One of the easiest ways to judge your prepaid program health is to run a report and export out a CSV spreadsheet. You can get a quick answer to who are your prepaid subscribers, when they started their subscriptions, how many prepaid orders are left, whether they are set to auto renew, and more.
Generating Prepaid Reports
There are four types of prepaid exports, split up among subscription and order level:
Subscription Level Reports
- Subscriptions - Active - Prepaid: Each row in a Subscription report represents a unique, active prepaid subscription; one customer can have multiple subscriptions.
- Subscriptions - Created - Prepaid: Each row represents one prepaid subscription. This lists all prepaid subscriptions regardless of status, including cancelled.
- Subscriptions - Cancelled - Prepaid: Each row represents a prepaid subscription that has been cancelled. Note that cancelled prepaid subscriptions can still have additional orders to go out, and may still show up on Orders - All Prepaid.
Order Level Reports
- Orders - All Prepaid: A prepaid subscription receives multiple orders, and each order can have multiple items sent out from the different subscriptions. Each row in the order export reports represents an order item that is placed to be sent to the customer.
All reports are generated in Ordergroove, under Data > Reports:
- Log in to Ordergroove, and go to Data > Reports.
- Click Create Report on the top right.
- Choose the type of report you want to send, Subscription level or Order level:
- Subscriptions and then Subscriptions - Prepaid from the dropdown
- Orders and then Orders - Prepaid from the dropdown
- Optional - You can filter for subscriptions and orders that contain specific products
- Optional - Modify the date range. It will default to one month
- Choose the Columns you want to include in the spreadsheet. Ordergroove will suggest a few but you can add or remove them with the dropdown arrow on the right. Take a look below in this article for the data field definitions.
- Click Export on the bottom right to download your report.
Subscriptions Reports Default Fields
The Subscriptions Active, Created, and Cancelled Prepaid reports have 10 data fields/spreadsheet columns built-in. In addition to the fields listed below, you can add any of the other Subscription report fields.
- Create Date: Date of subscription creation.
- Email Address: Subscriber’s email.
- Product: Name of the product subscribed to.
- Quantity: Number of product units that will be ordered for the subscription.
- Update Date: Last Date the subscription was updated.
- SKU: ID in your system for the subscription product.
- Price: Unit price of the subscription product.
- Prepaid Order Count Remaining: The number of orders/shipments to be sent to the customer that have already been paid for.
- Prepaid Order Count Per Billing: The total number of orders sent out per subscription purchase.
- Prepaid Renewal Behavior: What will happen at the end of the prepaid subscription when all orders are sent out - either cancel or autorenew.
Orders Reports Default Fields
The Orders - All Prepaid report has 4 data fields/spreadsheet columns by default; you can add any of the other Order report fields to the default fields listed below.
Note: If a prepaid order has a status of Cancelled, but still has an Order Subtotal, it means that the customer cancelled the autorenew and the prepaid subscription will not renew at the end of the term.
- Email Address: Subscriber’s email address.
- External Product ID: Product ID in your system.
- Product: Order item product name.
- Quantity: The unit count of order item product.
- Deferred Revenue: (COMING SOON) The amount of revenue coming from future orders that have not been sent out yet.
- Cycle ID: (COMING SOON) The order number in the cycle. We can identify the first order in the prepaid cycle by Order Subtotal. If the Order Subtotal is not $0, it means that it's the first order because your customers pay for the entire subscription upfront.