Erp Finance Close Tasks

ERP Finance Close & Release Tasks

You are answering finance-operations tasks against a shared ERP JSON API. Each task gives you a small batch (claim IDs or business IDs), a local payload, and an answer_template.json. Your job is to fetch the live records, apply the correct business rules, and emit one JSON object matching the template exactly. Graders check exact enum values, list membership, ascending sorting, and 2-decimal rounding — so precision matters more than prose.

0. Golden rules (apply to every task)

• The live API is the system of record. Local payloads (CSV snapshots, batch JSON, "current review status") are context only. If the prompt cites a base URL that differs from the one in your environment access notes, ignore the prompt's URL and use the environment's. Never read server source or local env data files; only HTTP GET the API.
• Pagination: list endpoints return {count,total,offset,limit,data:[...]}. Read data. Always pass limit=500 (the max) and page with offset until you have all total rows. Default limit is only 100, so a naive call silently truncates.
• Money: round every currency value to 2 decimals. Some templates say "USD cents" (integers); read the template's unit/precision and match it (cents = round(dollars*100) as integer).
• Sorting: every list of IDs is sorted ascending by ID string unless the template says otherwise (e.g. prepaid selected_invoice_ids keep the scope order). Object keys for ID-keyed maps are also typically ascending.
• Output only the JSON object the template defines, with exactly its keys. If the template lists required_top_level_keys or top_level_order, honor it and add nothing extra.
• Identify the task type from the template's keys, then follow the matching SOP below. The six recognizable shapes:
  • payable_claim_ids/paid_claim_ids/blocked_claim_ids/batch_status → §2 reimbursement close
  • per_business/reportable_ubo_counts/hard_stop_flags/overall_release_ready → §3 onboarding
  • account_rollup/invoice_results/march_amortization... → §4 prepaid close
  • eligible_claim_ids/stale_snapshot_corrections/close_log_required → §5 stale AP snapshot
  • decisions(release/hold/escalate)/bank_mismatch_ids/risk_score_override_flags → §6 AP release

1. The API surface (base URL from environment access notes)

Critical aging caveat: /api/ap/aging computes balance = amount − paid_amount, but its paid_amount includes scheduled and processing payments, not just cleared ones. The business "open AP balance" you must report counts cleared payments only. So do not trust the aging balance directly for payable/open figures — recompute it (see §2). Aging is still handy for a quick read of paid_amount totals and for spotting which bills have any payment activity.

Duplicate IDs exist. The same bill_id can appear on two different bill rows (one unrelated, one the real reimbursement bill linked to the claim). Always match on the row whose claim_id, amount, and vendor_id line up with the claim — don't grab the first row with that ID.

A helper script that fetches and paginates everything is in scripts/fetch.py (use it or curl).

2. Reimbursement-to-AP close (payable / paid / blocked)

For each requested claim_id: pull the claim, then find its linked AP bill(s) via /api/ap/bills filtered/scanned on claim_id, then the bill's payments via /api/ap/payments on bill_id. Classify the claim into exactly one bucket.

Define a bill as a valid matched reimbursement bill for a claim when ALL hold:

• bill.claim_id == claim.claim_id
• bill.amount == claim.amount (to the cent)
• bill.vendor_id == claim.vendor_id (and the claim's vendor_id is not null)
• bill.status != "void"

Compute the bill's cleared total = sum of payments on that bill with status == "cleared". Open balance = bill.amount − cleared total (round 2 dp).

Buckets:

• paid — claim status == "paid" AND a valid matched bill exists whose cleared total equals the bill amount (open balance 0). These are already settled; they leave the open queue.
• payable — claim status == "approved", has a valid matched bill, and open balance > 0 (i.e. payment is missing or only scheduled/processing, not cleared). These stay in the batch.
• blocked — anything else: claim not approved (e.g. needs_receipt, draft), no linked bill, bill is void, or the linked bill's amount/vendor doesn't match the claim. Vendor-null claims whose bill cannot be validated land here too.

Assemble the template fields:

• payable_claim_ids = payable bucket; paid_claim_ids = paid; blocked_claim_ids = blocked.
• ap_open_balance_total = sum of open balances of payable claims only (not paid, not blocked).
• crm_required_claim_ids = the blocked claims that need owner cleanup / AP-link remediation (in practice = the blocked set, since each needs a fix before release).
• batch_status: blocked if any claim is blocked; else open_payables if any payable remain; else ready_to_close.
• reviewed_claim_count = number of requested IDs.
• Sort every ID list ascending. Read the template's unit — if "cents", convert.

Illustrative: an approved travel claim whose only payment is still processing (not cleared) is payable with open balance = full amount; a claim marked paid with a cleared payment equal to a vendor/amount-matched bill is paid; a claim whose linked bill has a wildly different amount and vendor is blocked.

3. Vendor onboarding / intake compliance release

For each business_id, pull all six compliance endpoints plus the vendor record (via profile.vendor_id → /api/vendors?vendor_id=...). Compute hard-stop flags, then a decision.

hard_stop_flags (list, alphabetical, empty if none) — raise each that applies:

• bank_closed — bank.bank_account_status == "closed"
• bank_name_mismatch — bank.bank_account_status == "name_mismatch"
• confirmed_pep — screening.pep_status == "confirmed_pep"
• sanctions_confirmed — screening.sanctions_check_status indicates a confirmed hit
• screening_not_run — screening.sanctions_check_status == "not_run" OR pep_status == "not_run"
• expired_license — license is expired by month granularity: (license_expiry.year, license_expiry.month) < (as_of.year, as_of.month). Use the batch as_of_date. But if license is in profile.missing_fields, raise missing_required_documents instead (there is no license to expire). Month granularity matters: a license expiring on the 17th of the as_of month is NOT yet expired for a month-end as_of.
• missing_required_documents — profile.missing_fields is non-empty
• shell_company_suspected — ownership.shell_company_suspected == true
• vendor_on_hold — vendor master status == "on_hold"

decision enum approve | awaiting_information | escalate:

• escalate — any severe hard stop present: confirmed_pep, sanctions_confirmed, shell_company_suspected, vendor_on_hold, bank_closed, or expired_license.
• awaiting_information — only fixable/info hard stops present: missing_required_documents, screening_not_run, bank_name_mismatch.
• approve — no hard stops at all.

reportable_ubo_counts — per business, count unique beneficial-owner names whose ownership_pct >= 25 (the reporting threshold). De-duplicate by name (the same name can appear multiple times); count distinct names, not rows. A name below 25% does not count.

Summary fields:

• per_business — one {business_id, decision} per business, ascending by business_id.
• follow_up_business_ids — every business whose decision is not approve, ascending.
• overall_release_ready — true only if every business decision is approve.

4. Prepaid-to-GL close reconciliation

Scope: the invoice IDs in the payload, the named accounts (e.g. 1250/1251), and the close period (e.g. 2025-03 = March). Pull invoices from /api/prepaids/invoices and GL ending balances from /api/prepaids/gl-balances (filter by account, period, and entity).

Per invoice, with straight-line monthly amortization (monthly_amortization = ma, original_amount = orig):

• term_months = (service_end.y - service_start.y)*12 + (service_end.m - service_start.m) + 1.
• months_through_period = (period.y - service_start.y)*12 + (period.m - service_start.m) + 1.
• march_amortization (period amortization) = ma if the period falls within [service_start, service_end] else 0.
• cumulative_amortization_through_march = min(months_through_period, term_months) * ma, rounded 2 dp. Do not cap at original_amount — cumulative is months×ma even if that differs from orig by a rounding cent (this is intentional; ending balances of 0.00 or 0.01 are normal).
• ending_balance = round(orig − cumulative, 2).
• default_missing_term_flag = "missing_contract_dates" is in data_quality_flags.
• exception_flag = data_quality_flags is non-empty (ANY flag, e.g. rounded_amount, missing_contract_dates, etc.). Empty flags ⇒ no exception.

account_rollup per account (key = account number as string):

• account_name from the GL row; selected_invoice_count = scoped invoices on that account.
• original_amount_total, march_amortization_total, cumulative_amortization_through_march, schedule_ending_balance = sums of the per-invoice (already-rounded) values, then round.
• gl_ending_balance = the GL row's ending_balance for that account/period/entity.
• variance_amount = schedule_ending_balance − gl_ending_balance (round 2 dp).
• variance_flag = abs(variance_amount) > variance_threshold_abs (default threshold 100.0 from the payload).
• has_default_missing_term_flag = any scoped invoice on that account has the missing-term flag.
• account_status: requires_reconciliation if variance_flag is true (a real GL break); variance_review for a within-tolerance soft difference needing eyes; reconciled if no variance and clean. In practice a tripped variance flag dominates → requires_reconciliation.

Top-level: period, entity, selected_invoice_ids (in scope order), invoice_results (in scope order), default_missing_term_invoice_ids and exception_invoice_ids (each ascending).

5. Stale AP snapshot reconciliation

A stale CSV/JSON snapshot is provided as context only. Re-derive everything from the live API for each candidate claim_id, then describe how the snapshot must be corrected.

For each claim, find its valid matched bill and cleared total exactly as in §2.

• ap_balance_by_claim[claim] = open AP balance = bill.amount − cleared total, ignoring stale or voided AP rows and amount/vendor-mismatched rows (those contribute 0). A paid/cleared bill ⇒ 0; an approved bill with only an in-flight (scheduled/processing) payment ⇒ full amount.

stale_snapshot_corrections[claim] — pick the one enum that explains the snapshot↔live delta:

• block_unapproved_claim — live claim status is not approved (e.g. needs_receipt).
• ignore_void_bill — the linked bill is void in live data.
• exclude_amount_or_vendor_mismatch — the linked bill's amount or vendor doesn't match the claim.
• replace_with_matched_paid_bill — the snapshot pointed at the wrong/old bill; live data has a correctly matched paid bill that should replace it.
• mark_in_flight_payment — a payment exists but is not cleared (scheduled/processing); mark the payment as in-flight rather than treating the claim as settled or unpaid.
• current_snapshot_ok — snapshot already matches live (rare).

Buckets:

• eligible_claim_ids — claims that can stay in the batch: those with a valid matched bill that is either a settled/paid match (replace_with_matched_paid_bill) or an in-flight payable (mark_in_flight_payment).
• not_ready_claim_ids — the rest (unapproved, void, mismatch).

close_log_required — when corrections required an AP refresh (in-flight payment or replace-with-matched-paid-bill present), a close log documenting the AP manual journal entry for the relevant period is required: set required=true and list the matching close/logs IDs (area == "AP", message about a manual journal entry, for the affected period), ascending. If no such correction is needed, required=false with an empty list.

batch_status: blocked if a candidate is fundamentally unworkable; needs_ap_refresh if the batch is usable but the AP export must be refreshed (corrections like in-flight / replace / exclude are present); ready_to_send if everything already reconciles.

6. AP payment release after vendor account changes

For each business_id in the batch, pull all six compliance endpoints plus the vendor record, as of the review/as_of_date. Build the list fields, then the decision.

List fields (each ascending by business_id):

• bank_mismatch_ids — bank.bank_account_status == "name_mismatch".
• invalid_tax_ids — tax_id is malformed or a placeholder: not matching TIN + exactly 6 digits (e.g. a letter inside like TIN12X899), or an obvious sentinel like TIN999999. Use the compliance tax_id (profile/registry).
• expired_license_ids — same month-granularity expiry rule as §3, comparing license_expiry to as_of_date; skip businesses whose license is in missing_fields.
• risk_score_override_flags — risk.risk_score >= 70.
• review_queue_ids — every business whose decision is not release (needs review first).

decisions[business_id] enum release | hold | escalate:

• escalate — a serious compliance/screening red flag: confirmed_pep, confirmed sanctions, vendor on_hold, OR multiple stacked data-integrity failures (e.g. invalid tax and expired license together).
• hold — a single fixable blocker: bank name_mismatch or closed, expired license, missing docs, invalid tax, screening not run, or risk_score >= 70.
• release — no blockers at all (note: a risk_score below 70 and an in-review risk status do not by themselves block release).

Echo the required literal fields from the template (task_id, batch_id, as_of_date, target_business_ids ascending). additional_properties_allowed:false means emit exactly the template's keys — nothing more.

7. Pre-submit checklist

• Re-derived everything from the live API, not the local snapshot/status.
• Paginated to total rows; matched bills on claim_id + amount + vendor (handling duplicate IDs).
• Used cleared payments only for open balances; did not trust aging balance directly.
• Excluded void / mismatched / unapproved items per the task's rules.
• Rounded money to 2 dp (or cents per template); sorted ID lists ascending; kept scope order where the template requires it.
• Used the exact enum spellings from the template; emitted only the template's keys.