Overview
The Asset Auto-Renewal Add-On allows The Layer to automatically renew eligible assets when they are approaching their expiry date.
Instead of requiring users to manually cease and recreate assets, the add-on identifies assets due for renewal, closes the existing asset, and creates a new renewed version using the existing asset details.
This helps reduce manual administration, supports continuity of service, and ensures assets marked for auto-renewal are extended in a consistent way.
What the Auto-Renewal Add-On Does
The add-on automatically:
Finds assets that are due to expire within a configured number of days.
Checks whether the asset has Auto Renew enabled.
Ceases the existing asset at the appropriate date.
Creates a new asset based on the existing asset details.
Applies the new renewal term.
Carries forward key asset information, including product, customer, billing, owner, classification, pricing, and discount details.
Optionally sends email notifications to the asset owner and/or the sales order contact.
How Assets Are Selected for Auto-Renewal
An asset will only be renewed if it meets the configured rules for the add-on.
The process checks:
Criteria | Description |
Expiry window | The asset must be expiring within the configured number of days. |
Billing route | The asset must belong to one of the selected billing routes. |
Auto Renew flag | The asset must have Is Auto Renew enabled. |
Optional from date | A from-date can be used to include assets with a past expiry date. |
Only assets where Auto Renew is enabled are included in the renewal process.
What Happens During Renewal
When an eligible asset is processed, the system:
Updates the existing asset so that it is no longer live.
Applies a cease date and expiry date to the old asset.
Creates a new asset using the original asset as the source.
Sets the new connection date.
Calculates the new expiry date based on the renewal term.
Carries forward the original asset’s key details.
The renewed asset is therefore treated as a continuation of the previous asset, rather than a brand-new product selection from the catalogue.
Does Auto-Renewal Use the Full Price or Discounted Price?
Auto-renewal does not re-price the service from the standard product price.
It renews by copying the existing asset and extending the term. This means the current asset pricing and discount information are carried forward.
For example:
Scenario | Result |
Standard product price is £50/month | This is the catalogue/full price. |
Asset is currently discounted to £20/month | The asset carries the discounted pricing setup. |
Asset auto-renews | The renewal carries forward the existing asset pricing and discount information. |
So if a service is £50/month but the asset is currently discounted to £20/month, the auto-renewal would carry forward the existing discounted setup. It would not automatically reset the asset back to £50/month.
In simple terms:
Auto-renewal continues the current asset pricing. It does not reset the asset back to full price.
This is because the renewal process copies fields such as the existing asset Cost, DiscountApplied, and DiscountReference onto the renewed asset.
What Information Is Carried Forward?
The renewed asset is created using the existing asset as the source. The process carries forward a wide range of asset details, including:
Area | Examples |
Customer details | Customer, site, cost centre, user, sub-company |
Product details | Product, product category, SKU, supplier, product name |
Billing details | Billing platform, billing status, billing frequency, billing intent |
Pricing details | Cost, RRP, initial cost, recurring cost, buy price, OGR |
Discount details | Discount applied and discount reference |
Ownership | Asset owner and sales order reference |
Contract details | Term, renewal frequency, extension details |
Custom fields | Custom Field 1 through Custom Field 24 |
Classification | Existing classification or selected replacement classification |
This ensures that the renewed asset remains aligned with the original asset configuration.
Renewal Term Logic
The new asset term is based on the configured renewal term.
However, where the existing asset has a contract term of 12 months or less, the process can use the previous asset’s term instead of the configured renewal term.
This helps preserve shorter-term asset arrangements where applicable.
Email Notifications
The add-on can optionally send renewal notifications.
There are two notification options:
Notification option | Description |
Notify asset owner | Sends an email to the internal asset owner. |
Notify sales order contact | Sends an email to the primary contact linked to the sales order. |
The notification lists the assets that have been auto-renewed.
Configuration Options
The add-on supports the following configuration options:
Configuration | Purpose |
Expiry timescale in days | Defines how far ahead the system looks for expiring assets. |
From date | Optional date to include assets that have already expired. |
New asset term | Defines the renewal term in months. |
Billing route | Limits the process to selected billing routes. |
Cease reason | Sets the cease reason on the original asset. |
Product classification | Allows a classification to be applied to the renewed asset. |
Notify email | Controls whether the asset owner is notified. |
Notify sales order contact | Controls whether the sales order primary contact is notified. |
Important Notes
Auto-renewal only applies to assets with Auto Renew enabled.
The process does not select a new product from the catalogue.
The process does not automatically apply the latest catalogue price.
Existing pricing and discount details are carried forward.
The old asset is ceased and a new renewed asset is created.
The renewed asset keeps the original sales order reference where applicable.
Classification can either be carried forward or overridden depending on configuration.
Summary
The Asset Auto-Renewal Add-On is designed to automate the renewal of eligible expiring assets.
It works by copying the existing asset, applying a new term, and carrying forward the asset’s existing configuration. This includes the current pricing and discount information.
Therefore, if an asset has a discounted price at the point of renewal, that discounted setup is carried forward. The renewal does not automatically revert the asset to the full product price.