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Renew Contracts

Use the 'Renew Contracts function when you need to renew Contracts that have expired. The function will find Contracts whose End Date is earlier than a specified date (i.e. which have expired by that date) and duplicates them. A duplicate will be given the same Contract Number as the original, and will also be given a Child Number. If a Contract has already been renewed at least once (i.e. where there are at least two Contracts with the same Number), only the one with the highest Child Number will be duplicated (provided it has expired). Contracts that have not been marked as OK will be renewed, but those with a Cancel Date will not. Contracts with no End Date will not be renewed.

The Start Date in the new Contract will be one day after the End Date in the Contract it is replacing. The duration of the new Contract will be calculated using the Length of the old Contract, as follows:

End Date = Start Date + Length (in months or days, as in the old Contract)
If you would like the new Contracts to have a different Class or Period Length, fill in a record in the Renew Contracts setting before running the function. This setting is described here.

Renew From
Paste Special    Choose date
All Contracts expiring before the date entered here will be renewed, unless they have been cancelled or have already been renewed. You must enter a date in this field: no Contracts will be renewed if you leave this field blank.

Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
To renew all Contracts with a particular Customer, enter a Customer Number or range of Customer Numbers here. You must enter a Renew From date as well.

Item, Change Item To
Paste Special    Item register
These two fields allow you to change one of the Items in the Contracts being renewed. In the Item field, enter the Item Number of the Item to be changed (i.e. the Item on the old Contract). In the Change Item To field, enter the Item Number of the new Item (i.e. the Item that is to appear on the new Contract). Be sure to tick the Replace Item box below as well, otherwise the substitution will not take place.

You can also use the Item field if you only want to renew Contracts containing a certain Item. Enter that Item in the Item field and tick the Only Contracts with specified Item option below.

OK Contracts
Check this box if you would like the new Contracts to be marked as OK. This will mean you will be able to raise Invoices for them straight away.

Update Prices
Check this box if you would like the prices of all Items in the new Contracts to be updated from the Item or Price registers. Otherwise, they will be copied from the original Contracts.

If you are using this feature and have negotiated a special price in a particular Contract, it is recommended that you enter the special price as a percentage discount, not as a Unit Price. This function will update the Unit Price and the percentage discount will remain, thus preserving the relationship of the special price to the normal price.

Replace Item
Select this option if you want to change one of the Items on the Contracts being renewed. Specify the old and new Items in the Item and Change Item To fields above.

Delete old Contract
Check this box if you want to remove the old Contracts from the Contract register. The new Contracts will still be given the next Child Number.

In the case of a Contract that has already been renewed at least once (i.e. where there are several Contracts with the same Number), only the one with the highest Child Number will be deleted, since this is the one being renewed. This situation will occur if you have previously renewed Contracts manually, or using this function without deleting the old Contracts.

Only Contracts with specified Item
Check this box if you only want to renew Contracts that contain a particular Item. Specify the Item in the Item field above.
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Maintenance functions in the Contracts module:

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