In This Article:
- How to refund transactions that were made via a subscription
What is a "subscription"?
A subscription is an internal command in our system to create new transactions according to the following settings:
The frequency of the charges, the number of charges (there is also an option for "no limit"), the initial charge date, the periodic amount that will be charged each time.
- Subscriptions are direct debit transactions from the credit card and do not occupy the customer's credit line, but the amount needed for the charge each time.
- When setting up the subscription, you must choose the amount that the customer will be charged each time and not the total amount of charges that the subscriber will make.
Clicking on the "Transactions" tab will display the total transactions performed by the specified date range. A regular transaction can be distinguished from a subscription transaction by the parentheses below the product description. In case the transaction is via a subscription- within the parentheses, there will be 2 numbers, which indicate the amount of charges made and the amount of charges defined in the subscription creation. For example: (8 out of 12).
Clicking on the "Subscriptions" tab will allow a view on the existing subscriptions which were created according to date range at the top of the page.
You can then enter a generic keyword in the global filter field such as the customer's last name or the amount of each subscription billing, or enter the customer's full email address in the search field designated next to the standard sign.
Alternatively, you can export all subscribers to Excel by clicking "Excel" and selecting - "Export all data by filter".
When you find the relevant subscription - you can click "More" to the left of the subscription, then -> History
The History button will open a panel in the center of the page, where you can see the billing history for this subscription.
Statues of a subscription
Below is a list of possible subscriber statuses, you can see them in the relevant filtering field in the Subscription tab:
Expatiation of each one:
- Subscription that was established but has not yet been charged.
It is important to note that when a subscriber is in such a state - the subscriber is in a "sensitive" position in the sense that if the first charge fails, then the subscriber will unsubscribe immediately and switch to "failed" status.
-Subscriber who fails the first billing attempt, or 7 failed billing attempts in 7 consecutive days.
-If transactions have already been made in it, it should remain in "active" status as long as its last transaction was successful, and charges remain to be made.
Failed, waiting for another auto-try:
If successful transactions are made but the last billing attempt fails, then the subscription will show "Failed, awaiting further automatic trial".
In this situation, the subscriber will continue to make a billing attempt each consecutive day for 7 consecutive days during which 7 billing attempts will be made.
If all 7 attempts fail in 7 consecutive days - the subscription will be canceled and will switch to "failed" status.
That is, it is the second state that a subscriber can find in a "failed" status (the first state described above - if it fails on the first billing attempt).
"Canceled" status refers to a subscription canceled by you in accordance with the explanation that will appear later in the article.
"Completed" status refers to a subscriber who has successfully made all charges set (except when the subscription is set to unlimited billing).
We do not charge any additional costs at this time for subscribing and all other subscription actions other than the regular subscription fee system (i.e., only the regular clearing fees for the transactions themselves, and no additional fees for creating a subscription, unsubscribing, subscription freezing, Creating a multiple-time subscription link, replacing credit information with an existing subscription, etc.).
Customer module application
The Customer Relationship Management Module (CRM) adds to the dashboard capabilities for managing all aspects of customer contact, retaining details, contract documentation, storing relevant information, sales history, and more. Every customer who pays for your business is automatically saved and loads more capabilities that will save you a lot of time, improve business performance, and may increase your profits.
Customer Relationship Management (CRM) model is an add-on for managing all aspects of customer relationship management, retaining details, documenting engagements, storing relevant information, sales history, and more.
The service entails a fee of NIS 10 per month.
Activate a Customer module application:
From the PayMe dashboard, go to Apps Marketplace, in the Customers Management category -> Customer module, and click Setup.
Click Activate app and agree to the Terms & Conditions
After clicking "activate app", a new tab called "Customers" will appear in the list of the tabs.
Under tab -> Customers
On the main screen, our customer data will appear.
To add a customer, click Add new customer.
Fill in the applicable fields and update the applicable checkboxes.
Adding credit to a customer you created in the system is possible by clicking "+ Add Credit Card" in the blue rectangle.
To see all the clients you created in the module, you can click on the "Customers" tab, and the list of customers will appear:
Each customer's email address will appear under "E-mail", so you can use this list to send a general email to all customers listed in the module.
Clicking on the "+" button on the left side of each customer will open all four options to create a new transaction:
How to create a subscription
Log into your PayMe Dashboard and navigate to the Subscriptions.
Click on the Create New button.
For a single subscription click on the "Open vOPS" and fill out your subscription details.
- Payment method
- Product name
Click Insert payment details.
Enter the customer's credit information and then click -> Pay.
Subscribe by sending a payment page to the customer directly:
If we want the customer to receive the link for payment by email / SMS, select -> Send request via -> Select one of the options.
Fill in the fields with subscription details -> Click "Submit a request" -> Payment link sent to the customer.
Creating a Multiple Subscription Link:
Multiple subscription allows us to create a subscription with equal parameters for several customers at the same time.
Selected -> Create Multiple Link -> Fill in the Fields -> Click "Create Link".
Once the link is created we will receive the following message - "Sales Successfully Created!"
We will copy the link and send it to the selected customers for payment.
How to cancel a subscription
This is also done in the Subscription tab, locating the subscription according to the explanation shown earlier (using search dates, searching by email, and global filtering and then clicking the refresh mark on the left).
Click "More" on the left of the relevant subscription, then "Cancel".
A dialog will then open asking you to confirm the subscription cancellation.
Note that this action only cancels the provision for future unpaid charges, and does not result in credit for transactions made under a previously subscribed charges, and vice versa (the second also does not drag the former).
Updates related to subscriptions by Email and Sms
The system automatically sends to the business and customer an update by Email for a subscription creation and subscription status updates.
By default, all updates are turned on, if you want to turn off some of the settings, you can contact our support service and set which updates you want your customers to receive.
There is an option to join a service that allows sending SMS notifications.
In order to sign in for this service, click on "Apps Marketplace" tab -> "SMS notifications" -> Click "Set up".
The following panel will open where you can decide which updates will be sent to you and your clients via SMS, and you can also view the terms of this service:
Define the types of messages you want to send and click "Activate app" at the end:
The relevant cost will be displayed under "Costs"
changing a payment method for a subscription
The payment method can only be changed to a subscription when it is in "Failed, awaiting additional automatic billing attempt", ie when several failed attempts were made on several consecutive days, but all 7 attempts have not yet been made and the subscription has not yet failed, and no proper exchange credit has been entered. He did not return to "active" status.
Entering a new form of payment is done by locating a subscription that is in the status in question, and then clicking the "More" button to the left of the button. You will now see another option "Enter payment method" (in addition to the 2 options available in the other statuses - History, Cancellation).
How to "Subscribe Freeze"
First, we will explain how the action of "Freezing a subscription" is defined in our system:
The action doesn't delay any charges, but rather "skip" charges that were supposed to be implied in the period of dates in which the relevant subscription was in a "frozen" status.
In other words- once the subscription is back online- the charges will stops at the same date that was set when the subscription was initially defined.
Therefore- the total amount of charges drops according to each time a charge is being "skipped".
In case a subscription was initially defined to charge 6 times, in a weekly frequency, starting from the 15.3 and was ongoing until an account owner asked us to freeze the subscription - on the 18.3, and was then brought back online per the owner's request on the 20.5- thus:
The subscription "skipped" 2 charges which were initially set to be charges on the 15.4 and the 15.5.
We should also keep in mind that one charge was already charged on the 15.3.
As a result - only 3 charges are left to be charged (as long as the subscription wasn't stopped/canceled/frozen).
How to implement the action of freezing a subscription:
In case you are an account holder and you which to freeze a certain group of subscriptions in your account- all that is required from you is to send us the ID numbers of the relevant subscriptions that you wish to freeze.
The ID number of each transaction are written in the left column of the window "subscriptions" as seen in the following screenshot:
In the above screenshot, I've also marked the dates which define the search result-
Please note that in order to locate a certain subscription- you have to make sure that the subscription was created in the set range.
There is also an option to ask us to freeze all the active subscriptions in your account.
Only once you receive an approval from us that the action was done- you can then update your client that the subscription is frozen.
How to change a subscription status to be active again:
Once you decide to stop the freezing of certain subscriptions (or all of them) and to connect him back online- it will only require to update us.
In this case, as well- you will need to wait for our approval that the action was done and that the subscription is back online.
At the moment, there is no option to "delay" the continuation of the subscription.
Meaning- you can't ask us to stop charges without changing the total amount of charges that will be eventually performed unless the subscription.
Thus- the end date of the subscription won't change unless the subscription will be canceled or stopped (as a result of 7 failed attempts in a row).
How to refund transactions that were made via a subscription
In order to perform a partial cancellation/credit for a transaction made under a subscription, you must locate it in the Transactions tab (you may also see individual transactions that have not been executed as part of a subscription).
The search options in transactions are very similar to the subscriber search options, except for the difference that the dates refer to the date of the transaction itself. Set a start date that precedes the date the subscription was created, and then press the blue button to the left of this row which contains 2 half turn cycles.
Of course, you do not need to remember the exact time when the billing was done to set a suitable search date, you can simply choose an old date such as 1.1.2015
We will select the credit transaction -> more -> more information
Now we will open a window, on the bottom left, click -> Cancel sale and refund:
Now choose whether to make a full or partial credit, select the amount if we select partial credit, and then click -> Refund to Customer: