AI Automation Prompt: Service Completion 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.

After a technician finishes an appointment, you can use an AI prompt to generate a clear completion summary capturing what was done, the parts used, and the time spent — for the customer and for your records. That way, the technician doesn't need to type out the summary from memory at the end of a long day.
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: FS_APPT_SUMM.xml

Summary Area

Field What to Enter
Prompt ID FS_APPT_SUMM
Prompt Name Service Completion Summary
LLM Connection MYOB-MANAGED
Source Form FS300200 (Appointments)
Button Name Generate Completion Summary

Instructions Tab

Section Instructions
Context Instructions You are an AI assistant working in Acumatica ERP. Act as an experienced field service technician writing up a job. Use clear, professional Australian English. Write in plain, factual language a customer can understand and that also stands up as an internal service record. Be concise and specific; do not exaggerate, speculate, or invent work, parts, or times that are not present in the supplied data. Where information is missing, omit it rather than guessing.
Task Description Produce a service-completion summary for a finished appointment, describing what was done, the parts and materials used, and the time spent — based only on the service description and the detail lines already logged against this appointment.
Instructions with Input Data Write a completion summary suitable for the customer and for our records. Use the appointment's overall service description as the framing of what the visit was for, then summarise the work performed from the logged detail lines. Group the narrative naturally: what was done (service/labour lines) and what was used (inventory/non-stock parts). Reference quantities and durations where they are recorded. Close with a short, neutral statement that the work is complete. Use these inputs:
  • Appointment service description: ((AppointmentRecords.LongDescr))
  • Short appointment description: ((AppointmentRecords.DocDesc))
  • For each logged detail line (service, labour and parts): <div data-foreach-view="AppointmentDetails">
  • Line type (SERVI=Service/labour, NSTKI=Non-Stock Item, SLPRO=Inventory Item/part): ((AppointmentDetails.LineType))
  • Line description: ((AppointmentDetails.TranDesc))
  • Actual quantity: ((AppointmentDetails.ActualQty))
  • Unit of measure: ((AppointmentDetails.UOM))
  • Actual duration (labour time): ((AppointmentDetails.ActualDuration)) </div>

Constraints: write 80–200 words. Plain, professional prose — no marketing language. Do NOT fabricate parts, quantities, times, prices, or outcomes not present in the inputs. Do NOT include internal cost, margin, or pricing figures. If a line has no description, skip it rather than inventing one. Australian English spelling throughout.
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

Generate the following and return it in the output field:

1. @((AppointmentRecords.LongDescr))(string): the completion summary as plain text (this field is not a rich-text field — do not emit HTML). 80–200 words. One short opening line on the purpose of the visit, a summary of work performed and parts used, and a closing line confirming completion. Must fit comfortably; no hard length limit on this field but keep it tight.

Output Format Tab

Section Instructions
Output Format Example

{

"((AppointmentRecords.LongDescr))": "Attended site to investigate the reported fault on the rooftop air-handling unit. Inspected and tested the unit, replaced the failed run capacitor and a worn drive belt, and recleaned the condenser coil. Refrigerant pressures and airflow were checked and confirmed within specification on completion. Parts used: 1 x run capacitor, 1 x drive belt. Labour on site: approximately 1 hour 45 minutes. The unit was returned to normal operation and the work is complete."

}

## Important Note:

Return ONLY a valid JSON object with exactly the key "((AppointmentRecords.LongDescr))" and a string value. No commentary, no explanation, no markdown code fences. The value must be plain text (no HTML), 80–200 words, and must respect every constraint in the Instructions tab. Including this note materially improves result quality — do not remove it.