Manage Coupa Purchase Requisitions in Tropic

Overview 

This guide provides detailed insights into the various workflow tasks enabled by Tropic's Coupa integration, empowering you to seamlessly manage procurement processes from within the Tropic platform.

Each task is covered in detail, outlining its functionality and how to view the linked Coupa purchase requisition for a request in Tropic.

To use Coupa-related tasks in a Tropic workflow, you must first set up the Coupa integration.

Add a Coupa task to a workflow

Requires the following user role:  Owner

You can add Coupa-related tasks to a workflow in Workflow Studio.

• Open the workflow in Workflow Studio.
• If starting from a blank workflow, click Add a Task.

If starting from an existing task, click one of the Add a Task icons.

• In the Add Tasks sidebar, select Integration as the Task Type.
• Select Coupa as the Integration.
• Select the desired task.

• Fill out the remaining task details.
• Click Add Task.

Onboard Supplier task

The Onboard Supplier task automates and simplifies the process of adding new suppliers, ensuring that all necessary data is collected and synchronized between Coupa and Tropic.

The Onboard Supplier task directs you to add a new supplier to Coupa or an ERP that syncs to Coupa. This typically involves collecting information needed to later send purchase orders and payments to the supplier. This can include contact details, banking information, and tax forms.

Supplier Exists in Coupa

If the supplier already exists in Coupa, the task is automatically skipped, and marked as completed. The next task in the workflow will open automatically.

The default instructions for the task are defined in the Coupa integration settings, but you can override these instructions when adding the task to a workflow.

When the approval process is done in Coupa and the supplier is Active, Tropic automatically closes the task when the supplier is added to Coupa and synced to Tropic. 

Supplier does not exist in Coupa

If the supplier isn't already in Coupa, you'll notice the absence of the Coupa logo next to the supplier's name.

Note: Ensure that the supplier is in the Active status in Coupa. Suppliers in the Onboarding status will not show up in the sync over to Tropic. Only Active suppliers are eligible for syncing.

In such cases, the Onboard Supplier task becomes accessible.

Click on Onboard Supplier, select This supplier isn’t in Coupa

Select your onboarding form, click Complete form, and fill out the necessary supplier information to send to Coupa, and Submit. This will send a request to onboard the new supplier to Coupa.

Supplier Request Status Task

The Supplier Request Status monitors the progress of onboarding a new supplier within the Coupa integration in Tropic. The status of the request can be tracked with the Supplier Request Status task.

Click the link under Coupa Supplier Request to approve your new supplier onboarding.

Click Review on the Supplier Request Status and see that the request has been accepted. When the supplier's status in Coupa is updated to Applied, it means that the supplier is being onboarded and the necessary checks and balances are underway.

The task will automatically be marked as completed once the supplier onboarding request has been approved in Coupa.

When filling out the supplier request form, please note that any changes made in Coupa, such as Supplier Information, Approval Status or Documents Attachments are dynamically updated in Tropic. This eliminates the need for duplicate updates in both systems.

Remember to refresh the page in Tropic to see the latest status updates as they are pulled in from Coupa.

Supplier Onboarding Status Task

Onboarding has started in Coupa for this supplier. You can view the supplier in Coupa by using the following link.

This task provides visibility into the onboarding process, keeping you informed of the supplier's progress and ensuring all necessary steps are completed efficiently. You do not need to take any action; the task will automatically be marked as Completed in Tropic once the supplier onboarding request has been approved and applied in Coupa. Please note that there will be no notification for the completed task. 

Submit Contract Requests

To Submit a Contract, please ensure you have an active Coupa user account. Only Coupa users can submit contract requests. If you see the message below 'Only Coupa users can submit a contract request. Your Tropic user is not connected to an active Coupa user,' it means your Tropic user isn't linked to an active Coupa account. Please contact your Coupa administrator for support

Click Create Contract, and follow the instructions provided to complete the form, ensuring all required fields are filled out accurately.

If any fields change in the Coupa form, Tropic automatically updates to reflect these changes every hour. Once a contract request is submitted, Tropic provides you with live status updates directly pulled from Coupa, so you can see whether your request is pending approval or has been approved. You need to view the request in Tropic and check manually for these updates

You can click on a link to view the contract request directly in Coupa.

Contract Request Status Task 

The Status of Contract Request task allows you to monitor your contract requests' progress, ensuring timely approvals and initiation of the contract creation process. It closes automatically upon request approval and execution.

Click Review and click the link to the Coupa Contract Request. You will be redirected to Coupa where you can approve it. .

Additionally, Tropic utilizes smart tasks to streamline the workflow. If the legal team determines that a contract is not needed, the relevant task will automatically close, and no further action will be required from you. This feature helps to avoid unnecessary steps and keeps the process efficient.

Note: No actions are required for the Status of Contract Request or Contract Creation Status tasks. These tasks are designed to provide updates and close automatically when the respective steps are completed.

Contract Creation Status Task

The Contract Creation Status Task allows you to monitor the creation of your contracts in Coupa. This task ensures that you stay informed about the status of the contract creation process and provides a link to view the contract directly in Coupa. The task is automatically managed by Tropic and will close when the contract has been published in Coupa.

How it works: 

• Once a contract request is submitted and approved, the contract creation process begins in Coupa.
• The task provides a link to view the contract in Coupa. You can use this link to check the details and status of the contract as it progresses through the creation process.
• The Contract Creation Status Task will automatically close once the contract has been published in Coupa.
• This ensures that you do not need to manually update or track the completion of the contract creation.

Contract Syncing

If you have Contract Management in Coupa and are using the contract creation, once the request is approved and the contract gets created in Coupa, Tropic automatically retrieves the contract details and incorporates them back into the platform. Contract syncing is a functionality that enables:

• Creating a request in Tropic to have a contract created in Coupa.
• The request goes through the approval process in Coupa.
• Once approved and the contract is created, Tropic retrieves the contract details and incorporates them back into the Contracts section of the platform.

Create Purchase Requisition task

The Create Purchase Requisition task creates a Coupa purchase requisition directly from a Tropic request. This task typically occurs after the request has passed all approvals in Tropic.

To create a Coupa purchase requisition, the assignee must be a Coupa user with a Purchasing License. If the user was recently added to Coupa, the user can create a requisition after data syncs to Tropic.

 

Important: Once submitted, you can no longer edit the purchase requisition in Tropic. Instead, you can edit the requisition in Coupa, which will later sync to Tropic.

If a Coupa purchase requisition already exists for the request, you can link it instead.

Tropic automatically closes the task when the purchase requisition is submitted to Coupa and has the Pending Approval status. We recommend you add a Purchase Requisition Status task immediately after this task.

View a Request Purchase Requisition

After you link a Coupa purchase requisition to a request, you can view the requisition in the request page’s Requisition tab. To access the tab:

1. In Tropic, click Requests.
2. Click the request.
3. Click the Requisition tab.

The Requisition tab includes information about the purchase requisition from Coupa.

Purchase Requisition Status Task

The Purchase Requisition Status task lets users follow a linked purchase requisition’s status in Coupa without leaving Tropic. The task contains a link to the Coupa purchase requisition.

Tropic automatically closes the task when the linked purchase requisition is assigned an Ordered status in Coupa.

Once the purchase requisition is approved, Coupa creates one or more related purchase orders and sends them to the supplier. To track the status of these purchase orders, we recommend you add a Purchase Order(s) Status task immediately after this task.

Purchase Order(s) Status task

The Purchase Order(s) Status task lets the assignee view linked purchase orders in Coupa. A purchase order is a legal document that outlines what goods or services your organization is buying from a supplier.

Tropic automatically closes the task when the linked purchase orders are assigned a Received status in Coupa.

Additional Resources

For more information about our guide and training documentation please visit Help Center