Upload & Extract creates a reviewable inventory-document draft; it does not change stock. Inventory changes only after an authorized reviewer approves the document and selects Post to Inventory, and only matched lines can create stock-in movements.
Upload and extract a document
- Open Inventory Documents Workbench.
- Upload a PNG, JPG, JPEG, WEBP, or PDF file no larger than 25 MB.
- Choose the best type hint: INVOICE, RECEIPT, CREDIT_NOTE, or UNKNOWN.
- Select Upload & Extract and wait for the document to enter the review queue.
Extraction uses the configured OpenAI service when an authorized OpenAI API key is available to the server. Without that key, or when extraction cannot be parsed, Ellich creates a low-confidence review draft with USD as the default currency, a zero total, and no extracted lines. This is a fallback for manual review, not successful AI extraction and not a reason to approve an empty document.
Review the extracted evidence
Open the selected document and compare its Vendor, Invoice No, total, duplicate reference, and each Item, Qty, and Match with the source file. Correct supplier mappings in Vendor Item Master when a vendor SKU does not resolve to the intended inventory item, then reprocess according to your operating policy.
The workflow can show Uploaded, Extracted, Review Required, Approved, Posted, or Rejected. Low confidence, unmatched lines, missing lines, possible duplicates, and high amounts can require review or superadmin approval according to Approval policy. Add a useful Review note and choose Keep in Review whenever evidence is incomplete. Choose Reject for a document that must not post.
Approve and post separately
Select Approve only after the source document, totals, quantities, duplicates, and mappings are acceptable. Approval alone does not change inventory. Post to Inventory becomes available for an APPROVED document and blocks posting when there are no matched lines.
Posting creates stock-in transactions only for matched lines. Quantities are converted to positive whole units, so confirm source units and pack mappings before posting. The posting request is idempotent to prevent the same document from creating the same movements twice.
Verify completion
Do not treat upload, extraction, or approval as receipt completion. Confirm the document reaches Posted, inspect the audit trail, and verify the resulting inventory movements and quantities for the correct tenant, location, and items. If the document remains Review Required, resolve the evidence or mapping issue instead of forcing it through.