{"id":"proc-late-payment-reply-confirmed-vs-disputed","audience":"finance","category":"operations-work","track":"operations","technique":"tone","level":"intermediate","title":"Reply to an overdue-invoice email using confirmed facts only","free":false,"task":"Write a prompt for a reply to Marta Quill at Delmar Industrial about two unpaid invoices. The first line is exactly \"Subject: Invoices 4471 and 4502 - status\". Say what AP has confirmed for each invoice, request what is needed for the disputed one, and promise nothing beyond what AP confirmed. Calm and polite. Plain text, under 120 words.","materialLabel":"Your material (attached to your prompt automatically)","material":"EMAIL FROM SUPPLIER (Marta Quill, Delmar Industrial): \"Two invoices are overdue: #4471 for $12,300 and #4502 for $3,150. When will they be paid?\"\n\nAP STATUS (checked today by Jo Reyes, AP):\n- Invoice 4471, $12,300: approved. Scheduled in the Friday March 28 payment run. This is confirmed.\n- Invoice 4502, $3,150: ON HOLD. The invoice bills 150 units but receiving counted 120 units delivered. We cannot pay until a credit memo for 30 units is issued or Delmar sends proof of delivery for the full 150.\n\nNotes: Don't promise that 4502 will be paid on any date. Don't say it is the supplier's fault. A buyer previously told Marta \"you'll have everything by the end of the month,\" which AP never confirmed.\n\nSender: Accounts Payable team at Tidewell Logistics.","rules":[{"type":"plainText"},{"type":"maxWords","max":120}],"promptHints":[{"label":"Asks for a subject","patterns":["subject"]},{"label":"Gives each invoice's status","patterns":["4471","4502","march 28","on hold"]},{"label":"Says what is needed","patterns":["credit memo","proof of delivery"]},{"label":"Limits promises","patterns":["promise no","do not (assign|repeat|promise)","nothing beyond"]},{"label":"Asks for plain text","patterns":["plain","no bold","no markdown","no formatting","no headings"]}],"mistakes":[{"title":"Promising a date for 4502","why":"The AI says it will be paid once the issue is resolved by a date.","fix":"Say: \"Promise no date for 4502.\"","checks":["r2"]},{"title":"Repeating the buyer's promise","why":"The AI says everything will be settled by month end.","fix":"Say: \"Do not repeat any earlier promise.\"","checks":["r2"]},{"title":"Vague hold reason","why":"The AI says 'there is a discrepancy'.","fix":"Say: \"Give the numbers: 150 billed, 120 received.\"","checks":["r1"]},{"title":"No subject","why":"The AI opens with Dear Marta.","fix":"Say: \"First line: Subject:\".","checks":["r0"]},{"title":"Markdown extras and long output","why":"AI adds bold, headings and bullets by default, which show up as stray symbols where this is pasted.","fix":"Say \"plain text, no bold, no headings\" and cap each line, for example \"each line under 15 words\".","checks":["plainText","maxWords"]}],"hint":"Start with a subject, give each invoice's status, say what you need for the held one and what not to promise.","mission":"Answer Marta Quill about the two unpaid invoices.","musts":["Confirmed facts only","Ask for disputed invoice info","Promise nothing extra"],"rubricLabels":["The first line is exactly \"Subject: Invoices 4471 and 4502 - status\" and the email is addressed to Marta Quill","It says invoice 4471 for $12,300 is approved and scheduled in the March 28 payment run, and that invoice 4502 is on hold because 150 units were billed and 120 received","It asks for a credit memo for 30 units or proof of delivery for 150 units, promises no payment date for 4502, does not blame the supplier and does not repeat \"everything by the end of the month\""]}