CKL Software GmbH

Functions

This chapter describes the various functions of bill-to in detail. The exact setup can also be found in the other chapters.

Billing

There are various functions that can affect billing.

Collective invoice

Different invoices can be combined into a collective invoice. Whether subscriptions should be combined is controlled via the Collective invoice code field on the subscription card. The function can be controlled in the Subscription setup.

Field	Description
Allow collective invoices	Specifies the circumstances under which collective documents are created if this is stored in the collective invoice group in the subscription. The following options are available: Open documents: Allows a collective invoice for all related open invoices or orders. Unposted documents: Allows a collective invoice for all related open or approved invoices or orders. Current batch only: Allows a collective invoice only for related documents that are generated in the same batch. Never: Categorically prevents collective invoices, even if this is set up in subscriptions.
Allow collective invoices for interim invoices	Specifies whether collective invoices are allowed for interim invoices.
The different collective invoice codes can be created here.

Only two subscriptions with the same code can be combined; in addition, the following fields must match:

Sold to customer
Invoiced to customer
Currency code
Document type
Design code
Auto-text code
Invoice discount code

Invoice date determination

Invoice date determination controls the posting date, document date and delivery date when creating the invoice. A default value for all subscriptions can be stored in the subscription settings.


Ill. Invoice date determination settings

Field	Description
Code	Specifies a code that uniquely identifies this set of invoice date determinations.
Description	Provides a more detailed explanation of the invoice date determination.
Posting date	Specifies how the posting date is determined.
Document date	Specifies how the document date is determined.
Delivery date	Specifies how the delivery date is determined.

Manual invoice release

Subscriptions are usually automatically released for invoicing, but in the case of service hours, a release can also be useful if subscriptions have not yet received all the necessary data. Therefore, a distinction is made between manual and automatic release. A general release type is stored via the Subscription Setup in the Default Value tab in the Release Type field. A different release type can be selected via the subscription type group.

Interim invoice

If a service is billed in advance, changes in quantities or new purchases may occur during the term. For this purpose, it is possible to create interim invoices. The existence of an interim invoice is controlled via the Interim invoice date field on the subscription card. As soon as a date is entered, the Start of accrual period field also appears. Interim invoices can also be included in collective invoices.

Automation

Invoicing can be largely automated. To do this, you need to set up

Deferrals

Especially for subscriptions that are billed in advance for longer periods, it is necessary to post accruals. For example, if a subscription is billed in advance for one year, the entire revenue should not be allocated to January (or whatever the starting month may be), but rather spread over the twelve periods of the year. Bill-to extends the Business Central standard functionality of

Bill-to extends the Business Central standard functionality of accrual templates, which ensure that a transfer posting to the defined periods is carried out automatically.

More detailed information on accruals can be found here.

Quantity Correction

The default settings for the quantity correction options are transferred from the Item to each individual Subscriptions Line in which this Item is addressed. However, they can also be changed on the item line itself or set there in the first place. This is possible both on the Subscriptions line itself and on the line card, which can be called up from the Subscriptions line.

The quantity correction options can be used to influence and change the actual quantity to be invoiced. An example business transaction could look like this: You have performed 14 support hours in a Months to be billed and recorded them to the corresponding subscription line. However, 5 support hours are included free of charge in your Quote to the customer, so you only want to charge 9 of the 14 hours. You can implement this automatically with Qty. Corrections.

Qty. Corrections are particularly important for the Calculation Method Default Consumption. Calculation Methods whose consolidated Operative Qty. are billed as one Amount with Quantity 1 should not be subject to Qty. Corrections.

If a Qty. Correction is applied, then its effect is also explained in a line of text in the Invoice, because this means that the recorded Quantity does not match the one invoiced.

Let's take a look at the Qty. Correction Type options in detail.

Minimum Quantity

With the Qty. Correction Type Minimum Quantity you set that a certain quantity is always calculated from , even if you have recorded less quantity in the period to be billed.

Imagine the following business transaction: In your contract with the customer, it is agreed that you will bill at least 10 hours of support in each Billing Frequency Code Filter, even if they have not been provided; this is part of your SLA, for example.

To do this, set the Qty. Correction Type to Minimum Quantity and the value in the Qty. Correction Type field to 10. If you have now only worked 8 hours in the interval to be billed, 10 hours will still be billed; the quantity to be billed will therefore be increased to the Minimum Quantity. If you have recorded more than the Minimum Quantity, the recorded Quantity remains the same; so if 11 hours are recorded in this example, 11 hours will also be billed.

The following text line is also displayed on the Invoice as information text: "A Minimum Quantity of 10 Units will be charged."

Contained Quantity

With the Qty. Correction Type Contained Quantity you can set that a certain quantity is never billed, even if it has been recorded in the Periods to be billed.

Imagine the following business case: In your contract with the customer, it is agreed that 10 free hours of support are included in each Billing Frequency Code Filter; this is part of your SLA, for example.

To do this, set the Qty. Correction Type to the value Contained Quantity and the value in the Qty. Correction Type field to 10. If you have now worked 15 hours in the interval to be billed, 10 of these will not be billed; the quantity to be billed will be reduced by the contained quantity to a total of 5 hours. If you have recorded fewer hours or the same number of hours as the quantity included, none of the hours will be billed.

The following text line is also displayed on the Invoice as information text: "A Quantity of 10 Units is included free of charge."

Consumed hours are not credited to subsequent Billing Frequency Code Filters.

Fixed Quantity

With the Qty. Correction Type Fixed Quantity, you can set a specific quantity to be billed regardless of the quantity actually recorded for the Billing Frequency Code Filter.

Imagine the following business transaction: You have agreed with a customer on a fixed cost for a service that will be invoiced regardless of the actual time spent, for example 5 hours for a sprint ticket. This is practically a fixed price agreement.

To do this, set the Qty. Correction Type to Fixed Quantity and the value in the Qty. Correction Type field to 5. This quantity of 5 hours will now always be billed, regardless of the actual quantity of hours recorded. Both 3 recorded hours and 10 recorded hours are billed as 5 hours.

The following text line is also displayed on the Invoice as information text: "A fixed Quantity of 5 Units will be charged."

Corridor

With the Qty. Correction Type Corridor, you define a quantity corridor within which the expense is billed according to the quantity actually recorded. Below the lower quantity of the Corridor, the recorded quantity is raised to the lower quantity for Billing; above the upper quantity of the Corridor, the recorded quantity is lowered to the upper quantity for Billing. Billing is only carried out according to the quantity actually recorded within the lower and upper Corridor.

The Qty. Correction Limit field is only used for the Qty. Correction Type Corridor in addition to the Qty. Correction field.

Imagine the following business transaction: You have agreed both a lower and an upper limit of billable hours for a one-off or recurring service. There is therefore a Quantity of hours that you bill, even if fewer hours have been worked. However, there is also a Quantity of hours that you can no longer bill, even if they have been performed. This is something like a flexible fixed price agreement, where part of the risk is taken by your client, namely when you need less Time than calculated, and part of the risk is taken by you, namely when you need more Time than calculated. Let's assume that you have estimated the effort at 5 to 8 hours and agreed on these limits.

To do this, set the Qty. Correction Type to the value Corridor, the field Qty. Correction to the value 5 and the field Qty. Correction Limit to the value 8. If 6 hours were actually worked, 6 hours will also be billed; if 7 hours were worked, 7 hours will also be billed. Both values are within the agreed Corridor. If less than 5 hours were recorded, the number of hours to be billed is increased to the Minimum Quantity of the Corridor, i.e. 5 hours. If more than 8 hours were recorded net, the number of hours to be billed is reduced to the maximum quantity of the Corridor, i.e. 8 hours.

The following text line is also displayed on the Invoice as information text: "A quantity corridor of 5 to 8 Units is taken into account."

Per Quantity

With the Qty. Correction Type Per Quantity, you define the quantity units to be billed, to which the actual recorded quantities are broken down. Instead of the recorded quantity, the number of units of measure defined in the Qty. Correction field is calculated.

Imagine the following business transaction: Your services are recorded in minutes but billed in units of quarter hours started. So if you have recorded 3 minutes, 1 x 15 minutes will be billed; if you have recorded 27 minutes, 3 x 15 minutes will be billed.

To do this, set the Qty. Correction Type to the value Per Quantity and the value in the Qty. Correction Type field to 15. If you now record 3 minutes, 1 unit will be billed. If you record 27 minutes, 3 Units will be billed.

The following text line is also displayed on the Invoice as information text: "The Quantity is invoiced in Units of 15."

Idle Time

If, after billing, the subscription is always to be paused for a defined period of time, this is specified via the downtime on the Billing Interval page.

The following fields are relevant for this:

Field

Description

Idle Time Calculation

Specifies a date formula that determines a downtime between the last and next billing periods. Normally, the next billing period begins exactly one day after the end of the previous one, i.e. it follows on seamlessly. You do not need to enter anything in this field. However, downtimes are useful for periodic services such as winter services. Define the downtime calculation in the same way as the billing period. Example: If there is a billing period of five months and a downtime of seven months before the next billing period begins, set the billing period calculation to 5M-1T and the downtime calculation to 7M-1.

Status after Idle Time

This field allows you to automatically set the status of a subscription after downtime. This is not necessary, as the next invoice for the subscription will not be issued until after the end of the downtime and the start of the next billing period. However, you may want to continue the service after the end of the downtime only after consulting with the customer, rather than automatically. The field has the following options:
<Empty>: The status of the subscription is not changed (i.e. it usually remains active).
Active: The status of the subscription is set to active.
Suspended: The status of the subscription is set to Suspended. This means that the subscription is not automatically invoiced at the start of the next billing period, but only after it has been manually set to Active again.

An example of a winter service is described here.

Paperless Billing

In some use cases, Documents should not be generated for each billing period. This is typical for rental period invoices or other direct debit procedures, where an overview is issued at the beginning of the Subscription Period showing when which sums will be debited, but no separate invoice documents are generated for the customer for the individual Billing Frequency Code Filters.

This can be mapped very easily using the G/L items option in the Billing Document to Create field on the "Invoicing" tab of the subscription card. If the G/L items option is selected here, Documents are not generated by the billing system in each Billing Frequency Code Filter, but G/L items are posted immediately.

Accordingly, the action in the Start menu of the subscription card that creates the invoice is not called "Create Invoice" but Post to G/L accounts:


Ill. Subscription Card Action Post to G/L Account

All transactions posted per Billing Frequency Code Filter are logged and can be viewed in the same way as the posted Documents. The corresponding action can be found on the subscription card under Entries - Posted Transactions.


Ill. subscription card Posted Transactions

All transactions booked for the Subscriptions and the Entries generated as a result can be called up retrospectively via this action:


Ill. Posted Transactions List

Zero Amt. Bill Handling

Zero Amount Bills can occur if, for example, there are Subscriptions that only contain Items that are billed according to consumption but have no consumption in the Current Billing Period.

Zero Amount Bills cannot be handled in the Default of Business Central. An error message is displayed when an attempt is made to post the invoice. This also means that the underlying subscription cannot be automatically switched to the next billing period, as this is linked to the posting of the Sales Invoices.

However, Zero Amount Bills can be handled very conveniently in bill-to in various ways. How the system handles Zero Amount Bills is set up in the Subscriptions Setup on the "General" tab in the Zero Amount Bills Handling field.

Setup Subscriptions Setup General

The following options are available there:

\<empty>: Procedure as in Default Business Central. The Zero Amount Bills must be deleted manually, the Subscriptions must be manually set to the next billing period.
Create & mark Subscriptions: Zero Amount Bills are created and can be posted. Subscriptions that have resulted in Zero Amount Bills are marked.
Mark Subscriptions: Zero Amount Bills are not created. Subscriptions that have resulted in Zero Amount Bills are marked.
Set next billing period: Zero Amount Bills will not be created. Subscriptions that would have created Zero Amount Bills are automatically switched to the next billing period.

A detailed explanation of these Options can be found in the chapter Setup - Subscriptions Setup - General.

If one of the two Options is selected where the subscriptions that would create or have created a Zero Amount Bills are marked (i.e.: "Create & Mark Subscription" or "Mark Subscription"), then the marked subscriptions can be found under the "Zero Amount Bills" tile on the Subscription Role Center:


Ill. Role Center Sales Document Subscription

If you click on the "Zero Amount Bills" tile, a list with the current Zero Amount Bills opens:


Ill. Zero Amount Bills List

From this list, the user can now decide how to deal with the Zero Amount Bills.

The following actions are available:

Action	Description
Subscriptions	Opens the subscription card so that any missed changes to the subscription can be made.
Reset billing document	The open invoice is reset and the subscription is activated for renewed billing in the same billing period. If an open Zero Amount Bills already exists because the "Create & Mark Subscription" option was used, this open Zero Amount Bills is deleted. The selection of this action assumes that the content of the Zero Amount Bills was/is incorrect because services performed during the billing period were forgotten to be entered in the subscription.
Set next billing period	The subscription is switched to the next billing period. If an open Zero Amount Bills already exists because the "Create & Mark Subscriptions" option was used, this open Zero Amount Bills will be deleted. The selection of this action assumes that the content of the Zero Amount Bills was/would be correct and that there is actually nothing to be billed in the current billing period.

The actions can be applied to one or several selected Subscriptions at the same time.

Prices

Individual prices per subscription

Subscription price lists can be used to set different prices for each subscription. For more detailed information, please see here.

Price entry on the subscription line

Prices are usually changed via the price lists. This method is cumbersome when there are many price changes. The price can also be changed directly on the line, but to do so, the function must be activated via Subscription setup and the Enter price on line field. It is important to note that this function should not be used for price scales.

Index prices

Prices can be automatically increased by a percentage on a periodic basis. A distinction can be made between a
simple index: The base price is always multiplied by the index for the period.
compound interest: All indices from the first to the last are calculated and added together. The respective calculation is set up via the index calculation plans. The index calculation plan can then be assigned to the respective item or subscription via the price lists.

Flat rates

The quantities in the subscription line can also be interpreted as a flat rate. To do this, the Flat rate sales field must be activated on the item card. If the interpretation is also to apply to purchasing, the Flat rate purchasing field must also be activated. If there is also a quantity scale, different descriptions can be maintained using the Scale description field on the item card. More detailed information can be found here.

Zero prices in consumption components

If a sales price of £0 is to be allowed for consumption-based items, for example for free support hours. This can be enabled either via the Allow zero prices field on the item card or via the line card.

Manual prices / Imported prices

The price for consumption-based items can also be entered or imported manually. To do this, the Component price determination by field on the item card can be set to Manual price / Import. If this setting is only to apply to a subscription, it can also be adjusted via the Line card on the subscription line.

Free billing months

If individual items are to be discounted separately, up to a discount of 100%, this can be controlled via free billing months. Further information can be found here.

Imputed unit costs

Imputed unit costs can be used directly in the subscription. A distinction is made between quantity-dependent and quantity-independent costs and between direct and indirect costs. Further information on how to set this up can be found here .

Management

This section lists the functions that bill-to offers to improve subscription management.

Subscription configuration and templates

Subscription configuration and subscription templates are available to help you create subscriptions manually more quickly.

Type	Description
Subscription configuration	Header information is pre-filled in the configurations and can then be selected when creating new subscriptions.
Subscription templates	Subscription templates save subscription lines, allowing you to save identical structures and either load them into a subscription or link them directly to a subscription configuration.

Watchlist Reason codes

For subscriptions that you want to monitor, you can define watchlist Reason codes and assign them to the subscriptions. These marked subscriptions are displayed in your role centre.


Ill. Watchlist Reason codes

Field	Description
Code	Specifies a Reason code to be assigned to the subscription watchlist entry.
Description	Specifies a description of what the code stands for.
Number of subscriptions	Specifies the number of subscriptions that have this watchlist Reason code assigned to them.

Customer Subscription Setup

Customer subscriptions can be used to call up and edit all subscriptions for the same Customer in a general overview. This is an ideal tool for displaying and editing Subscription Items from the same Customer that are split across several subscriptions due to different terms and Billing Frequency Code Filters in a single overview.

One possible procedure for editing subscriptions is therefore to manage the continuous maintenance of subscriptions after the initial creation via the so-called customer subscriptions, which virtually bring several subscriptions into one view and make them editable in this view.

The type of virtual customer subscription can be configured in the customer subscription Setup. An unlimited number of setups can be created for customer subscriptions.


Ill. Customer Subscription Setup

The following fields are available in the Customer Subscription Setup:

Field	Description
Code	Specifies the Primary Key of a customer subscription Setup.
Description	Describes the customer subscription Setup in more detail.
Scope	Determines the Scope of the Line. displayed in the customer subscription. The following options are available: Subscription Item: In the customer subscription, only the Subscription Item Lines of the subscription are displayed, but not e.g. text lines, group totals etc. Entire subscription: All lines of the respective subscription are displayed in the customer subscription.
Skip Subscription Header	By default, the Customer Subscription displays a header line at the beginning of each Subscription of the same Customer, which contains the Subscription No. and Description. This switch can be used to deactivate the creation of this heading line in the customer subscription.
Skip Empty Line	By default, the customer subscription generates a blank line between each subscription of the same Customer. This switch can be used to deactivate the creation of this blank line in the customer subscription.
Subscription Type Group	The creation of a Customer Subscription is always filtered to the Subscriptions of the respective Customer. However, three additional filters can be set to restrict the consideration of certain subscriptions. The subscriptions to be taken into account in the customer subscription can be filtered via the Subscription Type Group, the Billing Frequency Code Filter and the Subscription Period. The Subscription Type Group field filters the subscriptions to be taken into account for the customer subscription to a specific subscription type group, e.g. MICROSOFT, RENTALS or similar. A filter can be preselected in the customer subscription Setup, but this can easily be changed again in the actual customer subscription.
Billing Frequency Code Filter	The Billing Frequency Code Filter field filters the subscriptions to be taken into account for the customer subscription to a specific billing frequency, e.g. 1M, 1Y or similar. A filter can be preselected in the customer subscription Setup, but this can easily be changed again in the actual customer subscription.
Subscription Period	The Subscription Period field filters the subscriptions to be taken into account for the customer subscription to a specific subscription period, e.g. 1Y, 3Y or similar. A filter can be preselected in the customer subscription Setup, but this can easily be changed again in the actual customer subscription.

The following promotion is also available in the customer subscription Setup:

Field	Description
Recalculate Customers	It is possible that not all Customers have a subscription, but that only some of the Customers are billed via subscriptions, while others follow other business logics. The application keeps track of which Customers are subscription Customers and which are not. The Recalculate Customers action can be used to force a recalculation of the subscription Customers.

In the Customer Subscription Code field on the "Subscription default values" tab of the Subscription Setup, you can specify which customer subscription Setup is to be used as the default.


Ill. Customer Subscription Code

If there is no default for the structure of the customer subscription, the application itself decides on the structure.

Subscription family

The subscription family differs from customer subscriptions in that the connection must be maintained and only the subscription number of the parent subscription is printed on invoices.


Ill. Subscription family

The subscription family itself contains numerous fields and actions that allow the user to maintain and update all of a customer's subscriptions across the board.

Numerous actions in the header of the subscription family allow the user to make changes to the lines of several subscriptions at the same time.

The following actions are available:

Field	Description
Subscription	Calls up the subscription that belongs to the line of the subscription family on which the record pointer is currently located.
Next subscription	The Next subscription action is part of an action group that offers the following actions: Next subscription: Displays the next subscription family. Previous subscription: Displays the previous subscription family. Last subscription: Displays the last subscription family. First Subscription: Displays the first subscription family.
Reload	Edit Setup: Allows you to edit the current Subscription Families Setup.
Apply Changes	The Apply Changes action is part of an action group that offers the following actions: Apply Changes: Applies all changes defined in the New entry date, New quantity and Create new quantity line fields of the subscription family lines across all subscriptions, i.e. writes them back to the respective subscriptions. Set up batch changes: Provides the fields Entry date and Quantity, which can be filled in and then applied to all lines of the subscription family. Toggle generation: Toggles the value of the field ‘Create new quantity line’ from Yes to No or from No to Yes.
Enter components	The Enter components action is part of an action group that offers the following actions: Enter components: Allows manual entry of components and component changes to the subscription line on which the record pointer is currently positioned. Ordered quantity: Allows you to manually enter the ordered quantity for the subscription line on which the record pointer is currently positioned. Product version user: Allows you to manually enter the product version and user for the subscription line on which the record pointer is currently positioned. These actions are only available if the record pointer of a subscription family is currently positioned on a line that represents a subscription item line.
Line card	Calls up the line card of the subscription line on which the record pointer of the subscription family is currently positioned and allows changes to be entered as if the line card were called up from the respective line of the subscription.

The following fields are available in the subscription family lines, some of which are for information purposes only, while others are used to change values. If values in fields can be changed, this is indicated accordingly; all other fields are for information purposes only:

Field	Description
Type	Specifies the type of line.
No.	Specifies the number of the subscription or bundle item.
Description	Specifies the description of the subscription line or, in the header lines, the description of the subscription number and the subscription itself.
Component ID	Specifies the component ID, i.e. the unique identifier of the subscription line.
Calculation method	Specifies the calculation method for the subscription item line.
Belongs to bundle no.	Specifies the bundle no. to which a subscription item line belongs, if applicable.
Quantity	Specifies the subscription or consumption quantity currently assigned to the subscription line.
Unit code	Specifies the unit code of the subscription item line.
New entry date	This field is editable. Here you can enter the entry date of a new component line for the current subscription line. All changes can be written back to the respective subscriptions across all subscriptions using the Apply changes action. To be able to write back changes, the New entry date and New quantity fields must be filled in and the Create new quantity line field must be set to Yes.
New quantity	This field is editable. Here you can enter the quantity of a new component line for the current subscription line. All changes can be written back to the respective subscriptions across subscriptions using the Apply changes action. To be able to write back changes, the New entry date and New quantity fields must be filled in and the Create new quantity line field must be set to Yes.
Create new quantity line	This field can be edited if values are present in the New entry date and New quantity fields. Here you can determine whether a new component line should be created for the subscription line. If values are present in the date and quantity fields, the Create new quantity line field is set to Yes by the application, otherwise it is set to No. All changes can be written back to the respective subscriptions across all subscriptions using the Apply changes action. To be able to write back changes, the New entry date and New quantity fields must be filled in and the Create new quantity line field must be set to Yes.

Subscription Zoom View

In the Subscription Zoom View, subscription headers and lines can be displayed simultaneously in a list. Quantity changes can then also be added collectively in this list. The Subscription Zoom View can be found in the Role Centre.

Changed Subscriptions

A list can be called up that only contains the subscriptions that have been changed since a certain period of time. This function can be found in the Subscriptions tab.

Subscription alias

In many cases, the combination of subscription number and component ID is required to refer to a specific subscription line. This can be replaced by a subscription alias, which greatly simplifies handling, for example when importing quantity changes. More detailed information can be found here.

Batch recalculation

The amount fields are not updated with every change. If this update is to be triggered manually, this can be done via batch recalculation. Filters can also be stored here to make it more user-friendly. Further information can be found here.

Master data changes

Debtors

If the master data for debtors is changed, these changes can be applied either to subscriptions only or to open documents as well.

Transfer address fields

To enable address fields to be transferred automatically, the function must be activated in Subscription Setup via the Transfer address fields field.

Extend initial term

The initial term of a subscription can be extended automatically. The Extend initial period by field is used for this purpose. This extends the initial term of the subscription, which then reverts to the stored period calculation.

Order Tracking

There may be differences between a quantity approved by the customer and the quantity actually purchased. The Subscription Qty. ordered by the customer can be included in order items for each subscription line.

This section explains how order tracking works.

Activation

In order for order tracking to be available, the Activate Commission Tracking field on the General tab in the Subscriptions Setup must be activated, i.e. set to True.

Subscriptions

If Activate Commission Tracking is activated, two additional fields and an action are available in the subscription lines:


Ill. Commissioned Qty.

Action	Description
Commissioned Qty.	This action can be used to call up the dialog in which the order items can be viewed and maintained. The action is only available if the Subscription Item Type is a "Subscription Item" or a "Bundle Item".

Field	Description
Commissioned Qty.	The field shows the total of the Commissioned Qty for this subscription line (of which the total quantity has not necessarily already been called up).The DrillDown function of the field can be used to call up the same dialog for maintaining the Commissioned items as the Commissioned Qty action.
Commissioned Until Today	The field shows the sum of the quantities commissioned for this subscription line up to the current Workdate, i.e. usually up to today. The field is hidden by default, but can be show by the user.

The dialog for maintaining the Commissioned Qty items is called up via the Commissioned Qty action or the drill-down functionality of the Commissioned Qty field:


Ill. Subscription Commisioned Qty Entries

In the example above, a new order for a further 5 licenses from 1 October 2023 has been added to the original order quantity of 10 from 1 September 2023. The current day (working day) is 15 September 2023, which is why the total of 15 licenses is shown in the Commissioned Qty. field in the Information tab, while only 10 licenses are added up in the To date field.

Field	Description
Commissioned Qty.	Displays the total sum of the Quantities of all order items for the respective subscription line. The field cannot be edited and is continuously refreshed during entry.
Until today	Shows the total sum of the quantities of all order items for the respective subscription line up to the Workdate, i.e. usually up to Today. The field is not editable and is continuously refreshed during entry.
Order Date	Displays the date of an order. If this field is not filled, the order item is not accepted.
Quantity	Displays the Commissioned Qty.. If this field is not filled, the order item is not accepted.
Contact No. Authorization	Shows the number of an external contact who has authorized the order. Using the AssistEdit functionality of the field, the contacts are filtered to the contacts of the Customer stored in the Subscriptions. In principle, however, any contact available in the system can be selected.
Contact Authorization	Shows the name of an external Contact who has authorized the order. If the Contact No. Authorization Contact field is filled, the name is taken from the contact and cannot be edited. If the Contact No. Authorization field is not filled, any Name can be entered manually.

Sales Quote

If order tracking is activated in the Subscriptions Setup, an order item with the Qty. Quoted is automatically generated for each subscription line that meets the conditions when a new quote is created.

Information

This section explains all the functions that add further information to the subscription.

Partner Accounts

An external partner account can be assigned to each subscription. This allows, for example, the affiliation of a Subscriptions to a Microsoft VOICE account or other Partner Account Types to be mapped.

Setup

In order for partner accounts to be addressed at all, the Allow Partner Accounts field must first be activated on the General tab of the Subscriptions Setup:


Ill. Subscription Setup Tab General Allow Partner Accounts

Now enter all required partner account types, i.e. all external partner account systems you work with. The Partner Account Types can be accessed via the Setup action group from the Subscriptions Manager role center:


Ill. Partner Accounts List

You can store all associated partner accounts for each partner account type via the Partner accounts action:


Ill. Partner Accounts List

The partner accounts do not necessarily have to be linked to a Customer. It is also not necessary to create partner accounts for Partner Account Types. In Subscriptions, you can also store a Partner Account No. freely, i.e. without linking it to the partner account table.

Subscriptions Partner Accounts

Partner Account Types and Partner Accounts can be stored on the End Customer tab in Subscriptions:


Ill. Subscription Card Partner Accounts List

To be able to enter a Partner Account No., a Partner Account Type must be entered that is created in the Partner Account Types table.

The Partner Account No. itself can be assigned to the Partner Accounts of the respective Partner Account Type and then selected from these. However, it can also be entered freely in the Subscriptions. The storage of the partner account with the Partner Account Type is not enforced and checked.

Product Versions and Users

The relevant Product Versions can be recorded for each Subscription. Each valid subscription line can contain detailed information about which Named User uses or has used which Product Versions from when to when. This information is not compared with the recorded component quantity, but is only used for information purposes.

Subscriptions Setup

In order to be able to work with Product Versions and, if necessary, with the entry of Product Versions and Named Users, the Product Version Level field on the General tab of the Subscriptions Setup must be set accordingly:


Ill. Subscription Setup Tab General Product Version Level

The Product Version Level field has four options with the following meanings:

Subscription: The Product Version can only be defined at Subscription Level. A Subscription Item of the subscription is defined as the product that specifies the version for all other subscription lines.
Subscription line: At the subscription line level, the Product Versions and Named Users with Start and Ending Dates can be maintained individually for each subscription item.
Both levels: Includes the two aforementioned Options. Product Versions and any additional information regarding named Users can be maintained at both Subscriptions and Subscription Line level.
Never: Product Versions and any additional information regarding named Users cannot be maintained.

Item Setup

If the use of Product Versions is enabled in the Subscription Setup, the Product Versions must first be created in the item master data of each relevant Subscription Item.

Product Versions can be created via the item card by simply clicking on the Product Versions FlowField:


Ill. Item Card Tab Subscription Product Versions

Alternatively, the Product Versions can be called up from the actions on the item card:


Ill. Item Card Action Product Versions

Regardless of whether it is called up via the DrillDown functionality of the Product Versions field or via the Product Versions action, the same page opens on which the Product Versions of each Item can be viewed and edited:


Ill. Product Versions List

Sehen wir uns im folgenden an, wie Produktversionen im Abonnement selbst bzw. zu jeder Abonnementzeile gepflegt werden können.

Product version in the subscription

In the subscription under the tab Customer informationen to the procut version can be stored:


Ill. Subscription Productversion

First, a product must be selected from the subscription items of the subscription in the Product No. field, which determines the Product Versions for the entire subscription. Using the AssistEdit functionality of this field, bill-to can automatically select the product number from the subscription items. The first valid Subscription Item is selected. It must meet the following criteria:

Subscription Item must have one of the following Calculation Methods: Default Subscription, Software License, Purchase License, New Commerce Experience.
At least one Product Versions must be assigned to the Subscription Item in the item master data.

If None of the two criteria are met, the Product No. cannot be determined automatically. The automatic determination of the Product No. is initiated after clicking the AssistEdit button with the following confirmation prompt:


Ill. Product No. automatically determining

After entering or automatically determining the Product No., the Product Version Code can be entered in the Product Version Code field. This must be a product version that is explicitly linked to the Item via its Product Versions.

Product Versions and Named User for the Subscription Line

If set up accordingly in the Subscription Item Line, detailed information can be stored for each Subscription Item Line in relation to the Product Versions and the Users who use them.

The Subscription Item on the subscription line must have one of the following four Calculation Methods: Default Subscription, Software License, Purchase License, New Commerce Experience.

Product Versions Users are called up via the actions in the subscription line:


Ill. Subscription Line Action Product Version User

This will open the following page:


Ill. Product Version User

Current and all historical information on the Users of the respective Subscription Item can be tracked in detail here. Users can enter which Product Versions they have used from when to when.

Subscription types

Subscription types can be used to set filters and control whether subscriptions are approved manually or automatically. The subscription type is used for evaluation in several places and can also be used automatically as a dimension. Further information can be found here.

Subscription item group

The subscription item group is used in several places for evaluation or filtering. You can find more detailed information here.

Debtor subscription group

The debtor subscription group is used in several places for evaluation or filtering. You can find more detailed information here.

Design

This chapter covers all design-related functions.

Function	Description
Subscription design	The subscription design determines the design of the subscription.
Standard texts	Generates selected texts when creating the document.
Auto texts	Generates self-written texts or placeholders in connection with conditions.
User-defined texts	Changes the additional texts under the subscription line of certain calculation methods.
Servicee record design	Generates an additional document for standard consumables.

Integrations

This chapter explains the functions that describe the integrations in the standard.

Sales Quotes

One or more subscriptions can be created from an offer, and subscriptions can be updated. The exact setup is done via the Subscription document setup. More detailed information on integration with sales offers can be found here.

Sales credit memo

A credit note can be created with an impact on quantities (from a sales invoice) or without an impact on quantities (from a subscription). More detailed information on integration with sales credit notes can be found here.

Purchase receipts

Purchase orders and purchase invoices can be created from a subscription. In addition, receipts that have already been posted can be assigned to a subscription retrospectively. More detailed information on integration with purchase receipts can be found here.

Resources

A link to a subscription can be stored in the resource accounting sheets. This transfers information such as prices or unit costs directly to the subscription. More detailed information on the integration of resources can be found here.

Service items

Service items can be linked to a subscription line. This allows sales from the subscription to be displayed on the service item. You can find more detailed information on the integration of service items here.

Imports

Unit conversion

Time units can be converted automatically during import. For the conversion to work, the import unit must be maintained in the units.


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