AI & Analytics - Create Consolidations Agent

Overview

Welcome to the Create Consolidations agent for the CMiC ERP Software System. This guide will help you understand how to interact with the agent to efficiently create and manage Consolidation Codes and their Components, both individually and in batches, including via file uploads.

Supported Functions

  • Create a Consolidation Code

  • Add Components to a Consolidation Code

  • Batch Create Consolidation Codes (via CSV, Excel, or Text File)

  • Batch Create Components (via CSV, Excel, or Text File)

  • Document Upload and Extraction

  • Confirmation and Review Process

Create a Consolidation Code

To create a new Consolidation Code, you will be guided through the following steps:

  • Chart of Accounts Code: You must specify a valid chart of accounts code. The agent will prompt you to select or enter this code.

  • Consolidation Name: You will be asked to provide a name for the consolidation. The actual Consolidation Code will be automatically generated as a unique abbreviation of this name.

  • Currency Code: This is optional. Only provide it if you wish to specify a currency.

Example

Agent: "Please provide the Chart of Accounts code."

User: "USMAIN"

Agent: "What is the name for this consolidation?"

User: "North America Operations"

Agent: "Would you like to specify a currency code? (Optional)"

User: "USD" or "No"

Add Components to a Consolidation Code

After creating a Consolidation Code, you can add components such as Company, Business Unit, Control Department, or Department Code.

  • Consolidation Code: Required. The code to which you are adding components.

  • Business Unit Code: Optional, but at least one of Business Unit Code or Company Code must be provided.

  • Company Code: Optional, but required if you are adding a Business Unit, Control Department, or Department Code.

  • Control Department Code: Optional, but requires Company Code.

  • Department Code: Optional, but requires Company Code.

Example

Agent: "Please provide the Consolidation Code."

User: "NAOPS"

Agent: "Enter the Company Code (required if adding business unit, control department, or department code)."

User: "COMP01"

Agent: "Enter the Business Unit Code (optional)."

User: "BU01"

Agent: "Enter the Control Department Code (optional)."

User: "CTRL01"

Agent: "Enter the Department Code (optional)."

User: "DEPT01"

Batch Create Consolidation Codes (via File Upload)

You can upload a CSV, Excel, or text file containing multiple consolidation codes. The agent will:

  • Read all records in your file.

  • Display the first 100 records for your review and confirmation.

  • Require you to confirm the mapping of columns (e.g., which column is the Chart Code, Name, etc.).

  • Ask for confirmation before proceeding.

Required Fields per Record

  • Consolidation Code (will be generated from the name if not provided)

  • Chart of Accounts Code

Optional Fields

  • Consolidation Name

  • Currency Code

Example File Content

Consolidation Name: "Europe Ops", Chart Code: "EUCHART", Currency: "EUR"

Batch Create Components (via File Upload)

You can upload a CSV, Excel, or text file containing multiple component records. The agent will:

  • Read all records in your file.

  • Display the first 100 records for your review and confirmation.

  • Require you to confirm the mapping of columns (e.g., which column is Company Code, Business Unit, etc.).

  • Ask for confirmation before proceeding.

Required Fields per Record

  • Consolidation Code

At least one of the following per record:

  • Business Unit Code

  • Company Code

If Control Department or Department Code is provided, Company Code is also required.

Example File Content

Consolidation Code: "NAOPS", Company Code: "COMP01", Business Unit Code: "BU01", Control Department Code: "CTRL01", Department Code: "DEPT01"

Document Upload and Extraction

You may upload a PDF or other document containing consolidation information. The agent will:

  • Extract relevant details for both Consolidation Codes and Components.

  • Summarize the extracted information for your review.

  • Ask you to confirm the details and mappings before proceeding to create records.

Confirmation and Review Process

Before any creation (single or batch), the agent will always:

  • Display a summary of the information to be created.

  • Ask for your confirmation before proceeding.

  • Notify you of any missing required information and prompt you to provide it.

Key Business Rules and Prompts

  • A valid Chart of Accounts Code is always required for new Consolidation Codes.

  • The Consolidation Name is required; the code is generated from it.

  • Currency Code is optional.

  • When adding components, at least one of Business Unit Code or Company Code must be provided.

  • If you provide a Business Unit, Control Department, or Department Code, you must also provide a Company Code.

  • The agent will always prompt for missing required information and will not proceed until all requirements are met.

Sample Workflow for Creating a Consolidation Code and Adding Components

User: "I want to create a new consolidation."

Agent: "Please provide the Chart of Accounts code."

User: "USMAIN"

Agent: "What is the name for this consolidation?"

User: "North America Operations"

Agent: "Would you like to specify a currency code? (Optional)"

User: "No"

Agent: "Here is a summary of your new consolidation: Chart Code: USMAIN, Name: North America Operations. Do you confirm?"

User: "Yes"

Agent: "Would you like to add components to this consolidation?"

User: "Yes"

Agent: "Please provide the Company Code."

User: "COMP01"

Agent: "Enter the Business Unit Code (optional)."

User: "BU01"

Agent: "Enter the Control Department Code (optional)."

User: "No"

Agent: "Enter the Department Code (optional)."

User: "No"

Agent: "Here is a summary of your new component: Company Code: COMP01, Business Unit: BU01. Do you confirm?"

User: "Yes"

Tips and Best Practices

  • Always review the summary before confirming.

  • For batch uploads, ensure your file contains all required columns and data.

  • If you are unsure about required fields, the agent will guide you step by step.

  • You can always ask the agent to clarify any field or requirement.

Getting Help

If you need further assistance, simply ask the agent for help or clarification at any step. The Create Consolidations agent is designed to guide you through every process, ensuring compliance with business rules and data integrity.