This video demonstrates how to use the AI-powered purchase order parsing feature within Purchase Order Billing. It shows how users can upload a purchase order by browsing for a file or using drag-and-drop, after which the system automatically extracts and displays key details. The video walks through reviewing the parsed information, making edits to fields like PO number, model, quantity, and totals, and removing any unnecessary lines. It concludes by showing how to import the purchase order, highlighting how the feature reduces manual data entry and streamlines the billing process.
SOP: Upload and Import a Purchase Order Using AI Parsing
Objective
This SOP explains how to upload a purchase order in Accounts Payable > Purchase Order Billing, use AI parsing to extract the PO details, review and correct any fields, and import the purchase order into the system. Following these steps reduces manual data entry and speeds up PO billing processing.
Key Steps
Open Purchase Order Billing and start the upload 0:00
Navigate to Accounts Payable.
Open Purchase Order Billing.
Select Upload to begin the AI parsing workflow.
Confirm you are in the correct PO billing area before uploading any file.
2. Add the purchase order file 0:16
Choose one of the following upload methods:
Click Browse Files and locate the purchase order file.
Drag and drop the purchase order directly into the Upload Invoice field.
Make sure the file is the correct purchase order before proceeding.
3. Wait for AI parsing to process the document 0:30
Allow the system time to process the uploaded purchase order.
Review the screen once parsing is complete.
Verify that the purchase order preview appears on the right side and the extracted details appear on the left side.
4. Review and edit extracted purchase order details 0:38
Check the parsed fields for accuracy.
Use the Edit button if any details need correction.
Update fields such as:
PO number
Model
Quantity
Line total
Confirm all extracted information matches the source document.
5. Remove any incorrect line items 0:51
Review all parsed line items carefully.
If a line should not be included, select Delete to remove it.
Ensure only valid and complete PO lines remain before importing.
6. Import the purchase order 1:02
After verifying and correcting the data, click Import.
Confirm the purchase order is successfully imported into the system.
Use this step to finalize the PO billing entry and complete processing.
Cautionary Notes
Verify the file before uploading to avoid importing the wrong purchase order.
Review all AI-parsed fields carefully; AI extraction can still contain errors.
Do not import until all corrections are complete.
Deleting a line item removes it from the import, so confirm it is truly unnecessary before deleting.
If the extracted data does not match the source document, pause and correct it before proceeding.
Tips for Efficiency
Use drag and drop when possible for faster file upload.
Compare the parsed fields against the original PO line by line to catch errors quickly.
Make edits immediately after parsing to avoid rework later.
Keep purchase orders organized in a consistent folder structure so they are easy to find during upload.
Use the AI parsing feature to reduce manual entry time and improve processing speed.