Contract has already ended or been fully canceled
Amendments modify what a contract is currently doing. Once the term is over there is nothing left to change.
// Acme Inc — Platform License
contract.start Jan 1 2024
contract.end Dec 31 2024
contract.status Finished
create amendment blocked
What to do
Expired contract, create a new quote. Contract coming up for renewal, create a renewal quote.
Contract was already renewed
The prior term closes once a renewal is processed. The active subscription now lives on the renewed contract.
// 2024 contract renewed into 2025
contract_2024.status Renewed — closed
contract_2025.status Active
create amendment on 2024 blocked
What to do
Open the 2025 renewed contract and create the amendment there.
A prior amendment or renewal is sitting in Accepted, not yet processed
Amendment #1 was signed by the customer but never processed. Two unresolved changes on the same contract create ambiguity in how subscriptions and billing sequence.
// Acme Inc — Platform License
amendment_1.type Seat increase
amendment_1.status Accepted — not processed
create amendment_2 blocked
What to do
Process amendment #1 first. Once the contract updates, create amendment #2 from that state.
Linked opportunity belongs to a different account than the contract
MonetizeNow links an opportunity during amendment creation. A mismatch between accounts fails the check before any quote is built.
contract.account Acme Inc
opportunity.account Acme Subsidiary
create amendment blocked
What to do
Update the opportunity to the correct account, or link an active opportunity that matches the contract account, then retry.
Changing billing frequency on an offering from the original contract
That offering already has a subscription running with invoices on a set schedule. Its billing structure is locked. Quantity and pricing are still editable.
// Platform License — inherited from original contract
billing Annual
quantity 100 seats
change billing Monthly — blocked
change quantity 125 seats — allowed
What to do
Remove the annual offering and add a new monthly one in the same amendment. Offerings added fresh in this amendment have no prior subscription, so frequency is fully editable.
Adding a ramp to an inherited offering
Ramp structure is locked on offerings that came from the original contract. The existing subscription has a defined schedule that cannot be restructured mid-term.
// Platform License — inherited
existing ramp segments quantities editable
add new ramp structure blocked
// Platform License — added in this amendment
add ramp structure allowed
What to do
If the original contract already has a ramp, edit quantities per segment in the amendment. To introduce a new ramp, add the offering fresh in this amendment instead of modifying the inherited one.
Amendment date not set before moving to Accepted
A new amendment initializes with no date. It will not block saving or approval, but changes will land at the wrong point in the contract timeline when processed.
amendment.date null
status Accepted
process changes take effect at wrong date
Set this before Accepted
The amendment date controls when every change takes effect commercially. Set it as soon as the amendment is created.
Quote is in Approved, Sent, or any status other than Accepted
Approved is internal sign-off. Accepted is customer confirmation. Processing only runs on Accepted.
quote.status Approved // internal only
quote.status Sent // awaiting customer
quote.status Accepted // customer confirmed — processable
What to do
Complete the full workflow: Draft, Approved, Sent, Accepted, then process.
Contract end date shortened, or contract now shows Canceled after processing
When all offerings end before the original contract end date, MonetizeNow moves the contract end forward to match. This is correct behavior.
// Acme Inc — Platform License
contract.end Dec 31
amendment.all_ends July 1
contract.end moved to July 1
contract.status Canceled
What to do
If unintentional, create a corrective amendment to restore or extend the offerings that were ended early.
A credit note was generated after processing
Offerings removed mid-term on a prepaid contract trigger a credit note for the unused period. This is expected billing reconciliation.
// Customer invoiced $12,000 Jan — Dec
service.removed June 1
credit_note $7,000 generated
// Returns July — December, no longer covered
Nothing to fix
The credit note returns what was paid for a period the contract no longer covers.
Some subscriptions did not update after processing
Processing only acts on offerings that were explicitly changed. No Change offerings carry forward without any subscription or billing update.
Platform seats Updated — subscription modified
Analytics module Added — subscription created
Support package No Change — not touched
What to do
To update the Support offering, create a new amendment and change it explicitly there.
Processing failed because another user was on the same contract at the same time
MonetizeNow locks the contract and quote while processing runs. A concurrent change hitting the same records causes the operation to fail.
user_a processing amendment
user_b editing same quote
result state conflict — processing fails
What to do
Wait for any other activity on the contract to finish, then retry once.
