Purchasing task and procurement case creation
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Summary of Purchasing task and procurement case creation
This content explains how ServiceNow automates the creation of purchasing tasks and procurement cases within sourcing requests and purchase requisitions. It details the conditions and workflow states that trigger specific cases and tasks to help streamline procurement processes and supplier management.
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Purchasing Task and Procurement Case Creation in Sourcing Requests
- Trigger Conditions: When a sourcing request's state changes to Awaiting Supplier Response (or Requires Decision if the previous state is skipped), procurement cases such as supplier risk assessment and NDA signature requests are automatically created for each supplier.
- Supplier Risk Assessment: If a supplier's risk assessment is invalid, a risk assessment case is created for that supplier.
- NDA for Signature: If the NDA is invalid, an NDA case is created for the supplier, requiring a supplier reference field on the case template.
- Contract Review: If contracts are created manually for the sourcing request, a contract review case is triggered.
- New Supplier Addition: Adding a new supplier to the sourcing request triggers risk assessment and NDA cases based on the current sourcing request state.
- Visibility: Purchasing tasks and procurement cases created for the awarded supplier on the sourcing request also appear on the related purchase requisition.
Purchasing Tasks and Procurement Cases in Purchase Requisitions
- Trigger States: Cases and tasks are generated in Flow Designer when the purchase requisition state is Pending Review or Pending Approval (if approvals apply).
- Procurement Cases Created:
- GL coding review
- Budget review
- Supplier risk assessment
- Supplier onboarding
- NDA for signature
- Delivery address verification and approval (except for blanket orders)
- Purchasing Tasks Created: Tasks such as follow-ups for approval duration breaches are generated.
- Integration Error Task: Created when ERP integration fails, triggered by the Awaiting Task Completion state.
- Direct Purchase Requisitions: When a purchase requisition is created without a sourcing request, all standard cases and tasks are triggered during Pending Review or Pending Approval, except contract review cases and integration error tasks which occur at Awaiting Task Completion.
- Completion and State Transition: If tasks and cases remain open after approvals, the requisition remains in Awaiting Task Completion. Only after all dependent tasks and cases close does the state move to Final Review or PO Created, depending on configuration.
Practical Benefits for ServiceNow Customers
- Automates key procurement workflows, reducing manual effort and errors.
- Ensures supplier compliance through risk assessments and NDA management tied directly to sourcing and purchase requisitions.
- Improves visibility by linking procurement cases and tasks across sourcing requests and purchase requisitions.
- Supports integration with ERP systems, with error handling through dedicated purchasing tasks.
- Maintains clear state management for requisitions based on task and case completion, enabling smoother procurement cycle progression.
Create purchasing tasks and procurement cases in sourcing requests and purchase requisitions.
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
- 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.