Manual

Getting things done

The Assistant never posts or saves anything by itself. What it prepares waits under its answer with a Confirm button, and runs, as you, only when you press it.

Actions to confirm

Ask it to run a page’s action on a record: Post, Release, Reopen, Send Approval Request, or Approve a request waiting for you.

1. It finds the record (the one you have open when you say “this”), and the action.
2. It says what will happen, with the record’s number and amount, and shows Confirm and Cancel.
3. Press Confirm to run it. The Assistant is told how it went, and explains any error in plain words.

It proposes one record at a time unless you asked for several.

Records to confirm

Ask it to create or change a record: a new customer, a sales invoice with its lines, a setup value, journal lines. It fills in what you said, chooses the likely value for anything required you didn’t say (today’s date, the usual location) and tells you what it chose. The change is tried out first, so the answer shows the record as it would be saved, with its totals, or the error the trial met, which it then puts right. Confirm saves it.

From a file

Attach a spreadsheet of journal lines, or a picture or PDF of a receipt or a supplier’s invoice, and say what to do with it. The Assistant reads it, matches the accounts, customers or vendors, and proposes the records, such as all the lines in the journal batch you have open, for one Confirm. It says what it couldn’t read or match.

Posting previews

Ask “what will happen if I post this invoice?” The Assistant runs the posting’s preview (nothing is posted) and tells you what it would do, with the G/L entries in a table: account, name, debit, credit and a total. Show preview opens the same preview as the page’s Preview Post. If the posting would fail, it says why and what to set up.

Your own settings

It changes your own settings when you ask: sign out, mute or unmute notifications (their sound, their pop-up, or both), pin or unpin the menu, or switch to another profile (“switch to the Sales Manager profile”).

Reminders

“Remind me to call Kigo Lakeview Hotel about their invoice tomorrow at 10”, “remind me on Friday to pay the gas”.

• A reminder is for a time, or for a day, which it brings at 08:00. It can be about a record, such as an invoice.
• It shows under Reminders on your Role Center, saying when it is due (“30 minutes left”, “2pm”, “Tomorrow”, or Overdue in red). Clicking one about a record opens it; the cross removes it.
• When it is due, the Assistant brings it in the Chat (“Reminder: …”), with Open for its record.
• Ask “what are my reminders?” to list them, or to cancel or move one.

Reminders are your own: nobody else sees them.

Setup templates

On a new company, the Assistant can recommend ready-made setup: a chart of accounts for the business’s industry, a country’s VAT setup, posting setup, number series, payment terms, units of measure and dimensions. It shows the ones that suit in a table, in the order they are applied, each with:

Number series

When a record can’t be created for want of a number series, or you ask it to set number series up, it proposes a series for each setup field that has none, an existing one where one suits or a new one such as CUST from C000001, for one Confirm.