Purchasing task and procurement case creation

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Purchasing task and procurement case creation

    This content explains how purchasing tasks and procurement cases are automatically created and managed within sourcing requests and purchase requisitions in ServiceNow, specifically for the Yokohama release. It details the conditions and workflows that trigger case and task creation, helping streamline supplier assessments, contract reviews, and approvals.

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    Purchasing Tasks and Procurement Cases in Sourcing Requests

    • If no negotiation exists, supplier risk assessment and NDA signature cases are triggered when the sourcing request state is Awaiting Supplier Response.
    • Procurement cases appear on the sourcing request's related cases list.
    • A supplier risk assessment case is created for each supplier if their risk assessment record is invalid.
    • An NDA case is created for each supplier if the NDA record is invalid; this requires a supplier reference field on the case template.
    • If the sourcing request state is skipped to Requires Decision, these cases are triggered at that state instead.
    • When contracts are manually created against a sourcing request, a contract review case is triggered.
    • Adding a new supplier to the sourcing request triggers risk assessment and NDA cases for that supplier under the relevant states (Awaiting Supplier Response or Requires Decision).
    • Purchasing tasks and procurement cases for awarded suppliers created on sourcing requests are also visible on the corresponding purchase requisitions.

    Purchasing Tasks and Procurement Cases in Purchase Requisitions

    • When the purchase requisition state is Pending Review or Pending Approval (with approvals triggered), Flow Designer creates the following cases:
      • GL coding review
      • Budget review
      • Supplier risk assessment
      • Supplier onboarding
      • NDA signature
      • Delivery address verification and approval (except for blanket orders)
    • Tasks include follow-ups for approval duration breaches.
    • An integration error purchasing task is created when ERP integration fails and the requisition state updates to Awaiting Task Completion.
    • If a purchase requisition is created without a sourcing request, all relevant tasks and cases are created during Pending Review or Pending Approval, except contract review cases and integration error tasks which wait until Awaiting Task Completion.
    • If tasks and cases remain open after approvals, the requisition stays in Awaiting Task Completion until all order-dependent tasks and cases are closed.
    • Once all tasks and cases are completed, the purchase requisition state moves to Final Review or PO Created depending on purchasing settings.

    Practical Benefits for ServiceNow Customers

    • Automates creation and tracking of essential procurement tasks and cases, reducing manual effort and errors.
    • Ensures supplier risk and compliance checks are systematically enforced during sourcing and purchasing processes.
    • Improves visibility by linking procurement cases to sourcing requests and purchase requisitions, facilitating better oversight.
    • Handles exceptions such as ERP integration failures with dedicated tasks to prompt resolution.
    • Supports flexible workflows by adapting case and task creation based on state changes and user actions, such as manual contract creation or skipping states.

    Create purchasing tasks and procurement cases in sourcing requests and purchase requisitions.

    Sourcing request

    If a negotiation does not exist, the supplier risk assessment and send NDA for signature cases are triggered when the state of the sourcing request is Awaiting Supplier Response. The procurement cases are created on the cases related list of the sourcing request.
    • Conduct a supplier risk assessment: If risk assessment on the referenced supplier record is not valid, create a supplier risk assessment case for each supplier on the sourcing request.
    • Send NDA for signature: If the NDA on the referenced supplier record is not valid, create an NDA case for each supplier on the sourcing request. This requires adding a supplier reference field on the case template.
    • If the user skips updating the state of the sourcing request to Awaiting Supplier Response, these cases are created when the state of the sourcing request is Requires Decision.
    • If the user decides to manually create contracts against the sourcing request, trigger the contract review case once a contract is created.

    If a new supplier is added to the sourcing request, the risk assessment and send NDA for signature cases for that supplier are triggered when the state of the sourcing request is Awaiting Supplier Response or Requires Decision (if the user skipped the Awaiting Supplier Response state).

    Purchasing tasks and procurement cases for the awarded supplier that are created on a sourcing request are also shown on the purchase requisition.

    For information on how a supplier tiering assessment case influences sourcing request states, see Sourcing and Procurement Operations integration with Third-party Risk Management.

    Purchase requisition

    The following procurement cases and purchasing tasks are created in flow designer when the state of the purchase requisition is Pending Review or Pending Approval (if approvals are triggered):
    • Cases:
      • GL coding review
      • Budget review
      • Conduct a supplier risk assessment
      • Onboard a supplier
      • Send NDA for signature
      • Delivery address verification (not applicable for blanket order type scenario)
      • Delivery address approval (not applicable for blanket order type scenario)
    • Tasks: Follow up required: Approval duration breached

    The integration error purchasing task is created in flow designer when integration with ERP fails and the state of the purchase requisition is updated to Awaiting Task Completion.

    If a purchase requisition is created directly without a sourcing request, all purchasing tasks and procurement cases are created in flow designer when the state of the purchase requisition is Pending Review or Pending Approval (if approvals are triggered), with the exception of contract review case and integration error task. These are created when the state is Awaiting Task Completion. If the tasks and cases triggered during the Pending Review or Pending Approval state are still open after approvals are complete, the state of the purchase requisition is in Awaiting Task Completion. Only when all the Order dependent on task tasks and Order dependent on case cases are closed, the state of the purchase requisition is updated to Final Review or PO Created, based on the purchasing property.