Contract Renewal
Some Contract Lines are set to end at a certain date. These Contract Lines can be extended with a contract renewal. By using the contract renewal, a renewal period can be specified and a Sales Quote created subsequently. The Service End Date (in the Service Commitment / Contract Line) will be extended once the Sales Quote is processed.
Creating a Contract Renewal Quote
A Contract Renewal Quote can be created from the Contract Renewal page. The page can also be used to filter all Contract Lines which will expire soon.
Open the search (Alt+Q) and type Contract Renewal to open the page. The action Get Contract Lines will open a filter page. Within that filter page it is possible to filter for Contract Lines which have to be renewed.
Get Contract Lines
Set a date in the Service End Date Period to specify the earliest Service End Date with which Contract Lines should be included. Setting Add Vendor Services will determine whether associated vendor Contract Lines will be included. If vendor Contract Lines are included, the Service Objects of the included customer Contract Lines will be checked for related vendor Service Commitments. All vendor Service Commitments with a vendor contract, a Service End Date, which are not closed yet, will be included. Setting Add Vendor Services to Yes will include vendor-side Service Commitments from the same Service Object for renewal, as well.
If there is a need for additional filtering, it is possible to filter by every field from Customer Contract and Service Commitment.
After confirming the filters entered, Contract Renewal lines are created for all valid Contract Lines. A Contract Line is valid if a Service End Date is set and the line is not closed, yet. All lines are displayed in the Contract Renewal page.
Contract Lines are closed when reaching the Service End Date. Closed Contract Lines can be found in the fast tab Closed Lines in the Contract Card page. They can be reopened by changing Closed to No.
In order to renew a Contract Line, Renewal Term has to have a value set. It is preallocated from Initial Term of the corresponding Contract Line. The value can be changed to match the desired term of renewal.
The field Renewal Term must have a value in each Contract Renewal line. Otherwise, no Contract Renewal Sales Quote will not be created for that line and therefore the Contract Line will not be renewed.
Create Quotes
Calling the action Create Quotes on the Contract Renewal page will create new Sales Quotes. The user can perform the action either for all lines or for selected lines only. All Contract Renewal lines for which Sales Quotes have been created will be deleted.
A Contract Renewal line can only be created if there is no Sales Quote for renewal belonging to that Contract Line.
The created lines in Sales Quote are marked as Contract Renewal=Yes. The Sales Service Commitment can be changed and new items can be added. Adding new Service Commitments to the existing Sales Lines (marked as Contract Renewal=Yes) is not possible. Furthermore, as long as there is at least one line marked as Contract Renewal=Yes in the Sales Quote it cannot be copied or converted into a Sales Order.
Sales Quotes can print the Contract Renewal information. The Sales Lines marked as Contract Renewal=Yes are set (via formatting) to print only the quantity, as the items are not resold. The price of Sales Service Commitments is printed. The total of the Sales Service Commitment is printed separately and labeled Contract Renewal.
Perform Contract Renewal
The action Perform Contract Renewal is placed in the menu group Process in the Sales Quote card. Calling this action will renew the related Contract Lines. On Perform Contract Renewal, the Contract Lines are either renewed or a Planned Service Commitment will be created. The Contract Line will be renewed and the Service End Date changes if none of the following fields have been changed in the Sales Service Commitment:
- Calculation Base Amount
- Calculation Base %
- Price
- Discount %
- Notice Period
- Calculation Base Period
- Billing Rhythm
If one of these fields have been changed and the Contract Line has not been invoiced up to the Service End Date, a Planned Service Commitment will be created. The Planned Service Commitment saves the changes to the Contract Line and thereby ensures that the Contract Line can be invoiced with current conditions until the Service End Date.
If the Contract Line is invoiced up to the Service End Date, the Contract Line will be updated from related Planned Service Commitment. After updating, Planned Service Commitment is deleted.
Planned Service Commitments for specific Contract Lines can be reviewed via the lookup in field Planned Service Commitment exists in the Lines fast tab of a Customer Contract Card page.
By typing Planned Service Commitments in search (Alt+Q), the page of the same name shows all Planned Service Commitments for all contracts.
Since Planned Service Commitments can also exist for vendor Service Commitments, this field is also present in Vendor Contract Lines.
Customer Contract
The renewal of a specific Customer Contract can be achieved by calling the action Create Contract Renewal Quote in the menu group Process of the Customer Contract Card page. Subsequently, the page Select Contract Lines for Renewal is opened.
Calling the action Create Contract Renewal Quote will delete already created Contract Renewal lines.
A new Sales Quote for a Contract line cannot be created if there is already a Sales Quote for that Contract Line.
In page Select Contract Lines for Renewal only valid Contract Lines will be displayed. A Contract Line is valid if a Service End Date is set and the line is not closed, yet.
Contract Lines are closed when reaching the Service End Date. Closed Contract Lines can be found in the fast tab Closed Lines in the Customer Contract card page. They can be reopened by changing Closed to No.
In order to renew a Contract Line, the same procedure as mentioned above is performed: a value has to be set for Renewal Term. It is preallocated from Initial Term of the corresponding Contract Line. The value can be changed to match the desired term of renewal.
The field Renewal Term must have a value in each Contract Renewal line. Otherwise, no Contract Renewal Sales Quote will not be created for that line and therefore the Contract Line will not be renewed.
After closing page Select Contract Lines for Renewal with OK, a Sales Quote is created. The steps for handling the Sales Quote and preforming the Contract Renewal are identical to already described process.