Prompt: check purchase requests against your approval rules
Have an AI apply your purchasing rules to each request, cite the clause behind every HOLD, and point out contradictions in the procedure itself instead of settling them quietly.
Works with: ChatGPT, Claude, Copilot, Gemini
The task
Check purchase requests against an approval procedure, including the edge cases at the limit, and find contradictions in the procedure.
Audit this fictional purchasing procedure and control checklist. Cite clause IDs. Never silently resolve contradictions. For each request, say PERMIT or HOLD using all applicable rules in P1, P2 and C1, list unmet conditions, and separately explain any procedure contradiction. P1: A request must contain vendor and CAD amount. P2: CAD500 or more needs manager approval before ordering. P3: Finance verifies the vendor after the order is placed. C1: No order may be placed before finance confirms the vendor. R1: vendor=Example A; amount=499.99; manager_approved=false; vendor_verified=true. R2: vendor=Example B; amount=500; manager_approved=false; vendor_verified=true. R3: vendor=Example C; amount=501; manager_approved=true; vendor_verified=false. Propose a replacement for P3 labelled DRAFT FOR PROCESS OWNER REVIEW that makes the sequence consistent with C1.
How to use it
- Run it with the fictional procedure: R2 sits exactly on the limit, and P3 contradicts C1.
- Replace P1–C1 with your own clauses and R1–R3 with a few real requests (no personal data).
- Have the process owner decide every contradiction; the AI's draft is only a proposal.
What you get
PERMIT or HOLD for each request with the clause behind it, the unmet conditions, a separate note on the contradiction, and a labelled draft for the owner.
(excerpts) R1: PERMIT. P2: Doesn't apply (499.99 < 500) R2: HOLD. P2: manager approval missing (500 counts as "500 or more") R3: HOLD. C1: finance hasn't confirmed the vendor Contradiction in the procedure (P3 vs C1). I have not resolved it. DRAFT FOR PROCESS OWNER REVIEW P3 (proposed): Finance must verify the vendor and record the confirmation (who verified it and on what date) before any order is placed.
Where should you start with AI?
The free assessment gives you, in 4 minutes, the 3 tasks to automate first in your business.