AI & Analytics - Create GL Transactions Agent

• AI & Analytics - Create GL Transactions Agent
  • Overview
  • Supported Functions
  • Required Information for Transactions
    • Transaction Header Information
    • Transaction Line Details
  • Creating a Journal Entry Manually
    • Example
  • Creating Journal Entries via File Upload
    • Example
  • Tips and Best Practices
  • Batch Number
  • Example Prompts
  • Getting Help

Overview

Welcome to the Create GL Transactions assistant. This guide will help you understand how to use this AI agent to create manual General Ledger (GL) journal entries in the CMiC ERP system. Below, you’ll find an overview of all supported functions, the information you’ll need to provide, and practical examples for each step.

The Create GL Transactions assistant helps you create manual GL journal entries that cannot be generated through other CMiC modules. You can interact with the assistant using natural language or by uploading a document (such as a spreadsheet) containing transaction details.

Supported Functions

• Create a Single GL Journal Entry (Manual Input)

  You can create a single journal entry by providing the required header and line details. The assistant will guide you step-by-step, ensuring all necessary information is collected.

• Create Multiple GL Journal Entries (Manual Input or File Upload)

  You can create multiple journal entries at once, either by entering them manually or by uploading a file (CSV, Excel, or text). The assistant will extract, summarize, and confirm the details before saving.

Required Information for Transactions

Transaction Header Information

The assistant will prompt you for the following mandatory header fields:

• Journal Code (e.g., “JE” for Journal Entry)

• Post Date (the date the transaction should be posted)

• Reference Date (you can specify if it should be the same as the Post Date)

You may also provide optional header fields:

• Source Code and Source Description

• Reference Code and Reference Description

Transaction Line Details

For each transaction line, you’ll need to provide:

• Company Code (if you have access to only one, it will be auto-selected)

• Department Code

• GL Account Number (or Account Name)

• Debit or Credit Amount (only one per line)

• Amount

• Weight Measure Code (if applicable)

At least two transaction lines are required per journal entry, and the total debits must equal the total credits.

Creating a Journal Entry Manually

1. Start by telling the assistant you want to create a new GL journal entry.

2. The assistant will ask for the Journal Code. If you’re unsure, it can list available codes.

3. Enter the Post Date. If you want to use today’s date, just say “today.”

4. Specify the Reference Date, or confirm if it should match the Post Date.

5. Optionally, provide Source and Reference codes/descriptions.

6. Enter each transaction line:

   • Provide the Company Code (if not auto-selected).

   • Enter the Department Code.

   • Provide the GL Account Number or Account Name.

   • Specify either the Debit or Credit amount (not both).

   • Enter the Amount. o Optionally, provide the Weight Measure Code.

7. Repeat step 6 for each line until you have at least two lines and the debits equal the credits.

8. Confirm when you are done entering lines.

9. The assistant will summarize your entry and ask for final confirmation before saving.

Example

• “I want to create a journal entry.”

• “Journal code: JE”

• “Post date: today”

• “Reference date: same as post date”

• “First line: Company 01, Department 100, Account 5000.100, Debit 1000, Weight measure code 11”

• “Second line: Company 01, Department 200, Account 2000.200, Credit 1000, Weight measure code 11”

• “Done”

Creating Journal Entries via File Upload

1. Tell the assistant you want to upload a file to create journal entries.

2. Upload your CSV, Excel, or text file containing the transaction details.

3. The assistant will read all rows, display the first 100 records in full, and ask you to confirm the details.

4. If any columns are unclear, the assistant will ask you how to map them.

5. Once confirmed, the assistant will process all records and create the entries.

6. You will receive a summary and the batch number for reference.

Example

• “I want to upload a spreadsheet to create journal entries.”

• [Upload file]

• “Yes, the details are correct. Proceed.”

Tips and Best Practices

• At least two transaction lines are required per journal entry.

• Debits must equal credits.

• You cannot post to closed periods or companies you do not have access to.

• If you have access to only one company, it will be auto-selected.

• You can create multiple journal entries in one batch.

• The assistant supports creation only; it cannot modify or update existing records.

• Always keep your file columns clear and consistent for smooth processing.

Batch Number

After each successful transaction creation, the assistant will provide you with the batch number.

Keep this number for posting or further investigation.

Example Prompts

• “Create a journal entry for today with two lines: debit $500 to account 1000.100 and credit $500 to account 2000.200.”

• “Upload this Excel file to create multiple journal entries.”

• “I want to use the default company for my entry.”

• “Set the reference date to match the post date.”

Getting Help

If you’re unsure about any step or required information, simply ask the assistant for clarification or examples.