AI Sales Order Entry for Unleashed Inventory Management Software

What 'Order Entry' Specifically Means for Unleashed

Order entry, in the context of Unleashed, is the step where an inbound purchase order from a buyer becomes a sales order record in your Unleashed account. Manually, it involves opening the Unleashed sales order screen, finding the correct customer, adding each line item by searching the product catalog, setting the unit price from the customer's pricing tier, entering the quantity, filling in the delivery details, and saving the order.

The time this takes is not just the typing. It is the looking up — finding the right Unleashed customer from a name on an email header, finding the right Unleashed product code from a buyer's description that almost but does not quite match your catalog entry, checking which pricing tier applies to this customer and what that tier says the unit price should be. On a 7-line order from a customer who uses non-standard product names, a careful entry can take 10 to 15 minutes.

How the Buyer Is Matched to an Unleashed Customer Record

The first lookup after field extraction is the customer match. The system checks the buyer's company name (from the order header), the sender's email domain, and any customer reference number the buyer included against active customer records in Unleashed.

An exact or high-confidence match proceeds automatically — the Unleashed customer code is confirmed and carried forward. A low-confidence match or multiple candidate records routes to a reviewer who selects the correct Unleashed customer. Once the customer is confirmed, the system reads the customer's pricing tier, currency, and default warehouse assignment from Unleashed.

How Buyer Product References Are Resolved to Unleashed Product Codes

B2B buyers rarely order using the supplier's exact product codes. They describe what they want using their own internal part numbers, specification descriptions, or names from a previous quote or catalogue. A cable tie distributor's buyer might write '300mm UV-stable natural, 1000-bag' rather than the supplier's Unleashed code 'CBT-UV300N-1K'. A food manufacturer's trade customer might write 'the large olive oil tins from last October' rather than a product code at all.

The system resolves these descriptions using a per-customer alias map: a record of which descriptions this specific buyer uses for each of your Unleashed product codes, built from confirmed past orders. A buyer who has ordered from you for two years and whose aliases are fully mapped will have nearly all product references resolved automatically. A buyer whose references are entirely new triggers semantic matching against the Unleashed product catalog, which generates candidate matches with confidence scores. High-confidence matches proceed; low-confidence matches route to a reviewer.

Each reviewer decision adds a new entry to the alias map. The next time this buyer uses the same reference, the match is automatic. Established customers typically reach near-full automatic resolution within the first 20 to 40 orders.

How Pricing Is Validated Against the Customer's Unleashed Tier

Unleashed supports customer pricing tiers — Price Tier A, B, C, D, and further configurable tiers. Each customer record is assigned a pricing tier, and that tier defines the unit price for each product the customer buys from you. When a buyer submits prices in their purchase order (which many buyers do, pulling from their own price list), those submitted prices need to be checked against the Unleashed tier price before the order is created.

The system reads the confirmed customer's pricing tier from Unleashed and validates each line. Lines that match (or fall within the configured tolerance) proceed automatically. Lines with a deviation above the threshold — typically meaning the buyer submitted a price from an outdated price list, or a price that reflects a negotiation not yet updated in Unleashed — are flagged for review before the order is created. No order posts to Unleashed with an unresolved pricing discrepancy.

How the Confirmed Order Is Written to Unleashed via REST API

Orders that clear customer matching, product code resolution, and pricing validation are written to Unleashed via a POST request to the Unleashed REST API. The request creates a new sales order record in Unleashed with all required fields populated.

The Unleashed sales order record created by the entry system contains: the confirmed Unleashed customer code, the assigned warehouse code, each line item with the resolved Unleashed product code, ordered quantity, and validated unit price, the buyer's PO number recorded in the order reference field, the requested delivery date, the full delivery address extracted from the order document, and any delivery instructions. The original source document is stored as a reference attachment.

Where the Entry System Stops and Routes to Human Review

Entry stops and routes to a human reviewer when any validation step encounters a specific problem it cannot resolve: an unresolved product reference, a pricing deviation above threshold, a customer match with multiple candidates, a delivery address not on file for the customer, or a PO number that matches a recent Unleashed sales order from the same buyer.

The reviewer sees the original document, the extracted data, and the specific flag. They resolve the flagged item in 30 to 60 seconds, and the entry system writes the order to Unleashed immediately. Each reviewer decision also improves future automation: a resolved product alias means that reference processes automatically on the next order from that buyer.