# Prepare and check order drafts

Group requests, preserve existing lines and submit the exact saved revision.

Source: https://help.smartfact.ai/manuals/purchasing/drafts

Review edition: 25 October 2026

Roles: operator, supervisor

Draft preparation turns selected needs into proposed supplier lines. It does not approve, send or receive an order. Review the exact supplier and quantities before asking a supervisor to commit them.

## Select the work

In **Queue**, use the available filters and select the intended requests. Check current need, unit, reviewed supplier choice and any hold or minimum warning. A missing supplier needs catalogue attention; selecting a convenient unrelated item is not a safe substitute.

Use the draft-preparation controls to create drafts grouped by supplier or append to a compatible current draft. Appending preserves existing lines, address and notes, so inspect those details as well as the newly selected work. A preparation can include at most 100 new lines, and a resulting draft can contain at most 100 combined lines.

An amendment destination requires supervisor authority. Operators can prepare ordinary drafts but cannot make an approved-order amendment operational by appending through the queue.

## Check exact order quantities

Open the resulting order. Read the supplier item, description, order unit, target conversion, pack quantity, minimum and any below-minimum reason. Review the quantity after declared rounding. Rules may round according to their reviewed policy; they do not approve an order or silently invent a different target need.

Check delivery address, expected dates, notes for the supplier and prices where present. Unknown prices remain unknown. Do not enter zero merely to obtain a calculable total.

Catalogue-line additions create their associated People need and draft line together. If an open need already exists, inspect it rather than duplicating the same target through a second catalogue addition.

## Submit and withdraw correctly

Save the draft, inspect the saved revision and use **Submit for approval**. An empty draft cannot be submitted. The awaiting revision is checked against the current reviewed policy and its approval route.

The original submitter can use **Withdraw your submission** with a reason while awaiting approval. A supervisor can return it to draft for correction. The approval round is cleared, so old votes do not approve the changed work.

If the outcome is unconfirmed, check the original action. Grouped preparation is atomic: do not recreate earlier supplier groups merely because one answer was lost. Give the reviewer the order or draft reference and revision, not only a screenshot of unsaved lines.

## Interpret queue selection and source figures

**Select all ready requests on this page** selects eligible rows on the current page, preserving earlier choices within the 100-line preparation limit. Check the selected count and each intended supplier group before preparing. It does not select every matching request across all pages.

The queue's location, current stock, reorder level, on-order and target figures were supplied with the source request. They are not a live bin balance. A displayed suggested order already accounts for approved commitments and draft reservations; inspect changed-source warnings rather than ordering again from an old stock figure.