diff --git a/erpnext/docs/assets/img/articles/subscriber.png b/erpnext/docs/assets/img/articles/subscriber.png new file mode 100644 index 00000000000..e4ce64d4402 Binary files /dev/null and b/erpnext/docs/assets/img/articles/subscriber.png differ diff --git a/erpnext/docs/assets/img/articles/subscription-1.png b/erpnext/docs/assets/img/articles/subscription-1.png new file mode 100644 index 00000000000..cbff30f906c Binary files /dev/null and b/erpnext/docs/assets/img/articles/subscription-1.png differ diff --git a/erpnext/docs/assets/img/articles/subscription-plan.png b/erpnext/docs/assets/img/articles/subscription-plan.png new file mode 100644 index 00000000000..b60f796c2cc Binary files /dev/null and b/erpnext/docs/assets/img/articles/subscription-plan.png differ diff --git a/erpnext/docs/assets/img/articles/subscription-settings.png b/erpnext/docs/assets/img/articles/subscription-settings.png new file mode 100644 index 00000000000..405f0bf1a2d Binary files /dev/null and b/erpnext/docs/assets/img/articles/subscription-settings.png differ diff --git a/erpnext/docs/user/manual/en/accounts/articles/how-to-manage-subscriptions-with-erpnext.md b/erpnext/docs/user/manual/en/accounts/articles/how-to-manage-subscriptions-with-erpnext.md new file mode 100644 index 00000000000..97e6638f492 --- /dev/null +++ b/erpnext/docs/user/manual/en/accounts/articles/how-to-manage-subscriptions-with-erpnext.md @@ -0,0 +1,104 @@ +# How To Manage Subscriptions With ERPNext + +ERPNext now allows you to manage your subscriptions easily. A single subscription can contain multiple plans. At +the same time, A single subscriber can also have multiple subscriptions. ERPNext also automatically manages your +subscriptions for you by generating new invoices when due and changing the subscription status for you. + +## Related Doctypes +### Subscriber +Like its name suggests, the Subscriber Doctype represents your subscribers and each record is linked to a single +Customer. + +Subscriber form + +### Subscription Plan +Each Subscription Plan is linked to a single Item and contains billing and pricing information on the Item. You can have +multiple Subscription Plans for a single Item. An example of a situation where you would want this is where you have +different prices for the same Item like when you have a basic option and premium option for a service. + +Subscription Plan Form + +### Subscription Settings +Subscription Settings is where you tweak the behaviour of the Subscription Doctype. For example, you can set a grace +period for overdue invoices from it. You can also elect to have a subscription cancelled if an overdue invoice is not +paid after the grace period. + +Subscription Settings Form + +## Creating A Subscription +To create a Subscription, go to the Subscription creation form +`Explore > Accounts > Subscriptions` + +Subscription form + +Select a Subscriber. + +If you want to cancel a subscription at the end of the present billing cycle, check the 'Cancel At End Of Period' +check box. + +Select the start date for the subscription. By default, the start date is today's date. (Optional). + +If you are giving the subscriber a trial, enter the Trial Period Start Date and Trial Period End Date. + +If your invoice is not payable immediately, you can set the number of days before the invoice will be due in the +'Days Until Due' field. + +If you require more than one unit of a plan, set it in the 'Quantity' field. For instance, a web developer is subscribed +to your web hosting service. The developer buys a plan for each customer. Instead of having multiple subscriptions for +the same plan, you can simply increase the quantity as needed. + +In the 'Plan' table, add Subscription Plans as required. You may have multiple Subscription Plans in a single +Subscription as long as they all have the same billing period cycle. If the same Subscriber needs to subscribe to +plans with different billing cycles, you will have to use a separate subscription. + +Select a Sales Taxes and Charges Template if you need to charge tax in your invoices. + +Fill the relevant fields in the 'Discounts' section if you need to add discounts to your invoices. + +Click Save. + +### Subscription Status +ERPNext Subscription has five status values: +- **Trialling** - A subscription that is in trial period +- **Active** - A subscription that does not have any unpaid invoice +- **Past Due** - A subscription whose most recent invoice is unpaid but is still within the grace period +- **Unpaid** - A subscription whose most recent invoice is unpaid and past the grace period +- **Canceled** - A subscription whose most recent invoice is unpaid and past the grace period. In this state, ERPNext no longer monitors the subscription. + +### Subscription Processing In The Background +Every one hour interval, ERPNext processes all Subscriptions and updates each for any change in status. It will +create new invoices if need be. When an outstanding invoice is paid, ERPNext updates the subscription accordingly. + +### Manually Updating Subscriptions +Once you have saved a subscription, you can change the 'Days Until Due', 'Quantity', 'Plans', 'Sales Taxes and Charges +Template', 'Apply Additional Discount On', 'Additional Discount Percentage' and 'Additional Discount Amount' fields. + +Note that changing any of the values will reflect in newly generated invoices only. Previously generated invoices will +not be changed. + +### Cancelling Subscriptions +To cancel a Subscription, simply click the 'Cancel Subscription' button. The subscription will update its 'Cancellation +Date' field and the subscription will no longer be monitored. + +If you are cancelling an active subscription, an invoice will immediately be generated. The generated invoice will be on +pro-rata basis by default. If you want ERPNext always create an invoice for the full amount, uncheck the 'Prorate' field +in Subsciption Settings. + +### Restarting Subscriptions +To restart a canceled subscription, simply click the 'Restart Subscription' button. Note the Subscription will empty +its invoices table. Note that the invoices will still exist but the Subscription will no longer track them. The start +date of the subscription will also be changed to the date the Subscription is restarted. The start of the billing +cycle will also be set to the date the Subscription is restarted. + +### Recalculating Subscriptions +Some times, a Subscription's status might have changed but might not yet be reflected in the Subscription. You can force +ERPNext to update the subscription by clicking 'Fetch Subscription Updates'. + +### Subscription Settings +**Grace Period** represents the number of days after a subscriber's invoice becomes overdue that ERPNext should delay +before changing the Subscription status to 'Canceled' or 'Unpaid'. + +**Cancel Invoice After Grace Period** would cause ERPNext to automatically cancel a subscription if it is not paid before the grace period elapses. This setting is off by default. + +**Prorate** would cause ERPNext to generate a prorated invoice when an active subscription is canceled by default. +If you would prefer a full invoice, uncheck the setting. \ No newline at end of file