Importing a Purchase Order with AI

Skip the Re-Typing

When a customer sends you a PO as a PDF, photo, or pasted email, WareSquared can read it for you and pre-fill an order so all you do is review and confirm.

Where to Start

1. From the Orders page, click + New from Purchase Order (or paste a PO into the text box on the new-order page).
2. Upload the PO file (PDF, PNG, JPG, or HEIC — iPhone photos work) or paste the text. AI extracts the customer, line items, prices, quantities, and unit types.
3. You land on the Review Purchase Order page with a side-by-side view: the source PO on the left, the parsed form on the right.

What to Check on the Review Page

Customer match (top right). WareSquared compares the extracted customer name against your existing customers using fuzzy matching, so "McLogan Supply" matches "McLogan Supply Company". You'll see one of three labels:

• — matched → exact existing customer, dropdown is pre-selected
• — close match: X (auto-selected, please verify) → fuzzy match; review and confirm
• — no match, defaulting to Create new → new customer form is open

Line items. Each row shows the description, quantity, unit price, and total. Watch for these price hints:

• "from catalog" badge — we matched an existing product
• "total ÷ qty" badge — we back-derived the unit price from the line total (use this to catch quantity mistakes — if a PO says "5 rolls @ $230" but the line total is $230, the AI extracted the quantity wrong)
• "converted from yard" badge — we converted from the PO's unit (e.g. 163 yards) to your stocking unit (3 rolls × 54.5 yds), with price adjusted accordingly

How Sure Are We About the Match?

Each matched line carries a small badge under the product dropdown telling you how it was matched, so you know which rows to double-check:

• Green "Auto-matched" — a confident match on a strong SKU or name signal. Usually safe to trust.
• Amber "Review match" — we matched on a weak signal (no strong SKU or name overlap), so it's a likely-but-not-certain guess. Verify this is the right product — and fix it with the dropdown if it isn't — before creating the order.
• "Learned" — remembered from a prior PO where you confirmed this term mapped to this product.
• "AI suggested" — matched by AI from your catalog; please verify.
• Amber "Will create new" — nothing matched, so a brand-new standalone product will be created.

Out-of-Stock Lines: Add Inventory Without Leaving

If a matched product has no available stock, the line shows an "Out of stock" badge (or "Low: N on hand" when there's some but not enough) plus an Add inventory → link.

Click it and a small Add inventory modal opens right on the review page. Enter a Quantity and pick a receivable Location (warehouse bin), then click Add to inventory. The stock is added inline and the line's badge flips to green (In stock ✓) — you never leave your in-progress review.

This is optional. An out-of-stock line doesn't block creating the order; the Add inventory step is just there if you want to receive the goods at the same time.

Pricing tier. Pick the tier this PO should price at (Retail, Wholesale, Distributor…). Per-line catalog prices update instantly.

Manual product override. If a line was guessed wrong, pick the right product from the dropdown. Next time the same description appears, WareSquared will remember the match — that's the alias learning loop. To do a one-off pick without teaching the system, check Skip learning on that row.

No-Price Lines Won't Slip Through at $0

If any line has no price, WareSquared won't silently create the order at $0. The line is flagged with an amber "⚠ No price — set one or mark free" hint, and trying to create the order is stopped until you either:

• Set a unit price on each flagged line, or
• Check the "These lines are intentionally free ($0)" box (near the Create Order button) to confirm the $0 is on purpose — for free samples, comps, and the like.

This guard exists so a missing price can't quietly turn into a $0 sale. If you create the order without resolving it, you'll see a banner listing exactly which lines still need a price.

When You're Happy

Click Create Order. The order is created at the selected customer, with all line items, prices, and unit conversions applied.

Tip: PDFs and PNGs render in-line for review. iPhone HEIC photos get auto-transcoded to JPEG so they preview correctly even in Chrome / Firefox / Edge.

See also: Adding Customer Addresses on the Fly, Teaching WareSquared Product Aliases