Every supplier sends a catalogue in its own format: different columns, units, language and codes. From Excel, CSV or PDF the solution builds product records with a uniform structure and descriptions in your catalogue language, flags new products and price changes, and the purchasing manager approves before the import into SAP Business One or NetSuite and into the PrestaShop or Magento shop.
Built for ISO 27001NIS2 DORA
A wholesaler works with dozens of suppliers, and each sends a price list in its own way: one an Excel sheet with twenty columns, another a CSV from its own system, a third a PDF catalogue with photos. Names are in English, Polish or German, units of measure differ (piece, pack, pallet), and EAN codes are sometimes there and sometimes not. A purchasing clerk spends hours copying lines into the SAP Business One or NetSuite import template, translating descriptions and comparing them with existing records, then enters the same products again into the PrestaShop or Magento B2B web shop and still misses changed prices.
The solution takes the supplier file from a mailbox or a SharePoint folder. First it determines the file structure: a ChatGPT model via API recognises which column is the code, the name, the price, the unit, the packaging and the EAN, even when the headers differ every time, and text from PDFs is extracted with a document recognition tool. Each line is then compared with existing product records in SAP Business One, NetSuite or Business Central: a match by EAN or supplier code, and where those are missing, by name with the manager's confirmation. The model writes the product name and description in your catalogue style and standardises the units of measure. The result is a table with three groups: new product, changed price, no change. The purchasing manager approves new products and price changes, and the approved data is imported into the ERP through its import format or API and into PrestaShop or Magento through the shop API, so that the record, price and stock match in both places. We choose the integration method (API, file import or email flow) after a check, by your version. The model runs on the OpenAI platform via API without training on your data, and the source of the product records stays your ERP, whose database administration we can take over if needed.
Four steps from input to a record in your system, with human approval wherever there is risk.
The supplier price list arrives by email or is uploaded to an agreed SharePoint folder. The solution recognises the supplier, the file structure and the column values, and extracts tables and text from PDFs. An unknown structure is stopped and shown to the purchasing manager.
Each line is matched to an existing record in SAP Business One, NetSuite or Business Central by EAN or supplier code, and for new products the model creates a name, a description and standardised units following your rules. Prices are compared with the previous ones on the ERP record, and changes are flagged.
The manager sees three lists: new products, changed prices, no change. They approve, reject or correct each line, and the approved records are imported into SAP Business One or NetSuite through the usual import format or API, and into PrestaShop or Magento through the shop API.
A product that looks like a duplicate among the ERP records, or a line with no unit or price, stays in the exceptions list and enters neither SAP Business One nor PrestaShop. We monitor the import log, add the formats of new suppliers and refine the description style based on your comments.
A solution that determines the column meanings in Excel, CSV and PDF files on its own, plus a profile for each of your suppliers.
Your catalogue's name structure, unit dictionary and description length, which the model follows when writing records for SAP Business One and PrestaShop.
A list of new products and price changes with a before-and-after comparison against existing ERP records, which the purchasing manager approves line by line.
Approved records are passed to SAP Business One, NetSuite or Business Central through an API or import file and to PrestaShop or Magento through the shop API, with an import log and our support when supplier formats change.
ChatGPT via API + import into SAP Business One, NetSuite or Business Central through an import file or API and into PrestaShop or Magento through the shop API, depending on the version. We choose the platform by the task and by where your data may be: read more about this service and its limits on the service page.
The description is written only from the data in the supplier file, and by instruction the model cannot add properties that are not in the file. In addition, every new record goes through the purchasing manager's approval, so nothing unchecked reaches SAP Business One or PrestaShop.
Yes. We import records into SAP Business One through its import format or interface, and into NetSuite and Business Central through an API or file import, depending on the version. PrestaShop and Magento have an API through which we update records, prices and stock so that they match the ERP. We choose the integration method after a check in your environment.
We start with the three to five largest suppliers and one import path into SAP Business One or NetSuite, which usually takes 2–4 weeks. We add PrestaShop or Magento synchronisation in the same stage or the next. A new supplier can be added later within a few days, because format recognition already works.
At month end accounting matches statements to invoices by hand and writes reminders to debtors one by one.
Customers call and write about stock, their prices and order status, and sales reps answer the same questions dozens of times a day.
A new price list or quote for every customer group means a day of work in Excel and Word.
In wholesale, orders arrive as emails, Excel sheets, customer PDFs and EDI messages from retail chains, and the sales rep retypes them into SAP…
This service is delivered by specialists with valid international certifications. Their expertise is confirmed by independent organisations, not by us.
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