You can track and report cancelled and lost business trends related to events using Contract Cancellation Reasons. A Contract Cancellation Reason is required when you cancel a contract so you must configure at least one contract cancellation reason to use the Cancel Contract process. You can set up contract cancellation reasons specific to cancelled contracts, lost contracts or both.
Add a Contract Cancellation Reason
- Click the Contract Cancellation Reasons link from the Main Menu. The Contract Cancellation Reasons page opens.
- Click the Add button. The Add Contract Cancellation Reason window opens.
- Enter the following information:
- Description - Description that displays to the user when selecting the cancellation reason.
- Code - Unique alphanumeric value.
- Class - Select if the cancellation reason is available for contracts at a cancelled status (Cancel), lost status (Lost) or both (Both). If it applies only to cancelled contracts, the reason is only available when selecting a cancel status on the Cancel Contract screen. If it applies only to lost contracts, the reason is only available when selecting a lost status on the Cancel Contract screen.
- Sequence - Determines the order the reason displays in the drop-down on the Cancel Contract screen.
- Click OK.
Change a Contract Cancellation Reason
You can change the description, sequence, and/or class for the contract cancellation reason after you have created it. When you change the description of a contract cancellation reason, it updates wherever the contract cancellation reason is used. If you don't want to update the already existing contract cancellation reason data, then you must add a new contract cancellation reason using the steps in Add a Contract Cancellation Reason.
- Click the Contract Cancellation Reasons link from the Main Menu. The Contract Cancellation Reasons page opens.
- Select the contract cancellation reason to edit.
- Right-click and select Edit. The Edit Contract Cancellation Reason window opens.
- Make the desired change.
- Click OK.
Inactivate a Contract Cancellation Reason
If you no longer use a contract cancellation reason but want to keep a record of it for reporting or other purposes, you can make it inactive. When you make a contract cancellation reason inactive, it is no longer available for selection when cancelling a contract.
- Click the Contract Cancellation Reasons link from the Main Menu. The Contract Cancellation Reasons page opens.
- Select the contract cancellation reason to make inactive.
- Right-click and select Edit. The Edit Contract Cancellation Reason window opens.
- Check the Retire box.
- Click OK.
Delete a Contract Cancellation Reason
If you no longer use a contract cancellation reason and don't want to keep a record of it, you can delete it. When you delete a contract cancellation reason that is used, you receive a prompt to select a cancellation reason to replace the cancellation reason you are deleting. You cannot undo the delete or delete and replace process.
- Click the Contract Cancellation Reasons link from the Main Menu. The Contract Cancellation Reasons page opens.
- Right-click on the contract cancellation reason to delete.
- Select Mark for Delete.
- Click the Save button. If the contract cancellation reason is used, the Replace window opens.
- Select the cancellation reason from the drop-down to replace the deleted cancellation reason.
- Click OK.
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