Start with one business question and the exact records it needs. Check company, period, definition, document references, update time and access. Missing records mean an incomplete answer; old records mean an earlier position. Neither means zero. Test the result against a matching source report before operational use.
Start with one answer you can check
“August mein returns ke baad kitni sales hui?” That is a clearer first test than “Tell me about my business.”
Your records already exist. The job is to agree which records answer the question.
This fictional example asks for August sales after returns for Shop A, excluding tax. It uses transactions posted during August, including August returns against earlier sales. Agree that definition before comparing totals.
A filled readiness sheet for this question
| Check | Record for this trial | Before proceeding |
|---|---|---|
| Company and period | Shop A; 1–31 August; transaction-date basis | Confirm company and date filters in both records and reference report. |
| Sales and returns | Separate sales and return rows; amounts excluding tax | Confirm returns are complete and use the same amount basis. |
| Row identity | Company, document type, document number, year and line reference | Check repeats, revised exports and credit/return signs. |
| Freshness | Export time and last update; include known later corrections or label their omission | Ask the records owner whether the period is complete. |
| Access | Named reviewer permitted to see Shop A records | Approve the scope; exclude other companies and unnecessary personal details. |
| Reference answer | Matching sales/returns report with saved filters | Reconcile its entries and totals before judging the tool. |
Keep document totals outside transaction detail rows. Otherwise a tool could count the same amount twice.
Correct arithmetic still needs the right records
Assume checked sales total ₹80,000 and returns total ₹8,000. On the agreed basis, sales after returns equal ₹80,000 − ₹8,000 = ₹72,000.
If the ₹8,000 return belongs to another company, that subtraction is wrong. If the export omits returns, sales alone cannot establish this answer.
Label the result “August sales after returns, Shop A, excluding tax.” This is not profit or cash received.
Missing, old and restricted records mean different things
| Condition | What it means | Next step |
|---|---|---|
| Missing returns | The requested net figure lacks an input. | Get the returns record or stop at a clearly labelled sales-only summary. |
| Old export | The file represents an earlier position. | Refresh it, or agree that an explicitly dated historical answer suits the task. |
| Access not approved | The reviewer or tool lacks permission for these records. | Resolve permission with the owner; do not bypass it or widen access. |
An empty result does not prove there were no transactions. Confirm coverage and filters first. Only a complete, correctly scoped check can establish a genuine zero.
Three awkward cases to test
The same rows appear in two exports
Use document and line references to flag repeated rows. Compare their values and export versions before choosing the authoritative record.
Do not sum both exports or delete matching-looking rows automatically. Two real documents can share a number across companies or years.
The report changes after a backdated correction
Record the export time and the correction reference. Rebuild the comparison using the revised records and the same report filters.
Keep the earlier result's timestamp. Do not describe it as the current answer after the correction.
Two customers have similar names
Use stable account references and company scope. If the question does not identify the customer, ask for clarification.
A plausible match is not a verified identity. Keep the unresolved question out of the passed-trial count.
Record whether the trial passed
Test a known transaction, an account total and a business total. Add one missing-data question. Compare each against its matching reference, rather than changing the reference to fit the response.
| Field | Example |
|---|---|
| Question and scope | August sales after returns; Shop A; excluding tax |
| Reference and returned answer | ₹72,000 reference; record the actual tool response separately |
| Evidence | Export version, update time and report filters |
| Verdict and action | Pass only after comparison; otherwise record the discrepancy and owner |
The NIST generative AI profile covers risks such as confidently presented false content. This checklist is an original operating aid, not a NIST certification.
A useful sheet is not a promised connector
A well-defined sheet can support manual checking or a tool that explicitly accepts it. Confirm that tool's supported files, access and handling before sharing records.
Dhandha GPT's current connector is Empire. This guide does not announce spreadsheet uploads or connections to other software.
For Empire-specific preparation, use the Empire records guide. To compare tools, read the business-assistant comparison.
Bring one question and your software name
Ask about your existing records. Describe the question without uploading confidential records. We need to check whether your setup supports it.
Questions you might ask
What records should I prepare before using AI for business reports?
Choose one question first. Record company, period, calculation definition, document references, required inputs, update time and approved access. Compare a trial answer with the matching source report.
Does an empty AI answer mean my business had no transactions?
No. Missing records, wrong filters or incomplete coverage can also produce an empty result. Check those first; do not replace an unknown amount with zero.
Can I upload a spreadsheet to Dhandha GPT?
This guide does not establish spreadsheet upload support. Empire is the current connector. Ask about your software and required question before preparing a connection.