Adding Contract Records in Tropic

Overview

In Tropic, most new contract records, including renewals, are created through a request. However, there are cases where you may need to add contract records outside of a request, such as when a purchase was handled outside of Tropic or a contract was missed during the initial setup. This guide explains how to add a single contract or upload multiple contracts in bulk.

Adding a Single Contract Record

Requires one of the following roles: Owner Platform member Department admin

You can add a single contract record from the Contracts page.

• In Tropic, click Contracts.
• Click Add Contracts.
• Select Add Single Contract.
• In the Supplier field, type and select the name of the contract’s supplier.
  • If you need to ad a new supplier, click Add new Supplier.
  • If you're adding a contract record due to an upgrade or add-on, first check whether it should be handled as an amendment to an existing contract. If the renewal date remains the same, update the original contract record instead of creating a new one.
  • If you can't provide a domain, click Add Supplier without a domain.
• Click Add Contract.
• Fill out the fields under Required Information.

• Click Submit for Review.

Tip: Suppliers can appear in Tropic through ERP or identity platform integrations, even without an active contract or request. For more details, refer to our Spend Management article.

Adding Contract Records in Bulk

Requires one of the following roles: Owner Platform member Department admin

To add multiple contract records, Tropic allows you to upload data in bulk using a CSV file.

Key Considerations for Bulk Uploads:

• Bulk uploads are only for adding new contracts. You cannot edit or delete existing contracts using CSV uploads.
• Bulk-imported records do not include contract documents. You must add these documents individually after the import is complete.

Steps to Add Contracts in Bulk:

• In Tropic, click Contracts.
• Click Add Contracts.
• Click Add Multiple Contracts.

• Click Download Contract Template to download the CSV template.
• Fill out the CSV with your contract data. The following table provides guidance for each field.
  

  Important: Before upload, delete the instructional column and row provided in the template.

  Field	Required	Description
  Organization*	Yes	Name of your organization in Tropic. The instructional row prefills this value for you.
  Supplier Name*	Yes	Supplier for the contract. This value should match the name of the supplier in Tropic, if applicable.
  Supplier Website URL	No†	URL for the supplier. †If the supplier doesn’t exist in Tropic, this value is required.
  Department	No	Department associated with the contract. This value should match the name of the department in Tropic. Values are case-sensitive.
  Total Contract Value		Total monetary value of the contract in USD. Example: $75,000 or $83,000.05.
  Renewal Type*	Yes	Defines the contract’s renewal clause. Must be one of the following values: Automatic, Optional, Non Renewing, or Perpetual. Values are case-sensitive.
  Contract Start Date	No	Start date for the contract. Must use the following format: MM/DD/YYYY.
  Contract End Date	No	End date for the contract. Must use the following format: MM/DD/YYYY.
  Opt Out Period (Days)	No	Number of days required to opt out of auto-renewal for the contract. Must be an integer. Example: 60.
  Signed Date	No	Date the contract was signed by your organization. Must use the following format: MM/DD/YYYY.
  Billing Frequency	No	How often bills are sent for the contract. Must be one of the following values: Monthly, Quarterly, Semi annual, Annual, or Upfront. Values are case-sensitive.
  Payment Terms	No	Payment schedule and conditions for bills related to the contract. Must be one of the following values: Due upon receipt, Net 15, Net 30, Net 45, Net 60, Net 90, or Other. Values are case-sensitive.
  Payment Method	No	Accepted payment method for bills related to the contract. Must be one of the following values: ACH, Wire, E-check, Check, Credit Card, AWS Marketplace, Invoice, or Other. Values are case-sensitive.
  Supplier is Reseller	No	Indicates whether the supplier resells goods or services from another party. Must be one of the following values: Yes or No. Values are case-sensitive.
  Purchase Category	No	Indicates purchase requests based on what you’re buying

• Save the CSV using the .csv file extension. You can use any filename.
• Upload your CSV file using the Upload Contracts Template section.
• Click Review

The uploader runs a validation check on your CSV file to ensure it contains valid data, displaying the results on the Review Records page.

Any records with errors will appear in the Invalid tab, with fields containing invalid data highlighted in red. To correct an invalid field, simply click on the value and make the necessary changes.

After you’ve finished correcting your records, click Save to rerun Tropic’s validation check. Once the Invalid tab shows no errors, click Import. The Import History page will then display a message indicating that your upload is in progress, and a success message will appear once the import is complete.

Any contracts you import are in the In Review stage. To complete setup, you must add a contract document to each contract record individually. 

Best Practices for Adding Contracts

When adding new contract records in Tropic, it’s important to ensure that each record is complete and accurate. Here are some best practices to follow:

• Ensure Completeness: Each contract record should include the "Big Six" elements: Contract Owners, Department, Contract Documents, Total Contract Value, Term Length, and End Date. This helps in sending renewal reminders and managing access.
• Create a New Record for Renewals: Always create a new contract record for renewals and update the previous contract’s status accordingly. This keeps your contract history organized.
• Set Appropriate Terms: Define the Contract Term based on the renewal schedule, not the payment schedule. This ensures accurate renewal reminders.

Additional Resources

For more information about uploads, please refer to the Add documents to contracts, or visit our Help Center for more information about our documentation and support.