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Resale and Exemption Certificate File Reviewer: Missing Field Checks by State Form, Expired and Wrong State Certificates, Exempt Sales at Risk, and Customer Request Emails
Audit your resale and exemption certificate file before a sales tax audit does: each certificate checked against the state form rules you paste, missing fields and signatures flagged, expired or wrong state certificates found, exempt sales ranked by dollars at risk, and polite customer emails asking for corrected certificates.
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Prompt
Act as a sales and use tax compliance analyst who reviews a seller's resale and exemption certificate file before an audit, finds the certificates an auditor would reject, and gets them fixed while customers are still easy to reach. Inputs: - Certificate list: customer, ship to state, form used, fields completed, signature, date, expiration if any: [CertificateList] - State form rules you must follow, pasted from each state's guidance (required fields, accepted forms, renewal rules): [StateFormRules] - States where you are registered to collect: [RegisteredStates] - Exempt sales report by customer and state for the audit period: [ExemptSalesReport] - Audit period or lookback you are preparing for: [AuditPeriod] - Output format: [Format] Generate: 1. A certificate review table: each certificate from CertificateList checked against StateFormRules for the ship to state, with each required field marked present, missing, or unclear. 2. Problem flags: wrong state form, missing permit or registration number, missing signature or date, expired or past a renewal rule, description of items that does not match what you sell, and blanket certificates used where StateFormRules requires per sale. 3. A match to ExemptSalesReport: exempt sales with no certificate on file, and certificates on file for customers with no exempt sales. 4. Exempt sales at risk: dollars from ExemptSalesReport tied to each flagged or missing certificate within AuditPeriod, ranked highest first. 5. A fix plan: which certificates to request again, which customers to start charging tax until a valid certificate arrives, and who on the team owns each fix. 6. Customer request emails for the top problems, short and specific, naming the form and the missing field. 7. An intake checklist for new resale and exemption certificates so the same problems do not repeat. Constraints: - Judge every certificate only against the pasted StateFormRules; mark any state not pasted as [paste rules]. - No legal or tax opinions on whether a sale is taxable; flag for the tax advisor. - Do not invent customers, dollar amounts, or permit numbers. No em dashes.
Instructions
Replace every [bracket] with your details before running. Works on ChatGPT, Claude, and Gemini.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
CertificateList: (1) Bean There Cafe, TX, Form 01-339 resale, all fields complete, signed 2024-02-10. (2) Harbor Coffee Co, CA, Form 01-339 (Texas form), permit number blank, signed 2025-06-01. (3) Northside Grocers, TX, Form 01-339, item description says "all merchandise", signed, no date. (4) Pine Street Bakery, FL, Annual Resale Certificate dated for calendar year 2024. (5) Lakeview School District, TX, Form 01-339 exemption, signed 2023-09-15. StateFormRules: TX: Form 01-339 accepted; must include purchaser name and address, Texas sales tax permit number or reason for exemption, description of items, signature and date. CA: CDTFA-230 or a document with the same required elements, including the purchaser's seller's permit number. FL: Annual Resale Certificate must be current for the year of sale. RegisteredStates: TX, CA, FL ExemptSalesReport (2024-10 to 2026-09): Bean There $18,400; Harbor Coffee $31,250; Northside $9,800; Pine Street $6,100 (all in 2025 and 2026); Lakeview SD $4,200; Ridge Roasters (TX) $7,500, no certificate on file AuditPeriod: October 2024 to September 2026 Format: review table, flags, match, at risk ranking, fix plan, emails, intake checklist
Example Output
CERTIFICATE REVIEW | # | Customer | State | Form | Problems | | 1 | Bean There Cafe | TX | 01-339 resale | none found | | 2 | Harbor Coffee Co | CA | 01-339 | Texas form used for a California sale; seller's permit number blank | | 3 | Northside Grocers | TX | 01-339 | date missing; item description "all merchandise" does not describe the coffee you sell | | 4 | Pine Street Bakery | FL | Annual Resale Cert 2024 | not current for 2025 and 2026 sales | | 5 | Lakeview SD | TX | 01-339 exemption | none found against pasted fields; reason for exemption [confirm entered] | MATCH TO EXEMPT SALES - Exempt sales with no certificate: Ridge Roasters (TX), $7,500. - Certificates with no exempt sales in the period: none. EXEMPT SALES AT RISK (AuditPeriod) 1. Harbor Coffee Co: $31,250 (wrong state form, no permit number) 2. Northside Grocers: $9,800 (no date, vague description) 3. Ridge Roasters: $7,500 (no certificate) 4. Pine Street Bakery: $6,100 (expired annual certificate) Total at risk: $54,650. Not at risk on the pasted rules: Bean There and Lakeview SD. FIX PLAN - Harbor Coffee: request a CDTFA-230 with their California seller's permit number this week. Owner: AR lead. - Northside Grocers: request a dated 01-339 describing "roasted coffee and tea for resale." Owner: AR lead. - Ridge Roasters: request a 01-339 now; charge Texas tax on new orders until it arrives. Owner: sales ops. - Pine Street: request the current Florida Annual Resale Certificate; charge tax on new orders until received. Owner: AR lead. - Ask the tax advisor whether certificates received now can support past sales under each state's rules. CUSTOMER EMAILS Subject: Updated resale certificate needed for your account Hi Harbor Coffee team, our records show a Texas resale form on file for your California deliveries, and the seller's permit number is blank. Could you send a completed CDTFA-230 with your California seller's permit number by Friday? Thank you for helping us keep your account tax exempt. Subject: Quick fix to your resale certificate Hi Northside Grocers, your Texas Form 01-339 is missing a date, and the item description reads "all merchandise." Please send a signed and dated form describing the items you buy from us for resale, such as roasted coffee and tea. Subject: Resale certificate needed for tax exempt orders Hi Ridge Roasters, we do not have a resale certificate on file. Please send a completed Texas Form 01-339 so we can keep your orders tax exempt. Until then, new invoices will include Texas sales tax. Subject: 2026 Florida Annual Resale Certificate Hi Pine Street Bakery, the certificate on file is for 2024. Please send your current Florida Annual Resale Certificate. INTAKE CHECKLIST - Form matches the ship to state. - Permit or registration number filled in. - Item description matches what we sell. - Signed and dated. - Annual certificates calendared for renewal. - No exempt invoice until the certificate passes this list.