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Tabulate a cycle count and mark which variances need escalation

  • For Accountants
  • You practice Asking for a format you can use
  • Time about 5 minutes
  • Level Intermediate

About this exercise

You're summarizing a cycle count. Write a prompt for a markdown table with columns SKU | Book | Count | Var units | Var $ | Escalate, one row per SKU, then a line starting "Net variance:" with the addition. Var $ = Var units x unit cost. Escalate is Yes if the absolute dollar variance exceeds $500, Recount if the notes say units haven't been counted yet, otherwise No. Don't adjust the book quantities. Under 110 words.

Common mistakes when you ask AI for this

  • Escalating by percent. The AI flags B-220 as Yes because the percent is high. Try: Say: "Yes only if the absolute Var $ is over $500; Recount if units weren't counted."
  • Wrong sign. The AI subtracts book from count the wrong way. Try: Add: "Var units = Count minus Book."
  • Suggesting an adjustment. The AI adds 'post the adjustment' or 'write off D-450'. Try: Add: "Do not suggest posting any adjustment."
  • No net line. The AI ends without the total or lists a different total. Try: Add: 'One line "Net variance:" with the amounts added.'
  • 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

  • Names the columns
  • Gives the escalation rule
  • Asks for the net line
  • Bans adjustments
  • Limits commentary

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