Procureops JSON Reconciliation

ProcureOps JSON Reconciliation

Use this skill when a task asks for a procurement/receiving/AP/control packet from the ProcureOps API and requires returning only JSON matching a task-local template.

Ground Rules

• Treat the task prompt, input/payloads/*, and live ProcureOps API records as the only task evidence.
• The API is the system of record for operational records: programs, suppliers, items, requisitions, contracts, POs, receipts, invoices, payments, approvals, budgets, and vendor-risk events.
• Use local payloads for target IDs, chargeback/register excerpts, memo-specific tax/freight rules, controlled enums, and output schema. Do not let a memo override an API record unless it is explicitly a local-only control source.
• Never use judge endpoints, evaluator files, prior answers, reports, notes, runs, or generated skills.
• Final output must be a single JSON value when requested: no prose, no Markdown, no comments.

API Access Pattern

1. Read the prompt, the answer template, and every relevant file under input/payloads/.
2. Get the API root with GET / and use the endpoint names it returns. In this environment the public collection endpoints are typically:
   • /programs
   • /suppliers
   • /items
   • /contracts
   • /purchase_requisitions
   • /purchase_orders
   • /receipts
   • /ap_invoices
   • /payments
   • /approval_events
   • /budget_snapshots
   • /vendor_risk_events
3. Fetch whole collections and filter locally by IDs from the packet. Responses are shaped as { "count": number, "results": [...] }.
4. Build lookup maps by durable IDs:
   • program_id, supplier_id, sku, contract_id, requisition_id, po_id, receipt_id, invoice_id, payment_id, event_id, snapshot_id.
5. Use exact endpoint names from the root. If a prompt mentions slash-style aliases like /ap/invoices or /ap/payments, confirm against GET /; the collection endpoints may be underscore-style.

Core Joins

• Program: join programs and budget_snapshots by program_id.
• Supplier: join suppliers by supplier_id; add vendor-risk events by supplier_id, and sometimes by related_object_id when the task wants PO-specific risk context.
• Item: join by sku; preferred_supplier_id is context, not automatically the selected supplier if the PO/contract says otherwise.
• Requisition: join POs by requisition_id; approvals by approval_events.object_id == requisition_id.
• Contract: join by contract_id; also verify program_id, supplier_id, and sku when a task asks for contract fit.
• PO: join receipts and invoices by po_id; line quantities/prices live under po.lines.
• Receipt: join to PO by po_id; receipt lines carry quantity_received, quantity_rejected, po_line_id, sku, and inspection_status.
• AP invoice: join to PO by po_id, supplier by supplier_id, receipt by receipt_id when present, and payments by invoice_id.
• Payment: filter by invoice_id; apply the task's cutoff date and payment-status wording before reducing balances.

Date And Scope Discipline

• Use the review/as-of/close date from the prompt or packet.
• Include receipts, invoices, approvals, budget snapshots, and vendor-risk events only when they are in scope for that date if the task says "as of" or gives a close cutoff.
• For risk, active events usually mean status in open or monitoring; closed events are context only unless the template asks for all history.
• For approvals, choose the latest event by event_date and then stable ID ordering if needed. Approval is OK only when the latest action is in the task's allowed good actions, often approved.
• When the packet warns that requested legacy/generated IDs are absent, use the available IDs named in the packet and keep stale/alias notes as supporting-only evidence if the template asks.

Quantity And Money Calculations

• Ordered quantity: sum matching po.lines[].quantity for the SKU/line in scope.
• Received quantity: sum matching receipt-line quantity_received across in-scope receipts.
• Rejected quantity: sum matching receipt-line quantity_rejected.
• Billed quantity: sum matching invoice-line quantity_billed.
• Short quantity vs PO: ordered minus received, normally floored at zero unless the template wants signed variance.
• Unreceived billed quantity: billed minus received, normally floored at zero for exception quantities.
• Quantity variance: billed minus received; keep signed when a template asks for variance.
• Quantity variance percent: divide quantity variance by PO ordered quantity, then multiply by 100; round to the template's precision.
• Receipt completion ratio: received divided by ordered; round to the template's precision, often 4 decimals.
• Goods value: quantity times the relevant unit price. Use PO, contract, or invoice unit price according to the field name.
• Invoice totals: prefer API subtotal, freight, tax, and total values. Remember total can include freight in addition to subtotal and tax.
• Round USD amounts to cents as numbers, not strings. Use the template's required precision for ratios and percentages.

Contract And Budget Checks

• Contract fit requires matching contract_id, program_id, supplier_id, and sku, plus acceptable status.
• Contract unit price is contracts.unit_price; compare PO and invoice line prices against it when a price-match flag or variance code is requested.
• Contract ceiling usage should sum PO subtotal for the same contract, excluding cancelled POs unless the task explicitly says otherwise.
• Contract headroom before change: ceiling_amount - noncancelled_subtotal.
• Requested subtotal: requested quantity times contract unit price.
• Headroom after change: headroom before change minus requested subtotal.
• Budget remaining: budget_cap - committed_amount from the relevant budget snapshot unless the template defines another basis.
• Requested tax: requested subtotal times the packet's tax rate. Include freight only when the memo/payload explicitly provides freight for budget exposure.
• Requested total: requested subtotal plus requested tax plus included freight.
• Budget after change: remaining budget minus requested total.
• Max quantity with current budget: floor the budget available divided by per-unit cost including required tax/freight treatment.

AP Close And Release Logic

• Restrict AP close tasks to the target invoice IDs from the packet; do not let same-supplier non-target invoices leak into the slice.
• Opening balance may be specified locally. If the memo says opening balance is 0.00, use that for the target slice.
• Scheduled payment amount: sum payments tied to the target invoice that meet the task's date cutoff and status rule. Do not count blocked or out-of-window payments unless instructed.
• Net balance impact: invoice total minus scheduled payment amount.
• Supplier close balance: opening balance plus target invoice totals minus qualifying scheduled payments.
• Release only when the invoice is approved/releasable and quantity, receipt, supplier-risk, and inspection conditions pass under the template.
• Hold for missing receipts, pending receipt status, quantity variance, inspection hold, pending quality chargeback, supplier hold/review, or unresolved severe risk when those are in scope.
• Local chargeback registers are authoritative only for their listed chargeback amounts/statuses. Approved chargebacks can net against invoice release; pending quality chargebacks usually keep the invoice on hold.
• Net release amount: invoice total minus approved chargeback amount; do not subtract pending chargebacks into a release amount unless the template says to.

Readiness And Decision Codes

Use the template's controlled enums exactly. Common decision dimensions:

• Missing commercial basis: no matching active contract or required contract ID.
• Supplier watch: supplier has a watch/high risk rating. Treat as context-only if the memo says watch rating alone is not a blocker.
• Open supplier risk: open or monitoring risk events in scope; severe/high open events are stronger blockers.
• AP hold: target invoice status/hold code blocks release.
• Pending receipt: no in-scope receipt or PO remains unreceived when receipt evidence is required.
• Late due date: PO due date has passed as of the review date and receipt/release is still incomplete.
• None: use only when no blocker code applies; do not mix none with real blockers.

When deciding queue placement:

• Release queue: IDs with all required controls satisfied.
• Hold queue: IDs with any unresolved blocker.
• Conditional queue: IDs that can proceed only after named clearances.
• Sort queue/list fields ascending unless the template says lists are sets.

Evidence And Output Hygiene

• Preserve every required key from the template, even when a value is null, 0, false, or an empty list.
• Use the template's required task_id or literal values exactly.
• Use booleans for boolean fields, numbers for money/quantities, and null for missing nullable IDs/codes.
• Sort deterministic lists: IDs ascending, line rows by po_line_id, invoices by invoice_id, suppliers by supplier_id, programs by program_id, or as specified.
• Include source/evidence IDs only from records actually used. Keep local payload filenames or local source labels only when the schema asks for them.
• Validate the final answer with a JSON parser before submitting. Check for trailing prose, wrong enum capitalization, stringified numbers, missing required keys, and accidental extra narrative fields.

Common Pitfalls

• Do not infer receipt completion from PO status alone; sum actual receipt lines.
• Do not assume invoice.receipt_id proves a valid three-way match; compare quantities and line SKUs.
• Do not use future-dated receipts, invoices, approvals, or risk events in an as-of packet.
• Do not include cancelled POs in contract ceiling usage unless the task explicitly asks for all POs.
• Do not treat all supplier risk events as blockers; closed events and watch ratings may be context only depending on the memo.
• Do not include same-supplier or same-program records outside the target IDs in close-slice tasks.
• Do not invent missing receipt IDs from comments. If the packet says a named alias family is absent, use the generated/shared IDs it provides.
• Do not output explanations when the prompt says "Return only JSON."