Scheduled Orders

AppXite platform provides functionality to schedule change orders for future dates.
As available options are to schedule a change order at a Custom Date or On Renewal for subscription.

Scheduled Orders can be executed only if such changes are eligible by the Vendor. In case, the Scheduled Order is denied by the vendor, the order will be failed by the platform.

The platform also synchronizes On Renewal date scheduled orders from vendors. Such scheduled orders will be visible also under the Scheduled Changes tab in the Subscription edit view.

Supported scheduled order actions for Custom Date:

1. Quantity increase.
2. Upgrade to a different offer.
3. Term Duration.
4. Billing Cycle.
5. Other actions as enabled by Vendor (including quantity decrease if enabled by vendor).

Supported scheduled order actions for On Renewal:

1. Quantity change.
2. Upgrade to a different offer.
3. Term Duration.
4. Billing Cycle.
5. Other actions as enabled by Vendor.

Current limitations:

• In the scenario where the user, for example, has a Business Basic offer and has scheduled an on-renewal change to upgrade to Business Standard in OrderScheduled notification the user will see already the name of the upgraded subscription.

• In the scenario where the user updates the subscription in the Vendor platform, there can be inconsistency with the AppXite platform until the change gets synchronized to the platform.

Important to note:

• For scheduled orders, the same as for regular orders status should be validated in the "Orders" section and with the vendor as service synchronization issues are possible.
• Users can schedule one On Renewal and one Custom Date change at the same time.
• Scheduled changes from Microsoft will be synced on the next calendar day.
• On Renewal, scheduled orders are synced from the platform to the Vendor immediately whilst Custom Date scheduled orders are stored on the platform and executed at the scheduled date.
• Any changes made in the Microsoft Partner Center will override existing On Renewal scheduled changes in the platform.
• In the "Orders" section scheduled orders on Custom Date will be shown with the status 'Scheduled' whilst for orders On Renewal status will be 'Provision finished'.
• For scheduled orders on Custom Date, there is a possibility to cancel the order. For scheduled orders on the Renewal Date, there is a possibility to Overwrite On Renewal scheduled change.
• The user cannot schedule the 'Renews On' checkbox as such orders are not accepted by the vendor. If users want to adjust the 'Renews On' checkbox using the edit 'Now' option.
• On the Scheduled Changes tab price is shown without extended information about markup.
• Scheduled orders can be placed only if no orders are in progress or scheduled for the subscription.
• Scheduled Orders on Custom Date will not be canceled if there is a subscription configuration change. The platform will try to execute the order and return either a successful or failed response on the target date.

Platform UI overview:

When editing a subscription, you can choose when you want the changes to apply – now, on renewal, or on a custom date.

1. Scheduling is available for eligible offers – e.g., offers from Microsoft and other integrated vendors with instant or near-instant provisioning.

2. You can schedule your changes in the following ways:

1. 1. Now – this option is the same as updating your subscription as usual. The change order is created and processed immediately.
   2. After renewal/commitment – this option allows scheduling changes that vendors do not allow you to make during an active commitment term. Scheduled changes will apply on renewal. This option may not be available for some subscriptions.
   3. Custom date – this option allows you to select any future date. On the selected date the order will be sent to the vendor and changes will apply upon successful provisioning.

 Important to note that for Microsoft legacy CSP subscriptions there are only two options: Now / Custom date as the vendor doesn't support explicit scheduling for On Renewal. 

If a user has an active scheduled change either On Renewal or Custom date it will be visible in the Subscription grid under the column 'Scheduled Changes'.

Scheduled orders are visible in the Scheduled Changes tab. Scheduled changes are sorted by date of execution.

In the Scheduled Changes grid, the user can see such values:

• View details - upon clicking open additional details about the scheduled change. 
• Order ID – value is created by the AppXite platform, in case the order is synced from the vendor this field will display 'Vendor System'.
• Scheduled Date - the date for which the scheduled change is planned.
• Created By – person who has created order. For changes synced from Vendor, this field will display 'Vendor System'.
• Vendor Sync Status – For On Renewal scheduled changes will show the synchronized date to or from Vendor. For example, on renewal scheduled changes are synced with Microsoft instantly, it would show the date of synchronization to the vendor. For the Custom Date type of scheduled change, this field will show - the date of the scheduled change.
• Scheduled Type - distinguishes between On Renewal and Custom Date changes.

Scheduled changes are displayed next to each other for easy identification of planned differences.

There can still be only one simultaneous order per subscription. If your scheduled order is still unprocessed by the vendor, you may be required to wait before you can change your subscription. The next scheduled order will overwrite the previous one and other details. 

For example: if you have scheduled +2 subscriptions and later decide that you need 5 extra licenses, place a scheduled order of +5 licenses, as the previous +2 order will be overwritten.

Notifications:

For scheduled changes following notifications will be sent if enabled on the platform. The notifications will highlight that the changes will affect the subscription only On Renewal or on Custom Date.

Scenario 1:

On 01.06.2023. User schedules Custom Date quantity increase by 5 for subscription O365 E5 on date 1.12.2023.

Based on the scheduled change it would trigger:

• On 01.06.2023 - OrderScheduled notification.
• On 01.12.2023 - OnPurchaseNotification and SubscriptionChangeSuccess or SubscriptionChangeError notification.

Scenario 2:

On 01.06.2023. user schedules On Renewal quantity increase by 5 for subscription O365 E5 for 1.11.2023.

Based on the scheduled change it would trigger:

• On 01.06.2023 - OrderScheduled notification.
• On 01.06.2023 - OrderScheduledChangeSuccess notification.

Notification Overview: Subscriptions-Order-Scheduled-Notification