ChatGPT can do more than retrieve data: you can also use it to create or edit invoices, entries and contacts. Every write action first appears as a draft that you approve, so nothing ever changes without your consent.
Read and let it do
Most questions you ask 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, like 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 in your administration ever changes 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 reject it.
4Only after your approval is it recorded. The draft is booked definitively 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, articles and amounts. Each of these actions first comes ready as a draft that you approve.
Entries
"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.
"Book the invoice from Van Dijk to general ledger account 4400."
Prepares a purchase entry on the general ledger account you chose.
"Prepare a correction for the last bank entry of today."
Prepares a correction entry that you approve.
Customers and suppliers
"Add a delivery address to Janssen BV: Industrieweg 5, Rotterdam."
Records an extra address for a relation.
"Change the payment term of Janssen BV to 30 days."
Adjusts the payment condition of a relation.
"Record a new supplier with name and address details."
Sets up a new supplier in Exact Online.
"Change the email address of De Vries to info@devries.nl."
Updates the contact details of a relation.
Sales and purchase orders
"Prepare a sales invoice for Janssen BV."
Prepares a sales invoice that you approve.
"Add article A1001 to the quote for De Vries."
Updates an existing quote with an extra line.
"Convert an accepted quote into a sales order."
Creates an order from a quote in one go.
"Prepare a purchase order with Metaalhandel Bakker."
Prepares a purchase order that you approve.
Stock and warehouse
"Record a new article: code SCH-M10, Screw M10x30."
Creates a new article in Exact Online.
"Set the minimum stock of A1001 to 250 in warehouse Amsterdam."
Adjusts the minimum stock per warehouse.
"Change the selling price of A1001 to 24.95."
Adjusts the selling price of an article.
"Book a stock correction for A1001: 5 units off due to breakage."
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