Purchase refinement options
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This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.
Summary of Purchase refinement options
The Purchase Refinement Options feature in ServiceNow's Zurich release enables shoppers to efficiently manage and track their purchase activities from the My Purchases landing page. It offers filtering, sorting, searching, and actionable controls to streamline purchase order management and improve operational visibility.
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Filter
Shoppers can filter purchase orders and lines by various statuses to focus on specific stages of the procurement process:
- Open: Active purchase lines not in any closed or rejected states, including associated sourcing requests, negotiations, and requisitions.
- Supplier Evaluation: Active purchase lines linked to active sourcing requests, excluding any that are closed or rejected.
- Processing Purchase: Active purchase lines associated with purchase requisitions in review or approval states.
- Purchased: Purchase order lines that are active and not closed, paid, or canceled.
- Pre-approved Purchases: Lines related to blanket order types that are active and not closed or rejected.
- Closed: Purchase order lines and purchase lines in closed, paid, rejected, or no decision states, with purchase order lines taking precedence in visibility.
- All: All orders regardless of state, with purchase order lines shown instead of purchase lines when both exist.
Sort
Orders can be sorted to help prioritize and organize the purchase list:
- Recently Updated: Default sorting by last update date of purchase or purchase order lines.
- Date Submitted: Sort by creation date of the purchases.
- Upcoming Deliveries: Sort by earliest to latest expected delivery or start dates for goods, services, or blanket lines for both purchase lines and purchase orders.
Search
Users can perform keyword searches on top of selected filters to quickly locate purchases. Searchable fields include:
- Number
- Short description
- Supplier
- Supplier product
- Delivery location
- Expected delivery date
- Start date
- End date
- State
Tabs
To enhance usability, purchases can be viewed in tabs organized by:
- View by purchase: Displays multi-item orders, entire requisitions, and sourcing requests at the purchase level.
- View by line: Displays each ordered line item separately for detailed inspection and action.
User actions
From the My Purchases page, shoppers can perform various actions based on the purchase state, accessible via the more options icon:
- Edit: Modify quantity or delivery location (not applicable for bundled products).
- Cancel: Cancel the purchase order or line.
- Add to cart: Re-add products and line items to the shopping cart for reorder.
- View your purchase: Review product summary, delivery details, and other purchase information.
- View product details: Access detailed product information.
- Purchase details: Check purchase order numbers and perform cancel or reorder actions from the detailed page.
These options dynamically adjust depending on the current status of the purchase.
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.
- 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:
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 line:View your purchasing activity at the line level — each individual line ordered is displayed separately.
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.