Purchasing task and procurement case creation
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Summary of Purchasing task and procurement case creation
This feature enables ServiceNow customers to automate the creation of purchasing tasks and procurement cases within sourcing requests and purchase requisitions. It facilitates efficient supplier risk management, contract handling, and approval workflows by triggering specific cases and tasks based on the state of sourcing requests and purchase requisitions.
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Purchasing Tasks and Procurement Cases in Sourcing Requests
- Trigger Conditions: When a sourcing request's state is set to Awaiting Supplier Response or, if skipped, Requires Decision, the system automatically creates procurement cases on the sourcing request's cases related list.
- Supplier Risk Assessment: If a supplier’s risk assessment is invalid, a risk assessment case is generated for each supplier in the sourcing request.
- NDA for Signature: If a supplier's NDA is invalid, an NDA case is created per supplier, requiring a supplier reference field on the case template.
- Contract Review Case: If contracts are created manually against the sourcing request, a contract review case is triggered.
- New Supplier Addition: The same risk assessment and NDA cases are triggered for any new supplier added to the sourcing request under the relevant states.
- Purchase Requisition Link: Procurement cases and purchasing tasks created for the awarded supplier on sourcing requests are also visible on the related purchase requisition.
Purchasing Tasks and Procurement Cases in Purchase Requisitions
- Trigger Conditions: When a purchase requisition state is Pending Review or Pending Approval (if approvals apply), specific cases and tasks are created via Flow Designer.
- Procurement Cases Created: These include GL coding review, budget review, supplier risk assessment, supplier onboarding, NDA signature, delivery address verification, and delivery address approval (the latter two exclude blanket order types).
- Purchasing Tasks Created: Tasks such as follow-up on approval duration breaches and integration error handling (triggered if ERP integration fails and requisition state is Awaiting Task Completion).
- Direct Purchase Requisition Creation: When created without a sourcing request, all relevant purchasing tasks and procurement cases are created during Pending Review or Pending Approval, except contract review and integration error tasks, which are created when state is Awaiting Task Completion.
- Completion Workflow: If tasks and cases remain open after approvals, the purchase requisition state stays at Awaiting Task Completion. Only after all dependent tasks and cases close does the state progress to Final Review or PO Created, depending on purchasing properties.
Practical Implications for ServiceNow Customers
This capability automates critical procurement processes, ensuring compliance and thorough review by generating necessary tasks and cases aligned with supplier status and approval workflows. It reduces manual tracking, enhances supplier risk management, and tightly integrates sourcing requests with purchase requisitions for streamlined procurement operations.
Create purchasing tasks and procurement cases in sourcing requests and purchase requisitions.
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
- 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.