Create a new renewal record (Manually)

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

Located in the top-right of the page card:

• Return — Navigates back to the Renewals grid.
  • If there are unsaved changes, you will be prompted before leaving.
• Cancel — Same behavior as Return; 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.

1. Title
   • Enter a short, clear description (example: “Okta Enterprise – 2025 Renewal”).
2. RenewalID
   • Typically generated automatically and read-only, using the format R-YYYY-XXX.
   • No manual updates are required.
3. Vendor
   • Select the vendor from the dropdown.
   • If the vendor does not exist: open Vendors in a new tab, create the vendor, then refresh/reopen the Add Renewal page and select the vendor.
4. Status
   • Disabled on the Add page and defaults to Open.
   • Status changes occur later (example: Pending Approval, Approved).
5. Category
   • HW — Hardware
   • SW — Software
   • PS — Professional Services
6. Renewal Type
   • Renewal — Standard renewal
   • TrueUp — Adjustment based on usage
   • New — First-time purchase
   • Terminate — Contract will terminate at end of term

1. Start Date / End Date — Enter dates from the contract, quote, or vendor documentation.
2. Kick-off Days
   • Select how many days before the end date you want the internal work to begin (example: 90).
   • When both End Date and Kick-off Days are set, the system calculates the Kick-off Date.
3. Kick-off Date — Auto-populates, but may be manually adjusted if needed.
4. Renewal Term (months) — Enter the renewal term (example: 12, 24, 36).
5. Auto Renew — Select Yes / No / (unset) if unknown.
6. Agreement Type — Select Annual or Multi-Year.
7. Contract # — Enter the contract or agreement number used by the vendor/procurement.

1. Annual Cost / Monthly Cost / Budget Amount
   • Enter numeric values.
   • Values format as currency when you exit the field.
2. PO Number — Optional at creation time.
3. Purchase Req# — Internal purchase request reference.
4. Cost Center — Cost center / GL code for reporting.

1. Coordinator — Select a user with Coordinator or Admin role (primary workflow owner).
2. Budget Owner — Select an Approver (approves spend/budget).
3. Technical Owner — Select an Approver (validates technical needs/impact).

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

1. Initial Save
   • Click Save New Renewal to create the record.
   • Open the renewal in the edit page to upload documents (contracts, quotes, SOWs, etc.).
2. Upload & Manage Attachments (Edit page)
   • Use Browse… and Upload Attachment to add files.
   • Use Delete to remove an attachment (permission required).

• When you change a field:
  • The field is highlighted as edited.
  • A blue dirty dot appears next to the header title (unsaved changes).
• After clicking Save New Renewal:
  • Changes are saved.
  • Dirty indicators clear.
  • Navigation warning resets.

If you click Return/Cancel or use the top navigation links while changes are unsaved:

• You’ll see a confirmation dialog asking if you want to leave without saving.
• Select OK to discard changes and leave, or Cancel to remain on the page.

1. Open the Add Renewal page.
2. Complete fields in:
   • Renewal Details
   • Contract Details
   • Financial Details
   • Ownership
3. Click Save New Renewal to create the record.
4. Open the renewal edit view to upload supporting documents (if needed).
5. Make final adjustments, save again if needed, then Return to the grid.