Procureops Reconciliation

ProcureOps Reconciliation SOP

Use this skill for tasks that ask for ProcureOps readiness, receiving closeout, AP close, contract-change, or payment-release decisions. The usual deliverable is a single JSON object matching a task-local answer_template.json.

Allowed Inputs And API Setup

• Read the prompt, the task-local answer template, and local payload files named by the prompt.
• Treat local payloads as scope hints and special business rules. Treat the ProcureOps API as the system of record for operational records.
• Use the base URL supplied by the runner or environment instructions. Start with GET /; endpoint names may differ from prose examples. In this environment family, AP and payments endpoints are exposed as /ap_invoices and /payments, not slash paths such as /ap/invoices.
• API collection responses are wrapped as:

{"count": 0, "results": []}

• Pull relevant endpoint data and filter locally when needed. Do not inspect hidden outputs, evaluator files, environment source, judge APIs, or previous generated answers.

Core Endpoint Map

Join records by these stable keys:

• programs: program_id, owner, budget_cap, committed_amount, status.
• budget_snapshots: snapshot_id, program_id, snapshot_date, budget_cap, committed_amount, pending_invoice_amount, currency.
• suppliers: supplier_id, name, status, risk_rating, payment terms.
• items: sku, description, category, preferred supplier, standard cost.
• contracts: contract_id, program_id, supplier_id, sku, status, price_type, unit_price, ceiling_amount.
• purchase_requisitions: requisition_id, program_id, sku, quantity, status, need_by.
• purchase_orders: po_id, program_id, requisition_id, contract_id, supplier_id, status, dates, subtotal, tax, total, lines[].
• receipts: receipt_id, po_id, supplier_id, receipt_date, status, warehouse, packing slip, receiver, lines[].
• ap_invoices: invoice_id, po_id, receipt_id, supplier_id, status, hold_code, freight, subtotal, tax, total, lines[].
• payments: payment_id, invoice_id, supplier_id, status, scheduled_date, amount.
• approval_events: event_id, object_type, object_id, event_date, actor, action, note code.
• vendor_risk_events: event_id, supplier_id, related_object_id, event_date, status, severity, event type.

Line joins:

• PO lines use line_id.
• Receipt and AP lines use po_line_id.
• Also verify sku when joining a PO line to a receipt or invoice line.

Output Discipline

• Return only the JSON object unless the user explicitly asks otherwise.
• Match the answer template exactly: required keys, allowed enum values, list ordering, nullability, numeric precision, and task IDs.
• Emit numbers as numbers, not strings, when the template says number.
• Sort IDs ascending when the template says sorted. Treat set-like fields as de-duplicated.
• Use null only when the template allows it.
• Round USD amounts to cents. Round ratios and percentages to the exact precision requested.
• Before finalizing, verify every evidence ID in the output exists in an API record or an allowed local payload.

Date And Scope Rules

• Respect the task's as_of, close, or review date. Ignore receipts, invoices, approvals, payments, and risk events after that date unless the prompt explicitly includes a future cutoff.
• If a task names target invoices, POs, receipts, programs, or batches, keep calculations to that slice unless the template asks for broader context such as total contract usage.
• When an invoice has a receipt_id, use that receipt for invoice-level received quantity unless the task asks for all receipts on the PO.
• When an invoice has no receipt_id, invoice-level received quantity is usually 0.00 for AP close-style variance checks, even if unrelated receipts exist elsewhere.
• For receiving-batch tasks, reconcile the named receipt batch, not every receipt on the PO.
• For payment cutoff rules, include scheduled or already-paid payment records with dates on or before the cutoff and tied to the target invoices.
• For latest approval state, sort by event_date and use event_id as a tie-breaker if needed.
• Active supplier risk normally means status open or monitoring; status closed is not active. Severe active risk is an active event with high/severe severity, depending on the values present.

Standard Calculations

Budget:

• Program headroom from a program or snapshot is budget_cap - committed_amount.
• Remaining budget in change-control work is the same headroom unless the task gives a different rule.
• Requested subtotal is requested_quantity * unit_price.
• Requested tax is requested_subtotal * tax_rate.
• Requested total is subtotal plus tax plus freight only when the local memo says freight is included.
• budget_after_change = remaining_budget - requested_total.
• max_quantity_with_current_budget = floor(remaining_budget / (unit_price * (1 + tax_rate))) when budget exposure includes tax and no freight.

Contract:

• Contract usage for a ceiling check is the sum of subtotal across POs with the same contract_id, excluding cancelled POs when instructed.
• headroom_before_change = ceiling_amount - noncancelled_subtotal.
• headroom_after_change = headroom_before_change - requested_subtotal.
• ceiling_ok is true only when the after-change headroom is non-negative.
• Reject or block a change when the memo contract, SKU, supplier, or program do not match the live contract.

Quantity and price reconciliation:

• ordered_qty comes from the PO line.
• received_qty comes from the relevant receipt line's quantity_received.
• rejected_qty comes from quantity_rejected, defaulting to 0 only if the schema truly omits it.
• billed_qty comes from the invoice line's quantity_billed.
• short_qty_vs_po = ordered_qty - received_qty.
• unreceived_billed_qty = max(billed_qty - received_qty, 0).
• receipt_completion_ratio = received_qty / ordered_qty.
• quantity_variance = billed_qty - received_qty.
• quantity_variance_pct = quantity_variance / ordered_qty * 100.
• Goods exposure is usually quantity times the PO unit price unless the template specifically asks for invoice or contract value.
• contract_price_match is true only when PO/invoice unit price matches the contract unit price for the same SKU and supplier.

Invoice and payment amounts:

• Prefer API invoice subtotal, freight, tax, and total for financial output. Use line math mainly to validate variances.
• Vendor close balance in a target slice is opening_balance + target_invoice_total - scheduled_payments.
• Net release after an approved chargeback is invoice_total - approved_chargeback_amount.
• Chargeback amount from a local register is basis_quantity * unit_cost; split approved and pending amounts by the register status.

Decision Patterns

Sourcing nomination readiness:

• Package anchors come from the local memo; enrich them with live requisition, PO, contract, receipt, invoice, supplier, budget, and risk records.
• commercial_basis_id is normally the active contract ID when one exists; use null when no valid contract/basis is present.
• Receipt evidence should be receipt IDs tied to the scoped PO and dated on or before the as-of date.
• Invoice exceptions should be AP invoice IDs tied to the scoped PO with hold, pending, receipt, price, or quantity issues as of the date.
• Risk evidence should be active supplier-risk event IDs for the selected supplier as of the date.
• Blocker mapping:
  • missing_contract: no active valid contract or commercial basis.
  • supplier_watch: supplier risk rating is watch when the template treats watch as a blocker.
  • open_supplier_risk: active risk event exists.
  • ap_hold: invoice is on hold, pending receipt, or has a hold code.
  • pending_receipt: no receipt, incomplete receipt, or PO still awaiting receipt.
  • late_due_date: due date is before the as-of date and delivery/receipt is not complete.
  • none: only when no other blocker applies.
• Use ready/nominate only for clean lines. Use conditional/at-risk for resolvable AP, receipt, watch, or non-severe risk issues. Use hold/not-ready for missing commercial basis, no receipt on a material AP hold, overdue unfulfilled PO, or severe active risk.

Receiving-control closeout:

• Reconcile the named receipt batch to its PO, supplier, contract, invoice, and risk context.
• Exception code mapping:
  • INVOICE_QTY_EXCEEDS_RECEIPT: billed quantity exceeds received quantity.
  • PARTIAL_RECEIPT: received quantity is less than ordered quantity.
  • SUPPLIER_WATCH_RISK: supplier risk rating is watch or the template flags watch risk.
  • PRICE_MISMATCH: PO, invoice, or contract unit prices differ.
  • DAMAGE_REJECTION: rejected quantity is positive or inspection/receipt status indicates damage/rejection.
  • NO_EXCEPTION: only when no other exception applies.
• Keep an invoice on hold when quantity, price, receipt, risk, or damage exceptions remain. Release only when the three-way match is clean and no task-specific hold remains.

AP close:

• Work only the invoices named by the close memo.
• Opening balance may be supplied by memo; do not infer prior balances outside the requested slice.
• RELEASE usually requires approved status, a valid receipt, no quantity variance, and no hold code.
• HOLD applies for missing receipt, quantity variance, or unresolved hold code.
• Reason code mapping:
  • APPROVED_THREE_WAY_MATCH: approved invoice, receipt evidence, billed quantity equals received quantity.
  • NO_RECEIPT: invoice has no receipt evidence where one is required.
  • QTY_VARIANCE: billed quantity differs from received quantity.
  • SCHEDULED_PAYMENT_FOUND: a payment for the target invoice is scheduled within the cutoff.
• held_invoice_total and releasable_invoice_total should follow the computed hold decision, not just raw invoice status.

Contract-change control:

• Validate live contract, program budget snapshot, latest approval event for the source requisition, supplier status, and active supplier risk.
• Decision priority:
  1. Contract, SKU, supplier, or program mismatch -> reject_contract_mismatch.
  2. Budget and approval both fail -> combined budget/approval hold when the template provides it.
  3. Budget fails -> budget hold.
  4. Approval fails -> approval hold.
  5. Severe active supplier risk -> supplier-risk hold.
  6. Otherwise release the amendment.
• Required actions should mirror the blockers. Use none only when there are no blockers.
• Approval is OK only when the latest relevant event action is in the memo's good-action list, commonly approved.

Receiving/AP release with chargebacks:

• Use local packet target IDs as the scope. If the packet says stale aliases are absent, use the live generated IDs listed in the packet.
• For each target invoice, join to its PO and the in-scope receipt IDs for that PO. Receipts on the same PO but outside the packet are supporting/excluded, not primary release evidence, unless the template asks for them.
• Approved chargebacks reduce the releasable amount. Pending quality chargebacks keep the invoice on hold.
• Missing receipt evidence produces a missing-receipt hold.
• Typical decision mapping:
  • Approved chargeback or approved AP quantity variance -> release net of approved chargeback.
  • No receipt on the PO/invoice -> hold for missing receipt.
  • Inspection hold or pending quality chargeback -> hold for quality chargeback.
• Summary queues should be derived from per-invoice decisions, not copied from raw invoice statuses.

Common Pitfalls

• Do not use prompt examples of endpoint paths until confirming GET /.
• Do not accidentally include later receipts or duplicate same-PO receipts in an as-of invoice check.
• Do not count cancelled POs in contract ceiling usage when the memo says to exclude them.
• Do not let a supplier-level active risk event disappear just because it is related to a different PO, unless the template explicitly limits risk to a related object.
• Do not mark NO_EXCEPTION or none alongside real exception/blocker codes.
• Do not include narrative fields when the template expects controlled enum codes.
• Do not make list ordering depend on API order; sort by the template rule.