Once you have created a subscription, you can perform many tasks on the subscription itself. We’ve placed the following actions in a dropdown menu titled, “actions”.
There are two locations where you can access subscription actions.
Chargify gives you two options for searching for subscriptions:
1) Use the quick find feature to quickly search across all your sites with just a few keystrokes. Please follow the link to the documentation to learn more.
2) Search within the Billing section to locate subscriptions/customers within your current site.
- Search by “Subscriptions”
Within the Billing section of an individual site, use the following search methods to locate a particular subscription.
Period Ends: When you enter dates in the period ends “From Date” & “To Date”, you are targeting the search by the next billing date.
Period Started: Search by the date the current billing period begins
Created: Search by the date the subscription was created on
Activated at: Search by the date the subscription was activated on
Canceled: Search by the date the subscription was canceled
Trial Started: Search by the date the trial started
Trial Ends: Search by the date the trial ended
Updated at: Dates during which a subscription’s attributes were updated
- Search by “Products”
Locate subscribers by product by using the dropdown option labeled “Products”.
- Search by “Versions”
If a product has multiple versions, you will be given the option to narrow down your subscriptions by the current version they are subscribed to in Chargify.
- Search by “Status”
Search by current subscription status. For more information on Chargify states/statuses, please see the following article here.
- Search Term
In the search term box, Chargify gives you a number of options of how to locate a subscription. In addition to filtering by date, you may search by the following items:
- First name
- Last name
- Product name
- Customer ID
In the subscription tab, you may not search by the following attributes:
- Credit card name
- Billing address
- Address information (city, state, zip, etc)
Additionally, you may not search for multiple products, or multiple status at one time.
Feel free to combine filters to obtain the correct set of subscriptions. You’ll easily be able to combine filters such as:
- Period ends & products
- Products & status
- Period ends & status
- Period ends & products & status
Select add charge to add a one-time-charge to an existing subscription, Please see our reference page on adding a one-time-charge.
The subscription balance is the amount of money that the customer owes or is owed. Making any changes to the existing balance is refererred to as an adjustment. Adding an adjustment to a subscription will either increase or decrease this balance. The customer’s payment method (credit card or bank account) will not be charged.
- When you decrease a balance, you are subtracting this amount from the current balance.
A subscription with a negative balance has an existing credit
- When you increase a balance, you are adding to the amount under current balance.
- A subscription with a positive balance has an amount due.
How to adjust a balance
- Select adjust balance from the “actions” menu
- Choose the action from the drop down menu:
- Decrease the subscription balance by:
- Increase the subscription balance by:
- Set the subscription’s balance to:
- Enter the amount of the adjustment
- Enter the associated memo for the adjustment
For more information on adjustments, please view our documentation here.
When you select process refund, Chargify will initiate a transaction to the payment gateway on your site. This is only an option if the gateway you are using accepts refunds through Chargify.
You will not be able to refund more than the amount specified that is available.
How to process a refund
- Select process refund from the “actions” menu
- Choose from the available refunds. If no refunds are available, your gateway may not support refunds.
- Once you have selected the payment you would like to refund, enter the amount of the refund. Be sure to leave a descriptive memo!
For more information on refunds, please view our documentation here.
You may want to record a payment in order to capture the revenue within Chargify and alter the subscription’s balance when:
- Your customer paid you by check
- You captured the payment on their credit card outside of Chargify, e.g. at your virtual terminal
- In any case that you receive payment from your customer outside of Chargify, and want to record it within Chargify
Recording manual payments have the following effects:
- The subscription’s balance (i.e. amount due) is reduced by the amount of the payment entered
- Chargify does NOT interact with the payment gateway or touch a credit card at all
How to record an external payment:
- Select record external payment from the actions menu.
- Required: record the amount
- Optional: record a memo for the payment. Be sure to give it some description!
Recording an external refund has the following effects:
- The subscription’s revenue is reduced by the amount of the refund entered
- The subscription’s balance (i.e. amount due) is NOT changed
- Chargify does NOT interact with the payment gateway or touch a credit card in any way
How to record an external refund:
- Select Record External refund from the Actions menu.
- Required: Enter the amount you wish to record in a refund in the amount field.
- Required: Be sure to use the memo field to record a reason for the refund.
For more information on refunds, please view our documentation here.
An upgrade/downgrade migration allows you to move a subscriber to a new product using basic proration rules. When proration is applied to a subscription, a prorated charge or credit will be applied.
If you prefer to move a subscriber to a new product without performing any proration (no cost change), you may simply change the product for this subscription.
Upgrading/Downgrading will have the following effects:
- A prorated credit may be applied for the current product
- The pro-rated credit for prior period charges will include any component charges from that period
- A charge for the full amount of the new product will be applied
- A charge for the full amount of all component charges will be applied. All metered components will be reset to zero.
- The period start date will be reset to today’s date
- If switching to a new product family, all component balances will be reset
How to upgrade/downgrade a subscription:
- Select Upgrade/Downgrade from the Actions menu.
- Note the Subscriptions current product and current prorated credit (if any)
- “Select Product” to choose which product to migrate the subscription to in Chargify.
- There will not be a preview step; any product selected will immediately generate a charge.
- Select “Enable Coupons” if desired
For more information on Upgrades/Downgrades, please see our documentation here.
When you initiate a cancellation, you have the option of cancelling it immediately or at the end of the current billing period.
Once you’ve selected which cancellation method, the following will take place:
- The customer’s credit card will no longer be charged after cancellation takes effect
- Cancellation takes effect immediately if you press “Cancel Immediately”
- Cancellation takes effect around 3 Jul 2016 12:45 PM EDT if you press “Cancel at End of Period”
- No refunds or prorations will be made
- No email is sent to your customer
- Canceled subscription can be reactivated at a later date
How to cancel a subscription:
- Select Initiate Cancellation from the Actions menu.
- Choose between “Cancel Immediately” or “Cancel at End of Period”
For more information on cancellations, please see our article here.
Selecting “Update Payment Method” will direct you to the tab, Payment Details. Choose to edit, add or delete the payment method on file. Also, add a new payment method or email a request directly to the client so that they may update their payment method.
For more information, please see our documentation on Chargify-generated emails here.
Selecting “View self-service page” will log you out of Chargify. You will be directed to Chargify’s secure page where you can update the credit card for your Subscriber. This is a useful URL to send to your customer directly if they need to update their payment method.
For more information on self-service pages, please view our documentation.
If the subscription is active, you can move it to the on-hold state. While the subscription is on-hold, it will not go through the renewal process and nothing will be charged to the customer.
If the subscription is in the on-hold state, then you have the ability to resume it. Depending on how long it has been on hold, it will either transition back to active and keep its normal next renewal date, or if that date has already passed, it will behave like a reactivation, re-setting the billing date to ‘now’ and charging the customer immediately.
Note that there is no credit given for ‘un-used time’. Chargify subscriptions are billed in advance, however resuming an on-hold subscription will not automatically push the next renewal date out to account for time that was paid for but not used. This feature is primarily intended for merchants shipping physical products where the entire value of the product is delivered shortly after the billing period begins.
If you would like to delete a subscription, there are a few precautions to take.
- Deleting the subscription removes its revenue and transaction history from your site
- It may be more appropriate to just cancel it instead: you’ll keep the revenue and the transaction history but it won’t renew anymore
- Deleting a subscription cannot be undone. Make sure this is what you want!
How to delete a subscription
- Select Delete from the Actions menu.
- Choose what attributes you’d like to delete (See below for explanations)
- Also delete the customer (name, email, reference value, etc)
If you plan to use this customer to create new subscriptions, then uncheck this option to retain the customer. Since a single customer can have several subscriptions, we will only delete the customer if this box is checked AND they have no other subscriptions.
- Also delete the credit card
If you plan to use this same credit card on a new subscription for this customer, then uncheck this option to retain the card. Since a single card can be attached to several subscriptions, we will only delete the card if it is not used on any other subscriptions.
Depending on the state of your subscription, the Actions menu will display different options.
When the subscription is in the active state, the following options will be displayed:
As we look to the options available under Actions for past due subscriptions, we see that our options are limited.
What’s missing in this case is the option to have the subscription be Put On Hold. If you’d like to suspend this subscription, you may only do so if the subscription is in the Active state.
Furthermore, actions become increasingly limited as we enter the “canceled” state. Once again, we see that Put On Hold is missing. This will become an option if the subscription is in the Active state.
You’ll also notice that “Initiate Cancellation” has been replaced with “Reactivate Subscription”. Reactivate Subscription will allow you to bring the subscription out of the canceled state. The resulting state will be Active.
Lastly, Add Charge is also restricted from usage when a subscription is in a dead state. If you’d like to issue a one-time charge for a subscription, you’ll want to have the subscription in an Active state.
With Trial Ended subscriptions, we see the same exact set of “Actions” available as the Cancelled Subscription state. Simply reactivate the subscription if you wish to see further options.
In the screen grab below, we see that the same options are displayed for Expired Subscriptions. Simply reactivate the subscription to expose further options.