Manage and Track Orders in AI Order Entry Assistant

The AI Order Entry Assistant dashboard provides a central view of all processed, pending, and flagged orders. This article explains how to use the inbox view, filter by status, reprocess orders, and track order history over time.

Table of Contents

Before You Begin

• Orders must already have been processed by the AI Order Entry Assistant. If you have not set this up yet, see Get Started with AI Order Entry Assistance and Processing Orders with AI Order Entry

A. Use the Notifications Tab

The Notifications tab is your single view of everything happening inside the AI Order Entry Assistant (Ella). As orders move through the processing pipeline, from arrival to ERP submission, the assistant posts a notification, so nothing slips through the cracks.

Open the Notifications tab

1. In the AI Order Entry Assistant, click the Notifications tab.
   
   

Filter notifications by category

The Notifications tab is organized into three filterable categories: 

• Needs Action: Purchase orders that need your review, including drafts and items flagged during processing. This is your immediate to-do list.
• Updates: System activity, including purchase orders processed successfully, orders submitted to your ERP, and any failed ERP submissions.
• Unread: Only new, unread notifications. Useful for catching up after being away. 
  
  

What triggers a notification

The assistant creates a notification when:

• A purchase order finishes processing.
• A purchase order is flagged for review.
• A purchase order is submitted to your ERP.
• An ERP submission fails.

A. Customer Specific Processing Rules

Now you can add custom instructions to the AI Order Entry Assistant at two levels, tenant level and customer level, so that purchase orders are processed accurately for every customer, regardless of how they submit their POs.

Adding prompts gives the AI the extra context it needs to process each PO correctly.

Tenant-Level Prompt

A tenant-level prompt applies across all purchase orders processed through your account. Use this for instructions that apply universally, for example, how to handle SKUs that differ from your internal catalog.

1. Navigate to Prompt Management in the AI Order Entry Assistant
2. Under Tenant Level Prompt, select + Add New Prompt to add a new instruction, or select the edit icon next to an existing prompt to update it.
   
   
3. Click Save.

Customer-Level Prompt

A customer-level prompt applies only to purchase orders from a specific customer. Use this for instructions that are unique to that customer, for example, their pricing scheme or discounting process.

1. Navigate to Prompt Management in the AI Order Entry Assistant.
2. Select Prompts.
3. Under Customer Level Prompt, select the customer you want to configure. 
   
   
   
   
4. Enter your instructions in the prompt field.
5. Select Save.

B. Filter, Sort, and Save Custom Views

When managing a large number of orders through the AI Order Entry Assistance, you can use filtering, sorting, and saved custom views to help you stay organized.

• Filters and sorting, Apply filters and sort on any field, such as status, customer, or order value, to quickly locate a specific order. 
• Custom views: Save a custom view tailored to your workflow, for example, a view showing only draft orders assigned to specific users. Saved views apply the same filters automatically each time. You can reset to the default view at any time

C. Track AI-Processed Orders

Orders processed by the AI Order Entry Assistant can be tracked in two places:

1. Go to Sales > Orders in WizOrder to find the processed order in your order list.
2. On the AI Order Entry Assistant homepage, select the Home tab, all processed orders appear in home page, giving you a full view of everything the AI has handled.

FAQs

1. Where is the fastest place to check if an order has been processed?

A. The right sidebar on the AI Order Entry Assistant homepage shows all processed orders under the Home tab,  it is the quickest way to get a full view without navigating to the Sales Rep App (WizOrder).

2. How do I know if an order is still a draft or has been confirmed?

A. Check the order status in the Orders tab in the Sales Rep App (WizOrder). Draft orders still need a second review and submission in  the Sales Rep App (WizOrder). before they are confirmed.

3. Can I save different views for different team members?

A. Yes. You can create and save multiple custom views across all WizCommerce pages, including Orders, Quotes, Catalogs, Customers, and AI Order Entry Assistance. Each saved view retains its own filter and sort settings, so you can switch between them instantly without reconfiguring each time.