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Mass

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Renewing Contracts

1. Select Microsoft Dynamics GP > Tools > Routines > Service Management > Maintenance Contract > Mass Renewal.
2. Specify the following criteria:
   • Contract Expiration Date Range
     Enter a date range that includes the expiration dates of the maintenance contracts you wish to renew. For instance, you may want to renew contracts one month at a time.
   • Renew Contracts with Open Service Calls
     If you mark this checkbox, maintenance contracts with open service calls will appear in the scrolling window. If you do not mark this checkbox, processing may take longer.: 
   • Customer Range
     Enter a range if you wish to limit the contracts by customer.
3. Select Preview to view the maintenance contracts that meet your criteria. On the list that appears in the scrolling window, you can zoom on the Contract No. to view the contract. You do not need to worry about renewing a contract twice; contracts that have already been renewed, even if they were left open, will not appear on the list. Use the show/hide detail button to view contract information:
   • Contracts that have the Automatic Renew checkbox marked will be renewed after you select Commit.
   • Only contracts that are less than 365 days will be renewed.
   • If a customer is on hold or the contract is on hold or canceled, the contract will not be renewed.

   • If you do not wish for a contract to be closed automatically by the mass renewal process, mark the Leave Open checkbox. You can also Mark All or Unmark All. See Leaving a contract open for more information. 

     Note
     If you have two contracts expiring at the same time but only wish to renew one of them, you must mark the Hold checkbox of the one not to be renewed. After running the commit process, unmark the Hold checkbox.

4. Select Print to print the Contract Mass Renewal report. The report indicates if each contract will be successfully renewed.
5. With the maintenance contracts that you wish to renew present in the scrolling window, select Commit. The commit process advances the start and end dates of the contract, creates a new billing and revenue recognition schedule, and removes the existing service call IDs from the maintenance tasks covered by the contract. It also moves the billing schedule, revenue recognition, and contract information to history for any contract that will be closed by the renewal process.

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Leaving a

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Contract Open

If you leave a contract open upon renewal, the result is having a contract that is open multiple times. You can generate tasks for the renewed contract while holding the old contract open until all costs have been posted. Meanwhile, both the contract that was left open and the renewed contract use the same contract number.

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When viewing the renewed contract on the Maintenance Contract window, the Close button is disabled if the old contract is still being held open. You cannot close a renewed contract until the previous contract is closed.

About

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Closing an Expired Contract That Has Been Renewed

Run the contract close process when you are finished with a contract that was left open when it was renewed. The contract should be entirely billed and recognized for revenue. The contract close process determines if the contract is open for multiple date ranges; if so, the previous year amounts and total-to-date amounts are updated to keep the contract amounts accurate.

When this expired contract is finally closed, the contract close process will look for the next future contract sequence number and will update the Contract Life-to-date on that contract, accordingly. Since the contract number can remain the same when the contract is renewed, the contract sequence number is incremented by 1. This allows us to uniquely identify each contract , and allows us to calculate the next future contract sequence number to evaluate for update purposes.

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Posting

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Maintenance Contract Renewals

If you are using percentage-of-completion revenue recognition, a final transaction is created when you renew or close a maintenance contract. Use the following procedure to post this transaction.

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