Order Configuration

When you create an order you might have to configure some features for products on the order. The order cannot be completed until the required configurations have been made. For more information on processing an order, see Orders.

How Do You Access Order Configurations?

When you click the gear icon next to the line item, you are shown which configurations are required and which ones are optional.

The gear icon shows the following:

Configuration items need to be entered to process the order.
Configuration items have been entered correctly.
Configuration items have not been entered or have been entered incorrectly. The order cannot be processed until this is addressed.

What Happens After You Configure an Order?

When the configuration is completed a green check mark appears next to it. If the configuration has not been completed there is a red exclamation mark.

Here is an example work-flow of the order configuration process:

Agreement

The Agreement contains the terms through which you offer the product to your customers, including the length of time for commitment, the transitional event at the end of the commitment, and any penalties for early termination from the commitment. Agreements are configured when the product is created. Choose from the available Agreements.

Short Description

The Short Description includes additional information about the product as needed. This description can be changed during the order process. Enter the Short Description in the text box.

Address

This is the address for the individual service, primarily for taxation purposes. Use the address where the service is consumed. Enter the address information.

Parent Service

Parent Services sets a relationship between any add-on products that were sold in conjunction with the parent subscription. Choose from the available add-on parent services.

Scheduled Charges

Scheduled charges include a charge description, charge date, and charge amount. Multiple scheduled charges can be added as needed. You can schedule a negative amount. Enter the Description, Date, and Amount. Click Add Scheduled Charge to add another charge as needed. The total of all scheduled charges must equal the total charge amount for the product. Enter the scheduled charge. To delete a scheduled charge, click the X.

First Period End Date

The first service period end date of a subscription product can be edited when a product is configured to allow an override of the date. This allows you to change the end date of the first service period to align with the service period end date of an existing service, ensuring the billing for the services appear on the same invoice.

The first service period end date is estimated by GTV based on the recurrence period and the order date. You can view the Estimated First Service Period End Date under the First Period End Date menu option of an order item. When the option to enter an Override First Period End Date is available, you can enter a new date that is no earlier than the day after the order date or, if no order date is specified yet, the day after the current date. The new date can be no later than the Estimated First Period End Date.

The following conditions must be met before the Override First Period End Date field is available:

  • The order has a Draft status.
  • The product’s recurring price configuration is set to Prorate on Order or Prorate on Order-No Charge.
  • The product is not configured with a trial period.
  • The product’s recurrence period is not set as Bill Cycle.
  • The system setting “Allow setting of the service period end date” must be set to True to allow editing of the first period end date.

Trial Period

You can include a trial period by putting a check mark in the box labeled Trial and entering the number of days trial period. Then when the product is included in a customer's order, the customer has the product free for the defined number of days. At the end of the trial period, the product converts to the purchase price. Trial period is not available for an add-on or one-time product.

Note: If the product is set up with a default trial period that can be overwritten, you can do that here. Otherwise, this option is not available. To return to the default trial period, click Revert.

Service Resources

A Service Resources sets the item's ID, which are identifiers associated with the service. Service resources are used to capture usage events so that the account can be billed accordingly. To find a resource begin typing the resource ID. If the resource is not found, you have the option to create the resource ID. A service can have more than one resource up to the maximum number allowed. Start typing a service resource name and your search will narrow the results down. If you are unable to find it, you are presented the option to create a Service Resource. The resource ID is added as you have typed it.

Custom Fields

With custom fields, you can record specific information for your business needs. They are useful when you need to add the additional information about the product such as the license number, expected delivery date, or other notes. After creating a service custom field and adding it to the desired product in UI 1.0 or API 2.0, you can populate this custom field when creating an order.

To use an order item custom field:

  1. On the Create Order page, in the Order Items pane, click the configure icon, then select Custom Fields.
  2. In the Configuration window, on the Custom Fields tab, fill in the predefined custom fields on the selected order item, then click OK.
  3. On the Order Confirmation page, in the Configuration column, review the values added for custom fields, then click Place Order. Alternatively, click Back to return to the Create Order page or click Cancel to discard the order.

    Note: If the Configuration column is not displayed, click Show Configuration to view the details configured on order items. Alternatively, click Hide Configuration to hide order items’ configuration details.

Viewing Order Item Custom Fields

You can view custom field values on the Service detail page of the corresponding one-time or recurring service. To view custom field values:

  1. Navigate to the desired billing account, click the Services tab, then select the necessary one-time or recurring service from the list.
  2. View the specified custom fields in the Service Information section.
    • Custom fields on one-time services:
    • Custom fields on recurring services:

Managing Order Item Custom Fields

After you create an order, you can also manage custom field values available on products that you added to the cart. When editing a service, you can add, edit, and delete associated custom field values. To manage custom field values on a service:

  1. Select to edit a one-time or recurring service.
  2. In the Configuration window, select the Custom Fields tab, then add, modify, or remove desired custom field values according to the field type such as a list, text box, or a check box.

    The screenshot below displays the Configuration window for recurring services. One-time service configuration allows you to manage only Custom Fields and Scheduled Charges tabs.

  3. Select OK to save new custom field values.

Usage Rules

Usage rules are applied to subscription and add-on products to evaluate usage events based on the determined allowance and rate. They detect a condition within a usage event and evaluate whether this condition is met. In other words, the rate is applied only if the consumed usage matches the associated usage rule. They can be added on to an order. The Usage Rules page contains more information about usage rules, including how to configure them on an order.

Note: To view, create, modify, delete, and re-order usage rules, the Rule Override property on a product must be enabled during product creation. It allows for overriding the default rules configured on a product at the time of order.

Note: If the system setting Create Job that Initiates the Gotransverse Rerate Function is set to True, you cannot save or update a usage rule with a recurrence interval greater than 1.

Draft Order Price Configuration

Orders saved with a Draft status have additional price configuration options for order items. Once saved as a draft, you can edit the draft order item configuration by selecting One-time Price or Recurring Price from the configuration menu.

Note: The ability to edit the price configuration of an order item is dependent on how the selected product is configured in the product catalog. Price Override must be set to Yes to edit the price configuration of an order item.

Configuring a One-time Price

You can edit the price definition, price tier configuration, and scheduled charges of a one-time price. A one-time price can have price tiers or scheduled charges for configuration, but not both.

The following price configuration options are available for a one-time price with price tiers:

Price Definition
Price Group—Select a price group to associate with the order item and the resulting service.
Price Tiers*
Starting Qty—The starting quantity of the tier. This field is automatically populated based on the previous tier’s Ending Quantity and cannot be edited. The first tier always starts with zero.
Ending Qty*—Edit the ending quantity of a tier. When the ending quantity is changed, the starting quantity for the next tier is automatically adjusted to prevent gaps between tiers. The final price tier must have a blank ending quantity.
Price*—Edit the price for a price tier. One price tier is required.
Add Price Tier—Click Add Price Tier to add a tier to the list. Enter the tier price and the ending quantity, if needed.
* Indicates required field.

The following price configuration options are available for a one-time price with scheduled charges:

Price Definition
Price Group—Select a price group to associate with the order item and the resulting service.
Order Price*—Enter a price for the one-time order item.
Scheduled Charges*
Description*—Enter a description for the scheduled charge.
Date*—Enter the date for the scheduled charge to bill.
Amount*—Enter the amount for the scheduled charge. The total of scheduled charges must match the Order Price.
Add a Scheduled Charge—Add a scheduled charge to the order item by clicking Add Schedule Charges. Enter the description, date, and amount for the new scheduled charge.
* Indicates required field.

Configuring a Recurring Price

You can edit the price definition, price proration, and price tier configuration of a recurring price.

The following price configuration options are available for a recurring price:

Price Definition
Billing Type*—Select a billing type to configure when the recurring price is billed.
  • In Arrears—Select to bill for the service at the end of the service period.
  • In Advance—Select to bill for the service at the beginning of the service period.
Additional Bill in Advance Amount—Enter a number for the quantity of periods to bill in advance.

For example, to bill for 2 months of service in advance, enter 2, then select Month as the Additional Bill in Advance Period. This field is only available when the Billing Type is selected as In Advance.
Additional Bill in Advance Period—Select a period of time from the dropdown menu. This will determine the length of time to bill in advance when combined with the Additional Bill in Advance Amount.

For example, to bill for 2 months of service, select Month, and enter 2 for the Additional Bill in Advance Amount. This field is required when the Additional Bill in Advance Amount is completed.
Price Group—Select a price group to associate with the order item and the resulting service.
Price Proration
On Order—Select the checkbox to prorate the recurring price for the partial first service period when the order date occurs mid-bill cycle. Clear the checkbox to bill for the full recurring price for the partial first service period when the order date occurs mid-bill cycle.
On Order No Charge—Select the checkbox to charge nothing for the partial first service period when the order date occurs mid-bill cycle. Clear the checkbox to bill for the full recurring price for the partial first service period when the order occurs mid-bill cycle.
On Cancel—Select the checkbox to prorate the recurring price for the partial final service period when the service deactivation date occurs mid-bill cycle. Clear the checkbox to bill for the full recurring price for the partial final service period when the service deactivation date occurs mid—bill cycle.
Price Tiers
Starting Qty—The starting quantity of the tier. This field is automatically populated based on the previous tier’s Ending Quantity and cannot be edited. The first tier always starts with zero.
Ending Quantity*—Edit the ending quantity of a tier. When the ending quantity is changed, the starting quantity for the next tier is automatically adjusted to prevent gaps between tiers. The final price tier must have a blank ending quantity.
Price*—Edit the price for a price tier. One price tier is required.
Add Price Tier—Click Add Price Tier to add a tier to the list. Enter the tier price and the ending quantity, if needed.
*Indicates required field.