AI & Analytics - Create JC Transactions Agent

• AI & Analytics - Create JC Transactions Agent
  • Overview
  • Supported Functions
  • Required Information for Transactions
    • Creating a Transaction
  • Uploading JC Transaction Files (Batch Upload)
    • Instructions
    • Example
  • Retrieving Lists of Valid Codes
  • Creating Phase (Cost) and Category Codes
    • Example
  • Tips and Best Practices
  • Examples
  • After Transaction Creation
  • Getting Help

Overview

Welcome to the Create JC Transactions agent for CMiC ERP. This guide will help you understand how to interact with the system, what information you need to provide, and how to successfully create and manage Job Costing (JC) transactions. The Create Job Costing Transactions agent assists you in creating, validating, and managing Job Costing transactions in CMiC ERP.

Supported Functions

• Create new JC transactions (including batch uploads)

• Retrieve lists of valid codes (companies, jobs, accounts, etc.)

• Validate codes and values before transaction entry

• Create phase (cost) and category codes

• Upload JC transaction files for batch processing

Required Information for Transactions

To create a transaction, you will need to provide certain information. The required fields depend on the type of transaction (General Ledger, Job Costing, Equipment, or Work Order).

Below are the main fields and what they mean:

• Company Code: The code for the company under which the transaction is being created.

• Journal Code: The code for the journal (e.g., JC for Job Costing).

• Distribution Type: The type of transaction. Options are:

  • G: General Ledger

  • J: Job Costing

  • E: Equipment (not supported currently)

  • W: Work Order (not supported currently)

• Job/Department/Equipment/Work Order Code: Depending on the distribution type, this is the job, department, equipment, or work order code.

• Account/Cost/Component/Work Item Code: Depending on the distribution type, this is the account, cost code, component, or work item code.

• Category/Transaction/Expense Code: Depending on the distribution type, this is the category, transaction, or expense code.

• Crew Code: Only for Job Costing transactions.

• Quantity and Rate: The number of units and the rate per unit.

• Debit or Credit Amount: Only one can be set per line.

• WBS or TAC Codes: For additional breakdowns (optional, based on type).

Creating a Transaction

1. Gather Required Information

• Identify the company and journal code.

• Determine the distribution type (G, J).

• Collect the relevant codes (job, account, category, etc.).

• Prepare the quantity, rate, and whether the line is a debit or credit.

2. Request Code Lists (if needed)

• If you are unsure of a code, you can ask for a list. For example:

  • “Show me the list of available company codes.”

  • “What are the valid job codes for company ABC?”

  • “List the account codes for department 100 in company ABC.”

3. Enter Transaction Details

• Provide the required fields for your transaction type. For example:

  • “Create a Job Costing transaction for company ABC, journal code JC, job code 12345, cost code 200, category code LBR, quantity 10, rate 50, debit amount.”

4. Review and Confirm

• The agent will validate your entries and may ask for missing or incorrect information.

• Once all information is correct, the transaction will be created, and you will receive the batch and transaction numbers.

Uploading JC Transaction Files (Batch Upload)

You can upload a CSV file to create multiple JC transactions at once.

Instructions

• Only CSV files are accepted (no Excel or text files).

• The file must have exactly 15 columns in this order:

  Type, CompanyCode, Job/Dept/Eqp/WO, CostCode/Compon/Acc, Cat/Tran/Exp, CrewCode, Quantity, Rate, WM, Debit, Credit, WBS/TACCode1, WBS/TACCode2, WBS/TACCode3, WBS/TACCode4

• Each data row must have 15 fields.

• The file must not exceed 50 rows (including the header).

• After uploading, the agent will display all lines for your confirmation before processing.

Example

“I want to upload a batch of JC transactions. Here is my CSV file.”

Retrieving Lists of Valid Codes

You can request lists of valid codes for various fields. Here’s how:

• Company Codes:

  “Show me the list of available company codes.”

• Job/Department/Equipment/Work Order Codes:

  “List the job codes for company ABC.”

  “Show department codes for company ABC.”

• Account/Cost/Component/Work Item Codes:

  “What are the account codes for department 100 in company ABC?”

  “List cost codes for job 12345 in company ABC.”

• Category/Transaction/Expense Codes:

  “Show category codes for job 12345 and cost code 200 in company ABC.”

Creating Phase (Cost) and Category Codes

If you need to create a new phase (cost) or category code:

• Provide the company code and job code.

• The agent will guide you through the required fields, which may include phase code, control code, name, WM code, and category code.

• The agent will validate your entries against the system’s allowed values.

Example

“Create a new phase code for job 12345 in company ABC.”

Tips and Best Practices

• No Assumptions: The agent will never assume missing values. If you do not provide a required field, you will be prompted for it.

• Reversals: To reverse a debit, create a new line with a credit of the same amount (and vice versa). Do not use negative amounts.

• No Duplicate Requests: Do not submit the same request twice to avoid duplicate records.

• Context Retention: The agent will remember your selected company or preferences during your session and confirm before applying them to new actions.

Examples

Example 1: Creating a Single Job Costing Transaction

• “Create a Job Costing transaction for company ABC, journal code JC, job code 12345, cost code 200, category code LBR, quantity 10, rate 50, debit amount.”

Example 2: Uploading a Batch File

• “I want to upload a batch of JC transactions. Here is my CSV file.”

Example 3: Requesting a List of Codes

• “Show me the list of available company codes.”

• “List the job codes for company ABC.”

Example 4: Creating a Phase and Category Code

• “Create a new phase code for job 12345 in company ABC.”

After Transaction Creation

After a transaction is created, you will be shown:

• batch number

• transaction number

Keep these for your records or for future reference.

Getting Help

If you are unsure about any step or need clarification, simply ask:

• “What information do I need to create a transaction?”

• “How do I reverse a transaction?”

• “Can you show me valid codes for this field?”