Introduction
Welcome to this guide on the Subscription feature in Empress, designed specifically for business users. This tool is ideal for businesses which offer services that need renewal after a certain period or have recurring expenses such as rent. This user-friendly feature allows you to record all necessary details for the automatic creation of sales or purchase invoices.
Introduction to the Subscription Feature
The Subscription feature in Empress is a powerful tool with a wide range of business applications. You can use it to manage subscription expiries and the automatic generation of sales invoices for renewal. This feature simplifies and streamlines your invoicing process, saving you time and resources.
How to Access the Subscription List
Starting is easy. To access the Subscription list, simply follow these steps:
- Navigate to Home
- Choose Accounting
- Select Subscription Management
- Click on Subscription
Setting Up a New Subscription
Setting up a new subscription is straightforward:
- Navigate to the Subscription list and click on New.
- Choose Party Type as ‘Customer’ or ‘Supplier’ and select the party.
- Set the Start Date for the subscription.
- Optionally, you can enter an End Date for the subscription.
- Set the Days Until Due - the timeframe within which a customer must pay a generated Sales Invoice.
- Choose the Subscription Plan.
- Click Save.
The system will calculate invoice dates based on the subscription start and end date.
Exploring the Subscription Feature
Trial Period
If you’re offering a trial period for your service, you can set a Trial Period Start Date and a Trial Period End Date. No invoices will be generated during this period, and the Subscription status will display ‘Trialling’.
Cancellation of Auto Renewal
By enabling the Cancel At End Of Period option, the system will stop generating invoices after the subscription period ends.
Applying Taxes and Discounts
You can apply taxes to a subscription using a Sales Taxes and Charges Template. Additionally, you can apply discounts on the Subscription based on Grand Total (pre-tax) or Net Total (post-tax). Simply specify a discount percentage.
Automatic Invoice Creation
Invoices will automatically be created based on the interval specified in the Subscription Plan. If enabled, invoices will be generated as soon as the subscription is active, and new invoices will continue to be generated regardless of the payment status of current invoices.
By default, the system will submit generated invoices automatically. If you disable Submit Invoice Automatically, the invoice will be saved as a draft.
Following Calendar Months
If Follow Calendar Months is enabled, the system will follow proper calendar months even if the Subscription Start Date is in the middle of the month.
Cancellation and Updating of a Subscription
You can cancel a subscription at any time using the Cancel Subscription button. The system will stop generating invoices when a Subscription is cancelled.
To update the Subscription with the latest generated invoices, click on the Fetch Subscription Updates button.
Comparing Subscription with Auto-Repeat
While both features have their uses, the Subscription feature provides extensive control options for defining trials, billing due dates, and creating Subscription Plans. It is also dedicated to auto-creating only Sales Invoices and Purchase Invoices, providing a focused solution for these specific business needs.
In conclusion, the Subscription feature in Empress is a vital tool for managing recurring transactions and expenses. It provides a wide range of controls to suit your business needs, saving you valuable time and resources in the process. For further assistance or information, please refer to the Empress User Guide or reach out to our dedicated support team.