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Hardware Order Approval

Hardware orders are created when a platform admin selects hardware on the account creation form. Every order starts in Pending approval and waits for a super-admin decision before anything is purchased.

The Hardware Orders page (super-admin menu) lists orders across all platforms. Filter by status or platform, or search by account and platform name. A badge shows how many orders are waiting.

Reviewing an order​

Each row shows the platform, account, line items, and order date. For orders in Pending approval, click the row to edit the items — adjust quantities, add, or remove line items before deciding (items come from the order's own platform catalog). Two row actions appear on hover:

  • Mark as ordered manually — an after-the-fact confirmation: you have already placed the order with the distributor yourself. The order is marked approved. Nothing is ordered automatically.
  • Reject — requires a reason. The reason is stored on the order and visible to the platform through the API.

Approve and reject decisions are recorded in the audit log with the acting super-admin, timestamp, and (for rejections) the reason.

Fulfilling an order​

Once you have placed an approved order with the distributor and the units ship, their device identifiers are known. Use the Fulfill order action on an approved row to enter them:

  • Each unit on the order gets its own field — a MAC address for deskphones and DECT bases, or an IPEI for DECT handsets. If a unit was pre-assigned to a user or location at order time, that intent is shown beside the field.
  • Submitting creates a real device record for every unit under the account and marks the order Fulfilled. The pre-assignment intents are applied: the destined user is assigned to the device, and the location is set on deskphones and bases. When the order contains a single base plus handsets, the handsets are paired to that base automatically; otherwise handsets are left for on-site registration.
  • Fulfillment is safe to retry: a unit that already has a device is skipped, and an identifier that was registered by other means is linked rather than duplicated.

Fulfillment is recorded in the audit log with the acting super-admin and timestamp. The new devices appear on the account's Devices page.

Lifecycle​

submitted → approved → fulfilled, with terminal rejected (super-admin) or cancelled (customer).