Renewal Combination Options Subtab

Fields under the Renewal Combination Options Subtab determine which Renewal Items are grouped together on the same Renewal.

• Renewal Combination Options allow Items with shared characteristics (Subscriptions, Customer, Start Dates, Charge Schedule, Location, Class, etc.) to be tracked, managed, and forecasted on the same Renewal record.
• Additional criteria may be added to refine the groups under the Renewed Subscription Group. In most scenarios, this creates a greater number of Renewals (with more specifically defined boundaries).

Attach Renewal Items To The Same Renewal When They Come From

This value determines when Renewal Items are combined into a single Renewal record (for example, when they come from the same Subscription, Customer, Master Contract, etc.).

By default, Renewal Items originating from the same Subscription will be grouped onto the same Renewal Record. This assumes, however, that the Renewal Item Start Dates are common across each Renewal Item. If the Start Dates on the Renewal Items are different, then they will be placed onto different Renewals (one for each Start Date) unless you select a value in the "And Have Dates Within" field below.

You also have the option of grouping Renewal Items when they come from "the same Customer" or "the same Master Contract". You can further refine this grouping logic by selecting "Renewal Template Combination Option" fields in the sublist below.

Note: Renewal Items will not land on the same Renewal unless all criteria is met (see Combination Fields)

And Have Start Dates Within

You can optionally select a range of periods/days to determine whether various Renewal Items get grouped together on a single Renewal. By default, the Renewal Item Start Dates have to be the same day to be on the same Renewal. Selecting ‘And Have Start Dates Within’ expands the range to include more Renewal Items within the defined period to be processed under the same Renewal.

• The Renewal Item Start Date is defined by the renewing Subscription Item End Date. The Renewal Item may be placed on a separate Renewal record depending on the Subscription Item End Date.
  • For example, a Subscription has two Subscription Items eligible for renewal. The Renewal Template is set to attach Renewal Items when they come from the same Subscription and have Start Dates within the same Month. The first Subscription Item has an End Date of 7/20/2021 and the second has an End Date of 7/31/2021. Renewal Items are created with Start Dates of 7/21/2021 and 8/1/2021. Renewal Item 8/1/2021 is placed outside of the “within the same month” range, resulting in a separate Renewal Record.

Options include:

• Within the same Month
• Within the same Quarter
• Within the same Year
• Within a Number of Days

When the Create Renewal Items process runs, a Renewal Item is created for the Subscription Item. The script checks if a Renewal record exists with the criteria defined on the Renewal Template based on the ‘Attach Renewal Items to the Same Renewal When They Come From’ and a Renewal Start Date where the date aligns to the ‘And Have Start Dates Within’ value.

If no Renewal record exists, a new Renewal is created. See the Renewal overview guide for more information.

Example: Within the Same Month

1. Renewal Template has ‘Attach Renewal Items to the Same Renewal When They Come From’ = ‘The Same Subscription’ AND ‘And Have Start Dates Within’ = “Within the same Month”

2. Two Subscription Items on the same Subscription. The first Subscription Item has an End Date of 7/1/2021, the second has an End Date of 7/29/2021.

3. Outcome: Since both Renewal Items have a Start Date in the month of July, both are placed on the same Renewal record.

Within a Number of Days

Use the Number of Days field when selecting the ‘Start Date Within’ = Within a Number of Days to define the number of days for the renewal range. All Renewal Items that have a Start Date within the specified range (i.e. 365 days) will be placed on the same Renewal.

When the first Renewal Item is created for a Subscription, Customer, etc., the Renewal Item Start Date is set as the Renewal Start Date. Any additional Renewal Items that are created are evaluated against the Renewal Start Date to determine if it falls within the specified number of days.

Example:

• A Subscription has two Subscription Items eligible for renewal. The Renewal Template is set to attach Renewal Items when they come from the same Subscription and have Start Dates within 90 days.
• The first Subscription Item has an End Date of 02/14/2021 and the second Subscription Item has a End Date of 03/31/2021.
• Renewal Items are created with Start Dates of 02/15/2021 and 04/01/2021 respectively
• A Renewal is created with a Start Date of 02/15/2021 (which is based on the earliest Renewal Item Start Date)
• The system evaluates the Renewal Start Date minus the Renewal Item Start Date to determine if it’s within 90 days.
  • The first Renewal Item with the Start Date of 02/15/2021 is placed on the Renewal record because the Renewal Date and Renewal Item Start Date are the same.
  • The second Renewal Item, with the Start Date of 04/01/2021, is evaluated to compare the Renewal Date (02/15/2021) to the Renewal Item Start Date (04/01/2021) and determines that the Renewal Date is in the past (or a negative number of days). Since the Renewal Item Start Date does not fall within 90 days of the Start Date, it is not placed on the same Renewal and a new Renewal is created.
• Halfway through the contract, a third renewable Subscription Item is added with a Renewal Date of 01/01/2021, and a Renewal Item is created.
• The Renewal Item is placed on the Renewal with a Renewal Date of 02/15/2021, because it falls within the 90 day range - Renewal Date 02/15/2021 - Renewal Item Start Date 01/01/2021 = 45 days.

Renewal Record Renewal Date: 02/15/2021

Renewal Template Attach Renewal Items When Start Date Within 90 Days: Any Renewal Items that fall within the range 11/17/2020-02/15/2021