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Payment Suspense Management

Zuora

Payment Suspense Management

This guide will walk you through the steps to suspend payments for a list of accounts. These accounts will be taken out of the payment runs by disabling their Auto-Pay flag. The workflow will also allow you to resume the payment by enabling the Auto-Pay flag.

Data changes caused by workflows cannot be undone. Zuora recommends that you fully test your workflows in the Zuora API Sandbox environment before running them in the Production environment.

Overview

What is it?

The Payment Suspense Management workflow allows you to disable the Auto-Pay flag for a list of accounts. The same workflow will also allow you to enable the Auto-Pay flag for the same list of accounts.

Why does it matter?

To quickly respond to the COVID-19 business impact, this workflow will mass update the Auto-Pay flag for a list of accounts. If your business is seeking to quickly stop the payments from accounts, this workflow is an efficient way to do so. 

How does it work?

The Suspense Management Workflow iterates through a list of accounts and disables the Auto-Pay flag. Each account will be validated: 

  • Is it on our list of accounts? 
  • Have we already disabled the Auto-Pay flag? 

The next time you execute a payment run, these accounts will not have a payment processed. 

The workflow will also allow you to re-enable the Auto-Pay flag at any time. By executing the workflow for the same list of accounts, you can choose to resume the Auto-Pay flag. 

Getting started

Data changes caused by workflows cannot be undone. Zuora recommends that you fully test your workflows in the Zuora API Sandbox environment before running them in the Production environment.

Step 1: Create a list of accounts

In this step, create the list of accounts that you want to disable the Auto-Pay flag.

Steps

Description

Create your list of accounts

Create a CSV file to capture your list of accounts. See sample file here: Payment_Suspense.csv. Your file must include the following columns:

Subscription: Name, Account: AccountNumber

covid_manage_1.png

You can use Datasource Export to create your file.

Step 2: Execute the workflow to disable the Auto-Pay flag

In this step, execute the workflow.

Step

Description

Navigate to Workflow

Navigate to Platform > Workflow > Workflows.

Create a new workflow

In the Workflows tab, click the plus icon (+)  and click From Template > COVID-19 > Payment Suspense.

Open the workflow

Click the workflow, and you will see the following.

Payment_Suspense_Workflow.png

Workflow tasks overview

You will notice a number of tasks in this workflow:

• Payment Suspense Management: This is the starting point; clicking the arrow will open up a prompt to enter the list of accounts (CSV file), and other input parameters

• Valid Parameters: Validation check on the input parameters.

• JSONize any Input Accounts from CSV: This task creates a JSON from the input file.

• Pick Applicable Accounts: This task retrieves the accounts and validates whether they exist on the input file.

• Get the Notes for the Account: This task will iterate through each account, retrieve the notes from the account to update it to indicate that the Auto-Pay flag has been disabled.

• Suspend or Resume ePayments for Account: This task will update the Auto-Pay flag to enable or disable based on the input parameter.

Input parameters

Click the arrow in the green box. When prompted to confirm, click OK.

Payment_Suspense_Start.png

The new workflow run window will open. You need to specify input parameters for the workflow.

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1. The first checkbox indicates that you are aware of the terms of use. 

2. Click Choose File and select the file that you created in Step 1. The file will require a column name with “Account: AccountNumber”.  If the file is empty, all the accounts will be updated to disable Auto-Pay.

3. Suspend or Resume: The value of ‘suspend’ is the default. This will disable the Auto-Pay flag.  If you type resume, this will enable the Auto-Pay flag, and will only update those accounts that were disabled using this workflow.

4. The justTestNDebug? option allows you to test out the workflow without making any changes to the subscription. If you check this option, the workflow will prepare changes for up to 5 accounts, but will not execute any changes. Zuora recommends that you check this option to make sure you test before making changes.

Execute the workflow

Data changes caused by workflows cannot be undone. Zuora recommends that you fully test your workflows in the Zuora API Sandbox environment before running them in the Production environment.

After you click Run, the workflow will execute.

You can view the results in the Run History tab.

Screen Shot 2020-05-26 at 12.39.59 PM.png

Clicking Tasks will show you the results of each task.

Screen Shot 2020-05-26 at 12.40.07 PM.png

If you opted to prepare the change but not actually execute the change, you can view the list of up to 5 accounts that the workflow will have updated.

Auto-Pay and Notes updated

After the workflow executes successfully, the account will be updated.

The notes will be updated.

covid_manage_12.png

And the Auto-Pay flag will be disabled:

covid_manage_10.png

View list of accounts

You can view the list of accounts that were updated.

Click the Tasks tab (see the previous step).

In the Tasks tab, click the kebab menu icon for the Pick Applicable Accounts task. 

Screen Shot 2020-05-26 at 12.43.03 PM.png

The file will look like the following:

Step 3: Execute the workflow to enable Auto-Pay

In this step, we will execute the same workflow, but this time we will enable Auto-Pay. 

Step

Description

Navigate to Workflow

Navigate to Platform > Workflow > Workflows. In the Workflows tab, find the same Workflow named Payment Suspense.

Open the Workflow

Click the Payment Suspense workflow.

Click the arrow in the green box. When prompted to confirm, click OK.

Screen Shot 2020-05-26 at 9.38.29 AM.png

This will open up the same Input Parameters dialog as Step 2.

1. Choose the list of accounts that you want to resume the Auto-Pay flag.

2. Type resume in the value field for the SuspendorResume input parameter. 

3. Make sure to clear the justTestNDebug? option if you want to execute the workflow, rather than just a test.

Execute the workflow

Data changes caused by workflows cannot be undone. Zuora recommends that you fully test your workflows in the Zuora API Sandbox environment before running them in the Production environment.

After you click Run, the workflow will execute.

You can view the results in the Run History tab.

Screen Shot 2020-05-26 at 12.39.59 PM.png

Clicking Tasks will show you the results of each task.

Screen Shot 2020-05-26 at 12.40.07 PM.png

If you opted to prepare the change but not actually execute the change, you can view the list of up to 5 accounts that the workflow will have updates.

Auto-Pay and Notes Updated

After the workflow executes successfully, the account will be updated.

The notes will be updated with the following:

covid_manage_9.png

The Auto-Pay flag will be enabled:

covid_manage_0.png

View list of Accounts

You can view the list of accounts that were updated.

Click the Tasks tab to see the results (see the previous step).

In the Tasks view, click the kebab menu icon for the Pick Applicable Accounts task.

Screen Shot 2020-05-26 at 12.43.03 PM.png

The file will look like the following. This is the list of accounts that were updated.

covid_manage_11.png