Purchase refinement options

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 3 minutes to read
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    Summary of Purchase Refinement Options

    The Purchase Refinement Options in ServiceNow's Procurement Service Management allow users to efficiently manage and refine their purchases through various methods such as filtering, sorting, searching, and performing actions directly from the My Purchases landing page. This functionality is key for enhancing operational efficiency and tracking the status of purchases effectively.

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    Key Features

    • Filtering: Orders can be filtered based on various criteria including:
      • Open: Active purchase lines not in closed states.
      • Supplier Evaluation: Active purchase lines linked to active sourcing requests.
      • Processing Purchase: Lines associated with requisitions pending review or approval.
      • Purchased: Orders not in closed paid or canceled states.
      • Pre-approved Purchases: Lines linked to blanket order requisitions that are not closed.
      • Closed: Lines that are in closed complete, paid, or canceled states.
      • All: Displays all orders regardless of their state.
    • Sorting: Sort orders by:
      • Recently Updated: Based on the last updated date.
      • Date Submitted: By the creation date.
      • Upcoming Deliveries: By expected delivery or start date.
    • Searching: Users can search for specific purchases using keywords across multiple fields such as number, supplier, and expected delivery date.
    • Tabs: Organize purchase information into tabs for better visibility, allowing users to track progress at both purchase and item levels.
    • User Actions: Perform actions such as edit, cancel, add to cart, view purchase, and view product details, depending on the state of the purchase.

    Key Outcomes

    By utilizing the Purchase Refinement Options, ServiceNow customers can expect improved visibility and control over their purchasing activities. This enables them to manage orders more effectively, track delivery timelines, and streamline the procurement process. As a result, organizations can enhance their operational efficiency and ensure timely fulfillment of their purchasing needs.

    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.