Evergreen templates—Contracts

An evergreen template defines a set of actions Sage Intacct will perform when a recurring billing period on an evergreen contract line ends. The following are examples of what an evergreen template can do:

• Determine when to close the contract line for the previous recurring billing period and create the contract line for the next recurring billing period.
• Determine the pricing source for the recurring billing period
• Send an email to the customer notifying them that the recurring billing period is ending and a new one is beginning.

About evergreen auto-renewals

An evergreen contract line shows the scheduled billing and revenue for the in progress recurring billing period for an offering and tracks the recurring billing period history. The recurring billing period is based on the contract line's Billing frequency, which can be monthly, quarterly, or annually.

Typically when a recurring billing period ends, Intacct creates a new contract line with the same contract line number for the next recurring billing period and assigns it a period order value. It closes the contract line for the previous recurring billing period and sets the contract line for the next recurring billing period to "In progress".

The evergreen template defines when Intacct creates the contract line for the next recurring billing period and what the default pricing option is. For example, you might want to have Intacct create the contract line for the next recurring billing period 7 days before the end of the recurring billing period, and you might want the price to default to the original flat/fixed amount.

The start date for the new recurring billing period is the previous recurring billing period end date plus 1 day.

If the evergreen template includes notifications, Intacct sends any emails to internal employees or to the customer after the specified number of recurrences (which can be before or after the new contract line start date). You can continue to recognize revenue, recognize expenses, or generate invoices from the closed contract lines as applicable.

Learn more about recurring billing periods.

Add an evergreen template

Create as many evergreen templates as you need that are tailored for your company, and then reuse the evergreen templates across contracts.

1. Go to Contracts > Setup > Templates and select Add (circle) next to Evergreen.

2. In the Identification details section, do the following:

   • Enter a short identifier for the renewal template in the Renewal template ID field.
   • Enter a meaningful description in the Description field.
   • Accept the default Status selection of Active or if you do not want the current template to be available for use yet, use the Status dropdown list to select Inactive.

3. In the Recurrence options section, do the following:

   • Enter the number of Days before or after the "In progress" contract line end date that Sage Intacct will create the contract line for the new recurring billing period.

     The best practice is to set the number of Days to either 0 or 1 day Before the recurring billing period end date. This eliminates confusion over which is the contract line for the current recurring billing period and gives you more time to change the "In progress" contract line.

     • If you use 0, Intacct creates the new recurring billing period after midnight (plus any offset) on the new recurring billing period start date.
     • If you use 1, Intacct creates the new recurring billing period after midnight (plus any offset) on the new recurring billing period start date minus 1.

     For example, say that the recurring billing period is monthly, billing is set to the calendar month (01 - month end), and today is May 26.

     Number of days before the recurring billing period end date defined on the evergreen template	Date the contract line for the next recurring billing period will be created and the contract line for the previous recurring billing period will be closed	"In progress" recurring billing period on May 26
     0	June 01	May 01 - 31
     1	May 31	May 01 - 31
     7	May 25	June 01 - 30

     Select the desired Pricing option.

4. In the Customer email section of the Notification section, indicate whether you want to have Intacct send an email to the customer as part of the new recurring billing period creation process. If yes, do the following:

   • Select an Email template.
   • Enter a value in the After number of recurrences field. For example, say you have an evergreen contract for a monthly subscription and you want to notify the customer every 12 months to thank them for being a loyal customer. You would enter 12 in this field.

5. In the Internal email alert section of the Notification section, indicate whether you want to have Intacct send an email to employees of your company as part of the new recurring billing period creation process. If yes, do the following:

   • Select an Email template.
   • Enter a value in the After number of recurrences field.

6. Select Save.

Edit an evergreen template

Changes made to an evergreen template apply to new evergreen contracts with which the evergreen template is associated going forward. If you edit the Days or Recurring billing period end date fields in an evergreen template, you also have the option to sync your changes to existing evergreen contracts. Syncing updates the trigger date on in-progress contracts associated with the template. Learn more about syncing evergreen templates.

1. Go to Contracts > Setup > Templates > Evergreen.

2. Find the template that you want to edit.

3. Select More actions > Edit at the end of the row.

4. Make your changes.

   If you modified the Days or Recurring billing period end date fields, a popup appears with the following options:

   • Select Sync to update the trigger date for in-progress contracts associated with this template. During the sync, the template and associated contracts are locked to prevent concurrent changes. When the sync is complete, you'll receive an email notification.
   • Select Do not sync if you do not want to sync now. You still have the option to sync the trigger date to all or some contracts at a later time.
   • Select Cancel to continue editing the template.

5. Select Save.

1. Go to Contracts > Setup > Templates > Evergreen.

2. Select Edit next to the applicable template.

3. Edit the desired fields and select Save.

   If you modified the Days or Recurring billing period end date fields, a popup appears with the following options:

   • Select Sync to update the trigger date for in-progress contracts associated with this template. During the sync, the template and associated contracts are locked to prevent concurrent changes. When the sync is complete, you'll receive an email notification.
   • Select Do not sync if you do not want to sync now. You still have the option to sync the trigger date to all or some contracts at a later time.
   • Select Cancel to continue editing the template.

View an evergreen template

1. Go to Contracts > Setup > Templates > Evergreen.

2. Find the template that you want to view.
3. Select the template's ID.

1. Go to Contracts > Setup > Templates > Evergreen.

2. Select View next to the applicable template.

Delete an evergreen template

You can delete an evergreen template if it has not been used by contracts. This removes the template from Intacct. Alternatively, you can deactivate a template (change the status to Inactive), which prevents it from displaying in any template selection lists but retains the template for historical purposes.

1. Go to Contracts > Setup > Templates > Evergreen.

2. Find the template that you want to delete.

3. Select More actions > Delete at the end of the row.

4. Select Delete to confirm.

1. Go to Contracts > Setup > Templates > Evergreen.

2. Select Delete next to the applicable template.

   Intacct prompts you to confirm the delete.

3. Select OK.

   The template is removed from the list.

Field descriptions

Evergreen templates field descriptions

Field	Description
Evergreen template ID	A short identifier for the evergreen template. This ID will appear in any applicable selections lists in Intacct.
Description	A meaningful description of the evergreen template that can help users select the correct one. For example, "Same price, customer e-mail after 11 occurrences".
Status	Select Active or Inactive. If you select Active, the template will be available for use. If you select Inactive, the template will not be available for use. You can change the template's status as desired.

Recurrence options

Recurrence options field descriptions

Field	Description
When Days Recurring billing period end date	The number of Days Before or After the recurring billing period end date that the system should create the contract line for the next recurring billing period. The best practice is to set the number of Days to either 0 or 1 day Before the recurring billing period end date: If you use 0, Intacct creates the new recurring billing period after midnight (plus any offset) on the new recurring billing period start date. If you use 1, Intacct creates the new recurring billing period after midnight (plus any offset) on the new recurring billing period start date minus 1. This eliminates confusion over which is the contract line for the current recurring billing period and gives you more time to make changes to the "In progress" contract line. See an example. See Company Information for information on defining the Scheduled job execution offset. Editing this field triggers the option to sync your changes to existing contracts. Learn more about syncing templates.
Pricing	Options are: Same as original: the contract line for each new recurring billing period will use the same Flat/fixed amount as the first recurring billing period. Suggested price: the contract line for each new recurring billing period will use the Flat/fixed amount from the billing price list specified on the contract. If there's no billing price list defined on the contract, Intacct cannot create the new recurring billing period and the auto renewal will fail. Custom: requires the user to manually set specific override amount values on the "In progress" contract line for the next recurring billing period or series of recurring billing periods.  Markup or markdown: Intacct will either discount or mark up each recurring billing period by the indicated percentage or actual amount. Typically you would only use this option if all of the contract lines on the contract have annual billing frequency. Choose one of the following. Percentage markup Percentage markdown Actual markup Actual markdown For percentages, indicate the percentage as a whole number (for example, 5). For amounts, indicate the amount value (for example, 500.00). Override evergreen amounts specified on a contract line override all evergreen template pricing options.

Notification: Customer email

Notification: Customer email field descriptions

Field	Description
Send to customer	Indicate whether or not to send an email to the customer as part of the new recurring billing period creation process.
After number of recurrences	The number of recurrences after which Intacct sends the customer email. For example, say you have an evergreen contract for a monthly subscription and you want to notify the customer every 12 months to thank them for being a loyal customer. Enter 12 in this field. Intacct sends an email on periods 12, 24, 36, and so on.
Email template	Use the dropdown list to select the email template you want to use for the customer notification email. The email template can contain the appropriate From/To email address parameters and customized text. Learn more about email templates.

Notifications: Internal email alert

Notifications: Internal email alert field descriptions

Field	Description
Send email alert	Indicate whether or not to send an email to your sales team or other internal reviewers as part of the new recurring billing period creation process.
After number of recurrences	The number of recurrences after which Intacct sends the internal email. For example, say you enter 5 in this field. Intacct sends the internal email on periods 5, 10, 15, 20, and so on.
Email template	Use the dropdown list to select the email template you want to use for the internal notification email. The email template can contain the appropriate From/To email address parameters and customized text.