Screen vs KinraSoft Assistant

Purpose

  • Use the side-menu screens when you need the full form, a listing, print, or a permission-gated module.
  • Use KinraSoft Assistant when you want to do a job in everyday words and confirm before KinraSoft posts.
  • Screens: items in the left side menu (General Ledger, Sales, Purchase, E Invoice, Bank, Financial Report, Inventory, Account Setup, Maintain Tax, Accountant Tools).
  • Assistant: side menu AI Agents — opens chat in a new browser tab.
  • Scan receipt (screen): Scan Receipt/Invoice, only if you have file upload permission.
  • Scan receipt (Assistant): in chat, pick Purchases & money out, then Scan receipt, or say Scan receipt.
  • You must be signed in to the company you want to post into. The Assistant uses the current company.
  • After Create company in chat, use Switch Company if you need that new file.

When to use the Assistant

  • Open AI Agents.
  • Pick a task chip, or type what happened in everyday words (who, what, when, how much).
  • On the empty chat screen, pick a category, then a task chip. That starts a live wizard.
  • Fill the form the Assistant shows, or answer its questions.
  • Read the confirmation. KinraSoft asks before posting.
  • Click Save / Confirm / Generate only when the document type and accounts are right.
  • Enter sends the message. Shift+Enter makes a new line.
  • Sample phrases: “Bill Acme RM500 for consulting”, “Customer paid RM1,200 — apply to oldest invoices”, “Create company”, “Who owes me”.

When to use the screens

  • Open the matching side-menu item (for example Sales, then Sales Document, then Sales Invoice).
  • Use the listing to find, print, email, or convert documents (quote to order to invoice).
  • Use full tabs and toolbars the chat form does not have (logo, fast sales spreadsheet, column settings, drill-down reports).

How-to vs do-it-for-me

  • To run a wizard, use a chip or an action phrase: Create company, Bill a customer, Submit e-Invoice.
  • To read the guide only, ask how to…, where is…, or what does this button do.
  • Do not mix them. “How to create a company” does not start Create company. “Create company” does not quote the long manual; it opens the form.
  • “How do I set up e-Invoice?” is a guide only. It does not post.

Which create flow should I use?

  • Bill a customer for goods or services (they still owe you) — Sales invoice / “Bill a customer”.
  • Walk-in paid now — Cash sale.
  • Credit a customer (return or overcharge) — Credit note.
  • Customer paid you; apply to invoices — Customer receipt.
  • Money into the bank that is not collecting an invoice — Money received (cash book receipt).
  • Supplier bill you still owe — Supplier bill.
  • Credit from a supplier — Purchase credit note.
  • Pay supplier invoices — Supplier payment.
  • Rent, petrol, supplies from bank/cash (no supplier invoice) — Record an expense.
  • Snap a photo and post from it — Scan receipt.
  • Advance paid to a supplier — Deposit to supplier.
  • Staff salaries — Record payroll (journal).
  • Asset on hire purchase — Hire purchase (journal).
  • Buy equipment paid by cash/bank (not hire purchase) — Fixed asset purchase.
  • New or existing customer, supplier, or stock item — Add/Edit customer, Add/Edit supplier, Add/Edit stock.
  • New or existing company profile — Create company / Edit company / Edit company e-Invoice.
  • Period close — Month-end close / Year-end close.
  • Questions from the books — Who owes me, Profit this month, Can I pay this.
  • MyInvois — Submit e-Invoice, Check status, Consolidated e-Invoice.
  • Unless you say the amount already includes SST, the Assistant treats prices as before tax.
  • On journals you can tap Explain this entry for a plain-language walkthrough.

Prefer the Assistant

  • You know the job but not the menu path.
  • One document or one master (invoice, bill, receipt, expense, customer, company profile).
  • You want KinraSoft to ask for missing fields and confirm accounts before posting.
  • Quick books questions: who owes you, this month’s profit, cash vs a bill.
  • e-Invoice submit / status / consolidate for documents already in the company.
  • Month-end or year-end checklist the Assistant already walks.

Prefer the screens

  • Quote to Sales order to Delivery order to Invoice, or PO to GR to bill.
  • Listings: find, filter, print, email, bulk print, knock-off many documents on one listing.
  • Fast Sales / Fast Purchase spreadsheet entry.
  • Logo or letterhead, document number formats, column layouts.
  • Bank reconciliation matching grid and statement import listing. You can still start recon from chat if offered.
  • Financial reports with drill-down (profit and loss, balance sheet, trial balance, ledger, cash flow, group report).
  • Inventory product documents and stock reports (Premium).
  • Users, roles, user groups, invite accountant.
  • SST return / SST audit.
  • Fixed asset register, asset types, depreciation report screens.
  • Anything you must see as a table or print on letterhead.

Use both

  • New company — Assistant Create company, then Switch Company, then Account Setup if dates were skipped, and Company Setup for logo.
  • New customer — Assistant Add customer, then the Sales Invoice listing or customer maintenance for extra fields.
  • Posted a bill in chat — Assistant Supplier bill, then the Purchase listing to print or submit e-Invoice.
  • “How do I reconcile the bank?” — the Assistant answers from the manual. Then Bank, Bank Reconciliation, to tick and save.
  • “Who owes me?” — ask the books. Then Sales Report, Aging or Statement of Account, for the printable statement.

How the Assistant behaves

  • Current company only. Posting and “who owes me” use the company you are logged into. Creating a company in chat does not change that until you Switch Company.
  • Confirm before post. Sales, purchases, receipts, payments, and journals are not saved until you confirm the document type and accounts.
  • It will not guess menu paths or features that are not in the manual when you asked a how-to question. If the guide has no procedure, it says so.
  • Live wizard vs manual. “Create company”, “Bill a customer”, “Submit e-Invoice” start wizards. “How to create a company” searches the user manual.
  • Cancel on a wizard form stores nothing. For create-company after the first Save, Cancel leaves the company but skips remaining e-Invoice steps.
  • Do not type a how-to question if you want a document posted. Do not start a wizard if you only wanted a tutorial.
  • The Assistant is not a second set of books. Everything it saves is the same company data as the screens. Check the matching listing after a wizard completes.

What the Assistant will not do

  • Upload logo / letterhead or design print layouts.
  • Convert quotation to sales order to delivery order as a document chain. Use the Sales Document screens.
  • Edit every field on every master (for example all customer delivery addresses, price categories, department/project).
  • Replace Accountant Tools (users, roles, default chart of accounts templates).
  • File SST returns or run GST (legacy) from chat. Process the return on SST return and SST audit.
  • Invent tax law. e-Invoice rules come from the loaded Q&A / guideline. Submit is a wizard against your documents.
  • Work in a company you have not switched into.
  • If you need those, use the side menu. Contact KinraSoft support rather than asking the Assistant to bypass a permission. See Support and version.

If something goes wrong

  • Chat explains steps but never shows a form — you asked a how-to. Type Create company or tap the chip.
  • Chat opened a wizard and you only wanted a guide — Cancel. Ask “how to …” instead.
  • Posted into the wrong company — Switch Company, then void or credit using the correct procedure. Do not re-run the wizard in the wrong file.
  • No AI Agents / chat tab — use the side menu screens. Ask the owner if chat is disabled for your role.
  • No Scan Receipt/Invoice in the menu — you need file upload. You can still scan from AI Agents if that chip is shown.
  • Assistant says the procedure is not in the manual — use the side menu, or contact support. Do not assume a button exists. See Menu map and Support and version.
  • Form missing Organization, currency, or logo — expected in chat. Finish on Company Setup / Account Setup.