Supported Order Types
Omni AI can process orders from multiple sources and formats:
PDF — Purchase orders sent as PDF files
CSV/Excel — Spreadsheet-based orders
Email body text — Orders written directly in the email
HTML emails — Formatted orders from procurement systems
XML — Structured order data
SMS/Text messages — Orders sent via SMS to your Omni phone number
Plain text files (.txt) — Simple text-based orders
Accessing Your Omni Email
Each supplier has a unique Omni AI email for receiving purchase orders.
To find your Omni email:
Go to Orders > Purchase Orders.
Click Share your details to reveal your Omni email address.
Setting Up Auto-Forwarding for Incoming Orders
Setting Up Auto-Forwarding for Incoming Orders
Ensure purchase orders automatically reach your Omni AI inbox.
For Gmail:
Go to Gmail Settings > See all settings.
Click the Forwarding and POP/IMAP tab.
Select Add a forwarding address and enter your Omni AI email.
Verify the address using the confirmation code sent to Omni.
Create a filter to forward only relevant emails (e.g., from specific customers or containing “Order” in the subject).
Click Save Changes.
For other email providers:
Tip: Filters help prevent unrelated emails from reaching Omni AI.
SMS Order Processing
Allow customers to place orders via text message for quick, convenient ordering.
How it works:
Each supplier has a unique Omni phone number.
Customers text their order to this number.
Omni AI extracts the order details and creates a draft order for your review.
To find your Omni number:
Go to Orders > Purchase Orders.
Click Share your details to reveal your Omni phone number alongside your email.
Tip: Share your Omni number with customers who prefer texting, especially for quick reorders or urgent requests.
Processing Orders with Omni AI
When customers send orders via Omni email or SMS, they appear as draft orders in Orders > Purchase Orders.
To review draft orders:
Go to Orders > Purchase Orders.
Look for drafts labelled with the order source, sender, and customer name.
Click the file name to open and review the draft.
What to check before approving:
Customer details: Adjust if needed.
Line items and quantities: Confirm all items are correct.
Price discrepancies: Highlighted if PO price differs from your Ordermentum pricing.
Out of stock items: Remove or substitute as flagged by Omni.
Unmatched products: Select the correct product before approving.
Click Approve once the order is accurate.
AI Confidence Scoring
Omni AI automatically assigns a confidence score to draft orders, helping you focus on orders that need attention.
Score | Colour | What It Means |
Ready to process | Green | High confidence. All fields extracted accurately. Quick review recommended. |
Needs review | Yellow | Moderate confidence. Some fields need verification. Highlighted areas require attention. |
Missing info | Red | Low confidence. Critical information may be missing or incorrect. Full review required. |
What AI checks:
Line items
Customer details
Delivery dates
Pricing
Tip: Fields needing attention are highlighted in the draft order review screen.
Note: AI Confidence Scoring is in beta and improving with supplier feedback.
Unit of Measure Conversion
Omni AI automatically converts quantities if the customer orders in a different unit than your catalogue.
Supported conversions:
Container → Unit (e.g., cartons → individual units)
Weight conversions (grams ↔ kilograms)
Weight → Unit (kg → units using approximate weight per unit)
How it works:
Omni uses product settings like “Shipped in quantity of” and weight per unit.
Converted quantities appear with an info banner: e.g., “Units converted from 3 cartons → 36 units”.
Tip: Ensure all products have relevant fields configured in advanced settings for accurate conversions.
Approved Orders
Once approved, the order enters the standard Ordermentum order flow.
Original PO files and PO numbers are automatically attached.
Orders appear in your Orders list as confirmed and ready to process.
Setting Up a Filtered Tab for Omni Orders
Keep a dedicated view for Omni AI orders.
Go to Orders.
Click Manage, then + to create a new tab.
Add a filter: Source is Draft.
Save the tab to quickly view all incoming Omni orders.
Self-Service Product & Customer Mapping
Manage product and customer mappings directly in Ordermentum without contacting support.
What is mapping?
Mapping connects customer product names/codes to your Ordermentum catalogue.
Example: Customer orders “Chk Breast 1kg”, which maps to your catalogue’s “Chicken Breast 1kg”.
Accessing self-service mapping:
Go to Orders > Purchase Orders.
Click Configure Mappings.
Product Mapping:
View all mapped products.
Update existing mappings or add new ones.
Enter PO SKU and product name to map.
Customer Mapping:
View all mapped customers.
Update existing mappings or add new ones.
Enter PO customer name, sender email, or phone number to map.
Tip: Encourage customers to include your SKUs on POs to improve automatic matching.
Frequently Asked Questions
What types of orders can Omni process?
PDF, CSV, Excel, XML, HTML emails, plain text emails, text files (.txt), and SMS orders.
How accurate is Omni AI?
Omni uses advanced AI to extract order data and provides confidence scores to highlight orders needing closer review. You still approve each order to maintain control.
Can I edit Omni AI orders before approval?
Yes. Update any part of a draft order before confirming it.
What if a product doesn't match?
Use self-service mapping to connect the customer’s product name to your catalogue. Omni will recognise it automatically in future orders.
What do the confidence colours mean?
Green — Ready to process, high confidence.
Yellow — Needs review, some fields require verification.
Red — Missing info, full review required.
How does unit of measure conversion work?
Omni converts quantities when customers order in different units (e.g., kg vs bags). A visual indicator shows the conversion.
Can my customers send orders via SMS?
Yes! Share your Omni phone number, and SMS orders appear as draft orders.
Need Help?
Contact our support team:
Email: omnisupport@ordermentum.com
Help chat: Bottom-right corner in Ordermentum
Support hours: Monday–Friday, 9:00 AM – 5:00 PM (local time)
🎉 With Omni AI, processing orders is faster, easier, and more efficient. Welcome to effortless order automation!