What it does
A prompt is a note you give the AI before it reads a bill or purchase order. Write the rule once, and the AI follows it every time. This helps when a vendor sends documents in an odd format, or when you always want a field handled a certain way.
Prompts apply to every inventory file in your account, not just the one you open them from. Each prompt is used on every bill or purchase order it covers, so if a rule is meant for 1 vendor, name the vendor in it.
Open AI Bill Rules
In the left menu, go to Stores & Files, then Inventory Files.
Click your inventory file to open File Settings.
Click Edit.
Click Purchasing & Vendors.
Next to AI Bill Rules, click Manage Prompts.
Add a prompt
Click Add Prompt.
Under Name, give it a name you'll recognize, like "Apex Vendor Rule".
Under Applies To, pick Both Bills and POs, Bills only, or Purchase Orders only.
Under Custom Instructions, write your rule in plain words, the way you'd explain it to a new team member. You can use up to 4000 characters.
Click Save.
New prompts are on right away. From now on, the AI follows your rule each time it reads that kind of document.
Turn a prompt off, edit or delete it
Each saved prompt has its own on/off switch. Turn it off to stop using it without deleting it.
To change a prompt, click the pencil on it. You can only edit a prompt while it's on.
To remove it, click the trash can and confirm Delete.
Examples you can copy
A PO lists cases, but you track single units: "When a PO lists cases but our catalog tracks single units, multiply the quantity by the pack size in the SKU description before matching."
You never want a field imported: "Never import the memo on bills from Apex Supply."
Frequently asked questions
Does a prompt only work for 1 inventory file?
No. It works for every inventory file in your account.
Why can't I click the pencil?
The prompt is off. Turn it on first.
I don't see Manage Prompts.
Click Edit in File Settings first. The button shows only in Edit. If you don't see Edit, you need permission to edit inventory files.