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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: Contract 2016 2020 with Start Date 01/01/2016 2020 and Expiration Date of 12/31/2016 2020 is being renewed. If the Start Date 01/01/2017 2021 and Expiration Date of 12/31/2017 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.
If you are renewing a contract that has a spending plan, and you are keeping the same estimate costs as the previous contract, the breakdown of the estimate costs on the spending plan is transferred to the new contract. For example, if you are renewing a contract that runs from 1/1/2016 2020 through 12/31/2016 2020 with labor estimates of $600 in April and October and $100 in May through September, the same estimate costs default into the same months of 20172021.
You may want to wait to renew a contract until it has been completely billed and revenue has been recognized for each period. If you allow the renewal process to close the current contract, all billing schedule, revenue recognition, and contract information is are moved to history based on the setup option.
However, if you need to renew a contract before it can be closed, you have the option of leaving the current contract open, to be closed later. For example, you need to renew a contract that runs from 1/1/2016 2020 through 12/31/20162020; however, you cannot close the old contract until costs are posted for the last appointment on 12/28. You can renew the contract and generate new tasks while holding the old contract open until all costs have been posted for the last service call. This ensures that costs will be posted to the correct contract period without having to reconcile.
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If you renew a contract without skipping any period of time (between the end of the old contract and the beginning of the new contract) during which a task would have been scheduled, the task header is created using the last schedule date.
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| 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:
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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 check box 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 2016 with Start Date 01/01/2016 and Expiration Date of 12/31/2016 is being renewed. If the Start Date 01/01/2017 and Expiration Date of 12/31/2017 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. |
Renewing an individual contract
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