Duplicating contracts to extend them

DMF 141536 HELPDESK CUSTOMER CONTRACTS DUPLICATE MULTIPLE CONTRACTS TO EXTEND THEM

Prerequisite: The contracts must not be tacitly renewable.

Contracts can be duplicated in order to extend them. The purpose is to extend services on new contracts in case the original contracts cannot be renewed.

1 From Help Desk > Contracts > Customer contracts, search for contracts.
2 In the search results, select the contract lines to duplicate.
3 Right-click on the selection and click on Duplicate to extend selected contracts.

The Duplicate to extend selected contracts screen opens. The cells show the original contracts' information.

4 Modify the cells if needed and enter the information:
Field Description
Customer Enter the customer of the duplicated contract.
Customer to bill Enter the customer to bill for the duplicated contract.
Target project

Enter the project, phase and sub-phase of the duplicated contract. If the original contract is already multi-project, entering those fields is useless because the duplicated contract will still be multi-project.

Those fields are empty and cannot be modified if Multi-project is checked.

Manager Enter the sales manager, the technical manager and the administrative manager of the duplicated contract.
Arrangement

Effective date: Enter the start date of the duplicated contract. By default, it is the day after the end date of the original contract. If you want to modify this date, it must be after the end date of the original contract. You can also decide not to enter it in order to keep the start date of the original contract.

Duration: Enter the duration of the duplicated contract. You can also decide not to enter it in order to keep the duration of the original contract.

Periodicity: Enter the periodicity of the duplicated contract.

Revision date: Enter the revision date of the duplicated contract. The date of the next revision of services will be the one entered in this field. Leave this cell empty if you want services to be duplicated without any modification to the date.

Duplicate lines with an end date

Check this box if you want to duplicate all lines from the original contract, including the ones with an end date earlier or identical to the end date of the original contract:

  • If the end date of a line is earlier or identical to the end date of the original contract, the start and end dates of the line of the original contract will stay the same. Then this line will not be billed in the duplicated contract.

Example

The original contract is as follows:

  • Contract's end date: May 31, 2022.
  • Line's start date: January 1, 2020.
  • Line's end date: December 31, 2021.

The duplicated contract will be as follows:

  • Line's start date: January 1, 2020.
  • Line's end date: December 31, 2021.
  • If the end date of the line is after the end date of the original contract, the start date of the line will be the start date of the duplicated contract and the end date of the line will stay identical.

Example

The original contract is as follows:

  • Contract's end date: May 31, 2022.
  • Line's start date: January 1, 2020.
  • Line's end date: August 31, 2022.

The duplicated contract will be as follows:

  • Contract's start date: June 1, 2022.
  • Line's start date: June 1, 2022.
  • Line's end date: August 31, 2022.
  • If a line does not have an end date, the start date of the line will be the start date of the duplicated contract and the end date of the line will stay empty.

Example

The original contract is as follows:

  • End date: May 31, 2022.
  • Line's start date: January 1, 2020.
  • Line's end date: Empty.

The duplicated contract will be as follows:

  • Contract's start date: June 1, 2022.
  • Line's start date: June 1, 2022.
  • Line's end date: Empty.

Check this box if you want to duplicate only:

  • Lines without an end date. The start date of those lines will be the start date of the contract.
  • Lines whose end date is before the end date of the original contract. The start date of those lines will be the start date of the duplicated contract and the end date will stay identical to the one in the original contract.
Duplicate custom data Check this box if you want to duplicate custom data from the original contract to the new contract.
Multi-project

Check this box if you want to set the duplicated contract as multi-project. The Project, Phase and Sub-phase cells will be empty and not modifiable.

If the original contract is already multi-project, the duplicated contract will still be multi-project, whether this box is checked or not.

Tip

You can delete a line in the table by clicking on the line then on Delete the line at the top right of the screen. This contract will then not be duplicated.

5 At the top right, click on Start the duplication process.

The contracts are duplicated. Each duplicated contract can be opened by clicking on its number in the New contract number column.