Process a purchase order edit in playbook

  • Release version: Zurich
  • Updated July 31, 2025
  • 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 > Source-to-Pay Workspace.
    2. Select the List icon () and select All work > Cases.
    3. Select the case of type Edit a purchase order.
      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.
    4. Complete the steps in the various stages and activities of the Edit a purchase order playbook.
      Table 1. Stages in edit a purchase order playbook
      Stage Activity Activity Details
      Review case Assign case Use this activity to assign the case to a different person or keep the case assigned to you.

      You can do the following:

      • In the Assigned to search field, search for and select the person that you want to assign the case to.
      • In the Short description field, update the description for the case.
      • Select one of the following actions:
        • Select Save to save your changes.
        • Select Start work to start working on the case.
      Intake and Assess Lookup procurement case line This activity provides more information on the service request, purchase request, and purchase request line items.

      Select Details about changes to this purchase to review the changes.
      Buyer confirm or reject request to edit PO Review this request to edit the purchase order and confirm or reject whether it can be processed.

      Select one of the following 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.
      Process PO Edit Update POLs to pending revision state Updates the POLs state to pending revision until the PR of type revision is approved and the PO is updated.
      Create PR of type Revision Creates a PR of type revision with the Shopper's changes to the PO.
      Close case Send business owner confirmation email Sends the business owner confirmation that lines from their purchase order have been successfully edited using Shopping Hub email template.
      Complete case

      Use this activity to add work notes and close the case.

      Do the following:
      • In the Work notes field, add any comments about the case.
      • In the Close notes field, add any closing comments.
      • Select Complete case.
      Updates the case to Closed Completed.
      Update case to complete After the PO has been updated, the request to edit the purchase order is automatically closed.

    Result

    The request updates the purchase order or line item with revised quantity, location, delivery dates, or service dates. 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.