Hello,
Currently our system is built that upon the creation of a quote for a new sale they set a custom Contract Term field on the quote to the length they want the term to be (for example, 36) and then on the quote they set the Subscription Term to 12. They have automation that then creates a Master Agreement that is a high level agreement that contains the full length of the contract (for example, start date of 1/1/2026 through end date 12/31/2029) and on the master agreement the contract term says 36. And then there is a child agreement that is related to the master agreement (a child to this agreement) that has a contract term of 12 and a start date of 1/1/2026 through 12/31/2026. Then on 12/30/20206 they create a new Subscription Agreement via an auto renewal process for Year 2 with dates of 1/1/2027 through 12/31/2027. Then do the same thing at Year 3 for dates of 1/1/2028 through 12/31/2028. Then on 1/1/2029 they complete what is called a contract renewal where the above starts over again with a new master agreement then child subscription agreements.
Now with a new sales they want to move to a quote with the custom contract term of 36 months and subscription term of 36 months but within the quote are quote line groups for Year 1, Year 2, Year 3 of 12 months. When the contract creates they want one contract containing the whole contracts information. Then at the end of the 3 years the "contract renewal" occurs for the 36 months for the contract term and Subscription Term.
The issue is existing contracts on the old structure. How do we handle the interim subscription agreements before the contract renewal if we remove the master agreement. And then how do we move to the new contract renewal process at the end of the compete term. I am assuming some sort of data migration but not sure what that would be or would look like.
Has anyone else had to go through this? And nope they do not want MDQ.
Thank you.
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Thank you for your response. This is the recommendation I gave as how to move forward with this change.
If you had to have some mechanism to determine the existing current structure versus the new what would you use? For example we have a Year in Contract field for the current structure which is a formula field but that doesn't say whether a contract is new or existing. I wonder if we should create a field on the backend that we update via an upload that flags a contract as "Legacy"/"Existing" new. Just trying to think of the best approach so that the automation will know that a contract is existing or new so we don't accidentally take the interim renewal and try to convert it to the new structure. We do have a field called Upcoming renewal type that says Subscription Renewal or Contract Renewal. I think we can use that to say basically exclude subscription renewal and look at the ones that are contract renewal.