1Introduction

This guide shows the installation, configuration and use of the Magento Subscription Manager.

Before starting the installation, please make sure to have all necessary data at hand:

  • Administrator access to your Magento Shop
  • Magento Subscription Manager from sellXed.com/shop
Installation Service

Our payment plugins should have per default the correct settings for most of our customers' preferences. That means once you have entered the required credentials in the plugin configuration to connect your account to your website, the plugin should be fully operational. Should you be willing to receive detailed informations on a setting you do not know, you may contact our support team who will be able to assist you further.

Our support team is at your disposal during regular business hours at: http://www.sellxed.com/support. Furthermore, you have the option of ordering our installation service. We will make sure the plugin is installed correctly in your shop: http://www.sellxed.com/shop/de/integration-und-installation.html

2Module Installation

At this point you should already be in possession of the module. If not, the module files can be obtained from your customer account here sellXed Shop (Menu Item "My Download Products"). In order to install the module in your Magento Shop, follow these steps:

  1. Create a backup of your shop
  2. Extract the content of the ZIPs that were downloaded from our shop
  3. Copy the complete content of the folder "files" into the root directory of the server in which your server is located, using your regular FTP program. Make sure that the folders are merged and not replaced.
  4. Empty the cache and log into your shop again.

Now the module is installed and can be configurated.

Create Backups!

We strongly recommend to create a backup of your shop's root directory. This allows you to go back to the original state any time.

Additionally, we recommend to run the integration on a test system first to avoid any complications due to third party modules. Our support team is always available if you have any questions.

Information on the migration from Subscription Manager v.1 to v.2 is accessible under Migration.

3How to Configure the Extension

The configuration of the Subscription Manager is divided into two steps. As a first step, the General Configuration should be completed. The following instructions show how to capture existing or new products as a subscription.

Payment Modules

The Subscription Manager is delivered with payment modules for purchases on account. In order to process credit card payments within the subscription, the respective sellXed.com credit card module is necessary. It can be purchased directly from our shop http://www.sellxed.com/shop

3.1Cron Job Configuration

The plugin creates new orders automatically as soon as the respective controller is triggered via Cron Job. Therefore it is essential to activate Cron Jobs in your Magento Shop. The module employs the standard Magento Cron. The instructions for the configuration can be found here.

The Subscription Cron is triggered every time the Magento Cron is activated. During testing we recommend to trigger the Magento Cron in 1 minute intervals. When migrating to the productive system, Magento recommends a Cron interval of 5 minutes.

3.2Cron Job Test

It is essential to test the Cron settings before going live. In order to do so, create a test item with a subscription interval of 10 minutes.

3.3General Configuration

With the general configuration you can define the general settings for e-mails, supported payment options, etc. The general configuration can be found via System > Configuration > Subscription .

3.3.1Payment Methods

As a first step you can define, which payment methods are accepted for orders via subscription. Only these options will be shown when a customer adds subscription products to his cart.

3.3.2Payment Deadline

The subscription module is going to create an authorised order according to the payment method settings when the subscription is due. In case you use deferred capture, only an authorisation is created. If you use a payment method with an Alias function and the capture settings are set to direct, a new order is created and the payment is captured directly when the subscription is due.

The payment deadline settings allow you to define a deadline for the customer by which the payment information has to be updated or the bill has to be paid. For invoices, the deadline is the latest date by which the bill has to be paid. If you use deferred capturing, the payment has to be captured within the time limit.

In general, the invoice has to be paid before the deadline is reached, otherwise the subscription will be marked as failed and no new subscription orders will be created.

If a payment fails or if a payment is necessary, the customer will be notified with a reminder email automatically.

3.3.3E-Mail Settings

The e-mail settings allow you to send specific confirmation e-mails for subscription orders. These can be adjusted for the transaction e-mails as well.

A reminder email will be sent to the customer shortly before the subscription is due.

3.3.4Checkout Options

Among other things, you can define wether you allow for guest orders and if you would like to give the customer an overview over the conditions and general terms before checkout.

3.3.5Cart Settings

Innovatively, you can subscribe to complete carts as well as to single products. To activate this function, enable Cart Subscriptions.

The Subscription Plans define the rythms visible in the subscription.These plans will be shown in the customer's cart afterwards (cf. screenshot below)

Figure 3.1: Subscription checkout settings
Figure 3.1: Subscription Checkout in the frontend

In addition, you can exclude certain products from the order with the product filter. Further information on the testing can be found here.

4Subscription Products

You can easily transform new or existing products into subscription products by switching to the tab Subscription after opening the product configuration.

Here you can customize your settings:

  • Sign-Up Fee: Define a discount or a fee for the initial order.
  • Plan: This allows you to set the delivery rhythms. You can also define the cancellation period for the product with the option deadline. Once the customer has cancelled the subscription, his card will no longer be charged once the deadline is reached.
  • Delivery: Choose between original and fixed delivery costs.
Figure 4.1: Subscription Maintenance

5Subscription Maintenance

5.1Operation Mode

When reaching the due date, the module automatically creates a new order. The customer's credit card will be charged by default. Should the payment fail (e.g. due to an expired credit card), an order will be created and assigned the status pending. The customer receives a reminder and can update the payment information by the deadline. If the customer misses the deadline, the subscription is cancelled.

5.2Maintaining / Suspending a Subscription

In Sales > Subscriptions all active and suspended subscriptions can be accessed. You can open each subscription and view the corresponding orders.

The Subscription Maintenance gives you the following options:

  1. Cancel: The subscription will be cancelled and will not be accounted for after the expiration of the period of notice.
  2. Suspend: The subscription is suspended and will be paused until it is reactivated.
Figure 5.1: Suspending or canceling subscriptions.

The customer can cancel or suspend subscriptions through the customer account. If these options are not available, make sure to activate the respective part in the template.

Figure 5.1: Customer perspective: Suspending or cancelling a subscription.

6Payment Integrations

6.1Magento Payment Module from sellXed

This module is compatible with all of sellXed's payment plugins for Magento. A list of all possible integrations can be found in the sellXed Shop.

Please note that the respective options have to be available and activated through the Payment Service Provider in order to integrate and process subscriptions. Regarding credit card payments, the option Alias / Token Manager has to be activated in order for the customer's credit card alias to be charged.

6.2PayPal Exception

The sellXed PayPal Module also allows you to process subscriptions via PayPal. In this case you have to activate the option 'Billing Agreements' in your PayPal account. In order to do this, please contact PayPal directly.

7Migration from Subscription 1.x to 2.x

The subscription module has been completely revised to create version 2.X incorporating feedback from our customers. Especially the Cron Job settings have been changed.

7.1What's New?

If you already own version 1.x of the module you will notice several changes in the new version.

  • Dunning levels do not exist in the new version. You can define a payment deadline by which the invoice has to be captured. Another new feature is that the customer now receives a reminder email.
  • You can notify the customer by email shortly before a new subscription order is triggered. Here you can define several levels.
  • The orders are now captured directly according to the payment module settigns or they can only be authorised.
  • There is no Test Cron anymore. The testing now takes place through test items and a correspondingly short subscription cycle (now defined in minutes).

7.2Migration

The following steps have to be followed during the migration:

  1. Create a backup of your database
  2. Load the module onto the server
  3. Empty the cache. At this point, all existing subscriptions will be migrated. Please note: depending on the number of subscriptions, this step can take a while. Please do not interrupt the process. If the migration fails, you will be notified by Magento in the backend. Then you can initiate the migration again.
  4. Some configuration settings have been discarded and others have been added. Please review your configuration.

8Test Mode

To test the subscriptions, create a test item with a subscription interval of 10 minutes and make sure to adjust the Cron settings in the shop to 1 minute. Now you can subscribe to an item or a shopping basket. After the interval has passed, a new order is triggered automatically. The new orders can be viewed in your shop as usual.

If a subscription fails due to erroneous configurations you can access it at Sales > Subscriptions. Further information on the cause for the failure is shown when you open the order.

If an error occurred during the cron process, the following message will be shown in the admin section: "One or more errors occured when processing scheduled jobs." In this case, search for the error message in the customweb_subscription_schedule table.

8.1Error analysis

If subscriptions fail on a regular basis, please check your configuration for the following possible causes:

  • Did you activate the Token option with your PSP?
  • Was the invoice for the previous order captured? Is it marked as pending? Otherwise check the capture settings in the payment module.
  • If the orders are not triggered at all, please review your Cron settings.

9Popular Problems

9.1The automatic charge is not activated

In order for the payment of recurring orders to be successful, an alias has to be created with the Payment Service Provider upon the initial order. This alias has to be reported back to the shop. Make sure the option Alias Manager is activated in the payment module as well as in your contract. Additionally, monitor wether the parameters are reported back to your shop correspondingly.