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Upload supplier packing slips for inventory update

Upload delivery notes from your suppliers as a PDF or image and let AI automatically extract item numbers and quantities for stock updates.

Reading time: approx. {eight} minutes
Shopejer

What is the feature?

When you receive goods from a supplier, you can upload the delivery note directly in Shoporama. The system uses AI (GPT-4o) to automatically read item numbers (SKU) and quantities from the document. You can then review the extracted data and stock the items with one click.

You find the function under Warehouse → Import/export → Upload delivery note in admin.

Supported file formats

  • PDF - delivery notes, invoices, packing lists in PDF format.
  • Images - JPEG, JPG and PNG (e.g. a photo of a delivery note).

You can upload multiple files at a time.

Here's how you do it

  1. Go to Warehouse → Import/export and click Upload delivery note.
  2. Select one or more files from your computer (PDF, JPEG, JPG or PNG).
  3. Click Upload. The system analyzes the files with AI and extracts item numbers and quantities.
  4. You will see a table with the products found:
    • Checkbox to select/deselect products.
    • Item number (SKU) that AI has found.
    • The matched product with image (or "Not found in webshop" if SKU does not match).
    • Quantity - can be edited manually before adding.
  5. Select the products you want to stock and click Add selections to stock.

How does the system match products?

The system matches the found item number (SKU) against your products:

  1. First, variant SKUs are searched. If a variant matches, stock is added with the correct attributes.
  2. Then the products' primary SKU is searched. Products with variants are skipped here (as it is not possible to add generic stock to a variant product).

Tips to keep in mind

  • Make sure that your products' SKU numbers in Shoporama match those on the supplier's delivery notes.
  • The AI recognizes many types of SKUs, including SKU, item number, product number and style no.
  • Always review the extracted data before adding to inventory - the AI can make mistakes, especially with poor image quality.
  • You can delete uploaded files with the Delete all uploaded files button when you're done.