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Renewing SM Agreements

SM Agreement Renewal creates and activates renewal quotes for expiring agreements. Two paths:

  • Single: Renew on SM Agreements, any time before or after expiration. Creates a renewal quote and copies originating info, including custom fields. Does not copy notes on the originating agreement, agreement services, or billing schedules.
  • Multiple: SM Agreement Renewal filters agreements, then creates, prices, edits, and activates many renewals. Individual renewals still open in SM Agreements.

Trimble hub: About Agreement Renewals. Menu: Service Management → Programs → SM Agreement Renewal.

Renewal term and price​

  • Renewal quote term equals the originating term. Effective date is one day after the originating expiration (example 10/1/11–09/30/12 → 10/1/12–09/30/13). Term may change if it does not overlap existing active, expired, or terminated revisions.
  • Default price equals the original agreement price (or the last price change on a prior revision), with Periodic and Time of Service priced separately. If the agreement is flagged for auto renewal and a renewal markup percent is set in SM Agreements, that markup is applied at create (About page’s “price equals original” does not mention this).

What is copied​

  • Work schedules (SM Service, Schedule tab) and SM Agreement Task Schedule are copied. Existing service dates stay on the originating revision. Activation generates new dates from schedules and the new term.
  • Billing: if Frequency auto-schedule was used, the new term follows that frequency. If not, billing dates are copied and incremented by the new term. Extending the term (for example 1 year to 2) does not add extra billing dates.
  • Revenue deferrals / amortization: unrecognized entries copy and increment; recognized amounts stay on the originating revision/service. Periodic, Not Billed Separately removed by amendment is removed equally from billing and deferral amounts; amounts added by amendment are added equally to both. Deferral amounts must equal billing amounts for the agreement and any Periodic, Billed Separately services.

Before you start (all must apply)​

  • No existing renewal quote (or the agreement will not show in this form).
  • No pending amendment. Form: it may still appear in the grid, but you must delete or activate it via Edit Agreement before creating a renewal quote. Create procedure: system excludes agreements with an amendment quote.
  • No pending (open) invoices (About only; cancel or process first). Form Renewal Requirements and create procedure omit invoices.
  • Activate path: renewal quotes must already be created and edited.

Steps (bulk create)​

  1. Open SM Agreement Renewal. Set Grid Shown = Expiring.
  2. Filter: Type (F4; blank = all), Customer (F4; blank = all), Only Show Agreements with Auto Renew, Expiring Within ___ Days (blank = all expiring). Field defs also document Service Center and Division (create steps never use them; blank help text incorrectly says “not filtering by agreement type”).
  3. Click Refresh.
  4. Select via Included checkbox, Include Selected (create page says “Included Selected”), or Include All.
  5. Click Create Renewals. Created rows leave the grid.

Pricing (Grid Shown = Renewals)​

  • Manual: enter agreement % Markup, tab off → updates New Price and time-of-service/periodic rows. Or set New Price (fixed) to recalculate markup and service prices. % Markup and service New Price are disabled if Previous Price is blank or 0.00. Service New Price only for Periodic or Time of Service.
  • Bulk: select Included / Include Selected / Include All → Markup Percent to Apply (15.00 = 15%) → Apply to Included. Do not select auto-renew agreements if you do not want to override their SM Agreements renewal markup.
  • Other edits: select agreement → Edit Agreement → SM Agreements (budgets, services, billing and amortization schedules, task scheduling) → save → close → then activate.

Activate​

  1. Grid Shown = Renewals, same filters, select rows, Activate Included.
  2. SM Agreement Activation opens. Optionally check “Delete existing new work orders on termination.”
  3. Activate. Message shows how many succeeded and why others failed. Successful ones leave the grid; failures stay with the error and can be edited and retried.

Hard rules​

  • Cannot edit agreement description, alternate agreement, or customer on the renewal (About). Customer change is a separate path: SM Service Sites → SM Change Agreement Customer (one site: edit on the agreement; multiple sites: terminate and create a new agreement/quote).
  • If adding/removing periodic services billed separately, adjust the billing schedule.
  • Pricing changes recalculate billing and amortization schedules and, if budgets are on, estimated profit margin and markup percent.
  • Activation skips overlapping terms, missing task schedules, and similar errors.
  • Auto Renew filter: form overview ties it to an agreement-type checkbox; field defs and create/activate/pricing procedures use agreements with a Renew Through date in SM Agreements.

Notes​

  • Related: SM Agreements (individual Renew / Edit Agreement); SM Agreement Activation / Deactivation; SM Agreement Cancellation; SM Agreement Task Schedule; Setting up Service Work Schedules; SM Change Agreement Customer / SM Service Sites.