Reviewing purchase orders
Purchase orders that need you land in Purchase orders. Buyers who upload a PO on your storefront usually confirm it themselves and order through the cart; everything else (email, forwarded by your team, quarantined or failed documents) waits here.
Who can do what
Section titled “Who can do what”| Role | Sees | Decides |
|---|---|---|
| Owner, admin, pricing manager, credit manager | Everything | Yes |
| Viewer | Everything | No |
The queue
Section titled “The queue”Tabs group documents by what they need:
- Needs review: read and matched, waiting for you to check and confirm.
- Quarantined: the sender couldn’t be verified, the virus scan flagged it, or it looks like spam. Nothing was sent to the AI. Release it only if you trust it.
- Duplicates: the same file was sent in the last 90 days.
- Processing: being read or matched, or confirmed and waiting for its drafts.
- Failed: couldn’t be read automatically. Enter the lines by hand.
- Converted and Rejected: done.
Filter by source, company or date. Keyboard: j and k move between documents, Enter opens one.
Checking a purchase order
Section titled “Checking a purchase order”The page images are on the left, the lines on the right. Each line shows what was on the PO, the product it matched, how confident the match is, the quantity, the location, your contract price and the PO’s own price when it differs.
Flags tell you what to look at: a price that differs from the contract (the contract price always applies), a unit that could be cases or units, a quantity that isn’t a valid multiple, a product the location can’t buy, a discontinued product, or text that was hard to read.
Accept or drop every line, then press Confirm and create drafts. Termpact checks every line again on the server before anything is created.
| Key | Action |
|---|---|
| j / k | Next / previous line |
| Enter | Accept the line |
| e | Edit the quantity |
| / | Search for another product |
| a | Accept every line matched at 97 % or more |
| Shift + A | Accept every line with a product |
| x | Drop the line |
| Ctrl / ⌘ + Enter | Confirm the document |
| ? | Show the shortcuts |
When you pick a different product for a line, Termpact remembers it for that location: the next PO with the same text matches it straight away.
Draft orders
Section titled “Draft orders”Confirming creates one draft order per location, and per 499 lines (Shopify’s limit). Every line carries your contract price as a fixed price and automatic discounts are off, so the price is applied exactly once.
The draft goes to the person who sent the PO when they buy for that location; otherwise to the location’s admin, otherwise to anyone who buys there. A location without any buyer can’t get a draft: add a contact, then press Try creating drafts again.
Because you reviewed the order, the draft skips checkout checks (credit limit and approval threshold) for 24 hours, unless the location is on hold or the order would go over a hard credit limit. You can turn this off in Settings → Purchase orders.
Termpact never completes a draft. Send the invoice or complete it in Shopify as usual; the order is then linked to the purchase order. Deleting all the drafts puts the document back to Processing so you can create them again.
Notifications
Section titled “Notifications”When a purchase order needs you — it’s ready for review, it was quarantined, or it couldn’t be read — Termpact emails your store’s contact address with a link to it. You get at most one email per purchase order an hour. Turn these emails off in Settings → Purchase orders → After review.
Buyers who upload a PO on your storefront and close the page before it’s ready get a “Your purchase order is ready to confirm” email with a link back to it.
Reading PDFs, photos and pasted text with AI counts toward your plan (one document per 10 pages). Spreadsheets (XLSX, CSV) are read without AI and don’t count. Releasing a quarantined document counts when it’s read.