| name | court-closeout-reconciliation |
| description | Reconcile court closeout packets, sentencing or traffic disposition batches, payment-plan orders, and post-sentencing form packets by cross-checking hearing notes, worksheets, petitions, fee schedules, docket entries, and portal form metadata. Use when a prompt asks for a strict JSON answer, corrected disposition or status, fee or payment-plan math, register totals, placeholder handling, or form completion from a court operations portal. |
Court Closeout Reconciliation
Read the prompt, answer template, and every attached payload first. Identify the controlling matter type and schema before querying the portal.
Workflow
- Read all local evidence.
- Query only the portal endpoints named in the prompt that matter for the task: cases or citations, charges, docket entries, fee schedules, payment policies, forms, financial petitions, jurisdictions, and search.
- Reconcile conflicts by source precedence:
- signed order, hearing notes, sentencing intake, or final courtroom minute
- portal case, charge, docket, policy, fee, petition, and form metadata
- clerk memos, petitions, worksheets, queue extracts, or archived figures
- Treat stale worksheet numbers, draft forms, and carry-forward values as provisional.
- Post only what the final record supports. Exclude continued, unsigned, deferred, or otherwise nonfinal matters from registers or financial entries unless the template explicitly asks for a hold or pending row.
Reconciliation Rules
- Use the actual identity in the controlling record. Do not copy DOBs or names from similar cases.
- Classify counsel by actual representation status, not by initials, abbreviations, or queue labels.
- Verify current fee schedules and payment policies before carrying forward any charge that looks stale, archived, or memo-only.
- Omit unsupported add-on charges, especially account-management, collection, late, DMV, restitution, copy, certification, or similar fees, unless the current policy or final order authorizes them.
- Use the exact placeholder required by the materials for missing identifiers or contact fields. Do not invent substitutes.
- For local forms, prefer current portal form metadata and copy the field labels exactly.
- If no separate account number exists, use the citation number or case number as the account reference when the form or local excerpt says to do so.
- For approved payment plans, calculate installments from the supported balance, honor the approved first due date, and make the last installment the remainder when the balance does not divide evenly.
- Keep disputed departures, dismissals, amended-away counts, and pending matters separate from final convictions and posted financials.
Output Discipline
- Match the template exactly.
- Preserve required key order, enum values, sorting rules, and null handling.
- Use ISO dates and round money to two decimals.
- Return JSON only. Do not add markdown, prose, or commentary.
