# Get a weekly numbers summary you can trust Version 1.1 ยท Kramaniti Kosh > How to use this file: fill in the Working template section below. It opens in any text editor, or you can paste the whole file into ChatGPT, Claude or Gemini and ask it to help you fill it in for your business. ## Intended outcome A one-page summary each week of sales, stock, money owed to you and money you owe, written by an assistant from the sheets you already keep. Every number says which sheet and which line it came from, anything missing or odd is flagged instead of guessed, and a named person checks the page before the owner reads it or acts on it. ## Before you begin - The places your numbers live today (billing software export, stock register, a dues sheet, a bank statement, a notebook someone types up) - The five to eight numbers you actually look at each week, and nothing more - A fixed day and time when the sheets are up to date - One person who checks the summary against the sheets before it reaches the owner ## How to use 1. Fill in the sources, the numbers you want and the checks below once. Keep the list short. A summary with twenty numbers gets skimmed and stops being read. 2. Each week, give the assistant this brief and that week's sheets. Ask it to use only those sheets, to name the sheet and line behind every number, and to write "missing" or "does not match" instead of filling a gap. 3. The checker compares each number with its source, marks the summary checked and adds a note on anything flagged. Only then does it go to the owner, who decides what to do about it. ## Working template ## Business and people Business: What you sell and where (one line): Owner who reads the summary: Checker (compares every number with its source before the owner sees it): Backup checker when that person is away: Day and time the summary is due: ## Where the numbers come from Copy this block for each source. - Source name (for example "billing export", "stock register", "dues sheet"): - What it holds: - Who keeps it up to date: - Updated until (day and time each week): - Where the file lives: ## Numbers we want each week Keep this to the numbers the owner actually uses. For each one, write which source it comes from and how it is worked out in plain words. - Number: - Comes from: - How it is worked out: - Compare with (last week, same week last year, a target the owner set): Suggested starting list, cut or change it: - Sales this week - Cash and UPI collected this week - Money customers owe us, and how much of it is overdue - Money we owe suppliers that falls due next week - Items running low, from the stock register - Anything returned, cancelled or written off ## Checks the assistant must run - Totals match between sources where they should (for example sales in the billing export and collections in the dues sheet) - No source is older than the "updated until" time - Any number that moved a lot from last week is flagged, with the lines behind it - Any row with a blank amount, date or name is listed, not skipped ## Summary layout 1. The numbers, each with its source and line 2. What changed from last week, in plain words 3. Flags: missing data, numbers that do not match, sources not updated 4. Questions for the owner (only things the sheets cannot answer) 5. Checked by (name and date) ## What the assistant may and may not do The assistant may: - Add up, compare and summarise numbers from the sheets it was given - Point out gaps, mismatches and big changes - Suggest questions for the owner to ask The assistant may not: - Fill a missing number with an estimate or last week's figure - Change or correct anything in the source sheets - Tell staff, suppliers or customers anything, or place orders - Give tax, GST or accounting advice ## Stop rules - If a source has not been updated, say so at the top and leave its numbers out. Do not reuse old figures. - If two sources disagree, show both and flag it. Do not pick one. - No summary goes to the owner until the checker has compared every number with its source. - Any decision to reorder, chase a customer, pay a supplier or talk to staff is made by a person, not by the summary. - Do not paste bank passwords, customer ID documents or full account numbers into an AI tool. ## Owner and review Summary owner: Look at this brief again after the first month, and whenever a source sheet changes its layout. ## Demonstration This is an illustrative scenario, not a client case study or a measured result. Do not reuse its details as facts about your work. A sample family-run hardware and paint store keeps its numbers in three places: the billing software, a stock register the shop assistant updates every evening, and a dues sheet the owner's son keeps for contractors who buy on credit. On Sunday the owner wants to know how the week went without opening all three. ### Sample inputs Demonstration inputs only. Every amount below is a placeholder, not a real figure. Billing export: weekly sales [amount A]. Dues sheet: contractor balances totalling [amount B], with one contractor's row missing a date. Stock register: last updated Friday evening, so Saturday's entries are not in it. The owner asked for five numbers: sales, collections, contractor dues, low stock and supplier payments due next week. ### Example output #### The numbers [Fact within this demonstration] Sales this week: [amount A], from the billing export, weekly total line. Contractor dues: [amount B], from the dues sheet, total row. Supplier payments due next week: listed from the dues sheet's supplier tab. #### Flags [Fact within this demonstration] The stock register was last updated on Friday, so low stock is left out this week. One contractor row in the dues sheet has no date, so it cannot be marked overdue or not. #### What changed [Inference] Collections look lower than sales this week, which may only mean contractors bought on credit. The checker should confirm this from the dues sheet before the owner reads anything into it. #### Next step [Recommendation] The son fills in the missing date and the shop assistant brings the stock register up to date, then the summary is run again and checked. This recommendation is not the business's decision. ## Quality check Every number names its source and line; nothing missing was filled with an estimate; sources that were not up to date are flagged at the top; mismatches between sources are shown, not resolved by the assistant; the checker compared each number with its source and signed the summary; any action was decided by a person. ## Limits and human review The template helps you read your own numbers in one place each week; it does not audit your books, check that the sheets are correct, or give accounting, tax or GST advice. Take those questions to your CA. A summary is not approval to reorder, chase a customer, pay a supplier or change anyone's work. Keep consequential actions with the named human owner. ## Edition notes New in Kosh at version 1.1. Provider-neutral Markdown instructions; no installation or platform compatibility is implied. Runtime behaviour has not been verified across AI providers. Reuse terms have not yet been published. Background reading: [Documentation Is the Operating System Between Decisions](/insights/documentation-is-the-operating-system-between-decisions/), on keeping the record that decisions depend on, and [AI Observability Is Becoming the Trust Layer](/insights/ai-observability-is-becoming-the-trust-layer/), on being able to see where an AI output came from. Building an assistant like this around the sheets you already keep, with a person checking its work, is Kramaniti's [Systems Engineering](/build/) work.