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How do I check a purchase order with AI before I send it?

Before you send a purchase order, Apicbase can review each line and flag the ones worth a second look. This article explains how to switch the check on, how to read what it shows and how to run it again.

Switch it on

The check is off by default. It needs the AI module on your Apicbase account, which Apicbase switches on for you. If you do not see the AI Settings tab below, contact Apicbase support. After that, a library admin does the rest.

  1. Go to Settings > Library Settings.
  2. Open the AI Settings tab.
  3. In the row Purchase Order Verification, tick Enable Purchase Order Verification.

Library Settings, AI Settings tab, with Enable Purchase Order Verification ticked in the Purchase Order Verification row

The setting saves as soon as you tick it. There is no Save button. Untick it to switch the check off again. Only library admins can change this setting.

Read the flags

Open the cart on the Create Order page. Every line shows a sparkle icon while Apicbase checks it, with the tooltip Checking with AI.... When the check is done, each line shows a short label: a flag, or Looks good when there is nothing to point out.

The cart with six lines labelled Packaging Ambiguity, First time, Pending delivery, Packaging Ambiguity, Above par and First time, and the Verify PO and E-mail Order buttons in the cart footer

Hover over a label, or tap it on a touch screen, to see three sentences: what Apicbase noticed, the evidence for it and a suggested action. They are written in your Content Language. Labels, buttons and banners follow your Interface Language.

The tooltip of a First time label, showing the three sentences

A line can have more than one flag, but it shows one label. First time means you have not ordered this item from this supplier at this outlet before. The first time you order from a supplier at an outlet, every line shows First time, because there is no earlier order to compare with. Pending delivery appears when any earlier order at this outlet for the same item, from any supplier and in any pack size, has not been fully delivered yet. Above par compares what you order, plus what is in stock, with the par level, all in the item's base unit, across all pack sizes of that item in your cart.

Run the check again

If you reopen a cart that has not changed, Apicbase shows the earlier result. To run a new check, select Verify PO in the cart footer. The button is greyed out while a check is running.

Check before you send

Select Send or E-mail Order. In Confirm Purchase Order, the flagged lines move to the top and a badge shows how many items need attention, for example 5 items need attention. Hover over the badge to see their names. Then confirm as usual.

Confirm Purchase Order with the flagged lines on top and the badge 5 items need attention

The check never stops you from sending an order. It can take a while, so you can send the order without waiting. It works on the Create Order page of the web app and does not change your cart: the suggested actions are text only.

See also