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Summary / TL:DR

This article serves as a reference page and will provide information to better understand AMB, or Access Management and Billing, type orders in Advantage.

12 min read

Summary / TL:DR

This article serves as a reference page and will provide information to better understand AMB, or Access Management and Billing, type orders in Advantage.

12 min read

Note
Note that some field names and locations may vary slightly based on individual scripts used at Customer Activity.

Scripts

Note
These instructions should be followed using these scripts:

Agreement Script: AMBOVH+PRORATION

The sections shown will have more steps under different scripts.

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Agreement Summary

Access Service	An Access Service is a high level code which houses all the Access Items being offered. There is one Access Service per affiliate.
Agreement ID	Unique identifier of the agreement.
Agreement Status	The statuses of an agreement: Active Billing Suspended Non Pay Cancelled Not Released Suspended Cancelled Reversed Expired Pre Free Days Extension of Grace Days Waiting Pro Forma Old Version
Service Period	The service length of time for the agreement.
Start Date	The date the agreement first starts
Expiry Date	Date the agreement will expire
Final Expiry Date	Date the agreement will expire including any future terms
Added on	Date and user who added the agreement
Type	The agreement type categorizes an agreement as to how it is paid for: Invoiceable Complimentary Trial Pro-Forma
Added On	Date the agreement was added to Advantage
Term	Number associated with the amount of times a customer has renewed/ordered an agreement. For example, the first time the customer orders, the Term Number is 1. When the term renews, that new term is term 2.
Version	Version number of the agreement. Each time a change is made to an agreement, a new version is created.
Released?	Indicates if the agreement version has been released.
Posted?	Indicates if the agreement version has been posted.
Updated on	Date and user who last updated the agreement.
Last Renewal Date	The date a renewal last took place
Last Renewal Effort	The last renewal effort associated to the agreement.
Last Renewal Promotion	The most recent renewal code assigned to the agreement during the renewal process.
Times Renewed	The number of times the customer has renewed their agreement.

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Additional Agreement

Advantage Support > Access Management and Billing (AMB) > image-20210212-181345.png

Item Description	Displays the title of the Access Service the customer is subscribed to.
Access Service Description	The description of the access service the agreement item is associated with.
Access Item	Item number(s) that the agreement is for.
Access Service	The Access service ID that the agreement is associated with.
Subscription Type	A code for describing a group of similar subscriptions.
Package	Displays the package item number if the agreement is part of a package. Click the hyperlink to get more information on the package.
Billing Currency	The currency the order was billed in.
Unit Price	The price per unit.
Gross Amount	The gross amount of the agreement.
Net Sales Amount	The net sales amount of the agreement.

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Current Term Versions

Advantage Support > Access Management and Billing (AMB) > image-20210212-181427.png

Note
These are the default customized columns from this screen. There are more columns available.

Show Unreleased Versions	When checked, will display unreleased versions in the list frame.
Show Historical Versions	Displays historical versions in the list frame.
Show Deleted/Canceled Components	When checked, will display deleted and/or cancelled components in the list frame.
Hide Package Components	When checked, will hide package components in the list frame.
Agreement Term	Term number associated with the transaction.
Agreement Version	Version of the agreement associated with the transaction.
Service Period	This is the length of time the service run for until it is either renewed or naturally expires.
Agreement Status Description	The status of the agreement associated with the transaction.
Module	Displays AMB for Access Management and Billing.
Item Number	The Access Item that the agreement is associated with.
Item Number Description	Displays the name of the access item.
Billing Status Description	The billing status associated with the transaction.
Unit Price	Shows the current price of the agreement.
Renewal Handling	Displays the renewal flag for the agreement.
Date Posted	The date the payment has posted for the agreement.
Inquire	Agreement Access Points dialog box.
Inquire Item	Item Overview dialog box (blue tower).
Inquire Agreement	Access Agreement Entry dialog box.

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Bill-to Ship-to

In general, agreements only have a participant shown here as the bill-to customer.

Advantage Support > Access Management and Billing (AMB) > image-20210212-181604.png

Note
When searching for an account at Customer Activity, you are by default searching by the bill-to customer. This means that if the customer has different account numbers associated with their bill-to and ship-to, the agreement will only show up in Customer Activity if you are looking at the bill-to customer. Nothing for that agreement will display under the ship-to account number. You can change this search by selecting Receiving Customer as your Search By

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Website Login

From this tab you can add, change or delete a login associated with the agreement.

Advantage Support > Access Management and Billing (AMB) > image-20210212-181633.png

Note
These are the default customized columns from this screen. There are more columns available.

Authentication ID	Unique identifier of the login.
Auth Group Description	The authentication group associated with the agreement's login. Some affiliates have one auth group for their site, while others have multiple auth groups setup based on their infrastructure of their website.
Auth Type	Displays the field to determine where the username/password will be displayed: If the Auth Type is L... If the Auth Type is E...
Auth Type Description	Displays information related to the Authentication Value field. And will denote whether it is a customers email address or a website login ID.
Authentication Value	The username the customer uses to log in to the website. Generally this will be the customer's email address.
Email Address	If the Auth Type is L, this is the username for the website login.
Password	If the Auth Type is E, this is the username for the website login.
Record Status	The status of the login. A = Active I = Inactive
Last Login	Date and time of the last login the customer did on the website.
Last Updated	Shows the date the displayed information was last updated
Last Updated By Description	Name/identity of the last user to update the login record.

Note
The field ‘Password’ contains the customer’s password for the website, however it should never be provided to the customer over the phone or by email for security purposes. Therefore, we don’t recommend adding this field to your display.

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Auto-Charge Information

Advantage Support > Access Management and Billing (AMB) > image-20210212-181830.png

If the customer is not on automatic renewal, this will display:

Advantage Support > Access Management and Billing (AMB) > image-20210212-181841.png

To change or update a credit card on file, go here.

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Email Addresses

These email addresses are used for the email fulfillment associated with an agreement. Customer's can add multiple email addresses to an agreement to receive emails to multiple email addresses. From this tab you can edit, change and add email addresses.

Advantage Support > Access Management and Billing (AMB) > image-20210212-181920.png

Note
These are the default customized columns from this screen. There are more columns available.

Customer Number	Customer number associated with the email address.
Participant Name	Name of the agreement participant.
Access Service	Item number associated with the access service.
Access Item	Item number associated with the access item.
Sequence	Unique identifier of the email address.
Email Address	The email address on file for the agreement.
Email Valid	Displays if the email address is a valid email. This flag changes if bounces are received from emails sent to that address.
Email Status Description	The status of the email address. A = Active I = Inactive X = Permanently Inactive S = Not Receiving B = Not Receiving
Owning Org	Displays the owning org associated with the agreement.
Last Updated	Displays the date the agreement was last edited.
Last Updated By	Shows the name of the agent that last updated the account.

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Invoices / Payments

This is a condensed version of what is available from the Invoices & Payments screen used to display simplified information on basic transactions. It is recommended that when complicated transactions are involved to use the Invoices & Payments screen. From this tab you can Add Payment to an open invoice.

Advantage Support > Access Management and Billing (AMB) > image-20210212-182047.png

Note
These are the default customized columns from this screen. There are more columns available.

Trans. Date	Date of the transaction.
Trans. Nbr	Order number of debit number of the transaction.
Applied to	The order number or debit number the transaction was applied to.
Source	The system name the transaction is associated with. CIR = Circulation or Subscription PRO = Product CEM = Conference AMB = Agreement ARP = Accounts Receivable/Payable
Trans. Type	The type of transaction. I = Invoiced P = Paid B = Billed C = Credit W = Write Off
Transaction Status Description	The status of the transaction.
Total Amt.	The amount debited/credited.
Remaining Amt.	The amount remaining that has not been paid/credited.
Billing Currency	The currency the order was billed in.
Payment Code	The type of credit card used for the transaction.
Payment Nbr	The credit card number used for the transaction. This field is masked to only display the last 4 digits. If the payment is by check, the check number will display here.
Credit or Debit	Shows if the transaction was a debit or credit.
Posted	Displays if the transaction has been posted.
Debit Fully Paid	Displays a Y if the debit is fully paid. N if not fully paid.
Due Date	The date the payment is due. This is primarily used for when payments are spread out with installment billing.
Payment Type	The type of payment used. CC = Credit Card. CK = Check.
Install Bill Code	This will give the agents an idea of what payment terms the current agreement is under. i.e 10M would mean the invoice is payable over 10 monthly installments.

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Email Sent History

Advantage Support > Access Management and Billing (AMB) > image-20210212-182225.png

Note
These are the default customized columns from this screen. There are more columns available.

Email History by Owning Organization and Item Number	Shows e-mail fulfillment history records when checked.
Unique ID	Unique identifier of the email sent.
Email Address	The email address on file for the agreement.
Date Sent	Date the email was originally sent to the customer.
Time Sent	Time the email was originally sent to the customer.
Status Description	The status of the email sent. Delivered Bounced
Bounce Reason	The reason for the bounce - currently all are recorded as Bounce.
Email Subject	Description from Message Central of the email sent to the customer. Not necessarily the subject line of the email, this is controlled by what is entered in Message Central.

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Previous Terms

Every time the customer is rolled into a new term, the details of the old terms are available here. Use Inquire to display more information about the previous term.

Advantage Support > Access Management and Billing (AMB) > image-20210212-182342.png

Note
These are the default customized columns from this screen. There are more columns available.

Show Unreleased Versions	When checked, will display unreleased versions in the list frame.
Show Historical Versions	Displays historical versions in the list frame.
Show Deleted/Canceled Components	When checked, will display deleted and/or cancelled components in the list frame.
Hide Package Components	When checked, will hide package components in the list frame.
Agreement Term	Number associated with the amount of times a customer has renewed/ordered an agreement. For example, the first time the customer orders, the Term Number is 1. When the term renews, that new term is term 2.
Agreement Version	Version of the agreement associated with the transaction.
Agreement Status Description	The status of the agreement associated with the transaction.
Module	Displays AMB for Access Management and Billing.
Item Number	Item number associated with the agreement.
Item Number Description	Displays the name of the access item.
Customer Number	Customer number associated with the agreement.
Billing Status Description	The billing status associated with the transaction.

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Renewal Future Terms

Use Inquire to display more information about the renewal future term. From this tab you can also perform modifications to this term.

Advantage Support > Access Management and Billing (AMB) > image-20210212-190144.png

Note
These are the default customized columns from this screen. There are more columns available.

Note
Future AMB terms can be Modified by selecting Add Version or Canceled by selecting Cancel/Return Selected Order Line from this tab.

Show Unreleased Versions	When checked, will display unreleased versions in the list frame.
Show Historical Versions	Displays historical versions in the list frame.
Show Deleted/Canceled Components	When checked, will display deleted and/or cancelled components in the list frame.
Hide Package Components	When checked, will hide package components in the list frame.
Agreement Term	Number associated with the amount of times a customer has renewed/ordered an agreement. For example, the first time the customer orders, the Term Number is 1. When the term renews, that new term is term 2.
Agreement Version	Version of the agreement associated with the transaction.
Agreement Status Description	The status of the agreement associated with the transaction.
Module	Displays AMB for Access Management and Billing.
Item Number	Item number associated with the agreement.
Item Number Description	Displays the name of the access item.
Customer Number	Customer number associated with the agreement.
Billing Status Description	The billing status associated with the transaction.

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Original Order Lines

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Wrap up

You should now have a better understanding of AMB, or Access Management and Billing, type orders in Advantage.

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Table of contents

Scripts

Agreement Summary

Additional Agreement

Current Term Versions

Bill-to Ship-to

Website Login

Auto-Charge Information

Email Addresses

Invoices / Payments

Email Sent History

Previous Terms

Renewal Future Terms

Original Order Lines

Wrap up

Related Content

FAQs - Change Customer Account Information in Advantage

FAQs - Billing Suspension Payment

Level up with a Masterclass

Advantage Customer Service: Account Maintenance

Advantage Customer Service: Invoices & Payments