Feature Guide | Sales Orders

Overview

Luminous now allows you to drag and drop a PDF directly onto a new Sales Order to automatically populate all required fields — including customer details, shipping information, order dates, and line items. Instead of manually entering data field by field, you can upload a PDF purchase order or quote and let Luminous extract and map the information for you.

Use this feature whenever you receive a customer PO or quote as a PDF and want to create a Sales Order quickly without manual data entry.

How It Works (Step-by-Step)

  1. Navigate to Sales Orders — From the left-hand menu, go to Operations > Sales Orders.
  2. Create a new Sales Order — Click Actions in the top-right corner and select Create Sales Order.
  3. Drag and drop your PDF — Open the Line Items tab of the form and click the Upload PDF button. In the Import Sales Order from PDF dialog, drag the file onto the drop zone (dashed border labeled "Drop PDF here or browse"), or click browse to select a file manually. Optionally choose a Customer / Channel, then click Parse PDF.
  4. Review the auto-filled fields — Luminous processes the PDF and shows a draft of the order header and line items for review. Click Use this draft to populate the form. This may take a few seconds.
  5. Verify and edit as needed — Review every field for accuracy. Any field that could not be extracted will remain blank and will need to be filled in manually.
  6. Save the Sales Order — Once all required fields are confirmed and complete, click Save or Submit to finalize.

Key Features / Options

Supported PDF types: Customer purchase orders, supplier quotes, proforma invoices, or any structured document containing order information.

Auto-mapped fields: Luminous attempts to extract and populate the following:

  • Customer Information — Customer name, billing address, contact details
  • Order Details — PO number, order date, requested delivery date
  • Shipping Information — Ship-to address, shipping method
  • Line Items — Product name, SKU/part number, description, quantity, unit price (line totals are calculated automatically)

Any field that cannot be confidently extracted from the PDF will be left blank for you to complete manually.

Tips & Best Practices

  • Use text-based PDFs. Scanned or image-only PDFs may not extract correctly. PDFs generated from an ERP, word processor, or ordering system work best.
  • Review every field before saving. Automated extraction isn't perfect — always verify customer details, dates, addresses, and pricing before submitting.
  • Blank fields still need to be filled. If a required field wasn't extracted, Luminous will leave it empty. The form will prompt you to complete any missing required fields before saving.
  • Set up your product catalog first. Luminous matches extracted product names and SKUs against your catalog — a complete catalog improves auto-matching accuracy on line items.
  • One PDF per Sales Order. Only one PDF can be processed at a time. If your order spans multiple documents, fill in the remaining fields manually.
  • Simpler layouts extract better. Clean, straightforward document layouts work more reliably than PDFs with complex formatting, merged cells, or inconsistent structure.

FAQs & Troubleshooting

No fields were populated after uploading. The PDF is likely image-based or scanned. Try a text-based PDF, or fill in the form manually. Contact support if the issue persists.

Some fields are filled but others are blank. Luminous could not confidently extract those fields from the PDF. Fill in the blank fields manually before saving.

Customer name or address didn't map correctly. The extracted value may not match a record in your system. Edit the field to search and select the correct customer or address.

Product names didn't match my catalog. The extracted name may differ from your catalog entry. Edit the line item to search and select the correct product.

The drop zone isn't appearing. The Upload PDF button only appears on the Line Items tab when creating a new Sales Order. Open the Line Items tab (select a Channel first if the tab is blank) and try again.

I'm getting an error when uploading. Confirm the file is a valid PDF and under 10 MB. If the error continues, contact support with the file and error details.

Can I re-upload a different PDF? Yes — clear the auto-filled data, click Upload PDF again, and drop a new PDF onto the drop zone to start fresh.

Additional Help

If you need further assistance, reach out to the support team: