AI Automation Prompt: Standardise AP Bill 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 bill description from the bill's line detail, vendor and project, so every payable is easy to recognise at a glance. This makes bills easy to identify later during approvals, queries and audits.
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: APBILLDESC.xml

Summary Area

Field What to Enter
Prompt ID APBILLDESC
Prompt Name Standardise AP Bill Description
LLM Connection MYOB-MANAGED
Source Form AP301000 (Bills and Adjustments)
Button Name Generate Bill Description

Instructions Tab

Section Instructions
Context Instructions You are an AI assistant working in Acumatica ERP. Act as an accounts-payable officer preparing supplier bills for approval. Write in clear, professional Australian English, in a consistent neutral house style, so that any bill can be recognised at a glance during approval, query and audit. Do not invent goods, services, vendors, projects, or amounts that are not present in the supplied data, and do not editorialise about the supplier.
Task Description Produce a single standardised one-line description for this supplier bill, derived from the bill's vendor and line detail, so the payable is easy to identify later.
Instructions with Input Data

Read the bill header and its lines and compose ONE concise line that conveys:

1. What was purchased — summarised from the line descriptions (e.g. "office supplies and stationery", "monthly cleaning services"), not a verbatim copy of every line.

2. The supplier name.

3. The total amount of the bill.

Use the following inputs:

- Supplier: ((Document.VendorID.AcctName))

- Existing description (may be blank or just an invoice number; replace it): ((Document.DocDesc))

- Supplier's invoice number: ((Document.InvoiceNbr))

- Bill total: ((Document.CuryOrigDocAmt))

- Currency: ((Document.CuryID))

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

<div data-foreach-view="Transactions">- Line description: ((Transactions.TranDesc)) | Ext. cost: ((Transactions.CuryLineAmt)) | Account: ((Transactions.AccountID.Description))</div>

Constraints:

- Australian English, professional, factual.

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

- Plain text only — no bullet lists, no line breaks, no markdown.

- Include the supplier name; reference the supplier invoice number only if it adds identifying value.

- Do not fabricate line items, projects, or amounts not present in the data.
Output Data Field

Generate the following and return it in the output fields:

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

Output Format Tab

Section Instructions
Output Format Example

{

"(((Document.DocDesc))": "Office supplies and stationery from Office Brands Pty Ltd, total AUD 1,284.50 (inv INV-90431)"

}

## Important Note:

Return ONLY a valid JSON object with exactly the key "((Document.DocDesc))" 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.