Overview
A purchase request initiates the procurement process within an organization. In Tropic, you create a request by completing a request form. The user who submits the request is called the requestor. Once a request is created, Tropic automatically assigns it to a workflow based on predefined rules.
Workflows guide the request through various tasks that need to be completed, skipped, approved, or rejected. As the request progresses, Tropic dynamically opens and assigns tasks based on the workflow setup, ensuring an efficient and structured process.
Request Type
When creating a request, you must provide essential details, including the supplier, purchase category, department, and request type.
The request type defines the nature of the purchase or transaction. Here are the supported request types in Tropic:
| Request Type | Description |
|---|---|
| New Purchase | A purchase with a supplier you don’t currently have a relationship with. |
| Renewal | A purchase that extends a contract with an existing supplier. |
| Upgrade |
A purchase for an add-on or increased spend with an existing supplier. If the renewal date stays the same, update the existing contract record. Otherwise, create a separate contract. |
| Downgrade | A transaction that decreases spend with an existing supplier. |
| Replacement | A purchase that replaces an existing supplier. |
Tropic-Managed vs. Organization-Managed Requests
Requests in Tropic are categorized as either Tropic-managed or organization-managed.
- Tropic-Managed Requests: These workflows are handled by Tropic’s Assisted Purchasing team.
- Organization-Managed Requests: These workflows are managed internally by your organization without Tropic’s involvement.
You can change a Tropic-managed request to an organization-managed request by updating its workflow. For more details, see Tropic-Managed vs. Organization-Managed Workflows.
Request Stages
Requests progress through sequential stages in a workflow. Each stage groups related tasks, and when all tasks in a stage are completed or skipped, the request moves to the next stage.
You can track a request’s stage to monitor its progress or manually update it if needed.
| Request Stage | Indicates |
|---|---|
| Requirements Gathering | The request has been submitted and is awaiting pre-approvals or reviews. |
| Negotiation | The request is in active negotiation. |
| Approvals and Signatures | The request is waiting on final approvals and signatures. |
| Closing | Administrative tasks are being completed after a contract has been approved and signed. |
| Savings Review | (Tropic-managed requests only) The request is awaiting savings approval from the organization. |
| Completed | The request resulted in a purchase, and a contract record was created. |
| Not Renewing | A renewal request is not proceeding. This stage permanently closes the request. |
| Not Addressable | (Tropic-managed requests only) The request cannot be handled by Tropic’s Assisted Purchasing team. |
| Not Purchased | A new purchase request is not proceeding. This stage permanently closes the request. |
Approval Options
Approval tasks are critical steps within a workflow, ensuring that purchases align with your organization's policies.
Here are the options available for approval tasks:
- Approve: Approves and closes the task, allowing the workflow to proceed.
- Request Changes: Requests specific changes, assigns someone to make the updates, and sets a deadline. The original approval task reopens after the revision is completed.
- Reject: Rejects the task and the entire request. A reason for the rejection is provided, and the requestor and approvers are notified. Only Tropic Staff and Owners can reopen a rejected request.
Best Practices for Managing Requests
To streamline the request process and ensure smooth approvals:
- Submit early: This allows ample time for internal approvals and maximizes Tropic's leverage in negotiations.
- Provide detailed information: Including all relevant details in your request speeds up reviews and negotiations.
- Use the activity field: Tag teammates using "@" mentions to keep everyone informed and aligned.
- Tag Tropic Support: If you need assistance with your request, tag @TropicSupport in the activity field for prompt help from our team.
Additional Resources
For more detailed information about Requests visit our Help Center.