Record notice given on a contract
Use Record Notice Given to log the notice you actually served on a contract after choosing Give Notice. You need the Contracts Manager role, and the Give Notice decision must already be recorded on the contract. Until the notice is recorded, the Renewal Decision card on the contract shows Notice not yet recorded.
Recording the notice replaces the current decision. The form states: "Record the notice already served. This replaces the current decision." The previous decision stays in the contract's decision history.
Before you start
You need the Contracts Manager role for the Contracts module, and the contract needs a recorded Give Notice decision with a current term end. If you have not recorded the decision yet, see Record a renewal decision.
Open Record Notice Given
Open the contract so its Contract Details page is showing.
On the Renewal Decision card, open the Update Decision menu.
Choose Record Notice Given. The dialog shows the contract title and term end date, plus the notice deadline when the contract has one.
Complete the notice details
In Date Served, set the date the notice was served. It defaults to today and cannot be a future date.
In Method, choose how the notice was served: Email, Letter, Portal, Phone, or Other. Email is selected by default.
If you chose Other, enter Method Details describing how the notice was served. This field is required when the method is Other.
In Notice Evidence, attach files such as the served notice. This is optional; files are kept with the contract and labelled Notice Evidence.
In Note (Optional), add any note about the notice.
Click Save.
Notice Deadline and serving late
The Notice Deadline on the Renewal Decision card is the term end date minus the notice period. If the contract has no notice period, the card shows No notice period. Serving the notice after the deadline marks it as Served late; serving on the deadline itself is not late.
After you save
The decision on the Renewal Decision card changes to Notice Given, and the card shows Notice Served with the date and method you recorded. If notice was served after the deadline, the card also shows Served late. The previous decision moves into the contract's decision history, and the recording is written to the audit log.
Once notice is recorded, the Update Decision menu offers Withdraw Notice instead of Record Notice Given. To change the notice or the decision afterwards, withdraw the recorded notice first; you cannot record a new notice while the current decision is Notice Given. For what happens after notice, see Renew or replace a contract.