Contract Manager - Creating Renewal Contracts
Quick Intro
For medium-to-long-term berthing contracts, each boat in Havenstar has two contract slots - the Current slot, and the Renewal slot. When a customer's contract is approaching its end, the first step of the renewal process is to generate and cue up a new contract in the Renewal slot. This can be done in bulk, and this article demonstrates how.
Where to Find It
This function can be accessed via the Create Renewals option in your Nav Bar, or by going to the Contract Manager, and navigating to the Create Renewals tab.
Step 1 - Finding Candidates for Renewal
The first step is to fetch the list of contracts that are ending. This process can be started at any time, there is no restriction on which contracts you can start renewing, so you can do this several months in advance, if you need.
Step 2 - Selecting Renewal Options
The next step is to configure how the renewing contracts will be configured. Most of the time, you will probably want to simply duplicate the customer's current contract. Review each option in turn and decide how you want to proceed.
Step 3 - Start
After clicking Start, you will be presented with a report of which contracts were successfully generated, as well as any errors that were encountered. You should review these and make any corrections as necessary.
Notes & Tips
- You're free to run this process as many times as you like - if you make a mistake you can use the "Overwrite" option to simply run it again and replace what you did before.
- Once the renewals have been created, you are free to make ad hoc changes to them individually as you go.
- This process can be used for managing annual April renewals, monthly rolling contracts, or renewals that start at different times of the month.
- If you are discontinuing a product/contract type, you can use the combination of Charging Type filter and the Renewal Charge Type to move customers to a new tariff as part of this process.
- As always, try it out in your test/training database if you're not sure.
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