The Days in Subscription Period field automatically updates the Renewal Date field in the orderline when the dated order is rolled over to the next fiscal year.
| • | What is the general renewal process? |
| • | How do I create renewal orders and lines? |
| • | How do I get renewal orders ready for the new year? |
| • | How do I generate renewal purchase orders? |
What is the general renewal process?
Renewing orders means sending a purchase order to a vendor that asks that a previous order be continued or extended. The timing of the renewal purchase order is important so that the subscription does not lapse and cause issues to be missed. SirsiDynix Symphony can assist the renewal order generation process by providing a Renew Date field for DATED function orders. The renewal date can be used to trigger the following renewal process.
| • | Create renewal orders and orderline items |
| • | Get renewal orders ready |
| • | Generate renewal purchase orders |
| • | Update linked serial control records |
How do I create renewal orders and lines?
Every subscription and membership order contains a Renew Date field. When you are within a certain number of days, weeks, or months before the renew date, an order that duplicates the current subscription orderline must be generated. With either of the following methods, fund and vendor cycles must already exist in the new fiscal cycle for the orders to be rolled over.
Renewing Orders Individually
Run the List Orders, Lines report to get a list of all SUBSCRIPT and MEMBERSHIP orders with orderlines containing a Renew Date that falls within the next 30 days. Once the list is produced, you can display each order and create a duplicate renewal order.
Renewing Orders in Batch
Run the Rollover Dated Orders report. The Renewal Date field is used to select which orders are to be rolled over. For example, SirsiDynix Symphony can find all SUBSCRIPT and MEMBERSHIP orders with orderlines containing a Renewal Date that falls within the next 30 days and create new orders and orderlines with this report. For each order with a matching renew date, SirsiDynix Symphony creates a renewal order. The finished report prints every order and orderline record created. The order record will have the same order ID that it had in the previous fiscal cycle.
The Days in Subscription Period field automatically updates the Renewal Date field in the orderline when the dated order is rolled over to the next fiscal year.
How do I get renewal orders ready for the new year?
For each of the orders duplicated in the new fiscal cycle, the following tasks need to be performed using the Modify Order Wizard to update the new orderline record. Select the Pay, Load, and Receive check boxes in wizard properties.
| • | Modify date fields to the necessary values. The Date Created and the Date Modified correspond to the date the record was created either by an add order wizard, or in batch by the Rollover Dated Orders order report. The Date Ready, Date Mailed, Date to Claim, and Date to Cancel fields will be set to NEVER. The Renew Date has been calculated for the new subscription or membership period. If the renewal order is for a different length of time, change the Renew Date or Days in Sub Period fields. |
| • | Update any changed information, such as a subscription price change or membership dues, number of copies, or shipping instructions. |
| • | Change the Date Received and Date Loaded fields on the Segments tab from NEVER to TODAY. This is to prevent acquisition order claims from conflicting with serial control issue claiming. |
| • | Change the renewal order from Date Ready NEVER to TODAY. |
How do I generate renewal purchase orders?
You can generate purchase orders using one of the following reports.
| • | Print Ready Purchase Orders Report |
| • | Print Purchase Orders Report |
| • | Print Specific Purchase Orders Report |
© 2006, 2014 SirsiDynix