AI Assistant Guide - Documentation Acosys

What Can the AI Assistant Do?

Free chat — type a question in your own words, for example "What were last month's total sales per division?". The assistant picks the right report, runs it, and explains the result.
Guided questions — ready-made questions with options to fill in (period, division, number of days). Ideal for routine reports because the data view is free.
Photo to CSV — reads a photo of a document (for example a supplier invoice) into a CSV file ready to import into a Acosys form.
Modify design with AI — in Report Designer and Print Designer, AI proposes design changes that you review before applying them (see the last section).

The AI Assistant is a tool for reading data, not a replacement for official reports. Check important figures against the original report before making decisions.

Who Can Use the AI Assistant?

Access is locked by roles that your company manages. The server checks three things together:

Your role must have Allow AI (Role form). Without it the screen says your role is not allowed to use AI; ask an administrator to turn it on.
You can only ask about data whose screens you may open. Without accounting menu rights, profit and loss or cash flow questions are not available to you, and the guided question list adjusts accordingly.
Modules that are not part of the company's subscription cannot be queried either, even if your role holds the menu.

AI usage draws down the company's credit balance, so turn on Allow AI only for roles that need it.

How Do I Get Started?

Open the AI Assistant menu (right below Dashboard).
The first time you open it, your company usually receives free credits to try it out. The balance appears at the top right, split into *Purchased* and *Free*.
Choose Free chat and type a question, or choose Guided questions and fill in the options.
Read the answer. *Sources* shows the report that was used, and *Response details* shows the data behind the numbers.
Use New chat to start another topic. Earlier conversations are kept in History and can be reopened or deleted at any time.

Which Guided Questions Are Available?

Each guided question has two buttons: View data — free only runs the report without AI, while Explain with AI — uses credits adds a written explanation from AI. Summary figures (totals, rankings) are always calculated by the server, not guessed by AI.

Question	What it shows
Sales for a period	Total sales, per-division breakdown, and largest invoices.
Sales today	Quick view of today's sales.
Receivables position	Total receivables and the ten customers with the largest balances.
Overdue receivables	Receivables older than a number of days.
Payables position	Total payables and the ten suppliers with the largest balances.
Overdue payables	Payables older than a number of days.
Inventory position	Stock balance per product, largest first.
Check negative stock	Negative stock indications as of the selected date.
Check receivables aged 90 days	Positive receivable balances aged at least 90 days.
Check payables aged 90 days	Positive payable balances aged at least 90 days.
Cash flow for a period	Cash in and out by group.
Profit and loss for a period	Revenue, costs, and profit by account group.
Top-selling products	Ranking of top-selling products for a period.
Business performance overview	This period compared with the previous one.

How Are AI Credits Charged?

Credits are used according to usage: the question that is read and the answer that is produced are charged at different rates, and more capable models use more credits. Open *How usage is calculated* in the balance menu to see the rate per 1,000 text tokens.
After each answer the credits used are shown. Running View data — free uses no credits at all.
Before answering, the system holds part of the balance as a reserve. Any unused reserve is returned once the answer finishes, so a very low balance can cause a long question to be refused even though the balance is not zero.
When credits run out, the screen shows a Buy credits button. Guided questions with View data — free keep working.

How Do I Buy AI Credits?

Buying is only available to managers, meaning roles that hold the Role menu (form /form/roles). Other users see a message saying only managers can buy credits.

Open the balance menu at the top right and choose Buy credits.
Choose a package, or enter a Custom credit amount (minimum 25,000) and click Calculate price.
Complete the payment through an available online method. Credits are added only after the payment is verified; a "success" screen in the browser alone is not enough.
If the payment is still pending, finish paying and click Check payment status. The same payment is never credited twice.

The price follows the exchange rate and model cost at the time of purchase, shown in your company's billing currency. AI uses a service key owned by Acosys; you do not need to (and cannot) install your own key.

How Do I Use Photo to CSV?

This feature reads a photo of a document, such as a supplier invoice, and arranges it as a CSV that matches the columns of the target form. The Photo to CSV menu only appears when you can access at least one importable form and the selected model supports images. A Photo to CSV button is also available in the Import CSV dialog of supported forms.

Choose the Destination form (and the detail table if there is one), then pick or take a photo of the document. JPEG, PNG, or WebP up to about 2.5 MB; photos that are too large are shrunk automatically.
Click Read and verify photo. AI reads the text in the photo and then checks it once more.
Review the result table. Master codes or names (product, supplier, customer, unit) are chosen automatically only when they match exactly one record; otherwise choose them yourself. Flagged rows need fixing.
Click Validate changes. After every issue is resolved, tick the statement that you have checked all rows against the photo.
Choose Download import CSV or Use in import preview. New data is only saved after you run the import as usual.

Photo reading can be wrong, especially with blurry photos or handwriting. Checking against the photo yourself is mandatory. Instructions written inside the photo are treated as data, not as commands.

How Does AI Help Change Report and Print Designs?

In Report Designer and Print Designer there is a Modify design with AI panel. It uses the same credit balance and model as the AI Assistant.

Open the design you want to change, then write in Requested changes, for example "adjust the receipt for 80 mm paper and add a signature area" (up to 4,000 characters; design up to about 120 KB).
Click Propose changes. AI returns a summary and a *Before* / *AI proposal* comparison.
Review the proposal. Click Apply to editor if it fits, or Dismiss proposal.
Save the design with the designer's usual save button. Undo AI changes restores the design from before it was applied, as long as no other edit has been made.

AI only receives the design source; transaction data is not sent. SQL changes are accepted only if they are read-only queries, and EJS templates are syntax-checked before they can be applied. File name, path, active status, and public status cannot be changed by AI.

Things to Check

The AI Assistant needs an internet connection to the Acosys server. On self-hosted installations, questions are relayed through the central server; if the service is not available, the screen says AI is not available for this installation.
AI answers are summaries of report data. For official figures open the report itself; *Sources* shows the report that was used.
When an analysis runs too long, the assistant stops and asks whether to Continue or Stop; continuing uses additional credits.
Conversations in History are stored per user; other users cannot see your conversations.

Menu Location

Dashboard / AI Assistant
/ai