Renewing a Contract

To initiate the contract renewal process:

1. Locate and open the specific contract due for renewal.
2. Navigate to the “Actions” section, typically situated in the upper right corner of the interface.
3. Select the “Renew” option from the available actions.

Upon initiating the renewal process:

1. The Date Information section becomes editable.
2. The Contract Name field in the Version Information section is enabled for modification.
3. Existing data is carried forward to the renewal, including:

• Product portfolio
• Lump sum items
• Distributor information
• Other relevant contract details

During the renewal process, the following modifications can be implemented:

• 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

When processing a contract renewal:

1. 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:

1. First, save the renewed contract version.
2. Re-enter edit mode for the contract.
3. Navigate to the Products screen.
4. Select the relevant product rows for volume adjustment.
5. 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.

To configure volume calculations in the Mass Update interface:

1. Enable the Estimated Quantity option by selecting its corresponding checkbox.
2. 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.

Upon selecting the data source, the interface will update as follows:

1. The label will change to “Modify by Percent.”
2. 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.

To finalize the volume adjustments:

1. Locate the “Apply” button within the Mass Update interface.
2. 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.

Contract Notes are not automatically transferred during the renewal process. Therefore:

1. Review the notes from the previous contract version.
2. 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:

1. Navigate to the Actions section in the upper right corner of the interface.
2. Select the “Save” option.

This action will secure all changes made to the contract during the current editing session.

To cancel the renewal process:

1. Select the “Revert” option from the interface.
2. 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.

To initiate the approval process for the renewed contract:

1. Review all modifications to ensure accuracy and completeness.
2. Locate the “Submit” button in the contract management interface.
3. 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.

Contract Version Nomenclature Update:

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:

1. This is the first renewal (R1)
2. 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.