Which stores tenants and drivers can see

Reference

A tenant's users and drivers see only the stores they can actually buy from: an active store with opening hours, a current price (or an integration that prices the order), a payable merchant the fleet has not excluded, and, for Petrolimex stations, the Petrolimex access the fleet and driver need.

Overview#

Every screen that shows stores to a fleet applies the same set of rules, so the store list, a store's detail page, the store map, the order forms and the Driver App always agree. A store that fails any rule is hidden; opening its detail page directly returns "not found", in the portal and in the Driver App. When a fleet starts an order, the store choice narrows further to stores that can handle that kind of order. Merchant users and platform operators are not limited by these rules; see Who the rules apply to below.

Rules#

A store is shown to a tenant's users and drivers only when every condition below holds.

Prices#

A store passes condition 7 when it has at least one active price-list entry that is in effect right now: its start has passed and its end is blank or still ahead. A price that has ended, or that starts in the future, does not count. Confirming government fuel prices creates open-ended entries, so stores priced that way pass too. See Price lists and Review and confirm a store's fuel prices.

A price for a service counts only while the service is active. Deactivating a service stops it making a store visible to fleets; the prices and history are kept. See SKUs and services.

Integration-priced merchants. Stores of a PVoil Easy or Petrolimex merchant pass condition 7 with no price list at all, as long as the merchant has at least one active fuel SKU. These integrations price the refuel themselves, from the station's QR or the government price, and never read the price list. The exception covers refuelling only: such a store is offered for purchase or work orders only if it also has current prices for those goods. A merchant with no active fuel SKU gets no exception. Refuelling at these stations is described on Refuelling at PVoil stations and Refuelling at Petrolimex stations (static QR).

Petrolimex stations#

A Petrolimex station can only be used through the Petrolimex static-QR flow, so two extra conditions apply to it.

• Tenant: the station is shown only when the tenant holds an active Petrolimex credential. A credential with Sync enabled switched off, or a deleted one, hides every Petrolimex station again. This applies everywhere the tenant sees stores, in the portal and in the Driver App. See Set up your Petrolimex ID credential.
• Driver: in the Driver App, the station is also shown only when at least one vehicle assigned to the driver has a Petrolimex QR. Only vehicles of the driver's own company count. A few companies that the platform has set up to refuel at Petrolimex through the standard flow skip this driver check, but still need the credential. Their drivers refuel as at any ordinary store, choosing from the station's priced fuel SKUs. See Add or replace a vehicle's Petrolimex QR.

The driver check applies to the Driver App's store list, store detail, nearby stores, map, store prices and SKUs, and to every order the app creates. The portal does not apply it. Neither check affects PVoil Easy or ordinary merchants.

Order type#

When a fleet starts an order, the store choice keeps only stores that can handle that order type:

• Portal order forms. The refuel, purchase order and work order forms list only matching stores, and the same check is applied when the form is saved. When no store matches, a new order form shows a message and cannot be submitted: "No store currently sells fuel.", "No store currently sells purchasable goods. Ask the merchant to publish a price list." or "No store currently offers serviceable items."
• Editing an order keeps its own store selectable even if that store no longer handles the order type, as long as the store is still visible to the fleet under the other rules; changing to another such store is refused.
• Refuel SKU. On the portal refuel form the SKU list depends on the store: it shows "Select a store first." until a store is chosen, then only that store's currently priced fuel SKUs.
• Driver App. When the home screen cannot show nearby stores, because the location is unavailable or no store is nearby, it offers Refuel, Service and Purchase buttons. The store picker each button opens lists only stores that accept that order type, with an empty message such as "No fuel station nearby is currently selling fuel.". The home screen's nearby list is not narrowed to one journey: each store card offers only the order types that store accepts, and a store that accepts none is left out. The store map is not narrowed by order type.

Who the rules apply to#

Which list columns and filters each viewer gets is on Stores; general data scoping is on Which records each user can see.

Edge cases#

• New prices and price windows. The order-type check reads a stored summary of each store's catalog. It is refreshed when a price, SKU or store is saved or deleted, or a merchant's integration type changes. Every store is also re-checked hourly, so a price that starts or ends on a given hour is reflected within the hour. The general store list and map check prices live.
• Fuel filter. Filtering stores by fuel only narrows the stores a viewer can already see; it never shows a hidden store. See Find stores that sell a fuel.
• Stores without a location can appear in lists but not on the map or among nearby stores. See Store locations map.
• Two vehicles, one QR. A driver with one QR vehicle and one without sees Petrolimex stations, but an order with the vehicle that has no QR is refused.
• Resuming an order. A driver can still resume an open Petrolimex order at a station that has since been hidden from them.

Related#

• Merchants
• Stores
• Store operating hours and open status
• SKUs and services
• Price lists
• Stop your fleet from using a merchant
• Active and inactive records
• Refuelling at Petrolimex stations (static QR)