---
sourceDocument: Yokohama Finance and Supply Chain
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/source-to-pay-operations

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    - yokohama

ft:locale :

    - en-US

ft:publication_title :

    - Yokohama Finance and Supply Chain

ft:clusterId :

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bundleId :

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workflow :

    - Employee


---

# Understanding the end-to-end purchasing workflow in Source-to-Pay Operations

# Understanding the end-to-end purchasing workflow in Source-to-Pay Operations {#ariaid-title1}

* Release version: Yokohama
* 
* Updated January 30, 2025
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read

Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) 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 Understanding the end-to-end purchasing workflow in Source-to-Pay Operations

This content outlines the end-to-end purchasing workflow within the Source-to-Pay (S2P) suite, specifically using the Sourcing and Procurement Operations (SPO) and Accounts Payable Operations (APO) products.
The workflow is initiated when a product or service with an active contractual price is selected for purchase.
Show full answer Show less  
ServiceNow customers can leverage this workflow to streamline procurement from purchase requisition through order fulfillment and invoice processing, involving multiple roles and applications to ensure a seamless Source-to-Pay experience.

## Prerequisites

* Installation and activation of the necessary SPO and APO application plugins in the correct sequence.

## Purchasing Workflow and Roles

The purchasing process involves several key steps and user roles interacting through specific application portals:

* **Employee (snshop.shopper)**: Initiates purchase via quick or full checkout for products/services with contractual prices using the Shopping Hub portal. They confirm receipt of orders through Shopping Hub or Employee Center.
* **Approver**: Reviews and approves purchase requests routed by approval rules via the Employee Center portal.
* **Procurement Specialist (snshop.procurementspecialist)**: Creates purchase orders and fulfills them from suppliers using the Source-to-Pay Workspace portal.
* **Accounts Payable Specialist (snapapm.accountspayablespecialist)**: Handles invoice processing, including auto-created invoices, manual invoice creation, and conversion of invoice types in Source-to-Pay Workspace.
* **Accounts Payable Agent (snapcm.agent)**: Manages invoice cases, requests additional information, and assigns tasks, also using the Source-to-Pay Workspace.

## Key Features

* Quick and full checkout options for employees purchasing items with contractual prices.
* Automated routing of purchase requests to approvers based on approval rules.
* Visibility and management of purchase orders and fulfillment activities for procurement specialists.
* Automated and manual invoice creation, exception handling, and invoice type conversion for accounts payable specialists.
* Invoice case management for accounts payable agents to ensure resolution and task assignment.
* Real-time status visibility of the entire workflow for all participants through their respective portals.

## Practical Benefits for ServiceNow Customers

By adopting this end-to-end workflow within the SPO and APO products, ServiceNow customers can expect:

* Streamlined purchasing processes that align procurement and accounts payable activities.
* Improved compliance and control through approval routing and contract price enforcement.
* Enhanced collaboration among employees, approvers, procurement specialists, and accounts payable personnel.
* Greater transparency and tracking of purchase and invoice statuses across multiple roles.
* Efficient resolution of invoice discrepancies and exceptions through dedicated roles and tooling.  
Gather a high-level understanding of the end-to-end purchasing workflow with the Sourcing and Procurement Operations (SPO) and Accounts Payable Operations (APO) products within the Source-to-Pay (S2P) suite.

The purchasing workflow is triggered when an active contractual price is available for a product or service the shopper intends to purchase.

## Prerequisites {#s2p-solution-pr-workflow__section_lhy_5qx_zyb}

Install and activate the necessary plugins. For information on the respective product plugins and installation sequence, see:

* SPO: [Application plugin installation sequence in Sourcing and Procurement Operations](https://servicenow-prod.fluidtopics.net/EPxVuNJNSOh5vL8I7nOqQA "The following table lists the Sourcing and Procurement Operations (SPO) plugins, their installation sequence, high-level descriptions, and dependencies.")
* APO: [Application plugin installation sequence in Accounts Payable Operations](https://servicenow-prod.fluidtopics.net/mTqFh5tglJ3J9EWadYLB6Q "View the consolidated list of plugins, high-level description of each plugin, and the dependencies that are required before installing each plugin in Accounts Payable Operations.")
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## Workflow of the purchasing process {#s2p-solution-pr-workflow__section_cbx_r4x_zyb}

The following figure shows how different personas use the various applications withing the SPO and APO products to complete the end-to-end purchasing process within the Source-to-Pay (S2P) suite.
Figure 1. Workflow of the purchasing process  
In this workflow:

1. An employee performs a quick checkout with a product or service that has a contractual price. A purchase requisition is created. For more information, see [Order a product with quick checkout](https://servicenow-prod.fluidtopics.net/DMNwbFntKeProXjuFFnecg "Order a product or service that you want to purchase from the product catalog available on Shopping Hub Home.").

   Alternatively, an employee performs a full checkout with products or services that have contractual prices. For more information, see [Complete your checkout](https://servicenow-prod.fluidtopics.net/oPV_P112p_Gm0MPc0j2emw "Proceed to checkout when you’ve completed your shopping and have reviewed your shopping cart.").

   Role: sn_shop.shopper.

   Application portal: Shopping Hub.
2. Approval rules route the purchase request to one or more assigned approvers.
3. An approver reviews the purchase request and approves it. A purchase order is created. For more information, see [Approve a request from Employee Center](https://servicenow-prod.fluidtopics.net/aRnxuaQKCo~Wekrfv6o7JQ "Approve, reject, or request clarification on open purchase requisition lines and sourcing requests that are assigned to you, directly from Employee Center.").

   Role: sn_shop.procurement_specialist.

   Application portal: Employee Center.
4. A procurement specialist fulfills the purchase order from the associated supplier.Role: sn_shop.procurement_specialist.

   Application portal: Source-to-Pay Workspace.
5. On fulfillment, the employee confirms receipt of the requested product. For more information, see [Confirm receipt of your order from Shopping Hub Home](https://servicenow-prod.fluidtopics.net/pd~YVBZhLLXrgozl8CgAjw "Provide confirmation of receipt of the items you ordered that are in pending receipt state from Shopping Hub Home, so that payment is processed to the supplier accordingly. If you have not received the complete order, you can confirm receipt of a part of your order as well with the date when you received them.") and [Confirm receipt of your order from Employee Center](https://servicenow-prod.fluidtopics.net/u3T9g96IcprcI~BuWrHEmg "Provide confirmation of receipt of the items that you ordered that are in pending receipt state from Employee Center, so that payment is processed to the supplier accordingly. If you have not received the complete order, you can confirm receipt of a part of your order as well with the date when you received them.").

   Role: sn_shop.shopper.

   Application portal: Shopping Hub or Employee Center.
6. Invoices are auto-created. When invoices aren't auto-submitted or don't match the purchase orders, or when invoice exceptions must be resolved, an accounts payable specialist gets involved. For more information, see [Accounts Payable Invoice Processing](https://servicenow-prod.fluidtopics.net/4M9DzAwOgNa9BmBmNshnCw "Accounts Payable Invoice Processing (com.sn_ap_apm) enables Accounts Payable Specialists to ingest invoice documents and extract invoice data using ServiceNow Document Intelligence.").

   Alternatively, the accounts payable specialist manually creates invoices. For more information, see [Accounts Payable Specialist manual tasks](https://servicenow-prod.fluidtopics.net/oXoylI11xtT~es9e7ozEYA "Accounts Payable Operations performs invoice processing using automated workflows, with minimal manual intervention. In some situations, however, the Accounts Payable Specialist is required to perform a few manual tasks to move the invoice to the next stage of processing.").

   Role: sn_ap_apm.accounts_payable_specialist.

   Application portal: Source-to-Pay Workspace.
7. The accounts payable specialist converts invoices of purchase order type to invoice types such as non-purchase order, credit memo, and debit memo, based on their interactions with shoppers and suppliers of business services. For more information, see [Accounts Payable Specialist manual tasks](https://servicenow-prod.fluidtopics.net/oXoylI11xtT~es9e7ozEYA "Accounts Payable Operations performs invoice processing using automated workflows, with minimal manual intervention. In some situations, however, the Accounts Payable Specialist is required to perform a few manual tasks to move the invoice to the next stage of processing.").

   Role: sn_ap_apm.accounts_payable_specialist.

   Application portal: Source-to-Pay Workspace.
8. An accounts payable agent manages and works on assigned invoice cases, requests more information from suppliers or employees if necessary, and creates and assigns tasks to the users. For more information, see [Invoice Case Management](https://servicenow-prod.fluidtopics.net/uRofl5rX5AruEAXd_GnmiA "With Invoice Case Management, agents can manage and work on their assigned invoice cases, request more information from suppliers or employees, and create and assign tasks to users using the Accounts Payable workspace.").

   Role: sn_ap_cm.agent.

   Application portal: Source-to-Pay Workspace.
9. The employee, approver, procurement specialist, accounts payable specialist, and accounts payable agent have complete visibility into the status of the workflow through process completion, from their respective portals.
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