Create Sales Order from PDF

This is a TIPP PRO page. It turns a customer purchase order PDF into a sales order in Exact Globe: you upload the PDF, an AI provider reads it, TIPP matches the buyer and the order lines to your own customers and items, creates the sales order and attaches the PDF to it. It is used by sales administration staff when a customer sends an order as a PDF. It normally opens as a pop-up from the Sales Orders page, and it can also open as a full page.

Before you start

• A valid TIPP PRO license is required. Without it the page opens read-only: a message at the top starts with “Failed: No TIPP PRO licence available; please reach out to TICE-IT.” and explains that the TIPP PRO licence file must be installed on the Synergy License Management page (Modules > TIPP > Setup > General > License). All controls except Cancel are disabled.
• At least one AI provider must be fully set up on the TIPP AI Settings page. The AI provider list only shows providers that have everything they need: an API key plus a model, or for Azure AI (Microsoft) the key, the endpoint and the deployment name.
• The connection to Exact Globe for the division must work. SQL credentials and the server and database of the division are maintained on the Backoffice Connection page (Modules > TIPP > Setup > Connections > Backoffice Connection).
• The TIPP Transactions service must be reachable. Its address comes from the TIPP Engine Settings page.
• The customer must exist in Exact Globe as an active customer, and the items on the order must exist as sales items. The page never creates customers or items.
• The page opens for the division you are working in. On the Sales Orders page, click Create Sales Order from PDF. If the division is missing the page shows “Missing Division parameter.” and no buttons.

How to create a sales order from a PDF

1. On the Sales Orders page, click Create Sales Order from PDF. The page Create Sales Order from PDF opens. It shows a short introduction, a section Customer purchase order with the fields AI provider and PDF file, and a section Progress.
2. Check the AI provider list. Pick the provider you want to use. The default is the provider configured as the Tippy provider in the TIPP settings if it is fully configured, otherwise the first configured provider. Next to the list you see Ready (provider selected) or Not configured.
3. Click the upload area (“Click here or drag and drop your PDF file”, with the hint “Accepted format: PDF”) or drag a PDF onto it. Only PDF files are accepted; any other file gives the message “Only PDF files are accepted.” The file name and size are shown. Use the small cross next to the file, or the Clear button, to remove it.
4. Click Create Sales Order in the button bar. The button is only enabled once a PDF is selected. In the Progress section a list with the columns Step and Result appears. Each step shows a small empty circle while it waits, a spinning icon while it runs, a check mark when done and an error icon when it failed. The steps are: Preparing your document, Reading your purchase order, Identifying the customer, Matching the order lines, Creating the sales order in Globe, Attaching the PDF, Opening the new order.
5. If the AI cannot decide which customer or which item is meant, the steps pause and a pick list appears under the Progress list. Choose the correct entry, or type in the search box to search all customers or all sales items. Your choice is remembered.
6. When the order is created and the PDF is attached, the new sales order opens. See “How the new order opens” below for the pop-up and the full page.

How to answer the customer picker

1. When the pick list shows “Which customer is this PDF for?”, read the help line. It either says that the AI could not decide between the candidates for the buyer name, or that no active customer resembles the buyer name.
2. Each candidate shows the customer name and customer number, and below it the address and, in square brackets, the reasons it matched.
3. Click the correct customer. To look for another customer, type in the search box (“Type to filter, or search all customers by name, number or search code…”). Typing filters the list; typing two or more characters also searches all customers by name, number or search code. While searching you see “Searching all customers…” and when nothing is found “No matching customers found.”
4. To stop, click Cancel in the pick list. The step Identifying the customer then shows “Cancelled. No customer was picked.” and nothing is created.

How to answer the item picker

1. When the pick list shows “Which item is” followed by the text from the PDF line in quotation marks and the quantity, read the candidates. Each shows the item code and, below it, the description, plus when known the customer’s own code or barcode (“customer code”, “customer barcode”), how often the customer ordered it and when it was last ordered (“ordered 3x, last …”), and the reasons it matched.
2. The help line says “Pick the correct item, or search all sales items.” or, when there are no candidates, “No candidate was found for this line. Search all sales items.”
3. Click the correct item, or type to filter. Typing two or more characters also searches all sales items by code, description or customer code. You see “Searching all items…” and, when nothing is found, “No matching items found.”
4. To stop, click Cancel in the pick list. The step Matching the order lines then shows that the line was not resolved (“Cancelled. Line … was not resolved.”) and no order is created.

How the new order opens

1. As a pop-up from the Sales Orders page: the step Opening the new order shows “Sales order N is ready. Opening it…” and a button Open sales order N appears. The pop-up closes and the Sales Orders page opens the new order. If the pop-up is still open after about five seconds, the order is opened in the parent window anyway. You can also click Open sales order N yourself.
2. As a full page: the step shows “Sales order N created. Opening it…” and the page is replaced by the new sales order.
3. Cancel closes the pop-up. On the full page Cancel returns to the page you came from; if there is none, it opens the Customer Service workspace for the division.

How to retry when the sales order could not be created

1. If the step Creating the sales order in Globe fails with a message that says it is safe to repeat (for example it starts with “Busy:” or “Not saved:”, or says the answer was lost or still being processed), a button Try again appears under the Progress list.
2. Click Try again. TIPP sends exactly the same order again without asking the AI again. A sales order that already went through is not created twice: you get the first result back, including its order number, and the process continues with attaching the PDF.
3. After a failure that is certainly not saved, the Create Sales Order button stays usable, so you can also start the whole process again with the same PDF. After an unclear answer (lost, still being processed, could not confirm) Create Sales Order and Clear are disabled until you use Try again, because the order may already exist. If you click a disabled Create Sales Order in that situation you see “It is not yet known whether the last sales order was created. Use Try again to find out; it does not create a second order.”
4. If Globe made the order but returned no order number, the step shows “The sales order was probably created, but Globe did not return its order number, so the PDF could not be attached automatically. Open the Sales orders list to find the newest order for this customer and attach the PDF to it manually. Do not create it again from this page.” Create Sales Order stays disabled and shows “A sales order was already created from this page. Open it from the Sales orders list instead of creating it again.”

How to retry when the PDF could not be attached

1. If the order was created but the attachment failed, the step Attaching the PDF shows “Could not attach PDF:” followed by the reason, and the last step shows “The order was created, but the PDF could not be attached. Retry the attach, or open the order and attach the PDF manually via Documents.”
2. Click Retry attach to try again. If it works, the step shows “PDF attached. Opening sales order N.” and the new order opens. A repeat of an attach that already went through never stores the PDF twice.
3. Or click Open sales order N anyway to open the order without the PDF. You can then attach the PDF yourself through Documents on the order.
4. While the attachment has failed, Create Sales Order stays disabled so no second order is made.

Screen guide

Fields and options

• AI provider: the AI service that reads the PDF. Possible entries are Claude (Anthropic), ChatGPT (OpenAI), Gemini (Google), Grok (X.AI), Mistral AI (Mistral) and Azure AI (Microsoft), but only those fully configured on TIPP AI Settings appear. If none is configured the list shows “No AI providers configured – see TIPP AI Settings” and the status says Not configured.
• PDF file: click or drag and drop one PDF. If several files are dropped only the first is used.
• What is shared with the AI provider?: a collapsible explanation under the page introduction. It states that the PDF is sent once without master data; that for the customer only the extracted buyer details plus a shortlist of at most 10 candidate customers (number, name, address, postal code, city, state, country) are sent when the match is not clear; that for lines only unmatched lines with at most 8 candidate items per line and the customer’s order history are sent; and that prices, balances, contact persons and other financial data are not sent.
• Progress: the list of steps with the columns Step and Result. Before you start it shows “The steps appear here once you click Create Sales Order.”

Buttons

• Create Sales Order: starts the whole process. Disabled until a PDF is selected, while the process runs, and after an order has been created or may have been created.
• Clear: removes the selected PDF and empties the Progress list. Disabled until a PDF is selected and while the process runs.
• Cancel: closes the pop-up or returns to the previous page without creating anything. It also works without a PRO license. Inside a pick list, Cancel stops the process.
• Try again: only shown after a create that is safe to repeat or whose result is unclear.
• Retry attach and Open sales order N anyway: only shown when the PDF attachment failed after the order was created.
• Open sales order N: shown when the order is ready and the pop-up is handing it to the Sales Orders page.

What TIPP takes over from the PDF

• Customer: TIPP matches the buyer using, in this order of strength: earlier remembered matches, the customer number printed on the PDF, the VAT number, the e-mail or website domain (ignored for general mailbox providers such as Gmail or Outlook), postal code, city, country and name similarity. If one candidate clearly leads, it is accepted without asking. If several candidates remain, the AI chooses between them, and only when it cannot decide do you see the customer picker. Only active customers are considered.
• Your reference on the order: the order reference printed on the PDF. If none is found, the customer name followed by today’s date is used. It is cut to 30 characters.
• Order date: the order date from the PDF if it could be read as a date, otherwise today.
• Order description: “AI: ” followed by the PDF file name, cut to 20 characters.
• Order lines: item, quantity (1 if it cannot be read), the delivery date if the PDF has one, and the unit price only when it is greater than 0. TIPP matches items using the customer’s own item code or barcode stored in Globe, the item code, barcode, search code, the customer’s order history and description similarity. Lines that are not matched directly go to the AI, and only when it cannot decide do you see the item picker.
• Attached document: the PDF is attached to the new order with the subject “Customer PO: ” plus the file name (cut to 60 characters) and a note naming Create Sales Order from PDF and the original file name. The document type is 24 (Attachments) unless a different Sales Order Document Type is set on the TIPP Engine Settings page.

Result texts of the steps

• Preparing your document: “Document ready (size).”
• Reading your purchase order: the buyer name (or “buyer not printed”), the number of lines and the reference, for example “Buyer name | 3 line(s) | ref 4500123”.
• Identifying the customer: the customer number and name followed by the reasons it matched. While waiting it can show “Asking the AI to choose between N candidate(s)…” or “Waiting for your customer pick…”.
• Matching the order lines: “N line(s) resolved (M without AI).” While working it can show “N line(s) matched directly; asking the AI about M line(s)…” or “Waiting for item pick:” followed by the line text.
• Creating the sales order in Globe: “Created sales order N.”
• Attaching the PDF: “PDF attached to N.”

Match memory

• Every customer or item you pick in a pick list is remembered for the text printed on the PDF. Next time the same text appears, it is matched without asking. Item picks are remembered per customer.
• When the AI decides confidently, that match is remembered too, but your own pick always outranks an AI match for the same text.

Messages and what to do

Answers from the TIPP Transactions service when the order is created or the PDF is attached

• “Failed: reason (ref: …)”: Globe or the service refused the action. Read the reason and correct the cause. Quote the reference when you contact support.
• “Busy: … right now, so this one was not sent. Nothing was saved. Try again in a moment.” The first words say what is busy: “Synergy is handling other changes”, “Exact’s Entity Service is handling other changes” or “another change is being saved in Globe+”. Nothing was sent. Click Try again after a moment.
• “Not saved: …” with the reference: the service says the change was not saved. Click Try again, or start again.
• “Partly saved: …”: only part of the change was saved. No Try again button is offered. Check the order in Globe+ before you do anything else.
• “Still being processed: …”: the service has not finished the request yet. Click Try again in a moment to get the result; it is not done twice. If it keeps coming back, check the order in Globe+.
• “Could not confirm whether this was saved: …”: TIPP could not find out what happened, for example because the connection broke or the service did not answer within 5 minutes. Check the order in Globe+ before you go on. Try again does not create a second order.
• “The answer from the server was lost (…). It may have gone through. Try again: what already went through is not done twice.”: the reply never arrived. Click Try again.
• When the answer is unclear, TIPP asks the service’s request log what happened and then reports it as saved (the order opens), as the service’s own reason, as “Still being processed”, as “Not saved” or as “Could not confirm”. An error from the service is never shown as success.
• “Could not reach the TIPP Transactions service at …”: the service is stopped or the Service Base URL on the TIPP Engine Settings page is wrong. Nothing was posted. Check that the TIPP Transactions Windows service is running and use the Check Running Service button on TIPP Engine Settings, then click Try again.
• “TIPP Transactions request failed (HTTP 401)” or “(HTTP 403)” with the text that the service did not accept the request from Synergy: nothing was posted. Ask your TIPP administrator or TICE-IT to repair the TIPP Transactions installation.
• “The API key in the TIPP database cannot be decrypted …” or “The API key could not be read from the TIPP database …”: re-run the TIPP Transactions installer or check the TIPP Engine Settings page.
• “No division was supplied …” or “Division … could not be resolved to an Exact Globe administration …”: the division is not set up correctly. Fix it on the Backoffice Connection page.
• Failures from the order step show the reason from Globe, often prefixed with Failed. If the text mentions an add-on initialisation problem (@CORE_SDK), re-initialise the add-ons in that Globe database: open System, General, Settings, Add-ons, click Initialise under Actions, then click Start in the pop-up, and retry.

Other messages

• “Missing Division parameter.”: the page was opened without a division. Close it and start again from the Sales Orders page.
• “Could not connect to the Exact Globe back-office for this division. Check the SQL credentials and the division configuration on the Backoffice Connection page …, and that your TIPP licence is valid …”: the connection to Globe failed. Fix it on the Backoffice Connection page and check the license.
• “No AI providers configured – see TIPP AI Settings”: no provider is fully configured. Complete one on the TIPP AI Settings page.
• “Please select an AI provider.” or “Please upload a PDF file.”: choose a provider and a PDF before clicking Create Sales Order.
• “No API key found for provider …” or “No model configured for provider …”: the chosen provider is incomplete. Fix it on the TIPP AI Settings page.
• “AI extraction failed: …”: the AI provider returned an error or could not be reached. Try again or choose another provider.
• “The AI model reached its output limit before it finished the answer …”: the answer was cut off. Reasoning models spend part of the limit on internal reasoning. Select a non-reasoning model in TIPP AI Settings or upload a PDF with fewer lines.
• “The AI did not return JSON. Response: …”: the AI answered with plain text instead of data, for example a refusal. Retry, try another provider, or check the file is a real purchase order.
• “The AI found no order lines in this PDF. Check that the file is a purchase order and retry, or enter the order manually.”: use a proper purchase order PDF or enter the order on the Sales Orders page.
• “Customer resolution failed: …” or “Line resolution failed: …”: the lookup in Globe failed. Check the Globe connection and retry.
• “Customer step failed: …” or “Line step failed: …”: the step stopped with an error. Retry.
• “Cancelled. No customer was picked.” and “Cancelled. Line … was not resolved.”: you cancelled a pick list. Nothing was created. Start again.
• “No usable line items returned by AI.”: none of the lines could be matched to an item. Retry and pick items manually.
• “… is not an active customer in this administration. Go back and pick the customer again.”: the selected customer is not an active customer in Globe. Pick another one.
• “Search failed.”: the search in a pick list failed. Type again or pick from the list.

What you cannot do here

• You cannot review or edit the order before it is created. Everything is created directly; open the order afterwards on the Sales Orders page to change it.
• You cannot upload more than one PDF at a time, and only PDF files are accepted.
• You cannot create new customers or items here. Create them in Exact Globe first.
• You cannot choose the order type, delivery address or other header fields. The page only sets customer, your reference, order date and description, plus the lines.
• You cannot create a second order from the same page after one was created or may have been created. Open the existing order instead.
• Without a TIPP PRO license nothing can be processed.

Related pages

• Sales Orders: the list where this pop-up is started and where the new order is opened afterwards.
• TIPP AI Settings: where AI providers, API keys and models are set up.
• Backoffice Connection: SQL credentials and the Globe database of each division.
• TIPP Engine Settings: the TIPP Transactions service address, the Check Running Service button and the Sales Order Document Type.
• License: where the TIPP PRO license is installed.

Common questions

What is Create Sales Order from PDF for?

It creates a Globe sales order automatically from a customer’s purchase order PDF and attaches the PDF to it. You upload the file, answer any questions the page asks, and the new order opens.

How do I create an order from a PDF?

Open the Sales Orders page, click Create Sales Order from PDF, choose an AI provider, upload the PDF and click Create Sales Order. Answer the customer or item pick list if one appears.

Why is the Create Sales Order button grey?

No PDF is selected yet, the process is already running, or an order was already created or may have been created from this page. Upload a PDF first. If every control except Cancel is disabled, the TIPP PRO license is missing.

Why does the AI provider list say “No AI providers configured – see TIPP AI Settings”?

No provider is fully configured. Open TIPP AI Settings and enter the API key and model for at least one provider; for Azure AI also the endpoint and deployment name.

Is my data sent to the AI provider?

The PDF itself is sent once to the provider you selected. Customer and item data is only sent as a short shortlist when a match is unclear. Prices, balances, contact persons and other financial data from Globe are not sent.

Why am I asked which customer the PDF is for?

TIPP and the AI could not identify the buyer with confidence. Pick the right customer or search all customers; your choice is remembered, so the same buyer text is recognised next time.

Why am I asked which item a line is?

The text on that PDF line did not match one item clearly, even after the AI looked at it. Pick the right item or search all sales items; it is remembered for this customer.

The order was created but the PDF is not attached. What now?

Click Retry attach. If that keeps failing, click Open sales order N anyway and attach the PDF to the order yourself through Documents. The PDF is never stored twice by a repeated attach.

What does Try again do and is it safe?

Yes, it is safe. It sends the same order again without asking the AI again, and an order that already went through is not created twice. The button only appears after answers where repeating is safe or the result is unclear.

What is the reference at the end of a message?

It is the request reference of the call to the TIPP Transactions service, shown as “(ref: …)”. Give it to support so they can find the call in the service’s request log.

The message says “Still being processed” or “Could not confirm whether this was saved”. What now?

TIPP could not confirm the result. Check the order in Exact Globe (Globe+) first. If you use Try again, what already went through is not done twice.

Which license do I need?

TIPP PRO. With another license the page opens but all controls except Cancel are disabled.