Linking a Fulfillable Item to a Subscription

To link a fulfillable item to a subscription:

1. Go to Transactions > Sales > Enter Sales Orders.

2. In the Status field, select Pending Approval.

   Splitting of linked subscription line items into multiple lines is only supported for sales orders with a status of Pending Approval.

3. Check the Split Linked Subscription Items Into Multiple Lines box.

   Checking this box splits subscription line items into multiple lines in the sales order. When subscription line items are split, you can enter unique additional item information for each of the fulfillable items in the item fulfillment record. Split subscription line items also makes it easier to handle partial fulfillment, activation, and returns.

   Splitting only happens in the following scenarios:

   • The subscription line is not required in the subscription plan.

   • The subscription has linked fulfillable items.

   • The quantity of the subscription items is greater than one.

   When subscription line items are split into multiple lines, they cannot be merged back.

   If the quantity of the subscription items is 50 or more, a map/reduce script splits the subscription line items into multiple lines in bulk. Administrators can check the status of the bulk-splitting process in the Subscription Line Splitting event record. For more information, see Viewing the Subscription Line Splitting Event Record.

4. Fill out the fields in the sales order.

   For more information, see Creating Sales Orders.

5. In the Items subtab, do the following steps:

   1. In the Item column, select the fulfillable item.

   2. In the Subscription Item column, select the subscription item that you want to link to the fulfillable item.

      If you have previously linked the fulfillable item to the subscription item, this field is automatically populated with the linked subscription item. For more information, see (Optional) Linking a Fulfillable Item to a Subscription Item.

   3. In the Subscription column, create or select the subscription that you want to link to the subscription item.

      For more information about creating a subscription, see Creating a New Stand-alone Subscription.

      Important:

      You must do the following in the subscription record:

      • Ensure that you add the subscription item you selected in step 5b in the Lines and Pricing subtabs.

      • In the Lines subtab, check the Include box for each of the subscription item that you want to add.

      • In the Pricing subtab, ensure that the quantity of the subscription item matches the quantity of the fulfillable item.

      Note:

      If you want to edit the quantity of subscription items in the subscription, it is best practice to do so only when the sales order has not yet been approved. Any additional quantities you add for the subscription items will not be split into multiple lines when the associated sales order has already been approved.

   4. Enter information as necessary in all the other columns under the Items subtab. For more information, see Adding Items on a Sales Transaction.

   5. Click Add to add the items in the sales order.

      The subscription line items then appear in the sales order, that includes the subscription plan, subscription items, and the fulfillable items.

6. Click Save.

   If the quantity of subscription items is more than one and the Split Linked Subscription Items Into Multiple Lines is checked, you must update the sales order after saving the record for new sales orders. This is to show the split subscription items into their own lines in the sales order. When you edit and save a sales order, there is no need to update the sales order to split subscription items into their own lines.

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