AI & Analytics - Close GL Periods Agent

• AI & Analytics - Close GL Periods Agent
  • Overview
  • Supported Functions
  • Viewing Available Companies and Period Information
    • Required Information
    • Example Requests
  • Retrieving Unposted Transactions and Batch Details
    • Required Information
    • Example Requests
    • How the Agent Responds
  • Performing Month-End Period Close (Update Period)
    • Required Information
    • Example Requests
    • How the Agent Responds
  • Company Code Selection and Defaulting Logic
    • Example Requests
  • Tips and Best Practices
  • Example Prompts
  • Getting Help

Overview

Welcome to the user guide for the Close GL Periods agent, your AI assistant integrated into the CMIC ERP Software System. This guide will help you understand the capabilities of the agent, the information you need to provide, and how to interact with the system for efficient period management and related tasks.

Supported Functions

• Viewing available companies and their period information

• Retrieving unposted transactions and batch details

• Downloading unposted transactions as a CSV file

• Performing month-end period close (update period)

• Handling company code selection and defaulting logic

Each function is described in detail below, including what information you need to provide and example requests.

Viewing Available Companies and Period Information

You can ask the agent to show you the companies you have access to and their current period information. This is useful if you are unsure of your company code or want to review period statuses before taking action.

Required Information

No specific information is required. If you want details for a specific company, provide the company code.

Example Requests

• "Show me all companies I can access and their period info."

• "What is the current period for company ABC123?"

Retrieving Unposted Transactions and Batch Details

Before closing a period, it is important to check for any unposted transactions. The agent can provide a summary of unposted transaction batches and a downloadable CSV file of up to 500 unposted transactions.

Required Information

What you need to provide:

• The company code (if you do not specify, the agent will attempt to determine it based on your access).

Example Requests

• "List unposted transactions for company XYZ789."

• "Do I have any unposted transactions?"

• "Download unposted transactions for my company."

How the Agent Responds

• The agent will show you a summary of unposted transaction batches (batch number, created user, transaction count).

• The agent will provide a CSV file for download containing up to 500 unposted transactions.

• If there are more than 500 records, the agent will inform you and guide you on how to retrieve additional records.

NOTE: PDF output is not supported for unposted transactions.

Performing Month-End Period Close (Update Period)

The agent can help you close the current period for your company, following all required checks and confirmations.

Required Information

What you need to provide:

• The company code (if not specified, the agent will determine it based on your access).

• Confirmation to proceed after reviewing period information and unposted transactions.

Example Requests

• "Close the current period for company DEF456."

• "Perform month-end close."

• "Update the period for my company."

How the Agent Responds

• The agent will first show you the current period information for your company and ask for your confirmation to proceed.

• The agent will check for unposted transactions and notify you if any exist.

• If there are no unposted transactions, the agent will ask if you want to proceed with closing the period.

• The agent will check department setup as required. If a preliminary close is needed for any department, the agent will inform you and ask if you wish to proceed regardless.

Company Code Selection and Defaulting Logic

The agent uses the following logic to determine which company code to use:

• If you specify a company code, it will be used.

• If you do not specify a company code:

  • If you have access to only one company, the agent will use it automatically.

  • If you have access to multiple companies, the agent will ask if you want to use the default company or prompt you to select one.

• The agent will never use the default company unless you explicitly request it.

Example Requests

• "Use my default company."

• "Set company code to GHI321."

Tips and Best Practices

• Always review unposted transactions before closing a period.

• Confirm the current period and department setup before proceeding with a period close.

• If you encounter any errors or need to override department setup checks, follow the agent’s prompts for confirmation.

• If you are unsure of your company code, simply ask the agent to show available companies.

Example Prompts

• "Show me the period info for all my companies."

• "List unposted transactions for company ABC123."

• "Download unposted transactions as CSV."

• "Close the current period for my company."

• "Proceed with period close even if preliminary close was not run for some departments."

Getting Help

If you need further assistance, you can always ask the agent for help or clarification on any step.