User Guide — Sales & Finance Intelligence

Step 1

Prepare Your Data

The system works with your existing sales and finance data. Files are organized by usage: daily usage (customers, products, sales), monthly finance import (GL, invoices, bank), market intelligence (competitors, alerts), and system configuration. Download the sample CSV files below, adapt them to your data, and import them to get started immediately. Reference files (categories, channels, regions, reps) are linked by ID.

Download Sample Data

CSV files with realistic fictional data — ready to import or adapt

Download Sample CSVs (ZIP)

CSV File Structures

Daily Usage Files

Customers customers.csv

Your customer directory. One row per customer with segment, region, and channel links.

Column	Description	Example
name	Customer name	GEOROUTE CONSTRUCTION
segment	Customer segment	enterprise
region_id	Region ID (links to regions.csv)	reg-ci
channel_id	Channel ID (links to channels.csv)	ch-direct
contact_email	Contact email	contact@georoute.example
contact_phone	Contact phone	+225 27 10 00 01 00
status	Customer status	active
currency	Currency code	XOF

Products products.csv

Your product catalog. One row per product with pricing, cost, and category link.

Column	Description	Example
name	Product name	Ciment CEM II 42.5
sku	Product SKU	CEM-II-42-5
category_id	Category ID (links to product_categories.csv)	cat-cement
unit_price	Selling unit price	85000
cost_price	Cost unit price	62000
currency	Currency code	XOF
unit	Unit of measure	tonnes
status	Product status	active

Sales Transactions sales_transactions.csv

Your sales transactions. One row per transaction with customer, channel, rep, and margin details.

Column	Description	Example
transaction_date	Transaction date (YYYY-MM-DD)	2026-01-15
customer_id	Customer ID (links to customers.csv)	cust-001
channel_id	Channel ID (links to channels.csv)	ch-direct
sales_rep_id	Sales rep ID (links to sales_reps.csv)	rep-001
region_id	Region ID (links to regions.csv)	reg-ci
currency	Currency code	XOF
gross_amount	Gross amount before discount	42500000
discount_amount	Discount amount	1250000
net_amount	Net amount after discount	41250000
cost_amount	Cost of goods sold	31000000
margin_amount	Margin amount	10250000

Sales Targets sales_targets.csv

Sales targets by period and dimension. One row per target with actual amounts for comparison.

Column	Description	Example
period	Target period (e.g. 2026-Q1)	2026-Q1
metric	Metric being targeted	revenue
dimension_id	Dimension ID (rep, region, channel, etc.)	rep-001
dimension_type	Type of dimension	sales_rep
target_amount	Target amount	500000000
actual_amount	Actual amount achieved	412500000
currency	Currency code	XOF

Product Categories product_categories.csv

Reference file for product categories with optional parent hierarchy. Linked by ID from products.

Column	Description	Example
id	Category ID	cat-cement
name	Category name	Ciment
parent_id	Parent category ID (optional)	cat-construction

Channels channels.csv

Reference file for sales channels. Linked by ID from customers and transactions.

Column	Description	Example
id	Channel ID	ch-direct
name	Channel name	Vente Directe
type	Channel type	direct

Regions regions.csv

Reference file for geographic regions. Linked by ID from customers, transactions, and reps.

Column	Description	Example
id	Region ID	reg-ci
name	Region name	Abidjan
country	Country	Côte d'Ivoire

Sales Reps sales_reps.csv

Reference file for sales representatives. Linked by ID from transactions and targets.

Column	Description	Example
id	Sales rep ID	rep-001
name	Rep name	Bamba Kadriatou
email	Rep email	k.bamba@proxait.example
region_id	Region ID (links to regions.csv)	reg-ci

Sales Line Items sales_line_items.csv

Line items for each sales transaction. One row per product line with quantity, price, and margin.

Column	Description	Example
transaction_id	Transaction ID (links to sales_transactions.csv)	txn-2026-0001
product_id	Product ID (links to products.csv)	prod-001
quantity	Quantity sold	500
unit_price	Unit selling price	85000
discount_pct	Discount percentage	3
line_total	Line total after discount	41250000
cost_total	Line cost total	31000000
margin	Line margin	10250000

Monthly Finance Import

Bank Transactions bank_transactions.csv

Bank account movements. One row per transaction with credit/debit amounts and bank account reference.

Column	Description	Example
date	Transaction date (YYYY-MM-DD)	2026-03-01
description	Transaction description	Client payment - Northwind Co
amount	Amount (positive for credit, negative for debit)	53200
type	Transaction type	credit
bank_account	Bank account identifier	BANK-EUR-001
currency	Currency code	EUR

Supplier Invoices (AP) invoices_ap.csv

Accounts payable invoices. One row per supplier invoice with amounts, tax, due date, and purchase order reference.

Column	Description	Example
vendor_name	Supplier name	Acme Supplies SA
invoice_number	Supplier invoice number	FA-2026-0301
amount_excl_tax	Amount excluding tax	27000
vat	VAT amount	4860
amount_incl_tax	Amount including tax	31860
currency	Currency code	EUR
due_date	Due date (YYYY-MM-DD)	2026-04-15
status	Invoice status	received
po_ref	Purchase order reference	PO-2026-031

Customer Invoices (AR) invoices_ar.csv

Accounts receivable invoices. One row per customer invoice with amount, due date, and payment status.

Column	Description	Example
customer_name	Customer name	Northwind Trading
invoice_number	Invoice number	FC-2026-0101
amount	Invoice amount	53200
currency	Currency code	EUR
due_date	Due date (YYYY-MM-DD)	2026-02-15
status	Payment status	paid

Journal Entries journal_entries.csv

Accounting journal entries. One row per entry with type, status, description, and approval trail.

Column	Description	Example
entry_type	Entry type (e.g. manual, automatic)	manual
status	Entry status	posted
description	Entry description	Monthly depreciation - Equipment March 2026
created_by	Created by user	Controller
approved_by	Approved by user	CFO

General Ledger Entries gl_entries.csv

General ledger postings. One row per posting with account code, period, debit/credit amounts, and source reference.

Column	Description	Example
account_code	Account code (links to chart_of_accounts.csv)	4110
period	Accounting period (YYYY-MM)	2026-03
debit	Debit amount	0
credit	Credit amount	45000
currency	Currency code	EUR
description	Entry description	Revenue - Product Sales March
source_ref	Source reference	SALES-2026-03
posted_by	Posted by user	CFO

Chart of Accounts chart_of_accounts.csv

The accounting chart of accounts. One row per account with type, hierarchy, and control account flag.

Column	Description	Example
account_code	Account code	1110
name	Account name	Cash & Bank Accounts
type	Account type (asset, liability, equity, revenue, expense)	asset
parent_account_id	Parent account code (optional)	1100
is_control_account	Whether this is a control account	false
currency	Currency code	EUR
status	Account status	active

Budget Lines budget_lines.csv

Budget lines by account, department, and cost center. One row per budget line with committed and actual amounts.

Column	Description	Example
account_code	Account code (links to chart_of_accounts.csv)	4110
department	Department name	Sales
cost_center	Cost center code	CC_SALES
amount	Budgeted amount	150000
committed	Committed amount	0
actual	Actual amount spent	126000
variance	Variance (actual - budget)	-24000

Purchase Orders purchase_orders.csv

Purchase orders. One row per PO with vendor, total amount, status, and approver.

Column	Description	Example
vendor_id	Vendor identifier	VND_ACME
po_number	Purchase order number	PO-2026-031
total_amount	Total PO amount	31860
currency	Currency code	EUR
status	PO status	received
approved_by	Approved by user	CFO

Market Intelligence Files

Competitors competitors.csv

Competitor directory. One row per competitor with products, estimated market share, and notes.

Column	Description	Example
name	Competitor name	GlobalTech Distribution
products	Products or services offered	IT equipment distribution
market_share_estimate	Estimated market share (percentage)	18
notes	Notes and observations	Strong partnerships with major OEMs.

Market Alerts market_alerts.csv

Market intelligence alerts. One row per alert with type, message, source, and severity.

Column	Description	Example
type	Alert type (competitor, pricing, etc.)	competitor
title	Alert title	RetailMax launches e-commerce platform
message	Alert message	RetailMax announced a new B2B e-commerce platform targeting wholesale buyers.
source	Source name	Business Press
source_url	Source URL	https://business-press.example/story1
severity	Severity level (low, medium, high)	high
acknowledged	Whether the alert has been acknowledged	false

Regulatory Alerts regulatory_alerts.csv

Regulatory and compliance alerts. One row per alert with type, message, source, and severity.

Column	Description	Example
type	Alert type (tax, ohada, etc.)	tax
title	Alert title	VAT rate unchanged for 2026
message	Alert message	Standard VAT rate remains at 20% for 2026.
source	Source name	Tax Authority Official
source_url	Source URL	https://tax-authority.example/notice1
severity	Severity level (low, medium, high)	low
acknowledged	Whether the alert has been acknowledged	true

System & Configuration

Policy Rules policy_rules.csv

System policy and compliance rules. One row per rule with conditions, action, and severity.

Column	Description	Example
rule_type	Rule type (e.g. approval_threshold)	approval_threshold
name	Rule name	High-value transaction approval
conditions	Rule conditions (JSON)	{"max_amount": 5000}
action	Action when triggered (block, warn)	block
severity	Severity level (violation, warning)	violation
is_active	Whether the rule is active	true

Step 2

Import Your Data

Once your CSV files are ready, importing them takes seconds. The system validates every file and shows you exactly what will be imported.

Open the App Chat

Launch the Sales & Finance Intelligence app. You'll see a chat interface — this is your command center.

Attach Your CSV File

Click the + button to attach a CSV file, or drag and drop it into the chat.

Tell the System What to Do

Describe what you want in plain language:

"Import these customers"

"Import these products"

"Import these sales transactions"

Review the Validation

The system automatically checks your data and shows you:

• Number of rows detected and ready to import
• Data quality score (percentage)
• Any errors or warnings (missing columns, invalid dates, unknown IDs)
• A preview of the first rows

Confirm the Import

Once you're satisfied with the validation results, confirm the import. Your data is now available for analysis, targets, margins, and reporting.

Step 3

Daily Workflows

Once your data is imported, here's what your team can do every day — just by asking in plain language.

Import Customers

Add or update your customer directory with segments, regions, and channels.

"Import these customers and link them to the right regions and channels"

Result: Validated customer records with segment, region, channel, and contact details — ready for sales tracking.

📊 Dashboard: Dashboard → Data tab → import history and quality scores

Import Products

Build your product catalog with selling prices, cost prices, and categories.

"Import these products with their categories and cost prices"

Result: Product records with SKU, unit price, cost price, and category links — ready for margin analysis.

📊 Dashboard: Dashboard → Data tab → import history and quality scores

Import Sales Transactions

Load historical or ongoing sales transactions with line items for full analysis.

"Import these sales transactions with their line items"

Result: Transaction records with customer, channel, rep, gross, discount, net, cost, and margin amounts — ready for analysis.

📊 Dashboard: Dashboard → Data tab → import history and quality scores

Analyze Sales Performance

Break down revenue by customer, product, channel, region, or sales rep.

"Show me sales performance by channel for Q1 2026"

Result: A performance breakdown with revenue, growth, and contribution by channel — with charts and trends.

📊 Dashboard: Dashboard → Sales tab → revenue, orders, margins, regional/product/rep performance

Track Margins

Monitor gross and net margins by product, customer, and channel over time.

"Which products have the lowest margins this quarter?"

Result: A margin analysis ranking products by margin percentage, with cost and revenue breakdowns.

📊 Dashboard: Dashboard → Sales tab → margin analysis by product, customer, and channel

Monitor Targets vs Actuals

Compare sales targets against actual results by rep, region, or channel.

"Compare Q1 2026 targets vs actuals by sales rep"

Result: A target-vs-actual dashboard with attainment percentages, gaps, and trend indicators for each rep.

📊 Dashboard: Dashboard → Sales tab → target vs actual by rep, region, or channel

Identify Top Customers and Products

Rank customers and products by revenue, margin, or volume.

"Show me the top 10 customers by revenue this year"

Result: A ranked list with revenue, margin, and contribution percentage — ready for account planning.

📊 Dashboard: Dashboard → Sales tab → ranked lists with revenue and margin

Detect Sales Anomalies

Identify unusual discounts, margin drops, or unexpected transaction patterns.

"Find unusual discount patterns in the last 3 months"

Result: A list of anomalies with transaction details, discount levels, and margin impact — ready for investigation.

📊 Dashboard: Dashboard → Sales/AP-AR tab → alerts prioritized by severity with risk amounts

Export Reports

Export any analysis, dashboard, or breakdown to PDF or CSV.

"Export the margin analysis by product for Q1 2026 to PDF"

Result: A formatted PDF report ready for presentations, reviews, or sharing with stakeholders.

📊 Dashboard: Dashboard → any tab → export button for PDF or CSV

Step 4

Monthly Finance Workflows

At month-end, import your finance data (GL, bank, invoices), run the closing process, and generate financial statements.

Import Monthly Finance Data

At month-end, import your GL entries, bank transactions, and AP/AR invoices for the period.

"Import the GL entries for March"

"Import the bank transactions for March"

Result: Finance data validated and loaded — ready for closing, reconciliation, and statement generation.

📊 Dashboard: Dashboard → Data tab → import history, quality scores, data freshness

Run Monthly Closing

The AI drives your monthly closing with 19 built-in tasks and their dependencies. Track progress, late tasks, and blockers.

"Start the monthly closing for March"

"Show the closing progress"

Result: A progress gauge, task table, dependency analysis, and blocked items — guiding you through each closing step.

📊 Dashboard: Dashboard → Closing tab → progress gauge, task table, dependency analysis, blocked items

Process Financial Exceptions

The AI prioritizes financial exceptions by severity × amount × age, and guides you step by step to resolve them.

"Show pending exceptions"

"Guide me through resolving this exception"

Result: A prioritized list of exceptions with aging (current/30/60/90/90+ days), overdue invoices, and vendor/customer status.

📊 Dashboard: Dashboard → AP/AR tab → invoice aging, overdue invoices, vendor and customer status

Generate Financial Statements

Generate OHADA-formatted financial statements ready for presentation.

"Generate the income statement"

"Show the balance sheet"

"Generate the cash flow statement"

Result: OHADA-formatted statements with margin gauges and variance alerts — ready for the board.

📊 Dashboard: Dashboard → Budget/Closing tab → OHADA-formatted statements with margin gauges and variance alerts

Track Budget vs Actual

Compare your budget to actuals to pilot variances across departments.

"Compare budget vs actual"

"Compare sales to budget"

Result: A budget-vs-actual analysis with variance by department, cost center, and account.

📊 Dashboard: Dashboard → Budget tab → budget vs actual, variance analysis, performance by department

Verify Compliance & Prepare Audit

The AI runs control tests automatically, detects separation-of-duties violations, and generates audit evidence dossiers exportable as PDF.

"Verify separation of duties"

"Generate an audit evidence dossier for account 4110"

"Run control tests"

Result: Control test results, separation-of-duties status, and audit evidence dossiers — ready for external auditors.

📊 Dashboard: Dashboard → Audit tab → control test results, separation of duties status, audit evidence dossiers

Step 5

Market Intelligence Workflows

The AI monitors the market, your competitors, and regulatory changes in continuous cycles — and alerts you when something matters.

Monitor Competitors

The AI watches your competitors via web research and alerts you when something deserves your attention.

"What are our competitors doing?"

"Track our competitors"

Result: Competitor activity summaries with market alerts, tracked changes, and strategic implications.

📊 Dashboard: Dashboard → Watch tab → market alerts, competitor tracking, regulatory changes, exchange rates

Track Market Alerts

View and acknowledge market intelligence alerts grouped by severity.

"Show market alerts"

"Save this market alert"

Result: Alert cards grouped by severity (high, medium, low) with source, message, and acknowledgement status.

📊 Dashboard: Dashboard → Watch tab → alerts grouped by severity, click to acknowledge

Monitor Regulatory Changes

The AI watches OHADA regulations, tax rules, and exchange rates (BCEAO/BEAC) and alerts you on changes.

"Show OHADA regulatory alerts"

"What are the current exchange rates?"

Result: Regulatory alerts and current exchange rates — keeping you compliant without manual monitoring.

📊 Dashboard: Dashboard → Watch tab → regulatory alerts and exchange rates (BCEAO/BEAC)

Step 6

Executive Overview & Notifications

Your dashboard home page gives you an instant snapshot of all activity, with AI recommendations and forecasts.

View Executive Summary

Get an instant snapshot of your business: revenue, growth, orders, average basket, margin, and critical alerts.

"Give me an executive summary for Q1"

"Give me a health check of the company"

Result: KPI cards (revenue, % change, orders, average basket, margin) + a trend chart showing daily revenue evolution.

📊 Dashboard: Dashboard → Executive tab → key sales & finance KPIs, critical alerts, company health indicators

Check Notifications

The notification bell aggregates all critical events: exceptions, budget alerts, late tasks, AI recommendations, and regulatory news.

"What are my pending notifications?"

Result: A grouped list of notifications by type (exception, budget alert, delay, recommendation, info) — click to navigate to the relevant item.

📊 Dashboard: Click the bell icon at top → notification list → click to navigate → "Mark all as read" to clear

Forecast Revenue

The AI uses your historical data to forecast revenue for upcoming periods, with a confidence level.

"Forecast revenue for next quarter"

"Predict demand by product"

Result: Forecasted revenue with confidence level (based on R²), detailed table by period, and a trend chart with historical + projected data.

📊 Dashboard: Dashboard → Forecasts tab → revenue forecasts, demand predictions, scenario comparisons, opportunity rankings

Get AI Recommendations

The AI generates prioritized recommendations from your latest insights, with estimated impact for each.

"Generate recommendations based on latest insights"

"Which actions have the most impact?"

Result: Prioritized recommendation cards with estimated impact, effort, and urgency — ready to turn into action plans.

📊 Dashboard: Dashboard → Executive tab → prioritized recommendation cards with impact, effort, and urgency

Sales & Finance IntelligencePractical Guide

Prepare Your Data

Download Sample Data

CSV File Structures

Daily Usage Files

Customers customers.csv

Products products.csv

Sales Transactions sales_transactions.csv

Sales Targets sales_targets.csv

Product Categories product_categories.csv

Channels channels.csv

Regions regions.csv

Sales Reps sales_reps.csv

Sales Line Items sales_line_items.csv

Monthly Finance Import

Bank Transactions bank_transactions.csv

Supplier Invoices (AP) invoices_ap.csv

Customer Invoices (AR) invoices_ar.csv

Journal Entries journal_entries.csv

General Ledger Entries gl_entries.csv

Chart of Accounts chart_of_accounts.csv

Budget Lines budget_lines.csv

Purchase Orders purchase_orders.csv

Market Intelligence Files

Competitors competitors.csv

Market Alerts market_alerts.csv

Regulatory Alerts regulatory_alerts.csv

System & Configuration

Policy Rules policy_rules.csv

Import Your Data

Open the App Chat

Attach Your CSV File

Tell the System What to Do

Review the Validation

Confirm the Import

Daily Workflows

Import Customers

Import Products

Import Sales Transactions

Analyze Sales Performance

Track Margins

Monitor Targets vs Actuals

Identify Top Customers and Products

Detect Sales Anomalies

Export Reports

Monthly Finance Workflows

Import Monthly Finance Data

Run Monthly Closing

Process Financial Exceptions

Generate Financial Statements

Track Budget vs Actual

Verify Compliance & Prepare Audit

Market Intelligence Workflows

Monitor Competitors

Track Market Alerts

Monitor Regulatory Changes

Executive Overview & Notifications

View Executive Summary

Check Notifications

Forecast Revenue

Get AI Recommendations

Get the Most Out of the System

Import reference files first

Keep IDs consistent

Use ISO dates

Start with a small file

Ask follow-up questions

Use the export feature for reviews

Ready to Get Started?

Sales & Finance Intelligence
Practical Guide