Subscription

IMPORTANT  The SOAP API entered a limited enhancement phase in Q4 2020. Access to version 1.6 will eventually be deactivated. At this time, there is no end-of-lifecycle date.

This entity describes an Autotask Subscription. Subscriptions are used to create recurring billing items for Assets, when there is no need to track the cost of labor against subscription revenue, for example, when billing in installments (use a Recurring Services Contract when there is a need to track labor). Subscriptions can be set to bill monthly, quarterly, semi-annually, yearly, or one-time. When a subscription is created, all future billing items for the subscription are created at once (refer also to SubscriptionPeriod enty). When a subscription billing item becomes due, it appears in Approve & Post and is available for invoicing.

NOTE  Although the Subscription entity includes the billing period "One-time", the recommended method for one-time product billing in Autotask is a ticket, contract, or project charge.

Entity details

You can also retrieve this information with the Web Services API call The getEntityInfo() SOAP API call.

Entity Name: Subscription
Can Create:
Can Update:
Can Query:
Can Delete:
Can Have UDFs:

Fields that cannot be queried

The following fields from this entity will return an error when queried.

  • PeriodCost
  • PeriodPrice

Conditions and requirements

General

  • This entity will be read-only if the module with which it is associated is not active. However, the API will not disallow the creation or modification of subscription UDFs. For more information, refer to Activations.
  • PeriodType can be updated only if no period billing items have been posted.
  • Expiration Date must be >= Effective Date.
  • Multiple subscriptions can be associated with the same Asset but the subscription dates cannot overlap.
  • When PeriodType is one year, the expiration date must equal one year from the Effective Date minus one day.
  • When a Subscription is created, all associated SubscriptionPeriods (billing items) are also created. Refer to SubscriptionPeriod.
  • If Subscription status is set to Canceled, all associated subscription periods that have not been billed will be deleted.
  • If a Subscription is deleted, all associated subscription periods that have not been billed will be deleted.
  • VendorID cannot be updated if the Subscription is associated with any posted billing items.

Field definitions

The following table describes the standard Autotask field objects for this entity.

  • To retrieve more detailed information specific to a particular Autotask implementation, use the Web Services API call The getFieldInfo() SOAP API call.
  • For information on entity UDFs, use getUDFInfo().
  • For String datatypes, the number in parentheses ( ) indicates the maximum number of characters allowed.
  • LT indicates Local Term.

For more information about fields marked as picklists, review our Understanding picklists article.

Field Name Label Datatype Read Only Is Required Reference Name Picklist
Description Description string (2000)        
EffectiveDate Effective Date datetime      
ExpirationDate Expiration Date datetime      
id Subscription ID Int64    
ImpersonatorCreatorResourceID Impersonator Creator Resource ID integer   Resource

 
InstalledProductID Asset ID integer InstalledProduct  
MaterialCodeID Material Code ID integer   AllocationCode  
PeriodCost Period Cost Decimal        
PeriodPrice Period Price Decimal      
PeriodType Period Type string (1)    
PurchaseOrderNumber Purchase Order Number string (50)      
Status Type integer    
SubscriptionName Subscription Name string (100)      
TotalCost Total Cost Decimal      
TotalPrice Total Price Decimal      
VendorID Vendor ID integer     Account