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AI Assist Purchase Orders (Step-by-Step)

A How-To Guide on Getting Started with AI Assist POs

Natalie avatar
Written by Natalie
Updated yesterday

AI Assist for Purchase Orders is designed to simplify and speed up how you order and receive inventory. By uploading vendor invoices, our tool will help you:

  • Automatically create or update purchase orders

  • Add new products and vendors

  • Enhance existing product listings

  • Save time and reduce errors

The more you use it, the smarter it gets. Some early results may need tweaks—like improving product data or listings—but every use helps train the AI to do better next time.

This article will guide you through the process of using the AI Assist Purchase Orders tool to import and process vendor invoices. By the end of this article, you'll understand how to use this tool effectively and efficiently.

We're slowly rolling out AI Assist Purchase Orders

Questions? Schedule a call with one of our experts, or click the green chat bubble in the bottom corner to connect with our Customer Care team - we're here to help!


Getting Started and Importing the Document

1.) Access the AI Assist Purchase Orders tool from the Purchase Orders > External PO tab. Click on the Actions button and select Import from the dropdown menu.

2.) Drag & drop or click the upload box to choose a file to be imported. Select the location and vendor for the order. Click Start a New Purchase Order.


Review Header and Line Items Information

The tool will begin extracting data Vendor and Purchase Order details from the document.

3.) Edit any necessary fields for Vendor or Purchase Order details. Click the copy icon under each field to copy in the information extracted from the document.

4.) Press Next in the top right corner to proceed to reviewing the Line Items.

5.) Next, the tool will show possible item matches based on the document and existing catalog in Thrive. Review the line items that were extracted from the document.

6.) To edit the extracted line item information, click the pencil icon under a product.

7.) There are four options when editing each line item:

  • Click the "expand to edit" icon to fill in details for the existing match such as:

    Product Name, Barcode, SKU, Vendor SKU, Quantity, Cost, Discount and Tax.

  • Create a brand new product for the Line Item pulled from the document.

  • Search your catalog to choose a different existing product to be matched with the Line Item from the document.

  • Exclude the document Line Item from being added to the Purchase Order.

8.) Alternatively, use bulk actions to edit multiple Line Items at once. The bulk actions include:

  • Mark selected items as New Products

  • Fill-in empty SKUs from document

  • Fill in empty Vendor SKUs from document

  • Fill-in empty Barcodes from document

  • Update the location-specific cost with PO lot cost

  • Update the default cost with PO lot cost

  • Make no cost changes in the catalog

  • Exclude selected items

9.) Click Next in the top right to continue to Draft Purchase Order.


Draft the Purchase Order

10.) Choose from the following options:

  • Draft PO - Purchase Order will be a drafted in your account.

  • Create PO - Purchase Order will be in "Open" status in your account.

  • Create and Receive - Purchase Order will be completed in your account with quantities updated in Thrive.

By following these steps, you'll be able to effectively use the AI PO Assist tool to manage your Purchase Orders!


Frequently Asked Questions

What files can be imported for the AI Assist Purchase Orders?

PDF, PNG, JPEG, or WEBP formats can be imported.

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