In MyAdmin, device details can change, including Device Plans, Owners, and so forth. Stax Bill has been updated so that it can handle changes like this in a fully automated manner.
When a change to a device is made, the Subscription Cancel is capable of determining this. It does so by matching subscription details in Stax Bill with Device records from MyAdmin. If it finds an active Subscription that has a Serial Number (in the Subscription Name field) that is the same as an active Device in MyAdmin and where the details between the two don't match, then the subscription will be cancelled. Stax Bill allows you to determine what earnings option to use, as well.
In order to toggle this behavior, go to the Geotab Integration page, in Settings, tap the Configure button under Device Cancellations, then turn on the Automate Change Handling in Stax Bill option.
Note, that you can also select the earning / reversal behavior that will be applied. Under Cancellation Option, select:
- Earn All Charges, to leave any related and still active invoice alone, and complete all incomplete earnings immediately. An active invoice is one where the Service Dates for the Subscription in question have not yet passed.
- Reverse unearned amount for all Charges, to apply a reversal to any active invoice, in the amount of what is remaining to be earned. This amounts the the value of the service that has not yet been provide.
- Reverse all charges fully, to fully reverse the subscription line on any active invoice.
When the Subscription Create job next runs, it will not find any active subscription for Serial Number in question, in MyAdmin, so it will make a new subscription. Following this, the Subscription Activation job will run and activate the new subscription.
In this way, you can be sure that changes you make in MyAdmin will cascade to Stax Bill and that automated billing will be cleaned up appropriately. You will not need to manually delete subscriptions or set up migrations to move one subscription to another. The functionality depends on there being a correctly configured Standing Order in place on the customer record that is to get the new subscription.
Note that the schedule for your Geotab automations is important, in order to allow this workflow to function properly. We strongly recommend that the VIN Update be set to run first, then Subscription Cancel, Subscription Create, and finally Subscription Activation. The default schedule that we normally set is 8:00, 9:00, 10:00, and 11:00 PM.