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Microsoft Dynamics GP

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Review expiring Dynamics GP service contracts
Report

Renew service contracts on time and at the right price

For account managers who want expiring Dynamics GP service contracts reviewed against service actually used, by asking their AI assistant.

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Review expiring Dynamics GP service contracts
Which Dynamics GP service contracts end in the next 60 days, and should we reprice any?
7 service contracts end in the next 60 days. - Reprice: Contoso, 14,800 of service used against a 9,600 contract - Renew: 4 contracts used well within their value - Review: 1 contract has passed its end date but still looks active Want the renewal notes for each contract?
Microsoft Dynamics GP
Sample figures. Your results come from your own account.
microsoft-dynamics-gp-get-srv-contract
microsoft-dynamics-gp-get-srv-contract-line
microsoft-dynamics-gp-get-srv-service-call

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Microsoft Dynamics GP

Microsoft Dynamics GP
Run it on your own Microsoft Dynamics GP data.

Connect Microsoft Dynamics GP, pick your AI tool and paste the prompt.

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The problem

Service contracts expire quietly or renew too cheap

Service contracts in Dynamics GP expire quietly unless someone checks end dates. Renewals go better when you know what each contract covers and how much service the customer used, but pulling that together is slow.

Without PopdockAI

  • Filter contracts by end date
  • Miss lapsed contracts that still look active
  • Total a year of service calls per customer
  • Renew at the old price without checking usage

With PopdockAI

  • Contracts ending in the window and lapsed ones that look active are read
  • Covered lines and billed amounts are read for each
  • A year of service calls is compared with the contract total
  • Each gets a renew, reprice or review note, with nothing changed

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Find service contracts for `{customer-name}` (default all customers) whose end date falls in the next `{days-ahead}` days (default 60), and give the account manager what they need to renew each one.

Pass `{company}` as `company` on every call (if it is empty, omit `company` and the default company is used). Pass a generous `max-records` (1000). If a result comes back with exactly that many rows, say the result may be truncated.

**Step 1: Contracts ending soon**

Call `dynamics-gp-get-srv-contract`, with `customer-name.contains` when given. There is no end-date filter, so filter the rows yourself: keep contracts whose `end-date` is between today and today plus the window, and also list separately any whose `end-date` has already passed but whose `status` still looks active.

**Step 2: What each contract covers**

For each kept contract call `dynamics-gp-get-srv-contract-line` filtered by `contract-number`. Count lines, list `item-number` and `serial-number` per line, and total `total` and `total-billed`.

**Step 3: How much service it consumed**

For each distinct `customer-id`, call `dynamics-gp-get-srv-service-call` filtered by `customer-id` with `entry-date.from` set to one year ago. Count calls and sum `total`. Compare that service value with the contract `total` to show whether the contract is priced above or below what it cost to serve.

**Step 4: Report**

A table sorted by `end-date`: contract number, customer, contract type, end date, days left, contract total, billed to date, lines covered, calls in the last year, service value in the last year, and a one-word renewal note (renew, reprice, review). Then the list of lapsed-but-active contracts.

**Rules & Guidelines:**

* Read-only. Do not call `dynamics-gp-srv-equipment-update`, `dynamics-gp-srv-service-call-update`, `dynamics-gp-pa-contract-add` or any tool whose name does not contain `get`.
* Reprice means service value exceeded the contract total. Say that in the report so the note is not read as an opinion.

**Validation:**

* If nothing ends in the window, say so and give the next contract end date after it.

Who it's for

One answer, three teams that use it

Account managers

Start renewals before contracts lapse

Contracts ending soon are listed with what they cover, so renewal talks start in good time.

Which Dynamics GP service contracts end in the next 90 days?

Service sales reps

Reprice contracts that undercharge

Contracts where service value exceeds the contract total are marked reprice, with the reason.

Which expiring service contracts in Dynamics GP should we reprice based on last year's calls?

Service managers

Find lapsed contracts still in use

Contracts past their end date but still active are flagged, so customers are not served for free.

Are any Dynamics GP service contracts past their end date but still active for Contoso?

How it works

What PopdockAI does when you ask

You set a window, and your AI assistant reviews expiring Dynamics GP contracts against real service use. It suggests a renewal approach for each and changes nothing.

01

Ask

You set a window, and optionally a customer.

Your AI tool

02

Read

It reads contracts ending in the window and lapsed ones that look active.

microsoft-dynamics-gp-get-srv-contract

03

Compare

It compares covered lines and billing with a year of service calls.

microsoft-dynamics-gp-get-srv-contract-line
microsoft-dynamics-gp-get-srv-service-call

04

Report

You get each contract with a renew, reprice or review note.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for Microsoft Dynamics GP and one secure connection to your AI tool. No code, no exports.

get-data

microsoft-dynamics-gp-get-srv-contract

Returns service contracts from Dynamics GP Field Service, with customer, contract dates, billing cycle and status, and contract totals. Filter by customer name, status, contract record type, contract type, start date, total, contract number and customer ID, and pick the company and the maximum number of records.
get-data

microsoft-dynamics-gp-get-srv-contract-line

Returns service contract lines from Dynamics GP Field Service, showing the customer, contract, covered item and equipment, contract dates and billing totals. Filter by total, contract type, customer ID, item number, customer name, serial number, equipment ID and contract number, and pick the company and the maximum number of records.
get-data

microsoft-dynamics-gp-get-srv-service-call

Returns service call records from Dynamics GP Field Service, including customer, service type, status, technician, priority and totals. Filter by total, service type, customer ID, office ID, service call status, name, priority level and service call number, and pick the company and the maximum number of records.
Read only.Nothing in Microsoft Dynamics GP Changes

This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.

How Popdock AI secures your data

The outcome

Renewals on time and priced on real use

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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