{"revision":"c10276e953456835cdbb1f3a60d58ae1980be353","document":{"id":50486,"path":"source-to-pay-operations/sourcing-and-procurement-operations/purchasing-tasks.md","title":"Purchasing tasks and procurement cases","bundle":null,"doc_type":null,"release":"australia","body":"\n# Purchasing tasks and procurement cases\n\nAll automated purchasing tasks and procurement cases are created using flow designer from the Service Delivery Common \\(SDC\\) application. The flow designer uses the underlying task and case generation decision tables, and purchasing tasks and procurement cases are created based on the conditions defined in the decision tables.\n\n## Conditions and triggers for task and case creation\n\nWhile the **Sourcing decision dependent on case** and **Order dependent on case** fields in the Finance Case table determine the need for a [procurement case](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/sourcing-and-procurement-operations/spo-glossary.md) to be created, the **Sourcing decision dependent on task** and **Order dependent on task** fields in the Finance Task table determine the need for a [procurement task](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/sourcing-and-procurement-operations/spo-glossary.md) to be created.\n\nTasks and cases are generated when the following rules are triggered, with the decision tables supporting this generation via decision inputs.\n\n- Purchase Requisition Task and Case Generation Rule\n- Sourcing Request Task and Case Generation Rule\n- Negotiation Task and Case Generation Rule\n- Sourcing Event Task and Case Generation Rule\n\n## Procurement case types\n\nHere’s a list of the types and subtypes of procurement cases:\n\n- Edit a purchase\n- Edit a receipt\n- GL Coding Review\n- Budget Review\n- Contract Review\n- Send NDA for Signature\n- Return a purchase\n- Replace a purchase\n- Request a Corporate Card\n- Inquiry\n- Delivery Address Review\n- Request a copy of contract\n- Due Diligence\n\nFor procurement cases, you can also create child cases or associate child cases to parent cases. However, remember that you must close all child cases and associated child cases before you can close any parent case. Similarly, you can reopen a child case or associated child case only when the parent case is still open.\n\n## Procurement case states\n\nThe states that are available for a procurement case are listed.\n\n- Draft\n- Processing Case\n- In Review\n- On Hold\n- Work in Progress\n- Closed Canceled\n- Closed Rejected\n- Closed Completed\n- Awaiting Acceptance\n\nWhen the condition in the **Enable case resolution acceptance** decision table is set to **True**, the procurement case state automatically changes to **Awaiting Acceptance** after the fulfiller sets it to **Closed Completed**.\n\nThe requestor gets an email notification to accept or reject the resolution within a set time.\n\n- If the requestor accepts the case resolution, a predefined email is generated for them to send and the case automatically changes to **Closed Completed**.\n- If the requestor rejects the case resolution, the case moves back to **Work in Progress**.\n- If the requestor does not respond in time, the case is automatically marked as **Closed Completed**.\n\nFor more information on email notifications, see [Alerts and email notifications from ShoppingHub](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/sourcing-and-procurement-operations/alerts-messages-email-notifications.md).\n\n## Purchasing task types\n\nA list of the types and subtypes of purchasing tasks are listed.\n\n- Purchasing task\n - Select a Supplier: Ask the shopper to compare pricing from multiple suppliers and select a supplier.\n - Sourcing task\n - Ask a question: Ask the shopper for more information about the purchase.\n- Procurement/Supplier task: Create a procurement task for a supplier.\n\n\\[Omitted image \"create\\_procurement\\_task.png\"\\] Alt text: Create new procurement task.\n\nYou can also create child tasks or associate child tasks to parent tasks. However, remember that you must close all child tasks and associated child tasks before you can close any parent task. Similarly, you can reopen a child task or associated child task only when the parent task is still open.\n\nThe following are the key fields of a purchasing task:\n\n\n
\n\nField\n\n\n\nDescription\n\n
\n\nNumber\n\n\n\nSystem-generated unique identifier of the purchasing task.\n\n
\n\nAssignment group\n\n\n\nGroup to which this purchasing task belongs.\n\n
\n\nAssigned to\n\n\n\nUser to which this purchasing task is assigned.\n\n
\n\nPrimary contact\n\n\n\nPerson within the procurement team working on the purchase who can be contacted with questions. This field is populated or updated with the same user in the **Assigned to** field of the parent task record, as follows:- For a sourcing task, from the referenced sourcing request\n- For a purchasing task, from the purchasing task itself\n- For a contract task, from the contract task itself\n- For a supplier task, from the supplier task itself\n- For a finance task, from the finance task itself\n\n
\n\nState\n\n\n\nStatus of the purchasing task.\n\n
\n\nSubstate\n\n\n\nProgress of obtaining the shopper’s responses to the procurement specialist’s questions.\n\n
\n\nDue date\n\n\n\nExpected date of completing the task.\n\n
\n\nShort description\n\n\n\nShort description of the task.\n\n
\n\nDescription\n\n\n\nDetailed description of the task.\n\n
\n\nDetailed description\n\n\n\nDetailed description of the Custom Task for Employee task subtype. You can enter your instructions in html or rich text format, and even add hyperlinks or images as required.\n\n
\n\nSummary Details\n\n
\n\nSupplier\n\n\n\nSupplier reference for this task.\n\n
\n\nSourcing request\n\n\n\nSourcing request associated with this task.\n\n
\n\nPurchase requisition\n\n\n\nPurchase requisition associated with this task.\n\n
\n\nPurchase order\n\n\n\nPurchase order for which the revision request task is raised.\n\n
\n\nSourcing decision dependent on task\n\n\n\nSpecifies whether this task must be completed before a sourcing request can be created.**Note:** This field is displayed only if a related sourcing request is entered.​\n\n
\n\nQualification dependent on task\n\n\n\nSpecifies whether this task must be completed before a qualification request can be created.**Note:** This field is displayed only if a related sourcing request is entered.​\n\n
\n\nOrder dependent on task\n\n\n\nDetermines if completion of this task is required prior to a purchase order being created.**Note:** This field is displayed only if a related purchase requisition is entered.​\n\n
\n\nExpected start\n\n\n\nExpected date of starting work on the task.\n\n
\n\nActual start\n\n\n\nActual date of starting work on the task.\n\n
\n\nActual end\n\n\n\nActual date of completing the task.\n\n
\n\nDuration\n\n\n\nActual time taken to complete the task.\n\n
\n\nQuestion & Answer\n\n
\n\nThis section contains the information of the questions posed to the shopper and the responses that the shopper provides.\n\n
- **[Purchasing task and procurement case creation](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/sourcing-and-procurement-operations/automated-purchasing-task-creation-from-flow-designer.md)** \nCreate purchasing tasks and procurement cases in sourcing requests and purchase requisitions.\n\n**Parent Topic:**[Sourcing and Purchasing Automation](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/sourcing-and-procurement-operations/purchase-experience-workflow.md)\n\n"}}