Note: If access to the Coins Financial Controller Skill is granted, it follows your existing record level security in Coins ERP+, ensuring that you can only get information you have permission to view.
Overview
The Coins ERP+ Copilot Financial Controller Skill provides a conversational, AI-assisted way to manage your month end close. Instead of navigating multiple screens, you type natural-language prompts into the Copilot chat and receive structured responses with actionable data and links.
This guide covers the prompts available to you, what to expect back, and the recommended order of operations.
Getting Started
To begin the month end process, open the Coins ERP+ Copilot and type:
> "Help me with the month-end process"
Copilot will guide you through the steps. You can also use any of the specific prompts below at any point.
Recommended Process Flow
The month end close typically follows this sequence:
Review open periods - understand where you are
Check for unposted batches - identify outstanding work
Deal with unposted batches - post them, move them, or notify owners
Check the trial balance - look for differences
Correct any differences - if found
Close the period - close all modules
Open the next period - ready for the new month
Prompts and Expected Responses
Understanding Your Current Position
"What is the current period?" shows a list of periods with modules marked as Current, with their effective dates.
"Show me all open periods" shows a table of periods showing which modules are Open and which are Current.
Reviewing Unposted Batches
"Are there any unposted batches?" shows batch type names with counts of unposted batches.
"Which periods have unposted batches?" shows a breakdown of unposted batches by period effective date, with batch types and counts under each period.
"Show me unposted batches for the current period" lists unposted batches in the current period only.
"Show me unposted batch details by batch type" shows unposted batches grouped by batch type, each batch listed with its number, reference, user ID, transaction date, source, and a clickable URL link to open the batch in Coins.
Taking Action on Unposted Batches
"Post all unposted batches for the current period" posts every unposted batch. Confirmation message: "Posted all Batches" or "Could not post all batches" if some failed
"Move unposted batches to the next period" moves all unposted batches to the next period's effective date and produces a refreshed list of the batches now showing the new period effective date.
"Notify users who have unposted batches" sends a notification (via Access Feed) to each user who owns unposted batches. Confirmation: "Notification Sent to [user1, user2, ...]".
Important: Before posting or moving batches, Copilot will first retrieve the list of unposted batches so you can see exactly what will be affected. If no batches are found, you will see "No Batches found to post" or "No Batches found to move period".
Checking and Correcting the Trial Balance
"Check the trial balance for differences" runs a background report to identify TB differences across open periods. If run for the first time: "Trial Balance differences background process started". On subsequent checks: the stored TB differences data is returned directly
"Correct any trial balance differences" recalculates TREA/ICYA entries to fix differences. Confirmation: "TREA/ICYA correction process started". This runs in the background - use the TB check prompt again afterwards to verify.
Note: The trial balance check is an asynchronous (background) process. After starting it, wait a few minutes and then ask to check the trial balance again to see the results.
Managing Periods (Open/Close)
"Close all modules for the current period" sets all modules to Closed (status 'N') for the current period. Confirmation: "Period [date] all modules closed".
"Open the next period" opens modules on the next period. Confirmation: "Period [date] all modules opened" or "...made current".
"Walk me through closing the current period" provides a guided step-by-step walkthrough. Copilot takes you through checking batches, TB differences, and closing the period.
"What do I need to do before I can close the current period?" provdies a pre-close checklist. Copilot assesses your readiness and tells you what is outstanding.
Important: You cannot open a sub-ledger module (e.g. PL, SL) if the GL module is closed for that period. If you attempt this, Copilot will tell you: "Cannot open the [module] module because the GL module is closed for this period. Open the GL module first."
Housekeeping
"Clear the month-end data and start fresh" removes all cached month end process data (TB snapshots, batch data) and clears the in-progress notification. Copilot will confirm the data has been cleared. Use with caution -- this resets your month-end progress.
Tips and Techniques
Follow the recommended order. Start by reviewing periods and unposted batches before trying to close. Copilot works best when you follow the logical sequence: review, resolve, check, close.
Use the guided walkthrough. If you are unsure where to start, just type "Walk me through closing the current period" or "Help me with the month-end process". Copilot will provide step-by-step instructions to help you through each phase.
Click the batch URLs. When Copilot shows unposted batch details, each batch includes a clickable link that opens the batch directly in the Coins web UI. Use these to quickly review or edit problem batches.
Notify before chasing. Rather than contacting batch owners manually, use "Notify users who have unposted batches" to send automated notifications via Access Feed. This saves time and creates a record.
Check the TB twice. The trial balance check runs as a background process. After starting it, wait a few minutes and then ask again. The second request returns the stored results.
Correct then re-check. After running "Correct any trial balance differences", always run "Check the trial balance for differences" again to confirm the corrections resolved the issues.
Be specific when needed. You can filter unposted batches by module (e.g. PL, SL, GL) or by batch type in your prompts for more targeted results.
Clear data to restart. If something has gone wrong or you want to start the month end process over, use the "Clear the month-end data and start fresh" prompt. This removes all cached data so you can begin again.
Post vs Move. If batches should not be posted in the current period, move them to the next period first, then close. Only post batches that are genuinely ready.
Sub-ledger ordering. When closing a period, close the sub-ledger modules first (PL, SL, SC, etc.) and close GL last. When opening a new period, open GL first, then the sub-ledgers.
Frequently Asked Questions
Can I close a period if there are still unposted batches?
The system will allow it, but it is best practice to post or move all unposted batches before closing. Use "Are there any unposted batches?" to check first.
What happens when I post all batches?
Each unposted batch is submitted for posting. Copilot reports either "Posted all Batches" if everything succeeded, or "Could not post all batches" if some batches could not be posted (e.g. incomplete batches or validation errors). Review any failures individually using the batch links.
How long does the trial balance check take?
It runs as a background report, so it depends on the volume of data. Typically a few minutes. Copilot will tell you the process has started - just ask again after a short wait to see the results.
What are TREA/ICYA corrections?
TREA (Treasury) and ICYA (Intercompany Year Adjustments) are GL entries that can cause trial balance differences if they become out of sync. The "Correct any trial balance differences" prompt recalculates these entries to bring the TB back into balance.
Can I undo a period close?
Yes. You can re-open a closed period by asking Copilot to open it. For example: "Open the next period" or by specifying the period and asking to open specific modules.
What does "Clear the month-end data" actually remove?
It removes all cached month end process data including trial balance snapshots, unposted batch summaries, and the in-progress notification shown in Access Feed. It does not affect your actual financial data, batches, or period settings.
I received a notification about unposted batches. What should I do?
Open the notification in Access Feed. It will tell you which batch type and how many batches you have outstanding. Click through to review your batches and either post them or coordinate with your financial controller to move them to the next period.
Why can I not open a sub-ledger module?
The GL module must be open for a period before any sub-ledger module (PL, SL, SC, etc.) can be opened. Open GL first, then open the sub-ledger.
Can I run the month end process for a specific module only?
Yes. Many prompts support filtering by module. For example, you can ask about unposted PL batches specifically, or close just the PL module for a period.
What if Copilot says "No Batches found"?
This means there are no unposted batches matching your criteria. This is a good sign if you are preparing to close a period -- it means everything is posted.