Introduction

In PqW, you can submit orders to Ingram Micro directly from PqW, without leaving the application or logging into the Ingram portal separately. This feature uses the Ingram Order API to convert your finalized PqW Quote into one or more VAR Purchase Orders and upload them to Ingram for fulfillment.

This article explains:

• What prerequisites must be in place before you can create and upload an order
• How the two-step ordering process works (Create, then Upload)
• How PqW splits your quote into one or more Purchase Orders
• What happens after upload, including how Ingram confirms the order and how PqW updates automatically
• How to track order status on both the Purchase Order and Quote level
• What to do when errors occur during order creation or upload
• Important rules and safeguards built into the process

Key Terms Used

For detailed glossary of PqW, visit here.

What Is Ingram Quote API Upload Order and When Is It Required?

Ingram Quote API Upload Order is required when:

• A PqW Quote has been finalized, approved, and marked as Won.
• The customer has provided a Customer PO Number confirming the order.
• Suppliers and Ship-To addresses have already been assigned to all Quote Items.
• The VAR needs to place the actual purchase order with Ingram Micro for product fulfillment.
• You want to eliminate manual order entry on the Ingram portal and reduce data-entry errors.

How Orders Were Placed Before

Without the Ingram Quote API Upload Order feature, placing an order with Ingram follows the same process as any other distributor:

1. Export or manually note down the Quote details from PqW (SKUs, quantities, pricing, Ship-To addresses).
2. Log into the Ingram Micro portal separately.
3. Manually re-enter or upload the order details into Ingram's portal.
4. Wait for Ingram to confirm the order.
5. Come back to PqW and manually update the Quote or PO status to reflect that the order was placed.

This process is time-consuming, error-prone (especially for large quotes with hundreds of line items), and creates a gap in tracking, because PqW has no visibility into whether the order was actually placed, confirmed, or failed at Ingram.

What This Feature Does Differently

The Ingram Quote API Upload Order feature eliminates the manual handoff by allowing you to:

• Submit orders to Ingram directly from PqW with a single click. There is no portal login and no re-keying of data.
• Automatically split your Quote into correctly structured VAR Purchase Orders grouped by supplier, Ship-To, and Ingram Quote reference.
• Get confirmation back automatically. PqW receives the Confirmation Number and Order Number back from Ingram automatically via API and webhook, with a PqW notification and confirmation email sent to the user at each stage.
• Track order status inside PqW, from creation through submission to final confirmation.
• Prevent errors through built-in validations (missing fields, atomicity checks, duplicate submission safeguards) that catch problems before the order reaches Ingram

Ingram Quote API Upload Order allows you to convert your finalized PqW Quote into one or more VAR Purchase Orders and submit them directly to Ingram via the Ingram Order API, without leaving PqW.

This is the final step in the quoting-to-ordering lifecycle. Without it, the Won Quote remains only a pricing document inside PqW, and no order is placed at the distributor. The earlier steps are covered in Importing Vendor Quotes – Creating BoMs and Preparing a Quote for Ordering.

PqW determines the Ordering Rule for each Purchase Order:

• Quote-Based Ordering: references an existing Ingram Quote number. Ingram fulfills everything in that quote. No item-level details are sent.
• Item-Based Ordering: sends item-level details (SKU, quantity, ship-to) directly to Ingram. Used when the PqW Quote does not fully match the original Ingram Quote, or when items come from the PqW Catalog.

Prerequisites

Before you can create and upload a VAR Purchase Order, the following must be in place:

• Quote Status = Won: The Create/Upload VAR Purchase Order button is only visible when the PqW Quote status is Won.
• Customer PO Number is populated: The Quote must have a Customer PO Number. If it is missing, order creation will be blocked, and an error will be logged.
• Suppliers are assigned to Quote Items: Each Quote Item should have a Supplier assigned. Items without a Supplier will be grouped into a separate "Unassigned Items" Purchase Order, which cannot be uploaded to Ingram. To assign suppliers, visit the article How to Assign Suppliers to Quote Items.

  Clarification on Supplier Name vs. Supplier:

   
• Ship-To is assigned on Quote Items: Ship-To addresses should be assigned to Quote Items as needed. Items with different Ship-To addresses may result in separate Purchase Orders. To assign ship-to addresses, see How to Assign Ship-to Address to PqW Quotes.
• API Profile is configured (Admin): Your system administrator must have configured at least one Ingram API Profile with:
  • Supplier = Ingram
  • Operation = Order Upload
• Bill-To-ID is available: You will need to provide a Bill-To-ID value when uploading the Purchase Order to Ingram.

How PqW Splits Your Quote into Purchase Orders

When you create VAR Purchase Orders, PqW groups all Quote Items and creates separate Purchase Orders based on the following criteria:

• By Supplier: One PO per Ingram supplier account, one PO per non-Ingram supplier, and one PO for unassigned items.
• By Ship-To Address: If items assigned to the same Ingram supplier have different Ship-To addresses, PqW creates separate Purchase Orders for each Ship-To. Each resulting PO is evaluated independently for its Ordering Rule (Quote-Based or Item-Based) and for uploadability. A PO split by Ship-To that no longer matches the original Ingram Quote structure may be marked as Item-Based or Not Uploadable, depending on the mismatch.
• By Ingram Quote Reference: Items linked to different Ingram Quotes are split into separate POs.

The combinations below show how a Quote splits into Purchase Orders and whether each resulting PO can be uploaded to ingram.

Box/Header Items and Sub-Items

When your quote contains box-level (header) items with sub-items underneath, for example a laptop box containing the laptop, manual, charger, and warranty card, the Ship-To address assigned to the box item applies to all of its sub-items. If you need to ship sub-items to different locations, assign different Ship-To addresses at the sub-item level. This results in separate Purchase Orders for each Ship-To destination, even within the same box.

Non-Ingram Supplier POs

When items have a non-Ingram supplier assigned, a separate PO is created for that supplier. These POs have Uploadable = False, and the reason displayed is that the supplier is not Ingram. They exist for tracking purposes within PqW, but must be ordered through the respective supplier's own ordering process (outside PqW).

Step-by-Step: Creating and Uploading an Ingram Order

The ordering process in PqW follows these steps:

1. Create VAR Purchase Order(s):  Splits the Quote into Purchase Orders.
2. Refresh VAR Purchase Order(s): When previous upload attempt has failed, create VAR PO allows new PO creation by splitting quote again.
3. Upload VAR Purchase Order(s):  PqW submits eligible Purchase Orders to Ingram.
4. Post-Upload Confirmation: Ingram processes the order and sends confirmation back to PqW automatically. Also, the email notifications are sent back to the user.

Step 1: Create VAR Purchase Order

1. Open the PqW Quote that is in Won status.
2. Click the Create VAR Orders button on the Quote header Action toolbar.
3. PqW will group all Quote Items by Supplier and creates separate VAR Purchase Orders for:
   • Each Ingram supplier group (one or more, depending on quote structure).
   • Each non-Ingram supplier (one PO per supplier).
   • Unassigned items (items with no supplier assigned).

For each Ingram Purchase Order, PqW determines:

• The Ordering Rule: Quote-Based or Item-Based.
• Whether the PO is Uploadable to Ingram.
• If not Uploadable, the reason is displayed on the PO.

When creation of VAR POs is complete, you will receive a confirmation: “VAR Purchase Order(s) successfully created.” The new Purchase Orders appear in the VAR Purchase Order related list on the Quote.

Step 2: Refresh VAR Purchase Order (If Needed)

If Purchase Orders have already been created but a previous upload attempt failed, or you need to update the POs due to changes to the Quote, you can refresh them. To refresh existing POs (e.g., after fixing a failed upload or modifying the Quote), simply click the same "Create VAR Orders" button again on the Quote header. PqW will:

• Refresh POs with Status = Blank or Failed (delete and re-create their items based on current Quote state).
• Skip POs with Status = Submitted or Ordered (these cannot be refreshed once they've been sent to Ingram).
• Create any new PO buckets needed for newly added suppliers. 

Example: You can see a quote below with status Won and PO1 in VAR Purchase Orders. Its status is Failed.

Here, to refresh, follow the steps:

1. Click on Create VAR Orders button again.
2. The new PO is created and replaces the older one. Here, the status field is blank.

The new PO is ready to be uploaded.

 Step 3: Upload VAR Purchase Order

Once Purchase Orders are created and at least one is marked as Uploadable. A VAR Purchase Order is Uploadable when its assigned Supplier is an Ingram account, it has the required Ship-To and billing details, and, for Quote-Based orders, it still matches its Ingram Quote. When a PO can't be uploaded, PqW sets its Not Uploadable Reason field to explain why; see the Not Uploadable Reasons section below for the full list.
You can start the upload from either of two places:

1. From the Quote header, click Upload VAR Orders to upload all eligible Ingram POs; or
2.  In the VAR Purchase Orders list, select one or more POs, open the list action menu, and choose Upload Order.
3. A dialog opens showing all Ingram Purchase Orders with the following columns: PO Name, Supplier, Ordering Rule, Uploadable, Not Uploadable Reason, and Number of Items.

   This window uses the standard StrataVAR data grid. You can search records, apply column filters, reorder and resize columns, and page through results. These are the same controls available in the VAR Purchase Orders related list. (Server-side filters are not available in this window.) For the full set of grid controls, see Data Grid Capabilities.

    
4. Before uploading, enter the Bill-To-ID for each PO. Click the edit (pencil) icon on the Bill-To-ID column, type your Ingram billing identifier for each PO, and save the changes. Bill-To-ID is a mandatory field; if it is left blank, the upload will not proceed. In case, the Bill-To-ID is not assigned, PqW doesn't proceed with upload, and you get an error message “ Bill-To-ID is a required field before submitting”.
   

   For help with inline editing, see How to Edit Records Inline in the Grid (Inline Editing). Similarly, if you need to update a single Bill-To-ID for multiple POs in the list, you can do so with bulk editing of records.

    
5. Once the Bill-to-ID is saved, click on the Upload icon to open the Upload Order dialog window.
   In the upload dialog, select the API Profile from the dropdown. The dropdown shows only API Profiles configured with Supplier = Ingram and Operation = Order Upload. Choose the correct Ingram API Profile for your region/country. This determines which Ingram API endpoint the order is submitted to. If no API Profiles appear in the dropdown, one has not been configured. Contact your administrator to set up the Ingram API Profile before proceeding.
6. Click the Upload button to proceed.

You will receive a success message and an email notification when the order is confirmed. In case of a failure, you get a notification and option to check the error log for the cause of failure.

Step 4: What Happens After Upload (Post-Upload Lifecycle)

Once you click Submit and the upload succeeds, the following sequence happens automatically:

1. PO Status changes to Submitted. The VAR Purchase Order status changes to Submitted, indicating the order has been sent to Ingram and is awaiting their confirmation. At this point, PqW receives and stores the Ingram Confirmation Number in the PO record, confirming that Ingram has received the order.
2. Ingram reviews the order. Ingram receives the purchase order via the API and processes it on its end. No action is required from you during this stage.
3. Ingram sends confirmation via webhook. When Ingram approves and finalizes the order, it automatically sends a response to PqW via a webhook, without any manual intervention. 
4. If Ingram order processing fails. When processing fails for any reason, Ingram does not send a webhook response. In that case, PqW waits for a period configured in the custom metadata settings before marking the status as Failed with a reason.

PqW updates automatically. On receiving the webhook response, PqW:

• Updates the VAR PO status from Submitted to Ordered.
• Stores the Sales Order Number (Ingram’s final order reference) on the PO record.
• Updates the Quote Order Status based on the aggregate status of all POs.
• You are notified. PqW sends an in-app notification to the user who submitted the order, along with a confirmation email containing the Sales Order Number, the Confirmation Number, and a link to the Purchase Order in PqW.

Key Reference Numbers on the VAR Purchase Order

Both numbers are stored automatically on the VAR Purchase Order record in PqW and included in the confirmation email.

Order Rules and Safeguards

Understanding the Upload Button Visibility

The "Upload VAR Orders" button is only visible when:

• At least one VAR Purchase Order has PO Type = Ingram, and
• That PO's Uploadable flag is True, and
• Its Order Status is not already Submitted or Ordered.

If no eligible POs exist, the button will not appear.

Atomicity: All-or-Nothing Upload Rule

PqW enforces an atomicity rule for Ingram order uploads:

If any Ingram Purchase Order (with Status = Blank or Failed) is determined to be Not Uploadable, then:

1. No Ingram POs will be submitted, not even those marked as Uploadable.
2. The Upload button will be disabled.
3. A message will appear: "Upload is disabled as all Ingram POs are not uploadable."

This ensures that partial or inconsistent orders are never sent to Ingram.

What to do: Review the Not Uploadable Reason on each PO, resolve the underlying issue (for example, fix item mismatches, assign missing Ship-To, etc.), and then Refresh the Purchase Orders before retrying the upload.

Order Status Tracking

VAR Purchase Order Status

Each Purchase Order has a Status field that tracks its lifecycle:

Quote-Level Order Status

The PqW Quote also has a Quote-level Order Status field that aggregates the status of all associated Purchase Orders:

Email Notifications

You will receive email notifications at key points in the process:

On Success:

Subject: Order Number Received – <PO Business Name>

"Order Number received for Order <Order Number>."

Includes: Number of items in the order and links to the Purchase Order in PqW.

On Failure:

Subject: Order Processing Failed – <PO Business Name>

"Order creation failed for Order <Order Number>. Please refer to the error log for details."

Includes a link to the error log.

Common Errors and How to Handle Them

During Order Creation (Create/Refresh)

During Upload (API Submission)

Other Validation Messages

Not Uploadable Reasons

When a VAR Purchase Order can't be uploaded to Ingram, its PO Uploadable? flag is set to False and PqW fills the Not Uploadable Reason field with the main reason it's blocked (the field stays blank when the PO is uploadable). Find the reason below to see what's causing it and what to do.

Quote Versioning and Orders

When you create a new version of a PqW Quote (or use "Save as New Quote"):

• No Purchase Order data is copied to the new version.
• The new Quote version starts fresh, so you must generate new Purchase Orders from scratch.

This ensures that ordering remains isolated to each Quote version.

Important Rules and Best Practices

• Do not change financial values (prices, quantities, discounts) on the PqW Quote after it has been submitted or ordered. If changed, it is your responsibility, and the order sent to Ingram will not be updated automatically.
• Bill-To-ID locations for all VAR POs must be the same within a single Quote. If your Ingram Quotes have different Bill-To locations, create separate PqW Quotes for each.
• Do not retry uploading multiple times if you receive a failure. PqW has built-in safeguards to prevent duplicate submissions. Once a PO is in Submitted or Ordered status, the Upload action is disabled. However, for Failed POs, review the error before retrying.
• Each order can contain a maximum of 884 line items (Ingram API limit).
• The Upload button triggers real financial transactions. Always verify your Quote details, Ship-To addresses, and pricing before clicking Upload.

Summary

The Ingram Quote API Upload Order feature streamlines the ordering process by allowing you to:

• Split your PqW Quote into correctly structured VAR Purchase Orders automatically.
• Upload eligible orders to Ingram directly from PqW via the Ingram Order API.
• Track order status from creation through confirmation, with email notifications at each stage.

By following the two-step process (Create, then Upload), verifying prerequisites, and reviewing any errors before retrying, you can efficiently convert your PqW Quotes into Ingram orders without leaving the application.