Adding a Subscriber to a Subscription

To associate a subscription with a customer account, each subscription in your store must be linked to a WordPress user account for the customer. If the subscriber doesn’t already have a user account on your WordPress site, you’ll need to add the user via the Users → Add New administration screen before proceeding.

Here’s how to add a customer to a subscription:

1. Click the Customer select box under the subscription details meta box.
2. Type the first few letters of the customer’s name or email.
3. Wait for WooCommerce to display a set of matching accounts.
4. Once the accounts are loaded, click the appropriate customer.
5. Optionally, save the customer on the subscription immediately by clicking the Create button.

Once the customer is added to the subscription, you can enter the billing and shipping addresses for managing recurring payments and shipments. Existing addresses from the customer’s account can be automatically loaded into the Billing Details or Shipping Details sections of the Subscription details meta box.

To add or edit these details:

1. Click the pencil icon next to Billing Details.
2. Click Load Billing Details.
3. Click the pencil icon next to Shipping Details to Load Shipping Details or Copy Billing Details.
4. Make any necessary additions or modifications to the addresses.

Setting a Billing Schedule for a Subscription

The backbone of a subscription lies in its billing schedule, encompassing crucial dates such as:

• Trial end date (if applicable)
• Subscription expiry date
• Recurring interval and period for generating renewal orders to manage recurring payments and item shipments

When manually adding or editing a subscription, the billing schedule set for subscription products added as line items won’t automatically apply to the subscription itself. Instead, you have the flexibility to set the upcoming dates and recurrence for the line items individually.

To establish a billing schedule for a subscription:

1. Click the first select box in the Recurring section of the Schedule meta box and specify the billing interval for the subscription. The default setting is “every,” indicating renewal orders are generated once per day, week, month, or year.
2. Click the second select box in the Recurring section and set the billing period for the subscription.
3. Enter the start date in the Start Date text box. This date must be in the past.
4. Optionally, specify the trial end date by entering it in the Trial End Date text box.
5. Enter the next payment date in the Next Payment Date text box.
6. Optionally, set the end date by entering it in the End Date text box.

Note: The timezone used for these dates corresponds to the timezone of the web browser being used while editing dates (as indicated at the bottom of the meta box). It’s important to set the date and time according to your local time, as Subscriptions will convert this to GMT/UTC timezone to ensure processing at the designated time.

Adding Line Items: Products, Fees, and Shipping

In a subscription, line items refer to the products, fees, and shipping costs associated with providing access to certain products on a recurring basis. Here’s how to add a product line item to a subscription:

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1. Click the Add item(s) button in the items meta box.
2. Click the Add product(s) button.
3. In the text box displaying the placeholder “Search for a product…”, type the first few letters of the product’s name.
4. Wait for WooCommerce to display a set of matching products.
5. Click the name of the product you wish to add from the list.
6. Optionally, repeat steps 3-5 to add more products.
7. Click Add. The selected product(s) will be displayed as line items in the items meta box.
8. Save your changes.

With these steps, you can efficiently add products, fees, and shipping costs as line items to a subscription, providing customers with access to recurring services or products.

Adding a Shipping Line Item to a Subscription

To include a shipping line item in a subscription, follow these steps:

1. Click the Add item(s) button in the items meta box.
2. Select Add shipping. A generic Shipping line item appears in the items meta box.
3. Click the pencil icon next to the shipping line item.
4. Enter a label for the shipping line item to be displayed to customers viewing the subscription and associated orders.
5. Choose a Shipping Method from the select box to determine the cost and taxes of this shipping line item.
6. Enter the amount to charge customers for shipping on each renewal in the Total column.
7. Save your changes.

By following these instructions, you can seamlessly add a shipping line item to a subscription, ensuring accurate billing for shipping costs associated with recurring orders.

Adding a Fee Line Item to a Subscription

To incorporate a fee line item into a subscription, adhere to these steps:

1. Click the Add item(s) button in the items meta box.
2. Choose Add fee. A popup will prompt for a fee price or percentage to charge customers for this fee on each renewal.
3. Click OK. A generic Fee line item appears in the items meta box.
4. Optionally, click the pencil icon next to the fee line item.
5. Optionally, input a label for the fee line item to be displayed to customers viewing the subscription and associated orders.
6. Save your changes.

By following these instructions, you can seamlessly include a fee line item in a subscription, facilitating accurate billing for additional fees associated with recurring orders.

Adding Recurring Taxes to a Subscription

To ensure that each renewal payment includes taxes, you must add tax rates to the subscription. Before adding tax rates to the subscription, you should set up tax rates in WooCommerce.

Once tax rates are configured and a product has been added and saved, follow these steps to add tax rates to a subscription:

1. Click the Add item(s) button in the items meta box.
2. Select Add Tax.
3. Choose the radio button next to the tax rate you wish to include.
4. Click Add.
5. Click Recalculate.
6. Repeat the process for each tax rate you want applied to the subscription.

A new tax column will be displayed next to the Total column for each line item. Initially, tax values for each line item are represented by a dash (–).

Note: Tax values can also be set manually by editing each line item and clicking the pencil icon on that row.

Calculating Recurring Totals

Once you’ve added line items and/or taxes to include in the subscription, WooCommerce can automatically calculate taxes for each line item and determine the total amount to be charged for each renewal.

To compute taxes and totals, simply click the Recalculate button on the items meta box. This action triggers WooCommerce to recalculate all relevant figures based on the updated subscription details.

Setting Subscription Status

By default, new subscriptions are assigned the Pending status, indicating that no future renewals are processed, and customers won’t receive special access to products until the subscription is active.

Once the subscription has a customer assigned, billing schedule and line items configured, and recurring totals calculated, you can update the subscription’s status to Active.

To adjust the subscription’s status:

1. Click the Subscription Status select box in the Subscription details meta box.
2. Choose the desired status for the subscription.
3. Save the Subscription.

Once the subscription is active, the customer associated with the subscription receives the default subscriber role, and the next payment date is scheduled in Subscriptions.

Modifying an Existing Subscription

Certain payment gateways allow for adjustments to the billing schedule and recurring totals charged in future payments even after a subscription has been created with your store.

To locate and edit a subscription from anywhere within the WordPress dashboard:

1. Navigate to WooCommerce > Subscriptions.
2. Identify the subscription you wish to modify.
3. Click on the subscription’s number to access the edit subscription screen.

Alternatively, to edit the connected subscription from a parent or renewal order:

1. Scroll down to the Related Orders metabox.
2. Find the row labeled ‘Subscription’ in the ‘Relationship’ column.
3. Click on the subscription’s number to enter the edit subscription screen.

Unlike editing orders, line items on a subscription can be modified regardless of the subscription’s status.

Changing Billing Schedule for a Subscription

To manually adjust a subscription’s end date, next payment date, trial end date, or recurring schedule, follow these steps:

1. Navigate to WooCommerce > Subscriptions.
2. Click on the ID of the subscription you wish to modify to open the Edit Subscriptions screen.
3. Make the necessary modifications to the dates and schedule as required. For guidance on this process, refer to the section on setting the billing schedule.
4. Click Update to save your changes.

Adjusting Recurring Totals for a Subscription

To manually modify a subscription’s recurring amount, follow these steps:

1. Navigate to WooCommerce > Subscriptions.
2. Click on the ID of the subscription you wish to modify to access the Edit Subscriptions screen.
3. To change an existing product, shipping, or fee line’s total:
   • Select the pencil icon next to the line item you want to adjust.
   • Modify the amount.
   • Save your changes.
4. If you wish to add a new tax, refer to the guide on adding taxes for instructions.
5. Click on Calculate taxes.
6. Click on Calculate totals.
7. Finally, click Update to save your changes.