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sourceDocument: Australia Finance and Supply Chain
sourceDocumentLink: https://www.servicenow.com/docs/r/source-to-pay-operations

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ft:publication_title :

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# Purchase requisition, purchase order, and sourcing request states

# Purchase requisition, purchase order, and sourcing request states {#ariaid-title1}

Release version: Australia  
Updated April 14, 2026  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 10 minutes to read
Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI  
This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of Purchase Requisition, Purchase Order, and Sourcing Request States

In ServiceNow's procurement lifecycle, purchase requisitions, purchase orders, and sourcing requests progress through distinct states that reflect their current processing stage and guide available actions.
These states are automatically calculated based on the status of associated lines and related procurement tasks or cases.
Direct manual state changes are not permitted, ensuring accurate lifecycle tracking.
Show full answer Show less  

## Purchase Requisition States

Purchase requisitions begin in **Pending Review** and move through stages such as **Pending Approval** , **Awaiting Task Completion** , and **Final Review** before submission and order processing. Key intermediate states include **Pending Submission** and **Pending Supplier Confirmation** (for punchout suppliers). Revisions and cancellations are managed via **Pending Revision** and **Pending Cancellation** states. The lifecycle concludes with terminal states like **Closed Complete** , **Closed Canceled** , or **Closed Rejected**. The state reflects whether procurement cases or tasks remain open, helping buyers track outstanding dependencies.

## Purchase Order States

Purchase orders move through states reflecting order processing and fulfillment progress. They start in **Processing** (often during ERP integration), move to **Pending Submission** , and then to **Ordered** when submitted to suppliers. States like **Pending Supplier Confirmation** indicate awaiting supplier acknowledgment. Delivery progress is tracked with **Partially Delivered** and **Delivered** states. Post-delivery stages include **Payment Pending** and **Closed Paid** . Cancellations and returns have dedicated states (**Pending Cancellation** , **Closed Canceled** , **Pending Return** , **Closed Returned** ). The final closure state is **Closed Released**.

## Sourcing Request States

Sourcing requests progress from initial creation (**Pending Review** ) through approval stages (**Pending Approval** ) and information or qualification requirements (**Information Needed** , **Qualification Needed** , **Qualified** ). Active negotiation phases are captured in **Pending Negotiation** , **Negotiation in Progress** , and response evaluation states such as **Awaiting Supplier Response** . The system tracks whether procurement cases or tasks remain open via **Awaiting Task Completion** . Final sourcing decisions are represented by states like **Requires Decision** , **Closed Complete** (award accepted), **Closed No Decision** , **Closed Canceled** , or **Closed Rejected**.

## Practical Implications for ServiceNow Customers

* **Automated State Management:** States are automatically updated based on line and task statuses, ensuring procurement records accurately reflect real-time progress without manual intervention.
* **Visibility and Control:** Understanding these states helps procurement teams monitor approval workflows, supplier interactions, and fulfillment milestones efficiently.
* **Exception Handling:** States like **Pending Revision** , **Pending Cancellation** , and **Information Needed** highlight points where user action or additional information is required to move the process forward.
* **Lifecycle Completion:** Terminal states clearly indicate completed, canceled, or rejected procurements, supporting accurate reporting and audit trails.

By leveraging this state model, ServiceNow customers can better orchestrate procurement activities, improve communication among stakeholders, and maintain compliance throughout the sourcing and purchasing processes.  
Purchase requisitions, purchase orders, and sourcing requests move through a series of states as they progress through the procurement lifecycle. Each state reflects the current stage of processing and determines what actions
are available.

## How states are determined

The state of a purchase requisition, purchase order, or sourcing request is calculated automatically based on the states of its associated lines. When a line changes state, the system recalculates and updates the parent record's
state. You cannot set the state of these records directly.

When procurement cases or purchasing tasks are associated with a record, the state reflects whether those items are still open. For example, a purchase requisition remains in the Awaiting Task Completion state until all
order-dependent cases and tasks are closed.

## Purchase requisition states

The following table describes each purchase requisition state, when the state is set, and where the purchase requisition can move from that state.  
{#pr-po-sr-states__entry__3}

| State | When this state is set | Next state |
|-|-|-|
| Pending Review | Set when the purchase requisition is first created, or when any purchase requisition line requires review. This is the initial state for all purchase requisitions. | * Pending Approval * Awaiting Task Completion * Closed Canceled * Closed Rejected {#pr-po-sr-states__ul_cwq_j1x_x3c} |
| Pending Approval | Set when all purchase requisition lines have completed review and are awaiting approval. No lines remain in the Pending Review state. | * Awaiting Task Completion * Final Review * Closed Rejected {#pr-po-sr-states__ul_w14_t1x_x3c} |
| Awaiting Task Completion | Set when all purchase requisition lines have cleared review and approval (none remain in Pending Review or Pending Approval), at least one line is in an approved state, and one or more order-dependent procurement cases or purchasing tasks are still open. Lines in a Pending Cancellation or Pending Revision state may also exist alongside approved lines without preventing this state from being set. | Final Review (when all blocking cases and tasks are closed) |
| Final Review | Set when all purchase requisition lines have cleared review and approval, at least one line is approved, no open cases or tasks are blocking, and the purchase requisition has not yet been submitted. The purchase requisition is ready for submission. | * Pending Submission (when buyer submits for non-punchout suppliers) * Pending Supplier Confirmation (when buyer submits for punchout suppliers) * Pending Revision (if a revision is triggered) {#pr-po-sr-states__ul_bpx_dbx_x3c} |
| Pending Submission | Set when the purchase requisition has been approved and submitted, and a purchase order is being created or processed. This is an intermediate state during order creation. | * Closed Complete (when the order is fulfilled) * Closed Canceled (if canceled before ordering) {#pr-po-sr-states__ul_lff_hbx_x3c} |
| Pending Supplier Confirmation | Set when the associated purchase order has been submitted to the supplier and the system is waiting for an explicit supplier acknowledgment. The purchase requisition reflects this state while the supplier acknowledgment is awaited. Note: Unlike other purchase requisition states, this state is not derived from purchase requisition line statuses. It is set directly at the point of purchase order creation for punchout suppliers. | * Pending Submission (if not confirmed) * Closed Complete (when confirmed and fulfilled) {#pr-po-sr-states__ul_fmr_kbx_x3c} |
| Pending Cancellation | Set when a cancellation has been requested for the purchase requisition and one or more lines are awaiting cancellation confirmation. | Closed Canceled (when cancellation is confirmed) |
| Pending Revision | Set when a buyer or procurement specialist triggers a revision of the purchase requisition and one or more lines are in revision. No lines are in a higher-priority state. | Pending Review (when the revised purchase requisition is resubmitted) |
| Closed Complete | Set when all approved purchase requisition lines have reached a closed complete state. Lines that were canceled or rejected during the process do not need to be in this state for the purchase requisition to close. | Not applicable. This is the last state. |
| Closed Canceled | Set when all purchase requisition lines have been canceled and no lines remain in an active state. | Not applicable. This is the last state. |
| Closed Rejected | Set when all purchase requisition lines have been rejected. When the primary line is rejected, all associated lines are also set to rejected. | Not applicable. This is the last state. |
[Table 1. Purchase requisition states]

## Purchase order states

The following table describes each purchase order state, when the state is set, and where the purchase order can move from that state. Purchase order states are calculated based on the states of the associated purchase order
lines.  
{#pr-po-sr-states__entry__39}

| State | When this state is set | Next state |
|-|-|-|
| Processing | Set when the purchase order is being generated or processed by an automated integration, such as an ERP system. This is an intermediate state while external processing completes. | Pending Submission (when processing is complete) |
| Pending Revision | Set when the purchase order has been revised through a purchase modification case and is awaiting resubmission to the supplier. | Pending Submission (when the revision is resubmitted) |
| Pending Submission | Set when purchase order lines are ready to be transmitted to the supplier. Entered from Processing when ERP processing completes, or from Pending Revision after a revision is resubmitted. | * Ordered (when submission is confirmed) * Pending Supplier Confirmation (if supplier acknowledgment is required) |
| Pending Supplier Confirmation | Set when the purchase order has been submitted to the supplier and the system is waiting for an explicit supplier acknowledgment before the order is treated as confirmed. | Ordered (when the supplier confirms) |
| Ordered | Set when all purchase order lines have been submitted and confirmed by the supplier, or auto-confirmed. No lines are pending, in revision, or partially delivered. | * Partially Delivered * Delivered (as goods or services are received) |
| Partially Delivered | Set when some purchase order lines have been received and others are still in an ordered state, or when at least one line is explicitly partially delivered. | Delivered (when all lines are received) |
| Delivered | Set when at least one purchase order line has been delivered and no lines remain in an active or in-progress state (such as Ordered, Processing, or Pending Submission). Lines that have already progressed beyond delivery, such as those in Payment Pending or Closed Paid, do not prevent this state from being set. The purchase order is awaiting invoice processing for the remaining delivered lines. | * Payment Pending (when an invoice is created) * Closed Released (if no invoice is required) |
| Payment Pending | Set when an invoice has been received and matched to the purchase order, and payment is pending. This state is only entered when every line on the purchase order is in the Payment Pending state. If any line remains in a different state, the purchase order reflects that line's state instead. | Closed Paid (when the invoice is paid) |
| Pending Return | Set when a return is confirmed with the supplier and the return playbook progresses to the shipping coordination stage. This state is set directly as part of the return playbook, not through the automated state recalculation from line states. When purchase order lines are in Pending Return, the automated state calculator does not update the purchase order status, and the purchase order header retains its previous state until the playbook advances. | * Closed Returned (when the return is processed) * Ordered (if the return is reversed) |
| Pending Cancellation | Set when a cancellation has been requested for the purchase order but has not yet been confirmed. | * Closed Canceled (when cancellation is confirmed) * Ordered (if the cancellation is reversed) |
| Closed Paid | Set when the invoice has been paid and all purchase order lines are in a paid state. | Closed Released (after final reconciliation) |
| Closed Returned | Set when all returned lines have been processed and the return is complete. This state requires every line on the purchase order to be in the Closed Returned state with no lines in any other state. A purchase order with a mix of Closed Returned and Closed Canceled lines, for example, will not enter this state automatically. | Not applicable. This is the last state. |
| Closed Released | Set when the purchase order has been fully closed and released after successful fulfillment and payment. | Not applicable. This is the last state. |
| Closed Canceled | Set when the purchase order has been canceled and all active lines are in a canceled state. | Not applicable. This is the last state. |
[Table 2. Purchase order states]

## Sourcing request states

The following table describes each sourcing request state, when the state is set, and where the sourcing request can move from that state. Sourcing request states reflect the current stage of the sourcing process, from initial
review through supplier bid evaluation and award.  
{#pr-po-sr-states__entry__84}

| State | When this state is set | Next state |
|-|-|-|
| Pending Review | Set when the sourcing request is first created. This is the initial state for all sourcing requests. Also re-entered when a purchase requisition line reverts to a pending review state, or when the primary line's approval cascades a pending review state to all other lines on the sourcing request. | * Pending Approval * Information Needed |
| Pending Approval | Set when the sourcing request has been submitted for procurement manager approval and at least one purchase requisition line is awaiting approval. | * Pending Review (when approved and cascaded to lines) * Closed Rejected (when rejected) |
| Information Needed | Set when the buyer requires more information from the requester before the sourcing request can proceed. | Pending Review (when the required information is provided) |
| Qualification Needed | Set when supplier or item qualification is required before bids can be solicited. | Qualified (when qualification is complete) |
| Qualified | Set when qualification is complete and the sourcing request is ready for negotiation setup. Also set during the active negotiation phase when a negotiation event exists but the negotiation has not yet advanced beyond the qualification stage for all lines. In this case, the sourcing request re-enters this state from Negotiation in Progress, not from the initial qualification step. | Pending Negotiation |
| Pending Negotiation | Set when a negotiation event has been created for the sourcing request but has not yet opened for bidding. | Negotiation in Progress (when the negotiation event opens) |
| Negotiation in Progress | Set when a negotiation event is active and supplier bids are being collected. Also set when pricing has been obtained but a negotiation event is not yet fully completed. | * Awaiting Supplier Response * Pending Resubmission |
| Pending Resubmission | Set when bids have been received but the negotiation event requires suppliers to resubmit revised bids. | Awaiting Supplier Response (when the resubmission round closes) |
| Awaiting Supplier Response | Set when the negotiation event has closed and the system is waiting for supplier bid responses to be evaluated. | * Requires Decision * Closed No Decision |
| Awaiting Task Completion | Set when pricing has been obtained but one or more active sourcing-dependent procurement cases or purchasing tasks are still open against the sourcing request. The state is updated automatically when all blocking cases and tasks are closed. | * Requires Decision (when all blocking cases and tasks are closed and no negotiation event is linked to the sourcing request) * Negotiation in Progress (when all blocking cases and tasks are closed and a negotiation event is linked) |
| Requires Decision | Set when pricing has been obtained, no active negotiation event is blocking the sourcing request, and no open cases or tasks remain. A buyer decision is required to award or decline the sourcing. | * Closed Complete (when the award is accepted) * Closed No Decision * Closed Canceled |
| Closed Complete | Set when the sourcing request has been awarded and closed. All pricing has been accepted and the sourcing outcome has been converted, typically to a purchase order. | Not applicable. This is the last state. |
| Closed No Decision | Set when the sourcing request is closed without a sourcing decision being made. All purchase requisition lines have reached a closed no decision state. | Not applicable. This is the last state. |
| Closed Canceled | Set when the sourcing request has been canceled. All active purchase requisition lines are in a canceled state. | Not applicable. This is the last state. |
| Closed Rejected | Set when all purchase requisition lines on the sourcing request have been rejected. When the primary line is rejected, all other lines on the sourcing request are also set to rejected. In workflows where individual line selection is supported (such as the mobile supplier selection experience), rejecting individual lines does not move the sourcing request to Closed Rejected until every line has been rejected. | Not applicable. This is the last state. |
[Table 3. Sourcing request states]

**Related concepts**   

* [SPO and Asset Management data model mappings](https://www.servicenow.com/docs/_9T1PWw3BYewTBPT6Kdz_g "Describes the data model and state synchronization between SPO and Asset Management for purchase orders, purchase requisitions,sourcing requests, shipments, and receipts.")
* [Domain separation and Sourcing and Procurement Operations](https://www.servicenow.com/docs/YgeJ1b~Hw9WPM950Xx8B5w "Domain separation is unsupported for Sourcing and Procurement Operations. Domain separation enables you to separate data, processes, and administrative tasks into logical groupings called domains. You can control several aspects of this separation, including which users can see and access data.")
* [Sourcing and Procurement Operations glossary](https://www.servicenow.com/docs/BmBKcUip~CL3X9DLKd3W~Q#spo-glossary "Learn about the terms and concepts used in Sourcing and Procurement Operations (SPO).")  
**Related reference**   

* [Base system procurement case type reference](https://www.servicenow.com/docs/~QpV3fHVq1sl3S7PzxQnqA "Procurement Case Management provides 13 base system case types that classify procurement work.")
* [Create New Pipeline Project form](https://www.servicenow.com/docs/H49Gb8HJQL1PXkEKAkDbOQ "Use the Create New Pipeline Project form to provide details about the pipe project.")
* [Pipeline project record tabs and UI actions](https://www.servicenow.com/docs/lgs2p2v2ea3AqpWVpMWSig "View project financial details, add existing procurement objects to pipeline projects, or create new procurement objects from the Pipeline project record form.")
* [Savings opportunity fields](https://www.servicenow.com/docs/f8K1klGeYDmTqgfApJSczw "Reference for the fields on the savings opportunity record in the Savings Opportunities (sn_spend_gen_ai_savings_opportunities) table.")
* [Purchase requisition state model](https://www.servicenow.com/docs/bYNSco6M8r8scktsiasn4A "Reference for the complete purchase requisition (PR) state model, including the standard progression sequence and alternative progression branches that a PR can follow.")
* [Purchase order state model](https://www.servicenow.com/docs/JQCwrZzc9iYC3gZ3FGZBxw "The purchase order state model defines the happy-path sequence and deviation branches that a PO follows from creation to closure.")
* [Primary data tables for Sourcing and Procurement Operations](https://www.servicenow.com/docs/oitOiCnZURgblu1uVGSRNw "The primary data tables for Sourcing and Procurement Operations store important information about products, attributes, pricing, approvals, payment terms, shipping methods, delivery locations, and job codes.")
* [Address deletion permissions](https://www.servicenow.com/docs/fZk8LWYwYDjfhuDlfNNaxg "Only the user who saved a delivery address can delete it. If you shop on behalf of another user, you have the same ability to delete addresses saved under that account.")
* [Purchase requisition](https://www.servicenow.com/docs/atX0ZsJXRIQI2WrLDnQ8fA "A purchase requisition represents a request that is sent internally within an organization to obtain purchased goods or services. It consists of items that need to be ordered, and may need to go through approvals for a purchase order to be created.")
* [Purchase order](https://www.servicenow.com/docs/hdKJQlh0amyXtjnBL8IXQg "A purchase order is a binding contract between a buyer and a supplier that authorizes a purchasing transaction. It contains the descriptions, quantities, prices, applicable discounts, payment terms, delivery dates, and other associated terms and conditions with the supplier.")
* [Sourcing request](https://www.servicenow.com/docs/KW8CUs9HEtpMT3ZGdvaHCQ "A sourcing request is created for when an item that a shopper, employee, or requester needs, must be sourced. This record is created when an active contractual price for the product that the shopper intends to purchase doesn’t exist. This includes items in both the product catalog and off-catalog.")