Using the AI Order Parser

The AI Order Parser lets you upload PDF documents — such as customer emails, purchase orders, or booking confirmations — and automatically extract order details from them. Instead of manually typing out every field, the AI reads your document and fills in the order for you. You then review, make any corrections, and confirm.

Finding the AI Parser

1. From the main menu, click Orders.
2. Along the top of the Orders screen, you'll see a row of tabs: Search, Pending, Confirmation, and AI Parser.
3. Click the AI Parser tab.

Uploading a Document

1. On the AI Parser screen, click the Upload Documents button.
2. A pop-up window will appear with two things to fill in:
   • Customer — Select the customer this document relates to from the dropdown. This is required so the system knows which account to link the order to.
   • File Upload Area — Drag and drop your PDF file into the upload zone, or click to browse and select a file from your computer. Only PDF files are accepted (up to 50 MB).
3. Once your file is uploaded, the system will begin processing it automatically. You can close the pop-up — the parsing happens in the background.

Adding a Custom Prompt (Optional)

Sometimes your documents have a particular layout or use terminology that differs from the norm. You can give the AI extra instructions to help it understand.

1. In the upload pop-up, look for the Set custom prompt toggle and switch it on.
2. A text box will appear labelled Customer Prompt. Type any extra instructions here, for example:
   • "The collection address is always in the top-right corner of the page."
   • "Ignore the footer — it contains template text, not order details."
   • "PO numbers in these documents start with the prefix BK-."
3. These instructions are saved against the customer, so you only need to set them once. Future uploads for the same customer will automatically use them.

You may also notice a Learned Rules section appear when you select a customer. These are rules the system has automatically picked up from your previous corrections — you don't need to do anything with these, but they show you what the AI has learned over time.

Reviewing the Parsed Order

Once the AI has finished processing your document, it will appear in the AI Parser list with a status indicating it's ready for review.

1. Find your document in the list and click the Review button.
2. A review screen will open with two panels side by side:
   • Left panel — A preview of your original PDF document so you can refer back to it.
   • Right panel — The order form, pre-filled with the details the AI has extracted.
3. You can drag the divider between the two panels to make either side larger or smaller.

What to Check

Work through the form and verify the key details:

• Order Type — Has it picked the right type of job?
• References — Check the order reference and PO number are correct.
• Collection & Delivery Details — The AI will attempt to match addresses to locations already in your system. You'll see icons next to each location:
  • ✓ (tick) — Confidently matched to an existing location.
  • ⚠ (warning) — A suggested match that you should verify.
  • ✗ (cross) — No match found. You'll need to select a location manually or create a new one.
• Cargo / Products — Check the product and quantity are correct.
• Dates & Times — Verify any collection or delivery dates have been read correctly.

Making Corrections

Every field in the review form is fully editable. If the AI got something wrong, simply correct it:

• Text fields — Click into any field and type the correct value.
• Locations — Use the dropdown to pick from the AI's suggestions, or use the search box to find the right location. If the location doesn't exist yet, click Create New to add it using the details the AI extracted from the document.
• Products — Select from the AI's suggestions or search for the correct product.

Look out for "AI Found" hints beneath fields — these show you exactly what text the AI pulled from the document, which can help you understand why it made a particular suggestion.

Confirming or Rejecting

Once you're happy with the order details:

• Click Confirm to create the order in the system. The order will be created just as if you had entered it manually.
• If the document isn't suitable or the AI has misread it beyond repair, click Reject instead. You can provide a reason, which helps improve the system over time.

How the AI Improves Over Time

One of the most powerful features of the AI Parser is that it learns from your corrections. Every time you fix a field and confirm an order, the system records what changed and builds up rules for that customer. This means:

• If you correct a location name once, the AI will remember that mapping for next time.
• If you consistently change a product, the AI will learn the alias.
• Custom prompt rules are automatically refined based on patterns in your corrections.

The more you use it, the more accurate it becomes — so don't be discouraged if the first few parses need a lot of tweaking. It gets better quickly.

Tips for Best Results

• Use clear PDFs — Scanned documents work, but clean, text-based PDFs give the best results.
• Set a custom prompt early — If a customer's documents have a unique layout, adding a prompt hint up front saves time.
• Always review before confirming — The AI is a time-saver, not a replacement for checking the details.
• Correct rather than reject — Confirming with corrections teaches the AI; rejecting doesn't.