{"id":"acct-duplicate-payment-refund-validation-lines","audience":"accounting","category":"finance-work","track":"finance","technique":"verification","level":"intermediate","title":"Validate a duplicate payment refund request before routing it","free":false,"task":"You're validating a customer's duplicate payment refund request. Write a prompt for plain text with lines starting \"Duplicate confirmed:\", \"Refund amount:\", \"Open invoices:\", \"Method:\" and \"Approver:\". Confirm the duplicate only if the bank shows both payments cleared. Refunds go to the original payment method. Refunds of $2,000 or less are approved by the AR manager; larger ones by the controller. Show the math. The customer decides nothing here; do not promise a date. Under 90 words.","materialLabel":"Source material (attached to your prompt automatically)","material":"REFUND REQUEST - Summit Eye Care\n\nRequest received Nov 4: \"We paid INV-777 twice. Please refund the extra $1,200.\"\n\nInvoice INV-777: $1,200.00, dated Sep 22.\nPayments applied to INV-777:\n- Oct 3: $1,200.00 by ACH\n- Oct 9: $1,200.00 by ACH\n\nBank statement, October: two ACH credits of $1,200.00 from Summit Eye Care, on Oct 3 and Oct 9, both cleared.\n\nOther open items on the account: INV-790, $500.00, due Nov 15. The customer did not mention it.\n\nOriginal payment method: ACH from the customer's bank.\n\nNotes: the customer's office manager would prefer a refund rather than a credit. The cash application clerk found the second payment in the unapplied cash report, where it had been sitting since Oct 9. Refunds are normally processed within the weekly payment run on Fridays, but timing depends on approval.","rules":[{"type":"plainText"},{"type":"maxWords","max":90}],"promptHints":[{"label":"Names the five lines","patterns":["duplicate confirmed","refund amount","open invoices","method","approver"]},{"label":"Requires a bank check","patterns":["bank","cleared"]},{"label":"States the approver rule","patterns":["2,000","ar manager","controller"]},{"label":"Bans promising a date","patterns":["do not promise","date"]},{"label":"Caps length","patterns":["\\d+\\s*words","under \\d+"]}],"mistakes":[{"title":"Skipping the bank check","why":"The AI accepts the customer's claim.","fix":"Say: \"Confirm only if the bank shows both payments cleared.\"","checks":["r0"]},{"title":"Missing the open invoice","why":"The AI refunds without noting INV-790.","fix":"Add: \"Open invoices: mention anything else open on the account.\"","checks":["r1"]},{"title":"Promising a date","why":"The AI says the refund will arrive Friday.","fix":"Add: \"Do not promise a date.\"","checks":["r2"]},{"title":"Wrong approver","why":"The AI names the controller.","fix":"Add: \"$2,000 or less = AR manager.\"","checks":["r2"]},{"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 part short.","checks":["maxWords"]}],"hint":"Check the bank before you believe the claim. Then route by amount and promise no dates.","rubricLabels":["The five lines start Duplicate confirmed:, Refund amount:, Open invoices:, Method: and Approver: in that order, and Duplicate confirmed says yes with both $1,200 ACH credits cleared on Oct 3 and Oct 9","Refund amount shows $2,400 - $1,200 = $1,200 and Open invoices mentions INV-790 for $500 due Nov 15","Method says original payment method (ACH), Approver says the AR manager because $1,200 is $2,000 or less, and no line promises a refund date"]}