Reflect 3 Attempt 02

MedBridge Sales Ops Reconciliation Skill

Use this skill for task_group_002 sales-ops quote, RFQ, freight, and account-reconciliation tasks. Return only JSON matching the provided answer template.

API Sources

• Start from the task-provided API base URL. Confirm available routes with GET /api if needed.
• Use GET /api/search?q=<id-or-name> to discover linked records, then fetch specific records from:
  • /api/customers/<customer_id>
  • /api/products/<product_code>
  • /api/rfqs/<rfq_id>
  • /api/quotes/<quote_id>
  • /api/freight-quotes or /api/freight-quotes/<freight_id>
  • /api/policies
  • /api/opportunities/<opportunity_id>
  • /api/invoices, /api/payments, /api/revenue-journals
  • /api/events, /api/vouchers

Source Precedence

• The prompt selects the target IDs, current/as-of date, and requested output shape.
• API records are the business source of truth for customer names, statuses, quantities, dates, prices, freight, invoices, journals, events, and vouchers.
• Quote records and quote line items override stale RFQs, prior quantities, and prior unit prices.
• Product catalog tiers override old quoted unit prices; choose the tier whose min_qty <= quantity <= max_qty, treating max_qty: null as open-ended.
• Policies override customer defaults when directly applicable; otherwise use the customer payment profile.
• The answer template controls field names, enum values, ID conventions, nullability, and whether summary strings or booleans are required.

Quote And RFQ Rules

• For product quotes, compute exw_total_usd = confirmed_quantity * unit_price_usd from the active catalog tier. Keep money as numbers at cent precision.
• For module RFQs, quote requested module lines only. Do not split modules into component SKUs unless the prompt explicitly asks for component pricing.
• Indicative RFQs without a confirmed destination are EXW only, exclude freight, and use the template's EXW-only convention.
• Standard catalog pricing validity is 30 calendar days from quote date unless the task or policy says otherwise.
• New NGO clients use PREPAY_100. Recurring NGO accounts generally use NET_30_AFTER_PO. Other recurring accounts should use the customer payment profile unless a policy says otherwise.

Freight Rules

• Match freight by quote_id and reject distractors with wrong destination, shipment size, status, or validity.
• Include current requested freight modes when the template asks for a comparison. If a linked option is stale/expired but requested for comparison, include it with stale/invalid flags and warnings.
• grand_total_usd = exw_total_usd + freight_cost_usd.
• A freight source is stale when status is stale/mismatch or valid_until is before the quote date. It is valid on the quote date only when active and valid_until >= quote_date.
• All freight rates require reconfirmation before final order.
• Never recommend stale or expired freight. Recommend the lowest-cost valid mode that satisfies cold-chain, route-risk, and timing constraints; air is not automatic when an active sea option is valid and acceptable.
• Preserve route risk from freight records as uppercase template values such as LOW, MEDIUM, or HIGH; use explicit warning text for expired road lanes, high border/customs risk, cold-chain shelf-life review, or other route notes.

Account Reconciliation Rules

• Reconcile opportunities by opportunity_id and customer_id; ignore similarly named distractors.
• Map opportunity stage to template enums: closed_won -> WON, open stages to OPEN, lost stages to LOST.
• phase_total_amount is the sum of opportunity phases. opportunity_matches_phase_total is true only when that sum equals the won amount.
• Use posted payments or invoice paid_amount_usd for paid totals; use invoice/opportunity outstanding amounts for outstanding balance and collection amounts.
• Follow the template's milestone ID convention. If it declares MS1, MS2, MS3, map phases in ascending phase order to those IDs. Otherwise use stable source phase IDs consistently unless the template explicitly asks for invoice IDs.
• Invoice/payment status mapping:
  • paid invoice and fully posted payment -> PAID
  • partial paid amount -> PARTIAL
  • open/unpaid/overdue invoice with no payment -> UNPAID or template OPEN for invoice-state fields
  • void/cancelled -> VOID; missing records -> UNKNOWN
• Revenue recognition:
  • Paid, completed milestone with a posted revenue journal -> RECOGNIZED.
  • Paid, completed milestone without a posted journal -> MISSING_REVENUE_JOURNAL or REQUIRED_MISSING, per template.
  • Unpaid or not-yet-complete milestone -> NOT_REQUIRED_UNPAID.
• Accounting action for a missing paid milestone journal is debit DEFERRED_REVENUE, credit IMPLEMENTATION_SERVICES_REVENUE, owner ACCOUNTING, amount equal to the paid milestone amount.
• Use the prompt's current/as-of business date. Future unpaid milestones are monitored as not due; due or overdue unpaid milestones get collection action according to the template.

Event And Voucher Rules

• Link events and vouchers by event ID, voucher code, customer ID, and opportunity ID.
• Map event statuses to template enums: scheduled/confirmed -> SCHEDULED when the template has scheduled, live/active -> ACTIVE, completed -> COMPLETED, cancelled -> CANCELLED.
• Map voucher status to uppercase template enums. Use max_redemptions as max uses.
• Voucher discount fields usually take the numeric discount value from the voucher record, even when the source field is a percent.
• For invite follow-ups, use the event's primary contact and customer ID; prefer ACCOUNT_MANAGEMENT when the event record names Account Management as follow-up owner.

Output Conventions And Pitfalls

• Return valid JSON only, with no markdown or explanatory text.
• Use ISO YYYY-MM-DD dates. Use null only when the template permits it.
• Use template enum strings, not raw API status strings, unless a field explicitly asks for the raw record value.
• Customer names in prompts may be aliases; resolve the canonical customer name and payment profile from the customer record.
• Search results often include distractors, superseded RFQs, stale freight, old quantities, and unrelated vouchers/events. Filter by all linked IDs before calculating.
• Do not recommend an option merely because it has the lowest nominal cost; validity, cold-chain support, and route risk come first.
• Do not create extra fields. Keep arrays in the order requested by the template or source phases/modules.