{"id":"acct-ap-vendor-past-due-reply","audience":"accounting","category":"finance-work","track":"finance","technique":"tone","level":"beginner","title":"Answer a vendor's past-due notice from your AP aging","free":false,"task":"A freight vendor says two invoices are past due. Write a prompt for a reply from Jo Park in AP: a first line that is a subject line naming both invoice numbers, the facts from your AP aging (one is paid, one is on hold and what you need), and a sign-off of \"Jo Park, Accounts Payable\". No apology and no promised payment date for the held invoice. Under 110 words.","materialLabel":"Vendor email and your AP aging (attached to your prompt automatically)","material":"Email from Brightline Freight (ar@brightlinefreight.example), Nov 4:\n\"Our records show the following invoices are past due. Please remit immediately to avoid a hold on your account.\nINV-5521 $2,340.00 due Oct 15\nINV-5588 $1,180.00 due Oct 30\nThank you, Mara Collins, Accounts Receivable\"\n\nYour AP aging - Kestrel Home Goods, as of Nov 5\nVendor: Brightline Freight\nINV-5521 $2,340.00 - PAID Oct 22, ACH ref 88310\nINV-5588 $1,180.00 - ON HOLD: receiving has no proof of delivery for PO 7712 (warehouse says the pallet never arrived)\n\nVendor file notes: terms net 30. Last year Brightline credited us once for a damaged load. Our AP inbox is ap@kestrelhome.example.","rules":[{"type":"maxWords","max":110},{"type":"plainText"}],"promptHints":[{"label":"Asks for a subject line","patterns":["subject"]},{"label":"Names the sender","patterns":["jo park","sign.?off","sign it"]},{"label":"Uses the aging facts","patterns":["paid","ach","proof of delivery","pod"]},{"label":"Blocks apologies and promises","patterns":["no apolog","don'?t apolog","promise","pay date"]},{"label":"Sets a length","patterns":["\\d+\\s*words","short"]}],"mistakes":[{"title":"No subject line or sign-off","why":"The AI writes the body only and signs off with a placeholder like [Your Name].","fix":"Say: \"First line: Subject: naming both invoices. Sign off: Jo Park, Accounts Payable.\"","checks":["r0"]},{"title":"Vague on the facts","why":"The AI says 'we're looking into it' instead of giving the payment date and reference.","fix":"Ask: \"Give the payment date and ACH ref for INV-5521, and ask for proof of delivery for PO 7712.\"","checks":["r1"]},{"title":"Apologizing and promising","why":"Replies to a collections notice default to sorry and 'we'll pay soon'.","fix":"Add: \"No apology. Don't promise a pay date for the held invoice.\"","checks":["r2"]},{"title":"Trusting the AI to count words","why":"AI vendor replies run long and padded.","fix":"Ask for \"under 80 words, 3 short paragraphs\" and plain text, no bold.","checks":["maxWords","plainText"]}],"hint":"A collections notice pulls the AI toward apologizing and promising payment. Tell it the facts to state, what to ask for, and what not to commit to.","rubricLabels":["The first line is a subject line that names both INV-5521 and INV-5588, and the email ends with the sign-off \"Jo Park, Accounts Payable\"","States INV-5521 was paid Oct 22 by ACH (ref 88310) and asks for proof of delivery for PO 7712 before INV-5588 can be paid","Does not promise a payment date for INV-5588 and does not apologize (no \"sorry\" or \"apologies\")"]}