Clearing Current Year Costs from Maintenance and Master Contracts

IMPORTANT: If you are using contract escalation, you MUST build your escalation BEFORE running this process multi-year contracts routine. Otherwise, you will get no escalation for the current year.

You can run a routine that clears the current year costs from maintenance and master contracts. Expired contracts (for which the anniversary date is identical to the expiration date) will not be included in this routine; they will be included in the renewal and close processes. You must run this routine every month.

Now that you can have multi-year contracts, you must move the contract from one contract year to the next so the contract's anniversary date is moved forward to the end of the next contract year and so the escalation date (if "at anniversary") is reset.

Once you start using multi-year contracts, you could have at least one contract for which the anniversary date has been met or surpassed. To roll this multi-year contract into its new contract year, you must clear the YTD column of costs. These values are still included in the actual totals for the contract and in the totals-to-date for this contract. You are simply clearing the figures used to populate the "YTD Costs" column on the contract Revenue/Cost window.

1. Select Microsoft Dynamics GP > Tools > Routines > Service Management > Maintenance Contract > Process Multi-Year Contracts.
2. Enter the Year and Month of the anniversary date.
3. Select Print Edit List to view the current unbilled and revenue not yet recognized, before its move into the new contract year.
4. Select Process.