[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>

content/applications/sales/subscriptions.rst

@@ -20,6 +20,7 @@ etc.
    - :doc:`/applications/sales/subscriptions/renewals`
    - :doc:`/applications/sales/subscriptions/closing`
    - :doc:`/applications/sales/subscriptions/automatic_alerts`
+   - :doc:`/applications/sales/subscriptions/scheduled_actions`
    - :doc:`/applications/sales/subscriptions/reports`
 
 .. _subscriptions/quotations:
@@ -84,4 +85,5 @@ invoice manually.
    subscriptions/renewals
    subscriptions/closing
    subscriptions/automatic_alerts
+   subscriptions/scheduled_actions
    subscriptions/reports

content/applications/sales/subscriptions/scheduled_actions.rst

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