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Enter a Rillet vendor bill
Write

Enter Rillet vendor bills coded the way you always code them

For accounts payable teams who want a vendor bill entered in Rillet by their AI assistant, with duplicates and GL coding checked first.

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Enter a Rillet vendor bill
Enter a bill from Fabrikam, expense number EXP-2207, for 3,450 for October cloud hosting.
No bill EXP-2207 exists for Fabrikam, so this will be new. - Amount: 3,450.00 USD, dated today - GL account: 6120 Hosting, from Fabrikam's past bills - Due: 6 November, from net 30 terms Shall I create the bill?
Rillet
Sample figures. Your results come from your own account.
rillet-get-vendors
rillet-get-bills
rillet-get-bill-lines
rillet-get-accounts
rillet-add-bill

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Rillet

Rillet
Run it on your own Rillet data.

Connect Rillet, pick your AI tool and paste the prompt.

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The problem

Duplicate and miscoded bills that surface at month end

Entering a vendor bill means finding the vendor, checking the expense number is not already in, remembering the usual GL account and working out the due date. A duplicate or miscoded bill is easy to miss until month end.

Without PopdockAI

  • Search Rillet for the vendor
  • Check whether the expense number was already entered
  • Look back at old bills to find the usual GL account
  • Work out the due date from payment terms

With PopdockAI

  • The vendor found in Rillet, never created
  • A stop when a bill with the same number exists
  • GL account, currency and due date taken from the vendor's history
  • The full bill confirmed, created once and read back

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Enter a vendor bill from `{vendor-name}` with expense number `{expense-number}` for `{amount}`, described as `{description}`, dated today unless the user says otherwise, and coded to the GL account this vendor's bills normally use.

**Step 1: Resolve the vendor**

Call `rillet-get-vendors` (it takes no filters) and find the vendor whose `name` matches `{vendor-name}`. If more than one matches, list them and stop. If none match, say so and stop; do not create a vendor.

**Step 2: Check for a duplicate**

Call `rillet-get-bills` filtered by `expense-number` = `{expense-number}`. If a bill already exists with that number, show it and stop.

**Step 3: Choose the coding**

* Call `rillet-get-bill-lines` filtered by `vendor-id` and find the `account-code` and `currency` used most often on this vendor's past bills. If there are none, use the vendor's own `account-code`, and failing that ask the user.
* Call `rillet-get-accounts` to confirm the account is active and to show its name.
* Due date: bill date plus the vendor's `payment-terms`, read as days (for example Net 30 is 30 days). If the terms cannot be read, ask.

**Step 4: Confirm, then write once**

Show the user: vendor, expense number, bill date, due date, one line with the amount, currency, account code and name, and description. Ask them to confirm or change the coding. Only after they say yes, call `rillet-add-bill` once, with `vendor-id`, `expense-number`, `bill-date`, `due-date`, `line1-amount`, `line1-currency`, `line1-account-code` and `line1-description`.

**Step 5: Verify**

Call `rillet-get-bills` filtered by `expense-number` and show the stored bill.

**Rules & Guidelines:**

* `rillet-add-bill` is the only write tool you may call, and only once, after confirmation.
* Do not call `rillet-add-vendor`, `rillet-add-account` or `rillet-update-bill`.
* If the user wants the bill split across accounts, use line 2 and line 3 of `rillet-add-bill`, and check the lines total `{amount}` before confirming.

**Validation:**

* If `{amount}` is not a positive number, ask again.
* If the coding is a guess (no past bills), say so in the confirmation.

Who it's for

One answer, three teams that use it

Accounts payable

Enter bills without looking up old ones

The GL account and due date come from the vendor's history, so a bill takes one message.

Enter a 1,200 bill from Contoso Cleaning, expense number CC-0915, for September office cleaning.

AP managers

Stop duplicate bills at entry

The expense number is checked before anything is created, so the same invoice is never entered twice.

Has Northwind Traders bill NT-4471 been entered in Rillet yet? If not, enter it for 860.

Controllers

Keep expense coding consistent

Bills follow the vendor's usual coding, with a warning when the account is a guess, so month end needs fewer reclasses.

Enter a Fabrikam bill for 5,000 split across hosting and support, and show me the coding first.

How it works

What PopdockAI does when you ask

You give the vendor, expense number, amount and description, and your AI assistant checks for a duplicate and codes the bill from past bills. Nothing is created until you have seen the full bill and said yes.

01

Ask

You give the vendor, expense number, amount and description.

Your AI tool

02

Check

It finds the vendor and checks for a bill with the same number.

rillet-get-vendors
rillet-get-bills

03

Code

It takes the GL account, currency and due date from the vendor's history.

rillet-get-bill-lines
rillet-get-accounts

04

Create

You confirm the bill, then it is created once and read back.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for Rillet and one secure connection to your AI tool. No code, no exports.

get-data

rillet-get-vendors

Returns vendors (name, contact, address, payment terms, 1099 status) from Rillet.
get-data

rillet-get-bills

Returns vendor bills (expense number, vendor, dates, status) from Rillet.
get-data

rillet-get-bill-lines

Returns vendor bill line items with account codes, amounts and service periods from Rillet.
get-data

rillet-get-accounts

Returns chart of accounts entries (code, name, type, status) from Rillet.
run-action

rillet-add-bill

Creates a vendor bill in Rillet with up to three lines. Fill line 1; add lines 2 and 3 only if needed.
Read only.Nothing in Rillet Changes

This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.

How Popdock AI secures your data

The outcome

Bills entered once and coded the same way every time

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.

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