Accept, reject or fulfil a purchase order

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

A purchase order a tenant sends to one of your stores waits in Pending until your merchant accepts it or rejects it. Once accepted it is In progress, and you mark it fulfilled when the goods or service have been supplied, which completes the order and records the charge to the tenant.

Before you start#

• Your role. On the web portal, Merchant Owners, Merchant Admins and Merchant Supervisors can act on purchase orders. Merchant Accountants can open them but take no action. In the Merchant App, actions go through the store's signed-in device rather than your user role: whoever uses that device can accept or reject the store's orders. Platform operators can view every merchant purchase order but cannot act on any of them.
• Which orders you see. Every purchase order at any of your merchant's stores, once it has left Draft. A Merchant Supervisor sees only the stores they are assigned to. You never see an order while the tenant still has it as a Draft.
• Where you act.
  • Accept a purchase order in the Merchant App, on a device signed in to the order's store. There you can also adjust the lines you actually supply. See Confirm or reject a purchase or work order in the Merchant App.
  • Reject an order, and mark an accepted order fulfilled, on the web portal, from the Purchase Orders entry in your menu. You can also reject in the Merchant App.
• You cannot change the order on the web. The web page shows the order's details, line items and history. You cannot edit the details, add or remove lines, or change the store there.

Steps#

Find and review the order#

1. Open Purchase Orders. The list shows 20 orders per page, with Order ID, Tenant, Store, Status, Total and Created.
2. To see only the orders waiting for you, select the filter (funnel) button next to the search box, choose Pending under Status and select Apply. You can also search by order number, tenant or store, or filter by Merchant order ID.
3. Open the order. Check the Store, Vehicle and Driver in the Related card. Check each line in Line items: the SKU, quantity, unit price and line total. Then check the Subtotal, VAT and Total in Pricing.

Accept or reject a Pending order#

4. Decide whether your store can supply the order:
   • To accept, open the order in the Merchant App and confirm it there. Steps: Confirm or reject a purchase or work order in the Merchant App. To reach the order without scanning the driver's QR code, see Open a driver's order from the inbox or a notification.
   • To reject on the web, use the reject action at the top of the order page and confirm when your browser asks. The page shows "Purchase order rejected successfully." Reject when you cannot supply the order, for example when an item is out of stock.

Mark an accepted order fulfilled#

5. When the goods or service have been supplied, open the order. It is In progress. Use the mark-fulfilled action at the top of the page.
6. Check the result. The page shows "Purchase order marked as fulfilled successfully." and the status in the page header is Completed.

What happens next#

After you accept (in the Merchant App)

• The order moves to In progress. On the web order page, under Technical details, Merchant confirmation shows Yes.
• If you changed the lines, they replace the order's line items and the totals are recalculated.
• The tenant's funds held for the order are adjusted to the order's total at that moment. If the tenant cannot cover it, the acceptance is refused and the order stays Pending. See Order funds holds and expiry.

After you reject

• The order is Cancelled, and the money held for it goes back to the tenant at once.
• The tenant's Owners, Admins and Supervisors, and the order's driver, are told the order was cancelled. If the tenant still needs the items, it raises a new purchase order.

After you mark the order fulfilled

• The order is Completed and becomes read-only.
• The charge to the tenant is recorded and paid from the funds held for the order, or from the tenant's credit line if your merchant extends it B2B-Direct credit. How the payment is then settled: Order-to-cash flow and Order settlement status and invoice close-out.
• The tenant's Owners, Admins and Supervisors, and the order's driver, are told the order was completed.

Notifications go out only after the change has been saved. If an action is refused because the order is no longer in the right status, nobody is notified. If marking fulfilled is refused because the tenant's funds or credit cannot pay, the tenant's Owners, Admins and Supervisors are told why. Who is told about each change: Who sees and is notified about an order.

Rules and limits#

• An order can be accepted or rejected only while it is Pending, and marked fulfilled only while it is In progress. The server checks the status whatever the page showed.
• First action wins. When two of your users act on the same order at the same moment, the first action goes through. The second user gets a message that the order is no longer in the right status, and nothing else changes.
• Orders can expire. If the money held for the order times out before the order is completed, a Pending or In progress order becomes Expired. You cannot accept, reject or fulfil it until the tenant re-confirms it, which returns it to the status it had before. See Order funds holds and expiry and Re-confirm an expired order.
• A rejected or completed purchase order is final. Neither can be undone.
• Rejecting on the web asks only for a confirmation, not a reason. The Merchant App asks for a reason and keeps it in the order's audit log.
• In the Merchant App you can act only on orders at the store the device is signed in to.
• Every action is written to the order's audit log.
• The full status path: Purchase and work order statuses.

If something goes wrong#

Related#

• Purchase and work order statuses
• Purchase orders
• Who sees and is notified about an order
• Order-to-cash flow
• Order funds holds and expiry
• Re-confirm an expired order
• Confirm or reject a purchase or work order in the Merchant App
• Open a driver's order from the inbox or a notification