Purpose
Customize how AI AutoFill reads each vendor's unique PDF format when importing bills into TRUE. Tell the AI exactly where to find item descriptions, quantities, prices, and other data for more accurate imports.
How to Set It Up
- Go to Vendors module
- Select a vendor
- Click the Details tab
- Find the AI AutoFill Prompt field
- Enter instructions for this vendor's PDF format
- Save changes
Example Prompts
Master Halco - Fencing Supplier
"Items listed in table format on page. Product codes start with 'MH-'. Linear feet shown as 'LF', posts as 'EA'. Galvanized items have '/GAL' suffix. Freight charges in separate section labeled 'Delivery'."
Guardian Glass
"Glass dimensions shown as 'Width x Height' in inches. Tempered items marked with '(T)'. Square footage in 'SF' column. Price per square foot unless marked 'per lite'. Energy surcharge shown separately."
Superior Paving - Asphalt
"Mix type shown in description (e.g., 'Type 3 Mix'). Tonnage in 'Tons' column. Price per ton listed. Mobilization fee on separate line. Fuel surcharge calculated as percentage at bottom."
ASSA ABLOY - Door Hardware
"Hardware part numbers in first column. Finish codes in parentheses (e.g., '626' for satin chrome). Keying charges shown as separate line items. Quantities abbreviated as 'SET' for locksets, 'EA' for individual items."
What to Include in Your Prompt
✓
Where data appears on the PDF
"Prices in right column" or "Items start after 'Description' header"
✓
Product codes and item numbers
"Part numbers start with 'FNC-'" or "6-digit item codes"
✓
Unit of measurement
"LF for linear feet" or "SF for square feet" or "TON for tonnage"
✓
Additional fees and charges
"Delivery fee in separate section" or "Fuel surcharge at bottom"
✓
Special notations to watch for
"(T) means tempered glass" or "/GAL for galvanized"
💡 Quick Tips
- Be specific - reference actual text labels from their PDFs
- Test with a sample PDF after setting up the prompt
- Update the prompt if the vendor changes their PDF format
- Focus on the fields that matter most for your imports
Questions? Contact support at support@constructtrue.com
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