Batch Renewal
Objective
The Batch Renewal option lets you renew a batch of service contracts. This option is used to renew current service contracts or for which a renewal has already been prepared.
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This option requires you to complete the procedure before leaving the option. If the procedure is not completed, the renewals will not be created. |
Batch renewal is usually used in cases when service contracts are renewed without changes or with only a rate increase.
For the renewal of current service contracts, the selected contracts are renewed according to the renewal date and the markup rate specified in Contract Management.
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If no markup rate is specified in Contract Management, the system applies the markup rate defined in the Batch Renewal screen. After renewal, the contract must be adjusted manually if changes were made to the agreement (addition of equipment, withdrawals, etc.). |
For service contracts being prepared, only the selected contracts will be renewed. No changes will be necessary, because changes to the contract were made during the Preparation of Renewals step.
For more information, refer to Preparation of Renewals help topic.
PREREQUISITE
Icons
Batch Renewal Icons
Summary
Steps
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maestro* > Service Management > Service Management > Contract Renewal > Batch Renewal |
Filtering the Contracts to Renew
- In the Filters section, complete one or more of the following fields:
Field
Description
Project
Allows to filter the contracts based on the project to which they are linked.
Customer Code
Allows to filter the contacts based on their customer code.
Automatic Renewal
Allows to display the contracts for which the Automatic Renewal box is checked (or not) in the Contract Management option.
Order Number Required
Allows to display the contracts for which the Order Number Required box is checked (or not) in the Contract Management option.
Ending Date
Allows to filter the contracts based on their due date (date interval).
Status
Allows to filter the contracts based on their status.
- Click on the Filter Data According to Specified Parameters icon.
- The contacts corresponding to the selected parameters are displayed in the Current Contracts and Contracts in Preparation grids.
Current Contracts
This section displays all of the contracts available in Contract Management.
The system compares the end date of the contracts to the current date and checks for any contracts that have expired by default. Contracts can be checked or unchecked according to the contracts to be renewed.
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By clicking the Display Only Selected Contracts icon, you can display only the contracts that will be renewed. |
Before You Begin
If the Renewal Date and Markup Rate fields have not been completed, the system processes renewals as follows:
- If no renewal date is entered, the system proposes the expiry date of the selected contract as the renewal date, to which one day is added to determine the start date of the contract.
- The markup rate is applied according to what is entered in the Renewal Markup Rate field in Contract Management. For contracts where no markup rate has been entered, the system applies the markup rate entered as a default value at the top of the grid.
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If no rate is specified in the contract or in default values, the system renews the contract under the same conditions as those in effect at the time of renewal. Only the contract start and end dates, and visit dates, will be changed. |
Renew Contract Batches
- Enter the required information to renew contracts in a batch if the same conditions apply. Otherwise, go to step 2.
The Renewal Date and Markup Rate fields only apply to the Current Contracts section.
Field
Description
Renewal Date
Used to enter the effective date of contracts to be renewed in a batch. Consequently, all of the contracts will start on the renewal date.
Markup Rate
Rate of increase to be applied to the renewal of selected contracts.
Consequently, all of the amounts in the contract will be increased by the rate entered in this field.
NOTE: This rate will be applied to all selected contracts for which no markup rate has been defined in Contract Management.
NOTE: The markup rate can be from 0 to 999.99%. If you enter a value of 10, the amounts will be marked up by 10%.
- Select the contracts to be renewed manually in the grid.
By default, the selected contracts are those that are currently expired based on the current date and the expiry date of the contract.
The Renewal Date and Markup Rate column can be changed manually for each of the contracts before finalizing the batch renewal.
Contracts in Preparation
This option displays the contracts for which renewals have already been prepared. It is impossible to change information in this section; the contracts can be checked or unchecked according to the contracts to be renewed.
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To change the start date or expiry date of the contract, simply access the Preparation of Renewals option before renewing the contracts. |
Renew Contract Batches
- Select the contracts being prepared for renewal from the grid.
By default, contracts with a start date earlier or the same as the current date are checked automatically.
- If all of the contracts to be renewed are selected, click the Transfer and Renew (Shift+Ctrl+F12) icon.
When the contracts to be renewed have been transferred, a contract renewal report can be displayed. To do this, you must select the report to be generated in Configuration, in the Renewal section. If no report has been defined, the report is not displayed, but the contracts are nevertheless renewed.
See also