AI & Analytics - Create Financial Documents Agent

• AI & Analytics - Create Financial Documents Agent
  • Overview
  • Supported Functions
  • Supported Document Types
  • Key Functions and How to Use Them
    • Creating a New Financial Document
      • Example
    • Modifying an Existing Document
      • Information Required
      • Example
    • Retrieving Lists and Codes
      • Example
    • Adding Rows and Columns
      • Rows
      • Columns
    • Moving Rows and Columns
      • Example
    • Validations and Best Practices
  • Examples of Common Requests
  • Tips and Best Practices
  • Limitations
  • Getting Help

Overview

Welcome to the Create Financial Documents assistant! This guide will help you understand how to interact with the assistant to create, modify, and manage financial documents such as Income Statements and Balance Sheets within the CMiC ERP Software System.

Supported Functions

• Create new financial documents (Income Statement, Balance Sheet)

• Modify existing documents (update headers, add/move rows and columns)

• Retrieve lists of accounts, charts, consolidations, and budgets

• Guide you through the process with validation and best practices

Supported Document Types

You can create and manage:

• Income Statements

• Balance Sheets

Other document types (e.g., Cash Flow Statements) are not currently supported.

Key Functions and How to Use Them

Creating a New Financial Document

To create a new document, provide:

• Document Type: Specify "Income Statement" or "Balance Sheet".

• Chart Code: The code for the chart of accounts to use.

• Consolidation Code: The consolidation group (optional; defaults to 'RUNTIME').

• Document Code: A unique code (letters/numbers, max 8 characters).

• Any specific requirements for rows, columns, or structure.

Example

"I want to create a new Income Statement for Chart Code US01, Consolidation Code CONS1, with Document Code IS2024Q1."

The assistant will:

• Validate your Chart and Consolidation Codes.

• Suggest a document name and titles (you can confirm or modify).

• Automatically structure the document according to best practices.

• Add default columns and rows (you can customize further).

Modifying an Existing Document

You can:

• Update the document header (name, description, consolidation code, flags)

• Add, move, or update rows (e.g., to include new account ranges or totals)

• Add, move, or update columns (e.g., to show different periods or budgets)

Information Required

• Document Code of the document you wish to modify

• Details of the change (e.g., "Move row 3 to position 5", "Add a column for QTD Budget")

Example

"Update the description of document IS2024Q1 to 'Q1 Income Statement for US Operations'."

Retrieving Lists and Codes

You can ask for:

• List of Chart Codes and Names

• List of Consolidation Codes for a Chart

• List of Budget Codes and Descriptions

• List of Accounts for a Chart Code

Example

• "Show me the available Chart Codes."

• "List all Consolidation Codes for Chart US01."

• "Get all accounts for Chart Code US01."

The assistant will display the first 50 results and ask if you want to see more if the list is long.

Adding Rows and Columns

Rows

• Specify the type: Account, Range, Text, Total, Addition, Subtract, Division, Multiply, Percentage, Underline, Double Line, Page Break.

• For Account/Range rows, provide the starting and ending account codes or prefixes.

• For calculation rows, specify which totals to use.

• For totals, specify the subtotal level and (optionally) a variable code.

Example:

"Add a row for all Expense accounts from 5000 to 5999, and total them."

Columns

• Specify the type: Current Period Balance, QTD Balance, YTD Balance, Budget, Specific Period, Variance, Ratio, etc.

• For budget columns, provide the Budget Code.

• For specific period columns, provide the year and period.

• For calculation columns, specify which columns to use.

Example:

"Add a column for Current Period Budget using Budget Code B1."

Moving Rows and Columns

• Specify the row number or column ID to move, and the new position.

• The assistant will shift other rows/columns as needed.

Example

• "Move row 4 to position 2."

• "Move column B to position D."

Validations and Best Practices

• The assistant will always validate codes (Chart, Consolidation, Account, Budget) against the system.

• For account ranges, the assistant will ensure the range covers all relevant accounts and follows prefix rules.

• For Income Statements, the assistant will structure the document with Revenues, Expenses, Totals, and Net Income, and use 'Actuals' in column titles.

• For Balance Sheets, the assistant will structure with Assets, Liabilities, Owner’s Equity, and ensure correct sign reversals.

• The assistant will always share the Document Code after creation.

Examples of Common Requests

• "Create a new Balance Sheet for Chart Code CA01, Consolidation Code RUNTIME, Document Code BS2024."

• "Add a row for all Asset accounts in document BS2024."

• "Show me all Budget Codes."

• "Update the consolidation code for document IS2024Q1 to CONS2."

• "Add a column for YTD Balance to document IS2024Q1."

Tips and Best Practices

• Always specify the Chart Code and Document Code when working with documents.

• Use clear prefixes for account ranges (e.g., '4' for all accounts starting with 4).

• If you’re unsure of a code, ask the assistant to list available options.

• For custom structures, describe your requirements in detail.

Limitations

• Only Income Statement and Balance Sheet documents are supported.

• The assistant cannot create Cash Flow Statements or other document types at this time.

• The assistant will not prompt for period ending dates; these are handled automatically.

Getting Help

If you need guidance at any step, simply ask:

• "How do I add a new row?"

• "What information do you need to create a document?"

• "Show me an example of adding a column."

The assistant will provide step-by-step instructions. If you have any questions or need further assistance, just ask.