Smart receiving


This feature can import a supplier invoice from a PDF or image into a Purchase Order. 

Before You Start 

  • Open or create the correct Purchase Order and select its supplier first. 
  • Use a clear PDF, JPG, JPEG, or PNG invoice.
  • Confirm the invoice belongs to the selected supplier. 
  • The store must have enough Intelligent Invoice page credit. 

 

Import the Invoice 

  • Open the Purchase Order 

In SD Desktop, open the Purchase Order that should receive the invoice. Select the supplier before continuing. 

 

  • Start Intelligent Import 

Open the Purchase Order options menu and select Import Intelligence OpenAI. Choose the invoice file and wait while it is analyzed. 

  • Select the invoice tables 

In the Tables tab, check only the tables that contain item lines. Leave headers, totals, notes, and unrelated tables unchecked. 

  • Confirm the column mapping 

Open Column Mapping. Make sure each detected column points to the correct PO Field. Choose Ignore information that should not be imported. A saved mapping template may be loaded when available. 

Note there must be at least one identity: ProductCode, UPC, ItemNumber, Item Description or ItemName that is mapped. 

  • Build and review the lines 

Click Build Review. On the Review tab, keep Use checked only for valid lines. Verify the matched item, quantity, UOM, package size, unit cost, package cost, and line total. Correct any incorrect editable values. 

If there is errors from reading the invoice, you can correct it and then click rematch. The status column will change to 'ExactMatch' if the item is found.

  • Apply the import 

Click Apply. If the system finds unmatched items, follow the prompt to create or assign them. 

  • Complete missing item information 

On Create Items Missing in Import, select the required department, category, sales tax code, and purchase tax code. Complete highlighted item details, then click Save. 

  • Verify and finish the Purchase Order 

Back on the Purchase Order, compare the imported quantities and costs with the original invoice. Confirm the total, then Save or Complete the Purchase Order.

Final Check 

  • The supplier matches the invoice. 
  • Only valid invoice lines were applied. 
  • Quantities, UOMs, package sizes, and costs match the invoice. 
  • Missing items were created or assigned correctly. 
  • The Purchase Order was saved or completed. 

If Something Goes Wrong 

Supplier message: Select a supplier on the Purchase Order and try again. 

Unsupported or unreadable file: Use a clear PDF, PNG, JPG, or JPEG and retry. 

Insufficient balance: Purchase additional Intelligent Invoice pages, then retry the import. 

Incorrect results: Return to Tables or Column Mapping, correct the selection or mapping, and rebuild the review. 

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