# Start here: Owner

Set up access, documents and connections without taking purchasing approval authority.

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

Review edition: 25 October 2026

Roles: owner

Owners administer SmartFACT Purchasing. Ownership alone does not permit raising operational requests, approving an order, recording a delivery or activating a catalogue release. Arrange the additional roles and independent people needed for those tasks.

## Prepare the site

Sign in through [Accounts](/manuals/accounts/sign-in), choose the correct organisation and complete site setup. In **Ordering and documents**, check organisation details, purchasing contact, delivery addresses and order numbering. These values appear on purchase orders, so review them before operational drafting starts. Saving requires a recent security check.

Open **Team and stations** and use **Manage people in Accounts** for invitations, product roles and identity through [Accounts access](/manuals/accounts/manage-access). That Purchasing page provides guidance and the Accounts link; it has no local role editor or station-enrolment form. Assign an author to supplier and rule drafts, a reviewer to release decisions, operators to requests and ordinary drafts, and supervisors to purchasing approval and exceptions.

## Connect only the intended services

**Products** manages the source products connected to this site. Purchasing receives their requests and reports; it does not post their stock or change their reorder targets. **Sending** manages the customer mailbox connection. **Print connection** reports the installation's PrintStation readiness and links to PrintStation when configured. Installation registration and the organisation's PrintStation Products setting are separate administrative work. Connection setup alone does not prove that sending or physical printing is qualified.

The owner can set whether catalogue self-review is allowed. That setting does not give the owner activation authority and does not remove independent reviews required by Automation-managed work. Keep the policy decision and the reviewer role separate.

## Preserve operational evidence

Use **Plan and usage**, **Health**, **Recovery** and **Closure & complete export** within your responsibility. A complete export requires recent verification. Recovery or closure must account for orders, commitments, pending communications and original requests with unconfirmed outcomes.

Ask the supervisor to investigate discrepancies using order references and history. Do not reconnect a source or change numbering to hide an unresolved purchasing decision. Follow [site setup](/manuals/purchasing/setup) and [history, export and recovery](/manuals/purchasing/history-and-recovery).

## Use the administrative task guides

Use [connected products and exceptions](/manuals/purchasing/connected-products-and-exceptions) to bind source sites and repair parked product updates, and [mailbox setup](/manuals/purchasing/mailbox-setup) for the separate consent, accepted-test and qualification decisions. When the site stops using Purchasing, follow [site closure](/manuals/purchasing/closing-site), retaining current order and communication handovers before the final export.