AI & Automation

AI PDF Invoice Detail

Reviews one AI-extracted vendor invoice line by line before it is posted. Lines the AI could not match to a Quasar item are flagged so you can correct the item number or mark the line as a new item to be created. When every line resolves, Post Invoice creates a Vendor Invoice. Opened from AI PDF Invoices with Process Selected.

Header Fields

Extract ID

Read-only identifier of the extraction record.

Status

Read-only processing state of this invoice.

Vendor

Read-only vendor the invoice was matched to, from the skill's default vendor.

Invoice #

Read-only vendor invoice number as read from the PDF.

Invoice Date

Read-only vendor invoice date as read from the PDF.

Due Date

Read-only payment due date as read from the PDF or calculated from the vendor's terms.

Store

Receiving store for the posted invoice. Defaults from the skill or the ship-to address on the PDF, and can be changed before posting.

Default Dept

Department applied to lines marked Not Found when new items are created.

Default Subdept

Subdepartment applied to lines marked Not Found when new items are created.

Line Items

One row per line read from the PDF. The first columns show what the AI extracted; the last columns are where you resolve the line to a Quasar item.

Column	Editable	Description
Item #	No	Item number as printed on the vendor invoice.
Vendor #	No	Vendor's own part number for the item.
UPC	No	UPC read from the invoice, when present.
Description	No	Line description as printed on the invoice.
Qty	No	Quantity received.
Unit	No	Unit of measure as printed on the invoice.
Unit Price	No	Cost per unit as printed on the invoice.
Line Total	No	Extended cost for the line.
Tax %	No	Tax rate applied to the line.
Matched Item#	Yes	The Quasar item this line will post to. The AI matches by item number, then UPC, then vendor number. Correct it here if the match is wrong or missing.
Not Found	Yes	Check to create a new item for this line instead of matching an existing one. The Dept and Subdept columns then apply.
Dept	Yes	Department for the new item. Only used when Not Found is checked.
Subdept	Yes	Subdepartment for the new item. Only used when Not Found is checked.

Dept (line editor)

Department chooser shown in the Dept column while a line is being edited. Defaults from Default Dept in the header.

Subdept (line editor)

Subdepartment chooser shown in the Subdept column while a line is being edited. Defaults from Default Subdept in the header.

Totals

Vendor Subtotal

Subtotal as printed on the vendor's invoice.

Tax

Tax total as printed on the vendor's invoice.

Total

Invoice total as printed on the vendor's invoice.

Line Total

Sum of the line items above. Compare this with the vendor total to confirm the extraction is complete and arithmetically sound before posting.

Actions

Fix Not Found

Steps through the unmatched lines so each can be resolved without hunting for them in the table.

Post Invoice

Creates a Vendor Invoice from the reviewed lines. Available once every line is either matched to an item or marked Not Found with a Dept and Subdept.

Ignore

Marks the extraction as Ignored and leaves it unposted. Use for duplicates or invoices that should not be imported.

Close

Closes the screen. Review changes are kept so the invoice can be finished later.

Related Screens