You can now upload a vendor document while creating a purchase order in BuildOps, and BuildOps will automatically fill in key details for you.

This includes:

Go to Operations→ Purchase Orders → Add Purchase Order

Why don't I see the Auto-fill purchase order panel when creating a PO?
A: The AI Auto-Fill feature requires a tenant-level configuration. If the upload panel doesn't appear, contact your BuildOps Implementation Manager or Customer Success Manager to enable it on your account.

Q: What file types and sizes are supported?
A: PDF, JPG, JPEG, and PNG files up to 10 MB.

Q: Why didn't the Vendor field populate after the scan?
A: The vendor name read from the document must exactly match an existing vendor record in BuildOps. If no match is found, the field stays blank — select the vendor manually. If this happens consistently with the same vendor, check whether the vendor name in BuildOps matches how it appears on the supplier's documents.

Q: What happens to line items the AI can't match?
A: They are assigned to the Default Item configured in Procurement Settings and are visually highlighted on the Add Items screen. These lines need to be reviewed and corrected before saving.

Q: What if I uploaded the wrong document?
A: Click the Restart Upload button that appears in the upload panel after a document is scanned. You can swap the file without losing other PO header data already entered.

Q: Should I always review the auto-filled results before saving?
A: Yes, always. The AI is highly accurate, but quantities, descriptions, and item selections should be confirmed — especially for items that are similar to each other in your catalog, or when the vendor document uses non-standard naming conventions.

Q: Does AI Auto-Fill work for Field Orders?
A: No — AI Auto-Fill is available in the standard Purchase Order creation workflow only. Field Orders use a different creation flow and do not include the AI document upload panel.

Q: Does enabling "Save Recognition File as Attachment" affect existing POs?
A: No — the toggle applies to new POs going forward. Existing POs are not updated.

Q: What is the Default Item for Unrecognized Lines used for?
A: It's a catch-all catalog item that BuildOps uses when it can't match a vendor line to an existing item in your item list. Without it, unmatched lines could be dropped from the PO. We recommend creating a clearly named item like AI — Miscellaneous Material and setting it as the default.