Overview

When a supplier uploads a packing list (or any shipping document) through their Supplier Portal link, Luminous reads it automatically with AI and pre-fills the confirmation screen. The supplier reviews what was found, makes any corrections, and confirms — no manual line entry is required for a clean shipment.

What the supplier sees after uploading

After choosing their file and uploading, Luminous processes the document. Once analysis is complete, the supplier sees a review screen containing:

  • The identified order — with an explanation of how it was matched (e.g. "We matched the order reference printed on your document" or "We matched the items on your document to this order").
  • Pre-filled line quantities — each item from the document matched to the corresponding order line, in the ordered unit of measure.
  • Unmatched items — anything the AI read off the document that could not be placed on the order, listed separately with a reason (e.g. "We do not recognise this item" or "This item is on a different order").
  • Warnings — plain-language notices the supplier should act on before confirming, such as "This looks like a scan, so some details may be wrong" or "We could not read some of the quantities."

All explanations shown to the supplier are written by Luminous. The AI model never contributes its own prose to the review screen.

When the AI cannot match the order

If the document does not carry enough information to identify the order with confidence, Luminous presents the closest candidates and asks the supplier to choose. Once they select an order, the review screen shows what was read from the document against that order's lines.

When the AI cannot read the document at all

If the document is unreadable (heavily degraded scan, unsupported format, service temporarily unavailable), the supplier sees a message explaining what happened and is asked to identify the order and confirm the quantities manually. The upload is never lost — it is filed against the order and visible to the buying team.

What happens when the supplier confirms

Confirming records a shipment against the purchase order — the same outcome as the manual shipment form, but pre-filled from the document. Unmatched items and warnings are logged on the order for the buying team to review.

What the buying team sees

Once a supplier confirms, the shipment appears on the purchase order in the usual way. If there were unmatched lines or warnings, those are visible on the parse record attached to the order. Discrepancies — a SKU that was never ordered, quantities above what was ordered — can be reviewed and acted on before receiving.

Supported document types

The AI can process packing slips and commercial invoices uploaded as PDF, PNG, or JPEG files. Only packing slips result in a pre-filled shipment; commercial invoices and other document types are filed against the order without a shipment being proposed.