How It Works
When you click AI-Reader from the Orders screen, ETS creates a new PO and runs your uploaded document through an AI scanning process. It extracts part numbers, quantities, and costs, then pre-fills the order lines so you can review and confirm instead of typing everything from scratch.
Steps
1. Go to Parts → Orders From the top navigation, click Parts, then select Orders.
2. Click AI-Reader In the top-right corner of the Orders screen, click the AI-Reader button. This opens the "Scan PO Documents with AI" modal.
3. Upload your document Drag and drop your file into the upload area, or click Upload Files to browse. Supported formats include images (JPG, PNG) and PDFs. Once uploaded, your file will appear listed under Purchase Order Files with a checkmark confirming it's ready.
4. Submit for scanning Click the confirm button to start processing. ETS will create a new PO and display a "Processing" status badge while the AI reads your document. You'll see the message: "AI is processing your documents… This page will update automatically." — no need to refresh.
5. Review the suggested lines Once processing is complete, the PO will populate with part lines pulled from the document. Each line shows a part number labeled Virtual, along with quantity, cost, and line total. Parts not yet in your inventory will show an Add Details button — click it to confirm the part before it's added to your inventory.
6. Fill in the PO header Review and complete the PO header fields — Vendor, Invoice Number, and any Notes. These may be pre-filled if the AI detected them in the document.
7. Save or Receive When everything looks correct, click Receive to receive the PO into inventory, or Save to hold it for later.
Tips
Best results come from clean, legible documents. High-contrast, clearly printed invoices scan most accurately.
Always review before saving. AI scanning is accurate but not perfect — spot-check part numbers and costs against the original document.
Virtual parts need confirmation. Any part not already in your inventory will be tagged as Virtual and require you to click Add Details before it's fully added.
The page updates automatically. You don't need to refresh while the AI is processing.
Frequently Asked Questions
What file types are supported? Images (JPG, PNG) and PDFs are supported. If a PDF isn't being recognized, try uploading a clear image of the document instead.
What if the scanned information is wrong? You can manually edit any line before saving. The AI suggestions are a starting point — you always have final say.
Does this work for Estimates too? Not yet. AI document scanning is currently available on Purchase Orders only.