Supplier invoices do not always arrive in the same format. One supplier sends a PDF, another provides a CSV file, and a third sends a scanned document saved as a PDF. For a busy retailer, the differences may only become apparent when an import does not work as expected.
The AI supplier invoice import tools in our POS software support PDFs, scanned PDFs and CSV files. When a particular file causes trouble, sending it to support gives the team something specific to investigate.
A PDF created directly from a supplier’s system is different from a scan of a printed invoice. They may look similar when opened on screen, but the information inside them is presented differently.
Scanned documents can also be imported. A setting may need to be selected so the AI import process knows it is dealing with a scanned document rather than a standard PDF.
That distinction is worth checking before assuming the invoice cannot be used. It can also save a retailer from repeatedly trying the same approach without changing the underlying setting.
CSV files are supported too. Retailers do not need to assume that AI invoice importing is limited to PDF documents.
The supplier’s original file gives support something specific to investigate. Explaining that an invoice will not import is a starting point, but seeing the document helps the team understand what the import process is encountering.
Retailers can include the error message, if there is one, and a brief explanation of what happened. It is also useful to say whether invoices from that supplier have imported successfully before.
The appropriate next step depends on the file and the software setup. The help desk can examine the example and advise, rather than leaving the retailer to guess which setting might make a difference.
Successful importing should still be followed by a sensible check of the resulting information. Quantities, product matches and prices matter, regardless of how the information entered the system.
For independent retailers, this is a practical use of AI: assistance with a routine administrative job, with human support available when an exception needs attention. It is not a reason to stop checking important business information.
Retailers having trouble with a supplier invoice can email the file to support@towersystems.com.au with a short description of the issue. The original document is often the most useful place to start.
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