Self Attempt 03

ProcureOps AX17 Review & Close Skill

Domain Overview

Tasks involve preparing structured JSON review packets for the AX17 procurement program using the ProcureOps API and local memo/packet files. There are four review types:

1. Nomination Review (train_001) – Pre-pay nomination decisions
2. AP Release / Exception Review (train_002, train_005) – Post-receipt release/hold decisions
3. AP Close Check (train_003) – Month-end close reconciliation
4. Change Memo Analysis (train_004) – PO change order quantification

All tasks return strict JSON conforming to input/payloads/answer_template.json.

1. API Usage Habits

Base URL

http://127.0.0.1:8006

Likely Endpoints to Discover

Since exact paths are not documented in prompts, probe for REST-style resources:

• GET /po or GET /po/{po_id} or GET /po?program_id=PRG-AX17
• GET /receipts or GET /receipts/{receipt_id}
• GET /invoices or GET /invoices/{invoice_id}
• GET /payments or GET /payments?supplier={supplier_name}
• GET /suppliers or GET /suppliers/{supplier_name}

Approach: Start with a root GET / or GET /docs to discover available routes. If the API is not running locally, note the expected schema and proceed with provided payload data.

Query Strategy

1. Identify all target_ids from the prompt or local packet (po_ids, receipt_ids, invoice_ids).
2. Fetch each record from ProcureOps individually or in batch.
3. Cross-reference with local memos/packets.
4. ProcureOps is the system of record for factual data (quantities, amounts, statuses, payments). Local files provide context (chargeback reasons, release request notes, change reasons) but do not override ProcureOps records.

2. Handling PO-73xx Alias Notes

A recurring quirk: exact PO-73xx receipt identifiers are not present in the shared API environment.

Rule: Use the generated PO/receipt IDs explicitly named in the local packet or memo. Do not invent or assume PO-73xx identifiers exist in ProcureOps.

Example from packet:

"po73xx_alias_note": {
  "use_available_shared_ids": ["PO-00031", "PO-00038"]
}

3. Output Conventions (All Tasks)

General JSON Rules

• Return only a JSON object matching answer_template.json.
• No narrative explanations outside JSON; use controlled reason codes.
• Sort all ID lists ascending (list_ordering: "Sort ID lists ascending.").
• Dates: YYYY-MM-DD.
• Currency: USD, rounded to cents (two decimal places), represented as number.

Source Categorization

Every summary must classify sources into two buckets:

Rule: Anything fetched from the live API is authoritative. Local text memos and request notes are supporting only.

4. Business Rules by Review Type

4.1 Nomination Review (nomination_decisions)

Calculations:

• approved_chargeback_amount = Σ(basis_quantity × unit_cost) for status = approved
• pending_chargeback_amount = Σ(basis_quantity × unit_cost) for status = pending_quality_review
• net_release_amount = invoice_total − approved_chargeback_amount − pending_chargeback_amount

4.2 AP Release Review (release_decisions)

Same financial calculations as nomination.

4.3 Receiving Exceptions (Shared by Nomination & Release)

Rule: Map the reason_code from the local chargeback register to the exception_codes enum. Use the register's status field to set chargeback_status.

4.4 AP Close Check (close_records)

Context: The May 31 opening AP balance for target suppliers in the slice is 0.00 USD.

Calculations:

• prior_paid_amount = payments already executed through review date
• scheduled_payments = payments scheduled through 2026-06-30 (or applicable close date)
• close_balance = invoice_total − prior_paid_amount − scheduled_payments

Rule: Any payment already scheduled in ProcureOps through the close horizon reduces the close balance for that supplier.

4.5 Change Memo Analysis (change_analysis)

One entry per PO line changed:

Calculations:

• net_change_qty = revised_order_qty − original_order_qty
• net_change_amount_usd = net_change_qty × unit_cost (use current unit cost for the line)

5. Common Pitfalls

1. Forgetting to sort ID lists. All po_ids, receipt_ids, invoice_ids, and similar arrays must be in ascending lexicographic order.
2. Mixing authoritative vs. supporting sources. Do not list local_change_memo as authoritative; ProcureOps records always take precedence for factual data.
3. Rounding errors. All USD amounts must be rounded to exactly two decimal cents before summing into totals.
4. PO-73xx confusion. Do not query the API for PO-73xx receipts; use the mapped shared IDs provided in the local packet.
5. Missing receipt handling. If a receipt ID is referenced in a memo but does not exist in ProcureOps, set resolution_status: "missing_receipt" and decision: "hold_missing_receipt".
6. Chargeback amount calculation. Use basis_quantity × unit_cost from the chargeback register excerpt; do not recalculate from ProcureOps PO unit costs unless the register is absent.
7. Close slice scope. AP close tasks are scoped to the listed invoices only; treat all other supplier activity as out of slice.
8. Template divergence. Each task type has a slightly different top-level key (nomination_decisions, release_decisions, close_records, change_analysis). Match the template exactly.

6. Summary Checklist

Before returning JSON, verify:

• task_id matches the current task directory name.
• review_as_of is populated from the prompt/packet (not today's date unless specified).
• All ID lists are sorted ascending.
• All currency values are numbers with two decimal places.
• authoritative_sources and supporting_only_sources are correctly partitioned.
• Totals in summary match the sum of their constituent line items.
• followup_actions are drawn only from the allowed enum values in the template.
• No extra keys or narrative text outside the JSON object.