A Document With Nothing on It: Zero and Blank Amounts in the AI Pass

Jane Doe's statement from Doe Holdings has an amount field with a printed zero in it. Lower on the same page, another amount field is empty. Both look like nothing, and they aren't the same.

In this method, the Firm handles zero amount client documents by logging what each field shows before the Preparer runs the drafting pass: a printed zero, a blank field, or "can't tell". A blank is logged as a blank field, not a zero, and a printed zero isn't logged as a missing figure. Any entry that rests on a blank stays open, marked by hand, for the Reviewer's decision.

The plugin drafts; the Firm's preparer prepares; the Reviewer signs off. Every step here is one the Firm writes and keeps, in whatever systems the Firm already uses, and the Firm can adapt the document-handling steps; the Reviewer's sign-off on the whole file stays as it is. What a zero or a blank means for the file is for the Firm's own policy to decide.

Empty, unreadable or missing

A page that's blurred or cut off is covered in when a source page can't be read.

Pages that never came in are covered in missing pages in a client document.

Here, the page is in the file and can be read; a field on it holds a zero or nothing. In this method, the Preparer reads what the field shows and doesn't guess at what the issuer meant.

Printed zero, blank field, can't tell

In this method, the Preparer logs each amount field showing a zero, blank or unclear mark as:

• Printed zero: the issuer printed a zero in the field.
• Blank field: the field is on the page and holds nothing.
• Can't tell: the field holds a mark, such as a dash, that the Preparer can't read as a zero or as empty.

If the field itself can't be read, it goes to the Firm's unreadable-page steps instead. When unsure whether a field holds a zero or nothing, the Preparer logs it as can't tell.

The labels describe the page, not the client, and the Preparer doesn't write a reason for the zero or the blank on the row.

The amount row

In this method, the Preparer adds an amount row to the file index for each field logged this way, before running the drafting pass on the folder. The Firm can add this layout to the index it already keeps.

In this method, the Preparer keeps the document as it came in and doesn't write a figure into a blank. Where it's kept is for the Firm's own policy to decide.

A line for the Firm's AI instructions

In this method, the Firm adds a line, in its own words, to its instructions for the drafting pass on a folder that holds an amount row. A version to adapt:

"Zero and blank amounts: [document, copy ID]. Cite a printed zero as a printed zero, a blank field as blank and not as zero, and a can't-tell field as can't tell. The Preparer checks and marks entries by hand."

The line is the Firm's wording, not a promise about what any drafting software does. The Preparer still checks each entry against the document and its amount row.

Checking the draft against the row

In this method, the Preparer reads each drafted entry that draws on a logged field and checks that none treats a blank as a zero or a printed zero as a missing figure. Where one does, the Preparer drafts it again by hand.

Asking the client

In this method, the Preparer asks the client or the issuer only where the Firm's method calls for a question. Which fields need one is for the Firm's own policy to decide.

Questions go in the client question log. The Firm can adapt this message:

Hi Jane, thanks for your [document name] from [issuer]. On [page], the [field label] field is [blank, or shows a dash]. Could you check with [issuer] whether it should show an amount, or send us a new copy if they issue one? If you're not sure, let us know and we'll talk it through. Thanks, [Preparer name] at [Firm]

Marking entries drafted from a zero or a blank

In this method, the Preparer marks by hand, in the entry's note, every entry drafted from a logged field. The Firm can rename the marks.

When an answer comes in

In this method, the Preparer notes the answer under "Answer" on the amount row. A new copy gets its own row on the file index, and the Preparer checks it like any other document. The Preparer redrafts and checks the entry against the answer and adds "Answer in" beside the entry's open mark. The Preparer doesn't remove an open mark; the Reviewer decides whether it still applies.

If the new copy differs from the first, the Preparer notes what differs on the entry for the Reviewer.

When no answer comes, or no question is asked

If the client can't find out, or would rather not ask, the Preparer notes that on the entry and leaves its open mark in place for the Reviewer. Where the Firm's method calls for no question, the Preparer notes "not asked" on the amount row, and the entry keeps its mark for the Reviewer. What the Firm does next is for the Firm's own policy to decide.

The pre-review check

In this method, the Preparer reads the file against this check before it goes to the Reviewer. The Firm can add its own lines.

• Each zero, blank or unclear amount field in the folder has an amount row.
• Each amount row is logged as a printed zero, a blank field or can't tell, and names who listed it.
• Each amount row shows whether a question was asked.
• The Firm's instructions hold an amount line for each document with an amount row in the drafting folder.
• No entry treats a blank field as a zero or a printed zero as a missing figure.
• Entries drafted from logged fields carry marks set by hand.
• Any entry still marked open has a note for the Reviewer.

Who asks and who decides

The Firm names people for the document-handling steps; the Reviewer decides on entries and signs off. People at the Firm do every document-handling step.

A mark or an amount row tells the Reviewer where to look. It isn't a sign-off and doesn't stand in for one. The Reviewer sees every marked entry and amount row and decides what happens with each entry, and the Reviewer signs off on the whole file, amount rows included. No file is done without the Reviewer's sign-off.

A Doe example

The names and file below are made up for illustration.

Jane Doe is a synthetic client of the Firm. Alex Doe is the Preparer and Pat Doe is the Reviewer. Among Jane's documents is a statement from Doe Holdings.

Alex reads the statement before running the drafting pass. A field near the top shows a printed zero; another, lower down, is empty. Alex adds an amount row for each and logs them as printed zero and blank field. The Firm's method calls for no question on the printed zero, so Alex notes "not asked" on that row.

Alex adds the amount line to the Firm's instructions and runs the drafting pass on the folder. Alex checks the entries against the rows, marks the entry from the zero "Printed zero", and marks the entry from the empty field "Rests on a blank, open", by hand.

Per the Firm's method, Alex asks Jane about the empty field and notes the message reference under "Asked" on its amount row. Jane sends a new copy from Doe Holdings that shows an amount in the field that was empty. Alex gives the new copy its own row, notes its copy ID under "Answer", and runs the drafting pass on it. Alex checks the redrafted entry against it and marks it "Answer in" beside its open mark, with a note for Pat that this field was empty on the earlier copy.

Alex runs the pre-review check and sends the file to Pat. Pat reviews the marked entries and the amount rows, decides what happens with each entry, and signs off on the whole file.

Where TracePrep fits

We've built a TracePrep plugin that drafts these steps in your Firm's workflow, while your preparer decides and your Reviewer signs off. Join the waitlist and we'll tell you when plugin access opens.

Get on the list for plugin access

This is general information, not tax or legal advice. In TracePrep's workflow, the plugin drafts, the Firm's preparer prepares, and the Firm's Reviewer signs off. Access to the plugin is by waitlist. Keep client data inside the systems your Firm has approved.