{"id":"acct-recon-sop-from-policy-and-email","audience":"accounting","category":"finance-work","track":"finance","technique":"examples","level":"advanced","title":"Draft a reconciliation SOP from an old policy and a newer email","free":false,"task":"You're writing the balance sheet reconciliation SOP from an old policy and a newer controller email. Write a prompt for exactly 6 numbered steps in plain text, each starting with a verb and under 28 words. Where the two sources conflict, use the email. Include the deadlines by business day, the explanation threshold, the preparer and reviewer rule, and where evidence is stored. Under 190 words.","materialLabel":"Old policy and controller email (attached to your prompt automatically)","material":"RECONCILIATION POLICY (2024, still on the intranet)\n- All balance sheet accounts are reconciled monthly by business day 10 (BD10).\n- Differences over $5,000 must be explained.\n- Reviewer signs off by BD12.\n- Keep support in the shared drive.\n\nEMAIL from Rae (Controller), Oct 2, 2026, subject: Reconciliation changes effective with the October close\n\"Team, starting with October:\n1. High-risk accounts (cash, AR, AP, deferred revenue) must be reconciled by BD3. All other balance sheet accounts by BD7.\n2. Any difference over $1,000 or 1% of the account balance, whichever is lower, needs a written explanation.\n3. Reviewer sign-off within 2 business days of the preparer finishing. Preparer and reviewer cannot be the same person.\n4. Support is saved in /Close/YYYY-MM/Reconciliations (not the old shared drive folder).\n5. Items that stay unreconciled for more than 60 days are escalated to me.\nThe 2024 policy is being rewritten; follow this email in the meantime.\"","rules":[{"type":"plainText"},{"type":"numberedItems","count":6},{"type":"maxWords","max":190}],"promptHints":[{"label":"Sets six numbered steps","patterns":["6 numbered","exactly 6","1\\."]},{"label":"Uses the email only","patterns":["email","ignore.*2024"]},{"label":"Lists the key rules","patterns":["bd3","bd7","1,000","2.business"]},{"label":"Includes the folder and escalation","patterns":["/close","60.day","escalat"]},{"label":"Caps length","patterns":["\\d+\\s*words","under"]}],"mistakes":[{"title":"Using the old policy","why":"The AI mixes in BD10 and the $5,000 threshold.","fix":"Say: \"Use Rae's Oct 2 email only; ignore the 2024 policy's numbers.\"","checks":["r0","r2"]},{"title":"Dropping the threshold or roles","why":"The AI covers deadlines but not the $1,000/1% rule or preparer/reviewer split.","fix":"List them: \"threshold, preparer and reviewer rule, sign-off timing.\"","checks":["r1"]},{"title":"Wrong format","why":"The AI adds sub-bullets and a title.","fix":"Say: \"Exactly 6 numbered steps starting with 1.\"","checks":["numberedItems","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":"When an old policy and a new email conflict, say which wins. List the rules to cover.","rubricLabels":["Has exactly 6 numbered steps that each start with a verb and use the email's deadlines (BD3 for cash, AR, AP and deferred revenue; BD7 for other accounts) rather than BD10","Includes the explanation threshold ($1,000 or 1% of the balance, whichever is lower) and the preparer and reviewer rule (different people, sign-off within 2 business days)","Includes the evidence location /Close/YYYY-MM/Reconciliations and the 60-day escalation to the Controller, and doesn't mention the $5,000 threshold, BD10 or BD12"]}