Uploading and Reviewing AI Orders

Overview

AI Orders lets you upload PDF order documents directly into TransMaS, where AI reads them and creates orders for you. All you need to do is check the details and confirm — no manual data entry required.

This guide covers how to upload a PDF and how to review and confirm the order that AI creates from it.

Uploading a PDF Order

1. From the main menu, go to Orders > AI Order Parser.
2. Click the Upload Documents button in the top-right corner.
3. A window will open. Start by selecting the customer that the order is from using the dropdown at the top.
4. Drag and drop your PDF file into the upload area, or click it to browse your computer. You can upload more than one file at a time.
5. Click Upload & Parse. The window will close and you'll see the processing status on screen. This usually takes just a few seconds.
6. Once processing is complete, a Review button will appear next to the order. You're ready to check the results.

Reviewing an AI Order

When the AI has finished processing your document, it's time to review what it found.

1. Click the Review button next to the order you want to check.
2. A large review screen will open. On the left side you'll see the original PDF document. On the right side you'll see the order details that the AI has extracted.
3. At the top of the right-hand side you'll find:
   • Order Type — The type of order (e.g. Collection, Delivery). The AI will suggest a match.
   • Reference — The order reference number extracted from the document.
   • PO Number — The purchase order number, if one was found.
   • Internal Notes — A space to add any notes for your team.
4. Below that you'll see summary cards for each part of the order:
   • Collection — Where the goods are being collected from and when.
   • Delivery — Where the goods are going and when.
   • Cargo — What products are being moved and how many.
   • Rate — The agreed rate for the job.
5. Click on any card to expand it and see the full details.

Checking Locations

5. Click the Collection or Delivery card to expand it. You'll see:
   • Location — The address the AI found. It will try to match this to an existing location in your system. If it can't find a match, you can search for the correct one or create a new location.
   • Date and Time — The collection or delivery window.
   • Reference — Any reference number specific to this location.

Checking Cargo

6. Click the Cargo card to see the list of products. For each item you'll see:
   • Product — The product name, matched to your product list where possible.
   • Quantity — The amount being moved.
7. You can edit any of these, remove items, or add new ones using the Add Product button.

Checking the Rate

7. Click the Rate card to check the pricing. You'll see:
   • Rate Type — How the job is priced (e.g. Standard, Per Unit).
   • Value — The rate amount.

Making Corrections

If anything doesn't look right, simply click on the field and change it. The AI learns from your corrections — next time it processes an order from the same customer, it will remember what you changed and try to get it right first time.

Confirming the Order

8. Once you're happy that all the details are correct, click the Create Order button at the bottom of the screen. The order will be created in TransMaS and removed from the pending list. You'll find it in your normal orders screen, ready to schedule.

Rejecting an Order

If the document isn't a valid order or you don't want to create it:

• Click the Reject button on the pending list (or close the review screen and click Reject from the list).
• You'll be asked to give a reason — this helps us improve the AI over time.

Asking AI for Help

If the AI hasn't extracted something correctly and you're not sure how to fix it, click the Chat with AI button at the bottom of the review screen. You can ask the AI questions about the document or request it to re-read specific sections.

Troubleshooting

The order shows “Failed” status

Click the Re-parse button to try again. If it continues to fail, the document may be in a format the AI can't read — try uploading a clearer version.

The AI matched the wrong location or product

Click on the field and search for the correct one. The AI will learn from your correction for future orders from this customer.

I can't see the Upload Documents button

Make sure you have the correct permissions. If you're unsure, ask your system administrator to check your user role.