AI & Analytics - Create Vendors Agent

• AI & Analytics - Create Vendors Agent
  • Overview
  • Supported Functions
  • Create a Single Vendor
    • Required Information
    • Optional Information
    • How to Use
    • Example
  • Create Multiple Vendors from a File
    • Required File Columns
    • Optional File Columns
    • How to Use
    • Example
  • Create Vendors from Unstructured Documents (PDFs, etc.)
    • How to Use
    • Example
  • Company Selection
    • Example
  • Business Partner Code Handling
    • Example
  • Deduplication and Similar Records
  • Error Handling
  • What the Agent Cannot Do
  • Tips and Best Practices
  • Examples Prompts
  • Getting Help

Overview

Welcome to the Create Vendors agent for CMiC ERP. This guide explains how to interact with the agent to create vendors efficiently, including the information you need to provide and examples for each function.

The Create Vendors agent helps you create vendor records in CMiC ERP, either one at a time or in batches using files. The agent ensures all business rules are followed and guides you through the process with minimal questions.

Supported Functions

• Create a Single Vendor

• Create Multiple Vendors from a File

• Create Vendors from Unstructured Documents (PDFs, etc.)

Create a Single Vendor

You can create a new vendor by providing the required information. The agent will automatically handle company selection and business partner code generation, unless you specify otherwise.

Required Information

• Vendor Name (Business Partner Name)

Optional Information

• Street Address

• Suite

• City

• State/Province/Region

• Country

• Zip/Postal Code

• Phone Number

• Email Address

• Website

• Fax Number

• Registration Code

• VAT Registration Number

• Legal Name

• Currency Code

• Also Known As Name

How to Use

Simply type your request, such as:

• "Create a vendor named ABC Supplies."

• "Add a new vendor called Smith & Co, located at 123 Main St, Toronto, ON, Canada, M5J2N1, email info@smithco.com."

The agent will process your request and create the vendor using the default company "GR" unless you specify a different company.

Example

User: Create a vendor named Global Parts Inc, 456 Elm St, Suite 200, Boston, MA, USA, 02110, phone 617-555-1234, email contact@globalparts.com.

Create Multiple Vendors from a File

You can upload a CSV, Excel, or text file containing multiple vendor records. The agent will extract the data, show you a preview of the first 100 records, and ask for confirmation before proceeding.

Required File Columns

• Vendor Name (Business Partner Name)

Optional File Columns

• Street Address

• Suite

• City

• State/Province/Region

• Country

• Zip/Postal Code

• Phone Number

• Email Address

• Website

• Fax Number

• Registration Code

• VAT Registration Number

• Legal Name

• Currency Code

• Also Known As Name

How to Use

• Upload your file and request: "Create vendors from this file."

• The agent will display the extracted data for confirmation.

• If any columns are unclear, the agent will ask you to specify which field they should map to.

Example

User: Please create vendors from the attached Excel file.

Create Vendors from Unstructured Documents (PDFs, etc.)

You can upload unstructured documents such as PDFs containing vendor information. The agent will extract relevant details using advanced recognition techniques and present the data for your confirmation before creating the vendors.

How to Use

• Upload your document and request: "Extract and create vendors from this PDF."

• The agent will extract and display the data for your review.

Example

User: Create vendors from the attached vendor registration forms.

Company Selection

By default, the agent uses company "GR" for all vendor creation. If you want to use a different company, specify it in your request.

Example

User: Create a vendor named Delta Supplies for company US1.

Business Partner Code Handling

The agent automatically generates the business partner code unless you specify one and the system allows it. If you provide a code, it must not contain special characters except dash (-), dot (.), or underscore (_).

Example

User: Create a vendor named Alpha Tech with BP code ALPHA01.

Deduplication and Similar Records

If the system detects similar vendors, the agent will show you the possible matches and ask if you want to proceed. If you confirm, the agent will create the vendor.

Error Handling

If any required information is missing or invalid, the agent will let you know and ask for the correct details.

What the Agent Cannot Do

• The agent cannot edit or update existing vendors or business partners.

• The agent cannot delete vendors.

• The agent cannot display technical details or internal field names.

Tips and Best Practices

• Always provide the vendor name.

• For batch uploads, ensure your file has clear column headers.

• If uploading unstructured documents, make sure the vendor details are clearly labeled.

Examples Prompts

• "Create a vendor named Blue Ocean Ltd."

• "Add a new vendor: Greenfield Corp, 789 Oak Ave, Dallas, TX, USA, 75201, email admin@greenfield.com."

• "Upload this CSV and create all vendors listed."

• "Extract vendors from this PDF and add them."

Getting Help

If you need help or encounter issues, simply describe your problem in the chat and the agent will guide you.