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Configuring the Geotab Automations

Corey Syrnyk
Updated

Stax Bill has five scheduled automations that can be run with Geotab. From the Geotab integration page, you can customize each schedule.

  1. In Stax Bill, from the left menu, navigate to Settings > Integrations > Geotab.
  2. On the Geotab Integration page, under the Automated Processes section, click Configure under the appropriate item. These are Subscription Creation, Subscription Activation, VIN Update, Subscription Cancellation, and Shipping Create and Activation. 
  3. In the configuration section, click Configure to enable the process and set its schedule. To update the VIN, you must select where the VIN will be stored in the subscription. 
    • It is recommended that the Subscription's Reference field be used to hold the VIN. 
  4. Click Update.

Note: The automation may not run on the day any changes are made or activated. When the report time is changed, the change will skip the day it is made. The best practice is to make any changes at the end of the day on Fridays, so the job can run on Saturday PM if possible. 

Scheduling Notes: 

It is recommended that the automations be scheduled as follows: 

  • VIN Update at 8:00 PM
  • Device Cancellation at 9:00 PM
  • Subscription Create at 9:00 PM
  • Subscription Activation at 10:00 PM
  • Shipping Create/Activation at 11:00 PM

If you would like a different schedule, please consult with your Implementation or Customer Success Manager. 

 

Subscription Creation

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The creation settings let you specify where to look for the device serial number and whether to search for subscription creations. You can set a schedule for when to search for subscription creations.

Creation Search Options: It is recommended to set this value to OFF, which allows the creation of multiple Standing Orders per Customer, but restricts them to one per device plan and frequency. 

Device Types: You can ignore device types entered in this section. Use a comma to separate if there are more than one type.

 

Subscription Activation

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Leave Invoice in Draft: You can choose to leave new activations in Draft, which lets you combine subscriptions activated over time onto the same invoice, which can be posted later. 

Filter By Plan Activation: Prevent subscription activation until the device plan has been activated.

 

VIN Updates

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VIN Updates: Turn on to check Geotab devices for VIN changes and update the subscription. Use the schedule to define when to look for changes to the VIN>

VIN Field: Select the field where the VIN would be located.

 

Subscription Cancellation

 

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Device Cancellations: Checks Geotab devices for cancellations and cancels the subscription.

Automate Change Handling in Stax Bill: Cancel Stax Bill subscriptions when the Geotab device plan and the corresponding Stax Bill customer or standing order no longer match. 

Cancellation Option: This allows you to select how Stax Bill will handle any existing subscription charges to be cancelled. Options are: Earn all charges, Reverse unearned amounts of all charges, Reverse all charges fully. An explanation of these options can be found here: 

 

Subscription Creation and Activation by Shipping Date

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Please consult with your Implementation or Customer Success Manager on this selection. 

Schedule: Sets the interval at which to check for cancellations.

 

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