Recurring

Subscription Line Type: One-Time

Note:

• Once created, a Renew Change Order cannot be deleted or edited.
• The Renewal Transaction Type drop-down list in the Change order page only supports Sales Order. The remaining transaction types are not supported in this release.