Subscriptions (recurring orders)

With Sales → Subscriptions you regularly deliver the same items to customers, such as “2 × Espresso 1 kg every 4 weeks”. On the delivery day, allverto automatically creates an order, which is then picked, shipped and invoiced as usual.

#Step by step: create a subscription

1. Open Sales → Subscriptions and click New subscription (or Sales → Create new → New subscription, or right-click a customer → New subscription …, or Create subscription in the customer overview).
2. Select the Customer. The delivery address is taken from the customer and can be changed on the Delivery schedule and shipping tab (right).
3. Choose the Channel (Manual or a B2B portal) and, on the Delivery schedule and shipping tab (right), the Shipping method.
4. On the Line items tab, use Add item… to add the line items with Quantity, Unit price gross and VAT.
5. On the Delivery schedule and shipping tab (left), set the rhythm: Every x days, weeks or months, and the First delivery.
6. Optional: limit the Term – Unlimited, Until date (Last delivery no later than) or Number of deliveries (Total deliveries). A Note appears in every order created, but not on documents.
7. Click Create subscription.

The subscription is Active immediately. On the left, the subscription window shows the same tabs for direct editing; a narrow column on the right shows customer, delivery address, amount per delivery, MRR, term, Upcoming dates, the Orders created and the History.

Besides articles, Add free item lets you add line items without an article – such as a service with description, unit, quantity, price and VAT. They appear in orders and invoices as free items without stock reference. On the Delivery interval per line item tab you set a separate schedule for each line item (same fields as in the order, see below). The rhythm on the Delivery schedule and shipping tab is the default for new line items; Apply rhythm to all line items applies it to all of them.

#When are the orders created?

allverto regularly checks (roughly every 15 minutes) which subscriptions are due and creates the order. Missing stock doesn't hold anything up – that is only checked at shipping. If the system was unavailable for a longer period, only the latest due delivery is created; missed dates are dropped and noted in the order. That way the customer doesn't suddenly get three parcels at once.

If you don't want to wait: right-click → Create order now.

#Delivery interval per line item in the order

As in JTL-Wawi, you can turn a normal order into a subscription and set a separate interval for each line item. Open the order and switch above the line item table from the Line items tab to the Subscriptions tab. The tab only appears with the permission “View subscriptions”.

1. In the Sub. column, tick each article line item that should be delivered regularly.
2. Choose the Delivery interval: Start of month, End of month, Start of quarter, End of quarter, Start of year, End of year or Custom interval – only then can you set the Number and unit (days, weeks, months, years).
3. Start date: from when the interval applies. With a custom interval, all dates are calculated from here.
4. End date (tick the box): last possible delivery of the line item.
5. Lead time (days): the order or invoice is created this many days before the delivery.
6. allverto suggests the Next delivery; you can change it. Last generated shows when an order or invoice was last created for the line item.
7. Save the order as usual. On the first save, allverto creates the subscription (Open subscription AB-… takes you to the subscription window).

The order itself is the first delivery; follow-up orders are created on the due dates. Line items with the same date go into one order. The follow-up order takes the customer, delivery address, shipping method, payment method and company from the subscription order. You always change the line items, prices and intervals of such a subscription in the order – that is why Edit … in the subscription opens the order. Pausing and cancelling still work in the subscription.

#Invoice instead of order

For services, maintenance contracts or licences without shipping, switch Creates to Invoice without order in the Subscriptions tab. On the due date, an invoice is then created directly with the order's settings – customer, billing and delivery address, company, payment method and terms, cash discount, tax and currency – and the due line items including placeholders. The delivery or service date is the due date. There is no order, no stock booking and no delivery note.

• Invoice: As draft – the invoice is ready as an invoice draft; you check and finalise it yourself.
• Invoice: Finalise automatically – allverto finalises the invoice immediately. With Then send by email, it is sent to the customer's email address using the email template for invoices.

If an invoice cannot be finalised (e.g. because details for the e-invoice are missing), it stays as a draft. The reason is shown in the subscription window under Subscription invoices, and you receive a notification (bell). Successfully finalised invoices are reported there too.

Creation runs automatically with the subscription run – you don't need to set anything up. If you want your own billing run, Automations offer the action Create subscription invoices (due date) for customers, for example scheduled on the first of every month.

Subscriptions from Sales → Subscriptions without a subscription order can create invoices too: in the subscription window, set Creates to Invoice without order. Billing address, payment method (otherwise the default payment method), payment terms, language and VAT ID then come from the customer, the delivery address from the subscription, company and currency (EUR) from your company's defaults. If you need other settings, create the subscription via an order.

#Change, pause, cancel

Everything via right-click in the list or in the subscription window:

• Edit – directly in the subscription window, without an extra click: change the fields and click Save changes (active as soon as something has changed; if you close with unsaved changes, allverto asks first). In the list, Edit … opens the same as a popup. Changes to line items and prices apply from the next delivery (field Next delivery); orders already created remain unchanged. The history records price changes.
• Pause → Until further notice or Until date …. With a date, the subscription automatically continues afterwards. Resume ends the pause immediately.
• Cancel subscription → At a date … (last delivery day) or End immediately …. Withdraw cancellation undoes a cancellation.
• Open last order, Open customer, Duplicate ….

Pausing, resuming and withdrawing also work for several subscriptions at once.

#Key figures and problems

At the top, the page shows Active subscriptions, Monthly recurring (gross), Deliveries in 7 days and Paused. The templates Active, Delivery within 7 days, With problem, Paused, Cancelled, Ended and All filter the list. If an item in the subscription has since been archived, the delivery is skipped and the subscription is marked yellow with Problem – replace the line item and it continues. Cancelled and ended subscriptions appear in grey.

#Frequently asked questions

#Is this the same as my company's allverto subscription?

No. This is about subscriptions that you offer your customers. You can find your own allverto subscription under Register your company, trial period and subscription.

#Where can I see which subscription an order comes from?

The order shows a note “From subscription AB-…”, and the order list has the column Subscription no. and the filter From subscription. In the customer window, all of the customer's subscriptions are listed in the Subscriptions tab.