Once Orders has been enabled and configured in Chargebee, orders are automatically created for your shippable plans/addons whenever they are subscribed to and the invoice gets paid. However, for gift subscriptions, the order schedule is determined and the orders are created only on gift claim. The time limit for payment will be explained later on this page.
Let's look at how orders are scheduled by considering various scenarios.
First, we consider the case where calendar billing is disabled in Chargebee:
Consider a plan of 6 months that ships an item every 2 months. Such a plan would thus have 3 shipments. For any given order, the date around which it is processed is called the order date. Once the invoice is paid, an order is created in Chargebee for each shipment. Later, we will look at how the shipping dates for every order, are arrived at.
There is a deadline for invoice payment before orders can be actually created in Chargebee:
Going back to the plan described above: if it is signed-up for with billing period starting on Jan 1 and is paid for on the same date, the order dates would look as follows:
If there are attached addons with different shipping frequencies than that of the plan, additional orders are automatically created to serve those addon deliveries that fall out of step with the order dates for the plan. See this section for an example.
The first order date for an order schedule is the date of payment (subject to the deadline). So, in the example, although the billing period started on Jan 1st, if the invoice is only paid on Jan 10th, then the first order date is Jan 10th:
Note that only the first order date is subject to the date of payment (provided payment meets the deadline). The remaining order schedule is not affected by the date of payment and remains as determined during sign-up.
Consider a plan of 6 months duration that ships a product every 2 months. Assume calendar billing date to be 10th and calendar billing cut-off date to be 15th. Say, a customer signs up for the plan with billing period starting on Jan 5th (so calendar billing cut-off is not overstepped) and pays on the same date. The order dates would align with the calendar billing date. We would thus have the order schedule as follows:
If in the above scenario, the payment happens after the calendar billing date of the month but before the billing cut-off, say on 12th Jan, the first order date would be that date.
In the same case as above, consider that the customer signs up for the plan with the billing start date as Jan 20th (thereby overstepping the billing cut-off) and pays on the same date. This introduces calendar billing shift so that the next calendar billing date post the billing cut-off date becomes the first order date:
In the order schedule, every order would have a shipping date associated with it. This is the date around which the order is set to start getting shipped. For instance, this date could be used to determine the day when an order is pushed into a fulfillment platform such as ShipStation from Chargebee.
You can also schedule an email to be sent a few days before the order is getting shipped.
Once the order dates have been determined as described in the previous sections, a site setting determines how shipping dates are arrived at. There are two options for this in the site settings:
In this case, the shipping date for all orders is a certain number of days from order date. For the example shown in the last diagram, if the shipping date offset was set as 5 days, then we have:
|Order date||Shipping date|
|Feb 25||Mar 2|
|Apr 25||Apr 30|
|Jun 25||Jun 30|
Alternatively, a preferred day-of-the-week/month can be set for shipping.
In this case, the shipping date for any order is the first available preferred day of shipping within that order period.
Example: Let's assume a plan of 6 months that ships a product every 2 months for which a customer signs-up for with billing period starting Jan 1, making the payment on Jan 10. Consider that the preferred shipping day was set as 7th. The diagram below shows the shipping dates for each order.
The site settings allow you to make an exception for the first order in a schedule and ship it immediately on the first order date instead of waiting till the preferred shipping day. Moreover, you can choose to make this exception for all orders or just gift orders.
If the preferred shipping day is not available within the order period, then the shipping date is set to the order date for the period.
Consider a quarterly plan that ships a product every month. Assume that calendar billing is enabled with calendar billing date set to 25th. Also, say the preferred shipping date is set to 10th. Now, say the customer signs up on Jan 1st and the payment only happens on Jan 15th. Since the payment happens after the preferred shipping date, the shipping date for the first order now becomes Jan 15th (payment date).
Sometimes, it is not possible to fulfill the first order in a schedule unless the payment happens by a certain day of the month. Such a day is configured in Chargebee as shipping cut-off. If payment is delayed beyond the last shipping cut-off day in the first order period, then the first order is cancelled and a refundable credit noteis raised for the order amount.
Here again, consider a plan of 6 months duration that ships a product every 2 months. Assume calendar billing date to be 10th and calendar billing cut-off date to be 15th. Now, assume the customer signs-up on Jan 5th with the billing period start date as the same. Since billing cut-off is not overstepped, we have the first order period ending on Mar 10th.
Moreover, say the shipping cut-off is set as 20th. Till the end of the first order period, there are two such dates (Jan 20th and Feb 20th), so the shipping cut-off is taken as the latest of those dates (Feb 20th). Further, if payment happens on Feb 25th, it oversteps the shipping cut-off. Consequently, the first order is created in cancelled status with the order date as Feb 25th while the remaining orders are created in the queued status. This scenario is shown below:
If the subscription is set to start in the future or if it is invoiced in advance, then the orders are scheduled such that the first order date is the start date of the billing period or the date of payment of the invoice, whichever is later.
When there is only one shipment to be fulfilled for the entire plan/addon, the same rules apply as discussed so far. This case is simply considered as an order schedule with only one order period whose length is the length of the entire billing period of the subscription/addon.
A charge can be added to a subscription or customer at any time.
For example, say you have a plan that ships coffee packets every month. A few months into the subscription, a customer may decide to purchase a brewing machine or a coffee mug. Such items would be examples of charges in Chargebee.
For such non-recurring items:
Currently, if consolidated invoicing is enabled in Chargebee, the billing and shipping addresses is taken from the consolidated invoice. If the consolidated invoice does not have a shipping address, each order will have it picked up from its subscription.