Overview
A renewal request is a purchase request that extends an existing contract. Tropic links renewal requests to the existing contract record, allowing you to track supplier interactions over time. When the request is complete, an assigned user creates a new contract record and marks the previous contract as replaced.
This guide covers:
- Creating a renewal request
- Marking contracts as replaced or renewed
- Managing renewal reminders
Creating a Renewal Request
Tropic typically sends contract owners a renewal reminder before a contract’s end date. The email includes a link to create a renewal request, automatically linking it to the existing contract. Contract owners can also create a renewal request directly from the contract page, while other users can manually select a contract to renew in the request form.
Create a Renewal Request from the Contract Page
If you’re a contract owner, follow these steps to create a renewal request from a supplier's contract page: While creating a renewal request, you will be prompted to select which contract(s) are being renewed as part of the request. Upon selecting a contract, its stage will be set to renewal in progress, which will automatically disable the contract’s renewal reminders.
- In the Purchasing Portal, click the contract under Upcoming Renewals (only contracts with an upcoming renewal and no linked renewal request are displayed here).
- To renew another contract, click the contract under Your Contracts.
- Under How can we help?, click Create a Request. The supplier is preselected.
- Fill out the request form. For What type of request is this?, select Renewal.
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If the supplier has an active contract, the What contracts are associated with this renewal? field displayed.
- Once selected, the contract’s stage is set to Renewal In Progress, and renewal reminders are disabled.
Note: The linked renewal request is listed under Next Request Created in the Overview section of the contract page.
Manually Select a Contract to Renew
If you’re not a contract owner, you can create a renewal request using a request form. Note: These steps only apply to renewal requests in the Software purchase category.
- In the Purchasing Portal, click Create Request.
- Select a supplier and fill out the request form.
- For What would you like to purchase?, select Software.
- For What type of request is this?, select Renewal.
- If the supplier has an active contract, the Is this a renewal request for any of the active contracts below? field is displayed. Select one or more contracts to renew.
- Click Submit Request. The linked renewal request is listed under Next Request Created in the Overview section of the contract page.
Managing Renewal Reminders
Renewal reminders help ensure no critical contracts are missed. Tropic automatically sends notifications to contract owners or fallback recipients based on renewal reminder settings.
Stopping Renewal Reminders
Renewal reminders are automatically disabled when:
- The contract’s Stage is updated to Renewed, Not Renewed, or Terminated.
- The renewal reminder date is changed to a future date.
- Renewal reminders are manually turned off.
Adding Multiple Recipients for Renewal Reminders
You can add teammates to receive renewal reminders for a contract:
- If creating a contract, select teammates in the Owners field of the contract form.
- If editing an existing contract, access the contract and update the Owners field.
- Click Save.
Note: All selected owners will now receive renewal reminders for the contract.
Fallback Recipients for Renewal Reminders
If a contract lacks an owner, renewal reminders are sent to a fallback recipient assigned during onboarding. To update the fallback recipient:
- Ask a Tropic account owner to submit a support ticket.
Marking Contracts as Replaced or Renewed
Mark an Existing Contract as Replaced
When a renewal request is complete, the user assigned the Create Contract task selects one or more contract records to mark as replaced.
- Once the task is complete, the selected contract is assigned a Replaced status.
Mark an Existing Contract as Renewed
When you create a new contract from a renewal request, you’ll select one or more contracts to mark as renewed. This sets the contract’s Stage to Renewed.
- The renewed contract links to the replacement contract, accessible via the Stage field’s Renewed value on the contract page.
Manually Mark a Contract as Renewed
- In the Purchasing Portal, locate the contract under Your Contracts.
- If you have the Owner role, click Contracts in the Tropic platform and select the contract.
- Click Edit.
- In the Stage field, select Renewed.
- The Renewed By field is displayed.
- Select the replacement contract, or check Contract representing renewal does not exist within Tropic if no replacement exists.
- Click Save.
Note: The renewed contract retains an Active status until its end date. On the end date, the contract is automatically assigned an Inactive status.
Additional Resources
To learn more about Contracts please refer to: