1. Order Management
  2. Sales Orders and Cash Sales
  3. Software Vertical Contract Renewals
  4. Setting Up Contract Renewals
  5. New Forms, Fields, and Records for Contract Renewals

New Forms, Fields, and Records for Contract Renewals

The Software Vertical Contract Renewals SuiteApp uses forms, fields, and records that are available only when the SuiteApp is installed.

The following objects are created in your NetSuite account when you install this SuiteApp:

Contract Renewals tab

The Software Vertical Contract Renewals SuiteApp creates a custom center tab named Contract Renewals. This tab contains reports and other links related to Contract Renewals.

You can customize this tab to show the KPIs and other metrics that you use in managing your software business. For more information, see Contract Renewals Reports and KPIs.

Contract record

The contract record holds all of the install base information including start and end dates, customer and end user, renewal date, and each contract item.

You can access contract records from the sales transaction or customer record that is associated with the contract. You can also view a list of contracts when logged in as an administrator by going to the Contract List page. For more information, see Viewing a Contract.

For information about contracts, see Contract Creation Process and Managing Contracts.

Contract Item records

Contract items are created from the line items of transactions.

You can access contract item records from the contract or customer record, or by going to the Contact Item List page.

On the Contract Items subtab of item records, you can also view a list of contracts that is associated with the item.

Note:

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.

Platform transaction forms

The SuiteApp includes platform forms for each transaction type that can generate contracts and contract items: quote, opportunity, sales order, cash sale, credit memo, and return authorization. You can customize these forms.

For more information, see Setting Preferred Forms for Contract Renewals.

Platform item fields

Item records define how contracts and contract items are generated. For more information, see Setting Up Items for Contract Renewals.

Channel subtab on transactions

If you manage reseller and distributor relationships, you can track this on the Channel subtab of transaction forms. For more information, see Support for Multiple Sales Channels.

Contract Items script (R03)

This script generates contract items from transactions at scheduled times.

The following script deployment records are included with this script:

  • R3: Create Contract Items

  • R03: Create Contract Item hourly

Both script deployments are initially set to Not Scheduled. You can use the R03: Create Contract Item hourly script deployment record to set a regular schedule for contract item creation. For information about setting the timing of this script, see Setting Up Schedules for Contract Item Creation and Contract Renewal.

Contract Renewals script (R05)

This script creates contract renewal transactions some time before the end of contract terms. By default, renewal transactions are generated based on the value of the Days Before Renewal preference. For more information, see Setting Up Contract Renewals Preferences.

The following script deployment records are included with this script:

  • Create Renewal Transactions

  • R05: Create Renewal Trans nightly

Both script deployments are initially set to Not Scheduled. You can use the R05: Create Renewal Trans nightly script deployment record to set a regular schedule for contract renewal. For information about setting the timing of this script, see Setting Up Schedules for Contract Item Creation and Contract Renewal.

For a complete list of objects that are included in the Software Vertical Contract Renewals SuiteApp, go to Customization > SuiteBundler > Search & Install Bundles > List. Click the SWV Contract Renewals SuiteApp, and click the Components subtab.

Default Forms for Contract and Contract Item Records

Enhanced contract and contract item forms are available in Software Vertical Contract Renewals version 16.1. The enhanced forms display the Contract Items subtab as the default subtab for contract records, and the Contract Item Details subtab as the default subtab for contract item records. The following table shows the details of the old standard forms and the enhanced forms for contract and contract item records.

Record Type

Standard Form

Enhanced Form

Contract

Form Name: Standard Contract Form

Subtabs:

  • Notes

  • Files

  • Contract Items

  • Transactions

  • Renewal Contracts

  • Deleted Contract Items

Form Name: Contracts Form

Subtabs:

  • Contract Items

  • Transactions

  • Renewal Contracts

  • Notes

  • Files

  • Deleted Contract Items

Contract Item

Form Name: Standard Contract Item Form

Subtabs:

  • Notes

  • Files

  • Contract Item Details

Form Name: Contract Item Form

Subtabs:

  • Contract Item Details

  • Notes

  • Files

By default, these enhanced forms are assigned as the default form for contract and contract item records for users with a Renewals Manager [SWE] or Sales Person role. If you want to set these forms as the preferred forms for custom roles, do the following.

To set the preferred contract and contract item forms for custom roles:

  1. Go to Setup > User/Roles > Manage Roles.

  2. Edit the role.

  3. Click the Forms subtab.

  4. Click the Custom Records subtab.

  5. Check the box in the Preferred column for Contracts Form and Contract Item Form.

  6. Click Save.

Related Topics

General Notices