Knowledge Center

To set up a subscription, you need to work within both the Product (ART) and Rental contract (RCT) application. Here's how to do it:

By first setting up a subscription offer in the Product (ART) application and then creating Rental contract items in the Contract application, you'll successfully establish a subscription for your customers.

If you need to update your prices, you can prepare them in advance within RamBase by creating new rates within the Recurring rates (RRT) application or via the Product (ART) application which will replace the current rate at a certain date.

First, you will need to be assigned right role permissions to create and edit Subscriptions. To create a Subscription in RamBase Cloud ERP, you will need to enter the customer information. If you are switching a customer to a subscription-based model, their information is already in RamBase Cloud ERP and you can easily use our look-up tool to find them.

Depending on the types of service(s) of the subscription you provide, the customer might request exact services, or the customer may request the necessary requirements to fulfill a certain need.

Along with the type of service(s) one will need necessary information that states the quantity of the services needed and its duration (start and expected end). Also, information such as currency (i.e. NOK, USD), invoice frequency (i.e. monthly/yearly) and invoicing timing (i.e. in advance, in arrears) is necessary within the process, especially if there are several options available to the customer.

Finally, the customer might have requirements on what's should be included in the subscription quote, typically being a reference towards their own request for quote as well as a reference person.

If you want to make changes to your subscription, whether it's to cancel early, extend your subscription, change the number or type of services, or upgrade/downgrade, you need to submit a subscription change request. Sometimes, the subscription supplier may also make changes, such as adjusting the subscription rate or updating the terms of the contract.

Submitting a subscription change request involves going through processes like requesting the change, getting a price quote, and confirming the change. When your change request is approved, you might need to issue a new purchase order, either for the entire subscription contract or just for the changes, depending on invoicing timelines and business software capabilities.

In the Subscription Calendar View, you can select the days impacted by the outage and pause subscription billing, ensuring your customers aren’t charged for the affected period. Additionally, you can offer discounts or change rates to customers impacted by the outage within the Subscription contract, either singular days or selected periods.

Currently, specific payment gateways are not directly integrated into the system. However, within the finance section of the contract, you can set up payment terms and schedules. You have the option to specify whether invoices should be generated automatically and utilize advanced invoicing features. This setup allows you to manage how customers receive their invoices and arrange payments according to the agreed terms.

To change an end customer's payment method, you need to update the customer's settings within the Customer relationship management (CRM) application. If a customer was specified when creating a contract, any changes to their payment method must be made in the Customer (CUS) application, as the payment method is set at the customer level.

Within the contract, you can adjust payment terms and invoice scheduling, which inherit the default settings from the customer's profile. However, changing payment terms or invoice scheduling in the contract does not alter the customer's payment method. To modify the payment method, you must update the default customer settings in the CRM.

RamBase Subscription ensures simplicity and clarity by supporting one currency per contract. Additionally, our localization is tailored to align with the specific needs of our established geographical markets.

Yes, you can, you can set your rates within the Contract and specify your trial period/discount and expiration date.

Yes, you can create quotes directly within a subscription contract. Customers often request a written quote before acknowledging or accepting the terms.

There is no need to create a Sales quote (CQU) outside of the Rental contract (RCT), as Sales quote (CQU) is not part of the rental contract. All quotes are created within the subscription contract (RCT).

When a potential subscription is accepted, either through a quotation process or a direct order, the first step in the subscription confirmation process is to review the customer's order.

It's important to verify the information in the order, and if it comes from a quote, ensure that it aligns properly.

Depending on the timing of the invoice (advance or arrears), the confirmation of the subscription can serve as the activation and starting point for issuing the license or activating the service. In most business-to-business (B2B) cases, the confirmation process involves exchanging the purchasing party's purchase order ID.

The subscription confirmation, often sent via email, should include information about the services purchased, the duration of the subscription period, the purchase order number, total estimated cost, invoicing frequency, and invoicing timing. Any conditions for cancellation, notice period, and binding period should also be included in the subscription confirmation.

Yes, you can create a subscription contract without specifying an end date, allowing it to remain active for as long as you wish.

However, if you have set an end date for a contract, you cannot add additional items that extend beyond the original end date. In such cases, you have the option to extend the contract and add new items while keeping the same contract ID.

To change the recurring price on an active contract, you can adjust the rates for each item using the Recurring Rates (RRT) application, which is connected to the Product (ART) application. The system offers a flexible pricing model that allows you to modify rates in various ways, including implementing rate steps based on quantity.

By updating the recurring rates in the Recurring rates (RRT) application, the new pricing will automatically apply to all active Rental contract items (RCTITEM) linked to those rates. This flexibility allows you to adapt your pricing strategy as needed without disrupting existing contracts.

Currently, there are several considerations regarding outputs and customer notifications related to contracts:

When a contract reaches its expiration date, termination date, or closing date, you will need to manage the process on a case-by-case basis. This approach also applies to the termination of a contract.

There is no automatic process for issuing the final invoice on the contract's end date. If the customer does not wish to extend the ongoing contract, you will need to set a termination date, and a closing date as agreed upon. You may need to manually set the closing date to finalize the contract. Payment terms will depend on the agreements specified in the contract.

When a customer asks to cancel a contract, manual agreements need to be made on a case-by-case basis from your side. The billing period and service agreement will be determined through these individual arrangements.

Currently, recording the reasons for contract cancellations is done manually through collaboration notes within the Rental contract (RCT) application. There are no specific fields dedicated to cancellation reasons. As a result, generating a statistical overview of why contracts are canceled would require manual effort on your part, including inputting this information into the CRM system.