# Check the quote against the document the customer sent

> Open on the quote the file, photo, text or audio the customer sent and check codes, quantities, notes and the document's price.

Source: https://vendria.com/en/ajuda/conferir-contra-o-documento-original

## 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.