Ending Contracts via Change Requests

You can configure your org to allow ending contracts via change requests. This is useful if you want to:

  • Apply a change request approval process to ending contracts.
  • Keep an audit trail of contracts before they are ended.
  • Create draft credit notes automatically if refunds are due. You can turn off automatic creation of draft credit notes by selecting Disable Automatic Credit Note Creation in the Billing Central Settings custom setting.

You still end contracts in the usual way, but when you confirm the details on the End Contract page Billing Central creates a change request with the new end date. If there is no approval process for change requests, Billing Central applies the change request to the active contract immediately. The contract's end date is updated, and the change request becomes a superseded contract containing the contract as it was before the change request was applied.

If your org is configured to use an approval process for change requests, Billing Central creates the change request with the new end date. You must then submit it for approval manually. Once the change request is approved, you must apply it to end the contract.

When the change request is applied, if the contract's new end date is before today the contract's status is immediately set to "Expired" which means that the contract is no longer editable. You can disable this by selecting Change Requests Do Not Expire Contracts in the Billing Central Settings custom setting.

For more information about what happens when you end a contract, see Ending Contracts.

Notes:

If you end a contract early and the customer has already been billed beyond the new end date, see Automatic Creation of Draft Credit Notes When Applying Change Requests for information about how Billing Central creates draft credit notes automatically (unless automatic credit note creation is disabled in your org).

When Billing Central creates the change request to end a contract, if there is already an active change request for the contract it is deleted. Any work you might have done in that change request will be lost.

Configuring Your Org to End Contracts via Change Requests

To configure your org to end contracts via change requests, enable the End Contract via Change Request field in the Billing Central Settings custom setting. You must use Billing Central with Lightning Experience when this field is enabled.

To apply a change request approval process, enable the Contract Change Request Use Approvals field in the Billing Central Settings custom setting and set up an appropriate Salesforce approval process.

Using the API to End Contracts via Change Requests

The Billing Central API method that ends contracts via change requests creates the change request. You must make a separate API call to apply the change request, or ask users to apply the change request manually.

If your org requires change requests to be approved, users must manually submit them for approval.

See Permission Sets and Other Technical Documentation for links to the API Developer Reference and other technical documentation.