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Age open purchase orders and assign an action for each

  • For Accountants
  • You practice Setting limits and rules
  • Time about 5 minutes
  • Level Intermediate

About this exercise

You're reviewing open purchase orders at Oct 31, 2026. Write a prompt for a markdown table with columns PO, Days open and Action, one row per PO in the listed order. Days open counts from the issue date to Oct 31. Action must be exactly Review for closure (more than 90 days open and nothing received), Confirm remaining (more than 90 days open and partly received) or Keep open (90 days or fewer). Under 90 words.

Common mistakes when you ask AI for this

  • Rounding to months. The AI treats P2 and P4 the same. Try: Say: "The rule counts exact days; more than 90 is over."
  • Closing a partly received PO. The AI marks P3 Review for closure. Try: Add: "Partly received and over 90 days = Confirm remaining."
  • Day-count errors. The AI miscounts across months. Try: Add: "Show Days open as whole days from issue date to Oct 31."
  • Inventing labels. The AI writes Close or Follow up. Try: Add: "Action must be exactly one of the three labels."
  • 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 part short.

What a strong prompt includes

  • Names the columns
  • Lists the three actions
  • Sets the 90-day line
  • Uses exact days
  • Caps length

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