Renewing a Contract

On the scheduled run of the contract renewals script (R05), renewal transactions are automatically generated for active contracts that have a target renewal date that is earlier than or equal to the current date.

The Software Vertical Contract Renewals SuiteApp also lets you generate renewal transactions for specific contracts on demand. The Renew Now feature enables you to renew contracts without any dependency on the Days Before Renewal and Restrict to Customer preferences. This feature supports single and batch renewals. For more information, see Renew Now and Renew Now: Batch Process.

The generated renewal transaction is based on the value that you set in the Transaction Type to Create field on the Contract Renewals Preferences page. You can set this preference to Opportunity, Quote (Estimate), or Sales Order. If the renewal transaction is a sales order, or when the renewal opportunity or estimate is converted to sales order, a renewal contract with a Pending status is automatically created. For information about Contract Renewals preferences, see Setting Up Contract Renewals Preferences.

After a renewal transaction is generated for the original contract, its status changes from Active to Renewal Generated. The original contract’s status changes from Renewal Generated to Renewal Processed when the status of the renewal contract becomes Active (that is, contract items are generated for the renewal contract). For more information about contract states, see Contract Workflow.

Renew Now

You can generate a renewal transaction for specific contracts on demand by clicking the Renew Now button on the contract record. This button is available for contracts that satisfy the following conditions:

Contract is not inactive.
Contract status is Active or Renewal Rejected.
Contract has at least one item that is not perpetual.
Contract has at least one item that is not excluded from renewal.
Contract has at least one item with an end date that matches the contract end date.

To generate a renewal transaction for a contract:

Go to Contract Renewals > View Records > Contracts.
Click the View link next to the contract that you want to generate a renewal transaction for.
Click the Renew Now button.

A confirmation message is shown at the top of the contract record to confirm the contract renewal status. If the renewal transaction is successfully generated, the status of the contract changes to Renewal Generated. To view the renewal transaction, click the link in the Renewal Transaction field. To view the renewal contract, go to the Renewal Contracts subtab of the original contract.

Note:

Contract Renewals SuiteApp implements a locking mechanism to prevent contracts from being processed for renewal simultaneously, which may result to duplicate renewal transactions. When a contract is processed for renewal either by Renew Now button or by R05 script, the renewal process locks the contract by setting its Queued for Renewal (hidden field) value to True to prevent the contract from being picked up again for renewal. If an error is encountered while the contract is being renewed, the renewal process sets the Queued for Renewal value back to False so that the contract can be processed again for renewal.

Renew Now: Batch Process

Software Vertical Contract Renewals supports bulk renewal of contracts.

First, you need to create a saved search that defines the contracts to be renewed. The saved search must be Contract type and set to Public. Then, you can select this saved search on the Renew Now: Batch Process page to process the bulk renewal of contracts.

By default, only users with an administrator role have access to the Renew Now: Batch Process page. Administrators can edit the Renew Now: Batch Process script deployment record to give access to other roles who will perform bulk renewals.

To set up the roles for Renew Now: Batch Process:

Using an Administrator role, go to Customization > Scripting > Scripts.
Click the plus icon on the Filters to expand, and select Suitelet in the Type field.
Look for SWE R05 Renew Now Batch Process, and click the Deployments link.
Click the Edit link for customdeploy_swe_r05_batch_renew_now.
On the Audience subtab, select the roles that will perform batch processing of renewals in the Roles field. Users with the roles that you selected in this field will have access to the Renew Now: Batch Process page. To select multiple roles, hold down the CTRL key on your keyboard while clicking each role.
Click Save.

Note:

Starting April 2024, roles that use the Renew Now: Batch Process custom record must be added to the Permissions subtab of the custom record, with access level specified. This should be done as compliance to systemwide security guidelines; otherwise, your roles will not have access to the custom record.

To renew contracts by bulk:

Create a contract saved search that defines the list of contracts that you want to renew.
1. Go to Lists > Search > Saved Search > New.
2. Select Contract.
3. On the saved search definition page, enter a title for the contract saved search and check the Public box.
4. On the Criteria subtab, specify the criteria for the contracts that you want to renew.
5. On the Results subtab, set the Sort By field to ID and keep the Descending box cleared.
6. Click Preview to preview the list of contracts that will be processed for renewal based on the criteria that you specified for this saved search. Review the list of contracts. Click Return to Criteria to modify the search criteria or to save the contract search.
7. When you are done setting the criteria for the saved search, click Save.
For more information about defining a saved search, see Defining a Saved Search.
Go to Contract Renewals > Renewals Automation > Renew Now: Batch Process.
On the Renew Now: Batch Process page, select the contract saved search that you created. The Saved Search field shows only Contract type saved searches that are set to Public.
Click Submit.

A message appears at the top of the page to confirm the status of the bulk renewal. If your role permits, you can click the link on the confirmation message or go to Customization > Script > Scheduled Script Status to check the status of the renewal script.

For information about the contracts processed, check the script execution logs.