Use > Configuration Management > Configuration Management administrator tasks > Contract Management overview > Contract expiration

Contract expiration

When a contract reaches its expiration date, the system changes the status to expired if the Auto-Renew flag is not on. After a contract is expired, you can no longer make any modifications to the contract, without first reopening the contract.

To make changes to an expired contract, you must reopen the contract by opening the More Actions menu and clicking Reopen Contract. Reopening the contract changes its status to draft and clears the Start Date and Expiration Date fields.

If you change your mind about reopening a contract, you can click Back to undo the reopen command.

If you select another contract from the record list, click Previous or Next. Service Manager automatically saves the reopened contract with a draft status.

You can cancel a contract any time before its expiration date. When you cancel a contract, the status of the contract changes to canceled. To cancel a contract, click More or the More Actions icon, and then Cancel Contract.

Contract renewal

Configuration Management enables you to set contracts to renew automatically by setting the Auto-Renew flag before the expiration date. At the time of renewal, the system updates the start and expiration dates to reflect the new renewal term of the contract.

When Service Manager renews a contract, the status changes to renewed.

Renew a contract

Applies to User roles: System Administrator

When you renew a contract, the system updates the start and expiration dates of that contract to reflect the renewal term of the contract.

To renew a contract, follow these steps:

  1. Click Configuration Management > Contracts > Contracts.
  2. Use search or advanced search to find one or more records.

  3. Select the contract you want to renew.

    Note If you want to renew an expired contract, you must reopen the contract first. To reopen the contract, follow these steps:

    1. Click More or the More Actions icon.
    2. Choose Reopen Contract.

    3. Make sure that you update the cost information in the Financial section. Information, such as the currency expiration date, must be current.

    4. When you are ready to renew the contract, proceed to the Renewal section

  4. In the Renewal section, select Auto-Renew?. The Renewal Period field and Notify in Advance? check box appear.

  5. Type the number of days before the contract expires in the Renewal Period field.
  6. Select Notify in Advance? to receive advance notification before the next expiration date.
  7. When you select notify in advance, type the number of days to notify before the contract expires in the How Many Days? field.
  8. Click Save.

Cancel a contract

Applies to User roles: System Administrator

If you want to cancel a contract, you can do so until its expiration date. When you cancel a contract, it is not deleted from the system. The contract remains on file and the status changes to canceled.

Note If you cancel a contract, you cannot reinstate it. When you cancel a contract, you also cancel all outstanding payments against that contract.

To cancel a contract, follow these steps:

  1. Click Configuration Management > Contracts > Contracts.
  2. Use search or advanced search to find one or more records.
  3. Double-click the record that you want to cancel.
  4. Click More or the More Actions icon.
  5. Choose Cancel Contract. The contract remains on the list of contract records, but the status field changes to canceled.