Reflect 3 Attempt 02

ProcureOps Procurement / Receiving / AP Solver Skill

You produce a single answer.json that exactly matches the task's input/payloads/answer_template.json. The ProcureOps remote HTTP API is the source of truth; local payload files only name the watch set / business request / chargeback register. When a value differs between a local payload and the API, trust the API (the one documented exception: a local chargeback register is authoritative for chargeback existence/amount/status — see below).

0. Read the task before fetching

1. Read prompt.txt, every file in input/payloads/, and the answer_template.json. The prompt names the as-of date, the program, and the anchor PO/receipt/invoice IDs to focus on.
2. The prompt may print http://127.0.0.1:8006. Ignore that. Use the base URL the runner provides for the shared API. Treat it as read-only.
3. Note every business control the memo states explicitly (tax rate, "exclude cancelled POs", "treat opening balance as 0.00", "freight only if provided", "approved actions = [...]", "watch is context-only unless severe"). These override generic assumptions. Apply them literally.

1. Using the remote API

• GET / lists endpoints; GET /manifest gives counts/anchors; GET /health.
• GET /<collection> -> {"count":N,"results":[...]}; GET /<collection>/<id> -> one record (404 if absent).
• Collections: programs, suppliers, items, contracts, purchase_requisitions, purchase_orders, receipts, ap_invoices, payments, approval_events, budget_snapshots, vendor_risk_events. Hyphen/alias forms also work (e.g. purchase-orders, ap-invoices, /ap/invoices, approvals, budgets, vendor-risks).
• Filter by any record field, case-insensitive, e.g. GET /receipts?po_id=PO-..., GET /ap_invoices?program_id=PRG-..., GET /vendor_risk_events?supplier_id=SUP-....
• start / end filter the collection's primary date field (receipts -> receipt_date, ap_invoices -> invoice_date, payments -> scheduled_date, purchase_orders -> order_date, contracts -> effective_date, purchase_requisitions -> need_by, approval_events -> event_date, budget_snapshots -> snapshot_date, vendor_risk_events -> event_date).
• IMPORTANT FILTER NAMES: approval_events are keyed by object_id (e.g. ?object_id=REQ-...), not requisition_id. When a filter returns 0, try the record's other id fields before concluding "none".
• Always pull the FULL related set, then filter yourself: e.g. for a PO get GET /receipts?po_id=... (a PO can have several receipts) and GET /ap_invoices?po_id=... (often a real exception invoice plus a clean/paid decoy). Do not stop at the first match.

2. Output conventions (these are graded strictly)

• Emit ONLY the JSON object. No prose, no markdown fences.
• task_id: use the template's required/literal value verbatim (often train_00X style or a task_group_..._... string given in the template).
• USD amounts rounded to cents (2 decimals). Percentages to the precision the template states (often 1 decimal). Ratios to stated precision (e.g. 4).
• List fields are sets unless the template says "sorted/ordering"; when it says sort, sort ascending (string sort) by the stated key. When in doubt, sort ascending — it never hurts a set-matched field and satisfies sort fields.
• Copy enum strings verbatim from the template's allowed list (exact case, underscores, spaces). Human-readable enums like "Underage Quantity" keep their spaces/caps.
• Booleans are real JSON booleans; nulls are JSON null (e.g. contract_id: null, quantity_received: 0.00 when no receipt exists — read which the template wants).
• Match a row to its schema key (e.g. evaluator matches by sku / by invoice_id). Provide every required key for every row/object.

3. Core business rules (transferable)

Three-way match (PO <-> Receipt <-> Invoice)

• ordered_qty = PO line quantity. received_qty = receipt line quantity_received for the receipt(s) tied to the invoice (0.00 if no receipt). billed_qty = invoice line quantity_billed.
• short_qty_vs_po = ordered - received. unreceived_billed_qty = billed - received. receipt_completion_ratio = received / ordered.
• quantity_variance = billed - received. quantity_variance_pct is a percent of PO quantity unless told otherwise.
• A line passes (release-eligible) only when: invoice status is approvable, a receipt exists, billed <= received, prices match contract/PO, and no open hold blocks it.

AP invoice release / hold logic

• An invoice with hold_code set and/or status on_hold / pending_receipt is HELD unless a control resolves it (e.g. an APPROVED chargeback that nets the variance, or a confirming receipt the AP ledger had not yet seen).
• Reason / exception codes are driven by the cause:
  • billed > received but a receipt exists -> quantity-variance family.
  • no receipt on the PO -> NO_RECEIPT / no_receipt_on_po.
  • approved + matched + receipt present -> the "approved three-way match" code.
  • a scheduled payment exists -> the "scheduled payment found" code.
• Exclusion rule (learned): when an invoice has no receipt at all, the reason is the no-receipt code ONLY. Do NOT additionally emit a quantity-variance code merely because (billed - 0) is non-zero. Quantity variance is reserved for invoices that DO have a receipt with a mismatch.
• The AP ledger can be stale: an invoice may carry hold_code: NO_RECEIPT while a receipt actually exists in /receipts. Trust the receipt record; if a receipt is present and an approved chargeback covers the residual variance, the invoice is releasable net of the chargeback.

Duplicate / multiple receipts on one PO

• A PO can have multiple receipts. The invoice (and any chargeback) references one specific receipt. Put that one in receipt_ids_in_scope; put the OTHER same-PO receipts in excluded_same_po_receipt_ids. A later same-PO receipt tied to a different/future invoice is excluded, not netted here.

Chargebacks (when a local chargeback register is provided)

• The register is authoritative for chargeback existence, basis_quantity, unit_cost, and status. amount = basis_quantity * unit_cost (round to cents).
• status approved -> it nets the invoice now: net_release_amount = invoice_total - approved_chargeback_amount; decision = release-net-after-approved-chargeback.
• status pending_quality_review (or receipt on inspection_hold) -> HOLD; the amount goes to pending_chargeback_amount, net_release_amount = 0.00, decision = hold-pending-quality-chargeback.
• Totals: approved_chargeback_total / pending_chargeback_total / net_release_total are sums over the in-scope invoices.

Sourcing nomination gates (readiness packets)

• Per line, pick selected_supplier_id from the PO/contract/preferred supplier.
• Blocker codes (emit the set, sorted ascending):
  • missing_contract: no active contract for that sku (PO contract_id null and no contract row for the sku).
  • supplier_watch: supplier risk_rating == "watch".
  • open_supplier_risk: supplier has a vendor_risk_event with status open (or monitoring) as of the as-of date.
  • ap_hold: an invoice on the line is on hold.
  • pending_receipt: PO not fully received as of the as-of date (status partial_receipt/open, or received < ordered).
  • late_due_date: need_by / due_date already passed as of the as-of date.
• Decision mapping: a line with a valid contract + receipts but only soft issues (watch, AP hold to clear) -> conditional_nomination / at_risk; a line missing a contract or with no receipts -> hold / not_ready; a fully clean line -> nominate / ready.
• overall_readiness reflects the WORST line: if any line is not_ready/hold, the overall is not_ready (do not soften to at_risk).
• committee buckets: nominate_now / conditional / hold supplier-id lists follow the per-line decisions. next_owner is the role that clears the dominant remaining gap (sourcing/contract gaps -> buyer); send_to_committee is no while anything is held.

Contract price consistency & headroom (change-control / amendments)

• contract_price_match = (invoice_unit_price == contract_unit_price == PO_unit_price). If a contract exists for the sku, contract_unit_price is the contract's unit_price even when the PO/invoice agree.
• Contract usage / ceiling: noncancelled_subtotal = sum of line subtotals of POs on the contract whose status is NOT cancelled (exclude cancelled when the control says so). headroom_before = ceiling - noncancelled_subtotal. requested_subtotal = requested_qty * contract unit_price (ceiling exposure is subtotal BEFORE tax/freight). headroom_after = headroom_before - requested_subtotal. ceiling_ok = headroom_after >= 0.

Budget / contract headroom (program budget)

• Use the program's budget_snapshot when one exists (snapshot_id, budget_cap, committed_amount). remaining_budget = budget_cap - committed_amount.
• Budget exposure of a request = requested_subtotal + tax (freight only if the memo provides freight). requested_tax = requested_subtotal * tax_rate. budget_after_change = remaining_budget - requested_total. budget_ok = budget_after_change >= 0.
• max_quantity_with_current_budget = floor(remaining_budget / per-unit exposure), where per-unit exposure = unit_price * (1 + tax_rate). Use FLOOR, not round.
• Note budget_headroom for a program is cap - committed; some tasks instead want cap minus a snapshot's pending-invoice figure — follow the field's wording and prefer the snapshot's own numbers when the snapshot is the named source.

Approval state

• Find the requisition's approval_events (filter by object_id). Take the LATEST by event_date for latest_event_id/action/actor/date.
• approval_ok = latest action is in the memo's "approved" action list. A submitted (or any non-approved) latest action -> approval_ok = false.

Supplier-risk policy

• open_event_ids = vendor_risk_events with status open (and monitoring when the task counts it) for the supplier; exclude closed. Sort ascending.
• severe_open_event_ids = the subset with severity high/critical (severe). A medium open event is NOT severe.
• supplier_risk_ok: a watch/medium posture is context-only and stays OK UNLESS there is an open SEVERE event. Only an open severe event flips it false.

4. Decision enums: combine multiple blockers

When the enum set offers combined values (e.g. hold_for_budget_and_approval), and more than one gate fails, you MUST pick the COMBINED enum, not a single reason. Count blockers (budget_ok false, approval_ok false, supplier_risk_ok false, ceiling/price fails) and map to the matching combined enum; set blocker_count and ready_to_release accordingly. Required-actions lists should include one action per failed gate (sorted ascending); use the "none" sentinel only when there are zero blockers.

5. Evidence / source-attribution fields

• "endpoint_record_ids" = the API record IDs you actually relied on (receipt, PO, invoice, supplier, contract, the open risk event, the budget snapshot, the program/requisition). List the load-bearing ones; treat as a set.
• "task_payloads_reviewed" = the payload file(s) you read (the memo). Do not pad.
• authoritative_sources vs supporting_only_sources: API record families and the local chargeback register are AUTHORITATIVE; request notes and stale-alias notes are SUPPORTING-ONLY. Use the template's exact enum spellings.
• followup_actions: one per unresolved condition (missing receipt to chase, duplicate receipt to hold for a separate invoice, quality review to route, approved-chargeback netting to post). Use the template's exact spellings.

6. Common misjudgments (general rules)

• As-of filtering: exclude receipts/invoices/risk events dated AFTER the as-of date when the field says "as of as_of_date". A later receipt on the same PO is out of scope for an as-of snapshot.
• Do not invent extra reason/exception codes. Emit only what the cause supports; a redundant or spurious code makes an otherwise-correct list field wrong, so keep code sets minimal and data-grounded.
• Do not downgrade a combined-blocker decision to a single-blocker enum; when multiple gates fail, the single-reason enum is wrong.
• overall/aggregate readiness follows the worst line, not an average.
• Recompute every money figure from primitives (qty * unit_price, subtotal + tax) and round at the end; do not copy a total blindly if the template defines it as a derived value.
• When you have one row per receipt, also add a row for a PO that is missing its receipt if the schema's resolution_status enum includes a "missing_receipt" state and a followup asks to chase that receipt.
• If a field's exact membership is genuinely ambiguous (e.g. which detailed exception codes apply), pick the codes the data DIRECTLY supports (received<ordered -> underage; status inspection_hold -> inspection hold; billed>received with a receipt -> AP quantity variance) and keep the set minimal and data-grounded.

7. Per-task SOP (repeat for each task)

1. Parse template -> list every required key, its type, rounding, sort/set rule, and allowed enum values.
2. Resolve anchors from the memo, then pull each anchor and its related records from the API (PO -> receipts + invoices + contract + supplier + program + requisition; supplier -> risk events; program -> budget snapshot; requisition -> approval_events via object_id).
3. Apply as-of filtering and the memo's explicit controls.
4. Compute three-way-match numbers, holds, chargebacks, headroom, approvals, and risk per the rules above.
5. Map results to the template's enums; combine multiple blockers; build the set/sorted lists; round money to cents.
6. Emit ONLY the JSON object; validate it has every required key and that every enum value is copied verbatim from the template.