ChatGPT can do more than just retrieve information. You can also use it to create or adjust invoices, entries and contacts. Every write action first appears as a draft that you approve, so nothing ever changes without your agreement.
Read and act
Most questions to your administration only read: you look something up or have something analysed, and nothing changes. But you can also have ChatGPT create or adjust something, think of a sales invoice, an entry or a new relation. We call that a write action.
The difference is in the control. ChatGPT does not simply carry out a write action. ChatGPT first prepares a draft, which you review and approve. Only then is it recorded in Exact Online.
Nothing ever changes in your administration without you having seen and approved it first. You always take the final step.
How a write action works
From your question to a recorded entry you always go through the same four steps:
1You ask it in plain language. For example: "Create a sales invoice for customer Janssen BV."
2ChatGPT prepares a draft. You see exactly what would be recorded: which customer, which lines, which amounts.
3You check it. Is it correct? Then you approve it. Is something wrong? Then you have it adjusted or you reject it.
4Only after your approval is it recorded. The draft is definitively posted in Exact Online.
What you can have created or adjusted
Below are examples of write actions per topic. Copy them literally or adjust them to your own customers, items and amounts. Each of these actions is first prepared as a draft that you approve.
Bookings
"Prepare a purchase entry for an incoming invoice."
Prepares a purchase entry that you approve.
"Process my credit card statement into entries."
Prepares your credit card costs as an entry that you approve.
"Enter Van Dijk's invoice on ledger account 4400."
Prepares a purchase entry on the ledger account you choose.
"Prepare a correction for today's last bank entry."
Prepares a correction entry that you approve.
Customers and suppliers
"Add a delivery address to Janssen BV: Industrieweg 5, Rotterdam."
Records an additional address for a contact.
"Change the payment term of Janssen BV to 30 days."
Adjusts the payment condition of a contact.
"Record a new supplier with name and address details."
Sets up a new supplier in Exact Online.
"Change the e-mail address of De Vries to info@devries.nl."
Updates the contact details of a contact.
Sales and purchase orders
"Prepare a sales invoice for Janssen BV."
Prepares a sales invoice for you to approve.
"Add item A1001 to the quotation for De Vries."
Updates an existing quotation with an extra line.
"Convert an accepted quotation into a sales order."
Turns a quotation into an order in one step.
"Prepare a purchase order with Metaalhandel Bakker."
Prepares a purchase order for you to approve.
Stock and warehouse
"Create a new item: code SCH-M10, Screw M10x30."
Creates a new item in Exact Online.
"Set the minimum stock of A1001 to 250 in the Amsterdam warehouse."
Adjusts the minimum stock per warehouse.
"Change the sales price of A1001 to 24.95."
Adjusts the sales price of an item.
"Post a stock correction for A1001: remove 5 units due to breakage."
Prepares a stock movement for you to approve.
Tip: you can combine requesting and creating in a single question, for example "Check the minimum stock and prepare the purchase orders for whatever falls short." ChatGPT does the check and prepares the orders as drafts.
You stay in control
With every write action you decide what happens. A draft is exactly that: a proposal that only counts once you approve it.
Approve
Is the draft correct? Once you approve, it is recorded in Exact Online.
Adjust
Is something not right? Ask for a change and ChatGPT creates a new draft.
Reject
Don't want it after all? Then you reject it and nothing is recorded.
In your control panel the activity logs show you exactly what was created or changed, and when. You also set there what users are allowed to do: you can decide per user which actions are permitted. Read more about how we handle your data and permissions in working safely with AI Connect.
In addition, ChatGPT always asks you for confirmation first before anything is recorded during a write action. That way you keep control over what happens in your administration at every step.
Good to know: the connector is built so that ChatGPT never posts anything definitively on its own. Every write action waits for your approval.
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No. For a write action ChatGPT always prepares a draft first. Only after you have approved it, is it recorded in Exact Online.
Yes. Just ask for a change, for example a different amount or an extra line, and ChatGPT creates an updated draft that you can review again.
Then nothing is recorded. A rejected draft changes nothing in your administration.
Yes. In your control panel you can see in the activity logs exactly which actions were carried out and when.
Yes. In your control panel you decide per user which actions are allowed, so write actions stay limited to those who may perform them.
Then you simply do not approve it. Because every write action is first prepared as a draft, nothing ever goes wrong into the administration without you having seen it.
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