Create transactions by chat

Purpose

  • Post one sales, purchase, cash-book, or journal document from chat, and confirm before KinraSoft saves it.
  • Field-by-field screens stay in the sales, purchase, bank, and journal guides. This chapter is the shared chat path.

Menu path

  • AI Agents. There is no separate create-transaction screen inside chat.
  • The same documents also exist on the side menu (Sales, Purchase, Bank, General Ledger). Use those listings to print, email, or knock off many documents.

Assistant

  • Open a category and tap a chip, or type the phrase in Which phrase posts which document below.

Before you start


Post one document

  • Open AI Agents.
  • Pick the chip, or type the job with who, what, when, and how much. See How to ask.
  • If chat asks That’s correct — continue, confirm the document type. Choose a different type if it picked the wrong one (a bill you still owe is not an expense already paid).
  • Fill each question: party, description, quantity, price, account, bank, date.
  • Read the summary. YES / Looks good — continue keeps going. ADD adds another line (invoices, bills, credit notes). Remove # drops a line. BACK returns to the previous step on receipts and supplier payments.
  • When chat lists accounts, read every line. YES (Confirm accounts and create transaction) posts. Fix line changes one account. NO (Cancel — do not post) stores nothing.
  • If an account is missing, YES creates it, or NO cancels.
  • Open the matching listing and check the new document number.
  • KinraSoft does not post the document until you confirm the type and the accounts.
  • Unless you say the amount already includes SST, prices are before tax.
  • On a journal you can tap Explain this entry for a plain-language walkthrough before you post. You can also type a change, for example change amount to 500.

Apply a receipt or a supplier payment

  • Start Customer receipt or Supplier payment.
  • Enter who paid or whom you paid, the bank, and the amount.
  • Choose Oldest first or I’ll choose.
  • If you choose, tick the invoices or bills and the amounts.
  • YES to post. Unapplied money stays on the receipt or payment. See Customer receipt and supplier payment.

Which phrase posts which document

  • Bill a customer / Sales invoice — sales invoice (they still owe you). See Sales invoice.
  • Cash sale / Record a cash sale — cash sales (paid now). See Cash sales.
  • Credit note / Issue a credit note — sales credit note. See Credit note.
  • Customer receipt / Receive payment from a customer — receipt knocked off to invoices. See Customer receipt.
  • Money received / Record money received into my bank — cash-book receipt (not a customer invoice). See Cash book receipt.
  • Supplier bill / Record a supplier bill — purchase invoice (you still owe them). See Purchase invoice.
  • Purchase credit note — purchase credit note. See Supplier credit note.
  • Supplier payment / Pay a supplier invoice — payment knocked off to bills. See Supplier payment.
  • Record an expense / Pay petrol / Pay rent — cash-book payment (no supplier invoice). See Expenses and Cash book payment.
  • Deposit to supplier — advance paid before the bill. See Supplier payment and Cash book.
  • Employee advance — money lent to staff (cash book). See Cash book.
  • Fixed asset purchase / buy equipment by bank — asset paid by cash or bank. See Fixed asset setup.
  • Record payroll — payroll journal. See Payroll.
  • Hire purchase / Buy a car on hire purchase — hire-purchase journal. See Hire purchase.
  • Record POS Sales — till journal (not a cash-sale document). See Journal entry.
  • Owner took stock / Goods taken by owner — drawings journal. See Journal entry.
  • Transfer profit to capital — journal. See Journal entry.
  • Accrue expense / depreciation entry — period-end adjustment. See Accrual listing, Depreciation journal, and Month-end close.
  • Scan receipt is a photo, not this confirm loop. See Scan from chat. Who owes me, Profit this month, and Can I pay this answer from the books and do not post. See Ask the books.

After it posts

  • Sales invoice, cash sale, credit note — Sales, then Sales Document.
  • Customer receipt — Sales, then the receipt listing. See Customer receipt.
  • Purchase invoice, purchase credit note — Purchase, then Purchase Document.
  • Supplier payment — Purchase, then the payment listing. See Supplier payment.
  • Expense, money received, deposit, employee advance — Bank, then cash book. See Cash book listing.
  • Payroll, hire purchase, other journals — General Ledger, then Journal Entry. See Journal entry.
  • Chat does not print letterhead, email the customer, or submit MyInvois. Do that on the document screen. See e-Invoice in KinraSoft.

If something goes wrong

  • Chat asks which transaction you want. The sentence was too vague (help me, transaction). Name the chip: Bill a customer, Record an expense, Supplier payment.
  • It started an expense and you still owe the supplier. NO / Cancel. Start Supplier bill. See Purchase invoice.
  • It started a sales invoice and the customer already paid. Cancel. Start Cash sale. See Cash sales.
  • YES posted the wrong accounts. Open the listing and correct or void using that document’s chapter. Do not post a second copy.
  • Cancel and the document is still missing. Expected. NO does not post. Start the chip again when you are ready.
  • Journal figures look wrong. Tap Explain this entry, or type the change, before YES.

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