Agreements
How to manage your agreements within NCompass.

Agreement Renewals

Overview
Your licencing must include one of the agreement modules (Rental, Maintenance, or Service) and Agreement Reviews to take advantage of these features.
This manual covers only the specific features added in NCompass Advanced Retail version 11.07 and onwards. For more guidance on setting up agreements, please refer to your main user guide or your agreements guide.
The new agreement renewal features in NCompass Advanced Retail version 11.07 and above allow you to set a contract version against the agreement. This can be applied to Rental, Maintenance, HP, and Service agreements, allowing you to reference it back to the original paperwork version.
Setting renewal and review dates allows the automation of reminder emails to the customer and warns system operators about upcoming agreements that require action. This is done by both pushing a reminder into NCompass Today and automatically entering the agreement into Agreement Reviews.
NCompass Today will now show details of any agreements that are due for renewal soon or have charges due for review soon. You can modify these settings in the following sections:
Agreements > NCompass Today - Show Renewals Due in Days (default 100 days)
Agreements > NCompass Today - Show Charge Reviews Due in Days (default 14 days)

Configuration Options - Force version Selection
When setting up new agreements or editing existing ones, you can force the selection of a contract version. To do this, you need to set the configuration option ‘Require Contract Version for Agreements’.
This can be set in Tools > Configuration.
Type ‘Require Contract Version for Agreements’ in the search box, tick the ‘search all’ checkbox, and click ‘Search’.
Set globally to YES if you'd like to force the selection of a contract version.
Set globally to NO if you don’t want to force the selection.

Configuration Options - NCompass Today Notifications
NCompass Today Notifications – Charge Review:
Navigate to Tools > Configuration.
In the search box, type ‘NCompass Today - Show Charge Reviews Due in Days’.
Tick the Search All checkbox.
Click Search.
Set the number of days in advance for the charge review warning.
Setting the number of days to Zero will disable the advanced warning.
Note: Due today and overdue warnings will still be displayed.
NCompass Today Notifications – Show When Renewals Are Due:
Navigate to Tools > Configuration.
In the search box, type ‘NCompass Today - Show Renewals Due in Days’.
Tick the Search All checkbox.
Click Search.
Set the number of days in advance for the renewal warning.
Setting the number of days to Zero will disable the advanced warning.
Note: Due today and overdue warnings will still be displayed.

Configuration Options - Salesperson For Agreement Renewal Reviews
Setting Salesperson for Agreement Renewal Reviews
Navigate to Tools > Configuration.
In the search box, type ‘Salesperson for Agreement Renewal Reviews’.
Tick the Search All checkbox.
Click Search.
Set the required salesperson globally.
If not set, the review will default to the salesperson of the Agreement.
This option is used when an automatic review fails to send an email to the customer due to a missing email address or an error in sending.

Setting up contract Versions
The contract ‘Version’ allows the agreement to be tagged with the version of the originally signed agreement.
For example:
‘Pre 2020’
‘36-month fixed term paperwork V1’
‘36-month fixed term paperwork V2’

Adding and amending Contract Versions
Navigate to Administration > Agreements > Contract Versions
This Admin window allows you to view, add, or amend contract versions. You can also mark a contract version as ‘expired’.
Adding a New Contract Version
Click ‘New’.
Enter a name for the contract version.
Select the type of agreements this version applies to.
Click ‘Save’.
Editing an Existing Contract Version
Select the version you want to edit and click ‘Edit’.
You can:
Change the name.
Change the agreement type it applies to.
Mark the entry as expired.
Once you have completed your changes, click ‘Save’.
Note: Changing the entry name will apply to all agreements where this version is set.
Deleting a Contract Version
Select the version you want to delete and click ‘Delete’.
Click ‘Yes’ to confirm the deletion.
Note: If the entry is in use on any agreements, you will be blocked from deleting it.
Marking a Contract Version as Expired
If an entry is in use on an agreement but you don’t want it to be used in the future, you should mark the entry as expired:
Click the ‘Expired’ checkbox.
Click ‘Save’.
Adding a Contract Version to an Agreement
Start your agreement in the normal way by selecting ‘New XXX Agreement’ from the Agreements menu.
Existing Agreements
Find your agreement by either:
Searching for the customer with ‘Customer Enquiry’ from the Customers menu (or pressing F3).
Selecting ‘Agreement Explorer’ from the Agreements menu (or pressing F5) and entering the agreement number.
Press ‘Edit Agreement’.
Selecting the Contract Version
Select the contract version from the drop-down selection box.
If you’re editing an existing agreement, click ‘Next’, ‘Next’, ‘Save’.
For new agreements, ensure you have selected the other required fields (please see your agreement guide) and then click ‘Next’ as normal.

Renewals
Renewal Date
There is a new tab on the agreement setup window (agreement step 1).
Clicking the tab flips the top part of the window to show the new Renewals section.
To set a renewal date:
Click the checkbox and enter the renewal date or click the calendar icon for a drop-down date picker.
Auto Renew
To set an automatic renewal:
Click the checkbox.
Set an extend-by number and a period.
Note: When auto renew is set, the system will automatically move the renewal date on by the selected time period when the agreement reaches its renewal date.
Auto Renew Letters
The system can send up to three different email letters to the customer. They are sent automatically at a set number of days before the renewal date, and once sent, an entry will appear in Agreement Explorer.
The renewal letters are sent as emails from the system's email template system and must be set up in advance of adding the letter to the agreement.
To enable and configure the letters:
Click the checkbox to enable letter one.
Select the letter template from the drop-down list of templates.
Enter the number of days in advance of the renewal date to send this letter.
Repeat for letters two and three if required.
Note: If an agreement fails to send a configured renewal notification, it could be due to:
An error sending the email to the customer.
The customer not having an email address set.
NCompass will automatically create an Agreement Review of type Renewal Requiring Attention. If an open review already exists of this type, a duplicate is not created.
Next Charge Review Date
This is the date when you next need to review the current rate on the agreement.
To set the next charge review date:
Click the checkbox and enter the review date or click the calendar icon for a drop-down date picker.
This will trigger an automatic review when the date is reached.
Last Charge Review Date
This allows you to record the date the last charges were reviewed.
To set the last charge review date:
Click the checkbox and enter the review date or click the calendar icon for a drop-down date picker.

Agreements Detailed Enquiry
Finding Agreements by Renewal Date
To find agreements that by renewal date go to:
Navigate to Agreements > Detailed Enquiry.
Filters
There are a range of filters available, including a new filter by renewal date:
Not set – Include agreements with no renewal date set.
Is set – Include agreements that have a renewal date set.
From – Include only agreements from this date.
To – Include only agreements before this date.
Filtering by Pending Reviews
You can also filter by agreements that have pending reviews:
Check ‘Yes’.
Select ‘Renewals Requiring Attention’ as the review type.
Click ‘Search’.

Letter Templates
Configuring Renewal Letters in NCompass Email System
Renewal letters are sent out via the NCompass Email system, the template can be configured in the admin menu.
Navigate to Administration > Email Templates.
Assistance
Our Implementations Team will assist you in setting up templates and linking them for you. There is an additional hourly charge for this service.
Adding a New Template
Click ‘New’.
Enter your email template text into the message box.
You can add tags from the list. The tags insert customer or agreement information when the email is sent. The list of tags now includes %RENEWALDATE% and %AGNO%
To attach PDF documents (same document for all customers, e.g., general terms and conditions or promotional documentation):
Click on the ‘Attachments’ tab.
Click ‘Add’ to open a file browser and add your PDF documents.
Browse to your file attachment. You can use the normal Windows browsing and selection, including highlighting multiple documents at once.
Click the ‘Open’ button to add them to your list of attachment  
You can add multiple documents by clicking the ‘Add’ button again.
Once your message and attachments are complete, click ‘Save’.
Deleting an Attachment
Highlight your attachment.
Click ‘Delete’ to remove the attachment from the list.
Editing a Template
Highlight your template from the list.
Click ‘Edit’.
Amend the template as needed.
Click ‘Save’.

Agreement Reviews

Overview
This module is specifically designed to manage agreements, it allows you to tag an agreement for review, this could be for several reasons.
•    Account in arrears
•    Customer has made an enquiry for account balance or discrepancy. 
•    Equipment upgrades
•    Old accounts with static activity 
You can preconfigure a range of review reasons so you can simply pick from a list 
One the agreement is in review; it can be assigned a review date and the member of staff you want to action the review.
The review can be updated and given a new review date or passed to a different member of staff, for example, if you had a customer that had been renting the same equipment for years, you could review the account balance and payment history and if they were suitable for an upgrade, pass the review on to a member of your sales team to process an upgrade, or if there missing payments, assign it to your debt recovery team.
Prerequisites
NCompass Advanced Retail Enterprise Edition
Active License: You must have an active license for at least one of the following agreement modules:
Rental
Hire Purchase
Maintenance
Service Contracts
Agreement Reviews

Configuration
Setting up Agreement Review Types
To set up agreement review types, navigate to the administration menu: Administration > Agreements > Review Types
Each review type serves as a descriptive tag for the review. You can create as many review types as needed. Review types can only be deleted if they have not been used. If a review type is no longer needed, mark it as expired.
Deleting a Review Type
Highlight the entry and click ‘Delete’ (only available if the review type has not been used).
Editing a Review Type
Highlight your entry and click ‘Edit’.
You can update the description or mark it as expired.
Click ‘Save’.
Adding a New Review Type
Click ‘New’.
Enter the description of the review type.
Click ‘Save’.
Note: The Standardise Case checkbox will tidy your text entry automatically on save.
Setting Up Agreement Review Statuses
Agreement review statuses can be set up from the administration menu.
Navigate to Administration > Agreements > Review Statuses.
Deleting a Review Status
Highlight the entry and click ‘Delete’ (only available if the review status has not been used).
Editing a Review Status
Highlight your entry and click ‘Edit’.
You can update the description, change the completion status, or mark it as expired.
Click ‘Save’.
Adding a New Review Status
Click ‘New’.
Enter your description and tick the options you require.
Click ‘Save’.
Required Statuses
You will need at least one status with a completed option. It is recommended that you also have at least one with a cancelled option. There will be defaults for these pre-loaded in your system.
Treat as Complete – If this option is set, the review status will mark the review as complete.
Treat as Cancelled – If this option is set, the review status will mark the review as cancelled.
Expired – This will expire the review status so that it can no longer be used.

Entering an Agreement into the Review System
Scheduling a Review from the Agreement Explorer Window
Navigate to Agreements > Agreement Explorer or press F5 on your keyboard.
Enter your customer details by clicking the ‘Pick Customer’ button or enter an agreement or customer number directly into the account number box and press ‘Go!’.
Click on the required agreement number in the agreement tree on the left, and then click the ‘More..’ button.
Select the ‘Schedule Review’ option.
This will open the Review entry window.
Enter the Required Details
Created by – Who is scheduling the review.
Review date – When this needs to be reviewed.
Assigned to – The person responsible for the review process.
Review status – From your pre-configured list (e.g., open, awaiting contact, etc.).
Review type – The reason for the review from your pre-configured list.
Comments – Any comments you need to add to the review.
There are convenient buttons on this screen to take you directly to:
Display Agreement
Customer History
Take Payment
Click ‘Save’.
Note: Review comments are stored directly in customer history, along with the account number.

Processing The Review
Review Enquiry
Navigate to Agreements > Review Enquiry from the Agreements menu.
This will open the Review Enquiry window.
Default Enquiry Search Settings
The following defaults are normally set for the enquiry search:
Reviews with an open status.
Reviews that need actioning from today’s date.
Reviews assigned to the signed-in operator.
You can check any required filters and select the available options from the drop-down lists.
Searching for Reviews
Click the ‘Search’ button.
Button Options
There are button options here to take you directly to:
Display Review
Display Agreement
Customer History Notes
Take Payments
Display Review
Highlight the required review and click ‘Display Review’ (or you can double-click the entry you want).
This will open the review on screen.
Updating the Review
You can update the review by clicking the ‘Edit’ button.
Options for Updating
Re-timing the review – Set a new date for the review to be actioned.
Reassigning the review – Change the assigned person from the dropdown.
Change the status – Update the status to a new one.
Changing the comments – Extend or add new comments.
Note: If you amend the comment, the original comments remain in the customer history. The amended or new comment is also added to the customer history along with the agreement number. If you are adding notes to close a review, there is a separate note field for this.
Closing the Review
A review is closed by selecting a new status that has the ‘Treat as Complete’ attribute. When selecting this type of status, a completion details section will appear automatically.
Steps to Close a Review
Enter a completion date.
Enter the person completing the review from the dropdown.
Enter any completion notes.
Note: Completion notes are automatically added to the customer history as well as to the review completions. If you reopen a review, the completion section will still be visible so that you can see the notes.
Cancelling a Review
Selecting any status that has a ‘Treat as Cancelled’ attribute will mark the review as cancelled. It’s the same process as completing a review.
Steps to Cancel a Review
Click ‘Edit’.
Select a status that’s treated as cancelled. The completion details will be displayed.
Add the reason why the review is being cancelled in the notes section.
Click ‘Save’.
Reopening Reviews
Once a review is marked as complete, it is automatically locked. If you require the ability to reopen completed or cancelled reviews, please speak to your systems administrator.
User Rights for Editing Closed Reviews
If your user rights allow you to edit closed reviews, you will receive a confirmation dialogue.
Once unlocked, the review will stay unlocked until it is given a new completion status.

Agreements Detailed Enquiry
Finding Agreements in Review or Renewal
Navigate to Agreements > Detailed Enquiry.
Filters
There are a range of filters available, including a new filter by renewal date.
Renewal Date Filters
Not set – Include agreements with no renewal date set.
Is set – Include agreements that have a renewal date set.
From – Include only agreements from this date.
To – Include only agreements before this date.
Filtering by Pending Reviews
You can also filter by agreements that have pending reviews:
Check ‘Yes’.
Select ‘Renewals Requiring Attention’ as the review type.
Click ‘Search’.