Creating a New Subscription Using the Product Lookup Feature in Work 365

Applies to: Work 365
Audience: Billing Teams, Administrators

Overview

In Work 365, creating a new subscription using the product lookup feature ensures consistency and accuracy by automatically populating key fields based on your product catalog. This guide outlines a step-by-step process for efficiently creating subscriptions, maintaining billing accuracy, and ensuring seamless provisioning.

Prerequisites

✔ Ensure you have the necessary Work 365 security role assigned to create new subscriptions.

Steps to Create a New Subscription

1. Access the Customer’s Billing Contract

✅ Navigate to the Billing Contracts section in Work 365.
✅ Select the specific billing contract associated with the customer for whom you’re creating the subscription.

2. Navigate to the Subscriptions Tab

✅ Within the selected billing contract, click on the Subscriptions tab.

3. Initiate a New Subscription

✅ Click on the "+ New Subscription" button to start the creation process.

4. Select the Product

✅ In the Product Price field, use the lookup function to search for and select the desired product from your product catalog.

5. Review and Complete Auto-Populated Fields

Upon selecting the product, several fields will auto-populate based on the product’s configuration:

✔ Subscription Name: Defaults to the product name, but can be edited as needed.
✔ Friendly Name: Derived from the product, but editable. This name appears in customer-facing areas, like the self-service portal.
✔ Billing Type: Indicates whether the subscription is License-based or Usage-based.
✔ Provider: Specifies the provider associated with the product.
✔ Retail Price: Retrieved from the product’s price list item.
✔ Cost Price Per Unit: Sourced from the product’s cost configuration.

6. Configure Additional Subscription Details

✅ Effective Start Date: Set the date when the subscription should commence.
✅ Total Quantity: Enter the initial quantity for the subscription.
✅ Commitment/Term: Choose the appropriate term (e.g., Monthly, Annual, Triennial).
✅ Pricing Strategy: Select a pricing strategy if applicable.

7. Adjust Price List and Sales Unit (If Necessary)

If you need to change the default price list or sales unit:

✅ Clear Existing Values: Remove entries in the Retail Price, Cost Price Per Unit, and Sales Unit fields.
✅ Re-Select Appropriate Values: Choose the correct Price List and Sales Unit.
✅ Verify Pricing: Ensure that the Retail Price and Cost Price Per Unit fields populate correctly based on your selections.

8. Save the Subscription

✅ Once all required and optional fields are completed, click on the "Save" button in the command ribbon at the top of the record.
✅ A confirmation window will appear to verify the effective start date:

✔ Click Yes to proceed.
✔ Click No to adjust the date.

Important Considerations

Provider Association: Ensure that each subscription is linked to the correct provider to facilitate proper provisioning and billing.

Auto-Provisioning: If a provider is selected, the provisioning process will begin on the designated effective start date.

Data Accuracy: Double-check all entries for accuracy to prevent billing or provisioning errors.

Conclusion

By following these steps, you can efficiently create new subscriptions in Work 365, leveraging the product lookup feature to maintain consistency and accuracy in your subscription records.