AI Automation Prompt: Standardise GL Batch Description

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, consistent batch description from the journal's transaction lines — the accounts, amounts, and references involved — so every batch is self-explanatory and searchable. This makes it easier to find the right batch during reconciliation or an audit.
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: GLBATCHDESC.xml

Summary Area

Field What to Enter
Prompt ID GLBATCHDESC
Prompt Name Standardise GL Batch Description
LLM Connection MYOB-MANAGED
Source Form GL301000 (Journal Transactions)
Button Name Generate Batch Description

Instructions Tab

Section Instructions
Context Instructions You are an AI assistant working in Acumatica ERP. Act as a general-ledger accountant preparing journal batches for review and audit. Write in clear, professional Australian English. Your goal is a consistent, neutral, factual house style so that any batch can be recognised at a glance during reconciliation or audit. Do not editorialise, do not invent accounts, references, or business reasons that are not present in the line data, and never restate full account numbers as a list — summarise.
Task Description Produce a single standardised one-line description that summarises what this journal batch does, derived only from its transaction lines (the accounts involved, the net movement, and any common reference or line narrative).
Instructions with Input Data

Read the batch and its transaction lines and compose ONE concise line that conveys:

1. The nature of the batch (e.g. accrual, reclassification, payroll journal, depreciation) inferred only from the line descriptions and accounts — if it cannot be inferred, omit it.

2. The principal account(s) or account grouping affected, named generically (e.g. "Accruals / Wages Expense"), not as a raw list of every account ID.

3. The total monetary movement of the batch (use the batch debit total as the headline figure; debits and credits balance).

4. A shared reference if the lines carry a common one.

Use the following inputs:

- Batch reference: ((BatchModule.RefNbr))

- Existing description (may be blank; replace it): ((BatchModule.Description))

- Batch debit total: ((BatchModule.CuryDebitTotal))

- Currency: ((BatchModule.CuryID))

- For each transaction line (repeats once per record via the HTML data-foreach-view block below):

<div data-foreach-view="GLTranModuleBatNbr">- Account: ((GLTranModuleBatNbr.AccountID.Description)) | Debit: ((GLTranModuleBatNbr.CuryDebitAmt)) | Credit: ((GLTranModuleBatNbr.CuryCreditAmt)) | Line description: ((GLTranModuleBatNbr.TranDesc)) | Line reference: ((GLTranModuleBatNbr.RefNbr))</div>

Constraints:

- Australian English, professional, factual.

- ONE line only. Hard maximum 500 characters (the field stores 512) — prefer 120–200.

- Do not output a bullet list, line breaks, or markdown — plain text only.

- Do not fabricate purpose, counterparties, or references not present in the lines.

- If the lines are too sparse to characterise, state the account grouping and total only.
Output Data Field

Generate the following and return it in the output fields:

1. @((BatchModule.Description))(string): The standardised one-line batch description. Plain text, single line, maximum 500 characters. No leading label, no quotes, no markdown.

Output Format Tab

Section Instructions
Output Format Example

{

"((BatchModule.Description))": "Month-end payroll accrual — Wages Expense / Accrued Payroll, total AUD 48,250.00 (ref PR-2026-06)"

}

## Important Note:

Return ONLY a valid JSON object with exactly the key "((BatchModule.Description))" and no other keys. No commentary, no explanation, no markdown code fences. The value must be a single plain-text line of at most 500 characters, in Australian English, as specified on the Instructions tab.