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Change the Program on a Started Contract

  • Updated

Changing the Program on started contracts allows dealers to update the daily rate and adjust invoicing automatically without manual intervention.

 

On Dealerware Web

To change the Program on a started contract, you must have the Edit Contracts permission enabled.

  1. Navigate to the Contract Details for the contract you wish to edit. You can reach Contract Details via the Contracts page or by looking at the contract history for a customer.
  2. In the Scheduling & Service Information section, select the pencil icon next to the Program name.
  3. A pop-up window will appear on the screen with required fields for Program and Reason.
  4. Type in the Program name or select it from the drop-down list.
    1. The drop-down list will display which Programs already contain the vehicle and which don't.
    2. You can select a Program that doesn't already contain the vehicle. This will be a one-time association.
    3. You can't select a Program with a different agreement type.
  5. Type in a reason for changing the Program. For example, "This contract is being covered by OEM warranty." This reason and the program change will be captured in the Contract Notes.
  6. Select Save.
  7. The customer will receive an updated agreement to sign via text message. 


 

FAQs

  • Can I select a Program that doesn't have the contracted vehicle in it? Yes, you can select that Program as a one-time association.
  • Can I select a Program with a different agreement type than the one the customer originally signed? No, you can only select a Program with the same agreement type. If you need to select a Program with a different agreement type, we recommend you finish the current contract and start a new contract with the correct Program and agreement type.
  • Will the billing configurations in the new Program apply? Yes, the billing configurations from the newly selected Program will apply to the entirety of the contract. If the Program selected has daily rates by model configured and the contract's vehicle model isn't shown, there won't be a rate to bill against. You will have to add daily rate charges at the end of the contract. All optional fees and taxes will also be applied according to the newly selected Program's billing settings.
  • Does the customer have to sign the new agreement for the changes to take effect? The change will still take effect without a new signature, but it is best practice to have the customer sign the updated agreement. The customer will automatically be texted a link to sign the updated agreement when you make a Program change.
  • Can I change the Program on a finished contract? No. Please reach out to support@dealerware.com to re-open a contract if you need to make a Program change on a finished contract.
  • Why can't I see the option to edit the Program? Please work with your Dealerware admin to add the Edit Contracts permission to your employee profile.
  • How can I view who changed the Program? Contract Notes will list the date and time of the update, the user that made the change, and the reason for the change.
  • Is this feature available in the Dealerware Mobile application? No, this is a Dealerware Web feature only. 

 

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