Assemble the monthly closing document package
The agent checks the month's source documents, assembles the closing package per customer, finds missing acts and UPD forms and drafts emails to counterparties.
Medium · 25 min · once a month
Who it fits
- Month-end close, when some acts and UPDs arrived via EDI, some by email, and some didn't arrive at all.
- An audit or an accounting request: you need to show quickly which sales aren't backed by documents.
- Not a fit if a significant share of primary documents travels on paper: the agent won't see them and will record them as missing.
Assemble the package of closing documents for [month] using 1C, Diadoc and email data. For each counterparty, match the sale or service rendered against the acceptance act, the UPD and the VAT invoice: what is signed by both sides, what was sent and is hanging unsigned, and what is missing altogether. A document sent via EDI and not signed by the counterparty does not count as received — that's a separate status, not a closed position. Don't fill a gap with a similar document from an adjacent month: if the number and date don't agree with the sale, mark it "not matched". Output an XLSX: a counterparty sheet with the status of every document, a "missing" sheet with amounts, and draft letters to the counterparties on that sheet — one letter per counterparty.
Copy the prompt or open it straight in a chat with the agent.
Try for freeHow the agent does it
Set the month and the exceptions
Name the counterparties whose documents travel on paper or through their own portal — otherwise they will end up on the missing list for no reason.
Assemble the package
The agent checks every sale in 1C against the documents in Diadoc and the email attachments and sorts the result by status rather than by "there or not".
Check the result
The letters go to counterparties, so the "missing" list is worth rereading: some of the documents usually sit somewhere the agent didn't look
Review the package. List: — sales where a document was found by amount but the number or date didn't match; — counterparties on the "missing" list whose document is in email but not in EDI; — documents sent but not signed — those cannot be counted as closed; — continuing services where the act legitimately belongs to the next month; — the bottom line: how many sales are closed and for what amount documents are missing. Don't send the draft letters: show as a list who you intend to write to and with what text.
A second prompt — the agent uses it to review its own work and show what's left for you.
What you set
1C, Diadoc, Email. From you: the month being closed and the list of counterparties whose document flow runs outside EDI.