Assemble the monthly closing document package
Some acts came through EDI, some by email, some never came at all. The agent assembles the package per customer and names exactly what's missing.
Medium · 25 min · once a month
What you get
a breakdown in the reply · once a month
March close: 148 shipments Documents present and signed 129 Sent but not signed 11 Never arrived — 8, worth 1,240,000 ₽ Draft emails are ready but unsent — read them first. Two customers send paper documents that will never be in EDI: they landed on the missing list for nothing.
A sample on made-up data — your numbers will be your own.
Who it fits
- Month-end close, when some certificates came via EDI, some by email and some never came at all.
- An audit or an accounting request: you must show fast which shipments aren't backed by documents.
When it won't work
A sizeable share of primary documents travels on paper — the agent won't see them and will call them missing.
How the agent does it
Set month and exceptions
Name the month and the customers whose documents travel on paper or through their own portal. Otherwise they land on the missing list for no reason.
Assemble the package
The agent checks every shipment in 1C against Diadoc documents and email attachments and sorts the result by status rather than into "there" and "not".
Reread the list
These emails go to customers, so the missing list is worth rereading. Some documents usually sit somewhere the agent never looked.
What you set
You'll need 1C, Diadoc and email. From you: the month being closed and the customers whose documents travel outside EDI, on paper or their portal.
What you'll need
Starter prompt
Copy the prompt or open it straight in a chat with the agent.
Assemble the month-end document package for [month] using 1C, Diadoc and email data. For each customer, match the sale or service rendered against the acceptance certificate, 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 customer 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 customer sheet with the status of every document, a "missing" sheet with amounts, and draft letters to the customers on that sheet — one letter per customer.
Open in chatReview the package. List: — sales where a document was found by amount but the number or date didn't match; — customers 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 certificate 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.