AI Supplier Invoice Auto-Import Feature


Our Supplier Invoice Auto-Import feature streamlines the process of uploading supplier invoices. Customers can effortlessly upload invoice PDFs, and the system will automatically populate the relevant fields with the information extracted from the document. This eliminates the need for manual data entry. Users can review and edit the imported data before finalizing it, and multiple invoices can be uploaded at once.

View Setting

➡️Suppliers tab > View all suppliers

➡️Search customer > On-going works > View > Cost tab

 

This feature allows customers to automatically generate supplier invoices within Commusoft by simply uploading the PDF. The system extracts the necessary information and fills in the corresponding fields.

This feature is not compatible with invoices that include discounts or delivery charges. If either are present, the system may not process the invoice correctly.

 

Upload a Supplier Invoice with AI

Upload Locations:

➡️ Supplier Tab

➡️ Jobs > Cost Tab

Uploading Invoices:

  • Ensure the PDF invoice has no more than 2 pages and is under 5 MB in size.
  • Drag and drop the invoice PDF into an upload location.
  • If the PDF meets all criteria, a confirmation message will appear. If not, an error message will be shown.

A new section under the Suppliers tab, titled Invoices to be Parsed, has been added to track invoices that are pending processing.

 

Auto-Import Criteria for Parts:

For a line to be recognised as a part by the auto-import feature, the following conditions must be met:

  • A corresponding Purchase Order (PO) must exist in Commusoft.
  • The number of lines identified by auto-import must match the number of lines in the PO.
  • The quantity and price for each line must match those in the PO.

 

Status':

  • Processing: Invoice is sent to be processed, awaiting a response.
  • Error: An error occurred while processing the invoice.
  • Information Missing: Essential details like invoice number, date, supplier name, total amount, etc., are missing.
  • Ready: All fields are correctly populated.

If the status is 'Information Missing', the 'Confirm' button will be disabled.


Post-Processing:

  • You can edit or delete invoices if necessary. Once an invoice is marked as Ready, you must confirm it to create the supplier invoice in the system.


Handling Missing Information:

  • If the supplier name on the invoice doesn’t match the selected supplier name in Commusoft, the invoice will be flagged as Missing Information.
  • A pop-up will prompt you to confirm or correct the supplier name. Once the missing details are provided, the Confirm & Create Invoice button will be enabled.

Final Steps:

  • Once confirmed, the invoice will be created and removed from the Invoices to be Parsed list.
  • You can view the created invoice in the upload location that you choose.