Supplier Invoice Recognition
This feature allows the system to automatically record supplier receipts to remove manual data entry.
Receipt Creation and File Upload
When a delivery arrives, navigate to Stock > Supplier Orders and complete the following steps:
Open the relevant supplier order.
Click the Create Receipt available on the right side of the supplier list of order or click on the supplier order number to see the same option in the upper right-hand corner.
Enter the supplier's invoice number and any applicable receipt references. Update the delivery date.
This can be backdated as needed.
Upload the digital PDF or photo of the supplier invoice directly to the record by clicking on Attachments. A confirmation message will say “File Uploaded Successfully”.
Automated Data Extraction
Clicking the AI Scan button initiates the Optical Character Recognition (OCR) process. The system reads the uploaded document layout to extract the item names, unit pricing, and received quantities.
If stock product names in the supplier document do not exactly match the stock product names in our system, the AI will attempt to identify the closest matching product based on name similarity, abbreviations, and common variations.
For example: If the supplier document lists Coca-Cola Zero Can 330ml but the order contains Coke Zero 330ml, the system will recognise these as the same product.
Please review any suggested matches before confirming the receipt.
Review and Discrepancy Verification
Click Apply to populate the extracted data onto the review screen.
The system applies specific indicators to the line items:
AI Tags: Identifies data fields populated by the scanner.
Quantity Alerts: Flags whether an item arrived short or over the original order volume.
All fields remain fully editable for manual correction before finalisation.
After verifying the data on the review screen, click Book. This action simultaneously updates live inventory counts and unit costs for dynamic stock products (Dynamic)
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