Overview
Managing subscriptions with multiple SKUs and varying renewal dates is a common challenge when dealing with resellers like CDW. The core issues include non-co-terminous renewal dates, confusion over whether to list the reseller or service provider as the supplier, and cluttered supplier lists in Tropic. This guide provides clear guidelines to help streamline subscription management, reduce frustration, and improve visibility.
Guidelines
Group Subscriptions by Reseller
When adding contracts for subscriptions purchased through a reseller (e.g., CDW), associate all contracts with the same reseller. Tropic will automatically group these under a single supplier entry for the reseller.
Why It Matters:
- Organization: Grouping contracts by reseller avoids clutter and ensures all subscriptions are tracked under the appropriate supplier.
- Efficiency: Automatically consolidating contracts under the reseller simplifies tracking and management.
Use Contract Descriptions for Specifics
Include detailed descriptions for each contract, specifying:
- Subscription name (e.g., Microsoft M365 Apps for Business G).
- Renewal date, quantity, and purpose.
Why It Matters:
- Clarity: Detailed descriptions make it easier to understand the purpose of each subscription.
- Visibility: Helps track renewals and manage related subscriptions effectively.
Leverage Tags or Custom Fields
Use tags or custom fields to group related SKUs for easier filtering and searching in Tropic.
Why It Matters:
- Searchability: Tags improve the ability to find related subscriptions quickly.
- Customization: Tailored fields help categorize subscriptions based on your organization's needs.
Proactively Manage Renewal Dates
Set reminders in Tropic or your calendar for non-co-terminous renewals to avoid missed deadlines.
Why It Matters:
- Timeliness: Ensures proactive renewal management.
- Risk Mitigation: Reduces the risk of lapses in critical subscriptions.
Additional Resources
For detailed documentation and training resources, please visit our Help Center.