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--- renewing_a_contract [2015/06/01 17:07] – lisa.maloney
+++ renewing_a_contract [2025/02/12 16:57] (current) – tina.robles
@@ Line 2: / Line 2: @@
-If you want to renew a contract just go to the contract and select the Renew option from the Workflow section on the top right.
+To initiate the contract renewal process:
-{{:pasted:20141218-142225.png}}
+  - Locate and open the specific contract due for renewal.
+  - Navigate to the "Actions" section, typically situated in the upper right corner of the interface.
+  - Select the "Renew" option from the available actions.
+{{:pasted:20240806-160748.png}}
 ----
-You'll notice some fields cannot be changed via the Renew process.  For example you can change dates but you can't change the Contractee.  Almost everything else comes over as is.
+Upon initiating the renewal process:
-{{:pasted:20141218-143712.png}}
+  - The Date Information section becomes editable.
+  - The Contract Name field in the Version Information section is enabled for modification.
+  - Existing data is carried forward to the renewal, including:
+  * Product portfolio
+  * Lump sum items
+  * Distributor information
+  * Other relevant contract details
-----
-Once done, click on save at the bottom of the screen.
+During the renewal process, the following modifications can be implemented:
-{{:pasted:20141218-142802.png}}
+  * Product catalog:  Addition or removal of products, Addition or removal of lump sum items
+  * Pricing structure adjustments
+  * Distributor network modifications:  Addition of new distributors, Removal of existing distributors
+{{:pasted:20240806-160803.png}}
+When processing a contract renewal:
+  - Input the End Date for the renewed contract period.
+**Important**: Ensure date integrity across contract versions:
+  * The Start Date and End Date of the renewal must not overlap with any other versions of the contract.
+  * This temporal separation maintains clear delineation between contract periods and prevents potential conflicts    in contract management.
+Adherence to this protocol is crucial for maintaining accurate contract chronology and ensuring proper version control within the system.
+-----
+**Estimated Volume - Update based on Actuals or Base**
+To update Estimated Volume calculations based on historical data:
+  - First, save the renewed contract version.
+  - Re-enter edit mode for the contract.
+  - Navigate to the Products screen.
+  - Select the relevant product rows for volume adjustment.
+  - Locate and select the "Mass Update" function at the bottom of the Products interface.
+This functionality enables bulk volume updates based on either:
+  * Actual payment data from the previous contract period
+  * Established base data metrics
+**Note**: The initial save of the renewed contract is a prerequisite for accessing the mass update functionality.
+{{:pasted:20240806-160845.png}}
+To configure volume calculations in the Mass Update interface:
+  - Enable the Estimated Quantity option by selecting its corresponding checkbox.
+  - From the available data source options in the dropdown menu, select either:  Actual Data: Historical     transaction data from previous contract period OR Base Data: Standardized baseline metrics
+This selection determines the reference data that will be used to calculate the new estimated quantities for the selected products.
+{{:pasted:20240806-160924.png}}
+Upon selecting the data source, the interface will update as follows:
+  - The label will change to "Modify by Percent."
+  - A field for percentage input will become available.
+Percentage Adjustment Options:
+a. To maintain current volumes:
+  * Retain the default value of 0.00%
+  * This action will carry forward the actual volumes from the selected data source without modification.
+b. To implement a volume increase:
+  * Input the desired percentage increase
+  * Example: Entering 5.00% will apply a 5% increase to the actual volume of all selected products.
+**Note**: The percentage adjustment is uniformly applied to all products selected in the mass update process.
+{{:pasted:20240806-160943.png}}
+To finalize the volume adjustments:
+  - Locate the "Apply" button within the Mass Update interface.
+  - Click "Apply" to execute the volume modifications.
+This action will implement the specified percentage adjustment across all selected products on the contract, updating their estimated quantities accordingly.
+**Note**: Ensure all desired products are selected and the correct percentage is entered before applying the changes, as this action will affect all chosen items simultaneously.
+{{:pasted:20240806-161000.png}}
+-----
+Contract Notes are not automatically transferred during the renewal process. Therefore:
+  - Review the notes from the previous contract version.
+  - Add all pertinent information to the Notes section of the renewed contract, including:
+  * Relevant historical context
+  * Current terms and conditions
+  * Special considerations
+  * Other essential documentation
+This manual transfer of notes ensures continuity of critical contract information and maintains comprehensive documentation for the renewed agreement.
+-----
+To preserve your modifications:
+  - Navigate to the Actions section in the upper right corner of the interface.
+  - Select the "Save" option.
+This action will secure all changes made to the contract during the current editing session.
+{{:pasted:20240806-161032.png}}
+To cancel the renewal process:
+  - Select the "Revert" option from the interface.
+  - When prompted by the confirmation dialog, choose one of the following:
+  * Select "Yes" to:  Cancel the renewal process, Return to the previous contract version, Discard all unsaved     changes
+  * Select "No" to: Remain in the current renewal version, Continue with the modification process
+**Note**: This action requires careful consideration as reverting cannot be undone, and all modifications made during the renewal process will be discarded if confirmed.
+{{:pasted:20240806-161052.png}}
 ----
-Then if you are ready to submit it to be approved, click on the submit button.
+To initiate the approval process for the renewed contract:
-{{:pasted:20141218-142920.png}}
+  - Review all modifications to ensure accuracy and completeness.
+  - Locate the "Submit" button in the contract management interface.
+  - Click "Submit" to forward the renewed contract for approval.
+This action will:
+  * Lock the contract for further edits
+  * Route the document to the appropriate personnel for review and approval
+**Note**: Ensure all necessary changes have been made and saved prior to submission, as further modifications may require additional processes once the approval workflow has begun.
+{{:pasted:20240806-161230.png}}
 ----
-You'll notice the Contract ID now shows that this is the 2nd contract(1st renewal + original) since you renewed the original version.
+Contract Version Nomenclature Update:
-{{:pasted:20141218-143935.png}}
+Upon submission of a renewal, the Contract ID is automatically revised to reflect its current status in the lifecycle. The versioning system adheres to the following format:
+R[x].A[y]
+'R' denotes Renewal
+'A' denotes Amendment
+'x' represents the number of renewals
+'y' represents the number of amendments
+In this instance:
+  * The Contract ID now displays "R1.A0", indicating:
+  - This is the first renewal (R1)
+  - No amendments have been made to this renewal (A0)
+**Note**: For contracts that have undergone neither renewals nor amendments, the Contract ID is appended with "R0.A0".
+This systematic versioning provides a clear, chronological record of contract modifications, facilitating efficient tracking and management throughout the contract lifecycle.
+{{:pasted:20240806-161312.png}}

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