# Record a supplier communication and resend

Keep the communication evidence against the exact approved order, including a deliberate repeat.

Source: https://help.smartfact.ai/purchasing/guides/purchasing-record-sending

Audience: Supervisor

Sarah Hughes holds only Supervisor and has a recent security check. HP-PO-01001 already approves two hours of machine calibration. The scenario supplies a completed supplier-portal communication and a later request for another copy. The lesson records those facts; it does not contact a supplier.

## Record a supplier communication and resend

1. **Open the approved orders**

   Open the approved orders.

   Sarah uses her Supervisor role to record a supplier communication. A recent security check is required.

2. **Check the approved calibration order**

   Check the approved calibration order.

   Open HP-PO-01001 and check the approved revision. It authorises two hours of machine calibration. Downloading or printing its document does not record a send.

3. **Record a communication already made**

   Record a communication already made.

   In this scenario Sarah has entered the approved order in Calder Fixings' supplier portal and retained its acknowledgement. Record that completed communication here; this button does not contact the supplier.

4. **Choose the supplier portal**

   Choose the supplier portal.

   Choose the method actually used to communicate the approved revision.

5. **Keep the destination and reference**

   Keep the destination and reference.

   Retain the supplier portal and acknowledgement reference so another person can check the communication.

6. **Record the communication time**

   Record the communication time.

   Enter the local equivalent of 14 October at 10:00 UTC for this lesson. Help displays and types the value in your browser time zone. In your work, record when the communication actually happened.

7. **Keep the communication evidence**

   Keep the communication evidence.

   Keep a short description of the acknowledgement with the send record. A communication record does not prove supplier acceptance of the order terms.

8. **Save the send record**

   Save the send record.

   Record the completed communication against revision 1. The approved quantity and order identity stay the same.

9. **Record a deliberate resend**

   Record a deliberate resend.

   The supplier has asked Sarah for the same approved document again. After making that communication, record a resend against the same order. Never use this to guess the result of an uncertain automatic send.

10. **Record the resend time**

   Record the resend time.

   Enter the local equivalent of 14 October at 10:00 UTC. This lesson retains the same fixed communication instant. In your work, record the actual resend time in your browser time zone.

11. **Explain the resend**

   Explain the resend.

   Keep the supplier's request for another copy with the repeat communication. Resending never creates a second order.

12. **Describe the repeated communication**

   Describe the repeated communication.

   The same approved revision was communicated again. Keep that distinction clear in the record.

13. **Save the resend record**

   Save the resend record.

   The send history now contains the original communication and its deliberate resend. Outstanding work is still two hours; no new commitment or receipt is created.

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

A send record is evidence of communication, not delivery or supplier acceptance. A resend keeps the same order and approved document. If an automatic result is unknown, check the mailbox before recording a confirmed communication or deliberately resending.