Overview
This guide outlines best practices for managing purchase categories in Tropic to ensure effective organization and streamlined request processes.
Guidelines
Deactivate Request Forms for New Categories
- Recommendation: When you create a new purchase category, Tropic assigns the category a default request form. This form is immediately available to users when they create a request.
- Action: We recommend you deactivate the request form until you can customize it. Users can’t select a purchase category for requests if its request form is deactivated.
Why It Matters: Customizing request forms ensures that purchase categories align with organizational processes and data collection needs.
Ensure Purchase Categories Reflect What Is Being Purchased
- Guideline: Purchase categories should reflect what is being purchased, not who is making the purchase.
- Additional Tip: Requests also include a Department field, which represents the origin of the request. If needed, use task rules to add conditional tasks to the workflow based on the request’s department.
Why It Matters: Clear and accurate categories help streamline workflows and avoid confusion during the request process.
Maintain One Primary Workflow per Purchase Category
- Recommendation: Most requests are assigned to organization-managed workflows based on request type and purchase category. Ensure the workflow aligns with the request’s purchase category.
- Action: We recommend you maintain one workflow for each purchase category. If needed, use task rules to add conditional tasks to the workflow based on the request type.
Why It Matters: A single, aligned workflow per category simplifies management, ensures consistency, and enhances efficiency.
Common Mistakes to Avoid
- Overcomplicating Categories: Avoid creating overly specific categories that could confuse users or result in mis-categorized purchases.
- Neglecting Regular Updates: Failing to review and adjust categories over time can lead to outdated or irrelevant options.
- Skipping Customization: Leaving default request forms active without customization can result in incomplete or misaligned data collection.
Additional Resources
- Tips for Effective Category Management: Regularly review and update purchase categories to ensure they remain relevant and aligned with organizational needs.
- Common Challenges and Solutions: Address potential issues such as mis-categorized purchases by implementing clear guidelines and regular audits of purchase categories.
- For more detailed documentation and training guides, please visit our Help Center.