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When there are multiple Maintenance Contracts that need to be renewed, it can be useful to be able to do them in batches. The bulk renewals for Maintenance contracts can be used to help find those contracts that need to be renewed and then renew all of the selected ones. This tool can be accessed through the Production menu – Production -> Renewals.
The list of renewable Maintenance jobs (contracts) can be accessed in Manage360 from the Production -> Renewals menu. When this page is accessed, it will automatically be Filtered to only show the contracts that are ending within the next 3 months (the Filter button will be highlighted orange).
The list can be filtered based on contract dates, as well as the Divisions, Services, Sales Person, Job Type and other relevant contract details in order to help narrow down the list of contracts to be renewed.
Additionally, it is also possible to set the details for the renewals in bulk on the renewals list page. These details can include information like the new Opportunity and Estimate name, as well as Pricing options. It is also possible to renew jobs to the estimate (Opportunity and Estimate created) or all the way through to the job (Estimate will be won) for all the selected contracts.
The Renewals page will show basic information about the Contracts that meet the selected Filters. An example of the renewals page is below.
In order to make the renewals list more manageable, the Filter button can be used to only show the contracts that meet specific criteria. As indicated previously, the default filter when the page is first opened will include all Maintenance Jobs that are ending within the next 3 months.
Clicking on the Filter button will display the possible Filters that can be used. An explanation of each will be listed below.
Job Details (these can all have multiple options selected)
Once the appropriate filters have been selected, click the ‘Apply Filter’ button. Any jobs that meet the specified criteria will now be visible. Depending on the criteria – if it is overly broad – this list may take a bit longer to load to show all the selected jobs.
The Renewal Status is used to indicate where the renewal process is currently for a specific contract. Has it been renewed yet or if it is an Estimate, what phase is it currently in.
If the Jobs have been renewed to either the Job or the Estimate, then links to either (Job or Estimate) will be provided in the Renewal Status section.
If there is missing or incorrect information in the Renewal section, this will be shown with an icon. Additionally if the section is expanded, the issues will be highlighted in red.
If the jobs on the Filtered list are changed and then the filter is changed before the Jobs have been renewed, a message will appear indicating that any changes will be lost.
When renewing a Maintenance Job – whether in bulk or individually – a new Opportunity and Estimate are created. Because of these, information about the naming of these is required and since it may not be practical to rename every Opportunity when renewing in bulk, it is possible to set the default values for these items. Additionally, pricing changes can also be applied to the jobs to be renewed. The pricing is applied at the Estimate level and not at the Service level.
Once some contracts have been selected (by using the check boxes on the left side), then the Set Defaults button can be clicked to allow editing of these default values. For the Opportunity and Estimate names we have added ‘Tags’ which allow a standard naming convention to be used on all selected items. Clicking on ‘Apply Defaults’ when done will set the values on all of the selected Jobs in the list.
Each job in the list has a Renewal Options section that is collapsed by default and shows a summary of what will be done on renewal. To see more details about those options and to set specific options for each job, the Renewal Options can be expanded. The same options as those in the ‘Set Defaults’ will be visible here.
Once the Jobs have been filtered and the defaults have been applied (or individual jobs have had their Renewal Options set), the selected jobs (using the check boxes) can be renewed using the ‘Renew Jobs’ button. This will apply all of the chosen renewal options and complete the renewal process. When clicking the ‘Renew Jobs’ button, there will be a confirmation prompt.
Depending on the filtering options selected, the Jobs may still be visible in the list, but their Renewal Status will be updated.
Any jobs that are fully renewed (Renewal Status = ‘Yes’) can still be viewed in the list, but can no longer be selected (as they are already renewed). A link to the Job will be available