Purchasing task and procurement case creation

  • Release version: Australia
  • Updated March 12, 2026
  • 2 minutes to read
    • Summarize
    Summarized using AI
    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 Purchasing Task and Procurement Case Creation

    This document outlines the process for creating purchasing tasks and procurement cases associated with sourcing requests and purchase requisitions in ServiceNow. It details the conditions under which these tasks and cases are generated, ensuring a streamlined procurement workflow.

    Show full answer Show less

    Key Features

    • Sourcing Requests: Triggers supplier risk assessments and NDA cases when the sourcing request is in the 'Awaiting Supplier Response' state. If this state is skipped, cases will be created in 'Requires Decision' state.
    • Supplier Risk Assessment: Automatically generates an assessment case for suppliers if the risk assessment is invalid.
    • NDA Case Creation: Initiates an NDA case for suppliers when the NDA is not valid, requiring a supplier reference in the case template.
    • Purchasing Tasks: Includes tasks like GL coding review, budget review, and delivery address verification, specifically tailored for different requisition states.
    • Integration Errors: An integration error task is created if there’s a failure in integration with ERP, specifically when the requisition is in 'Awaiting Task Completion' state.

    Key Outcomes

    By following this process, ServiceNow customers can expect:

    • Efficient management of supplier-related cases and purchasing tasks, enhancing procurement accuracy.
    • Streamlined approvals and risk assessments, reducing delays in purchasing workflows.
    • Improved visibility into procurement processes with clear states guiding task and case creation.
    • Effective handling of integration issues, ensuring continuity in procurement operations.

    Create purchasing tasks and procurement cases in sourcing requests and purchase requisitions.

    Sourcing request

    If a negotiation does not exist, the supplier risk assessment and send NDA for signature cases are triggered when the state of the sourcing request is Awaiting Supplier Response. The procurement cases are created on the cases related list of the sourcing request.
    • Conduct a supplier risk assessment: If risk assessment on the referenced supplier record is not valid, create a supplier risk assessment case for each supplier on the sourcing request.
    • Send NDA for signature: If the NDA on the referenced supplier record is not valid, create an NDA case for each supplier on the sourcing request. This requires adding a supplier reference field on the case template.
    • If the user skips updating the state of the sourcing request to Awaiting Supplier Response, these cases are created when the state of the sourcing request is Requires Decision.
    • If the user decides to manually create contracts against the sourcing request, trigger the contract review case once a contract is created.

    If a new supplier is added to the sourcing request, the risk assessment and send NDA for signature cases for that supplier are triggered when the state of the sourcing request is Awaiting Supplier Response or Requires Decision (if the user skipped the Awaiting Supplier Response state).

    Purchasing tasks and procurement cases for the awarded supplier that are created on a sourcing request are also shown on the purchase requisition.

    For information on how a supplier tiering assessment case influences sourcing request states, see Sourcing and Procurement Operations integration with Third-party Risk Management.

    Purchase requisition

    The following procurement cases and purchasing tasks are created in flow designer when the state of the purchase requisition is Pending Review or Pending Approval (if approvals are triggered):
    • Cases:
      • GL coding review
      • Budget review
      • Conduct a supplier risk assessment
      • Onboard a supplier
      • Send NDA for signature
      • Delivery address verification (not applicable for blanket order type scenario)
      • Delivery address approval (not applicable for blanket order type scenario)
    • Tasks: Follow up required: Approval duration breached

    The integration error purchasing task is created in flow designer when integration with ERP fails and the state of the purchase requisition is updated to Awaiting Task Completion.

    If a purchase requisition is created directly without a sourcing request, all purchasing tasks and procurement cases are created in flow designer when the state of the purchase requisition is Pending Review or Pending Approval (if approvals are triggered), with the exception of contract review case and integration error task. These are created when the state is Awaiting Task Completion. If the tasks and cases triggered during the Pending Review or Pending Approval state are still open after approvals are complete, the state of the purchase requisition is in Awaiting Task Completion. Only when all the Order dependent on task tasks and Order dependent on case cases are closed, the state of the purchase requisition is updated to Final Review or PO Created, based on the purchasing property.