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Using the Maintenance Bulk Renewal Tool

Renewing Maintenance Contracts

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.

Overview

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.

Renewals Page Layout #

The Renewals page will show basic information about the Contracts that meet the selected Filters. An example of the renewals page is below.

  1. The Filter Button – When this button is orange, it indicates that a Filter is currently being applied to the page. Clicking will allow the filtering options to be changed. A more detailed breakdown of what can be filtered will be shown further in this document.
  2. Jobs can be searched for within the the filtered list.
  3. Set Defaults – When any contracts are selected, the ‘Set Defaults’ button will allow the default Renewal Options for those selected jobs to be set. It will not be clickable if there are no contracts currently chosen.
  4. Renew Jobs – The selected contracts can be renewed based on their selected options.
  5. Contract information
    • Job name and number (can be used to sort)
    • Account name (can be used to sort)
    • Contracted Services
    • Contract Start/End date (can be used to sort)
    • Sales Person (can be used to sort)
    • Profit (Estimated/Actual) (can be used to sort)
    • Renewal Status – has contract been renewed; if it has been renewed is it an Estimate or has it been renewed been Won (can be used to sort)
  6. Renewal Options – The default values that will be used on renewal, including pricing changes. This section can be expanded to adjust the values for a specific contract.

Filtering the Renewals #

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.

Dates

  • Contract Start (based on the Contract Start date of the Job)
  • Contract End (based on the Contract End date of the Job)
  • Expiry Date

Job Details (these can all have multiple options selected)

  • Division (the Division of the Job)
  • Job Type (the Job Type of the Job)
  • Region (the Region of the Account)
  • Sales Person (Sales Person assigned to the Job)
  • Job Status (Job Status – Open/Closed)
  • Renewal Status (Has the Job been renewed yet)
  • Service Category (Service Categories on the Job)
  • Services (Services on the Job)

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.

Renewal Status #

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.

  1. No – The Contract has not yet been renewed at all.
  2. Yes – The Contract has been renewed and the the subsequent Estimate was Won.
  3. Estimate – The Contract has been renewed to the Estimate, but the Estimate has not yet been Won. All of the Estimate sub-statuses are available.
    • Draft Review
    • In Progress
    • Submitted to Client
    • Lost
    • Old Version
    • Expired

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.

Changing the Filter #

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.

Setting the Renewal Defaults #

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.

  1. Opportunity Name/Estimate Name
    • {Prior Name} – Use the name of the existing Opportunity and Estimate
    • Tag options:
      • {Account Name} – This will use the Account Name as part of the naming
      • {Year} – The current Year will be used in the naming
      • {Contact Last Name} – The last name of the Primary Contact will be used in naming
      • {Job Type} – The current Job Type will be used in naming
    • The Tags can be used together if desired and specific text can also be used. Select the Tags from the ‘Tag’ dropdown.
  2. Lead Source
    • {Selected} – Use the selected Lead Source (from the individual Renewal Options)
    • {Original} – Use the same Lead Source as the original Opportunity
    • Specific selection – choose the specific Lead Source to be used. List based on the available Lead Sources
  3. Outcome Reason
    • {Selected} – Use the selected Outcome Reason (from the individual Renewal Options)
    • {Original} – Use the same Outcome Reason as the original Opportunity
    • Specific selection – choose the specific Outcome Reason to be used. List based on the available Outcome Reasons (Won)
  4. Copy Files – Copy the Files from the original Estimate
  5. Pricing
    • Increase Prices by % – a specific percentage can be entered. Pricing will be increased by the specified percentage. The Costs of the items within the Service will also be refreshed.
    • Refresh Costs – The costs (including Overhead markup) will be refreshed, while the price of the Estimate will be kept the same (as close as possible).
    • Refresh Costs and Prices – Both the costs and the prices of the Services will be updated based on the current Costbook values.
  6. Renew To
    • Estimate – A new Opportunity and Estimate will be created. The Estimate can then be reviewed and Won individually if desired. They can can also be filtered and viewed in the renewals page and Won in bulk if desired.
    • Job – A new Opportunity and Estimate will be created and the Estimate will be Won, creating the new Job.

Viewing the Renewal Options on Jobs #

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.

  • New Opportunity
    • Name – The name of the original Opportunity will be listed. Can be edited if desired. If defaults are applied, this will be overwritten.
    • Lead Source / Lead Source Details – Original information will be listed. Can be edited if desired. If defaults are applied, this will be overwritten.
    • Outcome Reasons – Original information will be listed. Can be edited if desired. If defaults are applied, this will be overwritten.
  • New Estimate
    • Name – The name of the original Estimate will be listed. Can be edited if desired. If defaults are applied, this will be overwritten.
    • Contract Start / End – Adds 1 year to original Start/End date.
    • Copy Files – Copy the Files from the original Estimate to the new one.
  • Pricing
    • Increase Prices by % – a specific percentage can be entered. Pricing will be increased by the specified percentage. The Costs of the items within the Service will also be refreshed.
    • Refresh Costs – The costs (including Overhead markup) will be refreshed, while the price of the Estimate will be kept the same (as close as possible).
    • Refresh Costs and Prices – Both the costs and the prices of the Services will be updated based on the current Costbook values.
  • Renew To
    • Estimate – A new Opportunity and Estimate will be created. The Estimate can then be reviewed and Won individually if desired. They can can also be filtered and viewed in the renewals page and Won in bulk if desired.
    • Job – A new Opportunity and Estimate will be created and the Estimate will be Won, creating the new Job.
  • Renew Button – Renew this specific Job based on the selected options.

Renewing the selected Jobs #

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