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Reports and exports

AI Assistant and Document Intelligence

Last updated Oct 29, 2026

Two things to know first

  • AI never changes your records on its own. The assistant only reads the register. Anything AI prepares, such as an asset read from an invoice, becomes a record only when a person reviews it and confirms it, and even then it is created as a draft that goes through the normal approval.
  • Figures come from the application. Answers show where their figures come from and how they were calculated. You only see data your role allows; amounts are hidden if you have no finance rights.

AI features are available when your organisation has enabled them and your role allows it.

Ask the AI Assistant

  1. Open AI › AI Assistant (on the desktop, press F8 or click AI Assistant on the toolbar).
  2. Type a question, for example "Which assets have expired warranties?", "Find active assets with zero book value" or "Show unverified assets across branches". You can also pick a suggested question (web) or a quick action (desktop).
  3. Read the answer card. It shows the result, the source records, the data sources with their date, and how it was calculated. Open a source record to go to the asset; on the desktop you can also open the result in the register or as a report, or export it to CSV or PDF.

The assistant refuses requests to create, delete, transfer, dispose of or depreciate assets; use the normal screens for those. On the web your chats are kept in Chat history, where you can rename or archive them.

Read a document with Document Intelligence

  1. Open AI › Document Intelligence and upload an invoice, purchase order, GRN, warranty certificate, AMC contract, insurance policy or lease.
  2. Open the document. The page is shown next to the extracted fields, each with a confidence indicator.
  3. Check every field, correct anything wrong and confirm the fields flagged as low confidence.
  4. Create the draft (for example a draft asset). The create button stays disabled until required fields are filled, low-confidence fields are confirmed and blocking problems such as a duplicate invoice are cleared.

The draft becomes an active asset only after the normal capitalisation approval.

Insights, risk and replacement

Asset Insights, Anomaly Detection, Asset Risk Analysis and Replacement Analysis (Replacement Intelligence on the desktop) highlight assets that need attention, such as unusual patterns, risk levels and assets that meet replacement criteria. They read the register and never change assets. Some need a separate AI recommendations permission.

Desktop edition: where AI runs

Without the optional Local AI add-on, every AI screen still works using built-in rules, and answers say so. The add-on runs a language model on your server PC. Nothing leaves your network unless an administrator deliberately turns on Cloud AI in Administration › AI Settings, which needs two confirmations; database rows are never sent. Every AI question and action is recorded in Audit › AI Activity Log.

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