Companion to the plan. Written 2026-10-14. Each question below changes what gets built. Every one comes with a worked example and the answer we assumed. The product owner answered on 2026-10-14; see the answer sheet at the end. Questions marked Needs confirmation moved to To confirm.
The examples use made-up names: Northside ASC and its sister site Westside ASC (facilities), Vendor A / B / C, and equipment such as a C-arm, an ultrasound, or patient monitors.
Two terms used throughout. The cancel dialog offers exactly two choices.
- Simple cancel: status and money only. The order, the CoPilot request or marketplace listing, and the winning bid or offer are marked Order Cancelled (or Order Returned). The sale value and admin fee come off the reports. No equipment is touched.
- Relaunch CoPilot / List on marketplace: everything Simple cancel does, then the equipment goes back to how it was before the order, then a new request or listing is started.
A. Money and reporting
Q1. Which month does a cancellation belong to?
Answer, 14 Oct 2026Needs confirmation · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
Q2. Does a return always remove the whole fee?
Answer, 14 Oct 2026Fee removed in full. No restocking fee exists anywhere in the platform (checked code and dev DB, 2026-10-14).
Question. The decision so far is "fee removed entirely because the sale value becomes zero". Does that still hold when the vendor keeps part of the money?
Example. Northside returns a $10,000 ultrasound. Vendor A refunds $8,500 and keeps a $1,500 restocking fee.
- Option A. Fee removed in full. The $1,500 is between vendor and facility.
- Option B. Fee recalculated on the $1,500 kept, so $150 stays due.
Why it matters. Option B needs an "amount kept by vendor" field on returns and a partial adjustment in the reports.
Assumed answer: A.
Q3. What the monthly fee check looks like (parked)
Answer, 14 Oct 2026Parked
Out of scope for this version, decided 2026-10-14. Needed, but not now. Kept here so the options are not lost. No answer required; the cancellations still show on the order list and in exports (Q22), which is what this version delivers.
Question. Nothing on the platform shows the admin fee per order today, to you or to the vendor. The admin Payments > Transactions page lists orders by vendor and date and exports to Excel, but without the fee. The vendor dashboard shows the vendor their won and lost bids, captured sales value, offer counts, and category win rates for a month, quarter, or year, but never what they owe us. The true-up is therefore done by hand on both sides. Which of these do you want built?
Example. October for Vendor A: 3 new orders, $120,000, fee $12,000. One cancellation adjustment for the June C-arm, −$48,000, fee −$4,800. Net fee Vendor A owes for October: $7,200.
- Option A. An admin-only Order Adjustments list: one row per cancel, return, or undo, with order month, event month, amount removed, fee removed, reason, and who did it. You still build the vendor statement by hand, but the cancellations are no longer a surprise.
- Option B. Also an admin per-vendor monthly statement with the netting shown above, exported from the Payments page, which is what you would send the vendor.
- Option C. Also the same statement on the vendor's side, as a "Fees" card on the vendor dashboard or a page under their orders, so Vendor A sees the $7,200 themselves and the true-up becomes a check rather than a reconciliation.
Why it matters. C is where cancellations stop being learned from the vendor: the vendor sees the same ledger we do. It is also the biggest build of the three and needs the fee percentage to be something we are happy to show vendors per order.
Assumed answer when it is picked up: A and B first, C after.
B. Relaunch / Relist and the equipment
Simple cancel is always available and never touches equipment. These questions are about when Relaunch / Relist can be offered, and what it does when the equipment is no longer where the order put it.
Q4. Equipment that already left the buyer
Answer, 14 Oct 2026Needs confirmation · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
Q5. Equipment currently listed for sale
Answer, 14 Oct 2026Yes, with a warning
Question. If the bought item is listed on the marketplace right now, Relaunch / Relist can only put it back by taking that listing down, which also closes any open vendor offers. Should it go ahead with a warning, or be hidden until the listing is gone?
Example. Northside lists the C-arm it bought in June. Vendor B and Vendor C have offers in. Admin cancels the June order with Relaunch.
- Option A. Go ahead: the listing and both offers are removed, then the equipment. The preview warns "listed with 2 open offers, the listing will be removed".
- Option B. Hide Relaunch; Simple cancel only until Northside removes the listing.
Why it matters. A removes other vendors' offers because of something between Northside and Vendor A. B leaves the choice to the facility.
Assumed answer: A.
Q6. Equipment the facility already deleted
Answer, 14 Oct 2026Needs confirmation · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
Q7. Equipment already in use
Answer, 14 Oct 2026Needs confirmation · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
Q8. Denovo projects
Answer, 14 Oct 2026Same as CoPilot: request and winning bid get Order Cancelled; project rows untouched
Question. With Simple cancel the project rows are not touched: they stay Purchased, and the facility uses the existing per-row Return to vendor action if units go back. Is that enough for this version? And for the later Relaunch phase, should the purchase start saving the planning values now (quantity, planned price, previous warranty) so the rows can be restored exactly?
Example. Room 101 planned 4 infusion pumps, purchased from Vendor A. All four are returned as faulty. The admin marks the order Returned; the facility marks the four rows Return to vendor; the project still needs 4 pumps, which the facility re-plans by hand until Relaunch exists.
Assumed answer: yes to both.
Q9. Sales an admin recorded off-platform
Answer, 14 Oct 2026Needs confirmation (leaning: no relist) · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
Q10. Old orders that cannot be traced to equipment
Answer, 14 Oct 2026Only newer orders with recorded inventory are supported; older ones get Simple cancel only
Question. Some older internal-marketplace purchases have nothing linking the buyer's copy to the order. Relist can still put the seller's item back and relist it, but the buyer's copy stays and the preview says so. OK?
Example. Westside bought a scope from Northside through the internal marketplace in 2025. Nothing ties the scope now at Westside to that order.
Assumed answer: yes.
C. Relaunch CoPilot
Q11. What "Relaunch CoPilot" does
Answer, 14 Oct 2026Auto-launch
Question. Should relaunch create the new request and take the admin to the Launch screen with the previous vendors preselected, or create it and send it to the same vendors at once?
Example. Vendor A could not deliver the C-arm. Admin cancels with Relaunch.
- Option A. New request created, admin lands on the Launch screen, drops Vendor A, launches.
- Option B. Sent to Vendor A, B, and C immediately, no chance to adjust.
Assumed answer: A.
Q12. Trade-in and budget on the relaunched request
Answer, 14 Oct 2026Carry both
Question. Should the new request keep the original trade-in and the capital budget line?
Example. The original request traded in an old C-arm and was tied to the 2026 budget line "Imaging: C-arm".
Assumed answer: both carry over, the trade-in only if that item is still unlisted.
Q13. Relaunch always removes the created equipment
Answer, 14 Oct 2026No, two choices
Question. By definition Relaunch removes the equipment the cancelled order created, then starts the new request. Is there any case where you want a new request launched while the old equipment stays in the fleet? If so the dialog needs a third choice.
Example. Vendor A delivered the C-arm but it must be replaced under a new order with Vendor B; the old C-arm stays at Northside until the new one arrives.
Assumed answer: no third choice. For that case the admin uses Simple cancel and the facility launches a new request themselves.
Q14. Who is invited on relaunch
Answer, 14 Oct 2026All, winner included
Question. Vendors who lost the original bid already got a "not selected" email. On relaunch they are invited again. Fine? Should the original winner be excluded by default?
Assumed answer: all invited again, winner included, admin removes anyone on the Launch screen.
Q15. Requests with several equipment lines
Answer, 14 Oct 2026Needs confirmation (leaning: yes) · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
D. Undo
Q16. Undo when something has happened since
Answer, 14 Oct 2026Needs confirmation · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
Q17. Undo of an older event
Answer, 14 Oct 2026Any, independently
Question. With several partial cancels on one order, can any of them be undone on its own, or only the most recent?
Example. Line A cancelled on 1 October, line B on 8 October. Admin wants to undo A only.
Assumed answer: any of them, as long as the equipment involved has not moved on.
Q18. Dismissed reminders
Answer, 14 Oct 2026Won status and count come back on undo; a hand-dismissed card stays dismissed
Question. If someone dismissed the "order won, ship it" reminder before the cancel, it stays hidden after an undo. Fine?
Assumed answer: yes.
E. Returns
Q19. Return before a delivery was recorded
Answer, 14 Oct 2026Needs confirmation · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
Q20. Return shipment details
Answer, 14 Oct 2026Needs confirmation (leaning: out of scope) · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
Q21. Relaunch after a return
Answer, 14 Oct 2026Needs confirmation · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
F. Visibility and notifications
Q22. Who sees the status and the reason
Answer, 14 Oct 2026Badge for all; reason admin only
Question. Should facility and vendor users see the Cancelled or Returned badge on the order? And the reason and note?
Assumed answer: badge visible to everyone on that order; reason and note visible to admin only, except that the notification emails carry the reason.
Q23. Emails
Answer, 14 Oct 2026Needs confirmation · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
Q24. Reason lists
Answer, 14 Oct 2026No list: a free-text reason box
Question. Please confirm or edit the lists.
- Cancel: vendor could not fulfil, facility changed its mind, pricing or terms dispute, duplicate order, entered by mistake, other.
- Return: defective or damaged, wrong item, did not meet spec, delivered late, other.
Q25. Time limits
Answer, 14 Oct 2026Needs confirmation (leaning: 10 days) · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
G. The new "Order Cancelled" statuses
An order cancelled after checkout gets its own status on the request, the winning bid, the listing, and the winning offer ("Order Cancelled" / "Order Returned"), never the status a bidding-stage cancel uses. Three questions follow from that.
Q26. Its own column, or a pill in the Cancelled column
Answer, 14 Oct 2026Cancelled column, with an Order Canceled pill and filter
Question. On the facility CoPilot board and the vendor board, should "Order Cancelled" requests sit in the existing Cancelled column with their own pill and filter option, or get a column of their own?
Example. Northside's board has a Cancelled column with four bidding-stage cancels. The C-arm order cancelled in October either joins them with an "Order Canceled" pill, or sits in a fifth column "Order cancelled".
- Option A. Same column, own pill and filter. Smaller change; the filter separates them.
- Option B. Own column on both boards.
Assumed answer: A.
Q27. Count cards
Answer, 14 Oct 2026Separate count
Question. The CoPilot summary shows a "Canceled" count. Should order cancellations be a separate count, or be added into it?
Example. Northside this year: 4 bidding-stage cancels, 1 order cancellation. Show "Canceled 4, Order cancelled 1" or "Canceled 5"?
Assumed answer: separate.
Q28. The losing vendors' bids
Answer, 14 Oct 2026Losing bids must not count as Lost: they get Order Cancelled too
Question. When the winner's order is cancelled, the other vendors' bids today read "Lost". Leave them as Lost (they did lose that round; a relaunch invites them fresh), or mark them Order Cancelled too?
Example. Vendor B and Vendor C lost the C-arm bid to Vendor A in June. In October Vendor A's order is cancelled and the request is relaunched.
- Option A. B and C keep "Lost" on the June request and get a new invitation.
- Option B. B and C's June bids flip to "Order Cancelled" as well.
Assumed answer: A. Their lost count on the vendor dashboard stays true.
H. What Simple cancel leaves behind
Simple cancel never touches equipment or contracts. These two cases are where that shows most, so we want an explicit yes.
Q29. Service contracts
Answer, 14 Oct 2026Needs confirmation · see To confirm
Moved to To confirm (needs stakeholder confirmation, 2026-10-14).
Q30. A marketplace item after a Simple cancel
Answer, 14 Oct 2026The facility's item gets its own Order Cancelled status, like CoPilot (fleet visibility: see Q30b)
Question. When a marketplace sale is cancelled with Simple cancel, the listing and the winning offer are marked Order Cancelled, but the facility's item stays marked Sold. Sold items are left out of the facility's active fleet. To bring the item back, the admin picks List on marketplace instead. Is that acceptable, or should Simple cancel also mark the item unsold?
Example. Northside sold an old OR table to Vendor B. Vendor B never collects it and the sale is cancelled. With Simple cancel the table stays Sold and is missing from Northside's fleet view, although it is still in the building.
- Option A. Accept it. The admin picks List on marketplace when the item is still there.
- Option B. Simple cancel also sets the item back to unsold, without creating a listing.
Assumed answer: A. It keeps Simple cancel to status and money only, as decided.
Answer sheet
| # | Topic | Assumed answer | Answer (2026-10-14) |
|---|---|---|---|
| Q1 | Month of a cancellation | Book it in the month it happens | Needs confirmation |
| Q2 | Fee on a partial refund | Fee removed in full | Fee removed in full. No restocking fee exists anywhere in the platform (checked code and dev DB, 2026-10-14). |
| Q3 | Fee check report | Parked, out of scope for this version | Parked |
| Q4 | Equipment that moved on | Relaunch / Relist hidden; cancel the later order first | Needs confirmation |
| Q5 | Equipment listed for sale | Relaunch / Relist removes the listing, with a warning | Yes, with a warning |
| Q6 | Equipment deleted by facility | Relaunch / Relist offered; undo leaves it deleted | Needs confirmation |
| Q7 | Equipment in use | Relaunch / Relist removes it, with a warning | Needs confirmation |
| Q8 | Denovo rows | Untouched; facility uses Return to vendor; save planning values at purchase | Same as CoPilot: request and winning bid get Order Cancelled; project rows untouched |
| Q9 | Offline sales | Relist with admin-entered details, at zero price | Needs confirmation (leaning: no relist) |
| Q10 | Untraceable old orders | Relist allowed; buyer's copy stays | Only newer orders with recorded inventory are supported; older ones get Simple cancel only |
| Q11 | What relaunch does | Create and open Launch screen | Auto-launch |
| Q12 | Trade-in and budget | Carry over | Carry both |
| Q13 | Relaunch without removing equipment | No third choice | No, two choices |
| Q14 | Vendors invited on relaunch | All, winner included | All, winner included |
| Q15 | Multi-line requests | New separate request, linked | Needs confirmation (leaning: yes) |
| Q16 | Undo after new activity | Confirm and discard; hard stop on a new order | Needs confirmation |
| Q17 | Undo of older events | Any, independently | Any, independently |
| Q18 | Dismissed reminders | Stay hidden | Won status and count come back on undo; a hand-dismissed card stays dismissed |
| Q19 | Return without delivery | Allowed with warning | Needs confirmation |
| Q20 | Return shipment | Admin enters | Needs confirmation (leaning: out of scope) |
| Q21 | Relaunch after return | Yes | Needs confirmation |
| Q22 | Who sees status and reason | Badge all; reason admin only | Badge for all; reason admin only |
| Q23 | Emails | Vendor and facility on cancel, return, undo | Needs confirmation |
| Q24 | Reason lists | As listed | No list: a free-text reason box |
| Q25 | Time limits | None | Needs confirmation (leaning: 10 days) |
| Q26 | Order Cancelled on the boards | Same column, own pill and filter | Cancelled column, with an Order Canceled pill and filter |
| Q27 | Count cards | Separate count | Separate count |
| Q28 | Losing vendors' bids | Stay Lost | Losing bids must not count as Lost: they get Order Cancelled too |
| Q29 | Service contract after Simple cancel | Contract untouched; admin fixes by hand | Needs confirmation |
| Q30 | Marketplace item after Simple cancel | Stays Sold; Relist brings it back | The facility's item gets its own Order Cancelled status, like CoPilot (fleet visibility: see Q30b) |