Subscription Invoicing

View - Sales/Invoicing - Subscription Invoicing

Mamut Enterprise Subscription Invoicing is a tool for invoicing customers with fixed agreements or subscriptions. The solution is included in Mamut Enterprise E5.

You now have the possibility to invoice customers that have fixed agreements or subscriptions with you. If you regularly invoice the same customer for the same products and/or services you can now invoice these in one simple operation including invoices for periods ahead. The revenues will be posted automatically - with the right date and in the right period.

You create the subscriptions, which customers can consequently be linked to, in a separate Subscription register. A subscription can be created for products and services with specifically defined prices and discounts and you can make settings as to how the system should handle the subscription regarding the frequency for sales order creations.

The module allows you full control and overview over which customers should be invoiced for which subscriptions/agreements and how often.

Important! The function needs to be activated. Go to View - Settings - Company - Settings per Module - Sales and Invoicing and select the General tab. Select that you want to use subscription invoicing by ticking the box for The company uses subscription invoicing. You then need to re-start the program.

Note! For some program versions, the function is only available as an additional product. Contact your software supplier to find out whether the function is available for your version of the program.

Subscription Register

The module consists of a Subscription Register, where you create the various subscription types/agreements your customers can then subscribe to. The subscription can be set up with products and services with specifically defined prices and discounts and you can select settings as to how the system should handle the subscription.

The subscription is given a frequency, which governs when/how often an order, based on the customer subscriptions linked to it, will be created. It is also possible to edit existing subscriptions in the register and to set subscriptions to 'stopped' status, should you need to. When a subscription is made inactive the customer subscriptions connected to it will no longer show in the customer subscription register and no more orders that are based on these customer subscriptions will be created.

Customer subscriptions

A Customer subscription is an agreement with an individual customer. The subscription is linked to the subscription register. If you wish to invoice a customer based on a subscription, you must link the customer to the subscription in the customer subscription register.

The Customer subscriptions register displays which subscriptions customers are linked to. From this window, you can link customers to subscriptions and you can edit existing customer subscriptions as well. You can also set/change an End date for a subscription, pause a customer's subscription or terminate it altogether. You can set a Start and, if you wish, an End date for every single customer subscription as well as specifying the frequency governing how often/when the customer subscription can be 'run', thus creating an order, from which you can invoice. It is possible to terminate a customer subscription by changing its status to 'Stopped', or you can 'pause' it, e.g. if the customer wants a break from deliveries/invoicing. Customer subscriptions put on hold/paused or stopped can be re-activated at any time.

Create Sales Orders and Invoice them from the Sales/Invoicing Module

You have the opportunity to select which subscriptions and customers should form the basis for sales creation in the function-specific wizard for the creation of orders for active customer subscriptions. Your selection can also include the point in time that orders should be created. Once you have made your selection, you will be presented with a list of all customer subscriptions to be included in the order run, giving you the opportunity to remove from the list any customer subscriptions you do not wish to include this time. These removed subscriptions will then be proposed again in the next run. You can also place the selection date back in time, if you would first like to create orders for customer subscriptions that should have been executed previously. After this, you can initiate another order run based on a new date.

Frequency

Each subscription can be linked to a frequency, which determines when/how often the subscription can be 'run', that is to say how often each customer subscription can form the basis for the creation of a sales order. The frequency is handled by the Properties register, which you can open by clicking on the Frequency register button in the toolbar up top in the Subscription register window or by going to View - Settings - Company - Properties register. You can create new frequencies for a set date every month or every x-number of days, respectively.

Report

You can print the Future subscription invoices report, showing which orders you will be able to generate and invoice for in the future based on existing active customer subscriptions.