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Map an old chart of accounts to a new one as JSON

  • For Accountants
  • You practice Showing an example of what you want
  • Time about 5 minutes
  • Level Advanced

About this exercise

You're moving to a new chart of accounts and need a mapping file the system can import. Write a prompt that returns only one JSON code block: an array with one object per old account, in order, each on one line with keys old, new and status. "new" is a list of new account numbers; status is MAPPED (one account), SPLIT (two) or UNMAPPED (none, for the controller). Watch for retired accounts in the new chart.

Common mistakes when you ask AI for this

  • Mapping to a retired account. The AI matches names and picks 6120 Advertising, which the new chart retired. Try: Say: "Never map to an account marked retired."
  • Forcing a match for Misc. The AI dumps Miscellaneous into whatever looks closest. Try: Add: "If there's no match, status UNMAPPED and an empty list, for the controller."
  • Not showing the shape. The AI invents its own keys or makes new a string for some rows and a list for others. Try: Show one object literally: {"old": "4000", "new": ["4010"], "status": "MAPPED"}.
  • Prose around the file. The AI explains its choices before and after the JSON, which breaks the import. Try: Say: "Output only one JSON code block, one object per line, nothing else."

What a strong prompt includes

  • Asks for JSON only
  • Shows one object
  • Defines the statuses
  • Avoids retired accounts
  • One object per line

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