POs AI Autofill

Table of Contents

Purpose Import Vendor Quotes 5-Step Process What Gets Imported Vendor-Specific Configuration 🏢 Custom Vendor Prompts Supported File Formats PDF Documents JPG/PNG Images Best Practices Troubleshooting Import not working? Incorrect data extracted? Missing line items? 📋 Requirements

Purpose

Import vendor quotes and related documents directly into Purchase Orders, automatically populating fields and line items with AI tools.

Import Vendor Quotes

📋

5-Step Process

1. Select or Create PO

Navigate to an existing PO or create a new one

2. Upload Document

Click the Files button to upload vendor quote (PDF, JPG, PNG)

3. Click Options

Click the Options button in the toolbar

4. Select AI AutoFill

Choose AI AutoFill from the dropdown menu

5. Review & Save

Review populated fields and save

📥

What Gets Imported

📋 PO Details Fields

Vendor selection
Vendor Order ID
PO Date
Reference numbers

Note: Some fields require manual entry

📦 PO Line Items

Item descriptions & SKUs
Quantities & units
Unit prices & line totals
Discounts & tax calculations

Vendor-Specific Configuration

🏢 Custom Vendor Prompts

Improve accuracy by setting up vendor-specific AI prompts:

Go to Vendors module
Select vendor → Details tab
Add custom AI AutoFill prompt
Include vendor-specific terminology

Example Prompt:

"Look for 'P/N' in column 2 for part numbers. Unit prices are in 'Each' column. Quantities show as 'QTY'. Skip shipping charges on last line. Tax rate is 7%."

Supported File Formats

📄

PDF Documents

Standard quotes

🖼️

JPG/PNG Images

Scanned quotes

Best Practices

Ensure quotes are complete and legible
Upload all pages of multi-page quotes
Set up vendor-specific prompts for better accuracy
Review quantities and pricing before saving
Use high-resolution scans for image files
Keep vendor information up-to-date

Troubleshooting

Import not working?

Check file format (PDF, JPG, PNG)
Ensure quote is readable
Try different file format
Check document quality

Incorrect data extracted?

Set up vendor-specific prompts
Check document quality
Manually correct fields
Upload clearer version

Missing line items?

Ensure all pages uploaded
Check for clear formatting
Add items manually
Contact support if persistent

📋 Requirements

Version: TRUE 19.1.24+ • Package: Procurement module • Access: PO creation permissions (ID 359 - POs module access) • Formats: PDF, JPG, PNG supported

Need help? Contact support at support@constructtrue.com or return to AI Tools Overview