Automated processing of termination options
Termination options can be processed automatically based on the values specified in one of the following fields:
• Calendar
• Month(s)
• Interval
When one of these fields is populated, Planon can automatically recalculate notice dates and termination dates.
There can only be one active termination option per contracting party (offering and accepting). This means that each contracting party can individually have an active automatic termination option, or they can have a shared automatic termination option. The value in the Exercising possible by field determines to whom the termination option applies:
• Accepting party
• Offering party
• Both
For contracts with recurring termination options, automatic processing keeps the contract's termination dates up to date. Automatic processing does not terminate the contract; it only updates the displayed termination dates and notice dates.
You can manually update termination dates by clicking Recalculate notice dates on the action panel. Alternatively, you can configure a scheduled action to perform this task regularly and automatically.
Configure automatic processing
1. In Alerts , create an action definition. The action definition consists of:
◦ An alert condition based on the contracts business object (or specifically on service contract or lease contract), and a filter to automatically select the contract option.
◦ An action (Recalculate notice dates)
◦ A schedule
◦ A start date-time
 | For more information on the alerts functionality, see Alerts. |
2. Click Save.
3. On the Action definitions action panel, set the action definition to Active.
When the action definition is active, Planon processes contracts according to the defined schedule.
For each contract, Planon evaluates the active termination options and updates the contract's notice dates and termination dates accordingly.
If a termination option is no longer valid, Planon automatically recalculates the dates based on the next applicable termination option.
How automatic processing works
Let’s assume a contract has two termination options: A and B.
At the current date (indicated by the red arrow), termination option A is effective. Therefore, the notice dates and termination dates displayed on the contract are based on termination option A.
When time progresses and termination option A is no longer effective, the scheduled action detects this situation and automatically executes the Recalculate notice dates action. As a result, the contract is updated with the dates from the next applicable termination option.
Example
Before automatic processing
The accepting party's next end date is September 9, 2020. A new termination option is ready to become effective.
Next end date - Accepting party: September 9, 2020
Next end date - Offering party: January 31, 2021
Next notice date - Accepting party: September 8, 2020
Next notice date - Offering party: October 31, 2020
After automatic processing
When the scheduled action detects that the current end date has passed, it executes the Recalculate notice dates action and updates the contract dates.
Next end date - Accepting party: September 30, 2020
Next end date - Offering party: January 31, 2021
Next notice date - Accepting party: September 23, 2020
Next notice date - Offering party: October 31, 2020
Important considerations
◦ Termination options are processed based on notice dates that have passed and the configured alert schedule.
◦ Both the offering party and the accepting party can have multiple termination options.
◦ Only one termination option per party is processed at a given time.
◦ Users can filter and create notifications based on the calculated notice dates and termination dates.
◦ Termination options are processed based on a next notice date that has passed and an alerts action definition plus schedule.
◦ Both the offering party and the accepting party can have multiple termination options, but only one option (per party) will be processed automatically.
◦ Options apply per contracting party (or both). When an active termination option is saved, Planon determines whether the option affects the next end date and next notice date displayed on the contract.
You can filter on these fields or use them in notifications to track upcoming end dates.