Purchase Order Parser Setup Guide

Before You Start

Before setting up your parser, ensure you have:

1. A PerfectParser account (sign up at perfectparser.com).
2. A healthy credit balance (each PO page processed consumes 1 credit).
3. A sample purchase order (PDF, PNG, or JPEG) to use during the parser setup.

Recommended Parser Settings

When creating a new Purchase Order Parser, choose the document organization structure that matches your files:

• Single Document Per File: Select this option if each uploaded file represents exactly one purchase order (even if it spans multiple pages with long item lists).
• One Document Per Page: Select this option if you receive merged scans containing multiple separate purchase orders in a single PDF file.

Recommended Fields

We suggest configuring the following schema fields for your Purchase Order Parser to capture all essential order data.

AI Instructions (Optional)

To help the AI parser extract field values with maximum accuracy, copy and paste the following prompt instructions into the AI Instructions (Optional) field during setup:

Extract the purchase order number, PO date, vendor name, customer company name, billing address, shipping address, payment terms, and total order value. Also extract the line items table containing the SKU/part number, description, quantity, unit price, and total line amount.

Step-by-Step UI Setup

Follow these steps to set up your Purchase Order Parser using the single-page setup in the PerfectParser dashboard.

Step 1: Create the Parser

Log in to your dashboard, click Parsers in the left-hand navigation menu, and click the New Parser button.

Step 2: Configure Name and File Organization

In the Parser Details & Setup section:

1. Enter a clear, recognizable name in the Parser Name field (e.g., "Purchase Orders").
2. Choose your document structure under How are your files organized? (e.g., select Single Document Per File).

Step 3: Upload your Sample PO

Upload your sample document by dragging and dropping it into the upload box on the left-hand Sample Document Preview panel, or clicking the box to choose a file from your computer.

Step 4: Run Auto-Detection

Once the document finishes uploading:

1. Copy the prompt from the AI Instructions (Optional) section above and paste it into the AI Instructions (Optional) box.
2. Click the Auto-Detect Fields button. The AI will analyze the sample document's layout and suggest extraction fields within 10 to 15 seconds.

Step 5: Verify and Refine Fields

Review the generated schema on the right. You can rename fields, change data types, or edit the helper descriptions to guide extraction. When you are satisfied with the schema, click Create Parser at the bottom right.

Step 6: Run a Batch Extraction

To process your purchase orders:

1. Click Bulk Extraction in the left sidebar or the top header.
2. Select your newly created Purchase Orders parser.
3. Upload one or more PO files. PerfectParser will start extracting data immediately.

Step 7: Export Extracted Data

Navigate to Batch History in the left sidebar or click the Batch History tab on the parser details page. Click Show Files to inspect individual PO extractions, view confidence scores, and verify the structured output.

To download your structured data:

1. Click the Export button on the completed batch card.
2. Select Export as Excel or Export as CSV from the dropdown menu to download the structured table directly to your computer.

Developer Integration

If you want to automate purchase order processing programmatically inside your applications:

• See the Create Parser API Guide to manage your parsers programmatically.
• See the Start Extraction API Guide to submit PO files and retrieve extracted JSON payloads.
• See the Webhooks Reference to configure automatic webhooks that deliver extraction results to your server as soon as they are completed.