nextAI Quote Capture is the nextAI functionality within Procurement (Procure to Pay) that allows, for example, a supplier quotation to be uploaded as a PDF file and processed automatically. NextAI extracts the data from the quotation - such as supplier, currency, line descriptions, quantities and prices - and presents it for review in an intermediate review screen. The lines are only added to the basket after the data has been checked and confirmed.
This will save a considerable amount of work, as the text no longer needs to be retyped manually. This makes the process more efficient and faster, while also significantly reducing the likelihood of typing errors and other inaccuracies.
1. Access and permissions
Quote Capture is available to users with access to the Procurement module. No additional roles or permissions are required to use the functionality.
Navigation path: Procurement > Home > Upload
2. Uploading and processing a quotation
2.1 Selecting the upload method
When importing basket lines, you are asked to select an upload method. Choose AI upload to process a PDF document via nextAI. The Excel option can be used with our standard import template.
2.2 Setting a prompt (optional)
Before uploading, you can enter your own instruction (prompt) to provide nextAI with additional context about how to interpret the quotation. For example, how discounts should be processed, which fields have priority, or how specific supplier formats should be interpreted.
2.3 Uploading and processing a document
Upload the PDF document using the upload button. NextAI processes the document automatically. During processing, progress is visible in a status bar showing the following steps: sending to AI, processing by AI and importing the results. The window can be closed during processing; when it is opened again, the current progress is displayed.
2.4 Reviewing and adjusting the AI result
After processing, you are taken to the nextAI review screen. This screen displays the data extracted by nextAI as a draft, before it is converted into a basket. The following data can be reviewed and adjusted:
- Header data: company, supplier and description
- Request lines: description, quantity, unit, price, VAT percentage and delivery date
Data can be adjusted for each request line, or the line can be deleted entirely, for example if it concerns an optional item that should not be ordered.
2.5 Adding to the basket
After checking and making any necessary corrections, click Add to basket to process the lines. The option Replace existing basket can be used to replace the existing basket lines with the new lines. The uploaded PDF document is automatically added to the basket as an attachment.
The standard fields are populated based on supplier settings or item category.
Check this data during the request step of the purchasing process.
The bulk update functionality can also be used to change the data of multiple products in the basket at the same time. This allows adjustments to be made more quickly and efficiently, without having to open and adjust each request line individually.
3. Practical tips
- Use text-based PDFs for the best recognition results.
- Formulate prompts in English and as specifically as possible.
- For new suppliers or unusual quotation formats, check the recognised data particularly carefully.
- Remove optional quotation lines in the review screen before the lines are added to the basket.
4. Summary
- NextAI Quote Capture processes PDF documents automatically and extracts header and line data.
- An optional prompt can be used to guide the interpretation of the quotation; prompts can be saved as a personal preference.
- After processing, a review screen allows you to check, adjust or delete all extracted data before it is processed into the basket.
- Whether the Supplier field is mandatory varies depending on the customer's configuration; the VAT percentage shown is indicative and is determined definitively later.