All the information on this page is for the latest version of Chargebee Orders. You may be using the legacy version if you enabled Orders in Chargebee before 28th Sep 2018.
Chargebee handles your subscription billing. If you're selling physical goods, you would certainly want your shipping schedules to be linked to billing. Orders in Chargebee does exactly this. Whether you sell subscription boxes, rent hardware or sell household items that are replenished at regular intervals, Chargebee automatically creates shipment entities (orders) that encapsulate all the information related to each shipment.
Say you ship a magazine issue every 2 months and a customer can sign-up for a yearly subscription. Once the Orders feature has been enabled and configured in Chargebee, order entities for each subscription would be created as soon as the subscription is created/paid for. For our example, once the yearly plan has been signed-up for by a customer, a set of 6 orders would be created, one each for the 6 magazine issues that need to be shipped for the year. Each order would consolidate information such as shipping date of the magazine, the quantity to be shipped, the shipment's share of the invoice amount, status of order processing and so on.
Once the orders have been created, you have three ways of managing them:
Here's a summary of what Chargebee Orders can do for you:
Chargebee Orders must be enabled and configured before the automated creation and processing of orders can begin. This involves two broad steps:
In this section, we shall see how the configuration is done.
Navigate to Settings > Configure Chargebee > Orders to enable Orders. Proceed with configuring each section carefully.
Any changes made here, once saved, only apply to newly generated invoices from that moment on.
|Orders are generated for the invoice (including imported invoices), only when the invoice status becomes
|Used when you don't want orders creation to be stalled till the customer pays. Typically used when your customers are businesses who pay within a term or Net D.||Used when you wish to ensure that orders are created only after the customer has paid in full. Used for most consumer products/services where payments are expected immediately.|
You must specify the invoice statuses for which the setting is applicable: select one or more of
Let's look at an example:
|Consider...||A plan with billing period of 4 months that ships a magazine issue every month.|
|Say a subscription to it starts on||Jan 1|
|and the payment is made on||Jan 25|
|The toggle "Generate orders for unpaid invoices" is:||Enabled||Disabled|
Order date for order # 1
Order date for order # 2
Order date for order # 3
Order date for order # 4
As you can see in the table above, when orders are generated only on invoice payment, the first order date is subject to the date of payment (Jan 25 in our example). When orders are generated for unpaid invoices, the order dates follow the normal order scheduling.
If, in the previous setting, you have chosen to create orders only for paid invoices (whether for some or all invoice statuses), you must also choose what should happen when the payment is late. Late payment means one of two things depending on the scenario:
The order schedule for the invoice would look as follows:
|Order #||Order date||Items|
Magazine + Water can
|2||Feb 1||Water can|
Magazine + Water can
|4||Apr 1||Water can|
Late payment for such an invoice would be when the payment happens on or after the second order date: in this case, Feb 1.
If you are okay with payments happening for such invoices after the second order date, go ahead and enable the option For invoices with multiple orders, generate orders if payment is received on or after the second order date. Now whenever payment happens, the orders would be generated and the order dates would be the same as determined when the invoice was created or imported into Chargebee.
If the toggles for order generation on late payment are disabled, no orders would be generated on late payment for the respective conditions. So when late payments do happen, you may remove them and void the invoices. However, if you wish to retain the payment and fulfill the orders, you would have to create and manage the orders manually in your fulfillment platform.
Every order has a shipping date associated with it. You can choose how this date is determined in Chargebee:
For products that ship every month or year or every so many months or years, you have the following options:
Similar options are available for products that ship every week or so many weeks.
If you use Calendar Billing, please ensure that the calendar billing cut-off, shipping date and shipping cut-off settings are aligned to work properly.
Shipping cut-off is only applicable when orders are generated for paid invoices.
Suppose that you have set orders to be created for invoices only when they get paid. You can select a shipping cut-off for your site. This is used if you are unable to service orders in a month if the payment comes after a certain date in the month. The setting works in tandem with the late payment setting (point 3 on this page) as follows:
|For invoices with a single order||For invoices with multiple orders|
A monthly plan that ships a magazine issue every month.
A plan with a 4 month billing period, shipping a magazine every month.
|Shipping cut-off setting||20th|
|Subscription start date||Jan 1st|
|March 3rd||Jan 23rd||March 3rd|
|Generate orders on late payment (Setting 3 on this page)||Disabled||Enabled||Disabled||Enabled|
|Effect on order(s)||The order is cancelled and a refundable credit note is raised for the order amount.||The order is cancelled and a refundable credit note is raised for the order amount.||
The first order is cancelled and a refundable credit note is raised for the order amount.
|The first 2 orders (order dates Jan 1st and Feb 1st) are cancelled and refundable credit notes are raised for their order amounts. The order for March is not cancelled as its shipping cut off (Mar 20th) has not been overstepped.|
If you want to set this cut-off as the last day of the month, choose 31.
Shipping cut-off is not applicable for day/week based shipping-periods and gift subscriptions.
When you make mid-term changes to subscriptions in Chargebee, the charges or credits applied can be prorated. However, this proration is done based on the time of use of the service and hence is only suited if you run, say, a SaaS business. Delivery-based proration is currently unsupported in Chargebee.
If you do not sell any services that are billed based on time-of-use, then turn off enabling proration by default for subscription change.
To do this select Settings > Configure Chargebee > Billing rules > Billing Mode > Under Proration Setting, uncheck Enable proration for subscription change.
Once Orders have been enabled, you can select Orders on the left menu to access the orders list page.
For orders to be created for plans and addons, they must be marked shippable and their shipping frequency must be set. Here's how:
Select Product Catalog > Plans or Addons and select the plan or addon to be configured for shipping and choose Edit Plan or Edit Addon accordingly.
Under Shipping Preference:
Ship every field values are restricted based on the Bill every field value of the plan or addon. The table below explains this:
Based on the above settings, Chargebee schedules orders automatically for your plans and addons. Once a customer signs-up for a subscription, subject to certain conditions, the schedule of orders is created:
Order statuses indicate at what stage a particular order is in its lifecycle.
The following are the various statuses that an order can have in Chargebee:
|Queued||This is the initial status of orders waiting to be processed. This is typically their state before they have been moved to an integration platform/external fulfillment system.|
|Awaiting shipment||Used to indicate that the orders have been moved to the integration platform/external fulfillment system.|
|On-hold||Indicates that the order processing has been put on hold.|
|Cancelled||Indicates that the order has been cancelled.|
|Shipped||The order is in transit.|
|Partially delivered||The order is only partially delivered.|
|Delivered||The order has been delivered.|
|Returned||The order has been returned after delivery|
The state diagram below shows how orders transition between statuses. The arrows show the allowed status changes.
The green arrows inside the central box only show the typical direction of status change. All order statuses within the box can change between each other without restrictions.
When in cancelled status, an order can only change status (via the re-open order action) to the one immediately before being cancelled.
When in on hold status, an order can change status to:
Also, when an on hold order is cancelled and then re-opened, it goes into on hold status. From here, it can still go to the status it was in before being originally put on hold.
If an awaiting shipment order is put on hold and then cancelled, then on re-opening, it goes into on hold status. From here, it can either go to awaiting shipment again or be cancelled.
Depending on what status an order is in, several actions can be performed on orders from the user interface. In the order details page, the actions pane on the right lists the available actions:
You can also export all order records as a CSV file. There are two ways to do this:
Select Orders on the left menu, the orders list page appears. Filter the orders you need to export. Click on the more options button next to the order search box. Click Export Orders CSV.
Another way is to select Settings > Import & Export Data > Export data > Orders. Click on Select criteria to export.
You can perform operations on multiple orders at once by using Chargebee's bulk operations. Go to Settings > Import & Export Data > Choose a bulk operation > Select Orders under Choose an operation.
Create Ordersbulk operation is only applicable for the legacy orders system.
Impacts of external actions in Chargebee on orders.
For all timestamp fields mentioned here, the time component cannot be set by you if Chargebee is running on day-based billing mode. The implied time for the fields in such a case would be 00:00:00.000 hrs.
Orders have fields or properties that can be viewed and edited using the web interface. We list them below. If you use our API, then you have access to many more attributes as part of the order resource .
Note: For any given order, unless specified otherwise, the fields are available and editable in all circumstances. However, a field is editable for an order that is on hold or cancelled only if it was editable in the previous status (unless otherwise mentioned for specific fields).
|Cancellation Reason||Can be manually chosen||Can be system generated|
|Shipping cut off passed||No||Yes|
|Product not available||Yes||No|
|Product not required||Yes||No|
|Delivery date issue||Yes||No|
|Other better alternatives||Yes||No|
If you have been a user of Chargebee Orders from before 28th September 2018, then you have been using the legacy version. In such a case, although we encourage you to use the latest system, there are some things to be considered:
Once the latest system is enabled, any new invoices created would be subject to the latest system only. If you are an API user of the legacy system, to avoid erroneous operations, the latest system is restricted from being enabled for your live site. Contact [email protected] to help enable it.
Any orders created using the legacy system can continue to be processed using that system.
Shipping charges are not available as a separate line-item in Chargebee yet. However, you can include shipping charges by creating addons for them in Chargebee and marking them as shippable so that they are included in the orders.
Consider selling a 6-month subscription for monthly magazine issues for which you wish to bill your customers on the 25th of the month and ship issues on the 10th, every month. Further, based on when the customer signs up during the month, say you wish to ship the first issue as follows (subject to payment):
|Sign-up Period||Shipping Day for the First Issue|
|1st - 10th||10th|
|11th - 15th||Same as payment day|
|16th - end of the month||10th of next month|
Moreover, if the payment for the subscription is delayed beyond say, 15th, you wish to cancel the first shipment.
Then you would configure Chargebee as follows:
Enable calendar billing with
Configure Chargebee Orders as:
See this FAQ.