About the Renewal Report
The Renewal Report provides a snapshot view of a company’s upcoming renewals for which renewal orders have been generated. Depending on how the program is configured, users may be able to:
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Submit a request to a reseller to be contacted about a renewal order
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Go to an external order site to confirm a renewal order
Generating the report
To generate a list of items due to be renewed:
In the Subscription menu, click Generate a Renewal Report.
The Renewal Report page displays. If you belong to an end company, Poetic automatically searches for and displays the upcoming renewals for your company. You can specify additional search criteria to narrow the list of renewal items.
- Fill in the renewal search criteria:
| Company name | In the Company name field, type the name of the end company, or click the find icon to search for and select a company. If you belong to an end company, this field is filled in automatically with the name of your company and cannot be changed. |
| Contract number | In the Contract number field, type the number of the contract for which to generate the report, or click the find icon to search for and select a contract. You may also specify partial criteria (for example, type 123% to find renewals for all contracts for the end company whose numbers begin with 123). |
| Group name | In the Group name field, type the name of the group for which to include renewals. You may specify partial criteria (for example, type A% to generate a list of renewals for all groups whose names begin with the letter A). |
| Group ID | In the Group ID field, type the identifier of the group for which to include renewals. You may specify partial criteria (for example, type 123% to generate a list of renewals for groups with IDs that begin with 123. |
| Family | In the Family dropdown, select the product family for which to include renewals. |
- Click the Search button.
If more than one company matches your search criteria, the Company Filter section includes a dropdown listing the matching companies. Select the company for which to display the renewals, then click the Select button.
- The renewal search results display.
Along with the criteria you specify, Poetic searches for renewals based on the expiration date, program renewal period, and program renewal grace period.
If the current date falls within the time frame between the start of the renewal date and the end of the grace period, then the renewal is included in the report.
For example, a subscription expires on June 30. The renewal period starts 60 days before the expiration, and the grace period is 30 days after the expiration. If the current date is between April 1 and July 30, then those renewals are included in the report.
Viewing the renewals by renewal date
The report initially displays ordered by the renewal date. In this view, the renewal orders fall into one of three categories:
| Overdue | The renewal grace period has expired, but the renewal order has not yet been invoiced. This section includes overdue items that expired within a number of days set by the publisher. |
| Action Required | The renewal is still within the renewal period, including the grace period, but the renewal order has not yet been invoiced. |
| Requested Quotes | The end company has sent a request to the reseller to be contacted regarding the order, but the renewal order has not yet been invoiced. This section includes quotes requested within a number of days set by the publisher. |
Each renewal order is headed by the contract, expiration date, and reseller. Within each category, the orders are sorted by expiration date, with the closest date first.
For each item in an order, the report can include the following information:
| Renewal Status | The status of the renewal. Matches the category (Overdue, Action Required, Requested Quote). |
| Days Left |
The number of days until the expiration date. If the expiration date has already passed, for example for overdue items, this is a negative number. For example, if the expiration date was June 10, and the current date is June 16, Days Left is -6. For add-on items without an expiration date, the column is blank. |
| Family | The product family for the order item. |
| Qty | The quantity for the item. |
| Group | The name and ID of the group to which the item belongs. |
| Title | The name of the product. |
In the Action Required category, if an order is eligible for a quote request, the Request Quote button displays for that order. See Creating a request for a renewal quote.
If the order is eligible for the user to purchase the renewal immediately, the Buy Now button displays for that order. See Purchasing renewals immediately.
Viewing the renewals by reseller
To display the report by reseller, click the View By Reseller link at the top of the report.
In this view, the top level is the end company name followed by the reseller name. Items without a reseller are grouped under “No Reseller Assigned”. For example:
Acme Inc./No Reseller Assigned
Acme Inc./Ajax Sales
Acme Inc./United Supplier
The second level of the tree is a table of the items that fall under a specific reseller. The table includes:
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Status of the renewal
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Renew by date
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Group
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Quantity
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Support
Each item can be expanded to display its language, contract number, and order number.
The reseller view does not include the Request Quote or Buy Now buttons.