# Hand over a partial delivery, correction and cancelled remainder

Track a twelve-box non-stock order through independent approval, an interrupted confirmation and the supplier communication still due.

Source: https://help.smartfact.ai/manuals/purchasing/worked-handover

Review edition: 25 October 2026

Roles: owner, author, reviewer, supervisor, operator, viewer

Hartwell & Pryce Engineering's Brighouse works orders 12 boxes of workshop consumables from Calder Industrial Supplies. The approved catalogue line in this invented case permits local non-stock confirmation in whole boxes. The same physical description would not justify local confirmation if the actual line instead required receipt in a stock-owning source product.

## Prepare the right people and basis

Sarah Hughes holds Owner and Author. She arranges ordering details and prepares the supplier item, its exact order unit, pack and minimum, and the site's intended rules. James Whitaker holds Reviewer and Supervisor. He independently reviews and activates the frozen catalogue release, then performs the separate supervisory order decisions. Priya Shah and Sam Ashworth hold Operator.

The reviewed approval route for this order is **One supervisor other than the submitter**. This is the chosen policy for the case, not a universal value threshold. James must not replace a missing price with zero or assume that every order uses this route. He checks the actual explanation and route when the revision is submitted.

Priya opens **Raise a request**, selects the exact catalogue target and enters a need for 12 boxes with its reason. If the target already had an open People request, she would inspect it and add only a genuinely additional contribution. She retains the request identity rather than raising another request because a list has not refreshed.

## Approve a commitment, then establish communication

Priya prepares the ordinary draft through **Queue**, opens it and checks all 12 boxes, supplier, delivery address and notes. She saves and uses **Submit for approval**. James opens the exact awaiting revision in **Approvals**, checks its rule explanation and line snapshots, completes recent Accounts verification and chooses **Approve revision**.

James is eligible because he is not this revision's submitter. If the route had required two different supervisors, his vote alone would not establish approval. The accepted revision now records the commitment and approved document. Neither it nor the document says that 12 boxes have arrived.

For this case, the permitted communication is manual. James uses the retained approved document through the organisation's actual communication process, then records the communication already made with its method, destination, time and evidence. The handbook scenario does not send that communication. A manual record must not be used merely to hide the order from **Not sent**.

## Settle an interrupted partial confirmation

Only five boxes are initially counted at receiving. Priya opens **Confirm a delivery**, checks that this particular line offers **Confirm line**, and enters five in the original order unit. She supplies **Confirmation time** and a useful **Delivery note**, then selects **Record confirmation**.

Suppose the screen says **The result is not yet confirmed**. Priya keeps the page and uses **Check original action**. She does not ask Sam to confirm another five under his identity. In this branch, lookup establishes the accepted original confirmation: five confirmed and seven still outstanding on the open line.

If the authorised lookup instead returned **No result has been recorded for this action**, she would use **Retry original action** when offered. This retries the retained action; it does not establish that another delivery happened. An unresolved or retired result goes to James with the original action and exact order, revision and line.

## Correct the counted evidence without rewriting it

Sam later checks the delivery note and actual boxes with Priya and establishes that only four were delivered; the fifth entry was a counting error, not an additional delivery. James opens **Confirmation history**, selects **Correct confirmation on line**, and reduces that original five-box confirmation by one. He records **Correction time** and **Reason for correction**, then checks **Record correction** and its accepted history.

The original five-box confirmation remains visible with the one-box downward correction. On this still-open line, four are now confirmed and eight remain outstanding. James does not enter a negative new delivery or change the catalogue pack. The correction is a Supervisor action; it does not acquire the five-minute approval challenge simply because approval required one earlier.

If the actual line were a stock line, the physical receipt and its correction would belong to its source authority instead. Purchasing's local confirmation controls cannot be used to repair that source stock balance.

## Close the unneeded remainder and its communication

The responsible team decides the remaining eight boxes are no longer required. James checks the current commitment and uses **Cancel remaining order** with the reason and recent verification. He reads the resulting approved cancellation revision and **Not sent** position.

The order's received history is still four boxes. The cancelled remainder is no longer outstanding, but the supplier must still be told through the supported cancellation communication. Closing the commitment is not evidence that the supplier has been informed. Recording or sending that cancellation has its own recent-verification requirement.

If the original supplier communication had been attempting or unknown, James would retain that uncertainty and check actual communication evidence before deciding what further copy was justified. He would not create another order to recover an unknown send. A deliberate resend is its own reasoned action and does not reinstate the eight cancelled boxes.

## Leave a handover another shift can verify

| Retained evidence | Meaning at handover |
| --- | --- |
| Request, order reference and submitted revision | The original twelve-box need and the exact proposal James approved |
| Approved revision, route and approval evidence | A commitment approved by a Supervisor other than the submitter, under the retained catalogue basis |
| Original five-box confirmation and its one-box correction | Four confirmed in the original order unit, without erasing the earlier mistake |
| Cancellation revision and line state | The remaining eight cancelled; outstanding is zero, not a new eight-box purchase need |
| Send history and cancellation communication | What was actually communicated, plus any original action or provider outcome still unresolved |

Priya and Sam use these identities when asking about another delivery. A later downward correction to a closed line would not automatically reopen its commitment or create a replacement request. Read [deliveries](/manuals/purchasing/deliveries), [amendments and cancellation](/manuals/purchasing/amend-and-cancel) and [uncertain results](/manuals/purchasing/uncertain-results) before deciding what genuinely new work remains.