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Create an order line item with a new subscription

Zuora

Create an order line item with a new subscription

You can create an order line item together with a new subscription in the same order using one of the following approaches:

  • Use the Zuora UI
  • Use the "Create an order" operation

If you want to create only an order line item, see Create a sales order line item without fulfillments for details.

You can also link the subscription to the order line item using one of the following approaches:

  • You can manually specify a subscription name when creating the subscription and specify this subscription name as an associated subscription when creating the order line item in the same order.
  • You can edit an activated order and enter an auto-generated subscription number in the order line item to be added in the same order.

Use Zuora UI 

  1. Log in to the Zuora application and then navigate to Customers > Orders. The Orders page opens.
  2. Click Create New Order at the top right. The Create New Order page opens.
  3. In the Order Overview area, enter the name of the account that owns the order in the Account field. By default, the account that owns the order will also own the order line item. You can enter the account by clicking either Account Name or Account Number.
    • If you click Account Name, type part of the account name in the Account field and the filtered accounts can be dynamically listed for your selection.
    • If you click Account Number, type the complete account number.
  4. In the Order Date field, enter the order date you want to assign to the order.
  5. Create a new subscription.
    1. In the Associated subscriptions area, click CREATE SUBSCRIPTION on the right. The Create Subscription page is displayed.
    2. Provide detailed information about the new subscription. See the Fields for creating new subscriptions section for more information about each field.
    3. Click Continue.
    4. In the Products and charges area, search and locate the product to be added. You can choose to search by product name or by product SKU by using the drop-down list. The displayed products will dynamically change as you type in the Search field.
    5. To add a rate plan, click the right arrow ( > ) next to the product name to expand its rate plans, and then select the rate plan you want to add to the subscription.
      You can select more than one rate plan in multiple products. To remove a rate plan from your selection, clear the checkbox in front of the rate plan. The number of the selected rate plan is also indicated in the UI.
    6. Click Add Product.
    7. (Optional): Update the charges for the selected rate plan if necessary.
    8. Click Review Order. Then you can preview the following information from the Associated Subscriptions area:
      • Included Products
      • Order Actions
      • Terms
      • Ramp Metrics
    9. (Optional): If you want to update the subscription, you can:
      • Click Add Product to add more products and rate plans to the subscription.
      • Click Update Terms and Conditions to update the terms and conditions of the subscription.
      • Click More Order Actions and select the corresponding action from the menu to do further updates such as transferring the owner and suspending the subscription.

        To link the subscription to an order line item to be created, you can select Edit subscription name to manually specify a subscription name in the SUBSCRIPTION NAME field on the left. If not, you can link the subscription to the order line item through a subscription number auto-generated after the activation of the order. When you create an order line item later, you can specify the manually specified subscription name or auto-generated subscription number in the SUBSCRIPTION LINK field of the order line item to link the subscription to the order line item, see step 9.

  6. Create Order Line Items.
    1. Add the order line item. You have two options.

      To enter the information about the order line item directly, in the Order Line Items area, click ADD ORDER LINE ITEM on the right. The Add Order Line Item window is displayed.

      Or alternatively, you can add an order line item from the product catalog. In the Order Line Items area, click PRODUCTS on the right. The Search Product window is displayed. Identify a one-time charge you are to add as an order line item and click the Add button. The Add Order Line Item window is displayed.

    2. Provide detailed information about the order line item. If in the previous step, you choose to add the order line item from the product catalog, you can change the detailed information about the order line item. See the Fields for creating order line items section for more information about each field. Note the sold to contact of an order line item will be set automatically to the sold to contact under the invoice owner account of the order line item.
    3. After you are finished, click Save. The Add Order Line Item window is closed.
    4. (Optional): Repeat Step a - c to create more order line items as you need in the current order. The maximum number of order line items allowable in an order is 100. Use the Actions link to either edit or delete an order line item after creation.
  7. (Optional): To preview billing information for the order, click Preview Billing. Specify the preview settings and click Update Preview to see the preview invoices. After you are finished, click Back to return to the previous page. Click the edit icon  icon-edit.png or the delete icon icon-delete.png in the Actions column to edit or delete an order line item after creation.
  8. Click Activate to activate the order.  If you didn’t manually specify a subscription name, then a subscription number is created for the preceding subscription.
  9. (Optional): Click the edit icon icon-edit.pngto open the Edit Order Line Item window, click into the SUBSCRIPTION LINK field, and then enter part of the subscription name or number.

Fields for creating new subscriptions

The following table lists the descriptions of all fields for creating a new subscription:

Section

Field name

Description

Subscription Overview

Subscription owner

Required field. The account owns the subscription. After selecting the Account Name or Account Number, type part of the name or number in the SUBSCRIPTION OWNER field.

Type

Required field. The subscription type. Specify the value as Termed or Evergreen

Terms and Conditions

Term start date

Required field. Displayed for both termed and evergreen subscription. The term start date.

Initial term

Displayed for the termed subscription. The Initial term and Period type together indicate the length of the period for the initial subscription term.

Period type

Renewal setting

Displayed for the termed subscription. The value can be Renew with specific term or Renew to evergreen.

Renewal term

Displayed for the termed subscription. The Renewal term and Period type together indicate the length of the periods your subscription will renew after the initial term ends.

Period type

Auto renew

Displayed for the termed subscription. Specify whether enable auto-renewal of the subscription.

Invoice the subscription separately

Specify whether to create independent invoices per subscription.

Billing and Payment 

Bill to contact

Select the account to be invoiced. You can click the View Detail link to view detailed information about the account.

Payment term

The payment term for the subscription. You can click the View Detail link to view detailed information about the payment term.

Ramp

Ramp enabled

Specify whether to have the Ramp settings.

Interval duration

Displayed if the Ramp enabled field is checked. Specify the Ramp intervals (charge segments).

Quote Fields

Quote Number

The unique identifier of the Quote.

 

Quote Type

The Quote type that represents the subscription lifecycle stage such as New, Amendment, Renew, or Cancel.

 

Quote Business Type

The specific identifier for the type of business transaction the Quote represents such as New, Upsell, Downsell, Renewal, or Churn.

 

Opportunity Name

The unique identifier of the Opportunity.

 

Opportunity Close Date

The closing date of the Opportunity.

Trigger Dates

Contract Effective

The contract effective date.

Service Activation

The service activation date.

Customer Acceptance

The customer acceptance date.

Fields for creating order line items

The following table lists the descriptions of all fields for creating an order line item:

Section

Field name

Description

Basic Information

Item Name

Required field. Name of the order line item. This name represents the name of the object that is sold and will typically be displayed on invoices, quotes, portals, and so on.

Product Code

The product code that is used as an identifier for the downstream system. This code is used to map the products in external systems such as the SKU in an external product catalog or a provisioning system.

Transaction Start Date

The date an order line item transaction starts. If it is not specified, the Order date will be used as the transaction start date.

Transaction End Date

The date an order line item transaction is completed. If it is not specified, the transaction start date will be used as the transaction end date. Also, the transaction end date should always equal or be later than the transaction start date.

Item Type

Required field. The category of the order line item. Valid values are Fee, Product, and Services.

Purchase Order Number

The purchase order number given to the quote line item transaction. Purchase order numbers can be found on the purchase order document.

Description

A brief description of the order line item for reference.

Item State

State of the order line item. Valid values are Executing, Booked, SentToBilling, Complete, and Canceled. By default, the starting state of an order line item is Executing. For more information, see Order Line Item States and Order States.

Bill Target Date

The date when the order line item will be invoiced.

Billing Trigger Rule

The rule is As Fulfillment Occurs or Without Fulfillment. If the rule is set to As Fulfillment Occurs, you are allowed to create fulfillments on the order line item.

Subscription Link

The related subscription number. Use this field to link an order line item to a related subscription. The first listed subscription is the one you created in the same order creation.

Pricing

List Price Per Unit

The list price per unit at the time of transaction. This field is used for reporting purposes. The Amount Per Unit value is used to determine the charge amount for this order line item. If List Price Per Unit is not specified, Amount Per Unit will be used as the list price.

UOM

Unit of measure. The UOM is defined in Billing settings

Discount Type

Use this field to specify the inline discount type, which can be Fixed Amount, Percentage, or None.

Discount Per Unit

Use this field in accordance with the Discount Type field, in the following manner:

  • If the Discount Type field is set as Percentage, this field specifies the discount percentage for each unit of the order line item.
  • If the Discount Type field is set as Fixed amount, this field specifies the discount amount on each unit of the order line item.

Amount Per Unit

Required field. The amount that is charged per unit excluding discounts. This field can contain tax for tax inclusive.

Quantity

Required field. Quantity of the order line item to be purchased. The charge amount will be calculated based on the specified Quantity and Amount Per Unit values. When this field is specified, each unit must be identical and you cannot modify a unit individually. To have a different unit, create another order line item.

Billing

Sold to Contact

The ID of a contact that belongs to the billing account of the order line item. Use this field to assign an existing account as the sold-to contact of an order line item.

The Sold To Contact dropdown list has the Default Contact from Account option selected by default. The Default Contact from Account option indicates that the default sold-to account under the billing account of this order is set as the sold-to account of the order line item.

Tax

Tax Mode

Indicates whether the charge amount is tax inclusive or tax exclusive.

Tax Code

The tax code that is used to identify the appropriate tax rules and rates to apply to this order.

Finance

Revenue Recognition Rule

Name of the applicable revenue recognition rule.

Recognized Revenue Accounting Code

The accounting code for recognized revenue.

Deferred Revenue Accounting Code

The accounting code for deferred revenue.

Contract Asset Accounting Code

Zuora Internal: Available in all tenants, but only applicable if RevPro Integration is enabled.

Accounting code for contract asset.

Contract Liability Accounting Code

Zuora Internal: Available in all tenants, but only applicable if RevPro Integration is enabled.

Accounting code for contract liability.

Contract Recognized Revenue Accounting Code

Zuora Internal: Available in all tenants, but only applicable if RevPro Integration is enabled.

Accounting code for contract recognized revenue.

Adjustment Liability Accounting Code

Zuora Internal: Available in all tenants, but only applicable if RevPro Integration is enabled.

Accounting code for adjustment liability.

Adjustment Revenue Accounting Code

Zuora Internal: Available in all tenants, but only applicable if RevPro Integration is enabled.

Accounting code for adjustment revenue.

Unbilled Receivables Accounting Code

Zuora Internal: Available in all tenants, but only applicable if RevPro Integration is enabled.

Accounting code for unbilled receivables.

Exclude Item Booking from Revenue

Specifies whether to exclude non-revenue related rate plan charges and order line items from syncing to Zuora Revenue. This field is only available if you have enabled Zuora Billing - Revenue Integration.

Exclude Item Billing from Revenue

Specifies whether to exclude non-revenue related invoice items, invoice item adjustments, credit memo items, and debit memo items from syncing to Zuora Revenue. This field is only available if you have enabled Zuora Billing - Revenue Integration.

Additional Information

The custom fields that are defined on the Order Line Item object.

Use REST API

You can use the Create an order operation to create an order line item with a new subscription.

To create an order line item with a new subscription:

  1. Determine the mandatory fields you will need for creating an order, including:
    • The following fields for a subscription: 
      • orderDate
      • productRatePlanId
      • existingAccountNumber

        You can also create both a subscription and a new account at the same time. In this case, you need to provide several other fields instead of existingAccountNumber. See Create an order for details.

    • The following fields and other required custom fields for order line items:
      • itemName
      • itemType
      • itemState
      • amountPerUnit

    These fields are a minimal set of fields required for an order. You can configure other optional fields based on your business needs.

  2. Use the "Create an order" operation to create an order.  

The following sample API request creates a subscription and two order line items under an existing account:

Request POST /v1/orders
Request Body
{
   "existingAccountNumber": "A00000002",
   "orderDate": "2021-04-27",
   "subscriptions": [
       {
         "orderActions": [
            {
              "type": "CreateSubscription",
              "triggerDates": [
                 {
                   "triggerDate": "$Today",
                   "name": "ContractEffective"
                 },
                 {
                   "triggerDate": "$Today",
                   "name": "ServiceActivation"
                 },
                 {
                   "triggerDate": "$Today",
                   "name": "CustomerAcceptance"
                 }
                ],
                "createSubscription": {
                  "terms": {
                     "autoRenew": false,
                     "renewalSetting": "RENEW_TO_EVERGREEN",
                     "initialTerm": {
                       "startDate": "$Today",
                       "period": 12,
                       "periodType": "Month",
                       "termType": "TERMED"
                     }
                  },
                  "subscribeToRatePlans": [
                    {
                      "productRatePlanId": "4028828c7a83d76f017a85747d4e1aec"
                    }
                  ]
                }
              }
           ]
       }
   ],
   "orderLineItems": [
      {
        "itemName": "LMS Training Fee",
        "itemType": "Product",
        "description": "webcam",
        "purchaseOrderNumber": "PO-12345678",
        "productCode": "P-0000001",
        "quantity": 10,
        "amountPerUnit": 499,
        "listPricePerUnit": 50,
        "transactionDate": "2021-02-01",
        "itemState": "SentToBilling",
        "billTargetDate": "2021-02-01"
      },
      {
        "itemName": "delivery fee",
        "itemType": "Fee",
        "description": "delivery fee",
        "purchaseOrderNumber": "PO-12345678",
        "productCode": "F-0000001",
        "quantity": 1,
        "amountPerUnit": 12.95,
        "listPricePerUnit": 12.95,
        "transactionDate": "2021-02-01",
        "itemState": "SentToBilling",
        "billTargetDate": "2021-02-01",
        "customFields": {
           "Color__c": "black",
           "Mode__c": "scalar"
        }
      }
   ],
   "processingOptions": {
      "runBilling": true,
      "collectPayment": true
   }
}
   

To create the order under a new account instead of an existing account, specify the newAccount field instead of the existingAccountNumber field.

To preview invoices for the new subscription, use the Preview an order operation.