The Scenario
You are a procurement manager. Monday morning. You have a reorder sheet covering 5 suppliers, with between 20 and 40 line items per supplier. Each line has the supplier ID in column A, the product ID in column B, and the reorder quantity in column C. Every line item needs to be a draft purchase order in BaseLinker, grouped by supplier, before the purchasing coordinator starts their calls at 10 AM.
The bad version:
- Open BaseLinker's purchase order module
- Create a new PO for supplier 1
- Add line item 1 for that supplier
- Add line item 2
- Continue for all 35 line items for supplier 1
- Save, create a new PO for supplier 2
- You are still building supplier 3's PO when the coordinator walks over to ask if the orders are ready.
The fast version is one prompt and the five POs are in BaseLinker before the coffee goes cold.
The Easy Way: One Prompt in SheetXAI
SheetXAI reads the reorder sheet, groups the rows by supplier, and creates one purchase order per supplier in BaseLinker, with all the correct line items, in one operation.
Open the SheetXAI sidebar and type:
Create BaseLinker purchase orders from this sheet: group rows by the supplier ID in column A, create one draft PO per supplier, then add line items from columns B (product ID) and C (quantity) to each PO. Write the resulting BaseLinker PO ID into column D next to each row.
SheetXAI groups the rows, creates the purchase orders, adds the line items, and writes the PO IDs back to column D. Every line item in the sheet is now linked to a draft PO in BaseLinker.
What You Get
5 draft BaseLinker purchase orders, one per supplier, each with all its line items:
- PO ID in column D — written next to each row, linking the sheet line to the BaseLinker PO
- Line items grouped by supplier — the rows are logically organized in BaseLinker, not a flat dump
- Draft status — ready for the purchasing coordinator to review and confirm
Column D is the cross-reference your coordinator needs. They open BaseLinker, find the five draft POs, and do not have to re-enter a single line item. They just review, adjust quantities if needed, and confirm.
What If the Data Is Not Quite Ready
Reorder sheets from different parts of the business are rarely clean. SheetXAI handles the edge cases in the same prompt.
When the sheet has supplier names instead of supplier IDs
Your operations team filled in supplier names ("ABC Wholesale") instead of BaseLinker supplier IDs.
Look up the BaseLinker supplier ID for each unique supplier name in column A. Then create one draft purchase order per supplier in BaseLinker, adding all line items from columns B (product ID) and C (quantity). Write the PO ID into column D for each row.
When some rows have zero quantities
The sheet includes rows that were in last quarter's order but are not being reordered this time.
Filter out any rows where the quantity in column C is zero or blank. Then create BaseLinker purchase orders grouped by supplier ID in column A, with product IDs from column B and quantities from column C. Write the PO ID into column D for remaining rows.
When the product IDs in the sheet are SKUs, not BaseLinker product IDs
Your reorder sheet uses supplier SKUs, not BaseLinker internal product IDs.
For each unique SKU in column B of this sheet, look up the corresponding BaseLinker product ID in catalog ID 11223344. Then create draft purchase orders grouped by supplier ID in column A, using the looked-up BaseLinker product IDs and quantities from column C. Write the PO ID into column D.
When you need to pull current stock levels, calculate the reorder quantities, create the POs, and log the results in one pass
You have a reorder list but the quantities are not decided yet.
For each product ID in column B of this sheet, fetch the current stock level in warehouse ID 7766 from BaseLinker. Calculate the reorder quantity as the difference between the target stock level in column C and the current stock level. Write the calculated reorder quantity into column D. Then create draft purchase orders grouped by supplier ID in column A, using the calculated quantities. Write the PO ID into column E for each row.
The pattern: the stock lookup, the quantity calculation, and the PO creation happen in one prompt. The reorder process compresses to a single operation.
Try It
Get the 7-day free trial of SheetXAI and open your reorder sheet, then ask it to create the draft purchase orders in BaseLinker. The BaseLinker integration is included in every SheetXAI plan. For a related workflow, see how to bulk-update stock after a warehouse audit or the BaseLinker in Google Sheets overview.