Subscriptions｜Viewing and Managing Subscriptions

Accessing Subscriptions

1. Access subscriptions: Log in to Subotiz Admin and go to Subscriptions > Subscriptions to view all current and historical subscriptions.
   The subscription list typically displays:
   • Created time
   • Customer email
   • Customer
   • Pricing name
   • Subscription ID
   • Pricing type
   • Billing cycle
   • Currency
   • Status
   • Price
   The Price column displays pricing details based on the pricing structure, such as:
   • Trial information (free or paid trial duration or amount) .
   • Tiered or staged pricing (for example, different pricing across billing phases) .

      

2. Search subscriptions: The search bar supports selecting a search field before entering keywords.
   Supported search fields include:
   • Customer email
   • Customer ID
   • Product name / Product ID
   • Pricing name / Pricing ID
   • Subscription ID
   • Trade order ID
   • Refund order ID
   • Invoice ID
   Common use cases include:
   • Investigating billing concerns: Search by customer email or invoice ID.
   • Reconciliation: Search by trade order ID or refund order ID.
   • Reviewing subscriptions for a specific product: Search by product name or product ID.
3. Filter subscriptions: Filters help merchants quickly locate specific subscription records.
   • Filter by pricing type: Under Pricing type, subscriptions can be filtered by:
     • Flat pricing
     • Package pricing
     • Usage-based pricing

4. Reset filters: Click Reset to clear all active filters and restore the full subscription list.

Viewing Subscription Details

• The subscription details page typically includes the following sections:
  • Status: Displays the current subscription status, such as Trial, Active, Canceled, or Incomplete.
  • Next invoice: Provides quick visibility into the next billing event:
    • Next invoice date
    • Next invoice amount
    • Currency
    • Real-time exchange rate at checkout
  • Subscription details: Confirms the relationship between the customer and the pricing plan:
    • Customer email or customer information
    • Subscription time
    • Pricing name
    • Pricing type
    • Billing cycle
    • Trial information (if applicable)

    If a fixed term is enabled, the following information is also displayed:
    Fixed term (current period / total term)

    • Fixed term (current period / total term)
    • Whether conversion to a recurring subscription is supported
    An edit shortcut is typically available beside the fixed-term setting for quick access to term adjustments.
  • Billing history: Shows billing and invoice generation for each billing cycle, including:
    • Created time
    • Product or pricing information
    • Trade order ID
    • Invoice ID
    • Amount
    • Payment time
  • Refund records: Tracks refunds related to the subscription:
    • Refund Order ID
    • Related trade order ID
    • Refund amount
    • Created time / refund time
  • Cancellation details (if applicable)
    • Scheduled cancellation time
    • Cancellation request time
    • Canceled by
    • Actual cancellation time
    • Cancellation method
    • Cancellation reason or notes

Note: Fields such as customer, pricing plans, trade orders, refunds, and invoices are typically clickable and allow you to navigate directly to the related records for a complete view of the business flow.

Managing Subscriptions

1. Change subscription: Used to upgrade, downgrade, or switch to a different pricing plan.
   You can:
   • Select a new product or pricing plan (including flat price, package price, or Based on usage pricing).
   • Choose the effective time (for example: immediate effect or at the end of the current billing cycle).
   • Select proration or settlement behavior when applicable (for example, in paid trial or based on usage pricing scenarios).

2. Edit fixed term: Used to configure or adjust a subscription’s fixed term.
   Subscriptions that support fixed terms display an Edit fixed term option. Merchants can access it through More actions or the edit shortcut beside the fixed-term field.
   Available options include:
   • Enable or disable fixed term.
   • Set fixed-term length (must exceed completed billing period).
   • Configure whether the subscription can convert to a recurring subscription.
   • After submission, subscription information and the related expiration timeline are updated.

3. Pause or resume a subscription: Temporarily stop a subscription and resume it later.
   • Pause subscription: Temporarily stops the subscription. No new invoices will be generated until the subscription is resumed.
   • Resume subscription: Restores a paused subscription and allows billing to continue normally.For fixed-term subscriptions, paused time is not counted toward the fixed term. After resuming, the system recalculates the expiration timeline based on the pause duration.

4. Share payment update link: Generate a temporary link that allows the customer to update the payment method associated with the subscription.
   In the popup window you can:
   • Copy the link and send it to the customer.
   • Send the link via email.
   • Disable the link if it should no longer be used.

5. Cancel subscription: Permanently cancel the subscription.
   When canceling a subscription, you may need to choose:
   • Cancellation timing (cancel immediately or at the end of the current billing cycle).
   • Refund behavior (no refund, refund the most recent invoice amount, or prorated refund based on unused days).
   • Cancellation reason or notes for operational records.
   For fixed-term subscriptions:
   • Automatic expiration at term completion and cancellation at the end of a billing cycle are independent mechanisms.
   • If a cancellation has already been initiated, cancellation rules take priority over fixed-term expiration logic.
   After submission, the system returns the cancellation result in a confirmation window and may display refund details if applicable. The page refreshes to reflect the updated subscription status.

Best Practices

• Locate subscriptions using customer email, subscription ID, trade order ID, or invoice ID for faster investigation.
• For pricing plans with trial periods or tiered pricing, review the Price column and subscription details carefully to confirm billing amounts for the current stage.
• Before performing actions such as changing, pausing, or canceling a subscription, review the current status and next billing information to avoid unintended billing changes.