Each season, your vendors send new demo equipment: full clubs and components such as club heads and shafts that are interchangeable within a brand. Entering that inventory one item at a time, or reformatting a vendor's list into a spreadsheet, takes time.
The AI Demo Inventory Assistant works like the AI Special Order Assistant and AI Stock Order Assistant. Select the vendor (Club Make), upload the vendor's PDF confirmation or invoice, and the assistant extracts each club, head, and shaft and maps its details to your demo club fields. It can split assembled fitting cart clubs into separate head and shaft components, and you review every item and assign Tracking IDs before anything is added to your demo inventory.
The AI Demo Inventory Assistant is one of three ways to add demo inventory. You can also add clubs manually or upload them with a spreadsheet. For details on all options, Click Here.
In this article, we will discuss uploading a vendor PDF, reviewing and editing the imported items, assigning Tracking IDs, and importing the items into your demo inventory.
Uploading a Vendor PDF
To upload a vendor PDF with the AI Demo Inventory Assistant, follow these directions:
Navigate to Services > Demo Clubs > Inventory.
Click "AI Demo Inventory Assistant" (as shown below).
Select the Vendor (Club Make) the PDF came from. Selecting a vendor is optional, but highly recommended for the best results.
Note: To add a vendor that isn't listed, click "New Vendor."
Click "Choose File," navigate to the file on your device, select it, and click "Open." You can also drag the PDF into the upload area. Upload one PDF at a time. To use a different PDF, click "Replace."
Leave "Split heads and shafts into separate inventory items" selected to add heads and shafts as separate inventory items (as shown below). This is recommended for fitting carts with interchangeable shafts. With this option selected:
Drivers, fairway woods, hybrids, and standalone components are split automatically.
Irons, wedges, and putters remain full clubs unless the PDF labels them as components.
Click "Submit."
The AI Demo Inventory Assistant reads the document, extracts the clubs and their specifications, and matches them to your demo inventory fields. If processing fails, an error message is displayed. Click "Try Again" to restart the upload.
Note: Only PDF files are accepted. For tips on getting the best results from your upload, Click Here.
Reviewing Imported Items
When processing finishes, the Review Demo Inventory Items page opens with an editable draft of every item found in the PDF (as shown below). A summary at the top shows the total number of items and how many are Full Clubs, Heads, and Shafts.
Each row includes the following columns:
Tracking ID: Required. Starts empty because Tracking IDs are not on the vendor document. See Assigning Tracking IDs below.
PDF Line: The page and original line the item came from, so you can cross-check against the document. Hover to see the full line. This column cannot be edited.
Kind: Full Club, Head, or Shaft. The Kind controls which specification fields apply to the row.
Custom Fields: Your shop's demo fields, pre-filled from the PDF. Every cell can be edited. Cells that don't apply to a row's Kind show a dash.
If the PDF contains lines that aren't clubs (e.g., shipping or totals), a notice shows how many lines were skipped. Click "View" to see them (as shown below).
Click any column header to sort the items.
Bulk Editing Items
Use the "Bulk Edit" toolbar to update every selected row at once. The most common uses are assigning Tracking IDs and entering an invoice number. This section focuses on Tracking IDs, but any of your custom fields can also be updated in bulk.
Note: For any field other than Tracking ID, the value you enter is applied to every selected item.
Selecting Items
Before using the "Bulk Edit" toolbar, select the items to update with the checkboxes in the first column:
All Items: Check the box at the top of the column to select every item.
Specific Items: Check the box in each row you want to select. To select a range of rows, hold Shift while clicking.
Selected rows are highlighted. When only some items are selected, the top box shows a dash (as shown below).
Assigning Tracking IDs
Every item needs a Tracking ID before it can be imported. To assign Tracking IDs in bulk, follow these directions:
Select all items, or select the rows that need Tracking IDs, as described in Selecting Items above.
In the "Bulk Edit" toolbar, choose one of the following options (as shown below):
Numerical Order: Enter the first ID (e.g., TM-100900). Each following selected item counts up from it, skipping any ID already used in your inventory.
Auto-assign: Gives each selected item a unique ID automatically. You can always adjust an item's Tracking ID manually afterward if needed.
Note: A Tracking ID that already exists in your inventory, or is repeated in the draft, is flagged in the grid so you can fix it before importing.
Updating a Custom Field
To set the same value for a custom field, such as an invoice number, across multiple items, follow these directions:
Select all items, or select the rows you want to update, as described in Selecting Items above.
In the "Bulk Edit" toolbar, select the custom field. The field's column is highlighted while you edit it.
Enter or select the value to apply it to every selected row (as shown below).
Row Actions
Each row has its own action menu (as shown below):
Clone: Duplicates the row, keeping its Kind and specifications with a blank Tracking ID.
Add new row: Inserts a blank item of the same Kind. Use this when a head and shaft were combined into one row.
Delete: Removes the row from the draft.
Importing Items into Demo Inventory
To import the reviewed items, follow these directions:
Confirm every item has a Tracking ID and no rows are flagged.
Click "Import" to add the items to your demo inventory.
The Demo Inventory dashboard opens with a confirmation showing how many demo clubs were added (as shown below). The new items are ready to issue to members and guests.
