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AI assistant

The assistant is called Aiko. A round chat button sits in the bottom-right corner of every desk page; clicking it slides the Ask Aiko panel out from the right, beside whatever you were working on. Open in full page in the panel header opens the full-screen version at https://<workspace>.garp.aiconec.com/ai-chatbot, which adds the conversation list, a search box and a wider area for tables and charts. The desk also has a Chatbot workspace whose Open Aiko shortcut goes to the same place.

You ask in plain language and Aiko answers from your workspace's data or drafts text for you. It is meant to save the time you would otherwise spend hunting through reports and menus, not to replace them: treat what it tells you as a starting point and confirm anything that matters in the underlying record or report. AI features are available only on plans with AI enabled; see Plans and limits.

What it can do​

  • Answer questions about your records. "How much does PT Maju Jaya still owe us?", "Which items are below reorder level?", "What did payroll cost in August?" For financial questions Aiko runs the same standard reports you would run yourself — Accounts Receivable, Accounts Payable, Trial Balance, Profit and Loss, Balance Sheet, General Ledger, Sales Register, Stock Balance and others — and it has built-in analyses for sales, purchasing, stock, CRM, finance, projects and HR. Answers come back as text, a table, or a chart drawn in the chat.
  • Read a document you upload. Attach a PDF or a photo of an invoice, purchase order, quotation or receipt with Attach files and ask Aiko to extract it. It reads the values, matches them to the fields of a Sales Invoice, Purchase Invoice, Quotation, Sales Order, Purchase Order, Delivery Note or Purchase Receipt, and shows you a confirmation card before anything is created. The source document can be in any language.
  • Draft text. Payment reminders, item descriptions, quotation cover notes, job descriptions. You review and edit before anything is sent or saved.
  • Keep the answer. Every reply has a PDF button that downloads it, tables and charts included, and a Listen button that reads it aloud.

Aiko can also create and change records, but only if a System Manager has ticked Enable Write Operations in Chatbot Settings. That switch is off in a new workspace, and while it is off Aiko can only read and draft. With it on, every create, update, submit or cancel first appears as a confirmation card showing the fields it would write, with Cancel, Save Draft and Submit buttons — nothing reaches the database until you press one.

Aiko answers under your own login. Each lookup checks your permission on the records it would read, so a user who cannot open payroll cannot get payroll figures out of the chat. Your conversation list shows only your own conversations.

How usage is metered​

Aiko does not count messages. Every request is written to Chatbot Token Usage with the tokens it consumed and an estimated cost, and the Chatbot workspace shows Total Conversations, Messages Today and Total Token Usage as cards. Whether AI is included at all, and any daily token allowance that comes with it, is set by your plan — see Plans and limits. If the AI provider itself is out of quota or is rate-limiting the workspace, Aiko says so in the chat and asks you to try again; the rest of GARP ERP is unaffected.

Common tasks​

Ask a question about your data​

  1. Click the chat button in the bottom-right corner of any desk page.
  2. Type your question as you would ask a colleague. Type @ to pick an exact value from your own data instead of typing it — company, period, cost center, department, warehouse, customer, item or accounting dimension. @period offers ready-made ranges (This Week, This Month, Last Month, This Quarter, This FY, Last FY) worked out from your fiscal year.
  3. Read the answer and open the records or report it refers to. If the figure will drive a decision, confirm it in the report first.

Extract a supplier invoice​

  1. Open the panel and press Attach files. Images, PDF, plain text, CSV, XLSX and DOCX are accepted.
  2. Ask for what you want done with it: "Extract this into a Purchase Invoice."
  3. Check every field on the confirmation card — supplier, dates, item lines, totals — then press Save Draft, or Cancel if it is wrong. This step needs Enable Write Operations switched on.

Draft an email or a description​

  1. Open the assistant and name the record you mean; Aiko does not see the form you have open, so give it the number: "Draft a polite payment reminder in Indonesian for SINV-2026-00184."
  2. Read what comes back and ask for changes — shorter, firmer, in English — until it reads the way you want.
  3. Copy the text into the email dialog or the field, edit it, and send or save as usual.

Get a report by email on a schedule​

  1. A System Manager opens Chatbot Scheduled Report in the desk and gives it a Report Name, the Prompt to run, and the Company.
  2. Set Schedule to Daily, Weekly, Monthly or Custom Cron, set Time of Day, and add the people to send it to.
  3. Choose Output Format — Email HTML, PDF, or Both — and tick Enabled. Due reports are picked up every quarter of an hour; Last Run and Last Run Status on the record tell you whether the last one went out.

Getting better answers​

  • Be specific about the period and the entity: "sales in July for the Jakarta branch" beats "how are sales". The @ mentions are the reliable way to do this, because they insert the exact name from your data.
  • The assistant works from what is in the system. If stock or invoices are not up to date, the answer will not be either.
  • Start a New Chat when you change subject. Only the last twenty messages of a conversation are sent with your question, so a long thread that has wandered gives worse answers than a fresh one.
  • Amounts come back in the company's own currency. Ask for another currency — "show this in USD" — and Aiko converts for the rest of that conversation using your Currency Exchange rates.
  • For a question you will ask every week, schedule it as above, or build it once as a dashboard in Insights.

Setup checklist​

  1. A System Manager opens Chatbot Settings in the desk, picks the AI Provider — OpenAI, Claude or Gemini — and pastes the API Key. A Fallback AI Provider and key can be set for when the first one is unreachable.
  2. Set Response Language to Indonesian if you want Aiko to answer in Indonesian; it applies to everyone in the workspace. Extract Data In does the same for values pulled out of uploaded documents.
  3. Turn the tool groups on or off to suit the business: CRM, Sales, Purchase, Finance, Inventory, HRMS, Document Processing and Predictive Analytics. Leave Enable Write Operations off unless you want Aiko creating and changing records.
  4. The chat button appears for every signed-in user as soon as a provider is configured — there is no separate role to grant. What each person can ask about is decided by their existing permissions, so give users normal access to the modules they will ask about.