Home > Aria Crescendo Documentation > Account Management > Master Plan Instances > Add a New Master Plan Instance to an Existing Account

Add a New Master Plan Instance to an Existing Account

Overview

A Master Plan Instance acts as a container for billable and non-billable services. It can also be the parent plan of any number of Supplemental Plan (child), or it can be a standalone plan that does not contain any Supplemental Plans. An account must have at least one Master Plan Instance assigned to it and a Master Plan Instance can be purchased multiple times.

Note: Once an account is created, all Master Plan Instances may be canceled and the account can remain active for a defined period of time.

Instructions

Click Accounts > search for an account > select an account > Plans

From the Plans screen, click Add New Plan to add a new Master Plan Instance to the account. Refer to the below screenshot and corresponding descriptions to complete the fields on this screen.

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 Promotion Code: Promotional codes may be added to each Master Plan Instance assigned to an account. Promotion codes serve the following purposes:
  • Allow you to filter the list of available Master Plans for assignment based on, for instance, the offer the customer is using.
  • Allow you to track the offers a customer is using for a given Master Plan Instance.

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Master Plan: Select the Master Plan Instance to assign to the account. When a Plan is assigned to the account, the Master Plan Instance is created.

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 Master Plan Instance Units: The number of units of the selected Master Plan Instance. 

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 Master Plan Instance Status: Available statuses include:
  • Active: The Plan is fully provisioned.
  • Pending Installation: The Plan is waiting for installation to occur before full provisioning can take place. This is only applicable to Master Plan Instances.
  • Pending Activation: The Plan is in queue awaiting activation.
  • Active Non-Billable: The Plan is not yet billable due to a trial Plan that is assigned.
  • Trial: The Plan is in a trial period prior to being rolled over into an active status.

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Client Defined Identifier: This ID must be unique across all Master Plan Instances on all account for a given customer. If you do not provide this ID, the default Aria-assigned unique ID is used.

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 Master Plan Instance Description: A description of the assigned Master Plan Instance.
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Assignment Scope: Determines when the Plan is assigned to the account. Select one of the following values:

  • Assign Immediately: Plan is immediately assigned to the account.
  • Assign in Future: Plan is assigned on a future date that you specify. When you select this option, the Effective Date field displays and allows you to specify the assignment date.

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 Coupon Code: A coupon assigned to the Master Plan Instance.
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Override Bill Through Date: When provided, this date is used as the bill-through date for the Master Plan Instance. Options are as follows:

  • No: Use the existing bill through date.
  • Yes - Use Bill Through Date: Use the bill through date you specify. When you select this option, an additional data entry window displays that allows you to enter a bill through date.
  • Yes - Sync With Master Plan Instance: Use the same bill through date as the Master Plan Instance you specify. When you select this option, an additional drop-down menu displays that allows you to select a Master Plan Instance associated with the account.

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Alternate Billing Options: Specifies the date on which you want to bill this Plan.

  • None: The Plan is billed on the account's anniversary date.
  • Alternate Billing Day: Allows you to select a day of the month, from 1 to 31 when you want this Plan to be billed. If other Master Plan Instances are assigned to this account, their anniversary dates are displayed for reference. If you choose this option, you must also choose a status for the new Plan to have until its start date.
  • Alternate Start Date: Allows you to select the day, month and year when you want this Plan to start being billed. If you choose this option, you must also choose a status for the new Plan to have until its start date.

 

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 Temporary Status Until Bill Date: The status to which the account is assigned until the first bill is sent. Allowable statuses are as follows:
  • Active: The Plan is fully provisioned.
  • Active Non-Billable: The Plan is not yet billable due to a trial Plan that is assigned.
  • Pending Installation: The Plan is waiting for installation to occur before full provisioning can take place. This is only applicable toMaster Plan Instances.
  • Pending Activation: The Plan is in queue awaiting activation.
  • Trial: The Plan is in a trial period prior to being rolled over into an active status.

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Retroactive Bill Start Date: A specified date in the past from which the account is billed.
13.png Bill Lag Days: The number of days before or after the anniversary date when the account is billed. You must have the appropriate permission set for your user ID to make this change. See Allowing a CSR to Change Bill Lag Days at the Master Plan Instance Level for details.

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Invoicing Options: The invoicing option to apply to the Master Plan Instance. Available options include:

  • Perform Full Invoicing 
  • Perform Prorated Invoicing
  • Perform No Invoicing

Inventory Items

If the Plan you are adding includes Non-Subscription Offering inventory items, a list of the available items will display beneath the Inventory Items section. To include an inventory item with this Plan you can specify:

  • Units: Choose the number of Units for the inventory item.
  • Tiers: If an inventory item has multiple rate tiers, you can select the Tiers link to see the available rate tiers and corresponding prices for the inventory item.
  • Service Location: Select a Service Location for taxation purposes if the taxation for this account or the selected inventory items is location dependent. Refer to Create a Service Location. 
  • Destination Contact: The Destination Contact can be used with the Avalara and Vertex O Series tax engines for tax calculations. Refer to Account Contacts for more information. 

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Services

Under the Services section you can specify:

  • Service Location: Select a Service Location for taxation purposes if the taxation for this account is location dependent. Refer to Create a Service Location. 
  • Destination Contact: The Destination Contact can be used with the Avalara and Vertex O Series tax engines for tax calculations. Refer to Account Contacts for more information. 

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Rate Schedule

Within the Rate Schedule section of the screen, you can assign an existing rate schedule to the Master Plan Instance or depending on how the Plan pricing was configured, you may be able to create a custom rate schedule.

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Billing Group

From the Billing Group drop-down, you can create a new billing group, or select an existing billing group to apply to the Master Plan Instance. Each Master Plan Instance must be associated with a billing group. Refer to the below screenshot and corresponding descriptions when creating a new billing group on this screen.

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 Billing Group: Selecting Create New loads fields 2-8 in the above screenshot, prompting you to create the billing group. If existing billing groups are available, you can select the desired billing group.

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Payment Options: Allows you to specify how payment will be collected. Options are:

  • Method: Payment is collected electronically, from a credit card, ACH, etc.
  • Term: Payment is collected non-electronically, usually from a check. Select the payment term you want to assign to this account from the list that displays. For information on Payment Terms, see Add a Payment Term.
3.png Primary Payment Method: Select a payment method or select Create New from the dropdown menu. Selecting Create New displays additional fields, prompting you to:
  • Define the name of the payment method.
  • Provide a description of the payment method.
  • Enter a client-defined identifier.
  • Enter all payment attributes for the new payment method.
4.png Backup Payment Method: If collection fails from the Payment Method, it is attempted from the Backup Payment Method. Select a payment method or select Create New from the dropdown menu. Selecting Create New loads additional fields, prompting you to:
  • Define the name of the backup payment method.
  • Provide a description of the backup payment method.
  • Enter a client defined identifier.
  • Enter all payment attributes for the backup payment method.
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 Collection Group: Select the collection group that you want to assign to the billing group. If you want to have payments made using the specified billing group to be processed by a specific payment gateway, assign your chosen collection group to the billing group.

Example: For cost savings or for other reasons, you may choose to have payments made with a particular payment method processed by a specific payment gateway.

If you have many collection groups, click Filter. You can then quickly search for your chosen collection group from the Filter Collection Groups screen.

Note: Aria will use this order of precedence when selecting the payment gateway to use for processing a payment:

  1. Collection group assigned to the billing group associated with the Master Plan Instance being invoiced;
  2. Collection group to which the customer is assigned at the account level.
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Statement Contact: Selecting Create New Contact  loads additional fields, prompting you to enter contact information for the new statement contact.
7.png Notification Method: By default, the notification method for the new Master Plan Instance is the same as the notification method defined on the account.
8.png Notification Template Group: Select the desired notification template group for use with the Master Plan Instance.
9.png Credit Memo Template: Select the desired credit memo template for use with the Master Plan Instance.

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 Rebill Template: Select the desired rebill template for use with the Master Plan Instance.

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 Statement Template: Select the desired statement template for use with the Master Plan Instance. The selected template will be sent to the account Statement Contact when statements are generated.

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 Credit Note Template: Select the desired credit note template for use with the Master Plan Instance.
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 Dunning Group: From the Dunning Group drop-down, you can select an existing dunning group to apply to the Master Plan Instance. Each Master Plan Instance must be associated with a dunning group.

Note: Refer to the Dunning documentation for more information.

Add Supplemental Plan

To add a Supplemental Plan to the Master Plan Instance, click the Add Supplemental Plan button. 

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Billing Responsibility

For a child account, select from the following options for Master Plan Instances from the Billing Responsibility drop-down:

  • Self Pay
  • Parent Pay with Child Usage Rules
  • Parent Pay with parent Usage Rules

 

If you selected a parent pay billing responsibility, then you will need to select a Master Plan Instance from the displayed list of self pay Master Plan Instance that will have payment responsibility for the child account.

For more information, please see the important notes about parent‐child accounts.

Note: When a Master Plan Instance on the child account is defined as either of the two parent pay options, the Master Plan Instance on the child account must be mapped to a Master Plan Instance on the parent account for the balance to transfer to the parent account.

 

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