Operators raise requests, prepare ordinary order drafts and confirm deliveries that Purchasing is authorised to confirm locally. You do not approve an order merely because you prepared it.
Raise the real need
Choose Raise a request, scan or search the item and inspect its description and unit. Select the correct source item, supplier item or one-off supplier need. Enter an exact quantity, required date where relevant and a useful reason. Keep the request reference for follow-up.
If the item already has an open People request, Add to open request records an additional contribution with its own reason. Enter only the additional quantity. A repeated response or double click is not a reason to add the same need again.
Prepare and submit
In Queue, choose the requests and supplier choices to prepare. Review quantity conversions, packs and minimums. Add to the correct draft where offered, then open the order and check lines, delivery address and notes. An ordinary draft can be edited and submitted with your role; an amendment to approved work requires a supervisor.
Use Submit for approval only after checking the saved revision. The original submitter can withdraw an awaiting submission with a reason. Withdrawal returns it to draft; it is separate from cancellation of approved commitment.
Confirm the correct kind of delivery
Use Confirm a delivery for eligible local non-stock lines and enter what was actually delivered or completed in the original order unit. Stock lines tell you to record the receipt in the source product. Do not use a local confirmation to make shelf stock appear in StoresFlow.
For a partial arrival, record only the actual amount and leave the balance outstanding. Ask a supervisor to correct a wrong confirmation; do not enter a negative new delivery.
When the outcome is unconfirmed, use Check original action. Keep the order or request reference and tell the supervisor what happened. Follow requests, draft preparation and deliveries.