Contract Management helps you calculate key contract data. This documentation explains how the automatic calculations work in various scenarios and what data you need to maintain.
Case 1: Create a New Contract
Description
You enter a new contract with all basic data. The contract has not yet been renewed.
Fields to be filled in
Contract start date: e.g., 01/01/2024
Minimum term (number): e.g., 12
Minimum term (time unit): e.g., months
Renewal (number): e.g., 12
Renewal (time unit): e.g., months
Notice period (number): e.g., 3
Notice period (time unit): e.g., months
Important note: Carefully review the contract basis data. After the first renewal, the following fields become read-only and can no longer be modified:
Contract start date
Minimum term (number)
Minimum term (time unit)
Contract end date Minimum term
Automatically calculated fields
Contract end minimum term: calculated immediately upon completion
Expiration of notice period: calculated immediately upon completion
Non-calculated fields
Contract end date after renewal: remains blank
Renewals completed: remains blank
Time of calculation
The calculation is performed automatically in the browser as you enter data, as soon as the required fields are filled in.
Calculation basis
Contract end date: Minimum term = Contract start date + Minimum term
Expiration of notice period = Contract end date minus minimum term
Example
A lease agreement begins on January 1, 2024, with a minimum term of 12 months. Upon signing the agreement, it is stipulated that the agreement automatically renews for 12 months at a time unless notice of termination is given 3 months prior to the end of the term.
Input:
Contract start date: 01/01/2024
Minimum term: 12 months
Renewal: 12 months
Notice period: 3 months
Result:
End of minimum term: 12/31/2024
Expiration of notice period: September 30, 2024
Contract end date after renewal: blank
Case 2: Renew contract
Description
An existing contract is being renewed for the first or subsequent time. This is done via the "Renew Contract" menu item in the "Extras" menu.
Prerequisites
Contract has already been created
Extension (Number) and Extension (Time Unit) are filled in
Action
Save the contract if you haven’t already
In the "Tools" menu, select "Renew Contract"
Automatically calculated fields
Contract end date after renewal: is recalculated
Extensions completed: increased by 1
Expiration of notice period: recalculated
Locked fields after renewal
Contract start date: becomes read-only after the first renewal
Minimum term (number): becomes read-only after the first renewal
Minimum term (time unit): becomes read-only after the first extension
Contract end of minimum term: becomes read-only after the first renewal
This prevents accidental changes to the contract basis after renewals have already been performed. All renewal calculations are based on this basic data.
Time of calculation
The calculation is performed by a database procedure when "Renew Contract" is called.
Calculation basis
For the first renewal:
Contract end date after extension = Contract end date (minimum term) + Extension
Number of renewals performed = 1
For subsequent renewals:
Contract end date after renewal = previous contract end date after renewal + renewal
Extensions completed = previous value + 1
Always:
Expiration of notice period = new contract end date after extension - notice period
Example
The contract from Case 1 expires on December 31, 2024. On September 15, 2024, you decide not to terminate the contract.
Before the extension:
Contract end date (minimum term): December 31, 2024
Contract end date after renewal: blank
Extensions performed: blank
After clicking "Renew Contract":
Contract end date after renewal: 12/31/2025
Extensions completed: 1
Expiration of notice period: 09/30/2025
After the second extension:
Contract end date after renewal: 12/31/2026
Extensions completed: 2
Case 3: Change renewal conditions
The fields "Minimum Term (Number)" and "Minimum Term (Time Unit)" are read-only
Description
The renewal terms of an existing contract are adjusted before the next renewal is carried out. This may be necessary, for example, due to a contract amendment.
Prerequisites
The contract has already been renewed at least once
The contract end date after renewal has a value
The contract basis fields (contract start, minimum term, contract end minimum term) are read-only
Fields to be filled in
Renewal (Number): new value, e.g., 6 instead of 12
Renewal (time unit): new unit, if applicable
Action
Change the renewal data (number and/or time unit)
Save the contract
In the "Tools" menu, select "Renew Contract"
Automatically calculated fields
Contract end date after renewal: calculated based on the previous date
Extensions performed: increased by 1
Time of calculation
When "Renew Contract" is selected after the change.
Calculation basis
Contract end date after renewal = previous contract end date after renewal + new renewal
The calculation is based on the last saved date, not the original contract end date
Example
A contract has already been extended twice, each time by 12 months. The current contract end date after extension is December 31, 2026. The contracting parties agree on shorter extension intervals of only 6 months.
Change:
Extension (number): 6 (previously: 12)
Renewal (time unit): Months (unchanged)
After the third extension:
Contract end date after extension: June 30, 2027 (not June 30, 2025!)
Extensions completed: 3
The calculation correctly takes into account that two extensions of 12 months each have already taken place and adds the new 6-month extension to the current status.
Case 4: Create a historical contract without a renewal history
Description
You are entering a contract that existed prior to the introduction of eTASK and has already been extended. The exact number of previous extensions is unknown or irrelevant.
Fields to be filled in
Contract start: original date
Minimum term (number) and Minimum term (time unit)
Renewal (number) and renewal (time unit)
Contract end date after renewal: enter manually (current status)
Notice period: if known
Automatically calculated fields
Contract end date (minimum term): automatically calculated based on contract start date + minimum term
Expiration of notice period: based on contract end date after extension
Note: If the automatically calculated "Contract end - minimum term" does not match the contract documents (e.g., in the case of special agreements at the end of the month), you can correct it manually. However, changes to the contract start date or minimum term will override manual entries.
Non-calculated fields
Extensions completed: remains empty or is estimated manually
Time of calculation
Minimum term calculation: automatically during entry
No automatic calculation for "Contract end after renewal"
Example
A contract from 2020 is entered into eTASK. The contract has a minimum term of 24 months and renews for 12 months at a time. You know that the contract currently runs until December 31, 2026.
Input:
Contract start date: January 1, 2020
Minimum term: 24 months
Renewal: 12 months
Contract end date after renewal: December 31, 2026 (manual)
Extensions completed: empty
For the next renewal in eTASK:
Save the contract
Select "Renew Contract" in the "Tools" menu
Result:
Contract end date after renewal: 12/31/2027
Renewals performed: 1
The first renewal performed in eTASK correctly calculates the term starting from the manually entered date of 12/31/2026.
Case 5: Create a historical contract with renewal history
Description
You are entering a contract that existed prior to the introduction of eTASK and has already been renewed several times. The number of previous renewals is known and documented.
Fields to be filled in
Contract start: original date
Minimum term (number): e.g., 24
Minimum term (time unit): e.g., months
Contract end of minimum term: calculated automatically or corrected manually
Renewal (number): e.g., 12
Renewal (time unit): e.g., months
Contract end date after renewal: current status (enter manually)
Renewals completed: Number of renewals to date (enter manually)
Notice period (number) and notice period (time unit): if known
Automatically calculated fields
Contract end date (minimum term): automatic calculation based on contract start date + minimum term
Expiration of notice period: based on the manually entered contract end date after renewal
Note: If the automatically calculated "Contract end - minimum term" does not match the contract documents (e.g., in the case of special agreements), you can correct it manually. However, changes to the contract start date or minimum term will override manual entries.
Fields to be maintained manually
Contract end date after renewal: must be manually entered with the correct current status
Extensions performed: for documentation and traceability
Time of calculation
Contract end date (minimum term): calculated automatically while entering data in the browser
No automatic calculation for "Contract end after renewal"
Expiration of notice period: automatically based on the entered contract end date after renewal
Calculation basis
The entry in "Extensions Performed" does not affect automatic calculations. It is for informational purposes only. The "Contract End Date After Extension" field must be manually maintained correctly.
For the first renewal in eTASK, the system will calculate based on the manually entered "Contract end after renewal," not on the number of renewals performed.
Example
A service contract from 2020 is entered in eTASK. The contract had a minimum term of 24 months and automatically renews for 12 months at a time. You know from the contract documents that the contract has already been renewed three times and currently runs until December 31, 2026.
Input when creating:
Contract start date: January 1, 2020
Minimum term: 24 months
Minimum term (number): 24
Minimum term (time unit): Months
Renewal (number): 12
Renewal (time unit): months
Contract end date after renewal: 12/31/2026 (entered manually)
Extensions performed: 3 (entered manually for documentation)
Calculated automatically:
Contract end date (minimum term): 12/31/2021
Upon the first renewal in eTASK:
Save the contract (if not already done)
Select "Renew Contract" in the "Tools" menu
Result after renewal:
Contract end date after renewal: 12/31/2027 (calculated: 12/31/2026 + 12 months)
Renewals completed: 4 (previous value 3 + 1)
Expiration of notice period: updated accordingly
Important
Documenting previous extensions in "Extensions completed" helps track the contract history but does not affect the calculation of the new contract end date. The date in "Contract end date after extension" is always decisive for the calculation.
Case 6: Change contract basis data for an existing contract
Description
The contract basis data (contract start date, minimum term, contract end date after minimum term) are corrected retroactively before the first extension was carried out. This may be necessary for corrections or subsequent contract adjustments.
Prerequisites
Contract has been created
Renewals performed = 0 or empty
Contract base data is to be corrected
Important
After the first renewal, the contract basis fields are locked and can no longer be changed. This protects the calculation basis from unintended changes.
Editable fields (only before the first renewal)
Contract start date: can be corrected
Minimum term (number): new value
Minimum term (time unit): new unit if applicable
Note: These fields can only be edited as long as the contract has not yet been renewed (Renewals Performed = 0 or empty).
Note on "Contract end date (minimum term)": This field is calculated automatically as soon as the contract start date and minimum term are entered. The contract end date is recalculated whenever these fields are changed. Manual entry is not required for standard contracts.
Automatically calculated fields
Contract end date (minimum term): is immediately recalculated if the contract start date or minimum term is changed
Expiration of notice period: is recalculated when the contract end date is changed
Non-calculated fields
Contract end date after renewal: remains blank (since no renewal has occurred yet)
Time of calculation
Immediately while entering data in the browser.
Example 1: Correcting the minimum term
A contract was entered with a 12-month minimum term. Upon review, you notice that 24 months were agreed upon in the contract.
Before the correction:
Contract start date: 01/01/2024
Minimum term: 12 months
Contract end (minimum term): 12/31/2024
After the correction:
Minimum term: 24 months
End of minimum term: 12/31/2025 (automatically renewed)
Expiration of notice period: adjusted accordingly
Example 2: Correcting the contract start date
A contract was accidentally entered with the wrong start date.
Before correction:
Contract start date: July 1, 2024
Minimum term: 12 months
Contract end (minimum term): 06/30/2025
After correction:
Contract start date: January 1, 2024 (corrected)
Contract end date (minimum term): 12/31/2024 (automatically updated)
Important: Such corrections are only possible as long as the contract has not yet been renewed.
Case 7: Contract with special agreement
Description
Some contracts are subject to special agreements that deviate from the standard calculation rules. In these cases, the data is maintained manually.
Procedure
Fill in all relevant fields manually
Do not execute the renewal function
Maintain "Contract End Date After Renewal" manually if necessary
Example
A contract has a special clause stating that the first renewal is for 18 months and all subsequent renewals are for 12 months. Such a case cannot be mapped automatically.
Solution:
Enter the basic data as usual
Enter "Contract End Date After Renewal" manually
Update the date manually with each renewal
Use the comments field to document the special provision
Do not use the “Renew Contract” function; instead, change the data manually
Case 8: Correct an incorrectly entered contract
Description
A contract has already been renewed, but you notice that the contract basis data (contract start date, minimum term) was entered incorrectly. By resetting the renewal history, you can correct the data and re-create the contract.
Prerequisites
The contract has been created and has already been extended (Extensions Performed > 0)
Incorrect data in the contract basis fields has been identified
You know the correct current status of the contract
Important
This procedure should only be used to correct data entry errors, not for regular contract changes or renegotiations. For legally relevant changes, a new contract should be created if necessary.
Action: Step-by-Step Guide
Step 1: Reset the renewal history
Open the contract with errors
Set the "Extensions Performed" field to 0 or delete the value
Save the contract
Step 2: Correct the
contract basis The contract basis fields are now editable again:
Correct "Contract Start Date"
Correct "Minimum Term (Number)" and "Minimum Term (Time Unit)"
"Contract End (Minimum Term)" is automatically recalculated
Step 3: Enter the current contract status
Manually enter the correct current status in "Contract End After Extension"
Optional: Enter the actual number in "Extensions Performed" for documentation purposes
Step 4: Save
Save all changes
The contract is now corrected and behaves like a historical contract (Case 4 or 5)
Behavior after the correction
The corrected contract behaves like Case 4 or Case 5
At the next renewal in eTASK, the system will calculate based on the manually entered "Contract end date after renewal"
The contract basis fields will be read-only again after the next renewal
Calculation timing
Contract end date (minimum term): is recalculated immediately upon correction of the contract start date or minimum term
Contract end after renewal: is not calculated automatically; must be entered manually
Example
A contract was entered on June 15, 2024, with a contract start date of January 1, 2024, and a minimum term of 12 months. The contract has already been extended twice, each time by 12 months. During a review, you determine that the actual contract start date was July 1, 2023.
Current incorrect status:
Contract start date: January 1, 2024 (incorrect)
Minimum term: 12 months
End of minimum term: December 31, 2024
Extension: 12 months
Contract end date after renewal: 12/31/2026
Extensions completed: 2
Perform correction:
Step 1: Reset
Extensions performed: 0 (or delete)
Save
Step 2: Correct contract basis
Contract start date: 07/01/2023 (corrected)
Minimum term: 12 months (unchanged)
Contract end (minimum term): 06/30/2024 (automatically calculated)
Step 3: Enter current
status The contract actually runs until June 30, 2026 (not December 31, 2026):
Contract end date after renewal: June 30, 2026 (manually corrected)
Extensions completed: 2 (optional for documentation)
Step 4: Save
Result after correction:
Contract start date: July 1, 2023 ✓
Contract end date (minimum term): June 30, 2024 ✓
Contract end date after extension: 06/30/2026 ✓
Extensions completed: 2
Upon the next renewal:
Contract end date after renewal: June 30, 2027 (correctly calculated: June 30, 2026 + 12 months)
Extensions completed: 3
Contract basis fields are set to read-only again
Avoid common errors
Don’t forget: “Contract end date after renewal” must be manually entered with the correct current status after the correction
Documentation: Use the comment field to document the correction made
Timing: Do not make corrections shortly before a scheduled extension, but allow sufficient lead time
Summary: Which fields are calculated automatically?
Automatic calculation in the browser (immediately upon entry)
Contract end date (minimum term): based on contract start date + minimum term
Expiration of notice period: based on contract end date or contract end date after renewal
Calculation via "Renew Contract" (Tools menu)
Contract end date after renewal: based on last contract end date + current renewal dates
Extensions performed: increased by 1
Expiration of notice period: is updated
Important: The contract must be saved before calling up "Extend Contract".
Never calculated automatically
Contract start date: must always be entered manually; read-only after the first renewal
Minimum term (number) and Minimum term (time unit): Always enter manually; read-only after the first renewal
Renewal (number) and renewal (time unit): always manual
Notice period (number) and notice period (time unit): always enter manually
Note: The "Contract end minimum term" field is calculated automatically. It can be overwritten manually (e.g., for historical contracts with special agreements), but is recalculated if changes are made to the contract start date or minimum term. After the first renewal, it is also read-only.