DealTrack includes a replicate scheme function that can either be triggered manually by a user or automatically by the system.
To manually replicate a scheme, you will need to navigate to the scheme management page, which can be accessed via the Browse menu at the top of the page, clicking on Suppliers in the drop-down menu, selecting a supplier from the list and then selecting a scheme from the panel that appears from the right of the screen.
When you click the Replicate button on the scheme management page (as shown below), you will be prompted to choose whether you wish to replicate to the current period or to the next period.
When replicating to current period the scheme will be replicated as a proposal by default. When replicating to next period you will have the option to choose whether to replicate as either a proposal or an active/interim scheme.
The next period option is only available for schemes which span a whole number of months. This does not necessarily require that the scheme start and end dates coincide with month start and end dates. The simplest version of next period replication is for a whole month.
For example, if a scheme were to run from November 1st to November 30th, the next period would be December 1st to December 31st. This is also possible for multiple months, e.g. for October 1st to November 30th, the next period would be December 1st to January 31st.
The scheme can also start somewhere within a month, but only if it ends the day before it started. For example, for November 10th to December 9th, the next period would be December 10th to January 9th.
Please note — next period replication is not an option when the scheme does not cover a whole number of months, e.g. for November 10th to December 8th, there is no next period option.
When a scheme is replicated, the replicated scheme will be identical to the original scheme from which it was replicated, except that:
If you select Next period, all dates in the replicated scheme will be offset by the length of the original scheme;
The text ‘(replica)’ and a number for the replica is added as a suffix to the reference for the replica scheme;
Where a deal has manual overrides in place, it is replicated with the overrides disabled;
Deduction relationships between the deals within a scheme are only replicated when the scheme has no deals with duplicate deal references. If any duplicate deal references for the replicated scheme, the deduction relationships are lost during replication.
It is also possible for DealTrack to update year notation during replication. For example, an annual deal called 'Deal 2020' would be replicated to 'Deal 2021' when the scheme is replicated for the next period.
Alternatively, it is possible for DealTrack to automatically replicate a scheme to the next period based on the start and end dates of the current scheme. This can be configured on a per trading partner, or per scheme type basis, so you have control over which schemes this can be applied to.
The 'next period' is determined based on the number of months in the scheme. For example, if a scheme runs for 12 months, then the start date of the replica scheme will be 12 months after the start date of the scheme and the end date of the replica scheme will be 12 months after the end date of the scheme.
The Enable team can set up any of the following automatic replication configuration options:
- Automatically replicate schemes as proposals - When a scheme is coming to the end, you can replicate it to the next period as a draft proposal so that you can make changes during negotiations before becomes signed off.
- Automatically replicate schemes as active schemes - You may automatically replicate schemes to be active if they will not need any changes. In this case they will be ready to earn rebate straight away.
- Automatically replicate schemes as interim schemes - When a scheme is coming to an end, you may wish to automatically create an interim scheme so that you can accrue based on the previous scheme's terms whilst you are still negotiating any changes to the next period's proposal scheme.
- Automatically replicate interim schemes as proposals - When a scheme is coming to an end, you may use interim schemes to continue accruing. This interim scheme can then be replicated as a proposal.
You may choose between automatically replicating any of your schemes, or fully signed schemes only. You may also choose if you would like a scheme to automatically replicate a certain number of months before the end date. For example, if your scheme ends on 31st December, we can set it to replicate to the next period on the 31st November.
For schemes to automatically replicate there are some conditions:
- The scheme must cover a whole number of months.
- The scheme end date must not yet have passed.
- The scheme must not have already previously been automatically replicated.
When a scheme is replicated, the scheme reference will be appended with "(replica)", so that it is clear which scheme was replicated. Also, if you wish, the replication process can automatically update the date included in the scheme reference or description. For example, if the current scheme reference is "2020 Agreement", when it is automatically replicated to the next period it would become "2021 Agreement (replica)".
All the deals within the automatically replicated scheme will be replicated as part of this process. Other details, such as accrual bands and terms items, will also be replicated and therefore, you would need to manually change these if required.