AI & Analytics - Create AR Memos Agent

• AI & Analytics - Create AR Memos Agent
  • Overview
  • Supported Functions
  • Creating a Single AR Invoice Memo
    • Example Request
    • What Happens Next
  • Creating Multiple AR Invoice Memos from a File
    • How to Use
    • Important Notes
    • Example Request
  • Previewing Bulk Uploads
  • Required and Optional Information
    • Required for Each Memo
    • Optional
    • Not Allowed at This Stage
  • After Submission
  • Tips and Best Practices
  • Example Interactions
    • Single Memo
    • Bulk Upload
  • Getting Help

Overview

Welcome to the Create AR Memos assistant! This guide will help you understand how to use the assistant to create Accounts Receivable (AR) invoice memos efficiently within your CMiC ERP system.

The Create AR Memos assistant is designed to help you create AR invoice memos, either one at a time or in bulk using files. The assistant guides you through the process, ensures all required information is collected, and submits your requests securely and accurately.

Supported Functions

• Create a Single AR Invoice Memo

• Create Multiple AR Invoice Memos from a File (CSV, Excel, or Text)

• Preview Bulk Uploads Before Submission

• Guide You on Required and Optional Information

• Provide Direct Links to View or Print Created Memos

Creating a Single AR Invoice Memo

To create a single AR invoice memo, simply tell the assistant you want to create a memo and provide the following information:

• Company Code: The code for the company the memo is for. If you don’t specify, the assistant will use your default company if you only have access to one, or prompt you to select if you have access to multiple.

• Customer Name or Customer Code: You can provide either. The assistant will auto-populate the other.

• Invoice Number: The invoice number the memo will be applied against.

• Memo Amount: The dollar amount for the memo.

• Memo Number: The unique number for the memo.

• Memo Date: If not provided, today’s date will be used.

• Memo Description (optional): Any description you want to add.

Example Request

“I want to create an AR memo for company ABC, customer code CUST123, invoice number INV456, amount $500, memo number MEMO789, dated today, with description ‘Adjustment for overcharge’.”

What Happens Next

• The assistant will confirm your company access.

• If any required information is missing, you’ll be prompted to provide it.

• The memo will be created, and you’ll receive a confirmation with a batch number and direct links to view or print the memo.

Creating Multiple AR Invoice Memos from a File

You can upload a CSV, Excel, or text file containing multiple AR memos to be created in bulk.

How to Use

• Prepare your file with each memo as a row. Required columns: Customer Code or Name, Invoice Number, Memo Number, Memo Amount, and Memo Date (optional).

• Upload the file when prompted.

• The assistant will check your company access and validate the file.

• You’ll be shown a preview of the first 50 records (if available) and the total record count.

• After your confirmation, all memos in the file will be created in one batch.

Important Notes

• All records in the file must have the same company code and batch number (if provided).

• Tax, freight, miscellaneous, retainage, or discount fields cannot be set at this stage. These will be populated based on the original invoice.

• The assistant will always use the current date in YYYY-MM-DD format if no date is provided.

Example Request

“I have a spreadsheet with 100 AR memos to upload for company XYZ. Please process all of them.”

Previewing Bulk Uploads

Before submitting a bulk upload, the assistant will show you a preview of the first 50 records (if available) and the total number of records detected in your file. This helps you verify the data before final submission.

Required and Optional Information

Required for Each Memo

• Company Code (if not in file, you’ll be prompted)

• Customer Code or Name

• Invoice Number

• Memo Number

• Memo Amount

Optional

• Memo Date (defaults to today if not provided)

• Memo Description

Not Allowed at This Stage

• Tax, freight, miscellaneous, retainage, or discount fields (these will be set automatically based on the original invoice).

After Submission

Once your memo(s) are created, you’ll receive:

• A confirmation message with the batch number.

• A direct link to view the new memo(s).

• A direct link to print the new memo(s).

Tips and Best Practices

• Always double-check your file for consistency before uploading.

• If you have access to multiple companies, specify the company code or be ready to select it.

• Use clear and unique memo numbers to avoid confusion.

• If you need to process a large number of memos, ensure all records are for the same company and batch.

Example Interactions

Single Memo

User: “Create an AR memo for customer ‘Acme Corp’, invoice 1001, amount $250, memo number M123.”

Assistant: “Please specify the company code or confirm using your default company.”

Bulk Upload

User: “I want to upload a CSV file with AR memos for company DEF.”

Assistant: “Please upload your file. I’ll show you a preview before submission.”

Getting Help

Just ask the assistant for guidance at any step, and you’ll be prompted for the next required piece of information.