The AI Bill Parser reads your bills and purchase orders and pulls the line items, amounts, and dates into ConnectBooks for you. Prompts let you give the parser your own instructions for specific vendors or specific kinds of documents. Every time the AI reads a bill or PO, your instructions go along with it, so the parser handles that document exactly the way you want.
What it does
Think of a prompt as a note you hand to the AI before it reads a document. You write the rule once, turn it on, and the parser follows it every time. This is useful when a vendor sends documents in an unusual format, or when you always want a certain field handled a certain way.
How to access it
Open Stores & Files from the left menu.
Go to the Inventory Files tab.
Open File Settings for your file.
Click Purchasing & Vendors.
Click AI Bill Parser.
How to create a prompt
Click Add Prompt.
Give the prompt a clear name, for example "Apex Vendor Rule" This is just so you can find it later.
Choose whether it applies to Bills or POs.
Write your instruction in plain language. Explain it the way you would to a new team member.
Turn the toggle on.
Click Save.
That is it. From now on, the parser follows your instruction every time it reads that type of document.
Examples you can copy
A PO lists cases but your catalog tracks 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 certain field imported "Never import the memo from this vendor."