Create a requisition on Coupa through Procurement application

Create software requisitions directly on Coupa through the ServiceNow Procurement application to purchase software.

Before you begin

To create a requisition on Coupa through ServiceNow Procurement application, you must perform the following tasks.

• Create and publish a Coupa integration profile. For more information see, Create a Coupa integration profile.
• Ensure that the Purchase Order you create has at least one Purchase Order Line, and all Purchase Order Lines must be for software products.
• Synchronize reference data types on both ServiceNow Procurement and Coupa applications. For more information, see Reference data synchronization.

If all these conditions are met, you can create a requisition in Coupa.

If the conditions aren’t met, requisitions aren't created on Coupa, and the legacy procurement flow continues on the Procurement application.

Role required: sam_admin and procurement_integrator

Note:

The procurement_integrator role is added to the sam_admin role. The procurement_integrator role enables the SAM admin to view the connections and aliases.

About this task

You can create a requisition on Coupa through the following ways:

• When a user requests software through Service Catalog. For more information, see Request a catalog item from Service Portal.
• If a procurement_user or sam_admin directly creates a Purchase Order on the Procurement application. For more information, see Create a Purchase Order.
• When a sam_user creates a Purchase Order directly from the Remediation Options form. For more information, see View software model results.

Requisitions are of the following types:

• Catalog request: A requisition created for an item that is already present in the external purchasing application.
• Non catalog request: A requisition created for an item that isn't present in the product catalog of the organization.

For more information about creating a Purchase Order, see Create a purchase order.

Procedure

1. Navigate to All > Procurement > Orders > Purchase Orders.
2. Select New.
3. On the form, fill in the fields.

   Table 1. Purchase order fields

   Field	Description
   Number	The unique number identifying the purchase order.
   Due by	The date by which the purchase order Total cost must be paid.
   Vendor	The supplier to which the purchase order was issued.
   Ship to	The stockroom to which the items on the purchase order should be shipped. Note: This field is required but doesn't affect creating requisitions for software on Coupa.
   PO date	The date on which the purchase order was created.
   Status	The status of the purchase order: Canceled, Ordered, Received, Requested, or Suspended.
   Assigned to	The user to whom the purchase order is assigned.
   Bill to	The location responsible for paying the purchase order Total cost.
   Short description	A brief description of the purchase order.
   General section
   Shipping	The delivery method to be used when shipping the items on the purchase order.
   Terms	The purchase order payment terms: Credit, Net 30 days, or Net 90 days.
   Ship rate	The amount that must be paid for the delivery method specified in the Shipping field.
   Total cost	The sum of all item costs on the purchase order and the shipping costs.
   Description	A full description of the purchase order contents.
   Details section
   Initial request	The record number of the request that requires the items on the purchase order.
   Requested by	The user requesting the items on the purchase order. Note: The email ID or email address of the user requesting the items on the purchase order must be the same on both Coupa and ServiceNow ServiceNow application.
   Requested	The date the user in the Requested by field requested the items on the purchase order.
   Ordered	The date and time of clicking the Order button on the Purchase Order form.
   Expected delivery	The date the items associated with the purchase order are expected to arrive in the stockroom identified in the Ship to field. This field can’t be edited when the purchase order has a Status of Received or Canceled. (For more information about this field, seePurchase order expected delivery date.)
   Received	The date and time at which the purchase order status changed to Received.
   Contract	The record number of the contract with the vendor from which the items on the purchase order are ordered.
   Department	The department responsible for paying for the purchase order.
   Budget number	The budget number related with the purchase order.
   Vendor account	The vendor account related with the purchase order.

4. Right-click on the form and select Save.
   You can add purchase order line items to specify what you are ordering from this vendor. For more information about creating a purchase order line item, see Create a purchase order line item. A requisition line is created with a unique ID in Coupa.
5. After you’ve added at least one purchase order line item, select Order.
   A requisition ID is displayed on your Purchase Order and the corresponding requisition line IDs are displayed on your Purchase Order Lines.

   Note:

   Wait for some time and then reload the Purchase Order form to view the generated IDs or errors.

Result

After the status of the Purchase Order is Received on Coupa, the following activities occur:

• Assets and Receiving Slips get created and you can find the Purchase Order Number on the Purchase Order form.
• The Asset Management - Procurement Integration application automatically generates entitlements.
• On receipt of the assets, the scheduled job ITAM - Sync Coupa purchase orders creates a Receiving Slip and Receiving Slip Lines on the ServiceNow Procurement application. This job also pulls the Coupa fields such as Manufacturer part number, Status, and Receiving quantity. The values returned from Coupa through the receiving transactions are used to populate the created entitlements. However, if these values are not available from the receiving slips, then the Asset Management - Procurement Integration application uses the values populated in the Purchase Order of the Procurement application.
• If any discrepancy exists on the Purchase Order, Asset Management - Procurement Integration creates entitlement import errors. You can view the errors by selecting the Entitlement Import Errors tab under a Purchase Order, Purchase Order Line item, and Receiving Slip line.