Use this table to assign a purchasing task to the person who can actually perform it. Operator or Supervisor means either role meets that role check. Author and Reviewer means both are needed if one person undertakes both jobs, with independence still checked separately. Current Accounts grants and local site assignments remain required.
Site and catalogue decisions
| Task | Who | Additional conditions | Related guide |
|---|---|---|---|
| Configure ordering details, source connections and mailbox; inspect print readiness | Owner | Use the specific administrative workflow and its current verification requirements. Connection setup does not qualify unattended sending or physical printing. | Setup |
| Change whether catalogue self-review is allowed | Owner | Recent second factor. This grants no Reviewer or Supervisor authority. | Rules and releases |
| Create or edit a supplier, supplier item, rule or expected example in a release | Author | Exact saved release and source meaning. A supplier pack or destination change belongs in the reviewed draft. | Catalogue |
| Freeze the catalogue release and run its saved proof | Author | The full saved content and current independent expectations. Reviewer alone does not grant this Author action. | Rules and releases |
| Return a frozen release to its author | Reviewer | Retain the review reason. A corrected draft needs fresh freeze and proof. | Rules and releases |
| Activate a frozen release or copy the live release into a new draft | Reviewer | Recent second factor. Activation checks all recorded authors against local self-review policy; Automation-managed work has additional independent reviews. Copying creates preparation, not an activated replacement. | Rules and releases |
Catalogue approval and order approval are different permissions. A Reviewer cannot approve a purchase commitment without Supervisor. A Supervisor cannot publish the catalogue without Reviewer. Owner alone has neither permission.
Requests, commitments and delivery
| Task | Who | Additional conditions | Related guide |
|---|---|---|---|
| Raise a People request or add an actual extra contribution | Operator or Supervisor | Exact target and quantity. Add only the additional need, preserving its reason. | Requests |
| Prepare, edit or submit an ordinary order draft | Operator or Supervisor | Current supplier choices, quantities, address and notes. An empty draft cannot be submitted. | Drafts |
| Work on a draft amendment to an approved order | Supervisor | The amendment-specific authority also applies when adding lines or preparing grouped work into that amendment. | Amendments |
| Withdraw an awaiting submission | Its original submitter, still holding Operator or Supervisor | The current submission and a reason. This is separate from Supervisor return-to-draft and approved-order cancellation. | Drafts |
| Approve a submitted revision | Supervisor | Recent second factor on each vote. Follow One supervisor, One supervisor other than the submitter, or Two different supervisors. The not-submitter rule applies to its named route, not every route. | Order approval |
| Return an order to draft or begin an approved-order amendment | Supervisor | Current revision and reason. These actions do not automatically inherit the five-minute approval check. Approval of the changed commitment still requires it. | Amendments |
| Cancel the remaining approved commitment, record an order placed before this system, or remove a request | Supervisor for cancellation or a placed-before order; Operator or Supervisor for request removal | Recent second factor and the relevant reason. Removing a request is not cancellation of approved on order. | Amendments |
| Confirm an eligible local non-stock delivery | Operator or Supervisor | Correct receipt mode, actual quantity, original order unit and confirmation time. No additional recent-verification check is imposed by this confirmation action. | Deliveries |
| Reduce a selected local confirmation | Supervisor | Original confirmation, remaining reversible quantity and correction reason. This action does not impose the separate five-minute approval check. | Deliveries |
| Record a stock receipt | The source product's authorised user | Follow Record this receipt in the source product. A Purchasing role cannot post StoresFlow stock. | Deliveries |
For a two-Supervisor route, two different current votes are required. A first successful vote can still leave the order awaiting approval. For the route excluding the submitter, holding Supervisor as an additional role does not remove the actor exclusion.
Communication and records
| Task | Who | Additional conditions | Related guide |
|---|---|---|---|
| Read orders, on-order records or delivery history | Operator, Supervisor or Viewer | Current operational reading authority. Viewer alone cannot prepare, approve, confirm or send work. | History and recovery |
| Queue an approved supplier email or record an ordinary communication already made | Supervisor | Exact approved revision, destination and permitted route. Ordinary sending does not itself add a fresh five-minute check. A recorded communication must actually have happened. | Sending |
| Send another copy, record a resend, or communicate an approved cancellation | Supervisor | Recent second factor; a resend also needs its reason. Another copy changes no order quantity. | Sending |
| Prepare or download the complete export | Owner or Supervisor | Recent second factor and current site authority. Owner's export permission is not operational editing authority. | History and recovery |
| Begin or finish site closure | Owner | Recent second factor and current closure prerequisites. Supervisors settle the listed orders and communications through their separate workflow. | History and recovery |
Recent second factor means Accounts evidence within the action's five-minute window, in addition to current sign-in. Actions without that extra freshness check still require their ordinary effective role and session evidence. Do not turn every screen into an assumed new verification challenge.
For an interrupted action, use Check original action. Preserve its person, operation and exact revision. A retained lookup and a new order approval, receipt or send are different actions; a new person's session must not be used to recreate a possibly completed one.