Solutech SAT Autobilling

Welcome to the Autobilling section of Solutech SAT documentation. This section provides a description of the known issues and limitations related to the Autobilling system.

Known Issues

1. Vault Manual Token generation and update The Zoho integration on Autobilling requires a Vault token to read its credentials from Vault and use them in the integration. The problem is that this token expires after 32 days and currently requires a manual update of the token using the following procedure:

• Procedure to Update Token:
  1. SSH into the Vault server and run the command:

  export VAULT_ADDR="[https://vault.solutechlabs.com:8200](https://vault.solutechlabs.com:8200)" && vault token create --ttl=32d -policy=default -policy=admin-policy -policy=app-role-solutech-admin-policy -renewable=true

  2. SSH into the admin server using admin.solutechlabs.com URL and update the ZOHO_VAULT_STATIC_ID= to the new token and run:

  php artisan optimize:clear && php artisan config:cache

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2. Zoho Payments Admin Reconciliation Pulling Zoho payments happens automatically every 6 hours. However, in some cases, you might be required to pull all Zoho payments for a specific client. This operation will, in turn, update all payments on the portal to match what is recorded on Zoho.

   • Procedure to Reconcile:
     • To perform this operation, run the following command on the admin server:

     php artisan command:pull-zoho-payments {portal client_id} {boolean:- true (will update all payments) - not mandatory}

     • Note: The optional boolean argument, when set to true, forces an update of all payments for that client.

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3. Client Invoice Extension Constraints and Process Complexity When adding an extension for a client invoice, the following constraints and technical limitations apply:

   • Extension Date Logic: The extension date should never be on the same date as the suspension date. If the suspension date was today, the extension date must be from tomorrow (Suspension Date + 1 day).
   • Future Improvement (Codebase): The existing extensions process on the Solutech SAT codebase is not well written and currently lacks a clear log trail. It needs to be updated and simplified in the future to utilize a staging table. This staging table would clearly log which user licenses need to be activated and which have already been activated.

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4. License Extension Fails to Activate All Users Occasionally, when extending an older invoice, the extension process may fail to activate all licensed users. To activate and reconcile active/inactive users across the system, a set of commands must be run manually on the server.

   • Procedure to Reconcile User Statuses:

     php artisan command:activate-licensed-users && \
     php artisan command:deactivate-unlicensed-users && \
     php artisan command:deactivate-users-with-inactive-license

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5. Performance Debt: billing_user_license_logs Table View The user-facing page for viewing the license change logs (/billing/user-logs), which references the large billing_user_license_logs table, currently suffers from poor performance.

   • Current Implementation: The page uses a Blade/Datatables implementation which is not scalable for the volume of data stored, leading to very slow load times.
   • Required Improvement: This implementation must be migrated to a performant Vue.js component to handle the data fetching and rendering asynchronously and efficiently.

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6. Performance Improvement: Concurrent Autobilling Process 🚀 A staging table was implemented to drastically reduce the time taken for the start-of-the-month autobilling process.

   • Implementation: The table, named autobilling_subscription_logs, facilitates the concurrent processing of invoices. The central command is InvoiceSchedules.
   • Mechanism: It splits each individual subscription into its own separate job process, allowing them to run concurrently.
   • Result: This change reduced the total time required to generate and send all invoices from approximately 3 hours to about 20 minutes. For example, if invoice generation starts at 08:00, all invoices are now typically generated and sent by 08:20.

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