Approve or reject a purchase order as a supervisor

How-to guide Who can do this: Tenant Owner, Tenant Admin, Tenant Supervisor

When your tenant requires a supervisor's approval, a purchase order a driver submits in the Driver App waits in Pending Tenant Confirmation until you approve it — which sends it straight to the merchant — or reject it with a reason, which cancels it.

Before you start#

• Your role. You need the right to supervise orders. Tenant Owners, Tenant Admins and Tenant Supervisors have it; Tenant Accountants do not, even though they can open the order. Your tenant's subscription plan must include purchase orders.
• Which orders wait for you. Only purchase orders that drivers submit in the Driver App, and only while your tenant has Require supervisor approval for purchase orders turned on. A Tenant Owner or Tenant Admin sets it: open Tenants in the menu, select Edit Settings, and use the Supervisor Approval section. The setting is on or off for all of the tenant's Driver App purchase orders; with it off, a Driver App order goes into the normal flow without you. The setting applies when an order is submitted, so turning it off does not release orders already waiting: they still need your decision. Purchase orders created on the web portal never wait for a supervisor. How drivers submit orders: Record a purchase or work order in the Driver App.
• Where you decide. On the web portal, on the purchase order's detail page.

This page covers purchase orders. For work orders, see Work orders.

Steps#

1. Find the orders waiting for you. When a driver submits one, the tenant's Owners, Admins and Supervisors receive the notification "Order #… pending supervisor approval". Or open Purchase Orders and, under Status, choose Pending Tenant Confirmation.
2. Open the order. Check the Store, the Vehicle, the Driver and the line items with their quantities and prices. You cannot edit the order while it waits: only a Draft can be edited.
3. Decide:
   • To approve, select Approve at the top of the page and confirm when your browser asks. On success the page shows "Purchase order confirmed successfully."
   • To reject, select Reject. A panel opens with a Rejection reason box. Type why you are rejecting the order (up to 500 characters) and select Reject order. On success the page shows "Purchase order rejected."
4. Check the order's status in the page header: Pending after an approval, Cancelled after a rejection.

What happens next#

After you approve

• The order goes straight to Pending and waits for the merchant to accept it. It does not pass back through Draft for anyone to confirm again.
• Approving runs the same checks as a tenant confirming a draft: at least one line item, every quantity 1 or more, and every price still matching the store's current price list. Price problems on several lines are listed together. If any check fails, nothing changes and the order keeps waiting.
• For a wallet-paid tenant, the order's funds hold is checked against its current total and placed again if it has expired or the total changed. If the tenant can no longer cover it, the approval is refused and the order keeps waiting. See Order funds holds and expiry.
• Confirmed (tenant) is set, and your name is shown under Confirmed (supervisor).
• The driver is notified that the order was approved.

After you reject

• The order is Cancelled, and the money reserved for it is released at once.
• The driver is notified that a supervisor rejected the order; the notification does not include your reason, so tell the driver directly if they need to know why. The tenant's Owners, Admins and Supervisors, and the driver, are also told the order was cancelled.

Who is told what at each later step: Who sees and is notified about an order. The full status path: Purchase and work order statuses.

Rules and limits#

• Approve and Reject appear only while the order is in Pending Tenant Confirmation, and only to users with the right to supervise orders. Merchant users never see them.
• An order waiting for a supervisor cannot be confirmed any other way.
• The reason box must be filled in on the page. Anything over 500 characters is cut to 500.
• An order waiting for a supervisor is never moved to Expired. If its funds hold times out while it waits, the money goes back to the tenant but the order keeps waiting; approving it reserves the funds again.
• While the order waits, the driver can still cancel it in the Driver App.
• A rejection cannot be undone: a cancelled purchase order is final, so the driver submits a new one. An approved order is an ordinary Pending order, which the tenant can still cancel until the merchant accepts it; see Confirm or cancel a purchase order.

If something goes wrong#

Related#

• Purchase and work order statuses
• Purchase orders
• Order funds holds and expiry
• Who sees and is notified about an order
• Confirm or cancel a purchase order
• Record a purchase or work order in the Driver App