Skip to main content

[Beta] Special Order Entry - AI Assisted

This feature is in Beta and is not available to all customers. Use the AI Special Order Assistant to create, add to, or update Special Orders from an uploaded vendor confirmation PDF.

Manually retyping every line from a vendor's order confirmation into a Special Order takes time and invites data-entry mistakes. The AI Special Order Assistant, powered by Google Gemini, helps you save time and improve accuracy by populating or updating Special Orders directly from a PDF of your vendor's order confirmation.

Special Orders can always be entered manually, but with AI-assisted upload, the Assistant reads the PDF and populates or updates a Special Order for you — what exactly happens depends on where you start the upload, covered below.

In this article, we will discuss how to use the AI Special Order Assistant to create and update Special Orders. For additional tips on getting the best results from your upload, Click Here.

Things to Consider:

While the Assistant has been trained on many vendor formats, it may not perfectly capture every detail from your PDF. Review and edit the pre-populated information before saving.

Additionally, if the first upload does not pull in the majority of the information, you can run the AI Special Order Assistant again rather than canceling the order. The AI Assistant is learning and usually makes a better attempt the second time.

What You Can Do with the AI Assistant:

The AI Special Order Assistant can help you in three ways:

  • Create a new Purchase Order, with its Special Orders, from a vendor's order confirmation.

  • Add new Special Orders to a Purchase Order you already started.

  • Edit a Special Order that's already attached to a Purchase Order.

Each option is covered in its own section below.

Creating a New Purchase Order:

To create a new Purchase Order with the AI Special Order Assistant, follow these directions:

  1. Navigate to the AI Special Order Assistant from:

    • Special Order Dashboard: Navigate to Orders > Special Orders > Dashboard.

    • Purchase Order Dashboard: Navigate to Orders > Special Orders > Purchase Orders.

  2. Click "AI Special Order Assistant" (as shown below).
    ​

  3. Select the Vendor the PDF came from.

  4. Click "Upload PDF," navigate to the file on your device, select it, and click "Open."

  5. Click "Submit."

  6. The Golf Shop AI Assistant uploads and reads the document.

  7. Once processing completes, a new Purchase Order opens with a new Special Order for each line found in the document, including item details, pricing, product category and fields, shipping, and logo information (as shown below).
    ​

  8. Review the populated fields — each one the Assistant filled is highlighted as "AI-imported from PDF" — and make any necessary edits. Also review the other areas of the order and make any additional updates as needed.

  9. After adding all of the necessary items to the Purchase Order, select one of the following options:

    1. Re-Submit to AI Assistant: Click "Re-Submit to AI Assistant" to upload another PDF — for example, to try a different vendor confirmation, or to re-read the same one. This replaces the Special Orders currently on the Purchase Order, including any edits made since the import (as shown below).
      ​

      Click "Continue" to proceed, or "Cancel" to keep the Purchase Order as is.

    2. More Ordering Actions: Then select one of the following:

      1. Send Quote: Click "Send Quote" if you need to have the member or guest approve the Special Order before placing it with your vendor. For complete details on sending special order quotes, Click Here.

      2. Save and Add another item to this Order: Allows you to create a purchase order with multiple special orders. Further, details from the first order populate the second order for quick entry of multiple item special orders. For more details about multiple item orders, Click Here.

      3. Save and Order Later: Click "Save and Order Later" if you intend to wait and place the order with the vendor at a later time. The order will then be placed in the "Orders to Place" stage. At this stage, the information has been entered, and the purchase order is ready to be placed with the vendor.

    3. Save and Order Now: Click "Save and Order Now" to create the special order and order it immediately with the vendor. This will take you to the place order screen. Once the order is placed, it will move the special orders to the "Orders Placed" stage on the dashboard.

Adding Special Orders to an Existing Purchase Order:

To add new Special Orders to a Purchase Order you already started, follow these directions:

  1. Navigate to Orders > Special Orders > Purchase Orders, and open the Purchase Order you want to add to.

  2. Click "AI Special Order Assistant" from the toolbar (as shown below).
    ​

  3. Select the Vendor the PDF came from, if it isn't already set.

  4. Click "Upload PDF," navigate to the file on your device, select it, and click "Open."

  5. Click "Submit."

  6. The Golf Shop AI Assistant uploads and reads the document.

  7. Once processing completes, a new Special Order is added to the Purchase Order for each line found in the confirmation, including item details, pricing, product category and fields, shipping, and logo information (as shown below).
    ​

  8. Review the populated fields — each new Special Order is highlighted as "AI-imported from PDF" — and make any necessary edits. Also review the other areas of the order and make any additional updates as needed.

  9. After adding all of the necessary items to the Purchase Order, select one of the following options:

    1. AI Special Order Assistant: Click "AI Special Order Assistant" again to upload another PDF. If the Purchase Order has unsaved changes at that point, this opens an "Unsaved Changes" window warning that recent edits — such as Customer, SKU, or Product Category — may be replaced with information from the PDF. Choose "Save and Continue," "Continue Without Saving," or "Cancel" to proceed.

    2. More Ordering Actions: Then select one of the following:

      1. Send Quote: Click "Send Quote" if you need to have the member or guest approve the Special Order before placing it with your vendor. For complete details on sending special order quotes, Click Here.

      2. Save and Add another item to this Order: Allows you to add another item to this same order for quick entry of multiple item special orders. For more details about multiple item orders, Click Here.

      3. Save and Order Later: Click "Save and Order Later" to save your changes and keep the order in the "Orders to Place" stage.

    3. Save and Order Now: Click "Save and Order Now" to order the Purchase Order immediately with the vendor, moving it to the "Orders Placed" stage.

Editing a Special Order Within an Existing Purchase Order:

To update a specific Special Order that's already attached to a Purchase Order, follow these directions:

  1. Navigate to one of the following, and click the corresponding button to open the AI Assistant:

    • Special Order: Navigate to Orders > Special Orders > Dashboard, open the Special Order, and click "Save and Open AI Assistant" (as shown below).
      ​

    • Purchase Order: Navigate to Orders > Special Orders > Purchase Orders, open the Purchase Order that contains the Special Order, and click "AI Special Order Assistant" (as shown below).
      ​

  2. Click "Upload PDF," navigate to the file on your device, select it, and click "Open."

  3. Click "Submit."

  4. The Golf Shop AI Assistant uploads and reads the document.

  5. Once processing completes, the Special Order's fields are updated with the confirmation's details (as shown below). Each field on the Special Order falls into one of the following behaviors during the merge:
    ​

    • Filled if empty: the field is filled if it was previously empty, and is marked "AI-imported from PDF — please double-check this field."

    • Updated: if the AI Assistant finds an update to the field's value, it is updated in the Special Order and highlighted as "AI Overwrote," showing the previous value with the option to click "Undo" to revert that specific field.

  6. Additionally, you will need to take action by reviewing and confirming or reverting the changes. Each Special Order the AI Assistant touched is also marked "Needs Review" along with a confidence percentage. Review each updated field within each touched Special Order. If a field was updated incorrectly, you can click "Undo" to revert the changes for that field.

    After reviewing all updated fields for a Special Order, click "Confirm" to accept the changes for that Special Order, or "Original Special Order" to revert all of its changes back to how it was before the upload.

  7. Review the other areas of the Special Order and make any additional updates as needed.

  8. After reviewing, select one of the following options:

    1. AI Special Order Assistant: Click "AI Special Order Assistant" again to upload another PDF. If there are unsaved changes at that point, this opens an "Unsaved Changes" window warning that recent edits — such as Customer, SKU, or Product Category — may be replaced with information from the PDF. Choose "Save and Continue," "Continue Without Saving," or "Cancel" to proceed.

    2. More Ordering Actions: Then select one of the following:

      1. Send Quote: Click "Send Quote" if you need to have the member or guest approve the Special Order before placing it with your vendor. For complete details on sending special order quotes, Click Here.

      2. Save and Add another item to this Order: Allows you to add another item to this same order for quick entry of multiple item special orders. For more details about multiple item orders, Click Here.

      3. Save and Order Later: Click "Save and Order Later" to save your changes and keep the order in the "Orders to Place" stage.

    3. Save and Order Now: Click "Save and Order Now" to order the Purchase Order immediately with the vendor, moving it to the "Orders Placed" stage.

Related Articles
Did this answer your question?