Purchase revisions

  • Release version: Xanadu
  • Updated August 1, 2024
  • 5 minutes to read
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    Summary of Purchase revisions

    Purchase revisions in ServiceNow allow shoppers and procurement specialists to update orders placed via Shopping Hub or the Sourcing and Purchasing Automation module. Revisions can be made to product quantity, budget, or delivery location before purchase orders are finalized and closed. This capability ensures purchase requisitions and orders reflect accurate pricing and funding details while maintaining approval workflows and audit trails.

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    Key Features

    • Revision Triggers: Updating the Pricing reference field on a purchase requisition line triggers revisions for both standard and blanket purchase requests, updating line amounts and re-evaluating approvals where applicable.
    • Manual Revisions: If no purchase order exists and the requisition is not closed or rejected, manual revisions can be made without creating new requisition lines or requests, tracked via Revision Lines.
    • Purchase Order Revisions:
      • Shopper-initiated: Shoppers can initiate revisions on open purchase orders or blanket orders through Shopping Hub, creating revision requests assigned to procurement specialists.
      • Procurement specialist-initiated: Specialists can initiate revisions directly from the Sourcing and Purchasing Automation module, generating new revision purchase requisitions linked to revision requests.
      • Blanket orders: Only quantity and budget can be revised, with back-calculations ensuring consistency. Revisions cannot reduce amounts below the current released value.
    • State and Approval Updates: Revisions update the status of purchase requisitions and orders to Pending Revision and trigger delegation of authority reassessment.
    • Updating Purchase Orders: For revision-type requisitions in Final Review, an Update Purchase Order action applies revised data and closes the requisition.
    • Revision Restrictions: Revisions are disallowed for lines fully received and can only be triggered for amounts exceeding received quantities.
    • Impact of Rejected Re-approvals: If re-approval is rejected, requisitions revert to pre-revision states, and revised purchase orders are closed or reverted accordingly, with line-level granularity when multiple lines are involved.
    • Cost Allocations: Original cost allocations carry over to revisions, with new allocations created for fund changes tied to the primary cost center. Cost allocations cannot be modified after purchase order creation.
    • Milestone Management: Milestones from the original requisition copy to the revision, allowing new milestones to be added. Original milestones are closed and replaced upon order update.

    Practical Benefits for ServiceNow Customers

    • Enables flexible updates to purchase requests and orders without losing approval history or auditability.
    • Supports collaborative revision workflows between shoppers and procurement specialists, improving accuracy and control.
    • Maintains alignment of financials through automatic cost allocation adjustments and milestone tracking.
    • Ensures procurement compliance by restricting revisions on fully received or closed orders.
    • Facilitates efficient handling of rejected revisions to minimize disruption and maintain data integrity.

    Revisions for the quantity of the product, budget, or delivery location can be made to orders placed from Shopping Hub.

    The shopper can revise an order from Shopping Hub or the procurement specialist can submit revision from the Sourcing and Purchasing Automation module.

    When a shopper updates the Pricing reference field on the purchase requisition line, a revision is triggered for both standard and blanket purchase requests.
    • For standard purchase requests, the quantity is left as-is. The total line amount is updated, which in turn updates the total amount of the purchase request and triggers reassessment of approvals, if applicable. Budget, even if populated, is not considered as a revision attribute.
    • For blanket purchase requests, the quantity is left as-is. The total line amount is updated, which in turn updates the total amount of the purchase request and triggers reassessment of approvals, if applicable. In this scenario, the revision line captures the change in the pricing reference as well as the budget.

    When a purchase order is created, the pricing reference on the purchase requisition line cannot be revised.

    Revisions with no purchase order

    If no purchase order is created, and state of the purchase requisition is not Closed Rejected, Closed Complete, or Closed Canceled, you can manually revise the purchase requisition. In this case, neither a revision request nor a new purchase requisition is created. You can view the updates in the Revision Lines related list of the purchase requisition line.

    The addition of a new purchase requisition or purchase order line is restricted to the same supplier and business owner for a revision process.

    Purchase order revisions

    • Shopper-initiated purchase order revision:
      • When the status of a purchase order is not Closed Complete or Closed Canceled, a shopper can revise the lines from Shopping Hub. A revision request is created and assigned to the procurement specialist, and the state is updated to Closed Complete. A procurement specialist does not have to confirm the revision request prior to creation of the revised purchase requisition.
      • A new purchase requisition of type Revision is created and the revision request is attached to the revised purchase requisition.
    • Procurement specialist-initiated purchase order revision:
      • To initiate a revision of the purchase order, select Revise in the Sourcing and Purchasing Automation module.
      • On confirmation of the revision, a new purchase requisition of type Revision is created and the revision request is attached to the revised purchase requisition.
    • Shopper-initiated blanket purchase order revision:
      • When the status of a blanket purchase order is not Closed Released, a shopper can initiate a revision from Shopping Hub. Only the quantity and budget can be revised on a blanket purchase order.
      • When a budget revision is made, the quantity and total line amount of the corresponding blanket line is calculated to the nearest value using the negotiated unit cost of the supplier product. Revisions cannot be below the current released amount against the blanket purchase order. Revising either quantity or budget results in the other being back-calculated accordingly.
      • On confirmation of the revision, a new purchase requisition of type Revision is created and the revision request is attached to the revised purchase requisition.

    For both the shopper-initiated and procurement specialist-initiated purchase order and blanket purchase order revisions, the status of the purchase requisition is updated to Pending Revision and delegation of authority is reassessed.

    The state of the purchase order and the purchase order lines that were revised are updated to Pending Revision. The state of the purchase order lines which are not revised does not change.

    When the state of the purchase requisition is Final Review and the purchase requisition is of the type Revision, you can select Update Purchase Order to update the existing purchase order and purchase order lines with the revised information.

    State of the purchase requisition is then updated to Closed Complete.

    Note:

    Revision requests must be in a closed state for a purchase order to be created. For more information on purchase orders, see Purchase order.

    Revisions are not allowed in Shopping Hub for lines that have been fully received. Revisions can only be triggered for an amount that exceeds the received amount.

    Impact of rejecting an increase in funds revision

    If a purchase requisition or purchase order is revised, and the re-approval is rejected, the behavior is as follows:

    • If a purchase order doesn't exist, the purchase requisition is reverted to the pre-revision state and value, for both single and multiple lines.
    • If a purchase order exists, and the good or service has either been partially delivered or not delivered at all:
      • For a single line, the original purchase order remains as-is. The purchase order reverts to its state prior to revision. The resulting purchase requisition of type Revision will be in the Closed Rejected state, with no option to update the purchase order.
      • For multiple lines, if every line within the revision purchase requisition is rejected, the impact is the same as above.
      • For multiple lines, if some of the lines within the revision purchase requisition are rejected, only those rejected lines revert to their state prior to revision, upon updating the purchase order.

    Purchase revision impact on cost allocations and milestones

    Cost allocation behavior
    • Cost allocations from the original purchase requisition are updated in the revised purchase requisition.
    • If an increase or decrease in funds happens, a new cost allocation is created for the primary cost center (cost center of the business owner on the purchase requisition) on the revised purchase requisition.

      This amount reflects either as an increase (positive amount) or decrease (negative amount) in funds.

    • Once the purchase order is updated, the revised purchase order contains separate entries for the primary cost center, that is, the one from the original purchase requisition and another as a result of the revision, along with any additional user-defined allocations from the original purchase requisition.
    • Cost allocations cannot be updated after the creation of a purchase order.

    For more details on cost allocations, see Cost allocations.

    Milestone behavior
    • Milestone details are copied from the original purchase requisition to the revised purchase requisition.
    • User can create any additional milestones, as needed, on completion of the revision.
    • Once the purchase order is updated, the original milestone on the purchase order is updated to the Closed Canceled state, as a copy is already created during the revision process.

    For more details on milestones, see Milestones.