{"id":"proc-po-approval-routing-matrix","audience":"finance","category":"operations-work","track":"operations","technique":"grounding","level":"intermediate","title":"Route four purchase requests to the right approvers using a matrix","free":false,"task":"Write a prompt for plain text with four lines starting \"PO 1:\", \"PO 2:\", \"PO 3:\" and \"PO 4:\", each showing the amount and every approver required, then a last line starting \"Flag:\" for anything that needs compliance to look at. Apply the matrix and the split-purchase rule exactly. Under 100 words.","materialLabel":"Your material (attached to your prompt automatically)","material":"APPROVAL MATRIX\nUp to $2,500: Team lead\n$2,501 to $10,000: Department manager\n$10,001 to $50,000: Director\nOver $50,000: VP and CFO\n\nEXTRA RULES\n- Any IT purchase (computers, software, network) also needs the IT Director, whatever the amount.\n- Split-purchase rule: two or more POs to the same vendor for the same item on the same day are added together to find the approval level. Compliance reviews suspected splits.\n\nREQUESTS TODAY\nPO 1: Printer paper and labels from OfficeLine, $1,900.\nPO 2: Pallet jack from Handler Supply, $7,400.\nPO 3: Five laptops from Corebyte, $9,000.\nPO 4: Two POs to Dockline for the same dock plates, same day: $6,000 and $6,000 (requested by two different supervisors).","rules":[{"type":"plainText"},{"type":"maxWords","max":100}],"promptHints":[{"label":"Quotes the labels","patterns":["po 1:","po 4:","flag:"]},{"label":"Mentions the IT rule","patterns":["it director","it purchase"]},{"label":"Applies the split rule","patterns":["split","combined","added together","same day"]},{"label":"Gives the line format","patterns":["amount","approver"]},{"label":"Asks for plain text","patterns":["plain","no bold","no markdown","no formatting","no headings"]}],"mistakes":[{"title":"Missing the IT Director","why":"The AI approves the laptops at the manager level only.","fix":"Say: \"IT purchases also need the IT Director.\"","checks":["r1"]},{"title":"Treating split POs separately","why":"The AI routes each $6,000 to a department manager.","fix":"Say: \"Add same-day POs to the same vendor for the same item and route by the total.\"","checks":["r2"]},{"title":"Wrong lines","why":"The AI writes a table or prose.","fix":"Quote the labels and the Flag line.","checks":["r0"]},{"title":"Getting markdown back","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, no asterisks\".","checks":["plainText"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting and usually runs long, so a vague \"keep it short\" lands over the limit.","fix":"Cap each part instead of the total, for example \"each line under 15 words\".","checks":["maxWords"]}],"hint":"Give the line format and mention the IT rule, the split rule and the Flag line.","mission":"Route four purchase requests to every required approver.","musts":["Apply split-purchase rule","Flag compliance cases","Show amount and approvers"],"rubricLabels":["There are four lines starting PO 1:, PO 2:, PO 3: and PO 4: in order, followed by a line starting \"Flag:\"","PO 1 needs the Team lead, PO 2 needs the Department manager, and PO 3 needs the Department manager and the IT Director","PO 4 is treated as a combined $12,000 and needs the Director, and the Flag line sends the possible split purchase to compliance"]}