If you do not want to renew a contract, you can just close it. The contract should be entirely billed and recognized. If you are using the percentage-of-completion revenue recognition method, it is acceptable to close the contract if revenue hasn't been recognized for the final period of the contract.

Closing a maintenance contract

1. Select Cards > Service Management > Service Manager.
2. Select a customer and select the Contract indicator.
3. Select a contract and select Close.
4. If you're using the percentage-of-completion revenue recognition method, you must enter forecast costs, which are used to determine the contract earned amount.

5. Close open service calls and post costs. 

   You can close a contract that has open service calls or unposted costs. You will be prompted to automatically close open calls, which moves the calls to history and does not post the costs. If you select not to automatically close the calls, the Maintenance Service History window opens where you can select and close each service call individually. If you marked the Require Appointment Closure checkbox in the Service Options window, you will be required to change the status of all open appointments to Complete.

6. If you marked the Maintain Contract History checkbox in the Maintenance Options window, you will be prompted to enter a close date. The anniversary date of the current contract defaults.
7. Select Save.
8. If you are using the percentage-of-completion revenue recognition method, you must run the post renewal process.

Viewing maintenance contract history

If you chose to maintain contract history in the Maintenance Options window, you can view closed contracts.

Viewing closed contracts

1. Select Cards > Service Management > Service Manager.
2. Select a customer and select the Contract indicator.
3. Select the lookup button in the Contract Number field to open the Maintenance Contracts window.
4. Select the Contract History button to open the Contract History window, displaying the closed contracts. Select a contract to view.

Viewing historical revenue and estimate costs

1. In the Maintenance Contract History window, you can use the Revenue/Cost button to open the Revenue/Costs History window. This window allows you to view Actual To Date, Estimate, and Forecast costs for closed contracts.
2. For each cost category, you can zoom on the Estimate amount to view a breakdown of the estimate cost by month. Zooming on a non-labor estimate opens the Non Labor Cost Estimates History window, while zooming on the Labor estimate opens the Labor Cost Estimates History window. The Labor Cost Estimates History window combines your labor estimates for all five labor cost categories.
3. When you are finished, select OK to return to the Revenue/Costs History window.
4. Use the Revenue Entered button to open the Revenue Schedule History window, where you can view all recognized invoices and credit memos for this historical contract.

Viewing maintenance invoices

In the Maintenance Contract History window, you can use the Invoice History button to open the Maintenance Invoices window.