Use Placed before Purchasing for a supplier order that already existed before it was recorded here. This is a declaration of an existing commitment, not a new order instruction or an invented Purchasing approval.
Gather the original evidence
Have the supplier's existing reference, date sent in the site's timezone, supplier identity, delivery address and actual ordered lines. Check outstanding and already fulfilled work against the cutover plan so the same commitment is not created twice.
The action requires a current supervisor and recent Accounts verification. Choose the supplier and current reviewed catalogue lines, enter the exact quantities in the order units and supply the reason for recording this existing order. Check source-item links when a catalogue-key item needs a real source target.
Record the declaration
Enter Existing supplier order reference, Date sent, in this site's timezone, Reason for recording this existing order and Deliver to. Review the selected catalogue lines, prices and expected dates before submitting the declaration.
The resulting revision explicitly records that the approval origin was declared. It retains the person and date of declaration without manufacturing Purchasing approval votes, a precise original send instant, a send method, provider acceptance or a historical document hash that was never observed.
The retained document identifies itself as a record of an order placed before Purchasing. Check that wording before sharing it. Do not treat that record as a fresh instruction to the supplier.
Continue the real lifecycle
The declaration establishes the commitment and receipt authority for the recorded lines. It creates separately covered People needs for those lines rather than changing unrelated source or People requests. No automatic supplier send is created merely by making the declaration.
Later changes follow the normal amendment, submission and approval workflow. Cancelling the remaining commitment creates the normal communication obligation. If the existing order is resent, record that new communication and use the retained approved document; do not invent the earlier method or delivery evidence.
If recording is unconfirmed, reconcile the original action before creating another declaration. Use the order history to establish whether the original reference was already retained. Give the next purchaser the declared origin, exact lines and any remaining cutover uncertainty.