Supplier portal document reading — admin guide
When a supplier uploads a document through the Supplier Portal without categorising it, Luminous runs an AI agent in the background to read the document and produce a draft. This guide explains what the agent does, how the auto-filing gate works, and what settings control behaviour.
What the agent reads
For each uploaded document the agent attempts to identify:
| Field | Description |
|---|---|
| Document type | Packing slip, commercial invoice, certificate of analysis, inspection report, or other |
| Purchase order | Which of this supplier's orders the document is for, and how it matched (e.g. by PO reference number printed on the document) |
| Line items | SKU, description, and quantity for each line |
| Tracking number | Carrier tracking number, if present |
| Ship date | Date of shipment, if present |
| Carton count | Number of cartons, if present |
Any line on the document that does not match a line on the purchase order is surfaced as an unmatched line, visible to the supplier on the review screen. This makes quantity discrepancies visible rather than silently dropped.
All purchase order and line identifiers returned by the agent are re-verified against what that supplier is actually allowed to see before anything is stored or displayed.
Settings
All four settings are off / conservative by default. Enable them in Settings → Purchase Orders → Supplier Portal.
| Setting | Default | What it controls |
|---|---|---|
| Document reading enabled | Off | Whether suppliers see the drop-and-go upload flow. Turn this on first and watch the review screen before enabling auto-filing. |
| Auto-filing enabled | Off | Whether confirmed packing slips can be filed and converted to shipments without the supplier reviewing. |
| Confidence threshold | 85% | The minimum confidence the agent must report for both the document type and purchase order match before auto-filing is allowed. |
| Quantity variance tolerance | 5% | How far shipped quantities may differ from the order before a human review is required, even if confidence is high. |
How auto-filing decides
Auto-filing is deliberately conservative. All of the following must be true for a document to be filed automatically:
- Auto-filing is switched on for your account.
- The document type is identified as a packing slip.
- The agent's confidence in the document type is at or above your threshold.
- The agent matched the document to a specific purchase order.
- The agent's confidence in the order match is at or above your threshold.
- The order was matched by a reference number or PO number printed on the document — not by inference from SKUs, dates, or other circumstantial evidence.
- If the supplier told us which order it was for at upload time, the agent's answer agrees.
- At least one line item with a quantity was read from the document.
- There are no unmatched lines (every SKU on the document is on the order).
- All quantities could be read as numbers.
- The quantities are within your variance tolerance.
If any condition fails, the document is held at the review screen for the supplier to confirm. The supplier is shown the agent's draft and can correct any field.
What a confirmed packing slip does
When a packing slip is confirmed (automatically or by the supplier on screen), Luminous creates a shipment record against the purchase order — exactly as if the supplier had filled out the shipment form by hand. All downstream behaviour (dropship cascade, inbound push, quantity roll-ups, activity feed) is identical.
If any shipped quantity exceeds the ordered quantity beyond your tolerance, your team is notified to confirm the overage.
The document is also attached to the order's file feed, regardless of document type.
Duplicate handling and rate limits
If a supplier sends the same file twice (same binary content), Luminous returns the existing result rather than running a second agent pass — no extra cost, no duplicate shipment.
Each supplier is limited to 100 document reads per day. Documents above this limit must be attached directly to a purchase order using the standard per-order upload.