Order entry automation: let Sai turn purchase orders into sales orders

This skill takes over the order desk’s morning: the purchase orders that arrive as PDFs, spreadsheets and plain emails. Sai reads each one, matches every line to your item codes and price list, enters the sales order in your ERP or order system, and drafts the confirmation for the customer. Lines that don’t match, prices that differ from the contract, and items short on stock are flagged for you, and nothing reaches a customer until you confirm.

Sai task view: Enter purchase orders in the ERP, Ready. Marco asks Orders to enter the POs from the orders inbox as sales orders each morning and draft a confirmation for each customer. Orders reports 18 purchase orders entered as sales orders, $64,250 in total, with a Confirm and send button for the Brightline Clinic confirmation. The artifact shows the draft email from Marco Ruiz to Brightline Clinic confirming PO 7781 as SO-10482, with one backordered item and its ship date. — In Sai: 18 purchase orders entered and a confirmation ready to send, with the one unknown item code left for you.

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The skill

# Skill: Enter purchase orders

## When to use
Turning customer purchase orders into sales orders: POs that arrive by email as PDF, Excel, CSV or plain text, or through a customer portal.

## Inputs
- Where POs arrive: the orders@ inbox and any customer portals in the Customers sheet.
- The order system: which ERP or order app, and the screen used for new sales orders.
- Reference data: the Item map tab (customer part numbers -> our item codes) and the contract price list.

## How to enter
1. Collect POs received since the last run. Skip any PO number already entered for that customer.
2. Read the header: customer, PO number, PO date, ship-to address, requested date, terms.
3. Map each line to our item code using the Item map. Check quantity, unit of measure and price against the contract.
4. Enter the sales order with the PO number in the customer reference field. Save and read back the sales order number.
5. Check stock. For short items, note the next available date.
6. Draft a confirmation email from the saved order: order number, lines, ship date, and any backorders.

## Never
- Send a confirmation, change a price or create a new item without my approval.
- Edit or cancel orders that are already in the system.
- Enter a line I haven't mapped. Leave it for me with the PO attached.

## Output
Sales orders entered with their numbers, confirmation drafts ready to send, and a list of exceptions.

What it does

Collect the purchase orders. Sai checks the orders inbox and the customer portals listed in your Customers sheet. Every PO is checked against the system by customer and PO number before anything is entered, so a PO sent twice, or sent once and then re-sent with a reminder, becomes one order.
Read every line. POs arrive in every format: a PDF from one customer’s ERP, a spreadsheet from another, a plain email from a third. Sai reads each the way your order desk does, pulling the header and every line, with quantities and units. It works like the invoice data extraction skill, but in the other direction.
Match items and prices. Each line is mapped to your item code using the customer’s part number, then checked against the contract price list and unit of measure. A part number Sai hasn’t seen, or a price that differs from the contract, stops that line and comes to you as a one-tap question instead of being guessed.
Enter the sales order. Sai opens your ERP or order system and enters the order through the same screens your team uses, with the PO number as the customer reference. It works in web apps and desktop ERPs alike. If your system is SAP GUI, the SAP GUI automation skill covers VA01, and for smaller teams the order can go into QuickBooks.
Draft the confirmation. After saving, Sai reads back the sales order number, checks stock for each line and drafts a confirmation email from the saved order, including any backorders and their dates. You review and press send. Nothing goes to a customer without your OK.

Why it works without an API

Order entry stays manual because every customer sends POs differently and most order systems have no inbound integration for them. EDI covers only the biggest accounts. Sai reads any PO format and types the order into your system through the screen, like your order desk does, so it works with the ERP you already run and needs no connector project. See how computer use agents compare. How computer use works.

What you get back

Sales orders entered, each with its number
Confirmation drafts ready for you to send
Backorders and ship dates noted
Exceptions listed with the PO attached

Apps it uses

Gmail
ERP or order system
Google Sheets
Google Drive

Who it’s for

AI e-commerce operations

Wholesale and B2B orders arrive outside the storefront: emailed POs from retailers, spreadsheets from distributors. An AI e-commerce operations agent with this skill enters them in the order system with the right prices and ship dates, so wholesale doesn’t wait behind online orders.

Wholesale POs from retailers
Distributor reorder sheets
Backorder dates for each customer

Read the AI e-commerce operations guide

AI customer support agent

Customers email to place, change and chase orders, and support teams end up doing order entry. An AI customer support agent uses this skill to turn order emails into sales orders and reply with a confirmation draft, so agents spend their time on real problems.

Order emails into the system
Confirmation and status replies
Changes flagged for approval

Read the AI customer support agent guide

AI bookkeeping

In small companies the bookkeeper often enters orders so invoices can go out. An AI bookkeeper with this skill enters each order with the right terms and prices, so invoicing from the order is accurate and nothing billable is missed.

Orders entered with terms
Prices checked before invoicing
Order totals for the books

Read the AI bookkeeping guide

AI RevOps manager

Closed deals become orders, and the hand-off is where numbers get retyped wrong. An AI RevOps manager uses this skill to enter orders from signed quotes and POs with the CRM deal attached, so bookings in the CRM and orders in the ERP match.

Orders from signed quotes
Bookings matched to the CRM
Exceptions back to the deal owner

Read the AI RevOps manager guide

Common variations

Sales orders in SAP: VA01 from emailed POs
Orders into QuickBooks: Sales orders or invoices from POs
POs from a customer portal: Orders downloaded from a supplier portal
Sales orders in NetSuite: Customer POs entered as NetSuite sales orders
Order changes and cancellations: Changes drafted for your approval
Records for any system: The same method for other inbound documents

Routines that use this skill

Shopify inventory report: Read stock levels through your Shopify app connection every morning, flag low-stock products and draft the reorder list.

More skills

SAP GUI automation: Run repetitive SAP transactions through the GUI from a work list, with a screenshot of every posting and a stop on every exception.
Automated data entry: Copy records from forms, PDFs and emails into portals, CRMs and sheets, field by field, with every entry checked and logged.
NetSuite automation: Enter vendor bills in NetSuite from the PO and receipt, attach the PDF and leave each one Pending Approval, with mismatches left for you.