Subscriptions

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See who collects each recurring payment, and stop a renewal you do not want.

Reaching the Screen

Panel menu: Billing then Subscriptions: {admin}/invoices/subscriptions

The menu appears while the invoicing system is on. Each tab also opens from the address, with ?subtab=gateway, ?subtab=autopay or ?subtab=cards.

What Is on the Screen

Three tabs. The first two list one row per recurring collection; who takes the money decides the tab. The third lists the cards those collections draw on.

Gateway Subscriptions Agreements held at a payment gateway.
Auto-Renewals Services and domains that renew from here.
Saved Cards Every card clients have stored, with the result of the last automatic charge.

A download icon on each list bar exports the filtered set as csv, json or xml.

Gateway subscriptions

A row is one agreement, not one service, and can cover several services and add-ons.

Filter by status or by gateway (those holding an agreement). Search matches the record number, the gateway reference and the client.

The subscription detail

The arrow at the end of a row opens the agreement.

For active and suspended agreements the status is asked of the gateway. A tick means it confirmed; a warning line means you are reading the local record.

The foot offers Sync Gateway Amount when the amount has drifted and the gateway accepts a change. Cancel Subscription appears while the agreement is active. Items go one at a time while more than one remains.

Auto-renewals

A row is one service or domain with auto-renew on, with no agreement at a gateway.

The renewal invoice is raised as usual. The daily automation collects from balance first, then the stored card.

An invoice cancelled, refunded or awaiting a bank transfer by collection time is not collected.

Only rows that can still renew are listed: Active, Suspended and In Progress. Services inside a gateway agreement sit on the first tab.

Filters narrow by status and by type, Service or Domain. A third filter, Card Payment Failed, keeps only the clients whose auto-pay card the automation could not charge. Search matches the number, the name and the client.

Saved cards

A row is one stored card, whoever the client is. The automation records the outcome on each card it tries. A card the gateway keeps refusing shows a red Failed mark here and the same mark on the client's own record.

An expired card is never sent to the gateway: the automation refuses it itself, records Card has expired as the reason and moves on to the next card in the chain. For a card still in date, the reason is the gateway's own message.

Filter by state, Payment Failed or Expired, or by the gateway holding the card. Search matches the last four digits, the cardholder, the bank and the client.

The arrow at the end of a row opens the client's Cards tab.

Fields

Gateway subscription columns

Client The agreement's owner.
Gateway The payment module holding it, with its reference.
Cycle How often the gateway collects. One agreement, one cycle.
Amount What the gateway takes next, in the agreement's currency. A second line appears when today's prices differ.
Next Payment When the gateway collects again; empty where it gives no date.
Last Paid The last collection recorded; empty means the first charge is due.
Items How many services and add-ons the agreement covers.
Status The agreement's own state, not that of the services inside: Active, Suspended, Cancelled or Expired.

Auto-renewal columns

Client Whose service it is; the balance and card used are this account's.
Service The service or domain, linked to its record.
Cycle The renewal period the service is on.
Next Collection The service's due date. The renewal invoice is raised ahead of it.
Estimated Amount What the next renewal would total: today's price, or the stored price where locked. A guide, not a charge.
Collection Source What the collection draws on: a Balance mark, the card to be charged, or No source. A card the automation could not charge is a red mark with an exclamation; click it to see the steps. A refused backup card gets its own mark next to the primary one.
Status The service's own status, not the collection's.

Saved card columns

Client Who stored the card.
Card Brand and last four digits, with the cardholder underneath. The full number is never shown.
Gateway The payment module holding the card's token.
Expiry Month and year. A past date is struck through with an Expired mark.
Auto-Pay Default is the card used when nothing is enrolled; Auto-Pay is charged first, Backup 2 and later only when the card before them was refused.
Last Attempt What happened the last time the automation charged this card, and when: Succeeded, Failed with the number of refusals in a row, or Not tried yet.

Tasks

Check what an agreement is charging

  1. Filter to Active or search the client.
  2. Open the row with the arrow at its end.
  3. Read the amount against the items below; today's total is the Current Total row.

Remove one item from an agreement

  1. Open the agreement and find the item's row.
  2. Use Remove from Subscription at the end of that row and confirm.
  3. The item leaves, and the gateway drops that line or lowers the amount.

Bring the gateway amount up to date

  1. Open an agreement carrying the Price Mismatch mark.
  2. Click Sync Gateway Amount and confirm. The module needs Update Subscription Fee on.
  3. The recurring amount becomes today's total and the mark clears. The same sync runs hourly.

Cancel an agreement

  1. Open the agreement; the button is offered while it is active.
  2. Click Cancel Subscription and confirm.
  3. The agreement closes at the gateway and the row moves to Cancelled. The services keep running at today's prices.

Turn off auto-renew for a service

  1. Open the Auto-Renewals tab and find the row.
  2. Use Turn Off Auto-Renew at the end of the row and confirm.
  3. The row leaves the list. Open renewal invoices return to manual payment unless the account pays automatically.
  4. Turn it back on from the service itself.

See why an automatic payment failed

  1. Open the Saved Cards tab and set the state filter to Payment Failed.
  2. Click the red Failed mark on the row, or the same mark on the client's Cards tab.
  3. The window lists the card, the client and the gateway message. Below them come the steps the automation ran: balance first, then each card in the chain with its outcome.
  4. Fix the cause with the client, a new card or balance; the next successful charge clears the mark by itself.

Things to Watch

A failure mark is the last attempt, not a block

The automation keeps trying the card on every run while it stays enrolled, and the mark records only the latest result. A successful charge clears it; deleting the card removes it. The client is notified by e-mail at the time of the failure.

Cancelling cannot be undone

There is no re-open here. A client who wants it back subscribes again from their own panel. The services' renewals become invoices the client pays.

Removing one item can end the agreement

Where the gateway cannot change an agreed amount, removing a line cancels the whole agreement. Removing the last item always ends it. Read the Items count first: it shows how many services the action reaches.

A collection that was not recorded

A warning under a row's status naming an amount and date is a payment the gateway took that was not recorded. Refund it at the gateway or record it on an invoice by hand. If no active, pending or suspended item is left, the agreement is also cancelled. A charge above the invoice raises no warning; the excess goes to the client's balance.

A live agreement freezes its prices

A live agreement whose amount cannot reach the gateway bills its services at the stored price. The invoice matches what the gateway takes, so a catalogue price change misses these clients. Close the gap by syncing or cancelling.

Required Privileges

The screen opens for INVOICES_LOOK or INVOICES_OPERATION; at that level you can only read. Actions need SERVICES_OPERATION, and exporting a list needs TABLE_EXPORT.

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