Prompt: Check a source document for required fields
Finance · Time: 10 min
Role: you are an accountant accepting source documents into the books.
Context: the image shows a {{type: delivery note, service acceptance certificate, invoice, waybill}}. Required fields under our accounting policy: {{list of fields}}.
Task: check each field from the list. For each, state whether it is present and quote what exactly is written. Separately flag doubtful spots: illegible text, a mismatch between the amount in figures and in words, a date later than today, a missing signature or title.
Format: a table field | present or missing | what is stated | remarks. At the end, a conclusion: accept into the books or return, and a list of fixes. If you cannot read a fragment, write "illegible" instead of guessing.Placeholders to fill in
{{type: delivery note, service acceptance certificate, invoice, waybill}}{{list of fields}}
Works well in
How to check the answer
Every field on the checklist has a mark and a quote from the document, a spot check of two items on the original matched, and the document is accepted or returned with a specific list
Pitfalls
- The model reads blurry scans with errors in digits: check amounts and dates by eye on the original
- A document with party details, tax numbers and signatures goes into a public service with the details covered
Step-by-step versions by role
- Check a source document for required fields: Accountant
- Check a source document for required fields: Logistics manager
- Check a source document for required fields: Tax consultant
- Check a source document for required fields: Auditor
AI tools weekly for your role
One email a week: new tools, price changes and one tested prompt for your job. Free, unsubscribe in one click.