Dynamics Business Central (NAV)
Experts:
Subscription app
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Subscription app
I recently upgraded to 26.3. I can’t seem to find any comprehensive documentation on using subscriptions. I’m looking for something that outlines the master data set-ups and how to integrate service contracts. What is required to use the add subscription lines function on the sales orders? Selecting the function doesn’t do anything. Not even an error message? Has anyone implemented this along with the automated deferrals?
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6 Replies
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I’m not aware of comprehensive documentation. The available documentation is here:
https://learn.microsoft.com/en-us/dynamics365/business-central/srb/welcome
Below is a rundown of what I would advise based on how I’ve set it up. I’d note this is all very recent; I’m not an expert, only someone who has gotten this relatively-new functionality to work.
General Product Posting Groups should be created for the subscriptions. This is so you can set the Contract and Contract Deferral accounts in General Posting Setup and set the subscription products. You can make separate General Business Posting Groups for vendors, if applicable.
You’ll want No. Series for Customer, Vendor, Service Objects to assign in the Subscription & Recurring Billing Setup.
Subscription Package Line Templates are key. Set these up for Customer (and Vendor).
Make one or more “Invoicing Items.” These should be non-inventory type with Subscription Option set to Invoicing Item. These items are necessary for the Subscription Packages as far as I can tell.
Create the subscription items to sell. These are non-inventory like the invoicing items but use Subscription Option: Sales with Subscription. On these items, assign a subscription package (Alt-Q Subscription Packages. Give it a code and lines for the customer (and vendor) template(s).
Now you can create a sales order and sell the item with the subscription packages.
The subscription vendor (if there is one) uses Vendor Contracts to “Get Subscription Lines.” The Subscription Lines are associated with customers, so you pull them in on vendor contracts if the subscription is through a vendor.
Similarly, Customer Contracts use Get Subscription Lines the same way. Create Contract Deferrals here will make it so the deferrals are created and revenue is recognized over time.
To get recurring billing to work ,create a billing template for customer (and vendor).
Recurring Billing, Create Billing Proposal, Create Documents.
Then, once per month, use the Subscription Contract Deferrals Release report.
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Could you explain more of what you are trying to do?
If you mean the subscription contracts, working with those is documented here:
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One common scenario would be that we sell some hardware. It comes with a warranty and the option to purchase an extended warranty. I would like to be able to attach that to the item from within the sales order. You can do that with a subscription and seems like it will handle the invoicing and renewals wonderfully.
Unfortunately I don’t see where the subscription contract behaves like the a service contract where you can link it to the service item with service orders, and service history, and service billing depending on associated entitlements. I would want the service order to recognize that there is a subscription contract when it is created and determine if the service order is chargeable or not like it does with service contracts.
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Based on trying this scenario out, it could be possible to bill for service coverage in a subscription contract and track entitlement for the same service in a service contract.
However, it’s one thing to create both at the time of subscription, another to keep them in sync when the subscription status changes (e.g. terminated, renewed). I think syncing them requires an extension unless I am missing something. (My mind is halfway through designing this extension but there would need to be some tests.)
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Hi Lori,
I’ve seen this come up a few times with Business Central 26.3, especially when subscriptions don’t behave the way we expect. From experience, the areas that usually need a closer look are:
1. Making sure the master data is fully set up so subscription lines work properly
2. Linking service contracts with subscription billing for smoother automation
3. Setting up deferrals in line with compliance needs
Adjusting the subscription features so they match your business model instead of just sticking with the defaults
It’s not usually a quick fix; often it needs a tailored approach depending on how your business is set up. We had a similar case with one of our clients and got it sorted this way. Might be worth trying these steps on your side too.
If it doesn’t help and you’d like to discuss in detail, feel free to reach out to me at hardik.gupta@allgrowtech.com
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