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Add or Modify Plans in Salesforce

​Overview

Once an opportunity has been created, you can configure the plans, promotions, etc. for the opportunity from the Add/Modify Plans page.

Note: A notification message displays if the account plan or plan data of an opportunity is out of sync with the information saved in Aria. Refer to Conflict with Account Plan Changes Message for more information.  

Add:Modify Plans Overview.png

The Add/Modify Plans page contains several modules for configuration. These modules are described below.    

Add/Modify Plans for an Opportunity

Getting Here: Create or open an account > Create or open an opportunity

  1. Click the Add/Modify Plans button. 

Add Modify Plans Button 3.20.png

Depending if you are configuring an opportunity for an account that has not been committed (a new account) or for an account that has been committed (an existing account), the screens differ. Refer to the New Account or Existing Account sections below. 

New Account

If this is a new account (you have not previously committed an opportunity for this account) and the Disable New Account Billing Popup for Add/Modify Plans is checked within Aria General Configurations > Other Configs, you see the Add/Modify Plans page in step 2.  

If this is a new account and Disable New Account Billing Popup for Add/Modify Plans is not checked in Aria General Configurations > Other Configs, the following popup displays.  

New Account Billing Option Display 3.20.png

This popup is specific to a new account that has not been committed to Aria. These parameters are specific to the account and not the opportunity. You can Save without making any selections, which sets these parameters to the system default of today's date and to an account status of active. Follow the instructions below to change the account status and/or billing information from the system default: 

  1. Select an Account Status from the following options: 
  • Active
  • Registered Pending Activation
  • Temporary Service Ban
  • Permanent
  • Archived
  • Deactivated
  1. Select an Alternate Billing Day. This setting allows you to specify an alternate billing day to override the default billing day. The default billing day is the anniversary day on the account. 
  2. Select an Alternate Billing Start Date. This setting allows you to specify an alternate billing start date to override the default date. The default billing start date is the current date.
  3. Click Save. You are taken to the Add/Modify Plans page described in step 2.
 
Existing Account

If this is an existing account (i.e you have previously committed an opportunity for this account), the Select plans by billing group for this opportunity overlay displays.

Select%20plans%20by%20billing%20group%203.20.png

The plans displayed have been previously committed to the account. If there is more than one billing group committed to the account, a drop-down is available to select a billing group to display its associated plans. 

You may elect to not check any plans on this overlay and click Next. Plans are chosen in the subsequent Plan Selection and Configuration module. The Plan Selection and Configuration section presents plans from the product catalog as well as plans that have been committed to the account.  

To select plans from this overlay, follow the steps below: 

  1. If the drop-down is available, select the desired billing group. 
  2. Check the plans you want to add to the opportunity. 
  3. If applicable, select another billing group from the drop-down. Check additional plans. 
  4. Click Next. 
  1. The Add/Modify Plans page displays. The information displayed depends on the configurations in the previous step.  See below for New Account, Plans Selected in Previous Step, and Plans Not Selected in Previous Step. 

Note: The Billing Groups and Plan Selection & Configuration modules must be configured first, and are the minimum required to commit the account to Aria. 

If after configuring the Billing Group and Plan Selection & Configuration modules the Commit button does not display, refer to the Opportunity Detail page.  The parameters Allow Commit and Save as Draft must be checked.    

New Account

If this is a new account, the modules display without any plans or billing groups defined and each module has a Get Started button.

New Account Add Modify Plans Page 3.20.png

Plans Selected from Previous Step

If you selected plans in the previous step, the billing group(s) are listed under the Billing Groups heading and the master plans are listed with the number of supplemental plans indicated under the Plan Selection and Configuration heading. An Edit button also displays for these modules. 

Add Modify Plans with Plan Selected from Overlay 3.20.png

If plans from more than one billing group have been added, the blue dot next to the billing group indicates which billing group and associated plans are displaying. 

To view the other billing group and plan(s):

  1. Click the Edit button in the Billing Groups section. 

Select Billing Group dropdown 3.20.png

  1. Select the other billing group from the Select Billing Group drop-down. 
  2. Click Save. The other billing group and associated plans display on the Add/Modify Plans page.  
Plans Not Selected from Previous Step

If plans were not selected from the previous step's Select plans by billing group for this opportunity overlay, the billing group(s) populate under the Billing Groups header, but plans do not display under the Plan Selection and Configuration heading. 

Add Modify Plans Page Wo Plan Selected Billing Group 3.20.png

  1. Continue to configure the following modules:

Billing Groups

Begin by clicking Get Started for a new account or the Edit button for an account with existing billing groups. The Edit Billing Group page displays. 

New Account

For a new account, the Billing Group page displays an empty form to configure the first billing group. 

New Account .png

1.png Billing Group Name. A unique name for the billing group. If no name is entered, Salesforce auto-generates one.  
2.png

Client-Defined Identifier: A unique, custom ID for the billing group.
3.png

Notification Method: The method to notify the Statement Contact. 
4.png

Statement Template: A pre-defined format to use for statements. Refer to Statement Templates for more information. 
5.png

Credit Note Template: A credit template to use when applying credits.
6.png

Primary Payment Option: Select the primary payment option.
7.png

Primary Payment Method: Depending on the selection of Primary Payment Option, the drop-down includes options for payment methods or payment terms. These options align with the payment terms configured in Aria. After selecting a method, additional input fields display depending on the option. For example, a field for EAN/GLN number may display.  
8.png Statement Contact: Enter a new statement contact name or select an existing statement contact.

Check This Contact Does Not Use Email if applicable.  For this option, configuring a dummy email address is necessary to generate statements.  Refer to Using a Dummy Email for a Statement Contact for more information. 
9.png

Balance Summary: Hovering over this widget displays information regarding the plan charges. Since this is a new opportunity without any plans assigned, each value is 0. 

Account balance Summary.png

Clicking Change Interval provides options to select a new billing interval. 

Change Interval 3.22 B.png

Click Save once the form is complete. The billing group now displays on the Add/Modify Plans page. 

Existing Billing Group(s)

The Edit Billing Group page displays populated with information. If there is more than one billing group, a drop-down is provided to select and view each billing group. You can revise the information or create a new billing group from this screen. Clicking Create New opens a blank form.  

Refer to the New Account section for detailed descriptions of each field.  

Once you have completed the form, click Save. The billing group now displays on the Add/Modify Plans page. 

 Existing BG 3.22.png

Plan Selection & Configuration

Begin by clicking Get Started to add the first plan, or Edit to add additional plans or configure the existing plans.  

Select Master Plan New 3.20.png

  1. Select the Currency from the drop-down. This limits the plans displayed to those with the selected currency.  
  2. Select the plans to add to the opportunity. 
  3. Click Add. The plans display on the configuration page.  

Plan Configuration 3.26.png

  1. Click the down arrow next to the master plan name to expand the supplemental plans. If there are no supplemental plans, the down arrow does not display. 
  2. Select each supplemental plan to add the opportunity. 
  3. Enter the Units for each plan. 
  4. Enter the Discount for each plan.
  5. Under General Configuration Settings, configure the following fields as applicable.
  • Retroactive Billing Start Date: This field allows you to specify a billing start date in the past. 
  • Bill-through Date: Specifies the date to bill through for the plan(s).
  1. Select Configure from the Action drop-down. The configuration overlay displays, which includes additional configuration parameters as well as any product fields enabled for the plan. 

Configuration Settings 3.20.png

  1. Input any additional configurations, such as:  
  • Subscription ID
  • Subscription Status
  • Subscription Temporary Status
  • Subscription Description
  • Alternate Bill Day
  • Alternate Billing Start Date
  • Status Until Alt Start Date
  • Retroactive Billing Start Date
  1. Click Save. You are returned to the plans selection page.  
  2. Select Edit Rates from the Action drop-down. The Edit Custom Rates overlay displays.
  3. Click Save. 
  4. If desired, select Duplicate from the Action drop-down. The selected plan is duplicated, including all custom configurations. 
  5. Once individual plan configurations are complete, click Save. Configured plans display on the Add/Modify plans page.  

One-Time Products 

  1. Click Get Started for the One Time Products module. The following screen displays:

One Time Product.png

  1. Check the products to add.
  2. Click Add. The following screen displays:

Client Order ID.png

  1. Specify the Client Order ID and select when to invoice it.
  2. Click Save.
  3. The One-Time Products module updates to display the products and an Edit button.  

​Promotions 

  1. Click Get Started for the Promotions module. The following screen displays:

Promotions.png

  1.  Enter coupon or promotion code. See Marketing for more information on coupons and promotions.   
  2. Click Validate. If the code is valid, the coupon details display. If the code is not valid, the error message "Coupon code value is invalid" displays.
  3. Click Save.

Termed Agreements 

  1. Click Get Started for the Termed Agreements module. The following screen displays:

Termed Agreements.png ​

  1. Select a Contract Completion Type:
  • Date Range: To specify a contract end date
  • Duration: To specify a contract length
  1. Select a Start Date. If you want the same date as the Opportunity Close Date, check the box. 
  2. Specify a contract end date or a contract length, depending on which option was selected from the Contract Completion field above.
  3. Select an End Action to indicate what happens at the contract end date or when the contract length expires.
  4. Click Save.

Commit Opportunity 

To commit a plan, at a minimum the Billing Group and the Plan Selection & Configuration modules must be configured. Once these are configured, the options for Commit and Save and Exit display.  

Note: The Billing Groups and Plan Selection & Configuration modules must be configured first, and are the minimum required to Commit the account to Aria. 

If after configuring the Billing Group and Plan Selection & Configuration modules the Commit button does not display, refer to the Opportunity Detail page. The parameters Allow Commit and Save as Draft must be checked.    

commit.png

  • Commit: This commits the opportunity and plans to Aria.  
  • Save & Exit: Saves the changes to Salesforce, and the Opportunity screen displays.
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