2. Managing Orders and Subscriptions
Through their Storefront, Standard Edition Resellers give their customers a powerful set of capabilities that allow them to manage their subscriptions, such as adding new licenses, decreasing the number of licenses, delete subscriptions, buying or canceling add-ons, etc. This section explains each option in detail.
Introduction to Billing Dashboard
Resellers at the Standard Edition empower their customers to take full control of their own subscriptions by providing them with a comprehensive set of capabilities. At any time, end customers can obtain an overview of their billing and subscription status. To do so, the end customer logs into their Standard Edition reseller’s Storefront and clicks on the billing icon at the left-hand side panel of the page.
When clicking on it, the user is presented with the following options:
Quick access to their orders, subscriptions, and assets.
Overview of the most recent orders with a View All Orders shortcut button
Overview of the total number of subscriptions with a View All Subscriptions shortcut button
Overview of the total number of assets.
View Orders
At any time, end customers can easily check their most recent orders as well as quickly access their entire list of orders. Specifically, the Orders section of the Billing Dashboard, the user is displayed with the following information:
Order #: the number of the order. The user can click on the number of each order to reveal its details.
Status: status of the order which can be:
Executed: the order has been executed successfully
Pending Reseller Approval: this means that the order has been submitted to the reseller, who must review and approve or reject it
In Progress: this applies to non-automatically provisioned products and means that the order has been submitted to the reseller, who must take the necessary actions to activate the provision
Canceled: the order has been canceled by the reseller
Order Date: the date the order was submitted
Total: the total amount of each order. Please note that there will be no amount shown for orders submitted by the reseller and not the end customer, as seen below:
View All Orders button: clicking on the View All Orders button in the top right corner will present the entire list of orders of the customer.
Detailed Order View
As mentioned, when the user clicks on the order number, the system displays the detailed view of the order, as shown below:
This view includes all the information pertinent to the order such as order number, delivery status, quantity, unit price, discount, total, status, etc.
It is important to mention that when an order is submitted, the end customer receives a confirmation email with a URL where they can check the order of the status.
View Subscriptions
At any time, end customers can obtain a detailed view of all their subscriptions by clicking on the View All Subscriptions button of their main billing page (as described above). The detailed view includes:
The logo and name of the subscription
Whether a subscription includes add-ons. If it does, a + sign is shown in the second column. To reveal details on the purchased add-ons, the user just needs to click on the + sign. The pop-up window shows the add-ons tied to the subscription, their quantity, unit price, and any applicable discount
The quantity of each subscription in the respective measurement units (such as licenses, users, usage-based, etc.)
The status (active, canceled, etc.)
The unit price.
When can the End Customer see the amount of a Subscription?
It is important to mention that the unit price is only shown for those products that the reseller has both listed in their catalog and published on Marketplace.
Alternatively, a “-” is shown in the price column when:
the reseller has not published the products on their Marketplace
the subscription was purchased before the reseller was upgraded to the Standard Edition
the subscription was purchased by the reseller.
The discount applied (if any)
The subscription amount
And the three-dot icon with additional actions to manage the subscription according to the latter’s characteristics, such as cancel the subscription, cancel the add-on, etc. The user needs to click on the button to reveal the further actions, as shown below:
As this is the main subscription dashboard, the user can perform two additional actions here:
choose the subscriptions they want to view by clicking on the All Subscriptions button in the top left corner. The system displays a drop-down list where users can choose which list they want to view: All, Active, Canceled, Suspended and Trial subscriptions.
export the subscription list by clicking on the Excel button at the top right corner of the screen. The system generates a Subscriptions.xls file and prompts the user to save it on their device.
View Subscription Details
Detailed Subscription View
Users can easily view the details of a particular subscription by clicking on its name at the list view. The system pulls up the detailed page of the subscription, which includes the following elements:
Name and status of the subscription
Quantity purchased
I want to… button providing quick access to key management actions, such as buy licenses, cancel add-ons, cancel the subscription.
Summary of charges
A detailed list of products, add-ons (name, quantity, unit price, discount, final unit price, and actions), and charges
View Purchase history button.
View Purchase History
When on the detailed subscription page, the user can view the entire purchase history of the specific service by clicking on the View Purchase button in the top right corner. The system will display the list of purchases and cancellations, including the main product and its add-ons.
Subscription Quick Actions
As mentioned, the detailed subscription page offers quick access to several key management actions, including buy licenses, cancel add-ons, and cancel the subscription. The user just needs to click on the I want to… button at the left-hand side panel, right below the quantity, and select the action they want to perform:
It is important to mention that the list of quick actions available depends on the configuration and the type of the product. For example, there will be no option to cancel an add-on for a subscription with no add-ons tied to it. Similarly, if a product has not been published on the reseller’s Marketplace, the “buy licenses” option will not be available. The same applies to add-ons not published on the Marketplace.
Buy Licenses
To buy an additional license, the user just needs to click on the respective option of the drop-down Quick Action menu. The system will display a pop-up window where the user needs to define the additional quality to be purchased and submit the order.
Cancel an Add-on
Similarly, to cancel an add-on, the user must select the respective option at the drop-down menu. Then, the system displays a pop-up with all the add-ons purchased, where the user needs to select the add-on(s) they want to cancel.
In addition, the system offers the user the option to include any instructions they may have or additional information pertaining to the cancellation request before submitting it.
Cancel the subscription
One of the most important quick actions concerning subscription management is the ability to cancel it, either for a specific user or in its entirety. To do that, the user needs to click on Cancel the subscription at the I want to… drop-down menu. At the pop-up window, the user is asked to define:
the subscription quantity to be canceled
when the cancellation will become effective: immediately upon submitting the request, or at the end of the current billing period
instructions or additional information pertaining to the cancellation request.
You can find more details regarding the cancellation process on the page https://interworkscloud.atlassian.net/wiki/spaces/ICPD/pages/335742456