Answer staff chart-of-accounts questions from the account list

About this exercise

You maintain the chart of accounts and keep getting the same questions. Write a prompt for four answers labeled "Q1:" to "Q4:" in plain text, each in the form "account number - account name - one reason" under 18 words. Use only accounts that are active in the list, and follow the capitalization rule given in the list. Under 80 words in total.

Common mistakes when you ask AI for this

• Using the retired account. The AI sends software or hardware to 6300 because the staff mention it. Try: Say: "Never use accounts marked RETIRED."
• Missing the $1,000 line. The AI codes the $2,400 laptop to hardware expense. Try: Add: "Single items of $1,000 or more go to Fixed Assets."
• Client vs team meals. The AI picks entertainment for any food purchase. Try: Add: "Match the reason to the account description."
• Markdown extras. The AI adds bold labels, headings and a closing note. Try: Say: "Plain text, no bold. Output only the lines asked for."
• Trusting the AI to count words. AI is bad at counting and runs past word limits. Try: Ask for fewer words than the real cap and keep each line short.

What a strong prompt includes

• Sets the line format
• Limits to active accounts
• Uses the capitalization rule
• Asks for a reason
• Caps length

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