Contract renewals

You can automate opportunity creation in Salesforce for Contract renewals.

Contract renewals overview

Opportunities created automatically in Salesforce allows your sales team to apply pricing options from Intacct-based renewal templates. They can directly apply these prices to the renewed contract, and track line level upgrades or downgrades. Intacct-based renewal templates enable your sales team to manage the renewal process effectively in Salesforce before synchronizing the contract to Intacct.

To renew contracts automatically from Salesforce:

1. Enable contract renewal in Salesforce.
2. Set other renewal options in Salesforce.

When the criteria in the renewal template are met, a new opportunity and contract are created in Salesforce, or a new contract is created in Intacct.

The new opportunity in Salesforce is pre-populated with information from the original opportunity and Opportunity Products. You can edit the opportunity before you sync the contract to Intacct.

To renew contracts manually from Salesforce:

• Use the Intacct Contract page layout template

OR

• Update your own page layouts with Intacct renewal buttons and fields

Enable contract renewal in Salesforce

Enable contract renewals in Salesforce before renewing individual contracts.

1. Log in to Salesforce as an administrator.
2. Go to the Intacct Configuration page in Salesforce and select the Renewals tab.
3. Enable Automatically Create Renewal Opportunities and Contracts and Save your changes.

Set other renewal options in Salesforce

After you have enabled contract renewal, you can set several different options for how contracts are created at renewal.

1. Log in to Salesforce as an administrator.
2. Go to the Intacct Configuration and select the Renewals tab.
3. Set the following, as needed, and Save your changes.

Salesforce settings

Name	Description
Schedule Name	The renewal schedule name must be unique. If you have a scheduled class with the same name, change this value. This option is only available if you’ve enabled Automatically Create Renewal Opportunities and Contracts.
Preferred Start Time	You can select the time of day the scheduler checks for contracts or opportunities that need to be renewed. This option is only available if you’ve enabled Automatically Create Renewal Opportunities and Contracts.
Opportunity Default Stage	When an opportunity is renewed, the stage name set here will be the default stage of the renewed opportunity.
Opportunity Record Type	Use this dropdown list to select the record type of the renewed Opportunity. Same as original -Creates Renewal Opportunities with the same Record Type as initial Opportunities Contract Order Entry
Opportunity Grouping	If the initial Contract has multiple Opportunities, and you enable Opportunity Grouping, the Opportunities associated with the renewed Contract are grouped into one Opportunity.
Renewal Term type options	This Intacct-managed field displays the renewal term type for an Intacct contract: Term, Evergreen, or Both. You can change the renewal term type on the Contract in Intacct. You can support only Termed contracts (contracts with start and end dates), only Evergreen contracts (contracts with no specified end dates), or Both types. When you select either Evergreen or Both, Intacct enables several different infrastructure elements to support evergreen contracts in your company.
Email Alert	When enabled, an email alert is sent to the owner of the Contract before it's renewed.
Opportunity Default Fields	Use the field-mapping tool to add more default fields to the renewed Opportunity.
Opportunity Product Default Fields	Use the field-mapping tool to add more default fields to the renewed Opportunity Products.
Contract Default Fields	Use the field-mapping tool to add more default fields to the renewed Contract.

Configure renewal templates in Intacct

The Intacct Contracts renewal templates allow you to set options for your renewals, including where the contract or opportunity will be created. For more information about renewal templates, see Renewal templates in the Sage Intacct help.

When the Advanced CRM Integration is enabled in Intacct, Salesforce-specific options are available for selection:

Option	Description
Create an opportunity in Salesforce	When selected, renewal opportunities are created in Salesforce. After the opportunities are created, you must follow the procedures for converting Opportunities to Contracts as defined by your own company processes. If you set Automatically Renew Contracts on the Intacct Configuration - Renewals tab in Salesforce, when the new contract is activated, it will sync to Intacct automatically. If you have not set this option, a manual sync is required after the opportunity has been converted to a contract.
Create a contract in Intacct	When selected, a new contract is created in Intacct. This new contract is a child of the original contract.
Create renewal as in progress	When selected the booking amounts associated with the renewed contract are posted to the General Ledger and the contract is considered in effect.
Create renewal as draft	When selected the renewed contract is saved as a preliminary version. A draft contract has no effect on the General Ledger.

Termed Contracts to evergreen

The Advanced CRM Integration allows you to renew termed contracts to evergreen contracts by selecting an Evergreen Renewal Template when creating the termed contract.

It works like this: when you create a termed contract in Intacct or Salesforce, you have the option to select an Evergreen Renewal Template. When conditions are met, like the termed contract reaches its end date, the contract is automatically renewed as an evergreen contract.

Selecting an Evergreen Renewal Template when creating a termed contract streamlines the renewal process and provides flexibility and control over the length of the contract. This option might be useful to businesses that regularly renew contracts, as it reduces the administrative burden of renegotiating and reissuing contracts.

Salesforce contract page layout template

Intacct provides Salesforce page layout additions in the managed package. The package includes all the required elements for the integration, which can be used in both the Lightning and Classic interfaces.

If you’ve assigned the Intacct Contract page layout template to your user profiles, no other action is required. All users see the Create Renewal Opportunity on an existing Contract.

For more information about Salesforce page layouts, see Page layouts, or visit the Salesforce online help.

Update Salesforce page layouts with renewal buttons and fields

When using your own page layouts for the renewal process, review the Intacct Contract page layout for the relevant buttons and custom fields.

For more information about Salesforce page layouts, see Page layouts, or visit the Salesforce online help.

Renewal only contract lines

A new field was added to the Opportunity Product object in Salesforce: ia_crm__Renewal_Only__c. With this field, you can create and sync contract lines from Salesforce that are marked as renewal only. A renewal only contract line is not billed on the current contract but is included in the contract renewals for billing on the renewed contract.

Add the field to the Contract layout Field Set of the Opportunity Product to enable users to mark lines as renewal only.

Contract renewals and DBB

When you use both Intacct Digital Board Book and Salesforce CPQ, Advanced CRM attempts to match new Opportunity Products with items that exist on the original contract. The matching attempt is made when the contract renews.

If there are items on the original contract multiple times, the Advanced CRM Integration does not copy these lines to the renewal contract. Review and verify the accuracy of the renewal contract.

Contract renewal templates

We now support creating a contract renewal in a draft state. However, to use this new functionality, you need to re-sync your Contract renewal templates from Intacct to Salesforce.

Use the Intacct synchronization tool to re-sync your renewal templates.