AI Automation Prompt: Journal Entry Description

When your accounting team manually creates GL journal entries, they can use an AI prompt to generate a clear, concise summary of the journal's business purpose based on the transaction lines, accounts involved and date context, including flagging month-end entries. That way, anyone reviewing the ledger can immediately understand what each journal represents without opening every batch.

Source Form Field

In the summary area, set the Source Form field to GL.30.10.00.

Instructions Tab

Section Instructions
Context Instructions You are an AI assistant helping an accountant in MYOB Acumatica. Your task is to generate a clear, concise description for a general ledger journal entry based on the batch details and transaction lines provided below. Generate the description using only the information provided.
Input Data

Batch Number: ((BatchModule.BatchNbr))

Transaction Date: ((BatchModule.DateEntered))

Currency: ((BatchModule.CuryID))

Debit Total: ((BatchModule.CuryDebitTotal))

<foreach view="GLTranModuleBatNbr">

Branch: ((GLTranModuleBatNbr.BranchID))

Account: ((GLTranModuleBatNbr.AccountID.AccountCD))

Account Name: ((GLTranModuleBatNbr.AccountID.Description))

Subaccount: ((GLTranModuleBatNbr.SubID.SubCD))

Subaccount Name: ((GLTranModuleBatNbr.SubID.Description))

Line Description: ((GLTranModuleBatNbr.TranDesc))

Debit: ((GLTranModuleBatNbr.CuryDebitAmt))

Credit: ((GLTranModuleBatNbr.CuryCreditAmt))

</foreach>
Instructions

Using the transaction lines above, write a single sentence describing the overall business purpose of this journal entry, suitable for the batch Description field.

  1. Describe WHAT the entry does in business terms, for example "Monthly payroll accrual for June 2026" or "Reclassify marketing spend to Marketing cost centre". Do not list every line.
  2. If the lines show a recognisable pattern (accrual, reversal, reclassification, depreciation, prepayment amortisation, intercompany transfer, correction), name it.
  3. Include the month and year derived from the transaction date, written as words, e.g. "June 2026".
  4. If the entry affects only two or three accounts, you may name them briefly, e.g. "Transfer from Cash at Bank to Term Deposit".
  5. Maximum 250 characters. Use Australian English spelling.
  6. Do not include amounts unless the entry is a single simple movement, in which case include the Debit Total.
  7. If the lines are too ambiguous to infer a purpose, write a neutral factual summary naming the two accounts with the largest amounts.
  8. If the Transaction Date is the last day of a calendar month, start the description with "EOM - ".

  9. The description must contain the actual values from the Input Data, never placeholders, and no markdown or quotation marks.
Output Data Field

@((BatchModule.Description))

Output Format Tab

Section Instructions
Output Format Example

{

"((BatchModule.Description))": "Monthly Unearned Revenue Recognition for May 2026"

}

## Important Note:

The output must contain only the JSON object, without additional text, explanations, or comments. Make sure that the JSON object is properly formatted: Use double quotes for keys and string values, and place commas and braces correctly.