Purchases Assistant

The Purchases Assistant is an Artificial Intelligence solution designed to optimize purchasing management.

This tool is located in the top-right corner of the ERP, and already comes with a base context so it can be used right away.

Thanks to its customization capabilities, you can create other contexts and set which users have access to the context settings (whether enabling access, or the ability to change other users' settings).

To access the business assistant, you must enable the Cegid Account authentication method, and the user must have a Cegid Account.

You interact with the Assistant using natural language. When you ask questions about your business, it will respond in a contextualized way, based on the available purchasing data.

Access

You can access the Purchases Assistant through its icon, located in the top-right corner of the ERP.

Whenever you are working in a window related to purchases (whether browsing or viewing), the Purchases Assistant will show a message on its icon indicating that it can help you with purchasing information. In that case, when you access the Purchases Assistant, it will already be set to the purchasing context.

This lets you quickly access critical information about performance, view trends, and run analyses, as well as get insights into purchasing behavior, all in an intuitive way and in real time.

Note: Although it indicates that it has context information, no information from the window is passed to the Purchases Assistant. In other words, this tool does not have the window's context, but rather a global purchasing context, which can also be customized and viewed.

Base Context

The Purchases Assistant already comes with a system-level base context, so it can be used without needing to create a context.

This context is set up as follows:

• Time span: last 3 Years;

• Grouped by Month;

• Applies to All Users (who don't have their own configuration);

• Includes All Transaction Types:

  1. Financial;

  2. Orders;

  3. Quotes;

• Includes the discounts metric;

• Does not include any additional information.

Configuring the Purchasing Context

By default, the Assistant already comes with a purchasing context; however, this context can be changed and adapted to the needs of each company or user.

In the Purchases Assistant's configuration creation feature, you can create additional configurations and specify which users have access to them. However, a user can only have a single configuration.

To create a configuration for the Purchases Assistant, follow these steps:

1. Go to Marketing & Sales | General | Cegid Pulse | Purchases Configuration;

2. Click New to create a configuration;

3. Specify the configuration's Code and Description;

4. Enter the Analysis Period, which is defined by the time span and the type of data grouping:

   • Time span: can be the last Years (recommended), Months, or Days;

   • Grouping: can be by Year, Half-Year, Quarter, Four-Month Period, or Month (recommended);

5. In the Users section, specify which users use the configuration:

   • All;

   • Specific users: in this case, click Assign and select the desired users;

6. Specify which Transaction Types to include:

   • Financial;

   • Orders;

   • Quotes;

7. Specify the metric to include: discounts;

8. Specify any other additional information to include:

   • District;

   • Country;

   • Branch;

   • Warehouse;

   • Article Family;

   • Article Brand;

   • Project/Work;

9. Click Save.

You can view, at any time, the data that will be sent to the Purchases Assistant. To do this, go to Context and select the Preview Data option.

Note: You should keep in mind the number of records generated by the configuration, since it will have a direct impact on token usage (reaching the maximum token limit per conversation).

Access to the Configuration

Access to the Purchases Assistant's configuration is controlled by user profiles.

In addition to the profile setting that indicates whether or not a user has access to the configuration, there is an additional permission to set whether the user has permission to change other users' configurations. Without this permission, they can only change their own configuration.

Enabling the ability to change other users' configurations

1. Go to Administrator | Profiles;

2. Create a profile or select an existing one;

3. Go to the Operations tab;

4. Go to Primavera Evolution – ERP v10.00 | Modules | Purchases | Resources | Tools | Cegid Pulse;

5. Enable the Change Other Users' Configuration option;

6. Click Confirm.

Practical Question Examples

Below are examples of how to ask questions in the Chatbot:

• Give me some insights about my purchases.

• What are the main purchasing indicators?

• What is the purchase growth rate per year?

• What is the purchase amount grouped by year?

• What are my purchases grouped by year and month?

• What is the purchase discount amount grouped by year and month?

• What is the conversion rate of orders into purchases?

• What is the purchase and discount amount grouped by year? Show me the data in table format.

• What is the purchase discount trend per year?