Confirm or cancel a purchase order

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

Confirming sends a Draft purchase order to the merchant, once every line has passed a final price check. Cancelling withdraws a Pending order the merchant has not accepted yet, and gives back the money held for it.

Before you start#

• Who can do it: Tenant Owner, Tenant Admin and Tenant Supervisor. Tenant Accountants can open purchase orders but cannot confirm or cancel them.
• Plan: the tenant's subscription plan must include purchase orders.
• To confirm, the order must be in Draft. Creating an order on the web only saves it as a draft, so every web order is confirmed in a separate step from its detail page. How to create one: Create a purchase order.
• To cancel, the order must be in Pending: confirmed by the tenant, but not yet accepted by the merchant.
• Where: Operations → Purchase Orders, then open the order from its Order ID.

The actions at the top of the order's detail page match its status and your role. A Draft order offers confirm and edit, plus delete for Tenant Owners and Tenant Admins. A Pending order offers cancel only, and an Expired order offers only Re-confirm. An order in In progress, Completed or Cancelled offers none.

Steps#

Confirm a draft

1. Open the Draft purchase order.
2. Check what the merchant will receive: the Store in the Order Info card, each line's quantity, unit price and total in the Line items card, and the Subtotal, VAT and Total in the Pricing card.
3. Click the confirm action at the top of the page. It runs at once, with no confirmation prompt.
4. The message "Purchase order confirmed successfully." appears and the status changes to Pending.

If a check fails, the order stays Draft and the page shows why. A missing line or a quantity below 1 stops the check at the first problem. Price problems are listed together, one message per line. The funds check runs only after every price has passed. See If something goes wrong below.

Cancel a pending order

1. Open the Pending purchase order.
2. Click the cancel action at the top of the page.
3. Accept the browser prompt that asks you to confirm the cancellation.
4. The message "Purchase order cancelled successfully." appears and the status changes to Cancelled.

What happens next#

After you confirm

• The order is Pending and Confirmed (tenant) is set. It now waits for the merchant to accept or reject it; see Accept, reject or fulfil a purchase order.
• You can no longer edit or delete the order, and its line prices are not re-checked against the price list again.
• The merchant can still adjust the lines when accepting the order in the Merchant App. The totals are then recalculated, and for a wallet-paid order the hold is matched to the new total. If the wallet cannot cover it, acceptance is refused and the order stays Pending.
• If the tenant pays this merchant from its wallet, the funds held for the order since it was created stay reserved, adjusted to the order's current total. An order the merchant bills on B2B-Direct credit holds nothing; see Settlement rails for orders. If the hold runs out before the order completes, the order becomes Expired; see Order funds holds and expiry.
• The tenant's Owners, Admins and Supervisors receive an "order confirmed" notification. Who else sees the order: Who sees and is notified about an order.
• The status change is recorded in the order's audit log.

After you cancel

• The order is Cancelled, which is final: it cannot be confirmed again or edited.
• If the order has a funds hold, it is released at once, so the amount is available to spend again.
• The tenant's Owners, Admins and Supervisors, and the order's driver, receive an "order cancelled" notification.
• The status change is recorded in the order's audit log.

Rules and limits#

• Confirming needs at least one line item, and every quantity must be 1 or more. A draft can be saved with a quantity below 1, but it cannot be confirmed that way.
• Every line's unit price is checked against the store's current price list. All lines are checked together: if any line fails, nothing changes. How prices are checked and refreshed: Purchase order pricing.
• Confirming also checks the order's funds hold against its current total. If the order needs a larger hold than the tenant's wallet and credit can cover, confirmation is refused and the order stays Draft.
• On the web, you can cancel only a Pending order. Once the merchant has accepted it (In progress), there is no cancel action.
• An Expired order cannot be cancelled. Re-confirm it first; if it returns to Pending, you can then cancel it.
• An order waiting for a supervisor's decision (Pending Tenant Confirmation) is approved or rejected by a supervisor, not confirmed or cancelled on the web; see Approve or reject a purchase order as a supervisor.
• In the Driver App, a driver confirms their own orders and can cancel them while they are Draft, Pending Tenant Confirmation or Pending. See Record a purchase or work order in the Driver App.
• The full status lifecycle is on Purchase and work order statuses.

If something goes wrong#

Editing a draft step by step: Edit or delete a draft purchase order.

Related#

• Purchase and work order statuses
• Purchase order pricing
• Order funds holds and expiry
• Approve or reject a purchase order as a supervisor
• Create a purchase order
• Re-confirm an expired order
• Purchase orders