Start with a purchase request
A request says what is needed. It does not go to the supplier. The purchasing team prepares a draft order from the queue, keeping the original need visible.
Check supplier packs and delivery details
A need for 150 pieces becomes two supplier boxes of 100. Check Why this quantity, the date, address and notes before submitting the draft.
Route by supplier, quantity or value
Reviewed site rules select the approval requirement. Here a £540 order needs two supervisors. The same person cannot supply both approvals, and a rule can prevent the submitter approving.
Approve the actual revision
A supervisor approves the checked revision with a recent second factor. The owner sets up the site but does not approve orders by virtue of being the owner.
Keep the commitment and history
Approval assigns the reference, freezes the PDF and CSV, and counts stock lines as on order. Changes require another approved revision; history keeps who approved what and when.
What SmartFACT Purchasing does not do
- No automatic approval or budget checks.
- No invoice matching or accounting postings.
Common questions
Who is responsible for purchase order approval?
A supervisor with the required permission. Your approved rules can require two supervisors or exclude the person who submitted the order.
Can small orders be approved automatically?
No. Rules route and prepare orders, but every order needs a supervisor’s approval.
What happens after approval?
The order reference and documents are fixed, quantities count as on order, and the approved order can be sent to the supplier.
Related pages
Trials are by invitation and start with one agreed workflow. Scope and arrangements are agreed with you before access.
