Reviewing request lines: confirm, reject, correct
Reviewing request lines in Vuntus: the Decision column, the ⋯ menu, unclear quantities, match badges, substitutions, the evidence panel and approval.
On this page
- What is on the request page?
- How do I review a request, step by step?
- How do the Decision column and the ⋯ menu work?
- What do the match badges mean?
- What does Vuntus read from a line, and what does it compare?
- Where does the system stop you, and why?
- Other tools you will use in review
- What Vuntus does not do in review
- Frequently asked questions
Vuntus brings every line of a request as a suggestion: what the customer wrote, how much they want, and which product in your catalog it resembles. The decision is yours. You settle each line with Confirm or Reject; once every line is decided, Approve request becomes available. No price or quote is produced until you approve.
Human approval required. Lines were extracted from the document automatically; matches are suggestions based on your company catalog. No price or quote is produced until you approve.
Who can do this: line decisions are made by the Owner, Manager and Sales roles. A Viewer opens the request as View only. Saving a customer alias and defining a unit conversion are for the owner and managers only.
What is on the request page?
- At the top, a step bar: Review → Approval → Quote → Approved quote. A step with a problem shows a warning mark.
- In the middle, the Request lines table. Columns: Customer wrote, Quantity, Catalog match, Decision. On a narrow screen each line becomes a card, with the column names inside it.
- In the right-hand rail (below the table on a narrow screen), the Status and Next step card says how many lines are waiting for your decision and what to do next in one sentence. Assignee & due date is here too.
- As lines are confirmed, the Quote preview table shows prices; Price source next to each amount opens the price record that was used.
How do I review a request, step by step?
- Open the request
In the Request queue on the dashboard, choose the Review filter and select the request. The Awaiting review heading in the Needs attention panel lists the same work.
- Read what the customer wrote
The Customer wrote column shows the line itself, with a small note below: the code that was read ("Code: NAOH-99") or "No code". If the note flags a problem (e.g. Multiple products — split the line), deal with that first.
- Check the quantity
The Quantity column shows the quantity and unit. If it is unclear you see "Unclear: “1.000”"; use Set quantity… to pick one of the readings or type the quantity; a unit is required. View source shows where the value came from in the document.
- Check the match
The Catalog match column shows the suggested product code, a match badge and Why suggested:. If there are several candidates, pick one from the list. If the suggestion is wrong, use Search for another product; selecting a product in the search results confirms the line with that product. Why this product? shows the code in the request, the matching catalog record and the record of the decision.
- Decide the line
Select Confirm or Reject in the Decision column. If you picked a code different from the one the customer wrote, a Substitution decision window opens and asks for a Reason for substitution; the reason is written to the quote record and the audit trail.
- Approve the request
Once every line is decided, Approve request below the table becomes available. After approval the screen says Request approved · decisions locked, and the next step is creating the quote: Creating, approving and exporting quotes.
How do the Decision column and the ⋯ menu work?
| Line state | What you see | What you can do |
|---|---|---|
| Pending | Pending, with Confirm and Reject side by side below it | Decide. If there is no candidate in the catalog, only Reject appears; selecting a product in the line's Search the catalog… box confirms the line with that product. |
| Confirmed | The selected product code in a green badge, and Undo | Undo returns the line to pending. |
| Rejected | A grey Rejected badge, and Undo | Undo returns the line to pending. |
Less frequent actions are in the ⋯ menu on the right of the line:
- Change to rejected
- Rejects a confirmed line directly.
- Change to confirmed
- Confirms a rejected line if there is a candidate in the catalog. If the candidate carries a problem that blocks approval, this option is disabled.
- Save alias
- Saves the customer's phrase as this customer's name for this product; in their next requests it is suggested as Approved customer alias. You are asked for the phrase and a reason. Owner and Manager only.
- Split line
- If the customer asked for two products on one line, adds the second product as a new line linked to this one.
What do the match badges mean?
Vuntus searches only your own catalog. The best candidate is listed first and pre-selected, but a line is not confirmed until you select Confirm. There is no numeric confidence score; the badge tells you the type of match. Candidate order: exact code, approved customer alias, the same code apart from separators or letter case, same family, a code match with a technical conflict, and last, name and attribute similarity. If there is none, it says No match.
| Badge | What it means |
|---|---|
| Code match | The code the customer wrote exists exactly in the catalog and nothing is missing. |
| Needs verification | The product was found, but some information is missing (e.g. pack size). A missing SDS record or product class blocks approval; see the stopping points table below. |
| Same-family candidate | The codes start with the same prefix; this does not mean it is the same product. |
| Conflict | There is a hard mismatch between the request and the product (e.g. concentration). It cannot be confirmed. |
| Name similarity | Product name, manufacturer or attribute words overlap; it does not replace a code match and is listed after code candidates. |
| Approved customer alias | An alias saved earlier for this customer. |
| Picked manually | You chose the product from the catalog. |
| Confirmed selection | The product of a decided line. |
What does Vuntus read from a line, and what does it compare?
- Read: the line text, product code, quantity and unit, and a concentration percentage if given. Where each value came from is kept too: page and line in a document; sheet, row and column in a table.
- The comparison that blocks confirmation: the only request-to-catalog comparison that blocks confirmation is the concentration percentage. There is no blocking rule for grade (technical, pharma…), concentration basis (w/w, w/v), manufacturer, delivery date or packaging; you compare those with what the customer wrote.
- A quantity that can be read two ways, such as "1.000" or "1,000", is left blank and both readings are offered: is the dot or comma a decimal point or a thousands separator?
- A UN number (e.g. UN1824) and pack patterns such as "4x25kg" are not treated as product codes.
- If one line names two products, it is either split or flagged with Multiple products — split the line.
NAOH-99 1.000 kg
HCL-37 35% 250 kg| Line | What you see | What you do |
|---|---|---|
NAOH-99 1.000 kg | The code matches, but the quantity is "Unclear: “1.000”": 1 kg or 1,000 kg? | Choose the right reading with Set quantity…. |
HCL-37 35% 250 kg | HCL-37 in the catalog is 37%; the badge says Conflict and the line shows Concentration mismatch. Confirm is disabled. | Ask the customer about a 35% product, pick a suitable product, or reject the line. |
Where does the system stop you, and why?
| Situation | On screen | What you do |
|---|---|---|
| Concentration mismatch | Conflict badge, red Concentration mismatch; Confirm disabled | Pick a suitable product or reject the line. Human approval cannot override this. Why it matters: w/w, w/v, v/v. |
| A gap that blocks approval | A red-bordered gap ending in "· blocks approval" (e.g. Product class not set or No Safety Data Sheet (SDS) on record) | Fill the gap in the catalog or pick another product. |
| Unclear quantity | "Unclear: “…”" and Set quantity… | Choose the reading; the request cannot be approved until you do. |
| A different code | The Substitution decision window | Write a Reason for substitution. A difference only in separators or letter case is not a substitution; a note is added automatically. |
| Price in a different unit | Under the confirmed line, "Cannot be priced in the quote:" and Define conversion → | The owner or a manager defines a conversion with a reason. Details: Catalog and price list. |
| SDS not verified | "SDS not verified — the quote cannot be approved." and Add and verify SDS → | Upload the product's Safety Data Sheet and have an authorised person verify it. Details: Technical documents. |
A price or SDS warning does not stop you approving the request, but no quote can be issued as things stand. The screen says so: "All lines are decided; … cannot go into the quote as is".
Other tools you will use in review
- Add line
- Pick a product that could not be extracted from the document and add it with quantity, unit and a reason. The line is added as confirmed and logged in the audit trail. For requests that arrived as a photo or scan, this is how lines are entered.
- Ask the customer
- If the candidates for a line differ in one attribute (concentration, grade, form or pack size, for example), the screen suggests the question to ask the customer.
- Evidence panel
- Opens from three places: View source (quantity), Why this product? (product) and Price source in the quote preview. Its sections: Read from the request, From the catalog, Price record used and Calculation.
- Cross-sell suggestions
- Products that could be sold with the confirmed items: from the catalog's
cross_sellcolumn, plus up to four from the same manufacturer. Add puts the product on the request as a new line.
What Vuntus does not do in review
- It never approves a line, a request or a quote on its own.
- It gives no numeric confidence score or percentage; it shows the type of match and the reason.
- It does not let you confirm lines in bulk.
- It does not stop a line over a difference in grade, concentration basis, manufacturer, delivery date or packaging; you compare those with what the customer wrote.
- It does not guess density; a person has to define the litre-to-kilogram conversion with a reason.
Frequently asked questions
What happens if Vuntus suggests the wrong product?
No suggestion is ever confirmed on its own: the best candidate is listed first and pre-selected, but the line is not confirmed until you select Confirm. You replace a wrong suggestion with Search for another product, or close the line with Reject. Until the request is approved, you can return a confirmed line to pending with Undo, or choose Change to rejected from the ⋯ menu.
What does "Same-family candidate" mean?
The code the customer wrote and the catalog code start with a shared prefix of at least four characters (for example, different variants in the same product family). It only means this is a candidate; it does not mean it is the same product.
Can I confirm lines in bulk?
No. Each line is decided on its own. Bulk actions exist only in the request queue on the dashboard, for assigning an owner and setting a due date.
Why is the Confirm button greyed out?
The selected candidate has a hard conflict (e.g. Concentration mismatch) or a gap that blocks approval. The badge shows the reason. The same rule is enforced on the server; pick another product, fill the gap in the catalog, or reject the line.