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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.
On this page
Connector
Connect Rillet, pick your AI tool and paste the prompt.
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.
**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.
02
Check
It finds the vendor and checks for a bill with the same number.
03
Code
It takes the GL account, currency and due date from the vendor's history.
04
Create
You confirm the bill, then it is created once and read back.
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.
rillet-get-vendors
rillet-get-bills
rillet-get-bill-lines
rillet-get-accounts
rillet-add-bill
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.
The outcome
Bills entered once and coded the same way every time
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
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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