From request to draft
StoresFlow and your team raise purchase requests. Approved rules group them by supplier and prepare one draft per supplier, keeping the original need and the reason for each quantity visible.
Supplier and pack rules
A rule such as ‘For BOLT-A, try the approved SUP-A-10 item first, then SUP-B-10 if the first is unavailable’ chooses the supplier item, and pack rules round 150 pieces to two boxes of 100. Inexact conversions are refused rather than silently rounded.
Order days
Scheduling rules hold lines for a supplier’s order day, so requests raised during the week become one draft on the day you order.
Approval routes by value
Approval rules set who must approve, such as two approvers for GBP orders of at least 5000.00. The recorded rule check names the rule that applied and the facts it used. A missing or mixed currency holds the order rather than guessing.
Sending after approval
A supervisor approves each order. Once approval is complete, a sending rule can send the order automatically through your qualified Microsoft 365 or Gmail mailbox to the supplier’s ordering contact, or your team sends it by portal, phone or post and records it.
Write, test and approve these rules in SmartFACT Automation
Supplier, pack, order-day, approval and sending rules can be described in plain English in SmartFACT Automation, where AI proposes the rule and a plain restatement, or built directly in the structured editor. Either way the rule is checked against examples your team agreed in advance and approved by a reviewer before SmartFACT Purchasing applies it. SmartFACT Purchasing then runs the approved rule itself, with no AI call when the decision is made. Automation is included with SmartFACT Purchasing’s paid plan.
What SmartFACT Purchasing does not do
- Approve an order automatically. A supervisor approves every order.
- Match invoices, make payments or post to accounts.
- Convert currencies or change supplier pack sizes by rule.
Common questions
Are purchase orders approved automatically?
No. Rules prepare drafts and choose who must approve. A supervisor approves every order with a recent second factor.
Can approved orders be sent automatically?
Yes, through your own qualified Microsoft 365 or Gmail mailbox, once every required approval is complete.
How is this different from an ERP’s automatic purchase orders?
The rules are written and approved by your team in plain English or a structured editor, every draft shows why each quantity and route was chosen, and nothing reaches a supplier without approval.
Related pages
Trials are by invitation and start with one agreed workflow. Scope and arrangements are agreed with you before access.
