Check the quote against the document the customer sent

Where to find it

In the menu, in Quotes: open the document. The first block on the page, Extraction, says what was extracted (Document extraction, Text extraction or Audio extraction) and has a badge that starts with Original and the type of what the customer sent: Original · PDF, Original · XLSX, Original · JPG, Original · TEXT, Original · AUDIO… With more than one file, the badge shows "+N". Right below come the Source:, where the order came in (for example WhatsApp, with "sent by the customer" or "uploaded by" whoever sent it), and the Received on:, with the date. On the page of a purchase with several orders, the same block shows at the top.

When the reading found data in the document header, the badge gets a second half that starts with Read:, with the order number that was on the paper (Read: No. 17083) or the number of fields read. That number is the customer's order number, not the quote's. The badge is how you open the original.

Checking against the original is what catches what the reading got wrong: a smudged code, a quantity that was in boxes, a crossed-out item, a line that was not read.

Open the file received

1. Click the badge in the Extraction block.
2. A window opens with the document received (or "file 1 of N") and the file name.
3. A photo shows in large size, so you can read it up close. PDFs and spreadsheets do not open in the window: download them to see.
4. Download file downloads what is on screen, including a single photo.
5. With several files, the dots at the bottom switch from one to another, Download this file downloads the one that is open and Download all (.zip) downloads them all together.
6. Close goes back to the quote.

The file is exactly what the customer sent, as it arrived: no reading enhancement applied. When the photo went through processing for the reading, the window shows the Original / Processed switch: Processed is the cropped and processed version the reading used. Compare the two when something looks odd.

An order that came in by text or by audio

When the order came written in the conversation, the badge says TEXT and the window is called Text received. When it came by audio, the badge says AUDIO and the window is Audio transcription (or Audio + typed text, when both arrived together).

The text shows with the original line breaks: each line is usually one item. Copy text copies everything, useful for pasting a code into the search. If the text came in a file, Download file brings the original.

⚠️ Audio transcription easily gets numbers wrong ("twenty" and "twenty-one" sound alike). On a quote that came from audio, check quantities and codes more carefully.

What was read from the document

In the same window, next to the file (below it, on a phone), the Read in the document panel shows what the reading understood from the header, one field per line: Order no., Customer, CNPJ, City, Phone, Seller, Carrier, Payment code, Noted total and Written on the paper (handwritten notes). Below, The reading did not find: lists the fields left without a value: check the file itself, because not every kind of document has all fields read.

Two badges warn when the value did not come from the paper: from the file name (the customer was taken from the file name, not from the content) and corrected (someone corrected the CNPJ read).

This information is for checking: it does not change price or quantity and does not go out in the file the customer receives. Use the Noted total to match against the quote total: a large difference is usually a missing line or a misread quantity.

In a draft, when the order number was read and the purchase order is empty, the Add purchase order number field offers "Read on paper: …" with Use. Nothing is filled in on its own: check first, because sometimes the printed number is the order pad's and not the customer's purchase order.

Notes on a line

Next to the code of some lines, a small notebook icon shows up (Document notes). Hover over it: the balloon says "In the document: …" with what was written on that line: how the quantity was written, whether the line was crossed out, and the customer's notes about the item.

Which code column was used

When the document had more than one code column (the supplier's code, the buyer's reference, the factory code…), an ⓘ shows up next to the SKU title of the table (Code column used). The balloon says:

• "Products matched by column “X” of the document": the column the reading used;
• each column with the role it had (main matching column, rescue (used only when the main one fails on the line), catalog code, alternative code (alias), buyer's ref., manufacturer code) and how much of it matched the catalog, as a percentage.

If many items came out wrong and the chosen column has a low percentage, the problem is probably the column, not the items.

The code read and the buyer's reference

In each line's drawer (Check badge on a computer, details on a phone):

• read: shows the code as it came from the document, when the product was matched by another code (a correction, an alternative code);
• Buyer ref.: shows the customer's internal code for that item, when it is different from yours.

This is how you check, item by item, that the matched product is what the customer meant.

The price the customer wrote

When the document had a price next to the item and it is different from the quote's price, the line shows "Negotiated: R$ X" (on a computer, with Show price and discounts ▸ open) or Negotiated price (in the drawer, on a phone), with Use to apply that price to the line. Use follows your store's default (fixed price or base price), and the menu next to it lets you choose the other one when the order calls for it. A line already applied gets the ✓ Negotiated badge with undo.

To decide all lines at once, the Order review and adjustments panel has Item prices: choose the source (negotiated, last paid by the customer or price table (catalog)) and see how many lines differ. For negotiated, choose Negotiated as base, Negotiated as final price or Price table price; for last paid, apply with Replace (N). Restore (N) undoes the prices applied from the document or from last paid and returns those lines to the price table (a fixed price typed by hand is not touched). When the document had more than one price column, the same selector shows "column “X”" with sample values, and Use that column changes the reference column.

Common questions

I don't see the Extraction block. Usually the quote was built directly on screen, with no document: there is no original to check, and the source sits on the line right below the quote number.

The photo is unreadable in the window. Switch to Processed in the window itself, which is the processed version. If even that does not help, ask the customer for another photo.

The noted total doesn't match the quote. First look for a missing line and a quantity in boxes read as units; then, a document price not applied.