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Creating Billing Plans

Creating Billing Plans

To create a new Billing Plan, select Manage > Billing Plans to open the Manage Billing Plans page, then click Create New Billing Plan... in the upper right corner of the page to open the Create New Billing Plan page.

Create New Billing Plan Page

From this page, you may define your Billing Plan, its Billing Periods and pricing structure, and add Seasonal constraints, Entitlements, and custom Billing Plan data.

For more information on available fields, see Vindicia Subscribe Billing Plan Parameters.

To create a Billing Plan:

1. Enter general Billing Plan information.

  • Enter a unique value in the Billing Plan ID field to distinguish this Billing Plan from all others in your Vindicia Subscribe system.
  • Enter a value for the Billing Statement ID only if you and your payment processor have agreed upon one. If you and your payment processor do not establish an ID for your Vindicia Subscribe accounts, leave this field blank.

Note The Billing Statement ID, if provided, is used by your payment processor to identify your billing text to associate with a Transaction on customer billing statements.

Merchants who use GlobalCollect, MeS, Litle & Co. or Chase Paymentech for payment processing may use this field to provide payment processor-specific information.

For more information, see Appendix A: Custom Billing Statement identifier Requirements in the Subscribe Programming Guide. 

  • Enter a brief text description of your new Billing Plan in the Description field. (You may use this field to search for existing Billing Plans.)
  • Set whether the Billing Plan is Active and available to AutoBills from the Billing Plan Activedropdown menu. Default is Yes. (Use this option to determine whether a Billing Plan should be made available as a subscription option on your online storefront.)
  • Use the End of Life field to specify the date when the Billing Plan expires. (Use this field to determine when a Billing Plan should no longer be available as a subscription option on your online storefront.)
  • Use the Email before Billing field to specify the number of days before an upcoming billing event that Vindicia Subscribe should send email notification to the customer. Enter 0 (zero) if you do not wish to send a pre-billing notification.
  • Use the Tax Classification field to specify the tax classification applicable to any plan-level charges (that is, prices associated with the Billing Plan directly, not those from individually priced AutoBill Items)..

A null value in this field causes Vindicia Subscribe to use the tax classification assigned to the Primary Product, which is the first active AutoBill Item on a given AutoBill. If you put a dash (‑) in this field, no tax classification is assigned, leaving any tax calculation to the default or other applicable rules as defined within the Tax Service (that is, Avalara or Vertex). For example, The Billing Plan Identifier can be configured in Avalara's AvaTax as a "Tax Item", which will allow local override of the taxes charged for the Billing Plan-related charge.

  • Use the Grace Period field to specify, for this Billing Plan, the number of days after the billing date when, if payment is not received, the AutoBill is stopped and the customer is disentitled. Setting a grace period here overrides, for this billing plan only, the merchant default grace period setting.
  • In the Billing Periods pane, define the Currencies in which the Plan may be billed. Select a Currency or Token type from the pulldown menu, and click Add to add it to your Billing Plan.

A Billing Plan may include one or more Currencies or Token Types. Use the Add button to add currencies for the Plan. Click the red x to delete listed selections. Your changes will be reflected in the Price per Cycle fields listed for each Billing Period.

2.  Define the Billing Plan’s Billing Periods.

For more information, see Adding and Editing Billing Periods.

Create Billing Plan: Billing Periods Pane

  • Enter a Cycle Length and Number of Cycles.

Note For rolling promotion campaigns spanning multiple billing periods, the billing terms must be homogeneous. You cannot offer a rolling campaign if the Billing Plan has varied term lengths. Free cycles are ignored.

  • Click the Free checkbox to indicate that the Billing Period is Free, if desired.
  • Leave the Price per Cycle field blank, to use the Product’s price for the AutoBill.
  • Use Email on 1st Bill and Email before Expiration to define email notifications for this Billing Period.
  • Click Add Billing Period to add more Billing Periods, if desired. (This button will not appear if you have defined an unlimited Number of Cycles for your last Billing Period.)

3. Click Add Season Set to add Seasonal Billing constraints to the Billing Plan, if desired.

Add Season Set Pane

  • Select a Season Set from the pulldown menu.
  • Define how the Season Set will affect entitlements.

Select to Continue Entitlements during the offseason, or define the number of days before and after the Season Set during which Entitlements will remain active.

4. Define the number of times the series of Billing Periods will run within the Billing Plan. (Required.)

If you want these Billing Periods to repeat within the Billing Plan, select Run the Set of Billing Periods unlimited times (to repeat indefinitely), or enter a value for the times field (to repeat a limited number of times). Enter 1 time(s) to run the listed Billing Plans only once.

5. If the Billing Periods are set to repeat, you can define the frequency with which they cycle.

  • Use the Run the set of Billing Periods every pulldown menu to define the repetition frequency, which may be in terms of days, weeks, months, or years.

Note If your Billing Periods do not terminate in an unlimited number of cycles, you must define the number of times they will run, and the schedule on which they will repeat (if applicable).The schedule on which the Billing Periods repeat will define the start date for the renewed AutoBill. The AutoBill will renew at the beginning of each repetition.

If a Season Set is associated with the Billing Plan, Billing Period repetition may be defined in relation to the Season Set’s start date.

6. Edit the duration of Entitlements granted by the Billing Plan, if desired.

If you wish to customize the duration of Entitlements granted by this Billing Plan (and for its corresponding AutoBill), such that they do not coincide with the Billing Plan itself, click Change this to edit the length of time for which Entitlements are granted.

Note This option is available only if there is no Season Set associated with the Billing Plan, and only if the Billing Plan is for a limited time period. If there is a Season Set associated with the Billing Plan, or if the Billing Plan lasts indefinitely, the Entitlement grant period may be changed only in relation 

7. Associate Entitlements with the Billing Plan, if desired.

For more information, see Adding and Editing Entitlements.

8. Add Custom Billing Plan Data, if desired.

For more information, see Working with Custom Data.

9. Click Submit to create the new Billing Plan, or Cancel to cancel your changes, and return to the Manage Billing Plans page.

Adding and Editing Billing Periods

Billing Periods allow you to set the number of days, months, or years in the billing cycle, specify the number of times the billing cycle will repeat, indicate whether an email notification is sent prior to the next billing date, and whether an expiration notice is sent prior to termination of a free trial period, and set the cost of each billing cycle in a variety of currencies or Token Types.

When creating a new Billing Plan, you must define at least one Billing Period for the Plan.

A Billing Period defines billing rules within a Billing Plan. For example, if you wish to offer customers a free 30-day trial period, followed by a full price, renewable monthly subscription, define two Billing Periods on a single Billing Plan. The first Billing Period grants free Product access for 30 days. The second Billing Period grants one month access, paid each month, and repeats indefinitely.

Billing Plans may include as many Billing Periods as desired. Billing Periods are active sequentially, according to the order in which they appear in the Billing Plan. That is, the first Billing Period in the list will be in effect when the AutoBill is first activated, and will remain in effect until it completes its defined number of cycles, after which the next Billing Period will become active.

To create a new billing period:

1. Click Add Billing Period on the Create New Billing Plan or Edit Billing Plan Details page.

2. Enter a Cycle Length to define the length of the Billing Cycle. Enter a number, and select a time period from the pulldown menu (days, weeks, months, or years).

3. Use Number of Cycles to define the number of times you wish this Cycle to repeat within the Billing Period. Select unlimited to have it repeat forever.

Note This Number of Cycles field defines the number of times this Cycle will repeat within the Billing Period. To repeat the entire sequence of Billing Periods as a whole, use the Run the set of Billing Periods every option at the bottom of the Billing Periods pane.

4. Select the Free checkbox to mark the Billing Period as Free, and override any Billing Plan or Product prices associated with this Period. (If you wish to use the Product’s Price as a basis for this charge, enter 0, or leave the field blank.)

5. Enter a Price per Cycle for the Billing Period. (Vindicia Subscribe will list all currencies assigned to the Billing Plan.)

Note Vindicia Subscribe best practices suggest you leave this Price field blank, and rely upon a Price defined for the Product, rather than the Billing Plan.

6.Use Email on 1st Bill to set whether the customer should receive a Pending billing notification for the first billing period. The default is No.

  • Select Yes to generate a notification to the customer based on the Billing Plan’s Email before Billing field.
  • If the first Billing Period is Free, or if the customer is sent another form of notification (such as a Welcome notice), select No from the pulldown menu to prevent your customer from receiving multiple or contradictory billing notices.

7. Use Email before Expiration to define the number of days before this Billing Period expires to send a warning notice to your customer. If this field is empty, no expiration notice will be sent.

Note Use the AutoBill’s Send Email on Expiration field to define whether an email notification is sent prior to the AutoBill’sexpiration.

To delete a billing period from a Billing Plan:

  • Click the Delete Billing Period button in the right corner of the Billing Period panel.

To edit an existing billing period:

1. Open the Edit Billing Plan Details page for the Billing Plan that contains the Billing Period you wish to modify.

2. Make changes as desired, then click Submit to save, or Cancel to discard your changes.

Note If a Billing Plan is associated with an active AutoBill, only the Cost per Cycle field in each Billing Period is editable.

If a Billing Plan is associated with an active AutoBill, and you wish to edit anything other than the price, create a new Billing Plan, rather than editing the existing Plan.

Adding and Editing Entitlements

An Entitlement defines the goods or services available to a customer, in response to a purchase or free offer.

Entitlements may be granted to Products or Billing Plans. Billing Plans may also be used to customize the duration of the Entitlement grant in relation to the AutoBill.

Use the Entitlements pane on the Create or Edit Billing Plan page to assign entitlements to a Billing Plan, create new, or remove existing entitlements from a Billing Plan.

Use the Billing Periods pane to change the duration of Entitlement grants in relation to the Billing Plan. By default, Entitlements are active while the AutoBill is successfully billing. This option in the Billing Periods pane allows you to extend Entitlements grants beyond the duration of the Billing Period, and therefore, in some instances, beyond the duration of the AutoBill.

For Billing Plans with a finite number of Billing Period repetitions, and without an associated Season Set,you may specify that Entitlements be active for a period greater than the duration of the Billing Plan.

For most AutoBills, Entitlements are Active while the AutoBill is in good standing. For AutoBills which include a Season Set as part of their Billing Plan, the period during which Entitlements are Active is defined by the Season Set on the Billing Plan, and may not coincide with the duration of the AutoBill.

To view entitlements associated with a Billing Plan, click Entitlements to expand the pane.

Adding an Entitlement to a Billing Plan or Product allows you define the goods or services represented by the Product or Billing Plan. You may assign entitlements, create new, or remove existing entitlements using the Entitlements pane that appears on both the Create New and the Edit Product and Billing Plan pages.

Entitlements Pane

The Available Entitlements pane lists all Entitlements listed in your Vindicia Subscribe system, and not currently associated with the listed Billing Plan. The Entitlements included with Billing Plan pane lists Entitlements associated with the Billing Plan. Use the left and right arrows to move Entitlements from one list to the other, and change their status.

To grant an existing Entitlement to a Billing Plan:

  1. Highlight the Entitlement to grant in the Available list box.
  2. Click the > button to move the entitlement to the Included list box, and apply it to the Billing Plan.

To remove an entitlement from a Billing Plan:

  1. Highlight the entitlement to remove in the Included list box.
  2. Click the < button to move the entitlement to the Available list box, and remove it from the Billing Plan.

Note Removing an entitlement from a Billing Plan does not delete the entitlement from your Vindicia Subscribe system.

To create a new entitlement and apply it to the Billing Plan:

  1. Enter a short title for the Entitlement in the Identifier text box.
  2. Enter a longer description in the Description text box.
  3. Click Create New Entitlement to add the new Entitlement to the Billing Plan, and to the list of all available Entitlements for your Vindicia Subscribe system.

The Entitlement’s identifier appears in the Included list box, indicating the successful creation of the new Entitlement, and its automatic application to the Billing Plan.

For more information, see Deleting Products.

Billing Plan Examples

For all examples, enter Billing Plan information, including the Billing Plan ID, Description, and Currencies, before defining the following Billing Period parameters.

Example 1: 1st Month Free Plan

Create a Billing Plan which grants the first month free for the purchase of a monthly subscription. For example, offer internet access for $29.95 per month, with the first month free.

  • Select Cycle Length: 1 month.
  • Select Number of Cycles: 1.
  • Check the Free checkbox.
  • Select Email on 1st Bill: No. (If you wish your customer to receive a billing notification for this free Billing Period, select Yes.)
  • Click Add Billing Period.
  • For the second Billing Period, select Cycle Length: 1 Month.
  • Select Number of Cycles: unlimited.

This Billing Plan will bill your customer every month, under the parameters defined here and in the subscription’s AutoBill, until the AutoBill is cancelled.

Example 2: 3 Payments per Year Plan

Create a Billing Plan which bills monthly three times per year, yet grants entitlements for the entire year.

  • Select Cycle Length: 1 month.
  • Select Number of Cycles: 3.
  • Select Email on 1st Bill: Yes.
  • Click Add Billing Period.
  • For the second Billing Period, select Cycle Length: 1 Month.
  • Select Number of Cycles: 9.
  • If you wish this Billing Plan to automatically renew every year, select Run the set of Billing Periods unlimited times.

Example 3: 3 Payments per Season Plan

Create a Billing Plan which bills three times at the beginning of a five-month season, and repeats every year. For example, bill your customer in March, April, and May for online viewing access to the Little League Season March 3rd to July 25th.

  • Select Cycle Length: 1 month.
  • Select Number of Cycles: 3.
  • Select Email on 1st Bill: Yes.
  • Click Add Season Set.
  • Select the Season Set you have created to define this Season. (Create a Season Set with a single, annually recurring Season from March 3rd to July 25th.)
  • If you wish this Billing Plan to automatically renew every year, select Run the set of Billing Periods every 1 season.

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