Process a purchase order edit in playbook

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read

    • You can edit and revise the quantity of the product or delivery location of the purchase orders based on your requirements.

    Before you begin

    Role required: sn_spend_psd.requestor, administrator

    About this task

    As an agent, you can view the requests, complete tasks across multiple workflow activities, and manage complex operations from a unified playbook. The playbook provides agents an automated way to visualize the overall process in a task-oriented format.

    Procedure

    1. Navigate to All > Procurement Case Management > Procurement Workspace.
    2. Select the List icon (List icon.) and select All team work > Cases.
    3. Select the request number from the list for further processing.
      Note:
      With the revision request raised, the state has been changed to Pending Revision for both the purchase order and purchase order line. Remember that the Edit option is unavailable for purchases in the Close state.
      The Playbook tab opens with the Edit a purchase order section.
    4. View all the associated information in the Details and Task SLAs tabs, and information on the procurement case lines, tasks, and original purchase in the Related cases and tasks pane.
      You can compose an email from the record to communicate with the requester or other stakeholders. For more information, see Email composer with quick messages and response templates in Source-to-Pay Workspace. You can even search for and view relevant resources from Agent Assist. For more information, see Agent assist in Source-to-Pay Workspace.
    5. Select Intake and Assess to verify and process the information about the request.
      1. Select Look up procurement case line for information on the service request, purchase request, and purchase request line items.
      2. Select Details about changes to this purchase to review the changes.
      3. Review the request from Buyer confirm or reject request to edit PO and select one of the two actions.
        • Confirm: When you confirm, you can check the revised the purchase order or purchase order line. On successful update, the request is automatically closed.
        • Reject: When you reject, you must contact the supplier and confirm whether the order can be rejected. When the supplier allows cancellation, the request changes to Closed Rejected state.
      4. Check the progress on Process PR edit on the following tasks:
        • Update sn_shop_purchase_order record: Updates the progress of the task automatically.
        • Create a new PR of type Revision.
      The Close option updates automatically.

    Result

    The request updates the purchase order or line item with revised quantity or location. A new card of revision type is also created for the shopper and approvers to communicate on, which can be viewed by the shopper from My purchases.

    What to do next

    Review and confirm your purchase request details from Procurement Case Management > Procurement Cases > Purchase Requisitions > Purchase lines, if required.