The Cloud POS AI - Order Confirmation Processor has been designed to make it quicker and easier to convert an order confirmation or invoice into a Cloud POS Purchase Order. If you have already placed an order with one of your suppliers, you can use this tool to import the order into Cloud POS, ready for receiving at Goods In when the delivery arrives.
The tool uses AI to ‘read’ an order confirmation or invoice document, looking for part codes, quantities, and costs. This information is then downloaded into a csv file, which can be imported into Cloud POS to quickly create a Purchase Order.
Please Note
This tool relies on AI to process your file. As such, the layout and format of the document will determine how successful the tool can be. The AI Order Confirmation Processor will not be able to interpret every possible layout of an order confirmation / invoice. For example, if your supplier has listed the part codes and quantities on one page, and the costs on another page, the AI might struggle to interpret the information.
1. Open the Cloud POS AI - Order Confirmation Processor.
2. Enter your Cloud POS login details, then click Login:
3. You now need to choose the order confirmation / invoice you wish to upload. You can drag and drop a file onto the area shown, or you can left-click on 'Drag and drop a file here...' to choose a file from your documents. The accepted file types are displayed in the information text on the screen.
Once you have selected a file, the file name will be shown on the screen:
4. Click Upload.
The AI tool will now attempt to 'read' your file. It will look for item codes, quantities and costs. At the next stage, you will have the opportunity to review the results before downloading the csv file.
5. Once the file has processed, you will see a screen divided into two sections: ‘Order Information’ and ‘Line Items’.
The 'Order Information' section will help you to review how successfully your file has been processed. These totals do not appear in your final csv file — they are for information purposes only. You can look at the values for 'Sub Total' and 'Total' and compare them against your original file. If the ‘Sub Total’ and ‘Total’ match your original file, this suggests that all item lines have been 'read' successfully.
If any item lines weren't 'read' successfully, do not worry — you can edit the csv file after you have downloaded it.
The ‘Line Items’ section will display the part codes, quantities and costs that have been successfully identified in your file:
It is the Part Code, Quantity and Unit Price values that will be included in the resulting csv file. The ‘Valid’ column will show ‘true’ if the Quantity is greater than zero and a Part Code has been identified.
6. Click Download Cloud POS Purchase Order Import File to download your csv file.
If there were any ‘misreads' or missing items when the file was processed, you can edit the csv file before you proceed to the next step.
You now have a csv file ready to import into Cloud POS.
7. In the Cloud POS Back Office, navigate to Purchase Orders (this is in the ‘Purchasing & Transfers’ section of the menu).
8. Click New to create a new Purchase Order:
9. Select the store and the supplier for this order.
10. Choose the option 'Which/that is blank - I'll add all the items myself':
11. Finish the Purchase Order creation screen to your preference. For example, you may want to capture your order number / invoice number for this order in the ‘Supplier’s Order Reference' field.
12. Click Create Purchase Order(s) at the bottom of the page. You will then see a prompt to click ‘here’ to view your Purchase Order.
13. On the next screen, click Actions and then Import Supplier PO from CSV:
14. Click Browse to find the csv file that you downloaded from the Order Confirmation Processor. (Unless you have moved the file, it is likely to be in your Downloads folder.)
15. Click Upload.
You can now preview the import results in the grid. Any item codes in the csv file that cannot be matched with items in your current Cloud POS database will not be ticked as 'Found' and will show an error. An example of this is shown below in the final row.
If the part code is correct, but not in your Cloud POS database, you will need to create the item. If the item is available to import from any of your linked SIM suppliers, you will see the option to add this item to your database from this screen. If it is not a SIM item, you will need to create the item manually from the ‘Items’ page or using the Item Import Tool. If you then re-upload your csv file into your Purchase Order, the grid results will refresh, and you should see that the error has cleared.
If the part code is incorrect (for example, below, the AI tool has interpreted a lower case ‘l’ as a capital ‘i’), you can correct this in the csv file. Once you have made your correction(s), just click ‘Browse’ and ‘Upload’ again, and the grid results will be refreshed.
16. Click Import to Purchase Order:
17. Click Return to Purchase Order.
18. Click Mark as Placed to confirm that this order has already been placed with the supplier:
Your Purchase Order has now been created in Cloud POS and marked as placed.
Once this order arrives at your store, you will be ready to receive the items into your inventory via the 'Goods In' page.
