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Explain only the variances that cross the threshold

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

About this exercise

Your controller only wants October variances that are over both $5,000 and 10% of budget. Write a prompt for exactly those, as numbered plain-text lines formatted "1. Line: actual - budget = $X (Y%) - reason", using the department notes for reasons. If a reason suggests a cost might be booked in the wrong period, flag it for the controller; don't call it an error. Under 120 words.

Common mistakes when you ask AI for this

  • Explaining every line. The AI writes about all seven lines, starting with the biggest dollar change. Try: Say: "Only lines over both $5,000 and 10% of budget."
  • Letting dollars win. Revenue's $31,000 looks big, so the AI includes it though it's about 7%. Try: Add: "Both tests must pass. Check the percent, not just the dollars."
  • Reasons without math. The AI states the variance in words and skips the numbers. Try: Show the line: "1. Line: actual - budget = $X (Y%) - reason."
  • Missing the timing issue. The AI reports the marketing reason as is, without noticing it's next year's campaign. Try: Ask: "If a cost may belong to another period, flag it for the controller."
  • Trusting the AI to count words. Variance write-ups get headings and summaries that break the limit. Try: Say: "Each line under 30 words, plain text, no intro."

What a strong prompt includes

  • States both thresholds
  • Shows the line format
  • Asks for math
  • Flags timing
  • Sets length

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