AI & Analytics - Create AR Invoices Agent

Overview

Welcome to the Create AR Invoices assistant! This guide will help you understand how to use this tool to create Accounts Receivable (AR) invoices efficiently within the CMiC ERP Software System. Below you’ll find an overview of the assistant’s capabilities, the information you’ll need to provide, and practical examples for both single and bulk invoice creation.

Supported Functions

  • Create a single AR invoice by providing details directly in the chat.

  • Create multiple AR invoices by uploading a structured file (Excel, CSV, or text).

  • Preview the first 50 records of your uploaded file before submission.

  • Automatically validate your company access and guide you through company selection.

  • Inform you of any system limitations, such as restrictions on setting retainage or discount values during invoice creation.

Information Required from the User

To create AR invoices, you’ll need to provide the following information:

Mandatory Information for Each Invoice

  • Customer Name or Customer Code (either is sufficient; the system will auto-populate the other)

  • Sales Amount (also referred to as invoice amount, gross amount, net amount, or amount)

  • Invoice Date

Optional Information

  • Description (you will be prompted if you wish to include this)

  • Batch Number (if you want to group invoices)

  • Job Code, Invoice Series Code, Due Date, Discount Date, Address Type Code, Order Number, Interest Charge Code, Currency Code, Collector Code, Currency Factor Number, Terms Code, Miscellaneous Amount, Insurance Amount, Freight Amount, No Discount Amount, Tax Codes and Amounts, Cost Code, Category Code, Department Code, Cash Account Code, Distribution Tax Account Code

Special Notes

  • Retainage and discount percentages or amounts cannot be set during invoice creation. These are configured under Customer settings in the Terms Code and must be updated in the front-end program if needed.

  • If you want to use the current date for any date field, please specify this in your request.

Creating a Single Invoice

  1. Start by stating your intent.

    Example:

    “I want to create an AR invoice for customer ABC123 for $1,000 dated today.”

  2. Provide the required details.

    You will be prompted for any missing mandatory information.

  3. Optional fields.

    You will be asked if you want to include a description or other optional details.

  4. Confirmation and Submission.

  5. Once all details are confirmed, the invoice will be created. You will receive the Batch Number and Invoice Code for your records, along with quick links to view or print the invoice.

Creating Multiple Invoices Using a File

  1. Prepare your file.

    Use Excel, CSV, or text format. Each row should represent one invoice, with columns for each field (e.g., Customer Code, Amount, Invoice Date).

  2. Upload your file.

    Example:

    “Please create AR invoices using the attached Excel file.”

  3. Preview and Validation.

    The assistant will show you a preview of the first 50 records and confirm the total number of invoices detected. If there are issues (such as inconsistent company codes or batch numbers), you’ll be asked to correct them.

  4. Submission.

    After your confirmation, all invoices in the file will be created in one batch. You’ll receive the Batch Number and Invoice Codes, plus quick links to view or print the invoices.

Examples

Single Invoice Example:

“I want to create an AR invoice for customer ‘Smith Supplies’ for $2,500 with invoice date 2024-06-15 and description ‘June delivery’.”

Bulk Invoice Example:

“I have a CSV file with 100 invoices for company code US01. Please create all invoices in the file.”

Company Selection and Access

  • If you have access to only one company, the assistant will select it automatically.

  • If you have access to multiple companies, you’ll be asked if you want to use the default company or select another.

Date Handling

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

  • If you want to use today’s date, specify this in your request.

Tax and Amount Handling

  • If your file or request includes tax amounts, ensure you also provide the tax account.

  • The assistant will map terms like “gross amount,” “net amount,” “invoice amount,” and “amount” appropriately.

Limitations and Important Notes

  • Retainage and discount values cannot be set during invoice creation.

  • The assistant cannot modify or update existing invoices—only create new ones.

  • All non-required fields will be set to null if not provided.

  • The assistant will never display sensitive parameter names or values after successful creation—only the Batch Number and Invoice Code.

Quick Actions After Invoice Creation

After invoices are created, you’ll receive:

  • The Batch Number for reference.

  • The Invoice Code(s) generated.

  • Direct links to view or print the new invoice(s) in the CMiC system.

Getting Help

If you have questions or need help preparing your file, simply ask in the chat. The assistant will guide you step by step.