Change & Manage Subscriptions

Introduction

The lifecycle of a subscription order often involves changes over time—such as upsells, downsells, indexations, or other contract modifications. To maintain a smooth invoicing process while allowing flexibility, we work with order versions.

Order versions allow you to:

  • Track the full lifecycle of an order from start to end.
  • Apply changes without disrupting invoicing.
  • Monitor adjustments using insights based on various metrics.

 

Effective change date

When modifying existing orders, it is important to use what is known as the Effective Change Date.

The Effective Change Date serves two primary purposes in a change order:

  1. It determines the date on which the new changes take effect.
  2. It specifies the date on which the old data is cancelled.

Since we are working with versions of both the order and the associated charges, it is necessary to close the old charge versions when new values are introduced. The previous version will always be cancelled one day before the Effective Change Date, and the new version will begin on the Effective Change Date.

 

There are many combinations of how the Effective Change Date interacts with the Start On and End On dates of order product charges. We will explore several of these scenarios in the sections below.

 

Change Order 

To access the Change Order page:

  1. Navigate to Order.
  2. Select the applicable order.
  3. Click Change.

Within the Change Order page, you have two available preview options:

  • Invoice Preview
  • TCV Preview

Invoice Preview

This preview provides an approximation of how upcoming invoices will look based on the current adjustments, before the change is activated. It allows you to validate the impact of your changes prior to activating the updated order version.

TCV Preview

The TCV (Total Contract Value) preview shows the difference in TCV between the current version and the potential new version of the order.

Note: For more accurate preview estimates, ensure that the Effective Change Date is set.


Adding a New Product

To add a new product:

  1. Search for the desired product in the product list.
  2. Add it to the order.

New products will not receive an order product number until the change order is activated. Until then, they are referenced by the product catalog.

Depending on whether the default settings for the product charges align with the pricing structure and invoicing flow of the existing order product charges, manual adjustments may be required.

Key Fields Impacting Invoice Period and Timing

  • Billing Period
  • Period Alignment
  • Billing Timing

When new products are added, their associated product charges are by default set to "Align to Order" for both Start On and End On dates.

If the new product should begin on a different date, the Effective Change Date will be applied—as long as the Start On field remains set to "Align to Order". If you change Start On to a Specific Date, that date will override the Effective Change Date.

 

Changing an Existing Product

When updating existing order product charges, the Effective Change Date determines when the new details become valid. The previous version will be automatically cancelled one day before the Effective Change Date.

⚠️ Only the latest version of an order product charge can be updated.

The impact of the update depends on the combination of the selected Effective Change Date and the Invoiced-To Date of the order product charge. The following scenarios illustrate the outcomes:

1. Effective Change Date is after the current Invoiced-To Date

  • The old version remains billable up to its End Date using the original details.
  • The new version becomes billable starting on the Effective Change Date with the updated details.

2. Effective Change Date is the same as the Invoiced-To Date

  • The old version is closed and is no longer billable.
  • The new version starts from the Effective Change Date and is billable with the updated details.

3. Effective Change Date is before the current Invoiced-To Date

  • The old version is closed one day before the Effective Change Date and is no longer billable.
  • A credit charge version is generated for the period between the Effective Change Date and the original Invoiced-To Date, using the previous version’s details.
  • The new version starts from the Effective Change Date with the updated details and is billable.

 

Revert Order

Reverting a Change Order

If a mistake was made when activating a change order, you have the option to revert the latest version and return the order to its previous state.

Reverting an order means that the most recent change, along with any related bookings, will be removed—restoring the order to its earlier version.

Revert Option Availability

The Revert Order option is only available if all of the following conditions are met:

  • No invoices have been posted from the latest order version.
  • There are no open draft invoices.
  • You are currently viewing the latest version of the order.

When Revert Is Not Available

If you are unable to revert the order, you will need to create a new change order to correct the mistake.

Best Practice: Always revert the order when possible in the case of errors. Creating a new change order should only be used as a fallback when reverting is not an option.

 

Cancel Order

To cancel an order:

  1. Navigate to the specific order.
  2. Click Cancel.

When cancelling an order, you will be prompted to choose how the Effective End Date should be applied. A cancellation is handled in the same way as a change order; however, instead of selecting an Effective Change Date, you are defining the Effective End Date for the cancellation.


 Cancellation Options

You will be presented with two options for setting the cancellation logic:

1. Cancel with a Fixed End Date for All Charges

This option allows you to set one common Effective End Date that applies to the entire order and all its associated charges—both current and future. All items will be cancelled on the specified date.

 

2. Cancel with Different End Dates for Individual Charges

This option allows more granular control by determining the end date based on individual charge conditions. You can choose from the following sub-options:

• On Each Invoiced-To Date

Each charge will be cancelled based on its invoiced-to date minus one day. This ensures charges are only billed up to the point they've been invoiced.

• On Each Effective End Date

Younium will use the existing Effective End Date for each charge to determine when it should be cancelled. The order itself will be assigned the same end date as the charge with the latest Effective End Date.

• On Custom Dates

You may manually set specific cancellation dates for each charge. As with the previous option, the order’s Effective End Date will match the charge with the latest end date.

 

Billing Implications

As with change orders, the billing impact of a cancellation depends on how the selected Effective End Date compares to the invoiced-to date of each charge:

  • If invoiced-to date is before the Effective End Date: The charge will not be billable for the period beyond the invoiced amount.
  • If invoiced-to date is after the Effective End Date: A credit charge will be generated for the difference.
  • If invoiced-to date matches the Effective End Date: The charge is billable up to the cancellation date.

 

Delete Order

If an order was activated with incorrect data, it is recommended to delete the order rather than making changes. Deleting the order ensures cleaner and more accurate booking data when you recreate it.

Note: Orders can only be deleted if they are still on version 1.

Deletion Methods

There are two ways to delete an order:

  1. From the Order Detail Page
    Open the specific order and select Delete.

  2. Bulk Delete from the Order Menu
    Use the multi-select option in the Order menu to select and delete multiple orders at once.

 

Edit Order

Making Edits Without a Change Order

Some updates to an order do not require a formal change order. In these cases, you can directly edit values on the current version of the order.

To edit, click the Edit icon next to the relevant Order Details or Charge Details section.

 

Editable Entities

There are two main areas where direct edits can be made:

  • Order Details
  • Order Product Charges

Use the Edit icon next to each section to make changes.

 

Invoice Separate: NO

If the order is set to Invoice Separate: NO, some editable fields may be sourced directly from the account settings rather than the order itself. In such cases, those values must be updated from the account level.

 

Paus Order

Depending on what "pause" means in your use case, there are two different methods for pausing an order:

  1. Disable Invoicing
  2. Use a Change Order to Adjust the Billing Period

Option 1: Disable Invoicing

On the order, there is a checkbox labeled "Disable Invoicing". When this is set to TRUE, no invoices can be generated from the order. All order and charge details remain unchanged—only the invoicing function is temporarily turned off.

Once you are ready to resume invoicing, simply set the Disable Invoicing checkbox back to FALSE using the Edit functionality. You can then continue from where you left off.

 

Option 2: Pause Using a Change Order

If you need to pause a specific period so that it is not invoiced or recognized at all, you should use a Change Order to:

  1. Cancel the charge from a specific date.
  2. Restart it at a future date when billing should resume.

For example:

  • If the pause should begin today, set today as the Effective Change Date.
  • Then, update the charge’s Start On field to "Specific Date" and set that to the future date when billing should begin again.

This will:

  • Cancel the charge from the Effective Change Date.
  • Restart the charge from the specified future start date.

 

Renew Order

Automatic Renewal

Subscription orders with automatic renewal will be renewed on their notice period date and will automatically renew with the set term in Renewal Months, starting from the current Effective End Date of the order.

To ensure orders are automatically renewed on their notice period date, you must set up the Order Auto Renewal Job in the system:

  1. Navigate to Settings > General > Scheduled Jobs > Order Auto Renewal Job.
  2. This job should be set to run once per day.
  3. You can configure the time of day when the renewal job should trigger.

You can also check the logs for each job to see which orders were successfully renewed.

Active Renewal

Orders that are set to "Automatic Renewal - FALSE" are considered active renewals. This means the order will not be automatically renewed.

If you want the order to be renewed, you must manually:

  1. Open the order.
  2. Click the Renew button.
  3. Decide how many months the order should be renewed for.

If you do not want the order to be renewed after it reaches its Effective End Date, it is recommended to cancel the order. Note that the order will not be automatically cancelled once it has passed its end date.

 

Other Order Features

Modify Product

If you need to update a specific product without navigating to the Change Order view, you can modify it directly within the order.

To modify a product:

  1. Select the product.
  2. Click the three dots in the top-right corner.
  3. Choose Modify Product.

In this section, you can make changes to the charges related to this specific product, choose an Effective Change Date, and activate the updates.

Cancel Product

To cancel an individual product:

  1. Select the product.
  2. Click the three dots in the top-right corner.
  3. Choose Cancel Product.

This action allows you to cancel specific products directly within the order. You will be prompted with the same two options as when canceling an entire order, letting you choose the Effective End Date for all charges related to the selected product.

Arrange Product

Each product in an order is assigned a product line number, which determines the order in which the products are displayed on the invoice.

If you wish to adjust the order of products:

  1. Select the product.
  2. Click the three dots in the top-right corner.
  3. Choose Arrange Product.
  4. Use drag and drop to reorder the products as needed.