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| Information | Example |
|---|---|
| Schedule detail, however, is not created unless the task will be completed in the new contract period, as in Example 1 to the right. | Example 1:
If the contract is renewed for 01/01/09 to 12/31/11, the next task will not fall within the new contract term, and a new task schedule will not be created. The task header, however, is created using the last schedule date of 01/01/07. If the contract is renewed for 01/01/12 to 12/31/13, the task will fall within the new contract term, so the new task schedule will be created with the task schedule date set to 01/01/13. |
| As shown in Example 2 (right), if you skip a period of time between the end of the old contract and the beginning of the renewed contract, and a task would have been scheduled during that gap of time, the task will instead be created in the first available period of the new contract, based on the Service Call Day. | Example 2:
If the contract is renewed for 02/01/09 to 01/31/11, the system will calculate the next schedule date as 01/01/07 plus two years, or 01/01/09. Because this date does not fall within the new contract period, the system will reset the task schedule date to 02/01/09, which is the first available service call date in the contract period. When a contract is renewed, if a task has a frequency of Monthly or greater and the Use Relative Scheduling checkbox is marked, the tasks for the new contract will be created for the same relative day of the month as the current contract at the time of renewal. If a task has a frequency of less than Monthly, the tasks for the new contract will be scheduled based on the Contract Start Date, Service Call Day, and schedule. |
| The contract task schedule dates are preserved for the new contract period if the contract that is being renewed has new dates that are the same month and day for both the start date and expiration dates. | Example 3: Contract 2020 with Start Date 01/01/2020 and Expiration Date of 12/31/2020 is being renewed. If the Start Date 01/01/2021 and Expiration Date of 12/31/2021 are entered for the new contract, then the contract task schedule dates remain the same in the new contract period. When the dates differ from the contract being closed to the new contract date, you must verify your tasks and task schedule dates upon renewal as they cannot be preserved in all scenarios. |
When a contract with an attached billing note is renewed, the master billing note is copied to the new contract. Edits to billing notes on individual invoices will not be copied to the new contract. |
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To renew an individual contract:
- Select Cards > Service Management > Service Manager.
- Select a customer, and select the Contract indicator.
- If you want to review estimate costs before renewing the contract, select the Revenue / Cost button from the Maintenance Contract window. Use the expansion button next to any Estimate field to view the monthly breakdown of the estimate. If the new contract is the same length, and you enter the same total estimate cost, the monthly estimate costs that default for the new contract will be the same.
- Select OK and Save to return to the Maintenance Contract window.
- If you do not intend to close the contract upon renewal, mark the Leave Contract Open checkbox. This allows you to bypass the warnings you would receive if you were closing the contract. See Leaving a Contract Open for more information.
- Select Renew.
- Address all warnings.
- You will receive a warning if you are using the percentage-of-completion revenue recognition method and there are no forecast costs assigned to the contract. You cannot proceed until forecast costs are entered.
- You will receive a warning if there are open service calls associated with the contract. You can proceed if you intend to renew the contract without closing it; otherwise, renewing and closing the contract will transfer all open service calls and cost transactions to the renewed contract. You can also select Service History button in the Maintenance Contract window to access the open calls.
- You will receive warnings if you have not created an invoice and recognized revenue for each period of the contract. Continue past the warnings by choosing Yes. You have the option of leaving the contract open until all billing and revenue information is posted; it is also acceptable to renew and close the contract without recognizing revenue for the final period if, for example, you are using the percentage-of-completion revenue recognition method. Once a maintenance contract is renewed, the prior year costs and billing information cannot be changed.
- Complete the following fields, as necessary:
- Leave Open
Mark this checkbox if you want to leave the contract open upon renewal. This option defaults if you marked the Leave Contract Open checkbox in the Maintenance Contract window. - Close Date
If you marked the Leave Open checkbox, this field is cleared and disabled. If you marked the Maintain Contract History checkbox in the Maintenance Options window, a close date is required when renewing and closing a contract. - Start Date, Expiration Date
Enter dates for the new contract. - Amount
Enter the amount of the new contract. - Division
Fills automatically from the maintenance contract. - Billing Frequency
Fills automatically from the maintenance contract. Each period's billing amount is calculated based on the selected frequency. If you change the frequency, you must redistribute the billing amounts in the Billing window. Select Custom if you plan to edit the billing amounts; the billing schedule is initially calculated monthly and can later be edited to reflect a non-conventional billing schedule on the Billing Schedule window. - Automatically Bill
If you marked the Automatically Create Invoices checkbox during maintenance options setup, the Automatically Bill checkbox defaults as marked for the maintenance contract. Your option from the Maintenance Contract window - either unmarking the checkbox or leaving it as marked - defaults here. You may select not to automatically bill the new contract if the invoice needs individual attention, such as a billing adjustment. - Invoice Billing Day
Fills automatically from the Maintenance Contract. You can select the exact day that customer invoices are created for each maintenance contract. The Invoice Billing Day field can contain a number between 1 and 28. - Service Call Day
This field populates from the maintenance contract and contains a number between 1 and 28. This value is used to calculate the schedule for MCC calls. If a task has a frequency of Monthly or greater, and you are using the Relative Scheduling feature, the first MCC call is scheduled on the service call day, and subsequent MCC calls are scheduled based on the day and week of the first call. For example, if a contract created on the first day of January has a Service Call Day of 10, the first MCC call for a task with a frequency of Monthly is January 10. If January 10 is the second Monday of the month, MCC calls for that task will be scheduled on the second Monday of subsequent months. If a task has a frequency of Monthly or greater, and you are not using Relative Scheduling, the service call day is the day of the month that the MCC call for that task will be scheduled. If the task has a frequency of less than Monthly, the service call day is relative; for example, if a task has a frequency of 3 Weeks and a schedule of 1st Thursday After Service Call Day, the first MCC call would be on the first Thursday after the service call day; subsequent calls would be every three weeks on Thursday. The date that displays next to this field is the first available MCC call, calculated based on the contract start date and the service call day. This is not necessarily the first call, but the first possible date. The date of the first call is calculated based on the task schedules. - Bill at End of Month (EOM)
Mark this checkbox if you want to bill the maintenance contract at the end of the month. - Estimated Costs
The amounts you enter appear in the Estimate and Forecast columns of the new contract's Revenue/Costs window. Forecast costs are required for calculating revenue and closing contracts when using percentage-of-completion revenue recognition. The labor amount must be entered from the labor cost category in the new contract's Revenue/Costs window.
- Leave Open
- When you are ready to renew the contract for the new date range, select Save. If you marked the Leave Open checkbox, you receive a message reminding you that the existing contract is flagged as "left open." The renewed contract will then display. Otherwise, the renewal process closes the current contract and, if the Maintain Contract History checkbox is marked in the Maintenance Options window, sends its information to history.
- If you are using the percentage-of-completion revenue recognition method, you must run the post renewal process.
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| Note |
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If the customer or location is inactive, contracts cannot be renewed via the Mass Renew Contracts window. While you can display all the contracts, if the customer or location is inactive, the contract cannot be renewed and will display on the Exception report. |
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To mass renew contracts:
- Select Microsoft Dynamics GP > Tools > Routines > Service Management > Maintenance Contract > Mass Renewal.
- 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.
- Contract Expiration Date Range
- 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.
- Select Print to print the Contract Mass Renewal report. The report indicates if each contract will be successfully renewed.
- 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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