PDF Offer Upload

Use PDF Offer Upload to turn supplier offer PDFs into shopping cart items with the help of Onventis AI. You can upload your PDFs once in the Offer Upload area or start directly from a shopping cart.

Before You Begin

Ensure that:

• Access rights to this module.

• You have Offers to uploads

Where you find PDF Offer Upload

You can open the feature in two ways:

1. Offer Upload overview

   • Go to: Operational Purchasing → Offer Upload.

   • Here you see a list of all uploaded offer PDFs with their status.

2. From the shopping cart

   • Open your shopping cart.

   • Click Add new item ▾.

   • Select Offer upload.

   • The same Offer Upload dialog opens on top of your cart.

Upload offer PDFs

1. In the Offer Upload dialog, stay on Step 1 –> Upload.

2. Drag and drop one or more PDF files into the upload area or click the area and select files from your computer.

3. The upload area shows:

   • A list of selected files

   • Maximum file size per file (for example: 20 MB)

After the upload finishes, the files appear in the Offer Upload overview table with a document number and initial status.

How AI processing works

Once a PDF is uploaded:

1. Onventis AI starts Step 2 –> AI Processing automatically.

2. The system reads the PDF and extracts the relevant line item data (e.g. description, quantity, price) into a structured format.

3. When processing is complete, the Status in the overview changes, for example to Processed.

Overview table fields

In Operational Purchasing → Offer Upload, each uploaded file is shown with:

• Document number –> Internal reference number for the uploaded offer.

• File name –> Original PDF file name.

• Line item count –> Number of positions extracted from the offer.

• File size –> Size of the uploaded PDF.

• Uploaded by –> User who uploaded the file.

• Uploaded on –> Date of upload.

• Status –>

  • Pending -> AI service is busy and can't take the request.

  • Failed -> AI service failed to process the file

  • Processing -> Waiting for result in AI

  • Processed –> AI extraction completed successfully.

  • Transferred –> Offer has already been transferred to a shopping cart.

  • Processed -> Document ready for transfer

• Delete selected documents if they are no longer needed.

• Use Search File Name and Filter by Status to quickly find specific uploads.

Transfer offers to your shopping cart

When an uploaded PDF is successfully processed:

1. Go to the Offer Upload overview.

2. Select one or more processed documents in the table.

3. Click Transfer.

What happens:

• The system executes Step 3 –> Transfer and creates corresponding line items from the extracted data in shopping cart.

• After a successful transfer the document status changes to Transferred.

Limitations

• File type: PDF only

• Maximum file size: As shown in the upload dialog (e.g. 20 MB per file)

• The quality and structure of the PDF influence how accurately the AI can extract item data.

This is all you need to start using PDF Offer Upload to quickly bring supplier offers into your shopping carts.