Create, Activate, Modify, Renew Subscriptions

Introduction

The Salesforce - SuiteBilling connector enables you to create and manage recurring subscriptions within Salesforce or NetSuite. Subscription Change Orders can originate in either of the systems Salesforce or NetSuite the relevant data can be synced back and forth in real-time.

The following diagram illustrates how you can create subscriptions in Salesforce and manage subscriptions change orders in Salesforce and/or NetSuite.

In the following sections we will be discussing how to:

• Create Opportunity, Subscription, NetSuite Sales Order in Salesforce.
• Manage Subscription Change Orders in Salesforce.
• Manage Subscription Change Orders in NetSuite.

Salesforce: Create Opportunity, Subscription, NetSuite Sales Order

To create an Opportunity, Subscription, and a NetSuite Sales Order:

1. As a Sales Representative, in your Salesforce account, go to the Sales view.

2. Go to Opportunities and then select an existing opportunity or create a new one.

3. Click the New Subscription button. If you do not see this button, please make you had made the required layout changes documented here.

4. In the New Subscription window, enter or select appropriate details in the following fields:

• Name: A name for the subscription that you are about to create.
• Account: The Salesforce account for which you want to create a subscription. This field is auto-populated.
• Billing Account: The billing account field shows all billing accounts available for that account. A billing account contains billing-specific information, including billing schedule, default payment terms, bill-to address, and currency. A customer can have multiple billing accounts, including a default billing account.
• Billing Account Description: A meaningful description for the Billing Account you selected above. Note: This field is uneditable because the description will be automatically fetched from NetSuite Subscription.
• Subscription Plan: The subscription plan that has to be selected for the subscription being created. The plan will contain a set of products that are entered in NetSuite Subscription.
• Pricebook: The Pricebook to be used for the selected Subscription Plan. A Pricebook contains prices of the subscription plan lines. You can create one or more price books for a subscription plan.

5. Click either of the following buttons:

• Click Quick Create. The subscription gets immediately created and you see the Details tab of the subscription.
• Click Next.

 i. enter appropriate details in the following fields

• Billing schedule: The name of the billing schedule that will be applicable to the subscription being created. This field will be auto-populated.
• Billing frequency: The frequency for bills to recur. This field will be auto-populated.
• Initial term defined: Enter the initial term for the subscription plan. For example, 6 months or 1 year.
• Start Date: The date on which the subscription being created has to start.

ii. Click Next.

iii. Under Subscription Lines, select the plans that you wish to include in the Subscription.

Note: The status of the Subscription should move from Draft to Pending Activation and then to Active. Initially, you will assign the Draft status to a subscription being created.

iv. Click Save. The subscription gets created and you see the Details tab of the subscription.

6. On the opportunity for which you created the subscription, click the Create NetSuite Order button. This will create a Sales Order in NetSuite and associate itself with the Subscription you just created.

7. The Sales Order created is now to be approved in NetSuite. After approval, in NetSuite,  the status of the Subscription changes from Draft to Pending Activation.

8. Go to Settings > Integration Flows > Subscription > NetSuite Subscription Status to Salesforce Subscription Status and run the flow manually. This syncs the Subscription status (Pending Activation) to Salesforce.

Note: Generally, you should schedule the NetSuite Subscription Status to Salesforce Subscription Status flow.

9. You are now ready to Manage Subscription Change Orders in Salesforce or NetSuite.

Salesforce: Manage Subscription Change Orders | Manage Subscription

Assumptions:

• It is assumed that as a Sales rep in Salesforce, you have already created an opportunity and subscription in Salesforce, and after a proper review of the Opportunity and the Subscription details, you have also created a NetSuite Sales Order.
• In NetSuite, the Finance executive, has approved the received Sales Order.
• You have already run the NetSuite Subscription Status to Salesforce Subscription Status flow manually. This syncs the Subscription status (Pending Activation) from NetSuite to Salesforce.

To manage Subscription Change Orders in Salesforce:

1. As a Sales team, in Salesforce, activate, modify, and renew subscriptions.

Activate Subscription | Change Order

As a Sales representative, if you want to edit or to change the subscription status:

1. In your Salesforce account, go to the Subscriptions tab.

2. Click the desired subscription.

3. Click Activate.

 

4. Under Activate Subscription Change Order, enter or select the following details.

• Effective Date: Select an appropriate effective date as to when the subscription should start.
• Memo:  Enter your notes here if any.
• Under Change Order Lines, click the toggle button to apply the desired subscription plan.
• Click Done. The subscription status gets synced to NetSuite automatically.

Note: Please ensure that you run/schedule the NetSuite Subscription Status to Salesforce Subscription Status flow as well. You can find this flow at Settings > Subscription > NetSuite to Salesforce.

Modify Subscription Pricing | Change Order

As a Sales Representative, to modify the existing subscription price:

1. In your Salesforce account, go to the Subscriptions tab.

2. Click the desired subscription and then click the Modify Pricing button.

3. Under Subscription Change Order - Modify Pricing, enter the following details.

• Effective Date: The date from which the modified subscription pricing is applicable.
• Memo: Enter your notes here if any.

4. Under Change Order Lines, perform the following.

• Click the toggle button to change the status to Applied for the lines that you wish to modify.
• Enter the appropriate number in New Quantity and New Discount.
• Select the Price Plan if required.
• Optionally, you can also add a New Price Plan.

5. Click Done.

Renew Subscription | Change Order

As a Sales Representative, to modify the existing subscription price:

1. In your Salesforce account, go to the Subscriptions tab.

2. Click the desired subscription and then click the Renew button.

3. Under Subscription Change Order - Renew, enter the following details.

• Renewal Method: Generally, you will be selecting Extend Existing Subscription. However, if you are creating a new subscription, select Create New Subscription.
• Renewal Term: Select the desired renewal terms from the available list.
• Renewal Start Date and Renewal End Data: Select appropriate dates to define the duration of renewal validity.
• Memo:  Enter your notes here if any.

4. Under Change Order Lines, use the toggle button to apply the appropriate subscription plan.

5. Click Done.

NetSuite: Manage Subscription  Change Orders | Manage Subscription

Assumptions:

• In NetSuite, the Finance executive, has approved the received Sales Order.
• You have already run the NetSuite Subscription Status to Salesforce Subscription Status flow manually. This syncs the Subscription status (Pending Activation) from NetSuite to Salesforce.
• In NetSuite, you just want to Activate, Modify, or Renew a Subscription.

Activate, Modify, Renew Subscription | Change Orders

In NetSuite, you can activate, modify, or renew a subscription. The sections below help you accomplish the same.

Activate Subscription | Change Order

To activate a subscription:

1. Go to Transaction > Sales > Enter Sales Orders > List and then click the View link of the desired Sales Order.

2. Click Approve.

3. In the approved Sales Order, go to the Items subtab and click the Subscription Plan name and then click the Activate button to activate the subscription. The status of the subscription plan line items changes to Active.

Modify Subscription | Change Order

To modify a subscription:

1. Go to Transaction > Subscriptions > Create Subscriptions > List and then click the View link of the desired subscription.

2. Click Modify Pricing.

3. On the Subscription Change Order - Modify Pricing page, modify the quantity, discount, or both for the desired line items.

4. Click Save.

Renew Subscription | Change Order

To renew a subscription:

1. Go to Transaction > Subscriptions > Create Subscriptions > List and then click the View link of the desired subscription.

2. Click Actions > Renew.

3. On the Subscription Change Order - Renew page, select or enter appropriate values in the available fields.

4. Click Save.

5. Change Orders in Salesforce or NetSuite.

Known Limitations

• If you delete a Subscription or Subscription Change Orders in Salesforce, it does not get synced to NetSuite. You will have to manually delete it from NetSuite.

Things to Remember

• You cannot activate a subscription that has a future effective date. For example, if a subscription is to be activated on 15th December 2018, you cannot activate it on 13th December 2018.
• You cannot renew a subscription until the renewal end date is reached. For example, if the renewal end date of a subscription is 15th December 2018, you can renew the subscription-only on 15th December 2018 and not before that.

FAQs

• In Salesforce, why is the Subscription status being shown as Draft?

Answer: If you activate the subscription from Salesforce then it gets synced to NetSuite automatically. However, the status under the Details tab of the subscription created still remains as Draft. For that, you need to run the flow run/schedule the NetSuite Subscription Status to Salesforce Subscription Status flow in integrator.io that is available at Settings > Subscription > NetSuite to Salesforce.