✨ AI Purchase Entry & Invoice Scanner Plugin v1.0

Complete configuration and operational manual for automated PDF, Image, and Spreadsheet invoice extraction in InventoryPlus.

🚀 1. Overview & Key Capabilities

The AI Purchase Entry plugin automatically parses purchase invoices from PDF files, scanned images, and Excel spreadsheets, matching vendors, items, tax rates, and batches directly into the InventoryPlus Purchase voucher entry screen.

  • Multiple Ingestion Modes: Drag & Drop files, File Browser picker, or Ctrl+V clipboard paste.
  • Dual AI Engines:
    • 📶 Offline OCR Mode: Fast, zero-network, local Windows 10/11 OCR. Works with 0 API costs.
    • ⚡ Cloud Vision AI Mode: State-of-the-art vision models (Google Gemini & Groq) providing zero-shot extraction of arbitrary invoice formats.
  • Interactive Verification Workbench: Side-by-side document preview and structured grid before committing to stock.
  • Smart Reconciliation: Auto-matches suppliers by GSTIN/Phone, and items by barcode or fuzzy name similarity.
  • Self-Contained Configuration: All API keys, mapping templates, and cache are stored strictly within the plugin directory.
🔑 2. Cloud AI Setup Guide (Google Gemini & Groq)

You can use either Google Gemini (Free 1,500 scans/day) or Groq Vision (Fast, high volume):

Option A: Google Gemini Setup (Recommended)

  1. 1Open Google AI Studio: https://aistudio.google.com/app/apikey
  2. 2Sign in with your Google account.
  3. 3Click Create API key and copy the generated key (starts with AIzaSy...).
  4. 4Right-click the AI Purchase taskbar tray icon → Configuration & API Settings → paste the key in the Primary Key field.
  5. 5Click Test Connection to verify connectivity.
Free Quota Note: Google Gemini provides 1,500 free requests per day at $0 cost without entering a credit card.

Option B: Groq Vision Setup

  1. 1Open Groq Console: https://console.groq.com/keys
  2. 2Sign in and click Create API Key.
  3. 3Copy the key (starts with gsk_...) and paste it into Groq settings.
📄 3. Supported File Formats
Format Extension Supported Engine Notes
PDF Documents .pdf Cloud AI & Offline OCR Single & multi-page digital or scanned tax invoices.
Images .jpg, .jpeg, .png Cloud AI & Offline OCR Scanned receipts, mobile photos, screenshot clips.
Spreadsheets .xlsx, .xls Direct Parser Vendor-supplied item spreadsheets.
CSV Files .csv Direct Parser Comma or tab-delimited invoice lists.
Clipboard Ctrl+V All Engines Copies screenshot from Snipping Tool or file from Explorer.
🎯 4. Split-Screen Review Workbench

After extraction, the verification workbench opens in split-screen:

  • Left Pane: Document zoom & pan viewer allowing visual inspection of original figures.
  • Right Pane: Editable line items grid with color-coded status badges:
    • 🟢 Exact Match: Barcode or exact item name matched in your catalog.
    • 🟡 Fuzzy Match: Name similarity > 85%. Confirm or change dropdown.
    • 🔴 New Item: Item does not exist yet. Click "+ Quick Create" to add to catalog.
  • Apply to Voucher: Once reviewed, clicking Apply to Purchase Voucher automatically populates the Purchase voucher screen with supplier, bill number, items, quantities, and taxes.
⚙️ 5. Taskbar System Tray Menu

The plugin maintains a resident system tray icon in the Windows taskbar with quick options:

  • Launch AI Invoice Scanner: Opens the drop-zone scanner directly.
  • Configuration & API Settings: Opens settings to change providers, keys, and matching thresholds.
  • Open User Manual & Configuration Guide: Opens this documentation file.
  • Invoice Processing Counter: Shows total invoices parsed in the current session.