NexWave AI Assistant

Use this guide when your team wants to ask questions about business data, review supporting sources, create approval-first saved reports or dashboards, or prepare draft supplier bills and employee expense claims from attached files.

The NexWave AI Assistant is designed for assisted work, not unattended posting. It can read data you already have permission to access, show the sources used for an answer, and prepare some draft actions when your site has those features enabled. It can also propose saved Query Reports, Dashboards, Dashboard Charts, and Number Cards when your administrator enables those actions. You still review the result before any accounting, reporting, dashboard, or email action is completed.

NexWave AI Assistant overview

Before you start

Check these points before using the assistant:

• Your user has the NexWave AI User role.

• You also have the normal roles needed for the records you want to ask about, such as Accounts User, Purchase User, Stock User, or HR User.

• Your administrator has enabled the assistant in NexWave AI Settings.

• File attachments are enabled if you want to upload supplier bills, receipts, PDFs, or images.

• Confirmed actions are enabled if you want the assistant to prepare draft Purchase Invoices, Expense Claims, saved Query Reports, or Dashboards.

• Enable AI Recipes is ticked in NexWave AI Settings so the assistant can follow the guided workflows for reports, dashboards, file review, and draft actions.

• Enable Query Report Generation Actions is ticked if you want the assistant to propose saved reports.

• Enable Dashboard Generation Actions is ticked if you want the assistant to propose dashboards, charts, or number cards.

• You know which Company the question or draft action belongs to.

If you cannot open the assistant page, ask your NexWave administrator to check your roles and the site-level assistant settings.

Open the assistant

You can open the assistant in either of these ways:

1. Search for NexWave AI Assistant from the awesomebar.

2. Open the assistant launcher or companion drawer if it appears in the desk.

Use the full assistant page for longer work, such as reviewing report sources or preparing a draft from an attachment. Use the companion drawer for quick questions while you are already looking at a record or report.

NexWave AI companion drawer with record context

Use the companion drawer when you want the assistant to understand the record you already have open. For example, from a draft Purchase Invoice, you can ask what to check before submission and the assistant can answer against that record context.

Ask a question

Type a clear business question into the message box, then press Enter or click Send.

Good prompts include:

Include the Company, date range, customer, supplier, item, warehouse, or report name when those details matter. The assistant can work with context, but clear prompts reduce back-and-forth and make the answer easier to review.

Scenario: review stock balances with sources

Use this scenario when you need a quick report-backed summary before opening the full report.

1. Ask a report question, such as "Show stock balances for all warehouses. Include the report source you used."

2. Review the summary and any totals shown in the answer.

3. Check the source chip below the answer before using the figures.

4. Open the source report when the number affects purchasing, manufacturing, fulfilment, or month-end review.

Stock balance answer with report source

Review the answer and sources

When the assistant answers, check:

• The date range and Company used.

• The report, document, or list it read from.

• Any filters mentioned in the answer.

• Whether the answer is a summary, a recommendation, or a draft action.

The assistant may show source cards, tool activity, or evidence panels. Open them when a figure affects a decision, customer follow-up, supplier payment, stock movement, or month-end close.

Treat the assistant as a reviewer, not the final authority. If a number matters, open the linked report or record and confirm it before acting.

Expanded source details for a report answer

An expanded source can show details such as the report name, rows read, filters, and an Open source link. Use those details to confirm that the assistant read the right report or document.

Create a saved Query Report

Use this workflow when a question is likely to be repeated and your team needs a saved report instead of a one-off answer.

1. Ask the assistant for the report you need.

2. Include the Company, date range, status, grouping, and any row limit when those details matter.

3. Review the assistant's proposed report name, purpose, source records, columns, filters, and preview rows.

4. Ask for changes if the preview rows, filters, or columns are not right.

5. Approve the Query Report action card only when the preview matches the business question.

6. Open the created report from the action result link and test it with normal report filters before sharing it with your team.

Use generic report names. Do not name generated reports after a real customer, supplier, contact, email address, website, or internal project. If the assistant proposes a name that is too specific, reject the action and ask for a generic operational name.

The assistant can update reports it created through the same approval flow. It should not overwrite standard reports.

Create a dashboard from generated reports

Use this workflow when the team needs a repeated review surface, such as an operations dashboard, cash review dashboard, stock ageing dashboard, or purchasing dashboard.

1. Ask for the dashboard goal and the widgets you expect to see.

2. Include the Company, period, statuses, and grouping rules.

3. Review the generated report previews first. Dashboard widgets should be backed by reports or safe document counts that you can inspect.

4. Check the proposed Dashboard, Dashboard Chart, and Number Card titles.

5. Confirm the dashboard has a practical mix of charts and number cards.

6. Approve the dashboard action card only when the preview matches the review routine you want.

7. Open the dashboard from the action result link, then check each widget against the underlying report before relying on it.

Keep generated dashboards focused on a repeated operational routine. For a one-off question, use an assistant answer or report preview instead of creating a dashboard.

Attach a supplier bill or receipt

If file attachments are enabled, use the attachment button in the message box.

1. Click Attach files.

2. Choose the supplier bill, receipt, PDF, or image.

3. Wait until the file appears as attached.

4. Type what you want the assistant to do with the file.

Example prompts:

• "Read this supplier bill and summarise the supplier, bill date, total, tax, and line items."

• "Prepare a Purchase Invoice draft for the correct Company from this supplier bill. Do not create it until I approve."

• "Create an Expense Claim draft from this receipt. Use the current employee and keep it in draft."

Do not upload files that contain information your role should not access. The assistant follows your user permissions, but you are still responsible for choosing appropriate files.

Prepare a draft Purchase Invoice

Use this workflow when a supplier bill needs to become a draft Purchase Invoice.

1. Attach the supplier bill or receipt.

2. Tell the assistant the Company and, if needed, the Supplier.

3. Ask it to prepare a draft Purchase Invoice and wait for confirmation.

4. Review the proposed supplier, dates, currency, items, quantities, rates, tax, and totals.

5. Check duplicate warnings if the assistant reports a possible existing bill.

6. Approve the action only when the proposal matches the supplier document.

7. Open the created draft Purchase Invoice and complete any fields that your normal purchasing process requires.

8. Submit the invoice only after the finance team has completed the usual review.

The assistant should not replace your procure to pay checks. If the bill relates to a purchase order or receipt, confirm the linked purchasing documents before submission.

Purchase Invoice action card prepared from a supplier bill

The action card is the review point. It can show the proposed Company, Supplier, bill number, bill date, currency, total, GST, source file, line items, and warnings. Reject the proposal if any of those details are wrong.

Prepare a draft Expense Claim

Use this workflow when an employee receipt needs to become a draft Expense Claim.

1. Attach one or more receipt files.

2. Ask the assistant to prepare an Expense Claim draft.

3. Confirm the Company, employee, expense date, expense claim type, description, amount, tax, and currency.

4. Approve the action only if the extracted details match the receipt.

5. Open the draft Expense Claim.

6. Add or correct any employee, approver, project, cost centre, or tax details required by your policy.

7. Submit the claim through the normal approval process.

If a receipt is unclear, ask the assistant to summarise the file first. Create the draft only after the extracted details make sense.

Expense Claim action card prepared from a receipt

For expense claims, check the extracted merchant, receipt date, expense type, GST, employee, approver, payable account, cost centre, and project before approving the action. If your policy requires a project or cost centre, add it on the draft before submission.

Use confirmed actions safely

Confirmed actions are actions the assistant prepares but does not complete until you approve them.

Before approving an action, check:

• The target document type, such as Purchase Invoice, Expense Claim, Query Report, or Dashboard.

• The Company.

• Supplier, employee, customer, or party details.

• Dates, currency, tax, and totals.

• Any duplicate or validation warning.

• Whether the action creates a draft, creates or updates a saved report, creates dashboard widgets, generates a PDF, or sends an email.

Reject the action if any key detail is wrong. Ask the assistant to explain or adjust the proposal, then review the updated version.

After you approve a draft creation action, open the created document from the action result link. The assistant creates a draft so your normal review, approval, and submission workflow still applies.

After you approve a saved report or dashboard action, open the created report or dashboard from the action result link. Check the filters, rows, totals, charts, and cards before using it for a decision or sharing it with other users.

When not to use the assistant

Use the normal NexWave workflow instead of the assistant when:

• You already know the exact form fields and only need to enter data.

• The document is high risk, urgent, or legally sensitive.

• The source file is unreadable or incomplete.

• You are posting payroll, tax, or statutory filing data.

• You need a guaranteed audit answer without checking the underlying report.

The assistant is most useful for review, summarisation, source-backed questions, and preparing drafts for human review.

Troubleshooting

Related documentation

• NexWave Role Catalogue: role guidance, including NexWave AI User.

• Procure to Pay Process: supplier bill workflow before using AI-prepared Purchase Invoice drafts.

• Create and Send a Purchase Order: supplier order workflow linked to purchasing documents.

• Expense Claim: normal expense claim entry and submission flow.