How to edit Subscriptions

Introduction

This article provides an overview of the Subscriptions section within the organization's portal. It offers detailed instructions on how to manage subscriptions, make edits, and update price-related information. The guide is intended for portal administrators who need to maintain and adjust subscription details.

In this article:

• Subscriptions Section
• Subscription Details
• Price Editing Options
• Scheduled Changes
• Subscription Upgrade/Downgrade

Subscriptions Section

All Subscriptions are located under the Subscriptions tab. There, they can be managed and edited.

To manage subscriptions, go to the "Select Organization" page and select an Organization. This is done by clicking on the organization's name and selecting the Subscription Tab.

a. Subscriptions type - the list of subscriptions type.
b. By selecting Search subscription name, vendor name, and Microsoft tenant name can be filtered.
c. Status - the status of the subscription.
d. Subscription - the subscription names.
e. Vendor - the vendor's names.
f. Expires on - the expiry of the subscription name.
g. Quantity - the number of licenses.
h. Add-ons - the number of add-ons.
i. Billing cycle - billing cycle of the subscription.
j. Show cost - the price of the seller can be reviewed.
k. Price - the price of the subscription for the end customer.

Subscription statuses:

• Suspended - Subscription with suspended status.
• Active - Subscription with active status.

Subscription Details

To change subscription status, auto-renewal setting or quantity of licenses/seats, press on the name of the Subscription:

a. This function allows the user to edit basic information related to this subscription, by selecting "Edit" button below.

b. Additional details - Subscription Custom Fields.

c. Show details - this function is used to adjust prices:

Subscription Details for Adobe

The platform includes an enhanced feature for Adobe subscriptions: the Subscription Details section provides a visual chart that displays the number of licenses currently assigned and the total number of purchased licenses:

This information is also accessible through the Adobe Console and via the Adobe API. The graphic presented in the Subscription Details mirrors this data.

1. When Subscription Renewal is Disabled: The diagram includes a hyperlink that directs users to the Adobe Admin Console, where licenses can be managed.
   
2. When Subscription Renewal is Enabled: The platform displays the calculated renewal level retrieved from the Adobe Console, based on all active subscriptions and current configuration settings. This calculation dynamically updates in response to new orders or changes made to the renewal settings.
   

This actual level information is also shown in the Level field:

Renewal Settings — End of Term Action

Renewal behavior is controlled on the Subscription Form in the End of Term Action section. The label has an info icon with the tooltip "Select what happens when the subscription term ends".

Three options are presented as tiles; exactly one is selected at any time:

• Auto Renewal On — Subscription renews automatically at term end.
• Auto Renewal Off — Service ends at expiration.
• On + Conditional Service Continuation — Service continues at the monthly rate after the original term ends (Extended Service Term).

Option A — Auto Renewal On

The Subscription renews automatically at term end. A green confirmation bar is displayed below the tiles: "Your subscription will automatically renew for another term at the current rate. You will be charged on the renewal date."

Option B — Auto Renewal Off

Service ends at expiration. A red confirmation bar is displayed: "Your subscription will not renew. Service will be disabled after the subscription end date.", with the additional warning "After the subscription ends, users will lose access to the service immediately."

Option C — On + Conditional Service Continuation (Microsoft only)

This option sets the renewal into Extended Service Term. Service continues at the monthly rate (103% of the standard price) after the original term ends. A purple confirmation bar is displayed: "Your subscription will not renew, but service will continue at the increased price. You can cancel or convert to a standard subscription at any time.", with the note "In extended service mode, you cannot add seats, upgrade, or downgrade. You can only assign existing seats or cancel/convert the subscription."

 

For full details about Extended Service Term, refer to: Microsoft Extended Service Terms for NCE subscriptions.

Saved changes in the Orders list

Every saved change to the End of Term Action is recorded as an entry on the Orders page. The Requested Change column shows exactly which transition was performed (for example, "Autorenewal changed to On"), together with the Order ID, the user who created the Order, the date, and the current status.

Price editing Options

1. Markup/discount from distributor - Allows distributor to specify markup that applies specifically for this subscription, overriding the markup from Partner Price level.

2. Markup from seller - Allows seller to specify an additional markup specifically for this subscription. Which is calculated on top of customer price markup. Formula: Price x Customer price markup x Subscription Markup.

Markup renew tick-box allows to specify whether the subscription level markup should still apply after renewal.

3. Customer target price - User has an option to add target price for Customer. For example, if user adds a target price of 15 EUR on offer which has a price 10 EUR, then platform will save 50% as markup.

4. Price table:

• Partner Tier: indicates for which tier prices are displayed in the row: 'Seller' for 1 tier set-up or 'Distributor' for 2 tier or multi tier setup.
  • Distributor partner tier row is visible for Distributor level and higher. Seller partner tier row is visible for Seller level and higher.
• Billing Cycle: indicates the billing cycle of the subscription.
• Price Source: shows Price Source for Distributor or Seller depending on which row. Possible options are: 'Cost Price' or 'Retail Price'.
• Revenue Price: depending on partner tier, shows price invoiced by distributor to seller and by seller to customer.
• Catalog Markup (%): shows effective markup applied from Distributor (Partner Prices) and from Seller (Customer Prices).
  • In case Distributor has added subscription level markup then Catalog markup field will be greyed out as it is not applied for price calculation.
• Catalog Markup (on renew) (%): shows markup which would be applied for the subscription on renewal date, based on currently configured seller/customer prices applicable on subscription's end date.
• Subscription Markup (%): markup configured on subscription level.
• Price Adjustment (%): total price adjustment, considering all applied markups, which is calculated from the price source markup is configured on.
  • In case price source is retail price then markup displayed will show total adjustment from retail price.
  • In case price source is cost price then markup displayed will show total adjustment from cost price.
• Margin (%): calculated as (Revenue Price - Cost Price / Revenue Price).
• You buy for: Price you pay to the supplier.
• You sell for: Price your customer pays to you.
• Retail Price: retail price for the offer, provided by the vendor.

When selecting the "Edit" button for a subscription, you can choose when you want the changes to apply – now, on renewal, or on a custom date:

1. Now – The change order is created and processed immediately.

2. 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.

3. 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.
 

Scheduled Changes

If the subscription has Scheduled Changes, you can see them On the Scheduled Changes tab in the Subscription section. The associated order will also be in the Orders section.

You can see the scheduled change in detail by clicking on the subscription itself or the "Scheduled" link.

There can still be only one simultaneous order per subscription. If your scheduled order is still unprocessed by the vendor, it may be required to wait before you can make changes to your subscription.

When configuring changes for a selected date, prices automatically include the markup configured for that date.

When a request for changes is sent, you will see a notification bar, where you can locate and see the changes you have made to the subscription:

Click on "View order" to see details of the submitted order. The system will direct you directly to the detailed view of the order.

Perpetual software subscriptions with a "One Time" billing cycle are being invoiced at the full cost on the first invoice, and it can no longer be edited.

Perpetual software subscription showing greyed out quantity field

For more info please follow: Perpetual Software

Subscription Upgrade/Downgrade

Some Vendors offers Upgrades and Downgrades for their purchased Products. Platform supports such configurations and enables their Customers to purchase Upgrades or to downgrade their existing Subscriptions on Subscription edit mode.

In order to upgrade the Subscription:

1. Click on the Subscriptions tab and select Subscription you would like to upgrade.

2. If upgrades or downgrades for the particular Subscription are eligible they will be presented at the bottom of the page:

3. Click Upgrade on one of available options.

4. The pop-up window will be presented asking to apply changes as shown:

Now – The change order is created and processed immediately.

On Renewal – this option allows changes to apply on renewal. This option may not be available for some subscriptions.

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.
For more details check the following article: Scheduled Orders.

Custom Vendor Configurations

Vendors may implement custom business rules that define the relationship between Offers and Subscription modifications. These configurations allow Vendors to tailor the Subscription management experience based on specific business requirements.

Common Configuration Scenarios

Vendors may establish rules such as:

• Different upgrade Offers are available for mid-term changes versus scheduled renewals
• Certain Offers are restricted from direct purchase but remain available as Upgrade options

System Behavior

To accommodate Vendor-specific configurations, the Platform communicates with the Vendor's systems in real time through API integration. This integration retrieves the applicable Upgrade and Downgrade options based on the vendor's business rules.

The platform dynamically adjusts the user interface to display only the eligible timing options in the "When do you want to apply your changes?" dialog, ensuring customers can only select valid modification schedules.

Examples

When a Customer selects an Upgrade option that supports only immediate activation, the system automatically hides the "On renewal" option:

Conversely, when a Customer selects an Upgrade option that is only available at renewal, the system hides both the "Now" and "Custom date" options:

5. Once the desired option is selected, the following form will appear:

System displays also additional warning and information regarding upgraded amounts and prices:

6. After changes are applied and Save button is selected, the following message will appear:

7. Changes will be saved immediately, and the order will be placed.

Completed Order Status

By selecting View order, you can follow the status of its completion.

Upgrading a subscription is the same as placing the order, and the process has been described here: How to place an Order?

Partial Upgrades

Partial upgrades allow partners to upgrade a portion of licenses from one offer to another, rather than the entire subscription. A partial upgrade is defined as any upgrade where the number of licenses being upgraded is fewer than the total number of licenses in the original (basic) subscription.

Limitations

Some subscription types may have limitations on when and how they can be edited. Be aware of the following constraints:

• Perpetual software subscriptions cannot be edited after purchase
• Usage-based subscriptions have different pricing structures
• Some vendors restrict mid-term changes to certain subscription parameters
• Increasing the quantity and modifying the Auto-Renewal value cannot be completed within a single order. These changes must be processed as two separate orders
• Subscription-level markup adjustments are not preserved when subscriptions are upgraded or downgraded. The percentage adjustment is linked to the specific offer ID and will not apply if the subscription is changed to a different offer. However, if the subscription returns to the original offer, the previously configured subscription-level markup will apply again

Summary

This article provided detailed guidance on managing the Subscriptions section within the organization's portal. It covered how to access and navigate the subscription interface, make edits to subscription details, adjust pricing options, and schedule future changes. Special features for Adobe subscriptions were highlighted, along with important limitations regarding perpetual software subscriptions.

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