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Coupa Success Portal

Renewal

Overview

Unless a contract is “evergreen”, it will have an expiry date. At this point, the contract will either end or a decision will be made by the parties involved to renew the contract for another term. This method ensures that there are periodic points where both parties can review the contract terms to confirm whether they are still relevant/applicable and update them if required.

Many contracts will also have a clause to ‘auto-renew’ for a set number of times before it cannot be renewed (and needs to be replaced by a new contract). This is a similar concept to the above (i.e. periodic reviews of the contract), but whereas the first option requires action to continue the contract, the latter requires action to end it instead.

Scoping Questions

  1. Do you have contracts that are “evergreen”?
  2. What process do you follow to renew a contract? Re-issue a new contract or using an amendment against the existing contract?

Design Options

CLMA does not have a dedicated ‘Renew’ option that can be executed against a contract. Instead, the options available are:

  • Using an Amendment to update the Expiry Date and Term Duration
  • Cloning or using the ‘Create from Existing’ option to generate a new replacement contract (whilst terminating the contract being superseded)

 

Considerations

When either Cloning or using ‘Create from Existing’, the system will run the Contract Template. This will result in a contract containing the standard language/terms. If the current contract includes negotiated terms/language, these will need to be manually reapplied to the new contract (if relevant/desired).

Things to avoid

Do not set expectations that the system can automatically renew a contract. Updating the expiry date requires action from a user. It is possible to set a reminder (via Compliance Manager), but performing the actual renewal will still need to be done by a user.

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