Importing Suppliers and Purchase Orders with AI
The AI does the typing. You place the order. Purchase orders are always drafts, and the AI never places an order, changes stock or receives a delivery.
Before you start
- An AI assistant connected. See AI Connections Overview.
- The Inventory Import permission ticked on the approval screen. It is never granted automatically.
Steps
Import your catalog first
An order can only list products you already have. See Importing Your Catalog.
The catalog — screenshot coming soon
Share the list or the quote
Send a supplier list, a photo of a quote, a proforma invoice or a spreadsheet and ask it to set up the suppliers or draft the order. Name the location if it is not your default.
Sharing a quote — screenshot coming soon
Check the costs in the preview
It lists suppliers to add or update and each purchase order with its lines and total. The preview expires after 30 minutes.
A purchase order preview — screenshot coming soon
Approve, then place the order in the app
Open Advanced Inventory → Purchase Orders, check the draft and place it. That is when the order becomes real.
A draft purchase order — screenshot coming soon
What happens next
- Nothing is written until you approve the preview in the chat. The approval covers only that one preview.
Edge cases
- Limits. 100 suppliers, 20 purchase orders and 200 lines per order. Order lines match on SKU, barcode or the exact product name.
- Existing suppliers update. A row with an existing name or code updates it partially, so a row with only a phone number changes only the phone.
- It never places an order, adjusts stock, receives a delivery, runs a count or creates a product, and never guesses a cost.
- Needs Advanced Inventory, which is not included in the free trial.
- Errors. No product matches: import it first. No inventory location named: check the spelling or leave it out to use the default.
- Everything is one all-or-nothing save. If any part fails, the whole import is rolled back.
- If the assistant says it cannot write, the import permission was not granted or your role does not cover it. Disconnect and reconnect, ticking it on the approval screen. On ChatGPT especially, leave it ticked.
Works with
| Add-on or plan | What changes on this page |
|---|---|
| AI Connections add-on | Required on the store. Paid, and free during the free trial and early release. The AI vendor may also need a paid plan, which is separate. |
| Advanced Inventory add-on | Required, and not in the free trial. |