1. Summary
In the current version of the Order Module, creating an order is a manual process. We’ve introduced a new enhancement that allows users to upload a PO document directly into the application. Using OCR and AI-driven extraction, the system will automatically populate order details, which users can then review, validate, and submit - all within the same familiar workflow.
Key Highlights
PO Document Upload
Upload a PO document in PDF as the starting point for creating a new order.
Automated Data Extraction
Key order information, such as product SKUs, quantity, and delivery date, are extracted automatically using OCR and AI.
Data Review & Validation
Users retain full control over the extracted data. You can review, adjust, and validate all fields before submitting the order.
Seamless Integration with Existing Workflow
The enhanced flow fits naturally into the current order creation process, preserving familiarity while saving time.
Customer-Specific Access
Access to the upload feature is enabled on a per-company basis, ensuring accurate extraction results for configured PO formats.
2. How to Use the New PO Upload Feature
Step-by-Step Instructions:
Navigate to the Orders Module.
Open the Order Creation form.
Click the Upload Document button in the top right.
Select a PDF file from your computer.
Wait while the system extracts data.
Review the populated form. Any fields highlighted require user attention.
Make any necessary edits.
Click Create to submit the order.
3. Troubleshooting & FAQs
Q1: Can I upload more than one PO document when creating an order?
A1: Only one PO document can be uploaded per order. Uploading a new file will overwrite any previously extracted data. Additional POs can be attached as supporting documents without triggering extraction.
Q2: What happens if the system can’t extract any data from my uploaded PO?
A2: If the file is in the wrong format (e.g., not a PDF), is poorly scanned, or exceeds the size limit, an error message will be displayed. Try uploading a different file or ensure your PO is clear and machine-readable.
Q3: What if some products in my PO aren’t recognised by the system?
A3: If certain SKUs cannot be matched, they’ll be flagged for manual review before submission.
Q4: Will I be notified if any required fields are missing after upload?
A4: Yes. Missing fields are highlighted for completion before submission.
Q5: What if I’ve already started filling out the form and then upload a PO?
A5: A confirmation message will ask if you want to overwrite existing data.
Q6: Is there a file size limit for uploading POs?
A6: Yes. Files must be 20 MB or smaller.
Q7: Can I still use manual entry?
A7: Yes, manual entry is still fully supported.
Tips for Upload Success
Use structured, legible PDF files.
Ensure key fields like PO Number, Product SKUs, and Quantity are present.
Review confidence scores to confirm accuracy.
4. Security and Compliance Assurance
All documents are processed using a certified 3rd party cloud service (GDPR, ISO 27001, SOC, HIPAA, and others).
Documents are transmitted securely via encrypted HTTPS connections.
Files are processed in memory and deleted immediately after recognition - they are never stored by the 3rd party vendor.
Documents may only be stored if explicitly provided for training custom models, in which case they remain under secure, controlled storage.
5. Support & Feedback
If you encounter issues or would like to provide feedback, please contact support@veratrak.com.