# Enter request, order and delivery fields correctly

Check quantities, supplier packs, prices, addresses and delivery corrections using the exposed forms.

Source: https://help.smartfact.ai/manuals/purchasing/input-reference

Review edition: 25 October 2026

Roles: operator, supervisor, author, reviewer

Use this reference while preparing a People request or order draft, or recording an eligible local non-stock delivery. Operator and Supervisor responsibilities differ for approval, amendments and corrections; use [roles and actions](/manuals/purchasing/roles-and-actions) for that distinction. Catalogue changes belong with the Author and release Reviewer.

## Requests and one-off descriptions

| Field or control | What to enter | Checks and limits | If it is refused |
| --- | --- | --- | --- |
| **Quantity needed** or **Additional quantity** in People requests | A positive quantity in the displayed target unit. | Use a plain decimal and no more fractional digits than the target precision. Additional quantity is an extra contribution to the existing request, not its replacement total. | Check existing need before adding. Enter only the extra requirement, with its actual reason. See [requests](/manuals/purchasing/requests). |
| **Description**, **Unit** and **Decimal places** for a one-off request | Describe the actual need and its unit; select precision from 0 to 6. | Description is required and at most 120 characters; Unit is required and at most 40. These fields define the one-off target, rather than a stock receipt. | Correct the description and unit before raising it. If the item already has an approved target, select that target instead of inventing an equivalent one-off. |
| **Needed by** | Select the actual required calendar date, or leave it blank when unspecified. | A supplied value must be a valid calendar date. It describes need, not delivery evidence. | Correct an impossible date. Keep an unknown date blank instead of supplying a guessed promise. |
| **Reason** | A meaningful reason for the request or extra contribution. | Required, at most 500 characters, with no control characters such as pasted tabs or line breaks. | Retain the business explanation while removing accidental pasted formatting. |

For quantity fields, use `12` or an approved decimal such as `12.5`. Do not include the unit, currency symbol, comma grouping or exponent notation in the number. Whole-unit precision means zero decimal places: use `12`, rather than `12.0`. A quantity that would need rounding is refused.

## Order draft inputs

| Field or control | What to enter | Checks and limits | If it is refused |
| --- | --- | --- | --- |
| **Delivery address, one line per field row** | Put each actual address line on a separate line. | The saved address needs 1 to 6 non-empty lines, at most 120 characters each. Empty lines are removed and line ends are trimmed. | Condense the address faithfully within those limits. Do not remove information needed to deliver the order. |
| **Notes for the supplier** | The notes intended for the approved supplier document. | Up to 500 characters. Control characters are refused, including line breaks in these notes. | Use a concise single-line note. The address has its own separate multiline field. |
| **Quantity in** the supplier order unit | The total proposed order quantity for this line. | Use the approved order precision and a whole number of supplier packs. Below-minimum quantity still needs the specific reason below. | Read the pack and minimum basis. Do not substitute target base units for the displayed order unit. |
| **Reason if below the minimum** | The actual basis for a deliberate below-minimum order. | Required when the entered whole-pack quantity falls below the minimum; at most 500 characters. It does not permit a fractional pack. | Check whether the supplier can accept the intended amount. A pack-definition error belongs in catalogue review. |
| **Unit price** and **Currency** | A non-negative plain price, paired with a supported three-letter currency such as GBP. | A price allows up to 4 decimal places. Both values must be supplied together, or both left blank. Currency entry is uppercased by the form and checked against supported currencies. | Use `3.1250` and `GBP`, for example, rather than `£3.1250`. Do not enter zero merely to hide an unknown price. |
| **Expected on** | The current expected calendar date, if known. | A valid date is required when supplied. This remains separate from a confirmed delivery. | Correct the expectation through the proper draft or amendment workflow; do not record receipt to change an expected date. |
| **The source need changed. Record your review** | Explain the reviewed source change where the form requests it. | The review reason is required for that affected line and is at most 500 characters. | Read the changed source need and retained commitment before saving an amendment. See [amendments](/manuals/purchasing/amend-and-cancel). |

## Delivery confirmation and correction

| Field or control | What to enter | Checks and limits | If it is refused |
| --- | --- | --- | --- |
| **Quantity in** the displayed delivery unit | The actual amount delivered, or the amount to remove from the selected original confirmation. | A positive exact quantity is required. Confirmation cannot exceed current outstanding quantity. Correction cannot exceed the remaining reversible original quantity or total received. | For a five-box confirmation that should have been four, correct by `1`, not `4` and not `-1`. A Supervisor records that correction. |
| **Confirmation time in your browser time zone** or **Correction time in your browser time zone** | Select the actual local date and time for the event being recorded. | The form uses this browser's timezone and retains the corresponding instant. It defaults to the current time, which still needs checking. | Check the computer's timezone and event time before recording. Do not reinterpret an earlier event merely because another shift uses a different browser. |
| **Delivery note** or **Reason for correction** | Use the optional delivery note, or the required explanation for a correction. | At most 500 characters. Correction retains its selected original confirmation and its original order unit/precision, even if later catalogue packs change. | Choose the correct original record before entering the reduction. A stock receipt must be corrected in its source product. See [deliveries](/manuals/purchasing/deliveries). |

A refused value and an unconfirmed action need different responses. If the form reports a definite refusal, inspect the field, unit, source revision and current state before correcting it. If it says **The result is not yet confirmed**, keep the page and use [Check original action](/manuals/purchasing/uncertain-results). Hand over the original action identity, order and revision, entered quantity/unit, selected confirmation and displayed reason. A new order or confirmation is not a way to check the old result.