Turn supplier quotes into purchase order drafts.
Start with the PDF or photo your supplier sent. KariVast extracts quote details and suggests catalog matches so your buyer can check the order with less manual copying.
Upload the supplier’s PDF or photo
Open quote scanning from the purchase order screen and upload a supported document. You can start with a text PDF, scanned quote, or image. The source remains available alongside the editable order so you can compare the extracted information with what the supplier actually quoted.
Match quoted items to your catalog
Review suggested suppliers and product variants against your existing records. A supplier may use a different description or code for an item you already stock. Resolve unmatched items, check the variant, and confirm that the quoted pack or unit matches the quantity you intend to buy.
Check quantities, costs, and warnings
Review each extracted quantity and unit price before saving. Currency and a stated delivery date can populate the form when found. Pay attention to missing values, fractional quantities, and differences between line values and quoted totals. Check tax settings against the source document as part of your review.
Create a draft your team has reviewed
For example, if the quote lists twelve units but your buyer needs eight, correct the quantity in the form before creating the purchase order draft. Scanning prepares the information; your team decides what to order. Sending the purchase order, receiving goods, and recording the supplier bill are separate workflow steps.
Questions about Supplier quote scanning
Which file formats can we scan?
Quote scanning supports PDF, JPEG, PNG, and WebP files. PDFs can be up to 25 MB and five pages; supported images can be up to 10 MB. Use a clear source document and review the extracted details before creating the draft.
Does scanning automatically place an order?
No. You review and correct the proposed details, resolve product matches, and choose when to create a purchase order draft. A scan does not receive stock, create a posted supplier bill, or record a payment.
Who can use supplier quote scanning?
Scanning requires an active subscription, scanning enabled for your organization, and permission to create purchase orders. Your team can still enter a purchase order manually when scanning is unavailable.