{"id":"acct-year-end-document-have-need","audience":"small-business","category":"finance-work","track":"finance","technique":"grounding","level":"beginner","title":"Sort year-end documents into have and need from a bookkeeper's notes","free":false,"task":"You're helping a small business owner prepare for the year-end review with the accountant. Write a prompt for plain text with exactly two lines: \"Have:\" and \"Need:\", each a comma-separated list of documents from the notes. Need lists only what is missing now, with the specific gap. Use only the notes. Under 70 words. No bullets or numbering.","materialLabel":"Bookkeeper's year-end notes (attached to your prompt automatically)","material":"Year-end document status - Maple Row Hardware (notes from Beth, Nov 6, 2026)\n\nBank statements: I have January to October for the checking account. November and December won't exist until January.\nCredit card statements: I have all of January to October for both cards. The second card's October statement came in late but it is in the folder now.\nLoan statements: First Valley equipment loan, all statements through October are filed.\nPayroll reports: quarterly reports for Q1, Q2 and Q3 are filed. Q4 will come in January.\nFixed asset purchases this year: invoices for the forklift ($38,000) and the shelving ($6,400) are in the folder. The walk-in cooler ($12,200) invoice is missing; the vendor said they would email a copy.\nInsurance: the policy declarations page is filed. The renewal paperwork for next year has not come yet.\nSales summaries: monthly summaries through October are filed.\n\nOther: the accountant meeting is in January, so documents that can't exist yet are not a problem today.","rules":[{"type":"plainText"},{"type":"maxWords","max":70},{"type":"maxBullets","max":0}],"promptHints":[{"label":"Names the two lines","patterns":["have:","need:"]},{"label":"Says what is not missing","patterns":["cannot exist","not missing","future"]},{"label":"Asks for the gap","patterns":["specific gap","missing"]},{"label":"Uses only the notes","patterns":["only the notes"]},{"label":"Caps length","patterns":["\\d+\\s*words","plain"]}],"mistakes":[{"title":"Listing future documents as missing","why":"The AI puts November statements and Q4 reports in Need.","fix":"Say: \"Documents that cannot exist yet don't go in Need.\"","checks":["r1","r2"]},{"title":"Dropping specifics","why":"The AI writes 'bank statements' without the months covered.","fix":"Add: \"Include the months or period covered.\"","checks":["r0"]},{"title":"Missing the cooler invoice","why":"The AI lists all fixed asset invoices as Have.","fix":"Add: \"Need lists the specific missing item.\"","checks":["r1"]},{"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","maxBullets"]},{"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":"Missing now is different from not yet available. Tell the AI the difference and give the two line labels.","rubricLabels":["Have line is a comma-separated list covering bank statements (Jan-Oct), credit card statements, loan statements, payroll reports (Q1-Q3), the forklift and shelving invoices, insurance declarations page and sales summaries","Need line contains only the missing walk-in cooler invoice ($12,200)","Need line does not list November and December bank statements, Q4 payroll reports or the insurance renewal, since they cannot exist yet or aren't current gaps"]}