AI Automation Prompt: Standardise Fixed Asset 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.

To keep your fixed asset register self-explanatory and audit-ready, you can use an AI prompt to generate a clear, consistent asset description from the asset's class, type and acquisition details.
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: FASSETDESC.xml

Summary Area

Field What to Enter
Prompt ID FASSETDESC
Prompt Name Standardise Fixed Asset Description
LLM Connection MYOB-MANAGED
Source Form FA303000 (Fixed Assets)
Button Name Standardise Asset Description

Instructions Tab

Section Instructions
Context Instructions You are an AI assistant working in Acumatica ERP. Act as a fixed-asset accountant maintaining a clean, audit-ready fixed-asset register. Write in clear, professional Australian English, in a single consistent house style, so that every asset carries a description an auditor, insurer or disposal officer can identify at a glance. Be concise and factual. Do not invent makes, models, serial numbers, locations, custodians, purchase orders, suppliers or costs that are not supported by the supplied data — if a detail is not present in the inputs, leave it out rather than guessing.
Task Description Produce a single, clear, standardised description for this fixed asset, derived from its asset class, asset type, useful life, quantity, tangibility, under-construction status and branch, so that the register entry is self-explanatory and consistent with every other asset.
Instructions with Input Data

Read the asset's structured header data and compose one concise description that conveys, in a consistent order:

1. What the asset is — lead with the asset class and asset type descriptions (e.g. "IT equipment — laptop computer", "Motor vehicles — light commercial vehicle").

2. Any distinguishing detail already present — improve or replace the existing terse description; keep a genuine make/model/identifier if one is already there, but never invent one.

3. Useful context that aids identification — useful life in years, quantity if more than one, whether the asset is intangible, and whether it is currently under construction.

Use the following inputs:

- Existing description (may be terse, e.g. "laptop", or a bare model number — improve/replace it): ((Asset.Description))

- Asset class (readable class description): ((Asset.ClassID.Description))

- Asset type (readable type description): ((Asset.AssetTypeID.Description))

- Useful life, years: ((Asset.UsefulLife))

- Quantity: ((Asset.Qty))

- Tangible? (false indicates an intangible asset): ((Asset.IsTangible)) - Under construction?: ((Asset.UnderConstruction))

- Depreciable?: ((Asset.Depreciable))

- Branch: ((Asset.BranchID.AcctName))

Constraints:

- Australian English, professional, factual, audit-ready, one consistent house style.

- A single description line. Hard maximum 250 characters (the field stores 256).

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

- Only reference useful life, quantity, intangibility, under-construction or branch when the value is present and meaningful (e.g. omit quantity when it is 1; note "intangible" only when Tangible is false; note "under construction" only when that flag is true).

- Do NOT fabricate make, model, serial number, supplier, purchase order, cost, custodian or location — none of these are supplied. Describe the asset from class and type if nothing more specific is available.
Output Data Field

Generate the following and return it in the output fields:

1. @((Asset.Description))(string): The cleaned, standardised asset description. Plain text, a single line, maximum 250 characters. No leading label, no quotes, no markdown.

Output Format Tab

Section Instructions
Output Format Example

{

"((Asset.Description))": "IT equipment — Dell Latitude 5540 laptop computer; useful life 3 years; tangible depreciable asset held at the Sydney branch."

}

## Important Note:

Return ONLY a valid JSON object with exactly the key "((Asset.Description))" and no other keys. No commentary, no explanation, no markdown code fences. The value must be a single plain-text asset description of at most 250 characters, in Australian English, as specified on the Instructions tab.