Billing and payment management

This guide explores the payment and billing management functionality of the SubCon Admin Portal. It describes and provides instructions for each feature of the payment/billing tab. You can:

• view a subscription's billing status, saved payment methods, and transactions

• make payments and update payment methods

• opt subscriptions into automatic renewal (auto-renew)

• switch auto-renew subscriptions back into invoices

Tip: To quickly show an accounts current balance, select the show balance button in the upper right corner. If the displayed number is negative, the account is past due.

Navigation

To view the payment/billing tab, perform a subscription search, and then select the payment/billing tab.

Grids

Status Details

The status details section of this tab displays information about a subscription's status. These values are processed in real-time. The source column indicates which database the values come from, either Subscribe or Circulation.

Term or phrase	Description	Source
Auto-renew	Indicates whether the subscription is enrolled in automatic payment renewal. Values can be either Yes or No.	Subscribe
Current payment method	The last four digits of the credit card number. Note: Will always be a credit card.	Circulation
Expiration date	The date at which the subscription expires (MM-DD-YYYY). Note: Currently, paid through date and expiration date will always be the same.	Subscribe

Payments

View this workflow for a visual representation.

Make a payment

You can make one-time payments only on subscriptions not currently enrolled in auto-renew.

You can only make one payment every 24 hours.

To make a payment:

1. Select the make a payment button.

2. Choose a payment term and rate.

3. Confirm whether the subscriber wishes to add a tip.

4. Confirm whether the subscriber wishes to enroll in auto-renew. If so, check the auto-renew box. The activation fee is a flat rate charged each time a payment is made. The fee amount is configurable in the Subscribe database.

5. Confirm the disclaimer text to the subscriber and select pay with credit card.

6. Enter the credit card details and select submit. The request is processed in real-time with the circulation system.

Auto-renew

This section covers:

• Opting a subscriber into auto-renew

• Updating the payment method of a subscriber who has opted into auto-renew

• Returning a subscriber to an invoice method from auto-renew

View this workflow for a visual representation.

Opt into auto-renew

You cannot opt a subscription into auto-renew if a payment has been made in the last 24 hours.

To opt a subscription into auto-renew:

1. Select the auto-renew sign up button. The sign up form appears.

2. Confirm a payment term with subscriber. Term is the number of weeks per billing cycle. Total payment is the amount due today.

3. Confirm the disclaimer text to the subscriber and select pay with credit card.

4. Enter the credit card details and select submit. The request is processed in real-time with the circulation system.

The new payment method will appear in the saved payment methods grid after selecting the refresh button.

Update a payment method

You can update the payment methods only of subscriptions in auto-renew.

This feature allows you to update a payment method (e.g. switching credit cards) or change a payment method (e.g. switch from a credit card to a bank account).

To update or change a payment method:

1. Select the update payment method button. The feature appears.

2. Confirm the disclaimer text with the subscriber.

3. Determine if the subscriber will update or change their payment method. If only updating, select the continue with… button. If changing, select the switch to… button.

4. Fill in the new payment’s information.

5. Select either submit or save, depending on which option the subscriber chose. The updated payment information is processed in real-time with the circulation system.

The new payment method will display in the payment method grid on the next published day.

Switch to invoice

To switch to invoices:

1. Select the switch to invoice button.

2. Confirm the disclaimer text with the subscriber.

3. Select submit. The updated information is processed in real-time with the circulation system.