O2VEND Subscription & Frequency Management – Complete Professional Guide

The Subscription Module in O2VEND ERP provides a powerful and automated system for handling recurring orders, scheduled deliveries, and continuous product cycles for various industries. It is ideal for daily, weekly, or monthly delivery-based businesses such as milk distribution, water cans, groceries, wellness boxes, office pantry supplies, medical needs, and multisite replenishment operations.

This guide offers a thoroughly expanded explanation of subscription creation, customer mapping, product assignment, frequency settings, automation triggers, lifecycle management, and best practices for high-volume recurring business flows.

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Navigation – Accessing the Subscription Module

To open the Subscription feature:

O2VEND Back Office → Orders → Subscription

The Subscription dashboard provides:

  • A list of all recurring subscriptions
  • Filters for status, date, and customer
  • Quick search and sorting
  • Columns for billing cycles, frequency, start dates, and upcoming orders
  • A “Create Subscription” action button

Purpose of Subscription Management

The Subscription system helps maintain:

  • Continuous product supply
  • Automated order creation
  • Accurate billing cycles
  • Predictable revenue
  • Real-time stock synchronization
  • Delivery planning and forecasting
  • Efficient recurring business operations

This automation eliminates repetitive manual work and ensures uninterrupted service for customers with frequent purchase needs.

Accessing the Subscription Module

Navigate: O2VEND Back Office → Orders → Subscription

The Subscription Dashboard includes:

  • List of all recurring subscriptions (active, paused, inactive)
  • Filters by status, customer, and date
  • Quick search and sorting
  • Columns for billing cycles, frequency, start dates, and upcoming orders
  • Create Subscription button for new entries

Purpose of Subscription Management

The Subscription System ensures:

  • Continuous product supply
  • Automated order creation
  • Accurate billing cycles
  • Predictable revenue
  • Real-time inventory synchronization
  • Efficient delivery planning
  • Streamlined recurring business operations

Creating a New Subscription

Step 1: Open Subscription Creation

Select Create to open the subscription entry form.

Step 2: Customer Details

Enter customer information:

  • Name, phone number, email (optional)
  • Delivery address and billing address
  • Internal remarks or tags

Step 3: Add Products

  • Select products for subscription
  • Specify quantity, price, tax, and optional discount
  • Support for multiple products in a single subscription cycle

Step 4: Frequency Tab (Recurring Schedule Settings)

The Frequency Tab defines recurring order cycles and automated invoice generation.

Field Description
Schedule Type Daily, Weekly, Monthly, Yearly, or Custom
Time Exact time for automatic order or invoice generation
Number of Orders Total subscription cycles; leave blank for ongoing
Start Date / End Date Define subscription cycle duration
Next Billing Date Auto-updated after each cycle
Type of Order Sales Order (product delivery) or Invoice (service/subscription fees)
Shipping Class Assign delivery rules for subscription orders
Detect Payment From Loyalty Points Auto-deduct payment from loyalty points
Pause Subscription When No Balance Automatically pause subscription if funds insufficient
Create Invoice Without Payment Generate invoice even if payment is pending
Hold Subscription Amount Only for This Subscription Reserve funds exclusively for subscription cycles

Subscription Edit Page – Complete Guide

When editing an existing subscription, the Edit Subscription Page provides detailed control over all subscription aspects.

How to Access

  1. Navigate: Back Office → Orders → Subscription
  2. From the subscription list, locate the desired subscription
  3. Click Edit in the Action column

Edit Page Overview

The Edit Subscription Page includes four main tabs:

  1. General Tab

    • Customer selection or addition
    • Billing and shipping addresses
    • Internal remarks/tags
    • Subscription status (Active/Inactive)

  2. Frequency Tab

    • Define recurring order cycles
    • Fields include: Schedule Type, Time, Number of Orders, Start/End Dates, Next Billing Date, Type of Order, Shipping Class, and automation options

  3. Sales Order Tab (Visible only in Edit Page)

    • Displays all auto-generated orders for the subscription
    • Key details: creation date, customer/branch, order status, sales channel, payment status, delivery schedule, total amount

  4. Sales Invoice Tab (Visible only in Edit Page)

    • Lists all invoices linked to subscription orders
    • Key details: invoice number, date, amount, payment method/status
    • Options to view, download, or resend invoices

Actions on Edit Page

  • Update subscription details: products, frequency, customer details, billing, execution mode
  • Pause or resume subscription cycles
  • Activate or deactivate subscription status
  • Changes take effect from the next scheduled cycle

Example Scenarios

  • Daily Milk Delivery – Schedule Type: Daily, Order Mode: Sales Order
  • Water Bottle Delivery Every 3 Days – Custom Schedule, Order Mode: Sales Order
  • Monthly Subscription Box – Schedule Type: Monthly, Invoice Mode
  • Office Pantry Supplies (Weekly) – Schedule Type: Weekly, Order Mode

Example Workflow

  1. Customer: Priya
  2. Product: 2 liters milk
  3. Frequency: Daily at 7:00 AM

Workflow:

Subscription edits (like adding a product or changing delivery time) take effect from the next cycle. All previous and upcoming orders are tracked in the Sales Order tab. Corresponding invoices are tracked in the Sales Invoice tab.

Business Benefits

  • Fully automated recurring cycles
  • Smooth inventory management
  • Consistent revenue streams
  • Reduced operational workload
  • Faster delivery execution
  • Improved customer retention
  • Supports multi-industry subscription models

Industry Use Cases

  • Daily essentials: Milk, bread, groceries
  • Packaged water delivery: 20L cans, mineral water
  • Food & wellness subscriptions: Meal boxes, nutrition packs
  • Corporate pantry supplies: Office consumables
  • Industrial replenishment: Materials, components
  • Healthcare: Medical essentials, pharmacy schedules

The O2VEND Subscription Module simplifies recurring sales by automating order creation, invoice management, frequency scheduling, and payment tracking. Centralized create and edit subscription workflows ensure precise, reliable, and professional subscription management across industries.

Need Assistance with Subscription or Frequency Setup?

Need Help Configuring Subscription or Frequency Cycles?

Expert assistance is available for setting up recurring orders, invoice scheduling, product frequency cycles, customer mapping, and automation flows in O2VEND ERP.

Visit O2VEND Support