Purchasing rules guide supplier choice, quantity treatment, draft creation, approval routing and sending. They never approve, submit or send an order by themselves. Prepare the whole release and its expected examples before asking a reviewer to activate it.
Express the intended decisions
In Rules, edit the supported typed condition and outcome for the relevant family. Keep exact quantities and values as supplied. A condition proposal must be read and adopted into the draft deliberately. Existing conditions should remain unchanged unless the intended change requires replacing them.
For quantity treatment, distinguish whole-pack rounding, supplier minimums and holding below a minimum. For drafting, distinguish manual creation from scheduled order days. A scheduled rule can prepare eligible drafts or report why work was skipped; it is not approval authority.
For approvals, select the business-approved route. Value thresholds are site policy, with no universal default to assume. Unknown or mixed-currency totals need explicit examples and appropriate refusal behaviour.
Choose independent expected outcomes
Use Examples to cover each rule family, normal cases, boundaries and missing information. State the expected supplier, rounded quantity, draft decision, approval route and sending choice as applicable. Choose expectations from the business requirement before comparing the candidate result.
For example, if a supplier sells packs of ten and a need is 23 each, a reviewed round-up policy may propose three packs. Verify the actual supported conversion, minimum and outcome. Include a case below the minimum and one with insufficient price information, rather than testing only 23.
Freeze, review and activate
Save the draft and freeze it to run the examples and retain proof. Inspect the proof, current catalogue comparison and impact preview. A reviewer can return the frozen release to draft with a reason; edits invalidate the proof and require a fresh freeze.
Activation requires reviewer authority and recent Accounts verification. A contributor may activate only when the owner's local self-review policy permits it, and the self-review is recorded. Automation-managed work has additional qualification, independent case and release controls which the local setting does not waive.
Automatic sending cannot pass proof without its connection, accepted test and separate qualification prerequisites. Do not weaken evidence merely to make the release pass.
After activation, check the active release and tell the supervisor which decisions changed. Copying a live release creates a new draft for normal authoring and review; it does not revise earlier approved order documents.