AI & Analytics - Create AP Invoices Agent

• AI & Analytics - Create AP Invoices Agent
  • Overview
  • Supported Functions
  • Information Required for Single Voucher Creation
    • Example of a Request for a Single Voucher
  • Information Required for Bulk Voucher Creation
    • Example of a Request for Bulk Creation
  • Creating Vouchers from PDF Invoices
    • Example of a Request Using a PDF
  • How the Agent Guides You
  • Tips and Best Practices
  • Example Interactions
    • Example 1: Creating a Single Voucher
    • Example 2: Creating Multiple Vouchers from a File
    • Example 3: Creating a Voucher from a PDF
  • Frequently Asked Questions
  • Summary of Required Fields
  • Getting Help

Overview

The Create AP Invoices agent helps you create Accounts Payable (AP) vouchers (invoices) in the CMiC ERP system. You can create single or multiple vouchers by entering details directly, uploading structured files (such as Excel, CSV, or text), or uploading unstructured files (such as PDF invoices).

Supported Functions

• Create a single AP voucher (invoice) by entering details manually or providing them in your request.

• Create multiple AP vouchers by uploading a structured file with several invoice records.

• Extract data from unstructured files, such as PDF invoices, and use that data to create vouchers.

Information Required for Single Voucher Creation

To create a single AP voucher, you will need to provide the following information:

• Company Code: This is a 4-8 character code identifying your company, such as "ABC01". If you do not provide it, the agent will either auto-select it (if you have access to only one company) or prompt you to choose.

• Vendor Name or Vendor Code: You can provide either the vendor's name (for example, "Acme Supplies") or the vendor code (for example, "VEN123"). The agent will automatically retrieve the other value.

• Invoice Number: This is the unique number for the invoice, such as "INV-2024-001".

• Amount: This is the invoice amount, such as 1500.00. You can refer to this as "gross amount", "invoice amount", "net amount", or simply "amount".

• Distribution Type: This is optional. The default is "General Distribution".

• Invoice Date: This is optional. You can specify a date (for example, "2024-06-15") or say "today" to use the current date.

• Due Date: This is optional. For example, "2024-07-15".

• Description: This is optional. For example, "Office supplies for June".

• Tax Amount: This is optional. For example, 100.00. If you provide this, it will be set as the tax.

Example of a Request for a Single Voucher

"Please create an AP invoice for vendor Acme Supplies in company ABC01 for $1500, invoice number INV-2024-001, dated today, due in 30 days, with a tax amount of $100."

Information Required for Bulk Voucher Creation

To create multiple AP vouchers at once, upload a file (Excel, CSV, or text) that includes the following columns for each record:

• Company Code

• Vendor Name or Vendor Code

• Invoice Number

• Amount

• Tax Amount (optional)

• Invoice Date (optional)

• Due Date (optional)

• Description (optional)

Each row in your file should represent one invoice. All records in the file must have the same company code.

Example of a Request for Bulk Creation

"Please upload the attached Excel file and create AP invoices for all records."

Creating Vouchers from PDF Invoices

You can upload a PDF invoice. The agent will extract the relevant data, such as vendor name, invoice number, amount, tax, and dates. The extracted data will be shown to you for confirmation before the voucher is created.

Example of a Request Using a PDF

"Please create an AP invoice using the attached PDF."

How the Agent Guides You

• The agent will always check your company access before proceeding.

• If you do not specify a company, the agent will auto-select if you have access to only one, or prompt you if you have access to multiple.

• The agent will prompt you for any missing required information.

• For bulk uploads, the agent will display the column mapping and ask for confirmation if needed.

• For unstructured files, such as PDFs, the agent will show you the extracted data for your review before proceeding.

Tips and Best Practices

• Always use the YYYY-MM-DD format for dates.

• If you want the system to automatically calculate taxes based on vendor setup, you can ask the agent to use the default tax calculation.

• The agent cannot update or modify existing vouchers; it can only create new ones.

• After successful creation, you will receive a batch number and a link to view the new voucher or vouchers.

Example Interactions

Example 1: Creating a Single Voucher

User: "Create an AP invoice for vendor Acme Supplies in company ABC01 for $1500, invoice number INV-2024-001, dated today, due in 30 days, with a tax amount of $100."

Agent: The agent will confirm your company access, prompt for any missing information, create the voucher, and provide the batch number and a link to view the voucher.

Example 2: Creating Multiple Vouchers from a File

User: "Upload the attached Excel file and create AP invoices for all records."

Agent: The agent will read the file, display the column mapping, confirm that all records have the same company code, process all records, and provide the batch number and a link to view the vouchers.

Example 3: Creating a Voucher from a PDF

User: "Please create an AP invoice using the attached PDF."

Agent: The agent will extract and display the invoice data from the PDF, ask for confirmation or any missing information, create the voucher, and provide the batch number and a link to view the voucher.

Frequently Asked Questions

• If you do not know the company code, the agent will auto-select it if you have access to only one company, or prompt you to choose if you have access to multiple.

• You cannot upload a file with multiple companies; all records in a bulk upload must have the same company code.

• If your file has extra columns, the agent will ignore columns with no values and ask you how to map any unknown columns.

• After vouchers are created, the agent will provide a direct link to view the new voucher or vouchers.

Summary of Required Fields

To create a voucher, you must provide the company code, vendor name or code, invoice number, and amount. Tax amount, invoice date, due date, and description are optional.

Getting Help

For further assistance, simply type your request or upload your file, and the Create AP Invoices agent will guide you step by step. If you need more examples or have a specific scenario, just ask.