{"id":"acct-coa-quick-answers-faq","audience":"accounting","category":"finance-work","track":"finance","technique":"grounding","level":"beginner","title":"Answer staff chart-of-accounts questions from the account list","free":false,"task":"You maintain the chart of accounts and keep getting the same questions. Write a prompt for four answers labeled \"Q1:\" to \"Q4:\" in plain text, each in the form \"account number - account name - one reason\" under 18 words. Use only accounts that are active in the list, and follow the capitalization rule given in the list. Under 80 words in total.","materialLabel":"Chart of accounts excerpt and four staff questions (attached to your prompt automatically)","material":"CHART OF ACCOUNTS (excerpt, updated Oct 1, 2026)\n1500 Fixed Assets - Equipment (capitalize single items costing $1,000 or more)\n6210 Employee Meals & Events\n6220 Client Entertainment\n6300 IT Expenses - RETIRED Sep 30, do not use\n6310 Software Subscriptions\n6320 IT Hardware under $1,000\n6410 Office Supplies\n6450 Postage & Shipping\n6990 Miscellaneous - only with controller approval\n\nSTAFF QUESTIONS\nQ1 (Kim, Ops): I bought $120 of pizza for our internal team meeting on Friday. Where does it go?\nQ2 (Ravi, Design): I need to code an $850 monitor for my desk.\nQ3 (Lena, Sales): My new laptop is $2,400. Same as the monitor?\nQ4 (Omar, Marketing): We pay $49 a month for a design tool. What account?\n\nNote: some staff still use the old 6300 account because it is in their expense tool favorites.","rules":[{"type":"plainText"},{"type":"maxWords","max":80}],"promptHints":[{"label":"Sets the line format","patterns":["q1","account number","account name"]},{"label":"Limits to active accounts","patterns":["retired","active","approval","only accounts"]},{"label":"Uses the capitalization rule","patterns":["1,000","capitaliz"]},{"label":"Asks for a reason","patterns":["reason","why"]},{"label":"Caps length","patterns":["\\d+\\s*words","plain"]}],"mistakes":[{"title":"Using the retired account","why":"The AI sends software or hardware to 6300 because the staff mention it.","fix":"Say: \"Never use accounts marked RETIRED.\"","checks":["r2"]},{"title":"Missing the $1,000 line","why":"The AI codes the $2,400 laptop to hardware expense.","fix":"Add: \"Single items of $1,000 or more go to Fixed Assets.\"","checks":["r1"]},{"title":"Client vs team meals","why":"The AI picks entertainment for any food purchase.","fix":"Add: \"Match the reason to the account description.\"","checks":["r0"]},{"title":"Markdown extras","why":"The AI adds bold labels, headings and a closing note.","fix":"Say: \"Plain text, no bold. Output only the lines asked for.\"","checks":["plainText"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting and runs past word limits.","fix":"Ask for fewer words than the real cap and keep each line short.","checks":["maxWords"]}],"hint":"The account list has one retired account and a $1,000 rule. Tell the AI to follow both and give the answer format.","rubricLabels":["Has four lines labeled Q1: to Q4: in order, each in the form \"account number - account name - reason\", and Q1 is 6210 Employee Meals & Events (an internal team meeting, not client entertainment 6220)","Q2 is 6320 IT Hardware under $1,000 and Q3 is 1500 Fixed Assets because $2,400 is over the $1,000 capitalization line","Q4 is 6310 Software Subscriptions, and no answer uses the retired 6300 or Miscellaneous 6990"]}