Automated renewals
Streamline the process of renewing an existing service or LOLER contract as it approaches its end date.
By using the details from the existing contract, the system automatically pre-populates the new contract’s renewal dialogue, allowing you to quickly review and edit the information before generation.
Renewing Multiple Contracts
This feature also lets you update or renew multiple similar contracts at the same site. You can do this by opening the renewal dialogue from the 'Primary Product'. Any changes you make here will be applied to all other selected products. If you try to update a product that isn't the primary one, the changes will only apply to that single product.
The system provides a comprehensive list of all applicable contracts, including those without an existing agreement, so you can select and renew them efficiently.
When the renewal dialogue is initiated, the new contract's details will be automatically pre-populated based on the previous contract's duration and original settings. These details can then be edited as required.
Term Start and End
This section allows you to set the start and end dates for the new contract's renewal term.
Status
Use this field to select a different name for the new contract if required. If you have pre-approved renewal prices configured, changing the contract name will automatically update the price field.
Service / LOLER price
This field is pre-populated with the most recent price entered for the selected contract.
Products for Renewal
This table displays all eligible products and their existing contracts. Products are included in this list primarily because they share the same contract name and term as the one being renewed.
Products with a tick in the AutoRenew column will be automatically renewed when you click Save. This setting is linked to the 'Renew on Expiry' checkbox in the main Contract Manager dialogue. You can toggle this value on or off by clicking on the corresponding table entry.
Contract Notes
These notes are pre-populated with details from the previous contract. Please edit them to reflect the new contract accurately.
Once you have verified the new contract terms and selected the correct products, click Save. This action will automatically renew all selected contracts.
For any existing contract that is still active (the end date has not passed), the new contract you have just created will be set to take effect automatically upon the current contract's expiry. This applies to all contracts you have renewed.
Where the end date has passed, the new contract will come into force immediately.
Multiple Product Saving (Site Save)
The Site Save feature has been designed to provide a structured and efficient way to manage contract amendments.
In addition to renewing contracts, you can save amendments to an existing contract. Clicking the 'Site Save' button at the bottom right of the Contract Manager opens a dialogue that allows you to apply any edits you make to the currently displayed Primary Product across any or all of the associated products you select in the grid.
This streamlined workflow is initiated exclusively from the primary product to ensure a clear and consistent approach to contract management, preventing potential confusion when applying changes across multiple products.
This will then open the Update Contracts dialogue.
The system can identify two distinct scenarios to handle different types of contract updates efficiently. The approach depends entirely on the relationship between the dates of the old and new agreements. This ensures that a simple, continuous renewal doesn't create unnecessary new records, while a new, separate contract is properly initiated when the old one has expired.
Scenario 1: Making Site-Wide Changes to an Existing Contract
This happens when a contract is updated with a date range that is the same or similar to the previous one. Instead of creating a new contract, the system applies the changes directly to the existing contract, affecting all selected products under that contract. This typically suggests a simple extension or modification of the current agreement without starting a new one.
Scenario 2: Raising a New Contract
This occurs when the start date of the new contract is the same as or later than the previous contract's expiry date. In this case, the system treats it as a new agreement. It creates a brand new contract for all selected products, effectively ending the previous one and beginning a new term. This is a common practice for clean breaks between contract periods or when there's a significant gap between the old and new agreements.
This mirrors some of the functionality of the Automated Renewal. Primarily to catch any missed products from the initial renewal, utilising this feature allows you to include them after the contract has already been renewed.