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Using Tracked Items

Corey Syrnyk
  • Updated

Stax Bill provides the ability to track each instance of that product with serial numbers, user names, email addresses in the tracked item field.

  1. To use Tracked Items, you must set up a Product in your catalog with the Track Unique Quantities setting on. See Adding Products to Plans for more information.
  2. When subscribing a customer to a plan that contains your Tracked Item Product, you will see the following:
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  3. Click the Manage link to bring up the following screen:
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  4. Click Add Item to create an instance of this product with unique values.
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    Only the Reference field is mandatory on this screen. The others can provide user-friendly text to your customers if you display your tracked items, for example, on an invoice or statement.

    Note: The Reference field must be unique across ALL instances of this Product in ALL Subscriptions. You can, however, re-use the same Reference information in a tracked item for a different Product in your catalog.

Reusing a tracked item number

To reuse a tracked item when a device serial number is used for tracking, you must allow tracked items to be reused. To set this, complete the following:

  1. In Stax Bill, from the left menu, navigate to Setting >Financials >Billing >Billing Preferences.
  2. On the Billing Preferences page, under Allow reuse of tracked item references, click On.

Once set to on, you can reuse unique tracked item numbers when all previous purchases with that tracked item are finalized. For example, when a serial device number is returned and sent to another customer, it can be used with the new customer as long as all previous purchases have been completed.

Updating, Editing, and Retiring Tracked Items

You will see a grid once you have entered some tracked items for a Product. A search box at the top of the grid can be used to find a particular item; clicking the Edit button will take you to the information for that item. From the Details screen, you can update the information or delete the tracked item (at which time its Reference value can be re-used if desired).
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Resetting Tracked Items

If your Tracked Items product is a Recurring Service type, you can set it up in the catalog to automatically reset at the end of each billing period. An example use case for this type of product might be on-demand movie rentals, where you want to track the title of each movie rented within the period but only have them show up on the current month's bill and then be removed. When the Tracked Item entries are reset, they will show up in the Tracked Items list with a status of Deleted. The unique reference of that Tracked Item can then be re-used if desired.

For more information about configuring a resetting tracked items product, see Quantity Reset Functionality.

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