# SmartFACT Purchasing handbook

Control purchasing requests, reviewed suppliers, orders, approvals, communications and remaining commitments.

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

Review edition: 25 October 2026



## Guides and help pages

- [Start here: Owner](https://help.smartfact.ai/manuals/purchasing/owner): Set up access, documents and connections without taking purchasing approval authority.
- [Start here: Author](https://help.smartfact.ai/manuals/purchasing/author): Prepare supplier data, exact conversions, rules and independent examples.
- [Start here: Reviewer](https://help.smartfact.ai/manuals/purchasing/reviewer): Review frozen catalogue changes and evidence before making a release live.
- [Start here: Supervisor](https://help.smartfact.ai/manuals/purchasing/supervisor): Approve commitments, manage revisions and investigate sending and receipt exceptions.
- [Start here: Operator](https://help.smartfact.ai/manuals/purchasing/operator): Raise needs, prepare ordinary drafts and confirm eligible non-stock deliveries.
- [Start here: Viewer](https://help.smartfact.ai/manuals/purchasing/viewer): Inspect requests, orders, commitments and communication evidence without changing them.
- [Set up ordering, access and product connections](https://help.smartfact.ai/manuals/purchasing/setup): Prepare valid site details and reviewed dependencies before creating commitments.
- [Raise a request and manage additional need](https://help.smartfact.ai/manuals/purchasing/requests): Choose the exact target and preserve distinct contributions without duplicating demand.
- [Prepare and check order drafts](https://help.smartfact.ai/manuals/purchasing/drafts): Group requests, preserve existing lines and submit the exact saved revision.
- [Review and approve an order revision](https://help.smartfact.ai/manuals/purchasing/approve-orders): Apply the displayed approval route to the exact current proposal.
- [Amend or cancel approved commitment](https://help.smartfact.ai/manuals/purchasing/amend-and-cancel): Keep the approved revision in force until a valid change completes.
- [Record an order placed before Purchasing](https://help.smartfact.ai/manuals/purchasing/placed-before): Declare an existing commitment without presenting it as a new approval or send.
- [Record partial deliveries and correct confirmations](https://help.smartfact.ai/manuals/purchasing/deliveries): Keep stock receipts in their source and local non-stock confirmations in Purchasing.
- [Send or record an approved supplier communication](https://help.smartfact.ai/manuals/purchasing/sending): Distinguish approval, provider acceptance, delivery evidence and a controlled resend.
- [Record supplier replies and acknowledge exceptions](https://help.smartfact.ai/manuals/purchasing/supplier-responses): Keep the sent revision and supplier statement separate from quantity changes.
- [Prepare suppliers, items and reviewed CSV imports](https://help.smartfact.ai/manuals/purchasing/catalogue): Check destinations and exact units before the catalogue is used for new work.
- [Prove rules and activate a reviewed release](https://help.smartfact.ai/manuals/purchasing/rules-and-releases): Test all purchasing decisions and preserve independent review where required.
- [Resolve an unconfirmed action](https://help.smartfact.ai/manuals/purchasing/uncertain-results): Check the original command before creating a replacement request, approval or send.
- [Read retained history, export records and handle recovery](https://help.smartfact.ai/manuals/purchasing/history-and-recovery): Preserve approved documents and unresolved commitments before closure or resumption.
- [Choose the right role for purchasing work](https://help.smartfact.ai/manuals/purchasing/roles-and-actions): Separate catalogue review, commitment approval, supplier communication and delivery authority.
- [Hand over a partial delivery, correction and cancelled remainder](https://help.smartfact.ai/manuals/purchasing/worked-handover): Track a twelve-box non-stock order through independent approval, an interrupted confirmation and the supplier communication still due.
- [Enter request, order and delivery fields correctly](https://help.smartfact.ai/manuals/purchasing/input-reference): Check quantities, supplier packs, prices, addresses and delivery corrections using the exposed forms.
- [Manage connected products and exception reviews](https://help.smartfact.ai/manuals/purchasing/connected-products-and-exceptions): Bind the correct source site, repair retained updates and acknowledge the exact exception without changing quantities.
- [Set up and qualify the sending mailbox](https://help.smartfact.ai/manuals/purchasing/mailbox-setup): Connect the intended mailbox, inspect test evidence and control real-provider qualification.
- [Close a Purchasing site with a recorded handover](https://help.smartfact.ai/manuals/purchasing/closing-site): Stop new work, account for commitments and uncertain communications, then retain a current complete export.