Use the following procedure to edit a patron contract:

1.  From the Patron menu, select Search for Patron and perform a search for a patron.

2.  From the Patron List grid, click a row to select a patron.

3.  Select the Contracts tab. The List of Patron Contracts grid displays all contracts associated with the patron.

4.  Click  Edit on the desired contract, and select Edit Contract.

5.  Enter or select the Expected Start date and Expected End date.

Alternatively, select a term from the Term drop-down menu. The Expected Start and Expected End dates will be populated with the term’s date range.

6.  Edit the following Contract settings, as necessary:

•     Status: The status of the contract:

o  Preliminary: The Preliminary state is an initial state and is used to indicate a contract item that has not been committed to yet. The Preliminary state counts against asset, asset type, and facility usage. For example, an assignment in the Preliminary state will mark the space as occupied.

o  Active: The Active state represents a contract that has been committed to. The active state counts against asset, asset type, and facility usage.

o  Expired: The Expired state is the state reached from the Preliminary state, usually because the contract has reached the expiration date. A contract in an Expired state does not count against asset, asset type, or facility usage. An expired contract item can be reversed to a Preliminary state.

o  Canceled: The Canceled state is a final state and does not count against asset, asset type, or facility usage. A Canceled contract item can be reversed to either a Preliminary or an Active state.

o  Suspended: The Suspended state is used to flag a contract item at a user’s discretion. Suspended contract items count against asset, asset type, and facility usage but will not generate charges. When a Suspended contract item is changed to an Active state, any pending charges will be generated when the Process Contract Items task is run. A Suspended contract item can be changed to Active or Terminated.

o  Completed: The Completed state is the expected final state for a contract item and is used to mark a contract item as finished. Once a contract item is Completed, no more changes can be made to the item unless it is changed to an Active state.

The Completed state counts against asset, asset type, or facility usage, until the contract item’s End Date. If a contract item is changed to Completed before its Expected End date, the Actual End date should be changed to release the asset for use.

o  Terminated: The Terminated state should be used when a contract item ends before the Expected End date. A Terminated contract counts against asset, asset type, or facility usage unless the Actual End date is changed. If changed, the room or asset will become available following the Actual End date.

A Terminated contract item may be reversed to Active. However, a contract cannot be reversed if the change will cause a patron to have more than one simultaneous room assignment or to be reassigned to a room that has been assigned to another patron.

•     Expiration Date: Date the contract expires

•     Actual Start date and time

•     Actual End date

•     Deposit Required: If a deposit is required for the contract, enter or edit the deposit amount.

•     Deposit Paid: Select this option if the patron has paid a deposit corresponding with the contract.

•     Grace Periods (Hours): If necessary, enter in the number of hours before the contract starts or after it ends for the grace period. Grace periods can be used to allow overlapping contracts.

•     Contract #: By default, this is the contract ID and creation date.

•     Date Signed: Date the contract was signed.

•     Requested Check In Date/Time: The date and time the patron has requested to checked in to a facility. Requests are made via the GET app after a Check In/Out Time Selection has been configured in ResCenter.

•     Requested Check Out Date/Time: The date and time the patron has requested to checked out of a facility. Requests are made via the GET app after a Check In/Out Time Selection has been configured in ResCenter.

•     Check In Date/Time: The date and time the patron checked in to a facility.

•     Check Out Date/Time: The date and time the patron checked out of a facility.

•     Note: Add a note to the contract, if necessary.

7.  To assign a specific space within the contract, select a space from the Link to Space drop-down menu.

8.  To mark the contract as a Change Room contract, check either the Change Room (Move In) or Change Room (Move Out). For more information about contracts for room changes, refer to the Perform a Room Change section.

9.  Click Save.