This video walks through how to set up and use AI Compliance to help keep quotes, sales orders, invoices, and service tickets aligned with your company’s guidelines. It shows how easy it is to create rules using natural language, how AI can identify potential issues and suggest improvements, and how records can be reanalyzed after updates are made. The video also covers reporting tools that help you track compliance and monitor results across your team.
SOP: Configure and Use AI Compliance for Quotes, Orders, Invoices, and Service Requests
Objective
This SOP explains how to create, save, review, and report on AI Compliance rules so team members can identify and correct quote, order, invoice, and service request issues before they cause operational problems. It also outlines how to use compliance results to resolve violations and verify that records meet company standards.
Key Steps
1. Access the AI Compliance settings 1:01
Navigate to Point of Sale.
Open Settings.
Select the AI Compliance tab.
Review the three rule areas available:
Quote Analysis Rules
Sales Analysis Rules
Service Analysis Rules
2. Understand what AI Compliance rules do 0:15
Use AI Compliance rules to define company requirements in plain language.
Rules can cover:
Required fields
Pricing and margin requirements
Delivery fees
Warranty rules
Installation requirements
Product compatibility
Outlet configurations
Accessory requirements
The system checks quotes, orders, and service requests in real time for missing information, pricing issues, and incorrect configurations.
3. Review existing quote analysis rules 1:24
Open Quote Analysis Rules to see current rules already in place.
Confirm the rules match your business requirements.
Example rule types shown in the transcript include:
Correct margins for line items
Certain brands not being under UMRP
Understand that these rules warn the salesperson when conditions are not met so they can correct the issue before finalizing.
4. Create a new rule using natural language 1:42
Go to the rule section where the requirement should apply.
Type the rule in plain language, exactly as you want the system to enforce it.
Example:
Require a referral for each quote.
Keep the rule clear and specific so the system can interpret it correctly.
5. Optimize the rule with AI 2:10
After entering the rule, click AI Optimize.
Review the AI Optimized Rule Preview.
Confirm the preview accurately reflects the intended business requirement.
Example preview outcome:
Every quote must have a referral associated with it before finalization.
Any quote missing a referral must be flagged.
6. Accept, save, or dismiss the rule 2:35
If the preview is correct, click Accept.
If the preview is not correct, click Dismiss and do not create the rule.
After accepting the rule, click Save AI Rules to store it.
Do not skip saving, or the rule will not be retained.
7. Set the rule severity level 2:57
Review the AI-assigned label for the rule:
Critical: Issues that may prevent a successful sale, delivery, or installation.
Warning: Recommended best practices.
If needed, overwrite the label manually by typing the desired designation.
Save the AI rules again after making any severity changes.
8. Delete or clear rules when needed 3:30
To remove all rules in a section, click Clear.
To remove one rule only:
Highlight the rule.
Press the Delete key on your keyboard.
Always confirm the correct rule is selected before deleting.
9. Write effective rules using best-practice guidance 3:48
Be specific about:
Dollar amounts
Percentages
Conditions
Include relevant business requirements such as:
Customer requirements
Payment terms
Approval thresholds
Inventory constraints
Delivery constraints
Scheduling constraints
Use clear, actionable language that describes the business requirement directly.
10. Review compliance violations on quotes, orders, and service requests 4:15
Look for a red dot next to the quote, order, or service request number.
Click the red dot to view the violation.
Review the issue details to understand what rule was broken.
Example shown:
Missing referral association
Missing referral source
11. Open violation details and correct the record 4:42
Click View Details for a deeper explanation.
Review:
Summary
Description of the violation
Recommendations for correction
Update the record to resolve the issue.
Example fix:
Open the quote information
Select a referral
Apply and save the change
12. Recheck compliance after making corrections 5:12
After saving the correction, verify the violation count returns to zero.
Recheck the record to confirm all requirements are met.
Confirm the status indicator changes from a red dot to a green dot when the issue is resolved.
13. Run an AI Compliance report 5:22
Go to Point of Sale > Reports.
Open the AI Compliance report section.
Select the report type:
Quotes
Orders and Invoices
Service for service requests
Enter the filters needed to run the report.
14. Filter the report by compliance status 5:50
Choose the appropriate Status filter based on what you need to review:
Non-compliant: At least one rule was broken
All analyzed: Records analyzed since AI was turned on
Critical only: Only critical issues
Warnings only: Only warning issues
Compliant only: No rules broken
Not analyzed: Records not yet analyzed
Use Non-compliant when you want to find records that need correction.
15. Narrow the report with additional filters 6:52
Filter by salesperson to review one user’s records.
Filter by location to review a specific branch or site.
Filter by date range to review a specific period.
Example:
Select Year-to-date to review current-year activity.
16. Review report results and fix records 7:10
Click the black triangle next to a quote number to expand the violations.
Review the rule violations and the recommended fixes.
Click the quote number hyperlink to open the record.
Correct the issue, save the record, then return to the report.
Recheck the record to confirm the violation is cleared.
17. Confirm AI Compliance is working as intended 7:39
Use AI Compliance to enforce company parameters without writing code.
Confirm rules are helping prevent delivery issues, installation failures, reduced profitability, and poor customer experiences.
Continue monitoring and updating rules as business requirements change.
Cautionary Notes
Always click
Save AI Rulesafter accepting a new rule or changing a severity label.Do not dismiss a rule preview unless you intend to discard the rule.
Verify the AI Optimized Rule Preview carefully before accepting it.
Be cautious when deleting rules; make sure the correct rule is highlighted before pressing Delete.
Use the correct status filter in reports so you do not miss critical non-compliant records.
Resolve violations in the source record and then recheck compliance to confirm the issue is cleared.
Tips for Efficiency
Write rules in short, direct language to improve AI interpretation.
Include measurable details such as amounts, percentages, and thresholds whenever possible.
Start with the most important compliance areas first, such as margins, required fields, and installation constraints.
Use report filters like salesperson, location, and date range to narrow review time.
Check the red dot indicators regularly so issues are caught early.
Keep rule language consistent across quote, sales, and service sections to reduce confusion.