Manually retyping every line from a vendor's order confirmation into a Special Order takes time and invites data-entry mistakes. The Special Order Assistant, powered by Google Gemini, is a tool that helps you save significant time entering special orders while providing a high level of order detail.
This feature is currently available to a limited group of customers, and this article will continue to expand as more upload scenarios are tested. In this article, we will discuss how to get the best results from your upload today.
To help minimize mismatches and optimize output, please review the tips and tricks below to get the best results from your upload.
Upload the vendor's PDF order confirmation in its original PDF format; avoid scanned copies, photos, or files with handwritten notes added.
Select the correct Vendor before uploading.
Review every line on the pre-filled Purchase Order before saving. Product categories and fields are matched only from your shop's existing category list, so confirm each item landed in the category you expect.
Confirm shipping details, logo/embroidery charges, and drop-ship information carried over accurately, and edit any fields that need adjustment.
Assign a member or guest to each Special Order before saving — the AI Assistant never assigns a customer automatically, so nothing is saved without your review.
The source PDF stays attached to the Purchase Order and can be downloaded any time you reopen the order.
The AI Assistant reads the vendor's wholesale price, but always leaves the selling price blank for you to enter — pricing varies by facility, so this is expected, not a gap.
Only clearly labeled dates (e.g., Ship Date, In-Hand Date) are captured — unlabeled dates, or dates missing a year, are left blank rather than guessed.
Logo/embroidery charges are divided evenly across the quantity on that line.
If a page break on the PDF separates an item, the quantity may not fill in for that line — double-check any item split across two pages.
Item sets written as a single line (e.g., "9/PW/SW/LW" for a full iron set) are read as a quantity of 1, not the number of individual clubs.
Orders sold by the dozen, set, or case keep that unit (e.g., "2 dozen") rather than being converted into a piece count.
Note: These tips reflect the current beta release and will be updated as more upload scenarios are tested.
