FH - Email Hosting Upgrades

This article is to be checked when a mailbox upgrade is being requested.

If a customers mailbox is full or approaching full and they have requested that they upgrade to the next size up, you need to check if their mailbox has a paid for quota already.  If they don't (i.e. mail lite) then you can proceed to quoting the prices, if they do (e.g. mail extra) then you need to do the following:

Check their mailbox's quota renewal date.

If (today's) date is after the end of the last month and before the renewal date.

[e.g. Today is 3rd April and the mailbox renews on the 15th April, therefore (today) is after last months invoices have been sent out.]

Then you can just upgrade the mailbox.

If (today's) date is after the renewal date.

[e.g. Today is 17th April and the mailbox renewed on the 15th April]

Then you will need to advise that there will be a double charge for this month.  (Wording below)

Wording to discuss the mailbox upgrades with clients if they need to be double charged.

Unfortunately, it looks like your mailbox has just renewed.  We can upgrade your mailbox today, but the charge for your current upgrade has already been processed.  This means that this months invoice to you will include a charge for your (2GB) mailbox upgrade and your (5GB) mailbox upgrade.  Future invoices will only have the one charge applied.

(optional, depending on circumstances)

If you want, we can schedule the mailbox upgrade to go ahead on the 1st of next month (or the closest Monday to then) after this months invoices have been sent out, meaning that you won't be double charged.

Known Issue

There is a known issue that no one can find a solution to.

If the mailbox renews of the 1st or 2nd of the month.  There is only 1 or 2 days of the month that the client can request the mailbox upgrade which allows them to renew without double paying based on the above.

No one has yet to think of a way of dealing with that scenario, that fixes it without us being out of pocket.