Flame Co Industries Logo
FlameCo App is in Beta Testing Phase. We would appreciate feedback and suggestions for new features.

Purchase Order Submission

Learn how to submit a Purchase Order (PO) for your approved quotes to convert them into sales orders.

What is PO Submission?

Purchase Order (PO) submission is the process of uploading your company's purchase order document for an approved quote. Once submitted, the system uses OCR (Optical Character Recognition) technology to extract the PO number and automatically converts your quote into a sales order.

Step-by-Step Guide

Navigate to Quote
Go to All Transactions and find your open quote
Open Quote Details
Click on the quote to view its details
Submit Purchase Order
Click the "Submit Purchase Order" button
Fill Required Information
Provide buyer's email and upload PO document
Process Complete
System processes your PO and creates a sales order

Detailed Instructions

1. Navigate to Your Quote

From the Dashboard:
  • • Click on All Transactions from your dashboard
  • • Use the search and filter options to find your open quote
  • • Look for quotes with status Open

    • 2. Access Quote Details

  • • Click on the quote row to open the quote details page
  • • Review the quote information including items, amounts, and terms
  • • Verify that the quote details match your requirements

    • 3. Submit Purchase Order

  • • Look for the green "Submit Purchase Order" button in the top-right corner
  • • Click the button to open the PO submission modal
  • • The modal will display the quote information for verification

    • Required Information

    Buyer's Email Address

    Required field: Enter the email address of the person or company making the purchase.
  • • Must be a valid email format (e.g., john.doe@company.com)
  • • This email will be associated with the purchase order
  • • Used for order confirmations and communications

    • Purchase Order Document

    Required field: Upload your company's official purchase order document.
    Supported File Formats:
    • PDF (.pdf)
    • Microsoft Word (.doc, .docx)
    • JPEG (.jpg, .jpeg)
    • PNG (.png)
    • GIF (.gif)
    • BMP (.bmp)
    • TIFF (.tiff)
    • WEBP (.webp)

    Requested Shipping Date

    Optional field: Specify when you would like the order to be shipped.
  • • Cannot select dates in the past
  • • Helps with production and logistics planning
  • • If not specified, standard lead times will apply

    • Upload Process

    File Upload Methods:

  • • Drag and Drop: Drag your file directly into the upload area
  • • Click to Browse: Click the upload area to open file browser
  • • Single File Only: You can upload one PO document at a time

    • After Upload:

  • • The system validates your file format and size
  • • File is converted to base64 format for processing
  • • Click "Submit Purchase Order" to process

    • Processing Results

    Successful Processing:

    When successful, you'll receive:
  • • PO Number: Extracted from your document
  • • Sales Order ID: Unique identifier for your order
  • • Sales Order Number: Reference number for tracking
  • • Confidence Score: OCR accuracy percentage

    • Error Handling:

    If processing fails, you may see errors for:
  • • Invalid file format or size
  • • OCR unable to extract PO number
  • • Network or server issues
  • • Missing required information

    • Best Practices

  • • Clear Documents: Ensure PO number is clearly visible and not obscured
  • • Standard Formats: Use PDF or Word documents when possible for best OCR results
  • • File Size: Keep files under 50MB for faster processing
  • • Verify Information: Double-check buyer's email and shipping date before submitting
  • • Save Confirmation: Keep the success message details for your records

    • Troubleshooting

    Common Issues:

    File Upload Fails:
  • • Check file format is supported
  • • Ensure file size is under 50MB
  • • Try refreshing the page and uploading again
    • OCR Cannot Extract PO Number:
  • • Ensure PO number is clearly printed/typed
  • • Try uploading a higher quality scan
  • • Convert image to PDF if possible
    • Submit Button Not Visible:
  • • Verify you're viewing an approved quote
  • • Check your user permissions
  • • Contact support if the issue persists

    • After Submission

    Once your PO is successfully processed:
  • • Your quote will be converted to a sales order
  • • You'll receive order confirmation details
  • • The sales order will appear in your transactions
  • • Production and shipping processes will begin
  • • You can track progress through the portal