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Scheduled and Recurring Sales Subscriptions

Create and manage subscriptions that support proration, providing you with more flexible billing scenarios.

Updated this week

Q1: How do I set up a scheduled Sales Subscription in Jaz?

  • To set up sales subscriptions, go to Scheduler > Sales > New subscription:

    • Fill in the required subscription details.

    • Set the scheduled date.

    • Choose the desired schedule frequency.

    • You can opt to apply proration and/or payments

    • Save the subscription schedule.

Q2. Can I choose the start, and end date of a schedule?

  • Yes, you can choose the start date by modifying the Schedule Date, and choose the end date by modifying the End Date when setting up the schedule details.

  • You can only choose the current date or future dates.

Q3. How can I set the frequency of a schedule?

  • You can set the frequency of a schedule by adjusting the Repeat field and End Date field.

  • Currently, Jaz allows frequencies of:

    • Daily

    • Weekly

    • Monthly

    • Quarterly

    • Yearly

  • The End Date can be set manually and is optional.

Q4. What happens if I need to make changes to the sales subscription?

  • Once a sales subscription is saved, certain fields become non-editable to prevent billing mismatches. These include

    • Chart of Accounts (COA)

    • Tax profiles

    • Currency

  • Any changes made will only be reflected on new subscription invoices that are created from the schedule.

Q5. Can I choose the currency for the scheduled subscriptions & payments?

  • Yes, you can. Click on the currency label within the subscription schedule. You will be brought to the currency settings.

  • Select the currency that you would like for the subscription to have.

Q6. How do payments work with sales subscriptions?

  • Sales subscriptions only support full payment records.

  • These payments will be scheduled with the invoice, and will also be created on the scheduled date.

Q7. Is there a limit to the number of scheduled sales subscriptions I can create?

  • There are currently no limits to the number of scheduled invoices you can create on Jaz.

Q8. What happens if I update the schedule after it has already run several times?

  • Updating a schedule will have no impact on previously created invoices from the subscription. The change will only apply on the next recurring subscriptions.

Q9. Can I create a subscription schedule with start and end dates in the past?

  • No, you cannot set start and end dates in the past for a subscription schedule. However, if you need to charge customers for previous dates, you can use the prorate feature. This will calculate the appropriate amount for those dates and generate a prorated invoice accordingly.

Q10: What is Proration in the Subscription Scheduler, and how does it work?

  • Proration adjusts billing to reflect the time a subscription was active, even before the invoice creation date.

  • Proration can only handle backdate billing but not create backdated schedules.

  • Here’s how it works:

  • Fill in the required invoice fields, and the proration feature will appear.

  • Proration can only adjust dates prior to the subscription’s creation date.

  • The prorated invoice will include:

    1. A line item for the prorated amount (from the start date to the next cycle).

    2. Recurring line items for future billing.

  • Proration also applies to subscription cancellations, allowing adjustments during the cancellation process.

Q11: What happens if I cancel a subscription schedule

  • Subscription cancellations can be processed in two ways:

    • End of Current Period

      • If payments are applied to subscription invoices:

        • An active customer credit note is created for the current subscription amount and automatically applied.

      • If payments are not applied:

        • An active customer credit note is created for the current subscription amount.

    • On a Custom Date

      • If payments are applied to subscription invoices:

        • A draft customer credit note is created for the prorated amount.

      • If payments are not applied:

        • An active customer credit note is created for the prorated amount.

  • Note: Cancelling a subscription does not delete invoices that were already generated by the subscription scheduler.

Q12. What is the difference between a Scheduled Sales Subscription and Scheduled Invoices?

  • Sales Subscription Scheduler has a proration function for flexible billing management.

Q13: Can I cancel subscription schedules that have not yet started?

  • Yes, you can. Hover over the schedule, click the three-dot menu, and select “Cancel.” A confirmation dialog will appear to prevent accidental deletion.

Q14. Can I track the transactions created by a scheduler?

  • Yes. You can view the sub-tab Transaction History when opening a schedule.

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