To align subscription dates

Because Trimble stock-based subscriptions have a fixed length, multiple subscriptions for the same or different products can end on different dates. To reduce the need to manage renewals and invoice your customers on different dates, you can align the end date of one or many subscriptions to a single date, by placing an order for the required number of days needed to achieve that end date. Once the end dates are aligned, all of the subscriptions can subsequently be renewed from stock and the customer can be invoiced on one date.

  1. From the Virtual Warehouse, under Subscriptions, click Date Alignment.

  2. The Date Alignment screen opens on the SUBSCRIPTIONS view.

The Date Alignment / SUBSCRIPTIONS screen shows all customer subscription seats managed through the Virtual Warehouse for your organization. Each row in the table represents an individual seat for an individual product.

  • The columns in the table represent the key information that you need to identify the correct customer seats that you want to set a custom end date for:

    • Customer Name: The organization name of the customer as recorded in Virtual Warehouse.

    • Administrator: The first name, last name, and email address of the License Administrator for that Customer organization.

    • Product: The Name and Service Contract part number for the license seat.

      • Hover your mouse over the product description to see the full product name.

      • Hover your mouse over the Service Contract part number to see the associated Stock part number for the license.
        The Service Contract part number is slightly different to the Stock part number, i.e the part number you see in the Trimble Store, and typically see in the Virtual Warehouse. The Date Alignment feature uses the Service Contract part number because it enables the cost to be pro-rated, whereas the Stock part number has a fixed duration (1 month or 1 year) which doesn't allow for a pro-rated cost when a Date Alignment is actioned.

    • Created Date: The date that the license seat started.

    • End Date: The current end date that the license seat will end.

    • Seat ID/Serial #: A unique identifier for the seat. You can cross-reference this Seat ID or serial number to what is recorded / reported in the customer’s License Manager portal.

    • Transaction ID: The unique Trimble transaction ID associated to that license seat.

  • By default, the Only display eligible products/seats checkbox is selected, so that you only see items that are eligible for date alignment.

    Subscriptions are not eligible for date alignment if they are expired or expiring in <14 days, are consumption based products e.g. Catalyst On Demand, or a date alignment request is already in progress. Any non-eligible records are grayed out; hover over to the right of any grayed-out record for more information.

    Some subscriptions are also not eligible if Trimble has chosen to not offer them for inclusion in the date alignment feature.

  • By default, the subscription duration filter is set to display Yearly subscriptions only. Use this filter to display Yearly subscriptions only, Monthly subscriptions only, or All subscriptions (yearly and monthly) — you must select either Monthly subscriptions only or Yearly subscriptions only before you can select any records. You can only align the date for yearly subscriptions with other yearly subscription seats, and monthly subscriptions with other monthly subscription seats.

    You cannot change the filter between Monthly, Yearly, and All Subscriptions views if you have any records selected; you must first deselect any selected records. To clear all the records you have selected, make sure Products/seats per page: is set to All, then click (top left of the records table).

  • You can sort the displayed records as needed by clicking any column header. If you have no filters, this sorts all records, not just the records displayed on the page.

  • You can filter the displayed records by Customer, Product, Seat ID, or Serial #. Any filters you have applied are shown under the filter field.

  • By default, 100 Products/seats per page are displayed. You can change this as needed to show less, or show all records. Use the arrows (top right of the records table) to scroll between the pages.

  • Text at the top right of the records table shows how many records are displayed based on filters and number of records per page, e.g. Displaying 1-355 of 355 products/seats.

Any Virtual Warehouse user can request a date alignment quote, but only those with Purchase permissions can place orders.

  1. If required, enter the Customer, Product, Seat ID, or Serial # that you want to filter the results on.

  2. In the subscription duration filter dropdown, select either Monthly subscriptions only or Yearly subscriptions only. You cannot select any subscriptions for date alignment until you have filtered on monthly or yearly entitlements.

  3. Select the required subscription seats. Note that as you select subscriptions, the number of selected records shows above the records table. This is useful because if you scroll up / down through the pages, change the number of records displayed per page, or add filters, your selected records may not be on the page you are viewing.

    If you have selected any subscriptions for date alignment, you cannot switch between monthly or yearly entitlements; you must clear your selection first.
    If you want to clear all the records you have selected for any reason, make sure Products/seats per page: is set to All, then click (top left of the records table).

  4. Click ALIGN DATES. A pop-up screen shows the records that you have selected for date alignment.

    Note that on this screen you can also change the number of records that are displayed, and scroll through pages to review your selection.

    If you need to make any changes to your selection, click CANCEL to go back to the SUBSCRIPTIONS screen to edit your selection. Then click ALIGN DATES again.

  5. Check that you have the correct records selected, then enter a new end date for the subscriptions; by default the latest end date for the selected records is entered. Then enter a reference, and click NEXT.

    The new end date that you enter is used to calculate the cost for each record selected based on the subscription cost, any discount, and the additional subscription length (i.e., pro-rated cost) for each subscription selected.

  6. Check that your request details are correct, read and accept the Terms & Conditions, then click PRICE QUOTE REQUEST.

  7. A quote is requested; you can view all quotes under the QUOTES/ORDERS view. See below.

A quote is generated for each unique Customer included in the quote request. For example, if the request is to align seats across three different end-customer administrators, three separates quotes are generated.

All seats included in an active date alignment quote are locked in Virtual Warehouse, preventing you from performing any other action on those seats, such as manually extending, canceling, or transferring the subscription to another administrator. You also cannot select the seat for another date alignment.

To download a .csv file of all subscriptions details data, click EXPORT. If you have filters set, the data that is exported will match the current filters.

The QUOTES/ORDERS view shows a list of all customers in your Virtual Warehouse with current subscriptions. Clicking on a customer in the list displays all generated Date Alignment quotes and completed orders associated with that customer.

Each quote is valid for 14 days. The expiry date is shown in each quote. If an order is not placed on a quote by the quote expiry date, it is no longer visible.

To review / progress a date alignment quote:

  1. Under Subscriptions, click Date Alignment.

  2. Select QUOTES/ORDERS.

  3. Select the required customer to view the quotes / orders for that customer. To find a specific customer: 

    • enter the customer name in the Search customers field to search for a specific customer.

    • use the Sort by dropdown to sort by Last Created, Customer Name, or Customer Email.

    • click to order the customer list.

    • use the Customers: dropdown to show all customers, or select a number of customers to display.

      • Each new quote request status will initially show as REQUESTED; this will change to ENTERED after the pro-rated price is returned. Calculating the price is an automatic process, but may take up to 15 minutes from the time that the quote was initially requested.

      To download a .csv file of all quotes / orders for the selected customer, click EXPORT.

  4. To view the details of a quote / order, click to the right of the quote / order.

    Under Quote Details, along with the ordered part number and Seat ID of the subscription you want to extend, you will see:

    • the Start Date — this is the date the existing subscription seat that is being extended currently ends, i.e. the date the extension will start from.
    • the new End Date for the subscription that will apply if you place the order and the date alignment is actioned.
    • the pro-rated List Price— the cost of the subscription, pro-rated (i.e. for the extension period), with no discount applied.
    • the pro-rated Purchase Price — the cost of extending the subscription to align the date(s), pro-rated, with your discount applied.
    • your Discount percentage for that individual seat.

  5. Once a price is returned and the status has changed to ENTERED:

    • if you want to request a new quote or further discount, click REQUEST VARIATION. You are prompted to include details of the request or enter a promo code (if you have one). Click REQUEST CHANGE to send the request to the Trimble Order Administration team.

      The quote status will change to VARIATION REQUESTED.

      Trimble will process the request and apply the variation / discount if approved. If the request is not approved the Trimble Order Administration team will contact you.

      After applying the variation request, the status changes back to ENTERED and is ready for you to accept or cancel.

    • to cancel the request click CANCEL QUOTE, then click CONFIRM. Canceling the request frees up the associated seats so they can be extended from stock or included in another date alignment quote. A canceled quote is displayed until the quote expiry date.

    • if you want to proceed with the cost as quoted, click PLACE ORDER to accept the quote and submit the order. You are prompted to enter a Purchase Order Number and read and accept the Terms & Conditions; then click PLACE ORDER. The subscription renewals are fulfilled automatically within the hour.

      All Virtual Warehouse users can generate a quote, but only those with Purchase permissions can place orders.

      The quote becomes an order, and the status changes to ACCEPTED, to acknowledge that the order is in the process. Once Trimble has fulfilled the order and all seats have been extended, the order status will change to COMPLETE.

After a date alignment order has been placed, all seats included in the order (all existing seats and any extensions added as part of the alignment) are automatically activated and cannot be canceled. In the Subscriptions panel (under Subscriptions, Assign/Renew) you will see all seats in the order as a single block, aligned to the same end date.

From the Date Alignment screen, tab Subscribe to return to the Subscriptions panel.

To extend seats after the date alignment

To extend seats again after the Date Alignment order is complete:

To extend a subset of seats after a date alignment

After a Date Alignment order has completed, all seats with the same end date will appear in a single block in Virtual Warehouse (in the Subscriptions panel, under Subscriptions, Assign/Renew . Extending these seats will extend all seats in the block. If your customer only wants to extend a subset of these seats at the next renewal, you can do this by applying a new Date Alignment request.

  1. Ensure that the Auto-Renew feature (see To set a subscription to automatically renew) is disabled on the block involved.

  2. Create a new Date Alignment on the seats that the customer wishes to extend.

To cancel seats after a date alignment

Seats that have been date-aligned using the Date Alignment feature cannot be canceled and are non-returnable. To end the subscription, ensure that the Auto-renew feature is disabled for the block in question. The subscription will remain active until the end date, and will not renew.