[ADD] subscriptions: add scheduled actions doc
closes odoo/documentation#8340
X-original-commit: d8494b2c4b
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
Signed-off-by: Kevin Scannell (ksc) <ksc@odoo.com>
@ -20,6 +20,7 @@ etc.
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- :doc:`/applications/sales/subscriptions/renewals`
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- :doc:`/applications/sales/subscriptions/closing`
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- :doc:`/applications/sales/subscriptions/automatic_alerts`
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- :doc:`/applications/sales/subscriptions/scheduled_actions`
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- :doc:`/applications/sales/subscriptions/reports`
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.. _subscriptions/quotations:
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@ -84,4 +85,5 @@ invoice manually.
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subscriptions/renewals
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subscriptions/closing
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subscriptions/automatic_alerts
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subscriptions/scheduled_actions
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subscriptions/reports
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185
content/applications/sales/subscriptions/scheduled_actions.rst
Normal file
@ -0,0 +1,185 @@
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=================
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Scheduled actions
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=================
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*Scheduled actions* are pre-configured processes that allow users to automate certain tasks within a
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database, based on a designated schedule or number of occurrences. These tasks can include sending
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emails, generating invoices, data clean-up, and so much more.
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In Odoo, some scheduled actions are active, by default, to ensure that certain functions are
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triggered automatically, however there are *also* many scheduled action options that appear in the
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database that are **not** activated by default.
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In Odoo *Subscriptions*, there are two scheduled actions that initiate the billing process for
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active recurring subscriptions, as well as when billing should stop due to subscription expiration.
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They are turned on, by default and can be deactivated at any time in order to manage subscriptions
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manually.
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Access scheduled actions
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========================
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.. important::
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In order to access scheduled actions, :ref:`developer mode <developer-mode>` **must** be
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activated.
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With developer mode activated, navigate to :menuselection:`Settings app --> Technical --> Scheduled
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Actions`.
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.. image:: scheduled_actions/scheduled-actions-technical-settings-page.png
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:align: center
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:alt: The scheduled actions option under the technical menu in the Odoo Settings application.
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Doing so reveals a dedicated :guilabel:`Scheduled Actions` dashboard. On this page, there is a
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complete list of scheduled actions for the entire database.
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From here, enter `Subscription` in the search bar. Doing so provides three subscription-specific
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results. The following documentation focuses on the last two results in the list:
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- :guilabel:`Sale Subscription: generate recurring invoices and payments`
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- :guilabel:`Sale Subscription: subscriptions expiration`
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.. image:: scheduled_actions/scheduled-actions-page-subscription-results.png
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:align: center
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:alt: The subscription-related results on the scheduled actions page in Odoo Settings.
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Determine if a scheduled action is active by looking under the :guilabel:`Active` column, in the
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it's corresponding row on the :guilabel:`Scheduled Actions` dashboard, for a ticked checkbox; if
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the checkbox is green with a check mark, the scheduled action is active.
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If a scheduled action needs to be activated, click into the desired scheduled action from the list.
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.. image:: scheduled_actions/scheduled-action-form.png
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:alt: The scheduled action form in the Odoo Settings application.
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Then, from the scheduled action form, toggle the switch in the :guilabel:`Active` field to the
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right. Doing so turns the switch green, indicating that the scheduled action is now `Active`.
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The ability to set up how often the scheduled action runs is also available on the scheduled action
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form, in the :guilabel:`Execute Every` field.
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.. important::
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The scheduled action does **not** function correctly if the execution time is less than five
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minutes. This is a general rule for all scheduled actions.
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For more information, read the :doc:`Frequent Technical Questions
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</administration/odoo_sh/advanced/frequent_technical_questions>` documentation.
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Generate recurring invoices and payments
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========================================
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In order for the :guilabel:`Sale Subscription: generate recurring invoices and payments` scheduled
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action to properly generate recurring invoices and payments on subscriptions, the *Deferred Expense*
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and *Deferred Revenue* accounts **must** be set up, in order for Odoo to process various invoices
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and payments related to subscriptions.
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To set up *Deferred Expense* and *Deferred Revenue* accounts, navigate to :menuselection:`Accounting
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app --> Configuration --> Settings`. Both accounts can be configured in the :guilabel:`Default
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Accounts` section.
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.. image:: scheduled_actions/deferred-settings-accounting.png
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:align: center
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:alt: The necessary deferred account settings in the Odoo Accounting app's settings page.
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Once the correct accounts are entered in the :guilabel:`Deferred Expense` and :guilabel:`Deferred
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Revenue` drop-down menu fields, click :guilabel:`Save` in the upper-left corner.
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Create invoice
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--------------
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Elements related to the :guilabel:`Sale Subscription: generate recurring invoices and payments`
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scheduled action can be found on confirmed subscription sales orders.
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To examine these elements, open any confirmed sales order in the *Subscriptions* application to
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reveal the subscription sales order form.
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On a confirmed subscription sales order form, focus on the :guilabel:`Recurring Plan` and
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:guilabel:`Date of Next Invoice` fields.
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.. image:: scheduled_actions/confirmed-subscription-sales-order-fields.png
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:align: center
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:alt: A confirmed subscription sales order in the Odoo Subscriptions application.
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The scheduled action creates an invoice when today's date is the same date as the :guilabel:`Date of
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Next Invoice`.
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Odoo uses the information in the :guilabel:`Recurring Plan` field to update the next invoice date
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accordingly.
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.. warning::
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If there is no payment provider set up, Odoo does **not** create an invoice, and the customer is
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not charged. Instead, the subscription is processed as a free recurring product, and is reflected
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as such in the *chatter* of the subscription sales order. When this occurs, the following message
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appears: `Automatic renewal succeeded. Free subscription. Next invoice:[date]. No email sent.`
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Once the invoice for the subscription sales order is created, the invoice can be viewed by clicking
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the :guilabel:`Invoices` smart button that appears at the top of the subscription sales order.
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An email is sent to the customer notifying them of the recurring subscription charge, *if* there is
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a :guilabel:`Payment Token` on the account.
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To check if there is a :guilabel:`Payment Token`, open the :guilabel:`Other Info` tab, and look at
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the :guilabel:`Payment Token` field, under the :guilabel:`Subscription` section.
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.. image:: scheduled_actions/payment-token-field.png
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:align: center
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:alt: The Payment Token field under the Other Info tab on a subscription sales order form.
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If there is no :guilabel:`Payment Token` (i.e. payment provider is `Bank Transfer`), the invoice is
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created and sent to the customer. The payment **must** be registered manually in this case.
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Closing invoices
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----------------
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The :guilabel:`Sale Subscription: generate recurring invoices and payments` scheduled action also
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has the ability to close a subscription, if the following conditions are met:
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- If the subscription has no :guilabel:`Payment Token`, create and post the invoice.
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- If the subscription has a :guilabel:`Payment Token`, try to charge.
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- If the charge is successful, create and post the invoice.
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- If the charge fails, send reminders periodically.
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- Close the subscription if it continues to fail for more than fourteen days.
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Subscriptions expiration
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========================
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The :guilabel:`Sale Subscription: subscriptions expiration` scheduled action checks for all other
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conditions that may cause a subscription to close automatically. If certain conditions are met, the
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scheduled action closes that subscription.
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First, the :guilabel:`Sale Subscription: subscriptions expiration` scheduled action checks to see if
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the end date has passed, which is configured on the subscription sales order.
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.. image:: scheduled_actions/subscription-expiration-date.png
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:align: center
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:alt: The expiration date on a subscription sales order in Odoo Subscriptions.
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Then, the :guilabel:`Sale Subscription: subscriptions expiration` scheduled action checks if the
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invoice has not been paid within the payment terms deadline.
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To access the invoices attached to a subscription, access the sales order for the subscription
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product, and click the :guilabel:`Invoices` smart button. Then, look at the :guilabel:`Invoice Date`
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column.
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.. image:: scheduled_actions/invoices-invoice-date-column.png
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:align: center
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:alt: The Invoice Date column on subscriptions invoice page in Odoo Subscriptions app.
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Unpaid subscriptions with an :guilabel:`Invoice Date` that are past the determined number of days in
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the :guilabel:`Automatic Closing` field of a :guilabel:`Recurring Plan` are automatically closed by
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the :guilabel:`Sale Subscription: subscriptions expiration` scheduled action.
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.. image:: scheduled_actions/automatic-closing-field.png
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:align: center
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:alt: The Automatic Closing field on a Recurring Plan form in Odoo Subscriptions.
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For example, if the next invoice date is July 1st, and the :guilabel:`Automatic Closing` is set to
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'30 Days', the scheduled action would close the subscription on August 1st.
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.. seealso::
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- :doc:`../subscriptions`
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- :doc:`plans`
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- :doc:`products`
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- :doc:`automatic_alerts`
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