Skip to main content
Aria Knowledge Central

Create an Order and New Aria Billing "Child Account" from ServiceNow

  1. Last updated
  2. Save as PDF
  1. Overview
    1. Create a New "Child" Account in ServiceNow
    2. Create a New "Child" Account Contact in ServiceNow
    3. Create Order and New Aria Billing "Child Account"
      2. Self-Pay Payment Responsibility
      3. Parent Pay Payment Responsibility
      4. Split Pay Payment Responsibility
    4. Create an Aria Contract as Part of the Order

Overview

The following provides instructions in support of creating an order to create a new Aria Billing "Child" Account.

Note: If the Parent account was Aria generated, it has to be linked to a ServiceNow account first before the child account can be created. See Link an Existing Aria Account to a New ServiceNow Account in the Aria Billing Studio for more information.

Create a New "Child" Account in ServiceNow

Note: The following provides a sample flow. Clients may have a different configuration for their account setup and ordering process in line with their business operations. 

CHILD_List Accounts_Click on New.png

  1. From the CSM/FSM Configurable Workspace, use the List icon to navigate to Customer > Accounts, and click on the New button to create an account in ServiceNow.

Create New Child Account_Screen1.png
Create New Child Account_Screen2.png

The Create New Account screen displays as shown above.

Note: Aria recommends that the following fields be completed on the child account record for completeness.

  1. Type in an Account Name.
  2. Use the Parent Account field's search option, and select the desired parent account from the list provided.
  3. Ensure Customer checkbox is checked.
  4. Type in a Phone number.
  5. Type in a Street address.
  6. Type in a City.
  7. Type in a State / Province.
  8. Type in a Zip / Postal code.
  9. Type in a Country (default is USA).
  10. Type in an Email address.
  11. Click on the Save button.

Click on Contacts Menu Option.png

The Account Details screen displays as shown above.

Create a New "Child" Account Contact in ServiceNow

  1. Click on the Contacts menu tab.

Click on the Contacts New Button.png

The Account's Contacts screen displays as shown above.

  1. Click on the New button.

Contact Details Screen.png

The Create New Contract Details screen displays as shown above.

Fields that must be populated

  1. Type in a First name.
  2. Type in a Last name.
  3. Type in a Street address.
  4. Type in a City.
  5. Use the Country code field's drop down arrow and select a country.

Note: The Country code field default value is System(US). If you are creating a US based account, this value must be changed to the "United States", otherwise the API call to create the account in Aria will fail.

  1. Type in an Email address.
  2. Type in a State / Province.
  3. Type in a Zip / Postal code.
  4. Click on the Save button.
  5. Click on the Account' Details menu tab.

Click on Create Order.png

The Account Contact's screen displays as shown above.

Create Order and New Aria Billing "Child Account"

Self-Pay Payment Responsibility

For a Child Self-Pay Account all recurring and usage fees will be recorded and billed to the child account according to the child account's plans(s) and services. Invoices are paid by the child account.

  1. Click on the Create Order button.

Click on Create on New Order Popup.png

A Create new order popup screen displays as shown above.

  1. Click on the Contact field's search option and select the contact that you previously created for this ServiceNow account.
  2. Click on the Create button.

Child Account_Order Catalog Screen.png

The Account Order's Catalog screen displays as shown above.

  1. Click on a specific Catalog to view product offerings related to that catalog.

Note: All Catalogs and Product Offerings are displayed by default.

  1.  Click on a Product Offering's Customize or Add button.

Note: Customize indicates that the product offering has associated purchasing options such as alternative pricing, and bundled or non-bundled subscription add-ons or NSO offerings.

Child Account_Populate Configuration Screen_1.png

The Product Offer's Configuration screen displays as shown above.

  1. Click on any associated Optional Products check box(s) (such as a Supplemental Plan or NSO) to include that add-on to the order. The Current Selection portion of the screen will automatically update as you select (non-bundled) add-on products.

Notes: Only one Non-Subscription Offering (NSO) can be processed per order. Multiple different NSOs within a single order are not currently supported. NSO orders can be placed as standalone or bundled with a subscription plan. While it is possible to order multiple units of the same NSO and adjust the unit quantity, ordering multiple distinct NSOs in the same order is not supported at this time. At present, create a new order to purchase a distinct NSO offering. 

6a. Use the Quantity fields to adjust the quantity of items to be purchased of a specific offering's configuration, and the number of units of the product. 

  1. Click on the Add button to save the configuration choices.

Child Account_Click on Additional Plan Offering.png

The Account Order's Catalog screen re-displays as shown above.

  1. Click on a different Product Offering's Customize or Add buttons, if desired, to add more products to the order. 

Child Account_Populate Configuration Screen_2B.png

The Product Offer's Configuration screen displays as shown above.

  1. Click on an optional Plan service / pricing option.

Note: This Product Offering configuration screen provides an example of a Product Offering configured to offer different service / pricing options.

9a. Type in desired Plan Instance Quantity.

  1. Click on the Add button to save the configuration choices for this product offering.

Child Account_Click on Review and Submit.png

The Account Order's Catalog screen re-displays as shown above.

Repeat steps 8 through 10 to add additional product offerings to the order.

  1. When finished, click on the Review & Submit button.

Child Account_Submit Order.png

The Review order screen displays as shown above.

Note: See that the State of the order is currently in Draft mode.

  1. Use the pencil icon to make desired edits to any of the order items. Use the delete icon to delete an order item from the order.
  2. Click on the Submit button to confirm the submission of the order.
  3. A Confirmation popup displays. Click on the Submit button. Refresh the screen.

Child Account_Enrichment in Progress_Click on Order Tasks_1.png

The Order screen displays as shown above.

Note: Notice that the Order is now in a State of "Enrichment in progress". Enrichment tasks need to configured and closed to move the Order and Aria Billing Account creation forward.

  1. Click on Order Tasks.

Child Account_Order Tasks Screen_Click on Define Billing Group Task_1.png

The Order Tasks screen displays as shown above.

Note: The number, types, and ordering of Enrichment tasks will vary based on the order components.

  1. Click on the first "Numbered" Task (Define Payment Responsibility for XXXXX Master Plan) for this order.

Child Account_Click on First MP Payment Responsibility.png

The Define Payment Responsibility for XXXXX Master Plan Details screen displays as shown above.

  1. Click on the Close button to close this task.

Note: The default payment responsibility setting is "Self-Pay". Since this is a "Child Self-Pay" account, you can simply close the task.

Child Account_Close Order Task 1.png

  1. The State of the task is now Closed complete. Click on the task screen's x to close the screen.

Child Account_Click on Task 2.png

  1. Click on the second "Numbered" Task (Define Non-subscription Offering Information) for this order.

Note: This type of task only appears when a Non-subsciption Offering is associated with the order.  

Child Account_Click on NSO Info.png

The Define Non-subscription Offering Information screen displays as shown above.

  1. Click on the Define NSO Information button.

Child Account_NSO Information Detail Screen.png

The Define NSO Information screen displays as shown above.

  1. Click on the NSO Fulfillment Date field's calendar icon and select a desired fulfillment date. 
  2. Click on the Billing Options field's dropdown arrow and select a desired billing option from the choices provided.
  3. Click on the Submit button.

NSO Information_Click on View Details.png

The Task's Request Status screen displays as shown above.

  1. Click on the View Details button to return to the Enrichment task.

Close NSO Task and Task Screen.png

The Define Non-subscription Offering Information screen displays as shown above. 

  1. Click on the Close button to close the task.
  2. Close the Task tab.

Click on BG Information Task.png

  1. Click on the third "Numbered" Task (Define Billing Group Information) for this order.

Click on Define BG Information.png

The Define Billing Group Information screen displays as shown above.

  1. Click on the Configure Billing Group button.

BG Detail Screen 1.png
BD Detail_Screen 2.png

  1. Type in a Billing group name for this account.
  2. Type in a Billing group description for this account.
  3. Click on the Notification Method field's dropdown arrow and select your desired email notification method for this account.
  4. Click on the Statement Template field's dropdown arrow and select your desired statement template for this account.

Note: The statement templates that are currently configured and available for use in your Aria client instance will be available in the dropdown.

  1. Click on the Payment Term field's dropdown arrow and select your desired payment term for this account. 

Note: The Net Terms "Days" currently configured and available for use in your Aria client instance will be available in the dropdown. Electronic payment methods such as Credit Card, Direct Debit, ACH are not currently supported.

  1. Click on the Statement Contact field's dropdown arrow and select your desired statement contact for this account. 
  2. Click on the Master Plan(s) check boxes that will be associated to this new account Billing Group.

Note: Billing Group information must be set up for every Master Plan in the Order. Billing Groups can have one or more assigned Master Plans. If you have multiple Master Plans, and want them billed separately (i.e. different billing groups), repeat the "Configure Billing Group Information" to associate the 2nd Master Plan to a different billing group. Important; when doing this, remember not to close the task until all billing groups have been configured for the account. 

  1. Click on the Submit button.

Repeat Steps 24 through 26 above.

Click on DG Task.png

  1. Click on the fourth "Numbered" Task (Define Dunning Group Information) for this order.

Click on Dunning Group Button.png

The Define Dunning Group Information screen displays as shown above.

Note: The Configure Dunning Group task is not mandatory, meaning you don't have to set up dunning group information if you don't want to. If you want to skip the dunning group configuration, click the Close button. If the user skips the Dunning task, Aria will automatically create a Dunning Group, but no Dunning Process is defined.

  1. Click on the Configure Dunning Group button, if you want to configure a dunning group for this account.

DG Detail_Screen 1.png

The Configure Dunning Screen displays as shown above.

  1. Type in a Dunning Group Name.
  2. Type in a Dunning Group Description.
  3. Click on the Dunning Process field's dropdown and select a desired dunning process from the list provided.

Note: The Dunning Processes that are currently configured and available for use in your Aria client instance will be available in the dropdown.

  1. Click on the Master Plan(s) check boxes that will be associated to this new account Dunning Group.
  1. Click on the Submit button.

Repeat steps 24 through 26 above to click on the task's View Details button, Click Close to close the task, and Close the Task tab.

Click on Define Dates and Proration Tasks.png

  1. Click on the fifth "Numbered" Task (Define Dates and Proration) for this order.

Note: The Define Dates and Proration Tasks is not mandatory. If you wish to skip it, you only have to Close the task. In which case the Plan(s) will be added to an account on the date when the "Send billing information to Aria" task is completed.

Click on Define Dates and Prortion Button.png

The Define Dates and Proration screen displays as shown above.

  1. Click on the Define Start Bill Dates button, if you wish to configure dates and /or proration options.

Dates Detail_Screen 1.png

The Define Start Bill Dates screen displays as shown above.

  1. Click on the Bill Through Date field's calendar icon and select a bill through date if desired. Click on OK.
  2. Click on the Alternate Start Date field's calendar icon and select an alternate start date if desired. Click on OK
  3. Type in an Alternate Billing Day if desired. Click on OK.
  4. Click on the Retroactive Bill Start Date field's calendar icon and select a retroactive start date if desired. Click on OK.
  5. Click on the Invoicing Options field's dropdown arrow and select a invoicing / proration option if desired. 
  6. Click on the Submit button.

Click on Payment Responsibility Task_2.png

  1. Click on the sixth "Numbered" Task (Define Payment Responsibility for MP XXXXX) for this order.

Payment Responsibility MP_2.png

  1. Click on the Close button to close this task.

Note: The default payment responsibility setting is "Self-Pay". Since this is a "Child Self-Pay" account, you can simply close the task.

Approve the Order.png

  1. When all order tasks are Closed complete, click on the Approve button to approve the order.

Click on Refresh Screen.png

    1. Click on the Refresh screen icon to refresh the screen.

    Note: New tasks are being created in a "Draft" State. After all of the tasks are created some start changing their State to "In-progress". You first close "In-progress" tasks, which then trigger other tasks to change their State from "Draft" to "In-progress". In this way, tasks are connected, and there is an automatic flow that leads the agent or customer through the order fulfillment process. Additionally, notice that after approving the order, it's State changes to "In-progess".

    1. To change an In-progress State to Closed, double-click on In-progress, and use the field's drowpdown to select Closed complete, and click the OK button.

    Repeat step 56 to Close other Task's In-progress States. Click on the Refresh icon to refresh the screen.

    Note: The task "Send billing information to Aria" is currently in a "Draft" State. This is the task that will call the API and create the account in Aria. The API will be called automatically once you change the task to "In-progress".

    1. Double-click on the Send billing information to Aria task's Draft State, and use the field's drowpdown to select "In-progress", and click the OK button. Wait a few seconds, and then click on the Refresh icon. 

    Click on Account Name.png

    Note: After a few seconds, the task "Send Billing Information to Aria" is now in the State "Closed Complete". The API call to Aria was made and the account has been created in Aria. The task "Configure Contract" will exist on every order and be placed in an In- progress state until the task "Send billing information to Aria" is Closed complete. Click on the Configure Contract task to Define the Contract Terms (See Create an Aria Contract) or Close the task to place the order in a completed state.

    1. Click on the Account link.

    Click on Account Aria Billing Account.png

    The Account screen displays as shown above.

    1. Click on the Aria Billing Accounts menu tab.

    Click on Aria Billing Account Number.png

    1. Click on the Aria Billing Account number.

    Note: This functionality is not part of the core application but can easily be implemented by the client, if desired. 

    Aria Account Screen.png

    The Aria Account Details screen displays as shown above.

    1. Click on the Account's menu tabs to view and / or edit account information.
    2. Click on the Open in Aria button to see the account in Aria.

    Aria Screen 1.png
    Aria Screen 2.png
    Aria Screen 3.png

    Above we see the "Self-Pay" Child account in Aria.

    Parent Pay Payment Responsibility

    For a Child Parent Pay Account all recurring and usage fees will be recorded under the child account and billed to the parent account according to the child account's plans(s) and services. Child Account balances are transferred to the Parent account and invoices are paid by the parent account.

    For a Child Parent Usage & Pay Account usage accrued by the child account will be recorded under the parent account. All recurring and usage fees will be billed according to the parent account's plan(s) and services. Invoices will be paid by the parent account.

    Complete steps 1 through 15 above.

    Click on Define NSO Task.png

    Note: The number, types, and ordering of Enrichment tasks will vary based on the order components.

    1. Click on the first "Numbered" Task (Define Non-subscription Offering Information) for this order.

    Note: This type of task only appears when a Non-subsciption Offering is associated with the order.  

    Click on PP_Define NSO Task Button.png

    The Define Non-subscription Offering Information screen displays as shown above.

    1. Click on the Define NSO Information button.

    Complete NSO Detail.png

    1. Click on the NSO Fulfillment Date field's calendar icon and select a desired fulfillment date. 
    2. Click on the Billing Options field's dropdown arrow and select a desired billing option from the choices provided.
    3. Click on the Submit button.

    Click on NSO View Details.png

    The Task's Request Status screen displays as shown above.

    1. Click on the View Details button to return to the Enrichment task.

    Close NSO Task_Close Tab.png

    The Define Non-subscription Offering Information screen displays as shown above. 

    1. Click on the Close button to close the task.
    2. Close the Task tab.

    Click on Pay Resp_MP1 Task.png

    1. Click on the second "Numbered" Task (Define Payment Responsibility for XXXXX Master Plan) for this order.

    Click on Define Pay Resp_MP1_Button.png

    The Define Payment Responsibility for XXXXX Master Plan Details screen displays as shown above.

    1. Click on the Define Payment Responsibility button.

    Pay Resp_MP1_Detail.png

    1. Use the Payment resonsibility field's dropdown arrow and select Parent Pay or Parent usage & pay.
    2. Use the Responsible parent subscription field's dropdown arrow, and select the Parent Account's Reponsible parent Master Plan subscription. 
    3. Click on the Submit button.

    Repeat steps 21 through 23 to view details, close the task, and the task tab.

    Click on BG Task.png

    1. Click on the third "Numbered" Task (Define Billing Group Information) for this order.

    Click on BG Close Button.png

    The Define Billing Group Information displays as shown above.

    1. Click on the Close button.

    Note: Since this is Child "Parent Pay" Account, a Billing Group configuration is not required. You can simply Close the task.

    Close the Task Tab.png

    1. Close the Task tab.

    Close Tasks to Close Dunning Task.png

    Repeat steps 29 through 31 to close the fourth "Numbered" Task (Define Dunning Group Information).

    Note: Since this is Child "Parent Pay" Account, a Dunning Group configuration is not required. You can simply Close the task.

    Click on Dates and Proration Task.png

    1. Click on the fifth "Numbered" Task (Define Dates and Proration) for this order.

    Click on Start Dates Button.png

    The Define Dates and Proration screen displays as shown above.

    1. Click on the Define Start Bill Dates button.

    Complete Dates and Proration Detail.png

    The Define Start Bill Dates screen displays as shown above.

    1. Click on the Bill Through Date field's calendar icon and select a bill through date if desired. Click on OK.
    2. Click on the Alternate Start Date field's calendar icon and select an alternate start date if desired. Click on OK
    3. Type in an Alternate Billing Day if desired. Click on OK.
    4. Click on the Retroactive Bill Start Date field's calendar icon and select a retroactive start date if desired. Click on OK.
    5. Click on the Invoicing Options field's dropdown arrow and select a invoicing / proration option if desired. 
    6. Click on the Submit button.

    Repeat steps 21 through 23 to view details, close the task, and the task tab.

    Click on Pay Resp_MP2 Task.png

    1. Click on the sixth "Numbered" Task (Define Payment Responsibility for MP XXXXXX) for this order.

    Click on Pay Resp_MP2 Button.png

    1. Click on the Define Payment Responsibility button.

    Repeat steps 26 through 28 to assign payment responsibility to Parent Pay or Parent usage & pay, assign the Parent's Account Repsonsible Master Plan subscription, and Submit.

    then,

    Repeat steps 21 through 23 to view details, close the task, and the task tab.

    PP_All Order Tasks Closed.png

    When all Order Tasks have been "Closed complete" as shown above...

    Complete steps 54 through 60 as detailed above to Approve the order, complete the order, and access the Aria Billing Account.

    Aria PP Account_Screen 1.png
    Aria PP Account_Screen 2.png

    Above we see the "Parent Pay" Child account in Aria.

    Split Pay Payment Responsibility

    A Child Split-Pay Account is a combination of both Self-Pay and Parent Pay werein recurring and usage fees for a plan(s) are recorded and billed to the child account according to the child account's plans(s) and services, while fees for a different plan(s) and it's services are transferred to and paid by the Parent account.

    In this example scenario, one of the Payment Responsibility enrichment tasks for one of the two Master Plans would need to be configured as Self-Pay. As seen previously, this can be accomplished by clicking on the task and then closing it, since the default setting for Payment Responsibility is set to Self-Pay. 

    Create an Aria Contract as Part of the Order

    You can associate a contract with an Aria Account as part of the create order process by performing the following steps.

    Click on Contract Order Task.png

    1. Prior to the order being in a Completed status, and while the Configure Contract task is in a In-progess status, click on the Configure Contract's Order Task Number.

    Click on Define Contract.png

    The Configure Contract screen displays as shown above.

    1. Click on the Define Contract button.

    Configure Contract Screen 1.png

    1. Click on the desired contract type, MULTI-PLAN or UNIVERSAL. MULTI-PLAN is the default.

    Note: A MULTI-PLAN contract created during the order process will automatically associate all plan subscriptions in the order to the contract. 

    1. Use the Contract End Action field's dropdown arrow and select the desired Contract End Action. 
    2. Click on the Date Range / Duration field's dropdown arrow and select Date Range or Duration. Date Range is the default. 
    3. Click on the Contract Start Date field's calendar icon and select a contract start date. Click on the OK button.

    Note: A Contract End Date required field will open if Date Range is selected. Complete this field.

    1. If Duration is selected, type in a Duration length for the contract.
    2. Use the Duration Type field's dropdown arrow and select the deisred Duration Type, Daily, Weekly, or Monthly.
    3. Type in a Early Cancellation Fee, if desired.

    Note: The Early Cancellation Fee field will displlay only when a MULTI-PLAN type of contract is selected.

    1. Click on the Submit button.

    Click on View Details for Contract.png

    The Task's Request Status screen displays as shown above.

    1. Click on the View Details button. Then, click on the Close button to close the Configure Contract task as shown previously, and then close the Task tab.

    Aria Contract Page.png

    Above we see the account's contract page in Aria.

      TOP
      1. Back to top
      • Was this article helpful?

      Recommended articles

      1. Page type
        Topic
      2. Tags
        This page has no tags.