What is it and what is parametrising your suppliers in tspoonlab for?
Supplier parametrisation teaches AI to interpret the particularities of each delivery note, accurately automating data reading, minimising errors on complex layouts through custom instructions and improving efficiency by reducing manual corrections in the purchases module.
Parametrise suppliers with AI in tspoonlab
This video shows you how to parametrise suppliers to teach the AI to read all kinds of delivery notes correctly. You can also follow the step-by-step guide in this article.
Step by step to parametrise suppliers and make delivery-note reading easier
Access the supplier settings
Go to "Management" and then click "Suppliers".
Select the supplier you want to configure. Click the three-dot menu (top-right) and select "Edit supplier".
Scroll to the bottom of the record to find the parametrisation section clicking the "Delivery note parsing" button.
Settings to parametrise suppliers
In the delivery-note reading settings inside the "Edit supplier" record, define what data the AI should expect from the document:
Tick the relevant boxes if the document Delivery notes without codes, Delivery notes without price, or if you want the system to import lot number directly from the paper.
Parsing instructions
If a delivery note does not correctly recognise fields such as delivery-note number, reception date, code, description, quantity and amount, add guidelines in the "Parsing instructions" section inside the "Edit supplier" record to define exceptions or unusual layouts.
For example: "For the item amount, take the first column called TOTAL. Do not take the last column called TOTAL, as it includes VAT (Value Added Tax)."
Keywords
By default, the system identifies the supplier by name and tax ID. If that fails, add unique data to the supplier record, such as their website URL or a phone number, to make sure the program assigns the delivery note to the right supplier.
Identify only by keywords: turn this on for an internal supplier (such as a production centre) where the name or tax ID does not usually appear in a standard way.
💡 Tip: If you use the tspoonlab delivery-note scanning app "tspoonFast" to upload photos of delivery notes, make sure there is good lighting and that the document lines look straight. If recognition fails, add keywords in the "Keywords for scanning" section of the "Edit supplier" record.
Column management for correct delivery-note reading
Ignore columns: type the exact name of the column you want the AI to ignore to avoid confusion.
Related columns: if the supplier uses "Packages" and "Units per package", create a New relationselecting both columns so the system calculates the total quantity correctly.
💡 Tip: When using "Ignore columns", make sure to write the name exactly as it appears on the PDF or photo (respecting capitals and accents if needed).
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