Process Orders with Ella 

Once a document (attachment) is received by the AI Order Entry Assistant (Ella), it reads the attachment and the mail body, decides on its own whether it is a purchase order or a quote, and presents the extracted details for review before submission.

This article walks through the full review and approval workflow; verifying extracted data, switching between a quote and an order, resolving discrepancies, and submitting to WizCommerce.

Table Of Contents 

Before You Begin

• Your AI Order Entry Assistant must already be set up. If it isn't, see AI Order Entry Assistant, Getting Started.
• Make sure you have your dedicated AI Order Entry email address to hand, or your Email Connector is already set up.
• If a product has both a Base Price and a Sale Price configured, Ella will pick up the Sale Price during sales order creation.

A. Process a Single Purchase Order

B. How Ella Decides: Quote or Order

Ella handles both purchase orders (POs) and quotes. Earlier, you were given the option to submit a record as a quote or as an order, and you had to decide which one it was based on the attachment and how you read it.

Now, once Ella receives the attachment, it reads and analyses the attachment and the mail body and decides on its own whether it is a purchase order or a quote. Instead of presenting two options for you to choose between, Ella categorises the record directly as a PO or a quote, and you then make your decision from there.

On the page, you will see the details Ella has extracted, which can include the lead name, the price list tag, and pricing where it is available. From here you review the record and make your decision on it.

Switch a Quote to an Order

If a record has come in as a quote and you want to convert it into an order:

1. Click Switch to Order.
   
   
2. An order can be placed for a customer, not a lead
3. If Ella picks a lead, change it to a customer first. If Ella picks a customer and you want to change it, click Change.
   
   
4. Select a customer from the list of existing customers.
   
   
5. Or add a new customer and place the order against them.
   
   

Switch an Order to a Quote

If a record has come in as an order and you want to convert it into a quote:

1. Click Switch to Quote. 
   
   
2. A quote can be created for both a lead and a customer.
3. Click Change if you want to change the lead or customer. 
   
   
4. There are two scenarios: 
   1. For a Lead: Select a lead from the list or add a new lead.
      
      
      
      
   2. For a Customer: Select a customer from the list or add a new customer.
      
      
      
      

How Customers and Leads Are Identified

Customer identification works the same way it does on a purchase order. Whenever Ella receives information related to the requester, such as the mail domain, or the zip code of the ship-to address or the bill-to address, it uses that information to work out who the customer is.

With a quote, the requester may not be your customer yet; they may be a lead. Ella searches in this order:

1. Customer first. If the customer exists, Ella picks that customer directly.
2. Leads next. If there is no matching customer, Ella searches your leads to see whether the requester is an existing lead.
3. No match. Ella shows a "no match found" message only when there is no matching customer or lead.

In a quote, you have the option to choose a customer or a lead. You can choose from the leads you already have in your WizCommerce system, or bring them in from your existing CRM.

A quote can be created on a lead, but an order cannot. A lead is a potential customer you send a quotation to, and once the quotation is confirmed, the lead is converted into a customer and the order is placed against that customer. This is why a quote can be created on a lead, but an order cannot be placed on a lead.

C. Understand Confidence Scores on the Review Page

Every field the AI extracts from a purchase order, SKUs, quantities, prices, customer details, is shown on the review page with a confidence score. The score tells you how certain the AI is about that specific value, so you can spend your review time only on the fields that actually need it.

How the score is calculated

The assistant combines two checks:

• AI extraction confidence: How clearly the AI was able to read the value from the source document.
• System matching: How cleanly the extracted value matches your catalog and customer data. The assistant checks SKU first, then description, then price.

The two checks are combined into a single percentage shown next to each field.

How to read the score

• High score (for example, 97%): The extraction is almost certainly correct. You can trust the value as-is.
• Low score (for example, 60%): The AI is uncertain. Open the field, compare it to the original purchase order, and correct it if needed.

Fields with low confidence are highlighted in red so you can spot them at a glance.

D. Process Multiple Purchase Orders from One Email

The AI Order Entry Assistant can detect and process multiple purchase orders arriving in a single email, whether as separate attachments or as multiple pages within a single PDF.

1. Send or forward the email containing multiple purchase orders to your AI Order Entry email address.
2. Open your inbox in the AI Order Entry Assistant and select the relevant email entry.
   
   
3. Open any processed PO to begin reviewing. If the email contained multiple POs, for example, five separate attachments, all five are accessible from the review page. Use the tab at the top to switch between them without losing context.  
   
   
4. Review and submit each purchase order individually; open each one, make any adjustments, and select Submit Order. 
   
   
   
   

E. Handle Products with Modifiers

Modifier products are customization options applied to a base product at the time of ordering, such as fabric selection, pillow options, leg style, or finish. On a WizCommerce purchase order, modifiers appear as labeled customization fields under each line item.

F. Bulk Actions on Line Items

Within any individual order, you can select multiple line items and act on them at once; useful for orders with many products.

1. Open an order and go to the Line Items section. 
2. Select the items you want to update using the checkboxes.
   
   
3. Choose from the following bulk actions:
   1. Edit Quantity: Update quantities across all selected items at once
   2. Add a Note: Write a note against each selected line item
   3. Apply Discounts: Offer a discount across all selected products at once
   4. Edit Pricing: Update the price for all selected items in one action.
   5. Delete Items: Remove multiple products from the order at once.
      
      

FAQs

1. Will the order go straight into my ERP after I submit it?

A. No. All orders are saved as Draft Orders by default and require a second review and submission in WizOrder before they are confirmed. WizCommerce can turn off this two-step verification if needed.

2. What happens if the AI extracts the wrong product or quantity?

A. You can edit any field on the review page before submitting. Use the bulk actions on the line items section to update multiple items at once without editing each line individually.

3. Can I process a purchase order that arrived as a scanned image?

A. Yes. The AI Order Entry Assistant can read scanned documents and images, in addition to emails, PDFs, and spreadsheets.

4. Will Ella suggest an alternative if a product on the PO is unavailable?

A. Yes. If a requested product is unavailable, Ella surfaces similar alternatives directly on the draft order screen — matched by product family, spec attributes, and the customer's purchase history. The rep accepts the swap with one click. If back-order is enabled for that item, Ella accepts the order and marks the line as a back-order instead of blocking it.

5. Can Ella enforce Minimum Order Quantity (MOQ) and Incremental Order Quantity (IOQ) rules?

A. Yes, both. MOQ is the minimum number of units required for an item. IOQ means quantities must be in multiples of a set number. Ella reads both from the pricelist and blocks submission until the quantity is valid. For example, if an item is sold in sets of 2 and the PO requests 3 units, submission is blocked until the rep changes it to 2 or 4. Update the quantity on the flagged line and resubmit.

6. Can Ella split a single PO into multiple orders?

A. Yes, across three dimensions. All configurable per tenant:

• By Release Date: A PO with lines on different release dates becomes one ERP order per release date.
• By Warehouse: Lines are routed to separate ERP orders based on fulfilment location.
• By Customer: When a rep submits an end-of-day sheet containing orders for multiple customers in one attachment, Ella extracts each customer and creates a separate ERP order per buyer.

The rep sees a split preview on the draft page and can adjust before submitting.

7. Can Ella generate both quotes and orders?

A. Yes, Ella can generate both. Ella reads the attachment and email body and automatically categorizes the record as a quote or a purchase order. You review it and make your decision from there. If Ella has read the intent incorrectly, select Switch to Order or Switch to Quote to change it.