Update purchase order

  • Release version: Washingtondc
  • Updated February 5, 2026
  • 4 minutes to read
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    Summary of Update Purchase Order

    This guide provides step-by-step instructions for ServiceNow customers to update an existing purchase order (PO). It covers actions such as updating purchase lines, adding new lines, and deleting products or canceling a PO, ensuring that users can manage their purchase orders efficiently.

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    Key Features

    • Update Purchase Order: Users can update existing purchase orders by logging into the Shopping Hub and selecting the PO to modify.
    • Add Purchase Order Line: Supports adding new products to an existing PO.
    • Delete or Cancel Purchase Order: Allows users to remove products or cancel the entire PO if necessary.

    Key Outcomes

    After following the outlined steps, users can expect the following results:

    • The updated PO will show a status of "Pending Revision" initially, before changing to "Ordered" upon successful update.
    • Associated purchase requisitions will transition to a "Closed Complete" state once updates are confirmed.
    • All changes and their confirmations will be logged in the Procurement Workspace for tracking.
    • Deleted purchase lines will change the PO status to "Closed Canceled" if all lines are removed.

    You can update an existing purchase order.

    Flowchart illustrating Purchase Order Updation

    Do the following to update an existing PO.

    1. Log in to SPO. Impersonate the user and navigate to Shopping Hub.
    2. Go to User Profile. Select My Purchases from the list that opens.
    3. You can now see a list of submitted POs. Select the PO you wish to update.

      List of Submitted POs

    4. Next page shows you the details of the PO selected. It also gives information about the constituent Purchase Lines. Click on the Edit button to update the PO.

      Selected PO's details

    5. The subsequent page showcases a list of Purchase Lines.

      Purchase Line List on Edit Page

    6. Update an individual purchase line by doing the following:
      1. Refer the above image. Click on the preview icon present to the left of the Purchase Line. A Preview window opens.
      2. Here, change the product quantity as per your requirement. You can update the address.

        Updating product quantity

      3. Click Update to save your changes.
      4. Enable the check box present to the left of the Purchase Line grid and click on Submit Request.
      5. Once the request is submitted, a case is created in Procurement Workspace.
      6. So, go to the Procurement Workspace, open the respective Case, and select it to view the details.
      7. In the subsequent window that opens, give conformation to the update request raised by the Supplier.
      8. Click Send Email to send the automated confirmation email to the supplier.

        PO Update confirmation Email

      9. Now, go to List Menu -> All Purchase Orders and select the updated PO from the list.
      10. In the details tab the PO’s status should be Pending Revision.

        Update PO's details

      11. Now, click on the preview icon in the Purchase Requisition textbox. A Proposed revision window opens. Here, navigate to Related Purchase Requisition tab. Here you can see the requisition to be in the state of “Final Review”.
      12. Next, go to the Details tab where once again you can see the State to be in “Final Review”.
      13. Click Update Purchase Order.

        Related Purchase Requisition tab

        Details tab for Purchase Requisition

      14. A message reading “Purchase Order updated successfully” appears on the screen. Go back to the Purchase Order details tab. Here you will find the status of PO changing from Pending Submission to Ordered.

        Details tab for Purchase Order

      15. Also, The Purchase Requisition state changes to Closed Complete. Same goes with the state of the associated case.

        Case state changes to Closed Completed

        Purchase Requisition State changes to Closed Completed

      16. Validate the PO Update in SAP using the ERP Number.

        PO update in SAP reflecting change in PO Quantity

    7. Add a new purchase order line withing the same PO by doing the following:
      1. Click on Add button to add a product to the existing PO.

        Purchase Line List on Edit Page

      2. In the Add window enter product details.

        Add window to append products to PO

      3. A Purchase Order Line gets added on the Edit a Purchase page. Enable the checkbox against this line and click on Submit Request button.

        Newly create Purchase Order Line

      4. Once the request is submitted, a case will be created in Procurement Workspace.
      5. So, go to the Procurement Workspace, open the respective Case, and select it to view the details.
      6. In the subsequent window that opens, give conformation to the update request raised by the Supplier.
      7. Click on Send Email button to send the automated confirmation Email to the Supplier.
      8. Now, select the edited PO from the list that opens after navigating through List menu->All Purchase Orders
      9. In the details tab the PO’s status should be Pending Revision.
      10. Now, click on the preview icon in the Purchase Requisition textbox. A Proposed revision window opens. Here, the state of PR is in Final Review.
      11. Navigate to Related Purchase Requisition tab. Here you can see the requisition to be in the state of “Final Review”.

        Proposed revision window

      12. Next, go to the Details tab and click on “Update Purchase Order” button.
      13. A message reading “Purchase Order updated successfully” appears on the screen. Go back to the Purchase Order details tab. Here you will find the status of PO changing from Pending Submission to Ordered.
      14. Also, The Purchase Requisition state changes to Closed Complete. Same goes with the state of the associated case.

        Purchase Order Updated , status changed to Ordered

      15. Validate the PO update in SAP using the ERP Number.

        Validating new Product entry in SAP

        Validating Account Assignment in SAP

    8. Delete a product or cancel a purchase order by doing the following:
      1. Select the Purchase Line you want to delete Click on Remove button.

        Removing a Purchase Order Line

      2. Click on Submit Request.
      3. Once the request is submitted, a case will be created in Procurement Workspace.
      4. So, go to the Procurement Workspace, open the respective Case, and select it to view the details.
      5. In the subsequent window that opens, give conformation to the update request raised by the Supplier.
      6. Click on Send Email button to send the automated confirmation Email to the Supplier.
      7. Now, select the edited PO from the list that opens after navigating through List menu->All Purchase Orders.
      8. Go to the Details, Purchase Order Lines and Cases tab one by one.
      9. You can see the status of Purchase Order Line and State of respective Case has been set to Closed Canceled.

        Purchase Order Lines tab.

      10. In the Details tab, the Status of Purchase Order is set to Closed Canceled if all its constituent Purchase Order Lines have been deleted (or are in Closed Canceled Status) else the status remains as Ordered.

        Purchase Order in Ordered State

      11. Now, you can validate the same in SAP.

        POL cancellation validated in SAP