SmartFACT Purchasing handbook
Control purchasing requests, reviewed suppliers, orders, approvals, communications and remaining commitments.
Review edition · 25 October 2026
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25 guides
SmartFACT Purchasing
Start here: Owner
Set up access, documents and connections without taking purchasing approval authority.
OwnerYour roleStart here: Author
Prepare supplier data, exact conversions, rules and independent examples.
AuthorYour roleStart here: Reviewer
Review frozen catalogue changes and evidence before making a release live.
ReviewerYour roleStart here: Supervisor
Approve commitments, manage revisions and investigate sending and receipt exceptions.
SupervisorYour roleStart here: Operator
Raise needs, prepare ordinary drafts and confirm eligible non-stock deliveries.
OperatorYour roleStart here: Viewer
Inspect requests, orders, commitments and communication evidence without changing them.
ViewerSite administrationSet up ordering, access and product connections
Prepare valid site details and reviewed dependencies before creating commitments.
Owner · Author · Reviewer · SupervisorEveryday workRaise a request and manage additional need
Choose the exact target and preserve distinct contributions without duplicating demand.
Operator · SupervisorEveryday workPrepare and check order drafts
Group requests, preserve existing lines and submit the exact saved revision.
Operator · SupervisorApprovalReview and approve an order revision
Apply the displayed approval route to the exact current proposal.
SupervisorExceptionsAmend or cancel approved commitment
Keep the approved revision in force until a valid change completes.
SupervisorCutover and existing workRecord an order placed before Purchasing
Declare an existing commitment without presenting it as a new approval or send.
SupervisorEveryday workRecord partial deliveries and correct confirmations
Keep stock receipts in their source and local non-stock confirmations in Purchasing.
Operator · Supervisor · ViewerCommunicationSend or record an approved supplier communication
Distinguish approval, provider acceptance, delivery evidence and a controlled resend.
Supervisor · OwnerCommunicationRecord supplier replies and acknowledge exceptions
Keep the sent revision and supplier statement separate from quantity changes.
Operator · Supervisor · ViewerAuthoringPrepare suppliers, items and reviewed CSV imports
Check destinations and exact units before the catalogue is used for new work.
Author · ReviewerAuthoring and approvalProve rules and activate a reviewed release
Test all purchasing decisions and preserve independent review where required.
Author · Reviewer · OwnerExceptionsResolve an unconfirmed action
Check the original command before creating a replacement request, approval or send.
Owner · Author · Reviewer · Supervisor · OperatorRecords and administrationRead retained history, export records and handle recovery
Preserve approved documents and unresolved commitments before closure or resumption.
Owner · Supervisor · Viewer · OperatorYour roleChoose the right role for purchasing work
Separate catalogue review, commitment approval, supplier communication and delivery authority.
Owner · Author · Reviewer · Supervisor · Operator · ViewerWorked handoversHand over a partial delivery, correction and cancelled remainder
Track a twelve-box non-stock order through independent approval, an interrupted confirmation and the supplier communication still due.
Owner · Author · Reviewer · Supervisor · Operator · ViewerField referenceEnter request, order and delivery fields correctly
Check quantities, supplier packs, prices, addresses and delivery corrections using the exposed forms.
Operator · Supervisor · Author · ReviewerConnectionsManage connected products and exception reviews
Bind the correct source site, repair retained updates and acknowledge the exact exception without changing quantities.
Owner · SupervisorAdministrationSet up and qualify the sending mailbox
Connect the intended mailbox, inspect test evidence and control real-provider qualification.
OwnerRecoveryClose a Purchasing site with a recorded handover
Stop new work, account for commitments and uncertain communications, then retain a current complete export.
Owner · Supervisor