# Review and approve an order revision

Apply the displayed approval route to the exact current proposal.

Source: https://help.smartfact.ai/manuals/purchasing/approve-orders

Review edition: 25 October 2026

Roles: supervisor

Approval makes a purchase commitment under the reviewed site policy. It is separate from supplier communication and physical receipt. Every approval requires a recent Accounts second factor and current supervisor authority.

## Review the exact revision

Open **Approvals**, then the order. Check the reference, revision, supplier, delivery address, notes and all lines. For an amendment, compare the proposal with the approved revision still in force. Check quantities in their actual order units and source context, not merely the order total.

Read the rule explanation, approval route and relevant price information. Value-based policy must have the information it needs, including currency and complete comparable totals. Unknown prices and mixed currencies cannot be assumed to satisfy a numeric threshold. Ask the author to correct a policy problem rather than choosing an invented threshold.

## Apply the correct route

The route can require **One supervisor**, **One supervisor other than the submitter** or **Two different supervisors**. The submitter is prohibited by the second route. The two-person route needs two distinct current votes; the same person cannot vote twice.

Use **Approve revision** for the exact displayed revision after recent verification. On a two-person route, a first recorded approval can leave the order awaiting the second person. Check the resulting state before saying it is approved or ready for sending.

The server recalculates the review under current policy and line snapshots. A stale revision, changed catalogue or changed authority can refuse approval. Refresh, inspect the changed evidence and make a new decision only after the original result is known.

## Return unclear work

Use the reasoned return-to-draft action for errors or missing evidence. Returning invalidates the approval round. After correction and resubmission, earlier votes do not carry over as approval of the new proposal.

Once approval completes, the reference, line authority, on-order changes, history and document preparation belong to that approved decision. Sending may then be queued by the reviewed route or require separate action. Check **Not sent** rather than assuming approval proves communication.

For an order of 120 washers, approval commits 120 under that revision. A later physical receipt of 80 reduces the outstanding commitment to 40 through authorised receipt evidence. Neither approval nor sending creates the 80 in stock. See [deliveries](/manuals/purchasing/deliveries).