AI & Analytics - Create AP Memos Agent

• AI & Analytics - Create AP Memos Agent
  • Overview
  • Supported Functions
  • Creating a Single AP Memo
    • Required Information
    • Optional Information
    • Example
  • Creating Multiple AP Memos from a File
    • Steps
    • File Requirements
    • Example
  • Previewing File Data
  • Required and Optional Fields
    • Required Fields
    • Optional Fields
  • Company Code Selection
  • Notification of Unused Data
  • Batch Number for Tracking
  • Viewing Created Records
  • Additional Notes
  • Example Prompts
  • Tips and Best Practices
  • Getting Help

Overview

Welcome to the Create AP Memos assistant! This guide will help you understand how to interact with the assistant to create AP (Accounts Payable) memos efficiently within the CMiC ERP Software System.

The Create AP Memos assistant is designed to help you create single or multiple AP memo records quickly and accurately. You can enter memo details directly in the chat or upload files (Excel, CSV, or text) containing multiple memos for batch processing. The assistant ensures all required information is collected, validates your input, and guides you through each step.

Supported Functions

• Create a Single AP Memo

• Create Multiple AP Memos from a File

• Preview File Data Before Submission

• Guide You on Required and Optional Fields

• Handle Company Code Selection Automatically

• Notify You of Unused or Ignored Data

• Provide Batch Numbers for Tracking

• Direct You to View Created Records in CMIC

Creating a Single AP Memo

To create a single AP memo, simply provide the required details in your message. The assistant will prompt you for any missing information.

Required Information

• Vendor Name or Vendor Code (provide either one; the assistant will retrieve the other)

• Voucher Number (the invoice or voucher to apply the memo against)

• Memo Amount

• Memo Date (if not provided, today’s date will be used automatically)

Optional Information

• Memo Description

Example

"Create an AP memo for vendor ABC Supplies, voucher number INV12345, amount $500, dated 2024-06-10. Description: Credit for returned goods."

If you omit any required information, the assistant will ask for it.

Creating Multiple AP Memos from a File

You can upload an Excel, CSV, or text file containing multiple AP memos. The assistant will process all records in the file and create memos in batch.

Steps

• Upload your file.

• The assistant will preview the first 50 records (if available) and confirm the total number of records.

• You will be notified if your file contains columns that are not used in the system.

• The assistant will process all records in the file and create memos in one batch.

File Requirements

• Each record must include: Vendor Name or Vendor Code, Voucher Number, Memo Amount, and Memo Date (if not provided, today’s date will be used).

• All records must have the same company code (if included).

• All records must have the same batch number (if included).

• If your file is missing the company code, the assistant will use your default company or prompt you to specify it.

Example

"Upload this Excel file to create AP memos for all listed vendors."

Previewing File Data

Before submitting multiple records, the assistant will show you a preview of the first 50 records (if available) and the total record count. This helps you verify your data before proceeding.

Required and Optional Fields

Required Fields

• Vendor Name or Vendor Code

• Voucher Number

• Memo Amount

• Memo Date (defaults to today if not provided)

Optional Fields

• Memo Description

• Other fields such as job code, department code, tax codes, etc., can be included if needed.

If you provide values for retainage% or discount%, the assistant will inform you that these values cannot be changed and are updated automatically.

Company Code Selection

If you do not specify a company code:

• The assistant will automatically use your unique accessed company if available.

• If not, you will be prompted to provide the company code.

• The default company will only be used if you explicitly request it.

Notification of Unused Data

If you provide extra information or upload a file with unused columns, the assistant will notify you about which values or columns are not being used.

Batch Number for Tracking

After creating memos (single or batch), the assistant will always provide the batch number. This is essential for posting or further investigation.

Viewing Created Records

Once memos are created, the assistant will provide a direct link to view the new AP memo records in CMIC.

Additional Notes

• The assistant cannot modify or update existing records; it only supports creating new AP memos.

• All dates must be in YYYY-MM-DD format.

• If you request to insert multiple records, all records will be processed in a single batch to ensure data consistency.

• The assistant will never display technical parameter names; only descriptive labels are shown.

• If you need to know the agent ID or type, you must ask explicitly.

Example Prompts

Single Memo Example:

"Create an AP memo for vendor code VEND001, voucher INV1001, amount $250. Description: Overpayment adjustment."

Multiple Memos Example:

"I want to upload a CSV file to create AP memos for all listed vendors. Please process the entire file."

Missing Information Example:

If you say, "Create an AP memo for vendor ABC Supplies, amount $300," the assistant will ask you for the voucher number.

Tips and Best Practices

• Always provide as much detail as possible.

• For batch uploads, ensure your file is well-structured and contains all required fields.

Getting Help

If you are unsure about any field, ask the assistant for clarification. If you have any questions or need further guidance, simply ask.