{"id":"proc-vendor-master-duplicate-pairs-table","audience":"finance","category":"operations-work","track":"operations","technique":"verification","level":"intermediate","title":"Flag possible duplicate vendor records for AP to review","free":false,"task":"Write a prompt for a markdown table with columns Pair, Match reason and Action, one row for each possible duplicate pair. The Action column says only Review, plus what to confirm. Never say merge, delete or deactivate; AP decides. Show tax ID differences exactly. Under 160 words.","materialLabel":"Your material (attached to your prompt automatically)","material":"VENDOR MASTER EXTRACT\n\nV-101  Brightway Cleaning LLC       Tax ID 84-1122334   12 Mill Rd, Reno\nV-150  Harlan Fire Equipment Inc    Tax ID 52-9988776   400 Industrial Way, Sparks\nV-188  Harlan Fire Equip.           Tax ID 52-9988775   400 Industrial Way, Sparks\nV-214  Brightway Cleaning, LLC      Tax ID 84-1122334   PO Box 77, Reno\nV-301  Orbit Trading Co             Tax ID 71-5566778   9 Harbor St, Oakland\nV-302  Orbit Trading Company        Tax ID 33-4455667   55 Pine Ave, Fresno\nV-330  Delmar Industrial Supply     Tax ID 90-1234567   18 Quarry Rd, Reno\n\nNotes: A duplicate payee can cause double payments, but two companies with similar names can be separate legal entities. AP owns the vendor master and decides any change. Banking details are not in this extract.","rules":[{"type":"maxWords","max":160}],"promptHints":[{"label":"Names the table columns","patterns":["pair.*match reason.*action","table"]},{"label":"Asks for exact tax IDs","patterns":["tax id","exactly","quote"]},{"label":"Limits actions to Review","patterns":["start with review","only review","never say","merge"]},{"label":"Leaves out non-matches","patterns":["leave out","no match"]},{"label":"Sets a length limit","patterns":["\\d+\\s*words","word (limit|count)","under \\d+"]}],"mistakes":[{"title":"Recommending a merge","why":"The AI says to merge V-101 and V-214.","fix":"Say: \"Action starts with Review; never say merge, delete or deactivate.\"","checks":["r2"]},{"title":"Treating similar names as proof","why":"The AI declares V-301 and V-302 duplicates.","fix":"Say: \"Quote the tax IDs and say what differs.\"","checks":["r1"]},{"title":"Listing every vendor","why":"The AI includes V-330 with no match.","fix":"Say: \"One row per possible pair; leave out vendors with no match.\"","checks":["r0"]},{"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":"Name the columns, ask for exact tax ID differences and ban merge-type actions.","mission":"Flag possible duplicate vendor records for AP to review.","musts":["Action says only Review","Never merge or delete","Show exact tax ID differences"],"rubricLabels":["The output is a markdown table with the columns Pair, Match reason and Action and exactly three rows for V-101/V-214, V-150/V-188 and V-301/V-302 (V-330 is not listed)","Match reasons: V-101 and V-214 have the same tax ID 84-1122334 with a name variation, V-150 and V-188 have similar names and the same address with tax IDs 52-9988776 and 52-9988775 that differ by one digit, and V-301 and V-302 have similar names but different tax IDs","Every Action starts with Review and says what to confirm (for example the correct tax ID or whether they are separate companies), and none says merge, delete or deactivate"]}