Purchase refinement options

  • Release version: Yokohama
  • Updated January 30, 2025
  • 3 minutes to read
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    Summary of Purchase refinement options

    ServiceNow’s Purchase refinement options, available on the My Purchases landing page, enable customers to efficiently manage and track their purchase orders. Customers can filter, sort, and search purchases, and perform relevant actions to streamline procurement processes and maintain visibility over order statuses.

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    Filter

    Customers can filter purchase orders by various states to focus on relevant purchase lines:

    • Open: Active purchase lines not in any closed or rejected state (default filter).
    • Supplier Evaluation: Active purchase lines linked to active sourcing requests.
    • Processing Purchase: Purchase lines in review or approval states.
    • Purchased: Purchase order lines not yet closed or canceled.
    • Pre-approved Purchases: Lines associated with blanket orders that are active.
    • Closed: Lines in completed, paid, canceled, or rejected states.
    • All: Displays all orders regardless of state; purchase order lines take precedence over purchase lines when both exist.

    Sort

    Orders can be sorted to prioritize relevant information:

    • Recently Updated: Sort by last update date (default).
    • Date Submitted: Sort by creation date.
    • Upcoming Deliveries: Sort by earliest to latest expected delivery or start dates for goods, services, or blanket orders.

    Search

    Customers can search purchases using keywords or purchase numbers. Search works on top of applied filters and covers key fields such as:

    • Number
    • Short description
    • Supplier and supplier product
    • Delivery location
    • Expected delivery, start, and end dates
    • State

    Tabs and Views

    To improve visibility and ease of use, purchases can be viewed in two tabs:

    • View by purchase: Displays aggregated purchasing activity at the purchase/requisition level.
    • View by item: Displays individual items ordered separately, allowing detailed review and actions.

    User Actions

    From the My Purchases list, users can perform actions depending on the purchase state, including:

    • Edit: Modify quantity or delivery location (not available for bundled products).
    • Cancel: Cancel purchases.
    • Add to cart: Re-add products and line items to the shopping cart.
    • View your purchase: Access product summary, delivery details, and other info.
    • View product details: See detailed product information.
    • Purchase details: View purchase order number and reorder or cancel from the details page.

    This comprehensive set of refinement options and actions empowers ServiceNow customers to efficiently manage purchase lifecycles, maintain control over procurement activities, and ensure timely order processing.

    You can refine your purchases through filtering, sorting, searching, and perform actions from the My purchases landing page.

    Filter

    You can filter your orders by:

    • Open: All purchase lines that are not in the state Closed Rejected, Closed Canceled, Closed Complete, or Closed No Decision, and the parent sourcing request, negotiation, purchase requisition not in any of the respective closed states. This option is default.
    • Supplier Evaluation: All active purchase lines associated to an active sourcing request.
      Note:
      Active purchase lines refer to those that are not in the state Closed No Decision, Closed Rejected, or Closed Canceled. Whereas active sourcing requests refer to those not in the state Closed No Decision or Closed Complete.
    • Processing Purchase: All active purchase lines associated to a purchase requisition that are in the state Pending Review, Pending Approval, Awaiting Task Completion, or Final Review.
    • Purchased: All purchase order lines that are not in the state Closed Complete, Closed Paid, or Closed Canceled.
    • Pre-approved Purchases: All lines associated with a purchase requisition or purchase order that has an order type of blanket, and is not in the state Closed Canceled or Closed Rejected. Where a purchase order line exists, the corresponding purchase line is not visible.
    • Closed:
      • All purchase order lines that are in the state Closed Complete, Closed Paid, or Closed Canceled.
      • All purchase lines that are in the state Closed Rejected, Closed Canceled, Closed Complete, or Closed No Decision.
      • Where a purchase order line exists, the corresponding purchase line is not visible.
    • All: All the orders, irrespective of their state. Where a purchase order line exists, the corresponding purchase line is not visible.

    Sort

    You can sort your orders by:

    • Recently Updated: Sort by the last updated date of the purchase line or purchase order line, whichever is the primary record. This option is default.
    • Date Submitted: Sort by the created date of the purchase line or purchase order line, whichever is the primary record.
    • Upcoming deliveries:
      • When a purchase line is related to a purchase requisition or sourcing request, sort by the earliest to the latest date based on the following criteria:
        • The expected delivery date of a line with product type as good or the start date of a line with product type as service.
        • The start date for a blanket line.
      • For purchase orders, sort by the earliest to the latest date based on the following criteria:
        • The expected delivery date of a line with product type as good or the start date of a line with product type as service.
        • The start date for a blanket line.

    Search

    To search for a specific purchase, enter relevant keywords or purchase numbers. Keyword search is performed on top of the existing filter criteria that you have selected.

    The following fields are searchable:

    • Number
    • Short description
    • Supplier
    • Supplier product
    • Delivery location
    • Expected delivery date
    • Start date
    • End date
    • State

    Tabs

    As a shopper, you can organize the purchases info into tabs for better visibility and operational ease. You can track the progress of all your purchases, service requests, purchase orders, supplier info, status, and other associated fields from a unified location at the header or line level information:
    • View by purchase:View your purchasing activity at the purchase level — a multi item order from a supplier, an entire requisition, and sourcing requests.
    • View by item:View your purchasing activity at the item level — each individual item ordered is displayed separately.
    You can select the associated cards, view the details, and perform available actions.

    User actions

    You can perform the following actions from my purchase list page. Select the more options icon to see the available actions based on the state of the purchase.

    • Edit: Revise the quantity or location for your purchases.
      Note:
      This option is not available for bundled products.
    • Cancel: Cancel the purchases.
    • Add to cart: Add all the products and line items again to your cart.
    • View your purchase: View product summary, delivery date and location, and other details.
    • View product details: See the details of the product.
    • Purchase details: See the purchase order number. You can cancel the purchase or reorder from the purchase details page.
    This list of actions changes based on the state of the order.