Contract Renewals Best Practices
The following are best practices that you can follow to avoid known issues and optimize use of the Contract Renewals SuiteApp.
Customizations Affecting Items
Any customization that restricts item availability should allow the Zero Price Item to be accessible to all transactions.
Issue with Using Make Copy on Customer Records with Contract Items
In accounts with Make Copy available under Actions, do not use this to create copies of Customer records with Contract Items. Doing so may also create copies of the Contract Items in the duplicate Customer record, which will cause issues. If you want to use Make Copy to create a duplicate of a Customer record with Contract Items, you should remove the Contract Items from the Customer record first. Or, you can avoid using the Make Copy action and create a new Customer record instead.
Transaction and Renewal Limits
SWV Contract Renewals SuiteApp follows the transaction record limits on the number of lines that can be submitted and displayed for transactions. Follow the guidelines in this section to ensure that your contract renewals do not exceed the maximum number of lines or items. For more information, see Limits for Display of Transaction Lists and Sublists.
These limits were tested for the sales order creation process within the SuiteApp:
-
For display of transaction lines – The maximum number of lines that can appear on a transaction record sublist is 10,000 lines.
-
For submission of transactions – The maximum number of lines submitted through the user interface is 500 lines. For transactions submitted through CSV import or SOAP web services, the limit is 5,000 lines.
For more information about line limitations in NetSuite, see Line Limitations for Transactions.
The contract item creation script (R03) can successfully process sales orders (including upsells) with up to 10,000 lines. However, the contract renewal script (R05) can process only up to 5,000 items for renewal. When a contract with more than 5,000 items is processed for renewal, the R05 script will fail and the contract will not be renewed.
The following data has been tested for the SuiteApp. Tests were done using basic processes for sales order creation, contract item creation, and contract renewal, without any customizations.
|
Items on the sales order (including upsell) |
Items on the contract record (processed by R03) |
Items on the renewal contract (processed by R05) |
|---|---|---|
|
800 (combination of license term items and M/S items) |
800 |
800 (excluding non-renewable items) |
|
1,000 license term items |
1,000 |
1,000 |
|
1,500 license term items |
1,500 |
1,500 |
|
3,000 license term items |
3,000 |
3,000 |
|
5,000 license term items |
5,000 |
5,000 |
|
5,001 license term items |
5,001 |
No renewal transaction |
|
10,000 license term items |
10,000 |
No renewal transaction |
Authorizing Returns in Contracts and Sales Orders
In authorizing returns in contracts and sales orders, if you have enabled scripts R01A and R01B in Contract Renewals Preferences and you have more than 100 items, this may cause an error. To prevent this, you can limit the number of items to 100 or less. But if you cannot limit the number of items in your contracts or sales orders, you can disable R01A and R01B scripts temporarily. This can be done by editing Contract Renewals > Setup > Contract Renewals Preferences. When the scripts are disabled, you can proceed with processing the authorized returns in sales orders or contract records without encountering errors. Then, after you have authorized the returns, you can enable the scripts again.