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Write a hold note for an invoice that fails the three-way match

  • For Accountants
  • You practice Catching mistakes and made-up facts
  • Time about 5 minutes
  • Level Advanced

About this exercise

A vendor invoice doesn't match the PO or the receiving report, and a buyer's email muddies the price. Write a prompt for a plain-text note with lines starting "Quantity:", "Price:" and "Freight:", each showing the numbers, then "Recommendation:" with the amount the PO and receipt support as math, then "Decision needed from:" naming who can approve the price change. A verbal OK is not a PO change. Under 150 words.

Common mistakes when you ask AI for this

  • Paying because the vendor is good. The AI picks up the clerk's 'just pay it' and treats the buyer's email as approval. Try: Say: "A verbal OK is not a PO change. Only a signed change order counts."
  • Listing issues without numbers. The AI says 'quantity mismatch' without the counts, so nobody can check it. Try: Ask: "Each line shows billed vs PO or received, with the numbers."
  • Verdict without the math. The AI recommends a hold but never says what amount is supported. Try: Ask: "Recommendation line shows received qty x PO price = supported amount."
  • Forgetting who decides. The AI decides the price question itself instead of routing it. Try: Add: "End with Decision needed from: the person who approves PO price changes."
  • Report formatting. The AI writes a long report with headings and bold, over the limit. Try: Say: "Plain text, labeled lines only, each under 25 words."

What a strong prompt includes

  • Asks for labeled lines
  • Treats the email correctly
  • Asks for the supported amount
  • Routes the decision
  • Plain and short

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