Your first PO upload - what good looks like

Your first PO is a calibration event. Whether it lands with 100 % accuracy or needs two corrections, the important thing is that you give OrderPilot the right signal.

The validation queue in 60 seconds

After upload, you’ll see three sections on the PO page:

1. Header - supplier, PO number, issue date, currency, total
2. Line items - quantity, SKU, description, unit price, line total
3. Meta - payment terms, delivery address, notes

Each field shows a confidence badge:

• Green (≥95 %) - auto-approved, no action needed
• Amber (80–95 %) - review recommended
• Red (under 80 %) - manual check required

Fix once, learn forever

When you correct a field, OrderPilot stores the correction against two anchors: the supplier identity (domain, address) and the layout fingerprint. Next time either match, the model uses your correction as a strong prior.

In practice this means the first PO from a new supplier might need 1–3 corrections. The second PO usually needs zero.

Common day-one issues

Multi-page POs with continuation headers: if a line-item table spans pages, check the page break. OrderPilot usually handles these, but scanned PDFs with OCR artifacts can drop rows.

Decimal vs thousand separator: European suppliers use 1.234,56 for 1234.56. We detect the locale from the supplier profile; if an amount looks off by 100x, correct it once and the supplier profile will sticky.

SKU fuzzy matches: if a supplier ships with their internal part number and your ERP uses a different one, go to the line item and click “Map SKU.” The mapping persists.

What “good” looks like

After your first 10 POs you should see:

• 95 %+ fields green on first pass
• 0 blocking corrections by week 2 for repeat suppliers
• Queue review time under 30 seconds per PO

If you’re above those numbers, open a thread in the validation queue with the supplier name - we’ll investigate the template.