TracewiseOnly for purchase orders
Validate orders against your catalogue and prices.
The purchase-order template includes the standard document workflow, plus comparisons against the reference lists you supply and a sales-order export.
Purchase order fields
Purchase orders, ready for detailed review.
Capture customer order references, buyers, dates, delivery addresses and every item. Compare lines with your product and price lists, then export the confirmed sales-order data.
Your workspace
Your documents. Your workspace. Explore the complete workflow.
Preview the workspace on the screen most relevant to this document. Switch tabs to explore the other stages.
TracewiseWorkspace Supplier invoices
EXTRACTION / 01
Upload files ↑Supplier invoices
Three example documents. One clear place to review them.
All 3To review 2Confirmed 1
| Document | Status | Invoice | Total |
|---|---|---|---|
| Invoice-2048.pdf1 page · revision 1 | To review | INV-2048 | $1,250.00 |
| Invoice-2049.pdf1 page · revision 2 | Confirmed | INV-2049 | $480.00 |
| Invoice-2050.pdf2 pages · revision 1 | To review | INV-2050 | $795.50 |
3 documents · example dataOriginals stay with their results
Each field list shows its documents, the files awaiting review and those already confirmed.
Your remaining monthly page allowance appears above the lists.
TracewiseWorkspace Supplier invoices
FIELD DEFINITION / VERSION 1
Add field +Tell Tracewise what matters.
Name each detail and describe where to find it.
1
Invoice number
TextNeededinvoice_number2
Supplier name
TextNeededsupplier_name3
Invoice date
DateNeededinvoice_date4
Total amount
AmountNeededtotal5
Line items
List of rowsOptionalitemsWHAT TO LOOK FOR · TOTAL AMOUNT
Read the final amount payable exactly as printed, including tax. Leave it empty if it is not on the page.
Text · numbers · dates · yes/no · rowsDefinitions are versioned
Choose a template for invoices, receipts or statements, or begin with an empty field list.
Name the information you need, choose its data type and tailor any field.
TracewiseWorkspace Supplier invoices
CONFIRMED DATA / EXPORT
Download ↓Ready for the next step.
Export the document revisions you have reviewed and confirmed.
FILE TYPE
XLSX CSVJSON
INCLUDEConfirmed files
| invoice_number | supplier_name | total | Review |
|---|---|---|---|
| INV-2048 | Example supplier | 1250.00 | Confirmed |
| INV-2049 | Example supplier | 480.00 | Confirmed |
| INV-2050 | Example supplier | 795.50 | Confirmed |
Reviewed revisions only.
Warnings and human corrections stay in the review record.
3 illustrative rowsXLSX · CSV · JSON
Documents become rows; the fields you define become columns.
Every extracted value carries a source status. Missing information remains visibly missing.
TracewiseWorkspace Supplier invoices
DOCUMENT REVIEW / REVISION 1
To reviewInvoice-2048.pdf
The original and its readings, side by side.
THE ORIGINALPage 1
SAMPLE DOCUMENT
INVOICEINV-2048
Example supplier
Example customer
Document services$1,000.00
Support services$250.00
Total payable$1,250.00
Printed source regionVALUES3 readings
Invoice numberINV-2048On the page · page 1
Supplier nameExample supplierOn the page · page 1
Total amount$1,250.00 Source region · page 1
Your final say.Check the source, correct a value, or keep it as printed.
Illustrative source and extracted valuesConfirm & next ✓
Select a value to highlight its source region and inspect the corresponding close-up.
Review warnings remain visible. A reviewer must confirm the document before export.
TracewiseWorkspace Supplier invoices
CONFIRMED DATA / EXPORT
Download ↓Ready for the next step.
Export the document revisions you have reviewed and confirmed.
FILE TYPE
XLSX CSVJSON
INCLUDEConfirmed files
| invoice_number | supplier_name | total | Review |
|---|---|---|---|
| INV-2048 | Example supplier | 1250.00 | Confirmed |
| INV-2049 | Example supplier | 480.00 | Confirmed |
| INV-2050 | Example supplier | 795.50 | Confirmed |
Reviewed revisions only.
Warnings and human corrections stay in the review record.
3 illustrative rowsXLSX · CSV · JSON
Export reviewed documents to Excel, CSV or JSON, with the list layout you choose.
Any outstanding warnings are listed for your review before confirmation.
TracewiseWorkspace Supplier invoices
EXTRACTION / 01
Upload files ↑Supplier invoices
Three example documents. One clear place to review them.
All 3To review 2Confirmed 1
| Document | Status | Invoice | Total |
|---|---|---|---|
| Invoice-2048.pdf1 page · revision 1 | To review | INV-2048 | $1,250.00 |
| Invoice-2049.pdf1 page · revision 2 | Confirmed | INV-2049 | $480.00 |
| Invoice-2050.pdf2 pages · revision 1 | To review | INV-2050 | $795.50 |
3 documents · example dataOriginals stay with their results
Owners and admins can create an API key to upload documents and fetch their values. External clients must also pass the private application’s access gate.
API uploads use the workspace allowance, with up to five keys and 60 requests per minute.
Use an account with private site access to open your workspace. Check its page allowance and Azure connection before reading documents.
What it reads
Purchase-order fields. Adapt every one.
These fields are included in the template. Edit their descriptions, remove unwanted fields or add your own.
Fields
12 on the ready list- Order number
- Order date
- Delivery date
- Buyer name
- Buyer Tax ID
- Delivery address
- Vendor name
- Payment terms
- Currency
- Subtotal
- VAT
- Total
Items
A list, one row for each- Product code
- Description
- Unit
- Quantity
- Unit price
- Line total
Checks
23 additional checks. 12 work without reference lists.
Eight checks require your reference lists; three compare previous orders. A check without its required list displays Not set up and is skipped, so review and export can continue.
Required details
The main details are there
Checks for an order reference, date, buyer and at least one item with both a description and quantity.
BlocksNeeds: Nothing
Delivery date missing
A missing delivery date stays blank. A suggested date may use the customer’s normal lead time, but the reviewer decides whether to apply it.
WarnsNeeds: Customer list
Signed or stamped
Checks whether the document contains an approver’s name and a signature or stamp.
Blocks or warnsNeeds: Nothing
Missing pages
Flags a page count indicating that part of the order was not uploaded.
WarnsNeeds: Nothing
Dates
Dates are in order
Checks that delivery does not precede the order date, and that the order date is no more than one day in the future.
BlocksNeeds: Nothing
Old order
Flags orders that exceed your age limit or have expired.
WarnsNeeds: Nothing
Delivery branch and day
Flags an unrecognised customer branch or delivery scheduled for a Sunday or public holiday.
Warns or notesNeeds: Customer list
Possible duplicates
Same order twice
Looks for an existing order with the same customer, branch and reference.
BlocksNeeds: Earlier orders
Nearly the same order
Compares recent orders from the same customer for matching items and a very similar total.
WarnsNeeds: Earlier orders
Order number looks different
Flags an order reference that differs from the customer’s previous numbering pattern.
WarnsNeeds: Earlier orders
Arithmetic
Each line adds up
Compares quantity × unit price, after discounts, with the printed line total.
WarnsNeeds: Nothing
The order adds up
Compares the sum of lines with the subtotal, then subtotal plus VAT with the final total.
WarnsNeeds: Nothing
Currency
Flags a stated currency other than naira. Where the currency is omitted, a naira assumption must be surfaced as a note.
Warns or notesNeeds: Nothing
A digit that was hard to read
Suggests an uncertain digit when that single change would reconcile the line calculation; a reviewer chooses whether to accept it.
SuggestsNeeds: Nothing
VAT and Tax ID
VAT adds up
Checks printed tax and arithmetic. A comparison with a workspace tax rate runs only when that optional rule is enabled; explicit product tax rates and zero/exempt classes can still be checked.
Blocks, warns or notesNeeds: Nothing
VAT on each product
Highlights differences between printed VAT and the product’s configured VAT treatment without changing either value.
WarnsNeeds: Product list
Buyer Tax ID
Checks the Tax ID’s presence, format and agreement with the customer list. A discrepancy produces a warning.
WarnsNeeds: Nothing
Reference-list checks
Prices with VAT in
When the configured tax-rate rule is enabled, flags prices near the reference price plus that rate as potentially tax-inclusive.
WarnsNeeds: Price list
Price against your price list
Small price differences are notes; larger differences are warnings. A substantial discrepancy requires an Admin or Owner to release the order.
Blocks, warns or notesNeeds: Price list
Pack size and unit
Flags unit/carton price mix-ups, partial cartons and pack sizes that disagree with the product list.
Blocks or warnsNeeds: Product list
Product code matching
Uses product codes, barcodes and aliases from your active reference data, then proposes close matches. A reviewer explicitly chooses the product; corrections do not automatically train a matching system.
Blocks or warnsNeeds: Product list
Barcode is real
Validates the barcode check digit and rejects obvious placeholder values such as all zeros.
WarnsNeeds: Nothing
Payment terms
Compares the printed payment terms with the customer’s saved terms.
WarnsNeeds: Customer list
Your lists
Maintain reference lists. Reuse them across orders.
Import CSV or Excel reference lists and replace them when they change. Dependent checks show Not set up until the relevant list is available. Business setup assistance can be agreed with your deployment team.
Product list
Product code, description, barcode, units per carton and VAT class.
Customer list
Name, other names it goes by, Tax ID, delivery branches and payment terms.
Price lists
A price for each product code, with the dates it applies.
Sales order file
Export sales orders. Include confirmed records only.
Choose CSV or Excel with matching columns, ready to import into your own records.
| File | What it is | Shape |
|---|---|---|
| CSV | The standard file. It opens cleanly in Excel, naira signs and all. | One row for each line of the order, with the order details on every row, 34 columns. |
| Excel (XLSX) | The same columns. | Cells that start with an equals sign, a plus, a minus or an at sign are made safe, so nothing in them runs as a formula. Numbers stay numbers. |
34 standard export columns
The order
Order reference and date; buyer and customer code; delivery branch, address and date; payment terms; Tax ID; and currency.
Each line
Item number, buyer code, barcode, internal product code, description, unit, quantity, pack quantity, ordered price, reference price and price variance.
The amounts
Each item’s VAT code, VAT rate and net, tax and gross amounts.
The review
Recorded warnings plus the reviewer’s identity and review time.
Custom fields are appended after the standard export columns.
Scope
Know the boundaries of this template.
- It does not issue or send invoices, and nothing is sent to the Nigeria Revenue Service.
- It does not decide whether an item carries VAT. It checks the VAT on the page against what you set for each product.
- It keeps the buyer's Tax ID as printed, so the invoice that follows can carry it.
- It reads one kind of paper. Use the invoice field list for invoices and the bill of lading field list for shipping papers.
Your own fields
Use this template. Shape it around your work.
Edit this template or build a list from scratch. Give each field a short description and an example, save the list, then reuse it across your documents.
No training needed
Explain each field in everyday language.
No labelled training set is needed. Supply a field name, a brief instruction and an example. If a result is missing, make the instruction clearer and run the document again.
01
Choose a name
A short name you would use in a spreadsheet column.
02
Describe the target
One sentence, written as you would explain it to a new colleague.
03
Add an example
It shows Tracewise the shape of the answer: an amount, a date, a name.
Any format
From photos and PDFs to Word and text.
Work with the files you receive. Document preparation brings scans, angled photos and clean PDFs into the same extraction workflow.
- Scans
- Phone photos
- Images
- Word files
- Text files
Each upload may contain up to 100 pages and 20 MB. A batch can contain up to 50 files.
Security
Your documents and data remain under your control.
Know where processing happens
Tracewise uses the Azure services configured for this deployment. Storage and processing regions depend on the selected resources; confirm them before uploading sensitive documents.
Understand provider data handling
Model data handling follows the configured Azure service and your deployment’s policies. Review those settings before sending confidential records.
Protect the connection
Use the deployed HTTPS site for uploads. Storage encryption and retention follow the storage service configured for this deployment.
Review with a record
Keep the original extraction alongside reviewer corrections and confirmation history, so changes remain traceable.
Questions
Clear answers to everyday questions.
What does the purchase order field list add?
These checks cover dates, possible duplicate orders, calculations, VAT, pack sizes and reference prices. Every warning identifies the affected value; none changes it automatically.
Can it match lines to my product codes?
Yes, after a product list is provided. Matching tries the barcode first, then a previously confirmed code, then a close candidate for review. An unmatched item remains pending.
What if I have not uploaded my lists yet?
Extraction still works. Checks requiring missing reference lists are visibly skipped. You may confirm and export, then add those lists later.
Which files can I upload?
Supported inputs include PDF, JPG, PNG, HEIC, Word (.docx) and plain text (.txt). The limits are 100 pages and 20 MB per file, with 50 files per batch. Unreadable formats receive an explanation so you can provide a supported file.
What if a value is not on the page?
An absent value remains empty with a Not on the page status. A detected value either links to a source box or reports Place not found. Review is still necessary because automated readings can be wrong.
What does it cost?
Start with the allowance shown in your workspace. Azure document reading, review and exports are available. Shared workspaces use role-based invitations; hosted site access is also required. Paid subscriptions remain unconfigured.