User Guide — Quote Consolidation
What this app does
You receive pricing quotes from furniture vendors as Excel/PDF files, each in a different layout. This app extracts the line items automatically with AI, lets you review and correct them, and produces one consolidated master RFQ workbook — one row per item, one price column per vendor, and a Final FOB price.
Step-by-step
1. Open the app
Ask your admin for the URL (local development: http://localhost:3000). Click Upload on the home page.
2. Create a project
A project = one RFQ round, e.g. "Spring 2026 Milling Road". Type the name and create it. All uploads, reviews and exports belong to a project.
3. Create vendors and upload their quote files
For each vendor (e.g. Talento, V. Marble, John Richard):
- Select or create the vendor by name.
- Drag and drop that vendor's quote file (
.xlsxor.pdf) into the drop zone.
Important: the selected vendor must match the file you drop — the AI uses vendor-specific hints to read each layout. Up to 20 files, 150 MB total per upload.
4. Wait for extraction
The upload list shows each file's status: pending → running → done (usually 5–15 seconds per file). If a file shows failed, hover/click it to see the error, fix the cause (e.g. scanned PDF is not supported) and upload again.
5. Review the extracted data
Open Review for your project. Each row = one extracted line item with SKU, description, price, currency, dimensions, MOQ, remarks.
- Highlighted rows need attention: low AI confidence, unknown currency, suspicious price, or invalid SKU.
- Click a cell to correct it — your correction is saved separately; the original AI value is never lost.
- Approve rows that look right (bulk-approve is available), Reject rows that are noise (headers, subtotals, samples you don't want).
6. Check the consolidated table
Below the review grid: one row per item (base SKU), one price column per vendor.
- Final FOB is picked automatically = lowest USD production price among vendors.
- Click a different vendor's price to override the pick. If that vendor's row is later edited or rejected, the override is flagged as stale.
- Sample prices are ignored for the automatic pick.
7. Export the master RFQ
Click Export. You get an .xlsxfile with columns: Item Number, Description, Photo, Vendor, FOB Quote per vendor, Final FOB, Product Dimensions (Inch), Remark — same layout as the manual "All Vendors" workbook. The Photo column is left blank in this version.
Known limitations (current version)
| Limitation | Workaround |
|---|---|
| Scanned (image-only) PDFs not supported | Ask vendor for Excel or text PDF |
| Table top/base component rows (e.g. BAA6532T + BAA6532B) are not auto-summed | Review them manually; add remark |
| Vendor files using internal codes (e.g. Vietcast BAMOCKUP-*) don't auto-match items | Correct the SKU in the review grid |
| Photo column blank in export | Paste photos in Excel afterwards |
FAQ
- Wrong price extracted?
- Fix it in the review grid — click the cell, type the correct value, approve.
- Missing rows?
- Check the file uploaded fully and its status is done; a highlighted "low confidence" batch may also mean the sheet layout confused the AI — correct manually or re-upload a cleaner file.
- Two prices on one line (sample + production)?
- Both are extracted as separate rows; the automatic Final FOB uses only the production price.