AI features¶
AI is off on the public demo. This chapter describes what these features do on an installation where the administrator has configured a model provider.
Flexbooks includes AI-based tools. They work only when an administrator has configured an AI model provider (see the administrator guide); without one, the AI functions report that they are not configured. The AI sees only what you see: each tool checks your rights to every object and works within your organizations.
What data goes to the model provider¶
When AI is on, Flexbooks sends the model provider configured by whoever runs the server only the data of the request, at the moment you use a feature:
| Feature | What is sent |
|---|---|
| Invoice recognition | the uploaded scan, photo or PDF pages |
| AI assistant and natural-language queries | your question, the conversation so far, details of the current screen and what the assistant's tools returned: report, document and catalog data within your rights |
| Draft document from a description | your description and the catalog items found |
| Bank statement line categorization | the line's payment purpose, counterparty, direction, amount and currency, and similar lines accepted earlier; to find those lines the same text goes to the OpenAI embeddings service, if its key is set |
| Explanations | a value with its dimensions and source documents; a document (type, number, date) and its entries |
If the provider is your own Ollama server, this data stays on it. The storage terms of an external provider are set by your agreement with it. With no provider configured nothing is sent; AI is off on the public demo.
Invoice recognition¶
Administration → Invoice recognition (AI) (Розпізнавання рахунків (ШІ)) turns a scanned or photographed supplier invoice (an image or PDF) into a draft Receipt of goods and services (Надходження товарів і послуг): the model recognizes the header and lines, and you check, correct and post the draft like an ordinary receipt. An upload is visible only to the person who uploaded it.
AI assistant¶
Ctrl + J (⌘ J) opens the AI assistant (AI-асистент) panel anywhere. The assistant answers
questions about your data (balances, turnovers, documents, catalogs, reports), taking the
current screen into account, and can prepare a draft document from a description — you check and
post the draft yourself. Start a new conversation clears the dialog.
Natural-language queries¶
Ask in plain language (for example, "how much does the customer owe us this month?") — the assistant reads the data through the same reports and answers with figures and sources.
Bank statement line categorization¶
In the bank statement import wizard, Suggest with AI proposes a counterparty and account for a line based on your existing data; if there is no confident suggestion, the wizard says so.
Explanations¶
- Why this value? on a balance — traces the number to the source documents with an explanation.
- Why these entries? in the Document movements panel — explains each entry by the rule that produced it (for a regulated operation, by its kind). If the document was posted before the rules were recorded, the explanation suggests re-posting it.
Anomaly check¶
The monthly anomaly check is shown in the month-end close assistant together with the checks before closing: differences between the VAT accounts and the registers, negative balances, VAT waiting for a tax invoice, and an advance not offset. It does not call a model and works without a provider too.
Quotas¶
The administrator can limit the daily and monthly number of requests, tokens and AI cost (no limits by default). When a limit is reached, the AI function stops with an explanation until the quota resets; the rest of the work is not affected.