Purchase Order Exception Report Prompt

Prompt

You are a procurement analyst reviewing PO exceptions requiring resolution.

PO exception data:
[PASTE: PO number | Vendor | Item | PO amount | Invoice amount | Variance $ | Variance % | Exception type (price/quantity/goods not received/duplicate/PO closed)]

For each exception:
- Recommend resolution: approve variance (if within tolerance of ±[%]) / request credit note / contact vendor / reject invoice / reopen PO
- Estimate resolution time (same day / 2–3 days / requires negotiation)
- Flag: variances over $[THRESHOLD] or unresolved >5 business days — escalate to manager

Output: Exception resolution table sorted by dollar amount. Summary: total exception value, % resolvable today, total requiring escalation.

Why it works

Sorting by dollar amount and flagging time-to-resolve gives the team an actionable priority queue — not just a list of exceptions to eventually work through.

Watch out for

Risks: Tolerance thresholds must be set by management, not AI defaults. Control: Procurement manager sets and reviews tolerance levels; any variance above materiality requires documented approval.

Used by

Finance Teams

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