The Contract Term field allows you to specify if a Contract's Term is a Type of None/Fixed/Recurring/Rolling and also additional information such as its Initial Period, any Renewal Period, specify when it should Renews Until and also if it has a Notice Period.
The Import process will allow you to specify this data within the csv file and populate all the information into your account via the Import Process.
If you generate an Export (populated or example) csv file you will see the columns that relate to the Term field grouped together. The below example has filtered out all other columns and only displays multiple Contracts to be Imported, each with different Term Type data.
Fig 1- Example contracts with Term Types
Because of the nature of the Term field there are specific values that need to be populated in order for them to make sense when they are Imported.
These values will depended based upon the Term Type that you are assigning, if you do not populate the relevant columns based upon your selected Term Type then the Import screen will display an error.
Term Type - None
This is the system default value for the Term field, if you populate nothing in any of the Term columns the system will assume that there is no Term for this Contract, the value populated in the Term Type value should be 'None'.
If you do not populate the Term Type value as 'None' then the Import will display an error
Fig 2 - Term Type 'None'
Once Imported, your 'None' Term data will be displayed in your Contract as below:
Fig 3 - 'None' Contract Term Display
If you populate values in any of the other Term columns the data will be loaded into the fields but will not display because you have selected the term of 'None'. If you subsequently change the Term then any populated field data relevant will then display.
Term Type - Fixed
The csv file will display Start and End Date columns, if you populate with an End Date then this Contract has a 'Fixed' Term, the Term Type column should be populated with 'Fixed'.
If you do not populate the Term Type value as 'Fixed' then the Import will display an error.
Fig 4 - Term Type 'Fixed'
Once Imported, your 'Fixed' Term data will be displayed in your Contract as below, informing you of the Start and End date, the Term length and how much time remains:
Fig 5 - 'Fixed' Contract Term Display
Term Type - Recurring
The csv file will display Start and End Date columns, if you populate only the Start Date then the Term can be classed as either Recurring or Rolling. For a Recurring Term you need to populate when it Recurs and how long it Recurs for. This information will enable the system to calculate and display when the next Renewal is and how long left the Term has to remaining.
Here you will need to populate the 'Recurs Every' column to say when it recurs, and the 'Recurs Until' column to say for how long.
Recurs Every - Will only accept values using the below formats:
- x days
- x weeks
- x months
- x years
Values such as: 1 wk, 1 yr, fortnight etc will cause the Import to display an error.
Recurs Until - Will only accept values using the below formats:
- Forever
- xx Cycles (the Cycle calculation is based upon the Recurs Every value)
- Specific Date
Values such as: 1 year, 365 Days, 6 months etc will cause the Import to display an error
If you do not populate the Term Type value as 'Recurring' the Import will display an error
Fig 6 - Term Type 'Recurring'
Recurring Additional Values
As well as the basic Term data, Recurring Term Contracts can also provide you with additional information such as the Initial Period and Notice Period. These are not mandatory fields but can be populated if required
Both fields will only accept values using the below formats:
- x days
- x weeks
- x months
- x years
Fig 7 - Recurring Additional Information
Once Imported, your 'Recurring' Term data will be displayed in your Contract as below, depending if you have populated the additional information it will inform you the Next Renewal Date, the Renewal Cycle, how long is left on the Term and when you need to Cancel by:
Fig 8 - 'Recurring' Contract Term Display
Term Type - Rolling
The csv file will display Start and End Date columns, if you populate the Start Date only and no other Term column values then this is a Contract with a 'Rolling' Term - it has no End Date and no recurring details. The Term Type column should be populated with 'Rolling'
If you do not populate the Term Type value as 'Rolling' the Import will display an error.
Fig 9 - 'erm Type 'Rolling'
Once Imported, your 'Rolling' Term data will be displayed in your Contract as below, informing you of the Start date and that it is a Rolling Contract.:
Fig 10 - 'Rolling' Contract Term Display
Once the values have been populated your csv file should Import correctly, if there are any errors then the Import screen will notify you of the lines that contain errors as normal.
Note: If you do not initially know your Contract Term information and have populated each with a 'None' Term Type value, you can create a 'M' Modification csv file containing just these columns and populate the data, when imported, the existing Term fields will update correctly with your new data.