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Create a new renewal record (Manually)

PostedDecember 9, 2025
UpdatedDecember 9, 2025
ByChris Tittiger





SOP – Adding a Renewal in RenewalPRO


SOP: Adding a Renewal in RenewalPRO

Page: renewaladd.html

1. Access & Permissions

  1. Log in to RenewalPRO.
  2. From the Renewals grid, click the option to Add Renewal.
  3. Only users with the Coordinator or Admin role can add renewals.
    • If you do not have permission, you will see a message and be redirected back to the home or renewals page.

2. Header Buttons

Located in the top right of the card:

  • Return – Navigates back to the Renewals grid.
    • If there are unsaved changes, you will be prompted to confirm before leaving.
  • Cancel – Same behavior as Return; returns to the Renewals grid and warns on unsaved changes.
  • Save New Renewal – Saves the new renewal record.
    • On first save, the renewal is created in the system.
    • After the first save, you can upload attachments on the edit page.

3. Renewal Details Section

  1. Title
    • Enter a short, clear description of the renewal (e.g., “Okta Enterprise – 2025 Renewal”).
  2. RenewalID
    • This is automatically generated and read-only, using the format R-YYYY-XXX.
    • No manual updates are required.
  3. Vendor
    • Select the appropriate vendor from the dropdown.
    • If the vendor does not exist, click Add a Vendor (opens a new tab), create the vendor, then refresh/reopen the Add Renewal page and reselect.
  4. Status
    • This field is disabled on the Add page and defaults to Open.
  5. Category
    • Select from:
      • HW – Hardware
      • SW – Software
      • PS – Professional Services
  6. Renewal Type
    • Select the appropriate type:
      • Renewal – Standard renewal of an existing contract.
      • TrueUp – Contract adjustment based on usage/consumption.
      • New – First-time purchase.
      • Terminate – Contract will be terminated at end of term.

4. Contract Details Section

  1. Start Date / End Date
    • Enter the contract start and end dates based on vendor documentation or internal agreements.
  2. Kick-off Days
    • Select the number of days before the end date when internal activity should begin (e.g., 90 days).
    • When both End Date and Kick-off Days are set, the system automatically calculates the Kick-off Date.
  3. Kick-off Date
    • Auto-populated based on the End Date and Kick-off Days, but can be manually adjusted if necessary.
  4. Renewal Term (months)
    • Enter the number of months for the renewal term (e.g., 12, 24, 36).
  5. Auto Renew
    • Select:
      • Yes if the contract auto-renews.
      • No if it does not auto-renew.
      • Leave as (unset) if unknown.
  6. Agreement Type
    • Select Annual or Multi-Year based on the contract structure.
  7. Contract #
    • Enter the contract or agreement number used by the vendor or internal procurement system.

5. Financial Details Section

  1. Annual Cost / Monthly Cost / Budget Amount
    • Enter numeric values for each cost field.
    • Values will be automatically formatted as currency when you move to another field.
  2. PO Number
    • Enter the purchase order number if available (optional at creation time).
  3. Purchase Req#
    • Enter any internal purchase request reference number.
  4. Cost Center
    • Enter the cost center or GL code that will be charged for this renewal.

6. Ownership Section

Ownership dropdowns are populated from the /api/users/ownership endpoint and reflect the current user/role configuration.
  1. Coordinator
    • Select from the list of users who have the Coordinator or Admin role.
    • This is the primary person responsible for managing the renewal workflow.
  2. Budget Owner
    • Select from users with the Approver role.
    • This person is responsible for approving budget/spend for the renewal.
  3. Technical Owner
    • Select from users with the Approver role.
    • This is the primary technical contact who understands usage, requirements, and impact.

7. Supporting Documents (Attachments)

Attachments are managed after the initial save, on the edit view of the renewal (attachments are typically stored in S3).

  1. Initial Save
    • Click Save New Renewal to create the record.
    • Once created, navigate to the edit page for that renewal to upload supporting documents (contracts, quotes, SOWs, etc.).
  2. Upload & Manage Attachments (on the edit page)
    • Use the Browse… and Upload Attachment buttons to add files.
    • Review the attachments table for:
      • Attachment name (clickable download link)
      • Upload date
      • Uploaded by
    • Use the Delete button next to an attachment to remove it, if you have appropriate permissions.

8. Saving & Editing Behavior

  • Whenever you change a field:
    • The field is highlighted as edited.
    • A blue dirty dot appears next to the header title, indicating unsaved changes.
  • After clicking Save New Renewal:
    • Changes are saved.
    • Dirty indicators are cleared.
    • The unsaved-changes warning on navigation is reset.

9. Navigation & Unsaved Changes

  • If you click:
    • Return
    • Cancel
    • Any top navigation link (Home / Dashboards / Reports)

    and there are unsaved changes:

    • You will see a confirmation dialog asking if you want to leave without saving.
    • Choose OK to discard changes and navigate away, or Cancel to stay on the page.

10. Recommended User Flow (Summary)

  1. Open the Add Renewal page.
  2. Complete all fields in:
    • Renewal Details
    • Contract Details
    • Financial Details
    • Ownership
  3. Click Save New Renewal to create the record.
  4. Navigate to the edit view (if not already redirected) to upload any supporting documents in the Supporting Documents section.
  5. Make any final adjustments, save again if needed, and then click Return to go back to the Renewals grid.


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