Improved Contract Renewal Process

What's New?

Significant enhancements have been made to the opportunity renewal process by incorporating invaluable client feedback. Swiftly renew contracts according to your tailored preferences using the new renewal screen. 

Whether you need to create individual or bulk renewals, this improved process heavily alleviates the burden of unintentional mishaps and repetitive tasks. 

Key Improvements:

• Enhanced Renewal Screen and Workflow: Experience a redesigned renewal screen and improved functionality.
• Pricing: Initiate updates without recalculating prices associated with items, kits, and services. 
• Bulk Renewals: Use the opportunity renewal workflow when renewing multiple contracts simultaneously. 
• Item Catalog: Updates made to Item Catalog information (name, descriptions, costs, etc.) before creating a renewal will be reflected in the renewal for both items within kits and single items wherever the item or kit appears. 

💭 New Contract Renewal Screen Overview

The Opportunity Renewal screen has been restructured so you can make more informed decisions about renewing your contract(s). This opportunity renewal screen appears after you choose to renew a won contract  individually or in bulk. 

1. Takeoffs 
   • Update Takeoffs with Current Property Information - choose to update using the current takeoff information for the property associated with the contracts. Only takeoff quantities will be updated; other quantity values will remain unchanged. 
   • Copy Takeoffs from Renewed Opportunity - when this option is selected, updated takeoff quantities will not be reflected in the renewal. Instead, the takeoffs established in the original opportunity are reflected. 
2. Service Name - this new option eliminates the need to enter service display names manually.
   • Update Service Display Names from Service Catalog - pull service names directly from the Service Catalog within the Administration menu. 
   • Copy Service Display Names from Renewed Opportunity - transfer service names from the original opportunity to the renewal. 
3. Prices - this option allows you to keep the prices established in the original opportunity in the renewal or update the price with or without markups, given the current cost changes of items, kits, and services. 
   • Keep previous Service Prices from renewal - carry the prices established in the original opportunity over to the renewed opportunity without including markups. 
   • Update Service Prices, based on current catalog Item Costs with renewal Markups - recalculate the price using the current cost of items in the item catalog and the markups used in the original opportunity. 
   • Update Service Prices based on current catalog Item Costs with current Markups -  recalculate the price using the current cost of items in the item catalog and current markups established at the system level. 
4. Visits Checklists - this is a new option for opportunities with existing visit checklists. You will always see this option displayed even if the Opportunity or Service Catalog does not contain visit checklists. 
   • Update Visit Checklists from Service Catalog - update the services based on service catalog configurations from the administration menu. 
   • Copy Visit Checklists from Renewed Opportunity - transfer the visit checklists within the original opportunity to the renewal. 
   • Decide whether to transfer visit checklists from the original opportunity.
5. Schedule an Event Assignment - formerly known as Copy Default Routes. 
   • Reset Default Routes and Sequence Numbers - remove routes and sequence numbers from the renewed opportunity. 
   • Keep Default Routes and Sequence Numbers from Renewed Opportunity - keep the routes and sequence numbers set in the original opportunity. 

Keep in mind

• Item catalog and markup changes can only be made from the Administration menu if admin permission is assigned to your user role.
• If you choose to update the price with updated markups and a pricing override is enabled within the system, the value set by the override will be reflected in the price, not the updated markup value.  

Renewal Admin Settings 

As a system admin, you can preselect opportunity renewal options and choose whether or not users can change the settings you have defaulted. Changes made at this system level automatically reflect on the Opportunity Renewal screen.

Configure Admin Renewal Options

Take these steps to access contract renewal settings as an admin. 

1. Go to System Settings > Administration. 
2. Select Estimating. 
3. Click Renewals. 
4. Select the settings that you want to set as default.  
   1. If you do not check Allow Users to Change Renewal Options, the selections you make can not be changed by users. 

Opportunity Branch Override 

To ensure an accurate reflection of branch settings, the state of your Opportunity Branch Override system setting will apply to opportunities created using the Save as Template feature, opportunity renewals, and copied opportunities feature when it is selected before taking one of the described actions. 

When the Opportunity Branch Override is checked before a contract is renewed, the branch in the Opportunity Branch override field of the original opportunity will carry over to the renewed opportunity. When the opportunity branch override is not checked, this will appear as a blank field on the contract renewal.

Pay Codes

So that you no longer need to manually input pay code information, default, and override pay codes existing on the original opportunity of a renewed contract, which are now automatically transferred. If the original contract does not have existing default or override pay codes, the system pulls pay code information from the service catalog instead. 

Bulk Action  

To improve the bulk action workflow on the Opportunity advanced search list screen, the changes listed below have been made:

• Bulk renewed opportunities will be set to Bidding status instead of Approved to ensure you can swiftly create estimates.
• The Renewal screen will appear when renewing opportunities in bulk from the Opportunity advanced search list so that you have the same control over what information is transferred to the renewal as you would when renewing an opportunity individually from the Opportunity details screen.
  • You should be able to bulk renew up to five hundred opportunities at a time without receiving a timeout error. However, it can take a few minutes to complete.