Purchase orders

Reference

A purchase order is a fleet company's order for non-fuel goods or services — spare parts, accessories, services — from one merchant store, priced line by line from that store's price list.

Overview#

A purchase order records what a tenant buys from a merchant outside fuel: which store supplies it, which vehicle and driver it is for, and one or more priced line items. Fuel is bought through refuel orders, not purchase orders. On the web and in the Driver App, unit prices are never typed in: each line takes its price from the store's current price list. A purchase order passes through a confirmation handshake — the tenant confirms it, the merchant accepts and fulfils it — described on Purchase and work order statuses.

Fields#

The order header:

Field	What it holds
Order number	Generated automatically and starting with `PO-`; shown in the page header. The ID row of the detail page is the record's internal number.
Tenant	The fleet company that places the order. Tenant users always order for their own tenant.
Vehicle	The vehicle the order is for. Optional.
Driver	The driver the order is for. Optional on the web form. In the Driver App it is always the driver who submits the order.
Store	The merchant store that supplies the order. The line-item SKU list stays empty until a store is chosen.
Merchant	The store's merchant. Always derived from the store, never chosen separately.
Description	Free text about the order.
Status	Where the order is in its lifecycle. A web order starts in Draft; a Driver App order starts in Draft, or in Pending Tenant Confirmation when the tenant requires a supervisor's approval. See Purchase and work order statuses.
Subtotal, VAT, Total	The sums of the line items: net amount, VAT, and gross total.
Currency	The tenant's currency, set automatically on the web form. Amounts are shown in it.
Confirmed (tenant)	Set when the tenant confirms the order to the merchant.
Confirmed (merchant)	Set when the merchant accepts the order.
Tax code	The tenant's tax code.
Ordered at, Delivered at	Dates shown on the order when recorded.
Confirmed (supervisor)	The supervisor who approved a Driver App order, when the tenant requires that approval. See Approve or reject a purchase order as a supervisor.

Tenant users do not see the Tenant and Tax code rows, and merchant users do not see the Confirmed (supervisor) row. The detail page also carries the order's notes, documents, history and audit log, and a merchant settlement card; see Order settlement status and invoice close-out.

Line items#

The web form needs at least one line item, and no order can be confirmed without one.

Field	What it holds
SKU	The product or service ordered. Required on every line. Only non-fuel SKUs with a valid current price at the selected store can be chosen.
Description	Optional free text for the line.
Qty	The quantity ordered. Confirmation rejects any line with a quantity below 1.
Unit Price	Filled from the store's active price list and read-only.
Subtotal	Quantity × unit price, shown per line on the form, with a Grand Total for the order. When a price excludes VAT, the saved order Total adds VAT and so is higher than the form's grand total.
Price snapshot	The unit price recorded when the line was saved.
VAT rate and VAT basis	The VAT rate and whether the price included VAT, captured from the price list when the line is created, so a later change to the SKU does not alter the order.

How prices are resolved, refreshed and re-checked is on Purchase order pricing.

Rules#

Who raises a purchase order, and where

Web portal — a tenant user fills in the order details, adds line items and saves the order as Draft. Step by step: Create a purchase order.
Driver App — a driver picks a store, adds one or more line items and submits; a driver can also start a new order from a past one with Reorder. The driver enters SKU and quantity only: prices come from the store's price list, as on the web, and if any SKU has no current price at that store the whole order is refused and nothing is saved. The driver can choose only stores their tenant can buy from, and only SKUs of that store's merchant.
Supervisor approval — a tenant can require a supervisor to approve, on the web, the purchase orders that drivers submit. The setting is on or off for all of the tenant's Driver App purchase orders: no amount or per-SKU threshold lets an order skip approval.

Store and merchant

One purchase order is placed at exactly one store, and its merchant is always that store's merchant.
Changing the store on the order form re-filters the SKUs, re-prices the remaining lines and removes from the form the lines the new store cannot price. The removed lines are not listed; a warning appears only when the new store has no SKU with a valid price at all.

Editing and deleting

Only a Draft purchase order can be edited or deleted.
Opening a draft for editing refreshes its prices from the store's current price list.
Deleting a draft removes it from every list but keeps the record and its audit trail.
Creating, editing and deleting a purchase order are written to the audit log.
Merchant users cannot edit an order's details on the web; they only act on it.
When a merchant accepts a Pending order in the Merchant App, they can confirm the lines actually supplied — SKU, quantity and unit price. These replace the order's line items, the totals are recalculated, and the funds reserved follow the new total. See Accept, reject or fulfil a purchase order.

Who sees which orders

Tenant users see only their own tenant's purchase orders; platform staff see all.
On the web, merchant users never see an order while it is a Draft.
Merchant users see the purchase orders of all their merchant's stores, except a merchant supervisor, who sees only the stores they are assigned to.
More on who sees and is told what: Who sees and is notified about an order.

Purchase order list

The list shows 20 orders per page and filters by status, merchant and created date, as well as vehicle, total amount and order number. It can be exported to Excel.

Permissions#

Role	View	Create	Edit a draft	Delete a draft
Tenant Owner, Tenant Admin	Yes	Yes	Yes	Yes
Tenant Supervisor	Yes	Yes	Yes	No
Tenant Accountant	Yes	No	No	No
Driver (Driver App)	Own orders	Yes	Yes	Yes
Merchant Owner, Admin, Supervisor	Yes, not drafts	No	No	No
Merchant Accountant	Yes, not drafts	No	No	No
Platform Operator	All tenants	No	No	No

Tenant users also need the purchase-order feature in their subscription plan. Who may confirm, accept, reject, fulfil or cancel is on Purchase and work order statuses.

Edge cases#

A draft can hold a fractional quantity below 1 when it comes from the Driver App, but it cannot be confirmed until every line is at least 1. The web form accepts quantities of 1 or more only.
A price that disappears from the store's price list after the line was added blocks saving or confirming until that line is removed.
For the money a purchase order reserves from the tenant's wallet, see Order funds holds and expiry.