Set Up a Multi-Year Contract in Salesforce

You can create multi-year contracts in Salesforce and sync them to Ordway with charges that align with the contract term. This guide explains how to configure contract dates and add charges for either a single multi-year period or multiple consecutive terms with different amounts.

Contents

• Prerequisites and Initial Setup
• Understand Contract and Charge Dates
• Use Case 1: Align Charge Dates with the Contract Term
• Use Case 2: Apply the Same Charge Across Multiple Terms
• Verify Contract Field Mappings
• Sync the Contract to Ordway

Prerequisites and Initial Setup

Complete the following steps before configuring the multi-year charges.

1. Create an Account in Salesforce.
2. Assign the Billing Contact and Shipping Contact to the Account.
3. Create an Opportunity for the multi-year contract and populate the following fields:
   • Opportunity Name
   • Account Name
   • Price Book
   • Close Date
   • Stage
   • Ordway Opportunity Type

Understand Contract and Charge Dates

The contract term and charge dates determine the period covered by the subscription charges.

• If the Charge Start Date and Charge End Date are not provided, Ordway uses the Contract Service Start Date and Contract Term to determine the contract dates by default.
• To extend a charge beyond the existing Contract Term, increase the Ordway Contract Term so that the Charge End Date aligns with the extended contract end date.

Example: Multi-year contract details

The example below shows an Ordway Contract with a Contract Effective Date and Service Start Date of March 15, 2025, and a Contract Term of 36 months.

Use Case 1: Align Charge Dates with the Contract Term

Use this approach when a charge covers the full contract term.

1. Open the Opportunity created in the initial setup.
2. Open the Plan Picker and add the required charge to the Opportunity.
3. Set the Charge Start Date to align with the Ordway Service Start Date.
4. Set the Charge End Date to align with the end of the Ordway Contract Term.
5. Enter the required Amount and Quantity.
6. Save the Opportunity.
   

Use Case 2: Apply the Same Charge Across Multiple Terms

Use this approach when the same charge must cover multiple consecutive terms within a multi-year contract, with different amounts for each term.

Follow Steps 1–4 in Prerequisites and Initial Setup to create the Account, assign the contacts, and create the Opportunity.

Step 1: Add the Charge for the First Term

1. Open the Plan Picker and select the required Plan.
2. Set the Charge Start Date and Charge End Date for the first term.
3. Enter the required Amount and Quantity.
4. Save the Opportunity.

Example: First term

• Charge Start Date: March 20, 2025
• Charge End Date: March 19, 2026

Step 2: Add the Charge for the Second Term

1. Open the relevant Ordway Contract Line Item and add the same charge for the second term.
2. Set the Charge Start Date and Charge End Date.
3. Enter the required Amount and Quantity.
4. Save the Opportunity.

Example: Second term

• Charge Start Date: March 20, 2026
• Charge End Date: March 19, 2027

Step 3: Add the Charge for the Third Term

1. Open the relevant Ordway Contract Line Item again and add the same charge for the third term.
2. Set the Charge Start Date and Charge End Date.
3. Enter the required Amount and Quantity.
4. Save the Opportunity.

Example: Third term

• Charge Start Date: March 20, 2027
• Charge End Date: March 19, 2028

Step 4: Create or Update the Contract

After adding the charges for all three terms, create or update the Ordway Contract and sync it.

Verify Contract Field Mappings

Before syncing the Contract, verify that the required fields are mapped correctly between Salesforce and Ordway.

Navigate to Setup > Integrations > Salesforce > Settings in Ordway and review the Contract mappings for the applicable sync direction.

The supplied mapping screenshots show examples of fields including:

• Subscription ID
• Customer ID
• Billing Contact ID
• Shipping Contact ID
• Contract Status
• Billing Start Date
• Service Start Date
• Contract Effective Date
• Auto-Renew
• Renewal Term
• Contract Term
• Currency
• Current Term Start Date
• Current Term End Date

Confirm that each field required by your workflow maps to the intended Salesforce or Ordway field.

The below image illustrates the Ordway Contract field mapping showing the Subscription ID, Customer ID, Billing Contact ID, Shipping Contact ID, Status, and Billing Start Date fields.

The Image shows the Ordway Contract mapping showing Billing Start Date, Service Start Date, Contract Effective Date, Cancellation Date, Auto-Renew, and Renewal Increment Percent.

The Image shows the Ordway Contract mapping showing Currency, Separate Invoice, Notes, Coupon Code, Payment Terms, Contract Term, Renewal Term, Defer Start Date, and MRR.

The below image shows the Ordway Contract mapping showing Current Term End Date, Current Term Start Date, TCV, Version Type, Bill To Parent Customer ID, ARR, and Salesforce record ID.

Sync the Contract to Ordway

After completing the applicable use case and verifying the mappings:

1. Create or update the Ordway Contract.
2. Confirm that the Contract and charge dates align with the intended multi-year periods.
3. Sync the Contract to Ordway.