Purchase refinement options

  • Release version: Xanadu
  • Updated August 1, 2024
  • 3 minutes to read
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    Summary of Purchase refinement options

    The Purchase refinement options feature in ServiceNow’s Xanadu release enables customers to efficiently manage and refine their purchase orders from theMy purchaseslanding page. It provides filtering, sorting, and searching capabilities, along with actionable options directly from the purchase list, helping customers track and control their purchasing activities with clarity and ease.

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    Filtering Capabilities

    Customers can filter purchase orders and lines based on their status or type for more targeted views:

    • Open: Shows all active purchase lines excluding those in closed or rejected states (default filter).
    • Supplier Evaluation: Displays active purchase lines linked to active sourcing requests.
    • Processing Purchase: Lists purchase lines pending review or approval, or awaiting task completion.
    • Purchased: Includes purchase order lines not in closed, paid, or canceled states.
    • Pre-approved Purchases: Focuses on blanket order types not canceled or rejected.
    • Closed: Shows all purchase lines and order lines in various closed states.
    • All: Displays all orders regardless of state, hiding duplicate purchase lines where purchase order lines exist.

    Sorting Options

    Orders can be sorted to prioritize visibility based on:

    • Recently Updated: Default sorting by last updated date of the purchase record.
    • Date Submitted: Sort by the creation date of purchase lines or orders.
    • Upcoming Deliveries: Sort by earliest expected delivery or start dates for goods, services, or blanket lines, applicable for both purchase requisitions and purchase orders.

    Search Functionality

    Customers can perform keyword searches within the filtered results to quickly find specific purchases. Search fields include:

    • Purchase number
    • Short description
    • Supplier and supplier product
    • Delivery location
    • Expected delivery, start, and end dates
    • Purchase state

    View and Organization

    Purchases can be organized into tabs for enhanced visibility:

    • View by purchase: Displays purchasing activity at the multi-item order or requisition level.
    • View by item: Shows each individual ordered item separately for detailed tracking and actions.

    User Actions

    From the purchase list page, customers can perform actions tailored to the purchase state:

    • Edit: Modify quantity or location (not available for bundled products).
    • Cancel: Cancel the purchase order or line item.
    • Add to cart: Re-add products and line items to the shopping cart for reorder.
    • View purchase: Access product summaries, delivery details, and purchase specifics.
    • View product details: Examine detailed product information.
    • Purchase details: View purchase order number, cancel, or reorder from the details page.

    The available actions dynamically adjust based on the current state of each purchase, providing a streamlined and context-aware experience.

    You can refine your purchases through filtering, sorting, searching, and perform actions from the My purchases landing page.

    Filter

    You can filter your orders by:

    • Open: All purchase lines that are not in the state Closed Rejected, Closed Canceled, Closed Complete, or Closed No Decision, and the parent sourcing request, negotiation, purchase requisition not in any of the respective closed states. This option is default.
    • Supplier Evaluation: All active purchase lines associated to an active sourcing request.
      Note:
      Active purchase lines refer to those that are not in the state Closed No Decision, Closed Rejected, or Closed Canceled. Whereas active sourcing requests refer to those not in the state Closed No Decision or Closed Complete.
    • Processing Purchase: All active purchase lines associated to a purchase requisition that are in the state Pending Review, Pending Approval, Awaiting Task Completion, or Final Review.
    • Purchased: All purchase order lines that are not in the state Closed Complete, Closed Paid, or Closed Canceled.
    • Pre-approved Purchases: All lines associated with a purchase requisition or purchase order that has an order type of blanket, and is not in the state Closed Canceled or Closed Rejected. Where a purchase order line exists, the corresponding purchase line is not visible.
    • Closed:
      • All purchase order lines that are in the state Closed Complete, Closed Paid, or Closed Canceled.
      • All purchase lines that are in the state Closed Rejected, Closed Canceled, Closed Complete, or Closed No Decision.
      • Where a purchase order line exists, the corresponding purchase line is not visible.
    • All: All the orders, irrespective of their state. Where a purchase order line exists, the corresponding purchase line is not visible.

    Sort

    You can sort your orders by:

    • Recently Updated: Sort by the last updated date of the purchase line or purchase order line, whichever is the primary record. This option is default.
    • Date Submitted: Sort by the created date of the purchase line or purchase order line, whichever is the primary record.
    • Upcoming deliveries:
      • When a purchase line is related to a purchase requisition or sourcing request, sort by the earliest to the latest date based on the following criteria:
        • The expected delivery date of a line with product type as good or the start date of a line with product type as service.
        • The start date for a blanket line.
      • For purchase orders, sort by the earliest to the latest date based on the following criteria:
        • The expected delivery date of a line with product type as good or the start date of a line with product type as service.
        • The start date for a blanket line.

    Search

    To search for a specific purchase, enter relevant keywords or purchase numbers. Keyword search is performed on top of the existing filter criteria that you have selected.

    The following fields are searchable:

    • Number
    • Short description
    • Supplier
    • Supplier product
    • Delivery location
    • Expected delivery date
    • Start date
    • End date
    • State

    Tabs

    As a shopper, you can organize the purchases info into tabs for better visibility and operational ease. You can track the progress of all your purchases, service requests, purchase orders, supplier info, status, and other associated fields from a unified location at the header or line level information:
    • View by purchase:View your purchasing activity at the purchase level — a multi item order from a supplier, an entire requisition, and sourcing requests.
    • View by item:View your purchasing activity at the item level — each individual item ordered is displayed separately.
    You can select the associated cards, view the details, and perform available actions.

    User actions

    You can perform the following actions from my purchase list page. Select the more options icon to see the available actions based on the state of the purchase.

    • Edit: Revise the quantity or location for your purchases.
      Note:
      This option is not available for bundled products.
    • Cancel: Cancel the purchases.
    • Add to cart: Add all the products and line items again to your cart.
    • View your purchase: View product summary, delivery date and location, and other details.
    • View product details: See the details of the product.
    • Purchase details: See the purchase order number. You can cancel the purchase or reorder from the purchase details page.
    This list of actions changes based on the state of the order.