AI Automation Prompt: Standardise Purchase Order 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 ensure every purchase order (PO) is recognisable and searchable, you can use an AI prompt to generate a clear, consistent one-line description of the PO from its vendor and line items. That way, buyers and approvers can tell what a PO is for without opening it.
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: PODESCSTD.xml

Summary Area

Field What to Enter
Prompt ID PODESCSTD
Prompt Name Standardise Purchase Order Description
LLM Connection MYOB-MANAGED
Source Form PO301000 (Purchase Orders)
Button Name Standardise Description

Instructions Tab

Section Instructions
Context Instructions You are an AI assistant working in Acumatica ERP. Act as a procurement officer maintaining a clean, searchable purchase-order register. Write in clear, professional Australian English. Your goal is a consistent house style so that any purchase order can be recognised at a glance in a list. Do not editorialise, do not invent vendors, items, or business reasons that are not present in the order data, and never restate every line — summarise to the essentials.
Task Description Produce a single standardised one-line description that tells a reader what this purchase order is for, derived only from its vendor and line items (the items purchased and their quantities).
Instructions with Input Data

Read the purchase order and its lines and compose ONE concise line that conveys:

1. The vendor the order is placed with.

2. What is being purchased — the principal item(s) or a sensible grouping of them (e.g. "office furniture", "safety gloves & PPE"), inferred from the line descriptions and items, not a full list of every line.

3. Optionally the headline quantity or order size if it helps recognition and fits the cap.

Use the following inputs:

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

- Order total: ((Document.CuryOrderTotal))

- Existing description (may be blank; replace it): ((Document.OrderDesc))

- For each order line (repeats once per record via the HTML data-foreach-view block below): <div data-foreach-view="Transactions">- Item: ((Transactions.InventoryID)) | Line description: ((Transactions.TranDesc)) | Qty: ((Transactions.OrderQty)) ((Transactions.UOM))</div>

Constraints:

- Australian English, professional, factual.

- ONE line only. **HARD MAXIMUM 60 characters** (the field stores 60) — the output MUST fit within 60 characters or it will be truncated. Prefer 35–55 characters. Count characters and shorten aggressively: abbreviate, drop the total if needed, lead with vendor + what's bought.

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

- Do not fabricate items, vendors, or purposes not present in the order.

- If the lines are too sparse to characterise, use the vendor plus the dominant item only.
Output Data Field

Generate the following and return it in the output fields:

1. @((Document.OrderDesc))(string): The standardised one-line PO description. Plain text, single line, **maximum 60 characters**. No leading label, no quotes, no markdown.

Output Format Tab

Section Instructions
Output Format Example

{

"((Document.OrderDesc))": "Officeworks — office furniture & storage, 12 units"

}

## Important Note:

Return ONLY a valid JSON object with exactly the key "((Document.OrderDesc))" and no other keys. No commentary, no explanation, no markdown code fences. The value must be a single plain-text line of AT MOST 60 characters, in Australian English, as specified on the Instructions tab. If the natural description exceeds 60 characters, shorten it to fit — never return a value longer than 60 characters.