purchase-accounting – skill Khác cho agent AI

Purchase Accounting

What it is: Verified purchase invoices, booked and traceable to their PO and challan.

Overview

Works out the smallest useful Purchase Accounting setup for the business in front of it, then

builds it only when asked. The default output is a short recommendation, not a

spreadsheet. Artifacts - CSV, SQL DDL, JSON Schema, Notion mapping - are produced on

request, from one field list so they cannot drift apart.

Layer: Layer 3: Record. Fits: Growth stage. Table code: n/a.

When to Use This Skill

• purchase accounting
• purchase invoice register
• supplier bill entry tracker
• purchase vat and tds log

Also use it when the user says "verified purchase invoices, booked and traceable to their PO and challan", or describes the same process happening in a

spreadsheet, a document or someone inboxes.

Do not use it for: supplier payment runs, tax filing, or legal advice. This skill produces

empty templates only - it never holds or processes real employee or customer data.

How It Works

No separate shared execution contract is bundled; follow this file and the host repository/user instructions. The module-specific rules below define only domain fields, decisions, calculations, and safety constraints.

Step 1 - Identify intent

Read the request and pick the intent before asking anything.

• "set up" or "build" or "create" -> the user wants artifacts; go to Step 2.
• "our process is ..." or "it is in a sheet" -> the user wants to move an existing process; capture it, then Step 2.
• "is this right" or "review" or "audit" -> the user wants a check, not a build; answer from what they share.
• "how do I ..." -> advice question; answer directly and offer the build only if it helps.

Ask only if this is the highest-value missing fact; otherwise proceed without an opener:

> Q: How are supplier bills captured today?

Step 2 - Ask only what is missing

Treat ambiguous replies as unanswered and ask which explicit option the user means. Record unknown values as Unknown; Unknown is not zero. A record must not be Done when a required check fails.

Skip anything the user already answered, in any earlier message. Ask the rest one at a

time, and stop as soon as the remaining answers would not change the output.

• Volume - How many supplier bills a month? / How many suppliers?
• Verification - PO and challan always available? / Who checks the invoice?
• Taxes and classification - VAT charged? / TDS deducted? / Which sections apply? / Inventory, expense or fixed asset? / Who decides the ledger?
• Current process - Tracked now? / Software or sheet? / What gets missed?
• Outcome - What do you need? / A purchase register, a VAT input log or both?

Never invent an answer. If the user does not know, record it as unknown and carry on.

Step 3 - Hold the internal context

Hold the answers in this shape. It stays internal - it is not shown to the user unless

they ask, and it never carries a value the user did not give.

module: purchase-accounting
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Volume": null
  "Verification": null
  "Taxes and classification": null
  "Current process": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking

Step 4 - Recommend the smallest workflow

Build an already requested artifact without asking again. For advice-only requests, give a short recommendation and offer the relevant artifact.

Recommended approach: One purchase record per verified invoice, carrying the PO, challan and source document as relations, the VAT and TDS figures, the classification, and a review status - five steps: verify, file, update the Purchase VAT Register, record in software, review against the originals.

Why this one: Purchase errors are verification errors. A record that holds the linked documents and a review status is what makes a misclassified or untaxed bill visible before the return is filed.

Workflow: Invoice verified → Documents filed → VAT register updated → Booked and classified → Reviewed

Step 5 - Build only on request

Once the user asks for it, derive the fields from the confirmed context and emit the

requested artifacts. For machine-readable text, keep prose outside the data; for files,

provide a usable link. Report material validation failures or limitations separately.

**A selected Notion output is rendered by notion-manual-import, so route the

Notion step there.** When the user selects Notion, hand that step to

@notion-manual-import: it holds the CSV, the property

mapping, the import steps and the verification checklist, and it renders the Field

Reference below instead of defining a table of its own. Do not restate the mapping

here and do not improvise the import steps. Manual CSV and mapping outputs need no

connection. For requested workspace changes, follow the shared contract: verify actual

tool access and the target before writing. A user saying "connected" is not tool evidence.

Never ask for a Notion password or token.

Purchase Number,Supplier,Supplier PAN/VAT,Purchase Order,Delivery Challan,Supplier Invoice Number,Invoice Date,Item/Expense Description,Quantity,UOM,Rate,Gross Amount,VAT Rate %,VAT Amount,TDS Rate %,TDS Amount,Net Payable,Classification,Ledger Account,Source Document,Payment Status,Amount Paid,Balance,VAT Register Updated,Entry Verified,Prepared By,Verified By,Notes,Purchase ID
PUR-2026-0041,Bluepeak Supplies,SYNTHETIC-TAX-ID,PO-2026-0187,DC-2026-0902,INV-8841,2026-08-14,Corrugated cartons 3 ply,500,Nos,169.00,84500.00,18,15210.00,2.5,2112.50,97597.50,Inventory/Purchase,Purchases - Cartons,DOC-2026-0442,Part Paid,50000.00,47597.50,Done,In progress,Ananya Rao,Vikram Singh,Rate compared against PO-2026-0187; quantity matched with DC-2026-0902.,PUR-ID-0041

CREATE TABLE purchase_accounting (
  purchase_number VARCHAR(255),
  supplier VARCHAR(255),
  supplier_pan_vat VARCHAR(255),
  purchase_order VARCHAR(255),  -- relation -> target record
  delivery_challan VARCHAR(255),  -- relation -> target record
  supplier_invoice_number VARCHAR(255),
  invoice_date DATE NOT NULL,
  item_expense_description VARCHAR(255),
  quantity NUMERIC,
  uom VARCHAR(100) NOT NULL,
  rate NUMERIC(14,2),
  gross_amount NUMERIC(14,2),
  vat_rate_pct NUMERIC,
  vat_amount NUMERIC(14,2),
  tds_rate_pct NUMERIC,
  tds_amount NUMERIC(14,2),
  net_payable NUMERIC(14,2),
  classification VARCHAR(100) NOT NULL,
  ledger_account VARCHAR(255),
  source_document VARCHAR(255),  -- relation -> target record
  payment_status VARCHAR(100) NOT NULL,
  amount_paid NUMERIC(14,2),
  balance NUMERIC(14,2),
  vat_register_updated VARCHAR(100) NOT NULL,
  entry_verified VARCHAR(100) NOT NULL,
  prepared_by VARCHAR(255),
  verified_by VARCHAR(255),
  notes TEXT,
  purchase_id VARCHAR(255) PRIMARY KEY,
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW()
);

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Purchase Accounting",
  "type": "object",
  "additionalProperties": false,
  "properties": {
      "Purchase Number": { "type": "string" },
      "Supplier": { "type": "string" },
      "Supplier PAN/VAT": { "type": "string" },
      "Purchase Order": { "type": "string" },
      "Delivery Challan": { "type": "string" },
      "Supplier Invoice Number": { "type": "string" },
      "Invoice Date": { "type": "string", "format": "date" },
      "Item/Expense Description": { "type": "string" },
      "Quantity": { "type": ["number", "null"] },
      "UOM": { "type": "string" },
      "Rate": { "type": ["number", "null"] },
      "Gross Amount": { "type": ["number", "null"] },
      "VAT Rate %": { "type": ["number", "null"] },
      "VAT Amount": { "type": ["number", "null"] },
      "TDS Rate %": { "type": ["number", "null"] },
      "TDS Amount": { "type": ["number", "null"] },
      "Net Payable": { "type": ["number", "null"] },
      "Classification": { "type": "string" },
      "Ledger Account": { "type": "string" },
      "Source Document": { "type": "string" },
      "Payment Status": { "type": "string" },
      "Amount Paid": { "type": ["number", "null"] },
      "Balance": { "type": ["number", "null"] },
      "VAT Register Updated": { "type": "string" },
      "Entry Verified": { "type": "string" },
      "Prepared By": { "type": "string" },
      "Verified By": { "type": "string" },
      "Notes": { "type": "string" },
      "Purchase ID": { "type": "string" }
  },
  "required": [
      "Invoice Date",
      "Quantity",
      "UOM",
      "Rate",
      "Gross Amount",
      "VAT Rate %",
      "VAT Amount",
      "TDS Rate %",
      "TDS Amount",
      "

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