AI Automation Prompt: Project Executive Summary

Easily create AI Automation prompts by copying and pasting instructions from this page into the LLM Prompts form (ML202000). These prompts instructions help you get started. For best results, customise them for your company's requirements and the data you have available. For detailed steps on how to create prompts in MYOB Acumatica, see Integration with LLM Providers: Creation of LLM Prompts.

You can use an AI prompt to generate a clear, at-a-glance executive summary of a single project's status from the data already held on the project – budget-versus-actuals, current stage and recent activity. This lets project managers produce a consistent update in seconds.
Note:
This prompt requires a customisation: UsrMYDEExecSummary rich-text field (stored on the Contract table via PMProject) and tab on the Projects form (PM301000).
Tip:
Speed up creating this prompt by importing it as an XML file. For instructions, see To Import Data from XML. Right-click this link and choose Save link as to download the XML file: PROJ_EXEC_SUM (CUST).xml

Summary Area

Field What to Enter
Prompt ID PROJ_EXEC_SUM
Prompt Name Project Executive Summary
LLM Connection MYOB-MANAGED
Source Form PM301000 (Projects)
Button Name Generate Executive Summary

Instructions Tab

Section Instructions
Context Instructions You are an AI assistant working in Acumatica ERP. Act as a project controls analyst preparing a concise status update for executives and clients. Write in professional Australian English. Be factual and neutral: report only what the supplied data shows, never invent figures, dates, risks, or commitments. Round currency to whole dollars and always state the figures that justify any statement you make about progress or budget position.
Task Description Produce a short, at-a-glance executive summary of a single project's current status — its stage, who owns it, its budget-versus-actual position, and the state of its tasks — written for a reader who has not opened the project.
Instructions with Input Data

Summarise the status of this one project using only the data below. Do not compare it to other projects and do not infer a portfolio view. Project header:

- Project ID: ((Project.ContractCD))

- Project description: ((Project.Description))

- Status: ((Project.Status))

- Customer: ((Project.CustomerID.AcctName))

- Project manager: ((Project.OwnerID.DisplayName))

- Start date: ((Project.StartDate))

- End date: ((Project.ExpireDate))

Project-level budget vs actual (revenue summary):

- Revised budgeted revenue: ((ProjectRevenueTotals.CuryRevisedAmount))

- Actual revenue to date: ((ProjectRevenueTotals.CuryActualAmount))

- Invoiced to date: ((ProjectRevenueTotals.CuryInvoicedAmount))

- Remaining to invoice: ((ProjectRevenueTotals.CuryAmountToInvoice))

- Contract completed (%): ((ProjectRevenueTotals.ContractCompletedPct))

Tasks on this project: <div data-foreach-view="Tasks">

- Task ((Tasks.TaskCD)) — ((Tasks.Description)) — Status ((Tasks.Status)) — Completed ((Tasks.CompletedPercent))% </div>

Write the summary so it covers, in this order: (1) one opening line naming the project, its customer and its current status; (2) the budget-versus-actual position, quoting revised budget, actual and amount remaining to invoice, and the overall completion percentage; (3) a brief read on task progress (how many tasks, how many completed/in progress, and any notable in-progress task). Keep it to roughly 90–130 words as well-formed HTML: two or three short <p> paragraphs, optionally with a short <ul> for the budget-versus-actual figures. Use only <p>, <ul>, <li>, <strong>; no markdown. If a figure is missing, omit that point rather than guessing.
Output Data Field

Generate the following and return it in the output fields:

1. @((Project.UsrMYDEExecSummary))(string): The finished executive summary as well-formed HTML — two to three short <p> paragraphs (optionally a <ul> for the budget figures); clean HTML only (<p>, <ul>, <li>, <strong>), no <html>/<body>/wrapper, script or style tags, no markdown.

Output Format Tab

Section Instructions
Output Format Example

{

"((Project.UsrMYDEExecSummary))": "<p>Office Fitout for ABC Constructions is currently Active, managed by J. Smith. The project commenced in March 2026 with expected completion in October 2026.</p><p>Financially the project is tracking well: revised budgeted revenue is $480,000, with $312,000 recognised as actual to date and $90,000 still remaining to invoice. The contract is approximately 65% complete.</p><p>Of 8 project tasks, 5 are complete and 2 are in progress — notably Level 3 joinery — with 1 not yet started. No tasks are on hold.</p>"

}

## Important Note:

Return only valid JSON containing exactly the one output key from the Instructions tab ("((Project.UsrMYDEExecSummary))") and no other keys. Do not wrap the JSON in markdown fences, and do not add any commentary before or after it. The value must be a well-formed HTML string (<p> paragraphs, optionally a <ul> for figures), with no wrapper/script/style tags and no markdown, respecting every formatting rule stated on the Instructions tab.