Re-confirm an expired order

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

When the money reserved for a purchase or work order runs out of time, the order waits as Expired. Re-confirming reserves the same amount again and puts the order back exactly where it was, so the tenant and the merchant can carry on.

Before you start#

• Who can do it: Tenant Owner, Tenant Admin and Tenant Supervisor — the roles that can change purchase and work orders. Tenant Accountants can open the order but see no Re-confirm action.
• Merchants cannot re-confirm, because re-confirming spends the tenant's money. A merchant who finds an order Expired has to wait for the tenant.
• Plan: the tenant's subscription plan must include purchase orders or work orders, as for any other action on them.
• The order must be Expired. An order expires when its funds hold runs out before the order completes; the order keeps a record of the status it had. Why and when that happens: Order funds holds and expiry.
• Money: the tenant's wallet and credit must still cover the order's amount.
• Where: Operations → Purchase Orders or Work Orders, then open the order. Expired orders stay in the normal lists with an amber Expired badge; there is no re-confirm action on the list itself.

The tenant's Owners, Admins and Supervisors, and the order's driver if it has one, are notified when an order expires: "Order #… expired", asking them to re-confirm the order to continue.

Steps#

1. Open the Expired purchase or work order. Re-confirm is the only order action at the top of the page; notes can still be added, and documents can still be uploaded to a work order.
2. Click Re-confirm at the top of the page. Re-confirming reserves the order's full amount again.
3. Accept the browser prompt "Re-confirm this order? A new funds hold will be placed."
4. The message "Order re-confirmed." appears, and the status shows the one the order had before it expired.

If the wallet can no longer cover the amount, the page shows an error message instead, and the order stays Expired. See If something goes wrong below.

What happens next#

• The order is back in Draft, Pending or In progress — exactly the status it had when it expired. From there it continues as usual: a draft still has to be confirmed (Confirm or cancel a purchase order), and a pending or in-progress order goes back to the merchant's queue (for purchase orders, see Accept, reject or fulfil a purchase order).
• A new funds hold is placed for the same amount on the same wallet, with a fresh time window. If the order has a driver, they receive a "Hold placed on your wallet" notification.
• The order is not re-priced: the amount is the one reserved before, not today's price list. A draft purchase order still goes through the usual price check when it is confirmed; see Purchase order pricing.
• The re-confirmation is recorded in the order's audit log, with who did it.
• If the new hold also runs out before the order completes, the order expires again and can be re-confirmed again.

Rules and limits#

• While an order is Expired, the merchant cannot accept or fulfil it.
• Re-confirming does all of its work or none: if the funds cannot be reserved, nothing changes.
• An order waiting for a supervisor's decision (Pending Tenant Confirmation) never becomes Expired, so it is never re-confirmed; it is approved or rejected instead. See Approve or reject a purchase order as a supervisor.
• Only orders that reserve funds can expire. A work order with no cost, and an order paid through a B2B-Direct credit account, hold nothing and never expire; see Order funds holds and expiry.
• On the web, purchase and work orders can be re-confirmed. Refuel orders are re-confirmed by the driver in the Driver App.

In the Driver App#

A driver can re-confirm their own expired refuel, purchase or work order from its detail screen in the Driver App. An expired order stays among the driver's active orders, shows an amber Expired label, and offers Re-confirm order. The same rules apply: the same amount is reserved again, and nothing changes if the wallet cannot cover it. See Find a past order, finish its record or reorder.

If something goes wrong#

Related#

• Order funds holds and expiry
• Purchase and work order statuses
• Resolve an order refused for insufficient funds
• Confirm or cancel a purchase order
• Find a past order, finish its record or reorder