{"id":"acct-invoice-discrepancy-hold-note","audience":"accounting","category":"finance-work","track":"finance","technique":"verification","level":"advanced","title":"Write a hold note for an invoice that fails the three-way match","free":false,"task":"A vendor invoice doesn't match the PO or the receiving report, and a buyer's email muddies the price. Write a prompt for a plain-text note with lines starting \"Quantity:\", \"Price:\" and \"Freight:\", each showing the numbers, then \"Recommendation:\" with the amount the PO and receipt support as math, then \"Decision needed from:\" naming who can approve the price change. A verbal OK is not a PO change. Under 150 words.","materialLabel":"PO, receiving report, invoice and emails (attached to your prompt automatically)","material":"PO 4471 - Corliss Manufacturing to Eastgate Fasteners, issued Sept 20\nItem: M8 hex bolts, stainless. Qty 1,000 at $4.50 = $4,500. Terms: net 30, freight included (FOB destination).\n\nReceiving report RR-9902, Oct 14 (dock: L. Brandt)\nPO 4471: received 960 units. Note: 1 carton (40 units) missing, carrier signed short.\n\nEastgate invoice EF-2210, Oct 16\nM8 hex bolts 1,000 at $4.80 = $4,800\nFreight $120\nTotal due $4,920, due Nov 15\n\nEmail from Alan Reyes (buyer), Oct 2:\n\"Eastgate called about the steel surcharge. I told them $4.80 is probably fine going forward. Haven't done a PO change yet, will get to it.\"\n\nNote from the AP clerk: \"Eastgate is a good vendor and we've never had issues, I'd just pay it.\"\n\nPurchasing policy: PO price changes need a signed change order approved by Gwen Tran, Purchasing Manager.","rules":[{"type":"plainText"},{"type":"maxWords","max":150}],"promptHints":[{"label":"Asks for labeled lines","patterns":["quantity:","price:","freight:"]},{"label":"Treats the email correctly","patterns":["verbal","change order","not a po change","not approval"]},{"label":"Asks for the supported amount","patterns":["960","supported","math","received"]},{"label":"Routes the decision","patterns":["decision needed","who (approves|decides)","gwen"]},{"label":"Plain and short","patterns":["plain","\\d+\\s*words"]}],"mistakes":[{"title":"Paying because the vendor is good","why":"The AI picks up the clerk's 'just pay it' and treats the buyer's email as approval.","fix":"Say: \"A verbal OK is not a PO change. Only a signed change order counts.\"","checks":["r1"]},{"title":"Listing issues without numbers","why":"The AI says 'quantity mismatch' without the counts, so nobody can check it.","fix":"Ask: \"Each line shows billed vs PO or received, with the numbers.\"","checks":["r0"]},{"title":"Verdict without the math","why":"The AI recommends a hold but never says what amount is supported.","fix":"Ask: \"Recommendation line shows received qty x PO price = supported amount.\"","checks":["r2"]},{"title":"Forgetting who decides","why":"The AI decides the price question itself instead of routing it.","fix":"Add: \"End with Decision needed from: the person who approves PO price changes.\"","checks":["r2"]},{"title":"Report formatting","why":"The AI writes a long report with headings and bold, over the limit.","fix":"Say: \"Plain text, labeled lines only, each under 25 words.\"","checks":["plainText","maxWords"]}],"hint":"Three documents disagree and two people are nudging you to pay. Tell the AI what counts as approval, which numbers to compare, and to route the price question to the right person.","rubricLabels":["Has lines starting Quantity:, Price: and Freight: showing 1,000 billed vs 960 received (40 short), $4.80 billed vs $4.50 on the PO, and $120 freight billed though the PO says freight included","Says the buyer's email is not a PO change (no signed change order), and does not recommend paying the $4.80 price or the $4,920 total as billed","Has a \"Recommendation:\" line showing 960 x $4.50 = $4,320 as the supported amount (vs $4,920 billed) and a \"Decision needed from:\" line naming Gwen Tran"]}