Once your AI Order Entry Assistant is set up, processing a purchase order takes only a few steps — forward it to your dedicated email address or let your connected inbox handle it automatically, review the extracted details, and submit. The AI handles everything in between.
Platform: WizOrder | Who is this for: Administrators, Sales Representatives
To Get There: Ella> Home
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.
A. Process a Single Purchase Order
When a purchase order comes in, the AI does the heavy lifting; it reads the details, maps them to your records, and queues the order for your review. All you need to do is verify and submit.
Note: If you are using an Email Connector; no action needed. Any purchase order arriving in your connected inbox is picked up and processed automatically.
Here's how to process a purchase order from start to finish:
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If you are using a dedicated email address; forward the purchase order from your inbox to your AI Order Entry email address.
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The AI Order Entry Assistant sends an acknowledgment email confirming it has received the purchase order and is processing it.
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Once processing is complete, you receive a follow-up email in the same thread. Click View Order to open the review page.
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On the review page, verify all extracted details alongside the original purchase order, customer information, products, pricing, and PO number. Edit any field if needed.
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Once all details are verified, select Submit Order. You'll land on an order summary page with full order details and an option to track the order in WizOrder.
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Once submitted, you are redirected to the order confirmation page. If two-step verification is enabled, select Go to WizOrder to review and confirm the order, all orders are saved as Draft Orders by default.
Note: All orders processed by the AI Order Entry Assistant are saved as Draft Orders by default. If a two-step verification is in place; you'll need to review and submit the order again in WizOrder to make it confirmed.
B. 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.
- Send or forward the email containing multiple purchase orders to your AI Order Entry email address.
- Open your inbox in the AI Order Entry Assistant and select the relevant email entry.
- 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.
- Review and submit each purchase order individually; open each one, make any adjustments, and select Submit Order.
Note: Multiple POs sent as separate attachments are each processed individually. Multiple POs within a single PDF are detected and separated page by page. All orders from the same email are grouped on one review screen.
C. Handle Modifier Products
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.
When the AI Order Entry Assistant processes a purchase order containing modifier products:
- On the preview page, locate the relevant line item in the order items section
- Cross-check each modifier against the original purchase order displayed on the left panel, confirm the label and value match exactly.
- Verify that each modifier has been captured correctly, confirm the label and value match the original purchase order.
- Edit any field if needed, then proceed to submit the order as normal.
Note: Always review modifier fields before submitting. If a product has multiple customization options, verify each one individually to avoid errors downstream.
D. 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.
- Open an order and go to the Line Items section.
- Select the items you want to update using the checkboxes.
- Choose from the following bulk actions:
- Edit Quantity: Update quantities across all selected items at once
- Add a Note: Write a note against each selected line item
- Apply Discounts: Offer a discount across all selected products at once
- Edit Pricing: Update the price for all selected items in one action.
- Delete Items: Remove multiple products from the order at once.
FAQs
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Will the order go straight into my ERP after I submit it?
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. -
What happens if the AI extracts the wrong product or quantity?
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.
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Can I process a purchase order that arrived as a scanned image?
Yes. The AI Order Entry Assistant can read scanned documents and images, in addition to emails, PDFs, and spreadsheets.