Renewal templates—Contracts

A renewal template defines a set of actions Intacct will perform when a contract reaches its end date. The following are examples of what a renewal template can do:

• Determine when to close the source contract and create a new contract. The new contract will have a child relationship to the parent source contract.
• Send an email to the sales team a set number of days prior to the end of a contract alerting them that the contract is up for renewal.
• Send an email to the customer notifying them that their contract is up for renewal.

If you’re subscribed to the Intacct Advanced CRM integration, see the Advanced CRM Integration Help Center for information on how contract renewals work with Salesforce.

About contract renewals

If you indicate that a contract is subject to renewal, you’ll assign a renewal template to the contract. The renewal template has a default renewal length and period that you can change on the contract as applicable. You also select the contract lines to include in the renewal (for example, a support contract line is renewed while a one-time setup fee contract line is probably not renewed).

On the renewal trigger date, Intacct sets the state of the original (source) contract to "Renewed" and creates a new child contract, which only contains contract lines that were selected for renewal. The start date of the new contract is the source contract end date plus 1 day. You can continue to recognize revenue, recognize expenses, or generate invoices for the source contract as applicable.

If the renewal template includes notifications, Intacct sends any emails to internal employees or to the customer on the applicable dates, which can be before or after the renewal trigger date.

Add a renewal template

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

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

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 Renewal options section, do the following:
   • Indicate whether to Create contract as an In progress or Draft contract.
   • Enter the number of Days before or after the source contract end date that Intacct will create the renewal.
     Although there's an option to create a renewed contract After the original contract ends, Intacct strongly recommends you leave the default Before. If you select After, you will not be able to change certain contract header details on the renewed contract as it will already be started.
   • Use the dropdown list to select the Default term (Days, Months, or Years), then enter the number of periods covered by the renewal. For example, 12 Months.
   • 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 renewal process. If yes, do the following:
   • Select an Email template.
   • Enter the number of Days before or after the source contract renewal date that Intacct will send the customer email.
5. In the Internal email section of the Notification section, indicate whether you want to have Intacct send an email to employees of your company as part of the renewal process. If yes, do the following:
   • Select an Email template.
   • Enter the number of Days before or after the source contract renewal date that Intacct will send the internal email.
6. Select Save.

Edit a renewal template

Changes made to a renewal template will apply to new contracts with which the renewal template is associated going forward. If you edit the Renewal action, Days, or Contract end date fields in a renewal template, you also have the option to sync your changes to existing contracts. Syncing updates the trigger date on in-progress contracts associated with the template. Learn more about syncing renewal templates.

If you want to change pricing options or email preferences for renewal templates that are in use, the best practice is to create new renewal templates with the desired options. Then change the renewal template assignments for the applicable In progress contracts. This makes it easier to verify renewal data over a contract's term.

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

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 Renewal action, Days, or Contract 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 > Renewal.

2. Select Edit next to the applicable template.

3. Edit the desired fields and select Save.
   

   If you modified the Renewal action, Days, or Contract 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 a renewal template

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

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

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

2. Select View next to the applicable template.

Delete a renewal template

You can delete a renewal template if it has not been used by any 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 > Renewal.

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 > Renewal.

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

Renewal template field descriptions

Field	Description
Renewal template ID	A short identifier for the renewal template. This ID will appear in any applicable selections lists in Intacct.
Description	A meaningful description of the renewal template that can help users select the correct one. For example, 12-month, 5 percent markup.
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.

Renewal options

Renewal options field descriptions

Field	Description
Create renewal as	Options are: In progress: The booking amounts associated with the renewed contract are posted to the GL and the contract is considered in effect. Draft: The renewed contract is saved as a preliminary version. A draft contract has no effect on the General Ledger. Editing this field triggers the option to sync your changes to existing contracts. Learn more about syncing templates.
Renewal action	This field is only applicable if your company is subscribed to Intacct Advanced CRM Integration. Options are: Create opportunity in Salesforce: Indicates that Intacct will create a new opportunity in Salesforce. The renewal process copies the Intacct contract object in Salesforce into a new opportunity. In this scenario, the user manages the lines for renewal on the opportunity. See the Advanced CRM Integration Help Center for more information on how contract renewals work with Salesforce. Create contract in Intacct: Indicates that Intacct will create a child contract in Intacct as per the Intacct contract renewal process. Editing this field triggers the option to sync your changes to existing contracts. Learn more about syncing templates.
When Days Contract end date	The number of days before or after the source contract end date that Intacct will create the renewed contract. Although there's an option to create a renewed contract After the original contract ends, Intacct strongly recommends you leave the default Before. If you select After, you will not be able to change certain contract header details on the renewed contract as it will already be started.
Default term	Use the dropdown list to select the default renewal period (Days, Months, or Years), then enter the number of periods covered by the renewal. For example, 12 Months.
Pricing	Options are: Same as original: The renewed contract will use the same flat/fixed amounts for each contract line as in the original contract. Use billing prices list: Intacct will use the flat/fixed amount from the billing price list for the renewed contract lines. Custom: Requires the user to manually set a specific price on the contract line for the next renewal or series of renewals. Learn more about specifying custom renewal amounts.  Markup or markdown: Intacct will either discount or mark up all renewed contract lines by the indicated percentage or actual amount. 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). Custom renewal amounts specified on a contract line override all renewal template pricing options. Pricing options on a renewal template will affect the Flat/Fixed amount on a Renewal only contract line when the renewal occurs.

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 renewal process.
When	The number of Days before or after the source contract renewal date that Intacct will send the customer email. The contract renewal date is the earlier of the Bill in advance start date or the renewal template start date.
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.

Notification: Internal email

Notification: Internal email field descriptions

Field	Description
Send to internal recipients	Indicate whether or not to send an email to your sales team or other internal reviewers as part of the renewal process
When	The number of days before or after the source contract renewal date that Intacct will send the internal email. The contract renewal date is the earlier of the Bill in advance start date or the renewal template start date.
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.