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. By confirming product names and updates regularly, there will be greater accuracy over 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.
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
Access the AI Assist Purchase Orders tool by:
Go to the Purchase Orders > External POs page.
Click the Import with AI Assist button.
Importing Your File
Select the location that you want the products (and corresponding quantities) to be added to.
Select a pre-existing vendor profile or let us create a new one for you.
Any product on the order will automatically get attributed the that vendor. Products can have multiple vendors, since vendor preferences can change over time.
Then, drag & drop or click the upload box to choose a file to be imported.
Click Start a New Purchase Order as shown below:
The tool will begin extracting vendor and order details from your selected file.
Purchase Orders track what you've ordered from vendors (you might call them vendor orders, shipments, or supply orders). They create a digital record of incoming inventory and help you see what's arriving versus what you're still waiting for—especially useful in your In-Transit Report.
Reviewing Vendor & Order Information
The Extracted Data section (left side) contains information we pulled from your selected file.
Click between the extracted and original file views if you'd like to double-check any of the information we pulled.
On the right side is the information that will show up on the Purchase Order, so this is the place to review, confirm, and update any information.
Click the copy icon under each field to copy the information extracted from the document.
Press Next in the top right corner to proceed to reviewing the Line Items.
Reviewing Line Items Information
The tool will show possible item matches based on the imported document and the existing products in Thrive.
The tool will show Exact Matches and Possible Matches.
To edit the extracted Line Item information, click the pencil icon under a product. The video below demonstrates how to review and edit each Line Item:
For each extracted Line Item you can:
Add or edit product details such as:
Quantity
Units per Case (Learn More.)
Lot Cost
Discount
Tax
Product name
Barcode
SKU
Vendor SKU
Categories
Default Cost
Price
Margin
Exclude the Line Item from the drafted PO.
Add the Line Item as a brand new product.
Add the Line Item as a different product or variant than the suggested match. The below video demonstrates this step:
It is also possible to Bulk Edit the selected Line Items:
Once the Line Items look good, click Next in the top right to Draft Purchase Order.
Draft & Receive the Purchase Order
After clicking Next, choose from the following options:
Draft PO - Purchase Order will be 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.
For more information on Receiving a Purchase Order, check out this guide:
Frequently Asked Questions
What files can be imported for the AI Assist Purchase Orders?
PDF, PNG, JPEG, or WEBP formats can be imported.
When do Line Item price changes from the AI Assist tool update?
Product price changes from the AI Assist tool will update in Thrive once the Purchase Order is drafted.
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.