Operate the Finance and Accounting Copilot

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Operate the Finance and Accounting Copilot within SmartERP.

Automated 3-way bank statement reconciliation, VAT tax invoice verification, withholding tax voucher parsing, and anomaly alerts.

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2. Prerequisites & Security Access Groups#

• Required Modules: ashewa_ai_workforce, ashewa_ai_bridge, smarterp_ai_agents
• Security Groups:
  • AI Workforce Operator (Technical ID: ashewa_ai.group_ai_operator)
  • AI Systems Administrator (Technical ID: ashewa_ai.group_ai_admin)
  • Governance Officer (Technical ID: ashewa_ai.group_ai_governance)
• Master Data Dependencies: Autonomous AI agent profiles, n8n orchestrator webhooks, LLM model parameters, prompt governance rules, and human-in-the-loop approval queues.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the AI Workforce app icon.
4. From the top navigation bar, open AI Workforce → Copilots → Active Agents / Interaction History / Governance Queue.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Agent Name & Persona (Mandatory): Specialized AI role (Financial Auditor Copilot, SCM Copilot, etc.)
   • Target Operational Addon (Mandatory): Integrated SmartERP module (Accounting, HR, Inventory, Sales)
   • Autonomy Level (Mandatory): Level 1 Assistive, Level 2 Supervised, Level 3 Autonomous
   • Governance Gate (Mandatory): Action risk classification triggering mandatory human confirmation
3. Configure optional operational parameters and localized tags as required:
   • Context Truncation Limit (Optional): Maximum LLM token window before historical pruning
   • Fallback Model Route (Optional): Secondary LLM provider if primary endpoint is unresponsive
   • Webhook Authentication Token (Optional): Secure shared secret for n8n workflow callback
4. Click the Save icon in the control bar to commit the record.

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Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Prompt Ingestion → Reasoning Chain → Action Proposal → Human Gate Approved → Executed).
• Ledger & System Impact: Financial and inventory transactions executed by autonomous agents generate strict audit log entries tagging the AI Agent ID and human approver credentials.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:finance-and-accounting-copilot-transaction-processing-state}

Capabilities of the Finance Copilot#

The Finance & Accounting Copilot eliminates manual bookkeeping tedium by extracting transaction metadata, reconciling ledger accounts, and auditing tax compliance.

Procedure: Running Automated Bank Reconciliation#

1. Navigate to Accounting > Bank and Cash > Bank Reconciliation.
2. Upload the electronic bank statement (CBE, Awash Bank, Dashen Bank, Telebirr CSV/Excel).
3. Click Ask AI Copilot to Reconcile.
4. The Copilot executes:
   • Extracts customer name and reference numbers from unstructured bank narrative strings.
   • Matches transactions against open customer invoices and vendor bills.
   • Computes bank service charge entries automatically.
5. Review the reconciliation preview:
   • Green lines: 100% exact match (ready for one-click confirmation).
   • Amber lines: Partial match requiring account confirmation.
6. Click Confirm Reconciled Batch.

Automated Withholding Tax Voucher (WHV) Audit#

The Copilot verifies that every supplier invoice exceeding 10,000 ETB has a corresponding 2% or 30% withholding voucher attached before payment disbursement, preventing statutory penalties under Proclamation 979/2016.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • AI Bridge: Heartbeat check for n8n orchestrator nodes (ashewa_ai.ir_cron_heartbeat): Runs every 10 minutes to verify gateway connectivity
  • AI Governance: Auto-archive cleared approval queue tickets (ashewa_ai.ir_cron_archive_audit): Runs daily at midnight to maintain governance ledger performance
• Custom Print Templates & Reports:
  • AI Agent Operational Execution Audit Trail
  • LLM Token Consumption & Cost Allocation Schedule
  • Human-in-the-Loop Decision & Override Ledger
  • Agent Workflow Error & Latency Analysis
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#