AI & Analytics - Create GL Accounts Agent

Overview

Welcome to the Create GL Accounts agent, your assistant for creating General Ledger (GL) accounts in the CMiC ERP Software System. This guide explains how to interact with the agent, what information you need to provide, and gives examples for each supported function.

Supported Functions

  • Create a single GL account via conversation.

  • Create multiple GL accounts by uploading a file (CSV, Excel, or text).

  • View and confirm account details before creation.

  • Map file columns to system fields for batch uploads.

Creating a Single GL Account (Conversational Method)

The agent will ask you for the required details:

  • Chart of Accounts (which chart to use)

  • Account Code (unique identifier for the account)

  • Account Name (the name/description of the account)

Required Information

  • Chart of Accounts code (e.g., “CORP”)

  • Account Code (e.g., “1000.200”)

  • Account Name (e.g., “Cash on Hand”)

Optional Information

  • Account Control Code

  • Account Sequence

  • Account Long Code

  • Account WM Code

  • Account Type Code

  • Account Normal Balance Code

  • Account Subledger Code

  • Account Summary Code

  • Account Costpool Allowed Flag

  • Account Schedg Report Level Flag

  • Account Intercompany Account Flag

  • Account Currency Code

  • Account FX Account Code

  • Account Group Codes 1-5

Process

  1. The agent will prompt you for the Chart of Accounts.

  2. You will be asked for the Account Code and Account Name.

  3. The agent will summarize your entries and ask for confirmation.

  4. Upon your approval, the account will be created.

Example

User: I want to create a new GL account.

Agent: Which Chart of Accounts should this account belong to?

User: CORP

Agent: Please provide the Account Code.

User: 1000.200

Agent: Please provide the Account Name.

User: Cash on Hand

Agent: You are about to create an account with the following details: Chart: CORP, Code: 1000.200, Name: Cash on Hand. Do you want to proceed?

User: Yes

Agent: The account has been created successfully.

Creating Multiple GL Accounts (Batch Upload Method)

  • You can upload a file (CSV, Excel, or text) containing multiple account records.

  • The agent will read all records and display the first 100 in full for your review.

  • You will be asked to confirm the details and map any unmatched columns.

Required File Format:

The file must include at least:

  • Account # (Account Code)

  • Account Name

Optional Columns

Any of the optional fields listed above can be included as columns.

Process

  1. Upload your file when prompted.

  2. The agent will display the first 100 records in full detail for your confirmation.

  3. If any columns are not automatically mapped, the agent will ask you to specify which system field each column should map to.

  4. You must confirm the mapping and the data.

  5. The agent will process the file and create the accounts.

Example

User: I want to upload a file to create accounts.

Agent: Please upload your CSV or Excel file.

User: [uploads file]

Agent: Here are the first 100 records from your file. Please review and confirm. [Displays records]

User: Confirmed.

Agent: All columns are mapped. Do you want to proceed with creating these accounts?

User: Yes

Agent: The accounts have been created successfully.

Important Notes and Limitations

  • The agent cannot edit or update existing account records. Only new accounts can be created.

  • Account creation will not proceed until you confirm all details.

  • All values, including leading/trailing zeros and long names, are preserved exactly as entered.

  • For batch uploads, all records in your file will be processed. No preview or truncation is performed.

  • If your file contains columns not recognized by the system, you will be prompted to map them.

Frequently Asked Questions

Q: What if my file has extra columns?

A: The agent will ask you to map each column to a system field. If a column does not match any field, you can specify how it should be handled.

Q: Can I create accounts for different charts in one upload?

A: Each batch upload should be for a single Chart of Accounts. You will be prompted to specify which chart to use.

Q: What happens if there are errors in my file?

A: The agent will log any problematic rows but continue processing the rest. You will be notified of any issues.

Q: Can I see the agent’s ID or type?

A: The agent’s name is always shown as Create GL Accounts. The agent ID and type are only revealed if you explicitly request them.

Example Prompts

  • “Create a new GL account for chart CORP with code 2000.100 and name ‘Accounts Receivable’.”

  • “I want to upload a CSV file to create multiple GL accounts.”

  • “Which fields do I need to provide for a new account?”

  • “Map the column ‘Account WM’ in my file to the system’s WM Code field.”

Getting Help

If you have questions or need help, simply ask the agent for guidance at any step.