Once a Subscription List is created, customers need to be registered on the list. From the listing of existing subscription lists you can select the subscription list and add a subscription order. Subscription order is where customers or subscribers are added or registered to subscription lists. However this method of adding a subscription order is possible only under below scenarios.
- For a subscription list where the Charge Method is set up as “A= Pay as You Go”
- When Charge Method is not “A=Pay as You Go”, then an order placed via Sales Order Entry should exist where the subscribers of the the order is only partially added to the subscription list. By using the add subscription order option rest of the subscribers can be added to the list.
The defaults setup in the subscription list maintenance can be overridden here to suit the specific customer requirements. One customer can have many individual subscriptions to many different subscription lists. They may also have multiple subscriptions to the same subscription List.
Customers can also be added to subscription lists via the Sales Order Entry process. To decide whether there is a duplicate subscription order, a switch is held on TMSSM/DUP-SUBS control file which checks for customer/customer reference or customer only.
Online Subscription orders can be processed as part of the normal order entry. Online subscription order records can have an additional contact, belonging to administrator contact type specified in TMSCRM/CR-ROLE control file. This additional contact will be responsible in administering the subscription including the application of user seats for named subscriptions.
The contact can be added when entering the subscription order. The email address will default from the contact record but can be overridden. A warning message will display if the contact ID and email address are not entered. Captured contact details will be sent to the DPD via the DPD interface. Whenever any of the online subscription details are changed the changes will be resent to the DPD.
Term and Price overrides are allowed based on the Charge Method on the header.
Event based subscription can be renewed by time or by event. If a subs term is defined with time definition on TMSSM/SL-STRMT, the subscription will be renewed by time. If no time definition, it will be renewed by event. The field Remaining Issues on subscription order file will be used to determine when to renew.
Notes can be added to customer history file when the subscription order is added, closed or the subscription order status is changed.
This program allows you to:
- Add a subscription order when Charge Method = A
- Add subscribers when the sales order exists
Add a subscription order when charge method = A
- In the menu, expand Publishing Modules > Subscriptions Management > Maintenance and then double-click Work with Subs Lists. SMW005 Subscription List Selection panel appears.
- Click OK to display all the subscription lists in the system. SMW005 Subscription List Maintenance main panel appears.
- Select the subscription list and click option Orders. SMW015 Subscription Order Maintenance panel appears.
- Click Add to add a new subscription order. SMW020 Subscription Order Maintenance panel appears.
| Functions | Description |
| List | Use this function to inquire on the selected subscription list |
| Change mode | Change mode can be used to retrieve back from the add mode to subscription order maintenance (SMW015). |
- Enter the customer number and click OK.
| Fields | Description |
| Customer reference | This is a reference number or order number issued by the customer and can be used as the key to finding information in inquiries. This field can be setup as mandatory and can be maintained. When using the Subscription filter for the Customer Reference field if it comes from Order Entry the system displays an exact match rather than match by word. |
| Customer reference date | Used in Customer Order Maintenance within the Work with Sub Lists program this is the date when the original order was received and/or the subscription was registered and it can be maintained if required. |
| Online Access Type |
Select the online access type displayed based on the values specified in the control file TMSSM/SL-OLAT. |
| Subscription order status |
For a new subscription, the status is A. When the current term of the subscription expires, the system changes the subscription status to under renewal (B=Renewal). A manual instruction is given to change the status to Active when payment has been received. |
| Quantity | The Quantity Multiplier displays. This is the number of copies a customer receives of what is on the Subscription List. |
| Gratis code | Gratis codes determine the reason for providing an ISBN free of charge; these are defined in control file TMSSM/SLSGRTC. |
| Gratis requester | This text entry indicates who initiated or approved the gratis subscription. |
| Subscription source | Enter a Subscription Movement Analysis code. |
| Subscription promotion | This is an optional entry and is only required if subscription is a result of a sales promotion. |
| Override term/length |
Term type of the subscription list. Term type set-up in TMSSM-SL-STRMT, can be time based or event based. Event based would be issuing publications when they are available. Time based is when issues of a publication are sent out on a regular basis. |
| Subscr. start date | The start date of a subscription is important for determining a renewal date. It is also used by the system to determine when to record deferred revenue, if the Payment Type is Pay In Advance. A moratorium period is also calculated based on this start date. The date defaults to the current system date and can be overridden if required. For Pay in Advance Anniversary charge method, this date is the anniversary date for the new invoice cycle per customer. When orders are processed, the system checks this Start Date and does not process orders with a date greater than the current system date when a Release is processed. |
| Subscr. end date | In Work with Sub Lists and Sub Lists by Subscription, when a cancellation is processed for a Pay In Advance order, this ending date is entered. |
| Next renewal date | This is the specific date on which renewal notices are to be sent out. For Renewal Product Lists, when a release is finalised, the system checks the Charge Method and Term Type and calculates the next renewal date on either the header or all the orders – for time based subscriptions. The header date is updated in the case of fixed renewals and the order level renewal date is updated in the case of anniversary renewals. The system runs an error check for ‘subscription renewal date is before today’ when the next renewal date is older than today. This is necessary in order to minimise entry errors. Next renewal date is maintainable for certain event based subscriptions e.g. magazine issues that have time type defined in control file TMSSM/SL-STRMT. |
| Subscr. ending cycle |
The system inserts this Ending Cycle number when a subscription has terminated or expired. When the release program updates the Subscription List with the Issue Number, the system can determine whether or not the status of the subscription should be changed or a renewal notice sent out. So for example if the subscription was for volume 10 which had 3 parts to the volume, the number 3 would be seen here when the subscription has expired. Or in the case of issues, the last issue number is entered here. If it is known a subscription is to be cancelled, this information can be entered ahead of time. The number of the issue or part can be entered prior to the release of this issue or part. When the next release is processed the system knows this subscription is no longer active. |
| Admin contact | Online subscription order records can have an additional contact, belonging to the admin type specified in TMSCRM/CR-ROLE and it will be specified here. |
| Email address | This is the email address of the admin contact. Email address will be defaulted from contact but can be overridden. |
| Functions | Description |
| Cust | Use function Cust to inquire on the customer details (DSI070 – Customer Masterfile Inquiry). |
| Text | Allows entry of two lines of special instructions, which is stored with Text type SBI and copied to delivery order during subscription release in SMO045. |
| Bill | Use function Bill to inquire on the billing customer details (DSI070 – Customer Masterfile Inquiry. |
- Enter all the relevant information and Page down.
| Fields | Description |
| Moratorium from/to date | A period of time usually immediately following a new sale, where customers are not charged for issues or updating material normally involving a charge, or where payment is suspended for a period of time. The actual moratorium period is usually dependent on the subscription title involved and is for Pay As You Go subscriptions only. The start of the moratorium period is based on the Subscription Start Date, allocated when customers are registered on the Sub List via the Order Maintenance function. If a moratorium does not apply, leave this field blank. |
| Moratorium discount rate | The moratorium discount rate. If it is a no charge moratorium, the discount rate is 100%. If a Moratorium does not apply, leave this field blank. |
| Moratorium reason code | A user defined reason code which is allocated to the Sub List or Customer Order to give an indication of why a moratorium is applicable. For example it could be a company policy for new subs or a specific sales promotion. If a Moratorium does not apply, leave this field blank. |
| Discount from/to date | This indicates the effective dates between which a discount rate is applicable for this customer. If it is applicable for as long as the subscription is valid, enter an ending/to date of 999999. If a moratorium is applicable, this discount should only start once the moratorium period has ended. |
| Discount rate | This is the actual percentage applicable if a discount is being given. |
| Discount reason code | A user defined reason code to indicate why a discount is applicable to the order. The discount reason codes are maintained in Control file TMSSM/SL-SDSS. |
| Source of order | Select a value as the source of order from the user defined codes from the control file TMSDS/TR-SRCT, which indicate what external source the order come from. |
| Type of sale | Select a value as the type of sale from the user defined codes from the control file TMSDS/TR-TOS. |
| Grace days | The default period of grace allowed for a customer to pay for a subscription renewal before the subscription is cancelled. This is expressed as a number of days from the renewal date. When the current term of the subscription expires, the system changes the subscription status to grace and uses this grace period to keep the subscription active until it is paid. Once paid the subscription status is changed to active. The status change to active is a manual process activated by a notification where payment has been received. If the subscription is not made active, then it ceases to release orders for the customer after the grace period and changes the status to closed. This default can be overridden for individual customers. |
| Order priority | Order priority is used in PAYG Campaign subscriptions to allow override of delivery so it can be delivered in week 1. |
- Enter all the relevant information and Page down.
| Fields | Description |
| Payment terms | The Payment Terms from the Customer masterfile default and can be overridden if necessary. |
| Payment type | If a Credit Card payment is being used, the Source of Order must be Cash Sale. This method of payment would only be used for payment of an invoice. |
| Company bank | The default Bank to which Subscription Payments should be posted. |
| Payment receipt currency | The Currency in which the Payment is made is entered here. |
| Credit card no | If the Charge Method is Pay As You Go, (and a Credit Card Payment Type has been selected), the Credit Card number should be entered. |
| Payer name | If the Charge Method is “Pay As You Go”, and a Cheque Payment Type has been selected, the Payer Name, as it would appear on the cheques, could be entered. |
| Cancellation code |
When creating a new subscription this field is left blank. If a subscription is cancelled, the user can nominate the reason a customer has given for cancelling their subscription. When a customer changes the quantity of an existing subscription, either up or down, or transfers to another account the existing subscription needs to be cancelled and a new one created. |
| Cancellation text | In Customer Order Maintenance within the Work with Sub Lists program text recording the details for a cancellation can be entered and maintained. This field becomes mandatory when a cancellation code is selected. |
- Enter all the relevant information and click OK. SMW020A Subscription Address Maintenance – Add panel appears.
- Update and address details and click OK. SMW020C Subscription Component Orders – Change panel appears.
- Link the subscription component to the subscription order as required and click OK. Subscribers are added to the subscription list.
Add subscribers when sales order exists
- In the menu, expand Publishing Modules > Subscriptions Management > Maintenance and then double-click Work with Subs Lists. SMW005 Subscription List Selection panel appears.
- Click OK to display all the subscription lists in the system. SMW005 Subscription List Maintenance main panel appears.
- Select the subscription list and click option Orders. SMW015 Subscription Order Selection panel appears.
- Click Add to add a new subscription order. SMW020 Subscription Order Maintenance panel appears.
- Specify a customer with an existing sales order and where the subscribers in the order are only partially added to the subscription list. Click OK. SMW020D Invoice Selection panel appears.
- Select the invoice related to the sales order and click OK. SMW020A Subscription Order Maintenance – Add panel appears.
- Specify the Order Status and Subscription Source. Specify the number of subscribers to be added to the subscription list as the Quantity and click OK.
Note The quantity should be less than or equal to the value displayed under User Licenses field which indicates the balance subscribers to be added based on the initial sales order placed. SMW020A Subscription Order Maintenance – Add panel appears. - Enter all the relevant information (as described in the previous section) on the next 3 panels and Page down.
- SMW070C Subscription Online Authorised Users -Change panel will appear if Media Type = Online for the subscription list.
- Specify the contacts and quantities and click OK. SMW020A Subscription Address Maintenance – Add panel is displayed.
- Maintain any address details and click OK.
