# Prepare an order for approval

Check a queued need, make a draft in the supplier unit and submit it for a supervisor.

Source: https://help.smartfact.ai/purchasing/guides/purchasing-prepare-order

Audience: Operator

Sam Ashworth is signed in as an Operator at Hartwell & Pryce Engineering, Brighouse works. An independently reviewed catalogue and a 150-piece bolt request are already present. The request is separate from the prepared orders used in other lessons.

## Prepare an order for approval

1. **Open the request queue**

   Open the request queue.

   Check which requests still need ordering and which supplier can fulfil them.

2. **Prepare the bolt request**

   Prepare the bolt request.

   M8-ZP needs 150 pieces. Select this request and check the suggested supplier before making a draft.

3. **Read why two boxes are suggested**

   Read why two boxes are suggested.

   Each box contains 100 pieces. Two whole boxes cover the 150-piece need. Read the supplier-choice and rounding rules, their release, the facts used and each outcome. This current queue preview explains the suggested draft quantity; approval is a separate action.

4. **Keep the quantity in supplier boxes**

   Keep the quantity in supplier boxes.

   Enter 2 boxes. Check the supplier unit as well as the quantity; Purchasing keeps the conversion to pieces.

5. **Set the requested delivery date**

   Set the requested delivery date.

   Request delivery on 21 October. A requested date is not a supplier promise.

6. **Choose Goods in**

   Choose Goods in.

   Choose the approved Goods in address and check that it is the correct delivery point.

7. **Add the delivery instruction**

   Add the delivery instruction.

   Keep a clear instruction for the supplier with this draft.

8. **Make the draft order**

   Make the draft order.

   Purchasing saves the selected request as a draft. It has not approved the order, changed physical stock or told the supplier.

9. **Review Draft 3**

   Review Draft 3.

   Open the saved draft and check the supplier, two boxes, 200 pieces, delivery address and date.

10. **Submit the checked draft for approval**

   Submit the checked draft for approval.

   Submit the exact draft you checked. It now waits for a supervisor; submission does not approve or send it.

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

A draft and a submitted order are not an approved commitment. Ask a supervisor to resolve a hold. If the answer to an action is uncertain, check the original action before trying anything else.