Trade customers email purchase orders as PDFs, and someone retypes each one into Unleashed.
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Trade customers email purchase orders as PDFs, and someone retypes each one into Unleashed. Upload one here and get the customer PO number, dates and every line with product, quantity and price, laid out for the Unleashed sales order CSV template.
Unleashed imports sales orders from a CSV template, but customers send PDFs. The rows have to be built before any import can run.
The import needs one row per order line with fixed column names. A customer PO is a document, so every line is copied across by hand.
Customer Code and Product Code must match the records in Unleashed. A buyer part number or a nickname for the customer fails the match.
Each CSV is limited to 1,000 rows of data, so a heavy day of orders has to be split into several files.
Every Unleashed plan includes 100 sales orders a month, with higher tiers priced on top, so rekeying and fixing orders is not free to repeat.
Upload the purchase order your customer sent. The AI reads the header and every line on every page and returns rows you can map into the Unleashed sales order template.
A one page reorder and a six page order come back in the same column layout, with nothing to set up per buyer.
The item number the customer printed and the description land in separate columns, so one lookup maps them to your Unleashed product codes.
PO number, order date, required date and ship-to sit beside every line, which is the layout a multi-line order needs.
Excel and CSV suit the Unleashed import tile. JSON suits a script working against the Unleashed API.
Unleashed is inventory management software for wholesalers, distributors and manufacturers that sell to trade customers. Orders from an online store can arrive through an integration. Orders from a business customer usually arrive as a PDF purchase order by email. Someone opens the attachment, finds the customer in Unleashed, adds each product, types quantities and prices, and checks them against the document. For a 30 line order that is slow and easy to get wrong.
Unleashed has an import for this, but it starts from a spreadsheet. PurchaseOrders does the step in front of it: it turns the customer PDF into rows, so a quick review and the import are the only manual work left.
Unleashed documents the process in its help center. In Sales, open Orders, then Import/Export, and choose Download Sales Order Template. You fill in the CSV and upload it with the upload tile. The import tracks progress in the task manager, and an email with the result arrives when it finishes. If it fails, the email explains why so you can fix the file and retry.
Five columns are mandatory: Order Number, Customer Code, Line Number, Product Code and Order Quantity. Optional columns cover tax code and rate, exchange rate, customer reference, comments, order date, required date, warehouse code, the full set of delivery address fields, an order discount percentage, sales order group, salesperson email, line discount, unit price and line comments. Line Number is an incremental number for each line of an order.
The customer must already exist as a customer record and every product must already exist in your inventory. The Order Number must be unique and cannot repeat a number used on any earlier order, including deleted ones. Unit Price overrides existing pricing, and when it is blank Unleashed applies customer pricing, quantity pricing, a sell price tier or the default price. Dates follow the format set in your company settings. Delivery Country needs the full country name rather than an abbreviation.
Imports create new orders in Parked status only. They cannot update an existing order, they cannot set a currency (it comes from the customer default), and they cannot carry charge lines, which you add in Unleashed before completing the order. Each CSV is limited to 1,000 rows, and the user needs the Import Sales Order permission.
This is where the manual work lives. The customer prints their own part number and a long description. Unleashed wants your Product Code. Extraction returns the buyer item number and the description in separate columns, and you run the item number through a short cross-reference sheet that returns your code. The first order from a customer takes a few minutes to build the sheet. After that their orders map almost instantly. Test with a two line order and confirm both lines show the right products in Parked status before loading a batch.
PurchaseOrders is the reading step. It takes the customer purchase order, any layout and any length, and returns the header and every line as Excel, CSV or JSON: the customer PO number, order date, required date, ship-to and bill-to, and for each line the item number, description, quantity, unit and price. It does not log into Unleashed and does not create orders. You add your Customer Code and Product Code, and paste the rows into the template under the Unleashed column names. Teams that clear a pile of attachments each morning use bulk purchase order upload to process up to 50 files at once.
Unleashed plans include 100 sales orders a month, and higher monthly allowances are priced as add-ons. A desk that fixes bad orders by deleting and reentering them spends its allowance on mistakes, and deleted order numbers cannot be reused. Reading the document accurately first means fewer corrections. The same approach works on other inventory systems. Teams on inFlow use the inFlow sales order import, brands on Cin7 use the Cin7 sales order import, distributors on Fishbowl use the Fishbowl sales order import, and the wider picture is on sales order entry automation.
What comes off the customer document and where it goes, using the column names in the Unleashed sales order field definitions.
| From the customer PO | Unleashed column | Note |
|---|---|---|
| Your order number | Order Number | Required, unique, never reused |
| Customer company | Customer Code | Required, must match the customer record |
| Line position | Line Number | Required, incremental per order |
| Buyer item number mapped to your code | Product Code | Required, product must already exist |
| Quantity | Order Quantity | Required |
| Unit price | Unit Price | Overrides Unleashed pricing when filled |
| Customer PO number | Customer Reference | Keep it for invoices and disputes |
| Order and delivery dates | Order Date, Required Date | Format follows company settings |
| Ship-to address | Delivery Street Address to Delivery Country | Use the full country name |
Four steps from the customer attachment to a Parked order in Unleashed.
Drop in the PDF, the scan or the email attachment. Up to 50 files per bulk upload, with no per-customer setup.
Tip: Multi-page orders work the same way.
Check the header and every line on screen, including the buyer item number, quantity and price.
Tip: Sort by item number to spot codes missing from your cross-reference.
Add your Customer Code and Product Code, then export CSV under the Unleashed column names.
Tip: Keep each file under 1,000 rows.
Upload on the Import/Export page, open the Parked order and compare the total with the customer document.
Tip: Start with one order per customer the first week.
Unleashed imports sales orders from a CSV template, not from a PDF. You fill in one row per order line and upload it on the Import/Export page. PurchaseOrders reads the PDF and returns those rows, so you map the codes and import instead of typing each line.
Go to Sales, then Orders, then Import/Export, and download the sales order template. Fill in Order Number, Customer Code, Line Number, Product Code and Order Quantity for every line, add any optional columns, then upload the CSV with the upload tile.
Order Number, Customer Code, Line Number, Product Code and Order Quantity. Everything else is optional, including dates, tax, delivery address, discounts, unit price and comments. The customer and each product must already exist in Unleashed.
Imported orders are created in Parked status. The import cannot update existing orders, cannot set a currency and cannot carry charge lines, so you review the Parked order and add anything else in Unleashed before you complete it.
Unleashed asks you to limit each imported CSV to 1,000 rows of data. If a day of orders adds up to more lines than that, split them into several files and import them one after another.
Yes. It reads whatever the buyer printed and puts their item number and description in separate columns on every line. You map those to your Unleashed Product Codes once with a cross-reference sheet, then the same customer orders map in seconds.
No. PurchaseOrders reads the customer purchase order and returns Excel, CSV or JSON. It does not connect to Unleashed or create orders. You load the rows through the Unleashed import tile or your own integration.
The same workflow on inFlow.
The same workflow on Cin7.
The same workflow on Fishbowl.
The same workflow on Zoho Inventory.
The full order entry workflow.
OCR for customer orders.
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