Approve or reject a blocked refuel

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

When a driver sends a blocked refuel for approval, decide it in the web portal: approve a quantity so the order continues, or reject it with a reason so the driver knows why.

Before you start#

• Role: Tenant Owner, Tenant Admin or Tenant Supervisor. Deciding needs the permission to unblock refuel orders, which these three roles hold.
• Plan: the company's plan includes refuelling.
• Where: Operations › Refuel Unblock Queue in the web portal sidebar. The page title shows how many requests are pending.
• How you hear about it: when a driver sends a request, everyone in the company who can approve blocked refuels gets a notification, Refuel order #… needs your approval, that opens the decision page.
• What you can decide: only orders the driver has sent for approval. You see the blocked orders you can see in the refuel order list. Why orders are blocked is on Blocked refuels and supervisor approval.

Steps#

1. Open Refuel Unblock Queue. Each row shows Vehicle, Driver, Store, Requested qty (L), Block reason and Waiting, newest first.
2. In Actions, click Decide on the order. A row that shows Awaiting driver request has not been sent yet, and one that shows Escalation expired can no longer be decided. Orders blocked because the wallet or credit line is short (B2B credit limit exceeded, Wallet balance insufficient) are listed too, but they can never be sent for approval, so they cannot be decided here.
3. On the Blocked refuel order page, check the context: Requested quantity, Allowed at block time, Block reason, Waiting, Vehicle fuel capacity, and, when the vehicle has any, its five most recent completed refuels under Recent completed refuels.
4. To approve, enter the Approved quantity (L) under Approve and click Approve & resume order. The field starts at the requested quantity, or is empty when the driver gave none (PVoil). You may approve less or more than was requested, and more than the limit allowed, but the quantity must be more than zero and no more than the vehicle's fuel capacity.
5. To reject, type a Reason under Reject (required, up to 500 characters) and click Reject order. The driver sees this reason.
6. You return to the queue with Refuel order approved and resumed. or Refuel order rejected.

What happens next#

• Approved: the order continues its normal flow at the approved quantity, and the driver gets a push notification that opens the order. What each flow resumes as (standard, PVoil, Petrolimex) is on Blocked refuels and supervisor approval.
• Rejected: the order is cancelled and the driver is notified with your reason. To refuel, the driver starts a new order.
• Your decision is recorded in the order's audit history with your name and the time.

Rules and limits#

• First decision wins. Once an order is decided, any later decision is not applied. When two approvers submit at the same moment, the second is told who decided.
• Approving releases the limit only. The platform checks again that the vehicle and the driver are active and that the vehicle still belongs to the driver's company; for PVoil and Petrolimex, that an official fuel price is in effect; and for Petrolimex, the station's settlement set-up and the vehicle's QR. Any failure stops the approval.
• PVoil needs the money at approval. A wallet hold is placed for the approved quantity; if the wallet cannot cover it, the approval fails, the order stays blocked and the request stays open.
• Balance blocks cannot be approved. A refuel blocked because the wallet or credit line is short has no approval; see Blocked refuels and supervisor approval.
• Time limit. Every blocked order, sent for approval or not, is cancelled 24 hours after it was created if nobody has decided it; an open request expires with it.

If something goes wrong#

Related#

• Blocked refuels and supervisor approval
• Ask for approval when a refuel is blocked
• Refuel limits