Still to confirm with stakeholders

Companion to the plan and Questions. These are the questions the product owner marked Needs confirmation on 2026-10-14. Each keeps its original number, example, and assumed answer, plus any leaning or data gathered since. The plan marks each one as Pending Qn until it is confirmed.

Two terms. Simple cancel: status and money only; the order, the request or listing, and the winning bid or offer are marked Order Cancelled; no CoPilot inventory is touched. Relaunch CoPilot / List on marketplace: everything Simple does, then the bought inventory is put back the way it was before the order, then a new request or listing starts (Relaunch launches automatically).

Q1. Which month does a cancellation belong to?

Question. When an order from an earlier month is cancelled, do we rewrite that earlier month's numbers, or show the cancellation in the month it happened?

Example. Northside bought a C-arm through CoPilot on 12 June for $48,000, admin fee $4,800. On 20 October the admin cancels it.

• Option A, rewrite history. June's sales total drops by $48,000 and June's fee by $4,800. The June dashboard, any June export someone downloaded, and the June true-up already agreed with Vendor A no longer match what the platform shows. October is unchanged.
• Option B, book it in October. June stays as reported. October shows a −$48,000 sales adjustment and a −$4,800 fee adjustment, labelled "cancellation of order of 12 June". On the vendor's statement that line lowers what Vendor A owes for October.

Why it matters. The dashboards store running totals that cannot be rewritten cleanly, and the vendor true-up already works like Option B.

Assumed answer: B.

Note on the vendor dashboard. The vendor's own dashboard counts "won" deals and "captured amount" by the current status of each bid, placed in the month the bid was won. It will drop a cancelled deal from June no matter which option is chosen, unless we change it to show a negative line in October. We assume the vendor dashboard simply drops the deal, and only the fee figures follow Option B. Say so if you want the vendor dashboard to match the fee ledger.

Leaning: book it in the month it happens (Option B).

Q4. Equipment that already left the buyer

Question. If the facility already transferred the item to another facility, or sold it on, Relaunch / Relist cannot put it back without breaking the later order. Should the dialog simply hide that choice and offer Simple cancel only?

Example. Northside bought a patient monitor through CoPilot in June and transferred it to Westside in August. In October Vendor A reports that the June order was cancelled.

• Option A. Simple cancel only. The preview says "transferred to Westside on 14 Aug (order T-1032)". Relaunch is hidden. A full unwind means cancelling that later order first.
• Option B. Relaunch offered anyway, removing the monitor from Westside.

Why it matters. Option B deletes equipment that physically exists at Westside and breaks the transfer record.

Assumed answer: A. One limit to know: transfers are out of scope for this version, so when the item went by transfer (the most common case on dev) there is no later order to cancel, and Simple cancel is the only choice. Bringing transfer cancels into scope would remove that limit.

Leaning: Simple cancel only when the item was transferred or sold on.

Q6. Equipment the facility already deleted

Question. Should Relaunch / Relist still be offered when the facility already deleted the item from their fleet, with nothing to remove? And should an undo leave it deleted?

Example. Northside received the monitor, sent it back to Vendor A themselves, and deleted it from the fleet in July. In October the admin records the return and relaunches.

Assumed answer: yes to both. The preview says "already removed by the facility". Undo does not bring the item back, because the facility removed it, not us.

Q7. Equipment already in use

Question. If the buyer has stickered the item, added it to the asset registry, or attached a service contract, should Relaunch / Relist still remove it, with a warning, or be hidden?

Example. Northside stickered the ultrasound and logged two PM visits. Then vendor and facility agree to unwind the sale and buy elsewhere.

Assumed answer: remove, with a warning. The sticker and registry link go with it and come back on undo.

Data, 2026-10-14 (dev): of 981 live bought items, 0 are in the asset registry, 3 have a service contract, and 44 had sticker photos added after checkout. Real use is about 47 items.

Q9. Sales an admin recorded off-platform

Question. When an admin records an offline marketplace sale, the form overwrites the item's details (price, condition, quantity, model) and sets the listing price to zero. Relist cannot restore those. Is it acceptable that Relist puts the item back with the admin-entered details and creates the new listing at zero price for the admin to fix?

Example. Admin records that Vendor B bought Northside's old OR table for $3,000, entering quantity 1 and condition Good. The sale is cancelled a month later and relisted.

Assumed answer: yes.

Leaning: offline sales probably should not be relisted at all; Simple cancel only.

Q15. Requests with several equipment lines

Question. If a request had three lines and one is cancelled and relaunched, the relaunch is a new, separate request with that one line, linked to the old one. The original keeps two completed lines and one cancelled line. OK?

Example. Order with C-arm, monitor, and table. Only the C-arm is cancelled and relaunched.

Assumed answer: yes.

Leaning: yes.

Q16. Undo when something has happened since

Question. After a cancel, the relisted item may have new offers, or the relaunched request may have vendor proposals. Should undo refuse, or show what would be discarded and let the admin confirm?

Example. Cancelled with "list again" on 1 October. By 10 October two vendors have offered on the relisted C-arm. The admin wants to undo.

• Option A. Refuse: "the item has new offers".
• Option B. Confirm: "Undo will remove the listing and 2 open offers. Continue?"

In both options there is one hard stop: when a new order exists for the item (sold again, or the relaunched request already checked out), the admin must cancel that order first.

Assumed answer: B.

Q19. Return before a delivery was recorded

Question. Can a return be recorded when the platform never saw a delivered shipment?

Example. Vendor A shipped directly, Northside signed for it, nobody entered tracking. Two weeks later Northside returns it.

Assumed answer: yes, with a warning.

Q20. Return shipment details

Question. Is carrier plus tracking number entered by the admin enough, or do vendors need to enter or update it?

Assumed answer: admin enters, vendor and facility see it on the order.

Leaning: return shipment tracking is out of scope for now.

Q21. Relaunch after a return

Question. Can a returned order be relaunched, same as a cancelled one?

Example. The ultrasound is returned as defective. Northside still needs one.

Assumed answer: yes.

Q23. Emails

Question. Who gets which email?

Assumed answer. On cancel or return: vendor and facility get a notice with the reason. On undo: both get "order reinstated". On relaunch: the normal launch emails. Admin gets nothing.

Q25. Time limits

Question. Can an admin cancel an order of any age, and undo at any time?

Example. An order from 2024 turns out to have been cancelled back then and was never recorded.

Assumed answer: no limit. Simple cancel always works. Very old orders often cannot use Relist or Relaunch (Q10).

Leaning: a 10-day window to cancel or return after the order.

Q29. Service contracts

Question. A cancelled service-contract order marks the request Order Cancelled and removes the money, but the contract record itself is not touched. The admin archives it, and reactivates the previous contract on a renewal, by hand. Is that acceptable for this version?

Example. Northside renewed a PM contract through CoPilot; the old contract was archived and its equipment moved to the new one. The vendor cancels. The admin marks the order cancelled and then fixes the two contracts in the service-contract screens.

Assumed answer: yes.

Q30b. Does an "Order Cancelled" marketplace item still show in the fleet?

Question. Decided: after a Simple cancel on a marketplace sale, the facility's item gets the status Order Cancelled instead of staying Sold (Q30). Should that item count as part of the facility's active fleet again, or stay out of it like a sold item?

Example. Northside sold an old OR table to Vendor B, then the sale was cancelled. The table is now marked Order Cancelled. Does it show in Northside's fleet list, fleet counts, and reports?

• Option A. Yes, it is back in the fleet (it never left the building).
• Option B. No, it stays out until someone relists it or edits it.

Why it matters. About 120 places in the code decide fleet membership from this status. Some treat anything not Sold as fleet, others treat only "blank or for sale" as fleet, so the new value must be added to one side consistently.

Assumed answer: A.

Answer sheet