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Route six payment differences to the right approval level

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

About this exercise

You're clearing small payment differences in AR. Write a prompt for a markdown table with columns Customer, Difference and Action, one row per item in the order listed. Difference carries a sign: -$3.20 for a short payment and +$4.00 for an overpayment. Action must be exactly Clerk write-off, Manager approval, Controller approval or Credit customer, following the policy. Under 100 words.

Common mistakes when you ask AI for this

  • Writing off the overpayment. The AI writes off the $4.00 overpayment. Try: Say: "Overpayments are credited to the customer, never written off."
  • Boundary errors. The AI sends exactly $5.00 or $50.00 to the next level. Try: Add: "Up to and including $5.00 and $50.00."
  • Inventing labels. The AI writes approver names or sentences. Try: Add: "Action must be exactly one of the four labels."
  • Missing rows. The AI reorders or drops items. Try: Add: "One row per item in the listed order."
  • 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 four labels
  • Handles boundaries
  • Handles overpayments
  • Caps length

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