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Report vendor onboarding status with exact labels

  • For Accountants
  • You practice Showing an example of what you want
  • Time about 5 minutes
  • Level Beginner

About this exercise

You're checking whether a new vendor can be paid. Write a prompt for a markdown table with columns Item | Status | Note, one row per item, where Status is exactly Done, Missing or Expiring soon (a document that expires within 30 days of Nov 6, 2026). Then one line starting "Ready to pay:" saying Yes if nothing is Missing, otherwise No with the missing items. No commentary. Under 90 words.

Common mistakes when you ask AI for this

  • Calling the agreement a formality. The AI follows the buyer and says Yes. Try: Add: "Ready to pay is No if any item is Missing; do not mention the buyer's request."
  • Marking the insurance Done. The AI misses that it expires within 30 days. Try: Say: "Expiring soon = on file but expires within 30 days of Nov 6."
  • Free-form statuses. The AI writes 'Received' or 'Pending'. Try: Say: "Status is exactly Done, Missing or Expiring soon."
  • Wrong table shape. The AI adds columns or comments. Try: Say: "Columns exactly: Item | Status | Note."
  • 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
  • Restricts the statuses
  • Defines expiring soon
  • Asks for the ready line
  • Bans the buyer's request

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