How to schedule an Order for a Pending Placeholder Tenant?

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Introduction

This article guides Seller and Distributor administrators through pre-ordering Subscriptions for a Customer whose Placeholder Tenant is still in the Pending status. With the On Tenant Activation scheduling option, the Order is placed automatically as soon as the Tenant becomes Active, so you can prepare the Subscriptions that the Customer needs before the Microsoft partnership acceptance is completed. This reduces the delay between Tenant activation and service provisioning, and removes the need to return to the Platform to place the Order manually.

In this article:

Before you start

Add Offers for a Pending Tenant to the cart

  1. Open the Offer that you want to pre-order and fill in the configuration: Quantity, Term Duration and Billing Cycle.

  2. In the Tenant Domain field, select the Tenant that has the Pending label.

    Figure 1. Selecting a Tenant in the Tenant Domain field on the Offer page.

    Figure 2. The Tenant list, where a Tenant that is available for pre-ordering is marked with the Pending label.

  3. Select Add to cart.

NOTE! The cart supports items for Tenants with the same status only. All items that you schedule on Tenant activation must reference a single Pending Tenant and a single Vendor.

If the cart already contains items for an Active Tenant, the item is not added and the Platform shows the following error: "Cart already contains items for an active tenant. Remove them before adding items for a pending tenant." Remove those items or clear the cart, and then add the items for the Pending Tenant again.

Schedule the Order

When the cart contains items for a Pending Tenant, only the Schedule order option is available. Immediate checkout is not offered, because the Subscriptions cannot be provisioned before the Tenant is Active.

Two scheduling options are available:

  • On Tenant Activation — the Order is placed automatically at the moment the selected Tenant changes from Pending to Active. The Platform shows the following message: "The order will be placed automatically when the selected tenant transitions from Pending to Active."
  • Custom Date — the Order is placed on the date that you select. This option is preselected, and the Platform shows the following note: "New subscription purchases outside the current calendar month may result in different pricing."

To schedule the Order on activation:

  1. In the cart, select Schedule order.
  2. Select On Tenant Activation and review the confirmation message.

  3. Select Schedule order to confirm. No Subscription is provisioned at this point.

Figure 3. Choosing between Custom Date and On Tenant Activation in the shopping cart.

Warning! Select Custom Date only when you are certain that the Tenant will be Active before that date. If the Tenant is still in the Pending status on the scheduled date, the Order placement fails. When the acceptance date is unknown, use On Tenant Activation instead.

The Customer receives the scheduled Order notification, in which the planned date is shown as On Tenant Activation instead of a calendar date.

Figure 4. Scheduled Order notification for an Order that is placed on Tenant activation.

Review a scheduled Order

The Order is saved with the Scheduled Order Status and is visible in the Orders section, where you can check what is waiting for the Tenant to be activated.

Figure 5. A pre-ordered Subscription with the Scheduled Order Status.

Select the Order to open its details. The Platform shows the Offers that were pre-ordered and confirms the schedule with the message "The order is scheduled on: On Tenant Activation".

Figure 6. Order details confirming that the Order is placed on Tenant activation.

Warning! If you need to correct or delete the Pending Tenant, delete the scheduled Order first. The Platform does not update or cancel scheduled Orders when a Pending Tenant is edited or deleted, and it cannot show you which Orders belong to that Tenant. See How to create a Placeholder Tenant for a Customer with an existing Microsoft Tenant?

Order placement on Tenant activation

When the Vendor synchronization matches the incoming Microsoft Tenant and activates the Pending Placeholder Tenant, the Platform automatically places every Order that was scheduled on activation for that Tenant. The Subscriptions are then provisioned under the Tenant, which is now Active, and the Customer receives the standard provisioning notifications.

If the placement fails after activation, the error is shown in the Platform and is handled in the same way as any other Order provisioning error. For the most common causes, see Common order errors and solutions.

Cancel a scheduled Order

A scheduled Order cannot be modified. To change what was pre-ordered, delete the Order and schedule a new one.

  1. Go to the Orders section.
  2. Locate the scheduled Order.
  3. Select X in the Actions column.

A cancellation notification is sent to the Customer automatically.

Figure 7. Notification confirming that the scheduled Order was cancelled.

NOTE! A scheduled Order is never cancelled automatically. If the Customer does not accept the Microsoft partnership, the Order stays in the Scheduled status until you delete it.

Summary

Pre-ordering Subscriptions for a Pending Placeholder Tenant lets you complete the Customer setup in a single session instead of waiting for the Microsoft partnership acceptance. You add the Offers for the Pending Tenant to the cart, keeping the cart to one Tenant and one Vendor, and schedule the Order with the On Tenant Activation option. The Order stays in the Scheduled status until the Vendor synchronization activates the Tenant, at which point the Platform places it automatically and provisions the Subscriptions. Because there is no automatic cancellation, delete any scheduled Order that is no longer needed.

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