# Maintain ordering details

Update the purchasing contact while preserving approved order evidence.

Source: https://help.smartfact.ai/purchasing/guides/purchasing-maintain-ordering

Audience: Owner

Sarah Hughes is signed in with only the Owner role and a recent security check. Hartwell & Pryce Engineering, Brighouse works already has its organisation address, Goods in delivery address and HP-PO reference range configured.

## Maintain ordering details

1. **Open the site overview**

   Open the site overview.

   Start with the site overview to see the setup work and the role responsible for each task.

2. **Review the eight setup steps**

   Review the eight setup steps.

   Work through the eight role-labelled tasks together. The recorded setup and release status does not verify the Accounts roster or completion of joint practice. If the author is the only reviewer, arrange another person to review.

3. **Open ordering settings**

   Open ordering settings.

   Owner maintains organisation details, addresses and references. Owner alone cannot approve an order or activate supplier terms.

4. **Update the purchasing contact**

   Update the purchasing contact.

   The organisation, Goods in address and reference range are already set. Change only the purchasing contact for future order documents.

5. **Save the ordering settings**

   Save the ordering settings.

   Save with current Owner authority and a recent security check. Existing approved documents retain their original details.

6. **Check the saved contact**

   Check the saved contact.

   Reopen the settings and check the contact was retained. Do not alter reference numbers to reuse a previous order reference.

[Watch or practise this chapter](https://help.smartfact.ai/purchasing/demo?guide=purchasing-maintain-ordering&chapter=maintain-ordering&audience=office)

Owner is a setup role. Catalogue activation needs a Reviewer and order approval needs a Supervisor. Existing approved documents and used order references remain unchanged by later settings edits.