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.
Can I upload multiple files from a vendor at once?
Currently, it's not possible to upload multiple files from a vendor at once. However, you can combine multiple pages into a single file (PDF, PNG, JPEG, or WEBP) before uploading. To do this, scan the documents together into one file using your phone.
Here's how:
On iPhone (using Notes app):
Open the Notes app.
Create a new note and tap the camera icon > Scan Documents.
Scan all pages. Tap Save when done.
Tap the share icon and choose Save to Files as a PDF.
On Android (using Google Drive):
Open the Google Drive app.
Tap the + (plus) button > Scan.
Scan all pages. Tap Save when done.
Your file will be saved as a PDF in Google Drive.