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Expand skill with complete schemas, workflows, and examples

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- Add MCP tools reference with actual tool names
- Document Unix timestamp requirement for dates
- Add complete table schemas for all 8 tables
- Add key account IDs quick reference
- Add step-by-step workflows for bill entry, payments, owner reimbursements
- Add batch operations guidance for efficient multi-record entry
- Add common SQL queries for reporting
- Add validation checklist and expanded common mistakes
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Bill Ballou
2026-01-03 19:20:34 -05:00
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@@ -9,202 +9,401 @@ description: Use when working with the Grist double-entry accounting system - re
A complete double-entry accounting system for sole proprietorship service businesses. Every transaction creates balanced journal entries (debits = credits). Account balances roll up through parent-child hierarchy. A complete double-entry accounting system for sole proprietorship service businesses. Every transaction creates balanced journal entries (debits = credits). Account balances roll up through parent-child hierarchy.
## Schema Quick Reference ## MCP Tools Available
| Table | Purpose | Key Fields | | Tool | Purpose |
|-------|---------|------------| |------|---------|
| Accounts | Chart of accounts | Code, Name, Type, Parent, Balance | | `mcp__grist-accounting__list_documents` | List accessible Grist documents |
| Transactions | Journal entry headers | Date, Description, Reference, Status | | `mcp__grist-accounting__list_tables` | List tables in a document |
| TransactionLines | Debits and credits | Transaction, Account, Debit, Credit | | `mcp__grist-accounting__describe_table` | Get column schema for a table |
| Vendors | People you pay | Name, PaymentTerms, Balance | | `mcp__grist-accounting__get_records` | Fetch records (with optional filter, sort, limit) |
| Items | Common purchases | Name, DefaultAccount | | `mcp__grist-accounting__add_records` | Insert new records, returns `{"inserted_ids": [...]}` |
| Bills | AP invoices | Vendor, BillDate, DueDate, Status, Amount, AmountDue | | `mcp__grist-accounting__update_records` | Update existing records by ID |
| BillLines | Bill line items | Bill, Item, Account, Amount | | `mcp__grist-accounting__delete_records` | Delete records by ID |
| BillPayments | Payment tracking | Bill, Transaction, Amount | | `mcp__grist-accounting__sql_query` | Run read-only SQL queries |
| ReportingPeriods | Date ranges | Name, StartDate, EndDate, IsClosed |
The document name is `accounting` for all operations.
## Date Handling
All date fields use **Unix timestamps** (seconds since 1970-01-01 UTC).
| Date | Timestamp |
|------|-----------|
| Oct 1, 2025 | 1759363200 |
| Nov 1, 2025 | 1762041600 |
| Dec 1, 2025 | 1764633600 |
| Jan 1, 2026 | 1767312000 |
Python: `int(datetime(2025, 10, 1).timestamp())`
## Complete Table Schemas
### Accounts
| Column | Type | Notes |
|--------|------|-------|
| Code | Text | Account number (e.g., "5080") |
| Name | Text | Account name |
| Type | Choice | "Asset", "Liability", "Equity", "Income", "Expense" |
| Parent | Ref:Accounts | Parent account for hierarchy (0 = top-level) |
| Description | Text | |
| IsActive | Bool | |
| Balance | Formula | Calculated from transactions |
### Vendors
| Column | Type | Notes |
|--------|------|-------|
| Name | Text | Vendor name |
| DefaultExpenseAccount | Ref:Accounts | Auto-fills on bill lines |
| PaymentTerms | Choice | "Due on Receipt", "Net 15", "Net 30" |
| Notes | Text | |
| IsActive | Bool | |
| Balance | Formula | Sum of unpaid bills |
### Items
| Column | Type | Notes |
|--------|------|-------|
| Name | Text | Item name (e.g., "Software Subscription") |
| DefaultAccount | Ref:Accounts | Expense account for this item |
| DefaultDescription | Text | Auto-fills on bill lines |
| IsActive | Bool | |
### Bills
| Column | Type | Notes |
|--------|------|-------|
| Vendor | Ref:Vendors | Required |
| BillNumber | Text | Invoice number from vendor |
| BillDate | Date | Unix timestamp |
| DueDate | Date | Unix timestamp |
| Status | Choice | "Open", "Partial", "Paid" |
| Memo | Text | |
| EntryTransaction | Ref:Transactions | Link to journal entry |
| Amount | Formula | Sum of BillLines.Amount |
| AmountPaid | Formula | Sum of BillPayments.Amount |
| AmountDue | Formula | Amount - AmountPaid |
### BillLines
| Column | Type | Notes |
|--------|------|-------|
| Bill | Ref:Bills | Required |
| Item | Ref:Items | Optional - auto-fills Account/Description |
| Account | Ref:Accounts | Expense account |
| Description | Text | |
| Amount | Numeric | Line item amount |
### Transactions
| Column | Type | Notes |
|--------|------|-------|
| Date | Date | Unix timestamp |
| Description | Text | Transaction description |
| Reference | Text | Check number, invoice reference, etc. |
| Status | Choice | "Draft", "Posted", "Cleared" |
| Memo | Text | |
| Total | Formula | Sum of debits |
| IsBalanced | Formula | True if debits = credits |
### TransactionLines
| Column | Type | Notes |
|--------|------|-------|
| Transaction | Ref:Transactions | Required |
| Account | Ref:Accounts | Required |
| Debit | Numeric | Debit amount (or 0) |
| Credit | Numeric | Credit amount (or 0) |
| Memo | Text | |
### BillPayments
| Column | Type | Notes |
|--------|------|-------|
| Bill | Ref:Bills | Required |
| Transaction | Ref:Transactions | Payment journal entry |
| Amount | Numeric | Payment amount |
| PaymentDate | Date | Unix timestamp |
## Key Account IDs
| ID | Code | Name | Type |
|----|------|------|------|
| 4 | 2000 | Accounts Payable | Liability |
| 14 | 1001 | Checking Account | Asset |
| 22 | 2203 | Due to Owner | Liability |
| 36 | 5080 | Software & Subscriptions | Expense |
Query all accounts:
```sql
SELECT id, Code, Name, Type FROM Accounts WHERE IsActive = true ORDER BY Code
```
## Account Types ## Account Types
| Type | Normal Balance | Examples | | Type | Normal Balance | Increases With | Examples |
|------|----------------|----------| |------|----------------|----------------|----------|
| Asset | Debit | Cash, AR, Prepaid | | Asset | Debit | Debit | Cash, AR, Prepaid |
| Liability | Credit | AP, Credit Cards, Due to Owner | | Liability | Credit | Credit | AP, Credit Cards, Due to Owner |
| Equity | Credit | Owner's Investment, Draws, Retained Earnings | | Equity | Credit | Credit | Owner's Investment, Draws, Retained Earnings |
| Income | Credit | Service Revenue, Interest Income | | Income | Credit | Credit | Service Revenue, Interest Income |
| Expense | Debit | Rent, Utilities, Office Supplies | | Expense | Debit | Debit | Rent, Utilities, Office Supplies |
## Common Workflows ## Complete Workflows
### Record a Simple Expense ### Create a Vendor
```python ```python
# Pay $50 for office supplies from checking add_records("Vendors", [{
transaction = add_records("Transactions", [{ "Name": "Acme Corp",
"Date": "2026-01-03", "DefaultExpenseAccount": 36, # Software & Subscriptions
"Description": "Office supplies", "PaymentTerms": "Due on Receipt",
"Notes": "Software vendor",
"IsActive": True
}])
# Returns: {"inserted_ids": [vendor_id]}
```
### Create Items for Common Purchases
```python
add_records("Items", [{
"Name": "Monthly Software",
"DefaultAccount": 36,
"DefaultDescription": "Monthly SaaS subscription",
"IsActive": True
}])
```
### Complete Bill Entry (4 Steps)
**Step 1: Create Bill Header**
```python
add_records("Bills", [{
"Vendor": 1, # vendor_id
"BillNumber": "INV-001",
"BillDate": 1759708800, # Unix timestamp
"DueDate": 1759708800,
"Status": "Open",
"Memo": "October services"
}])
# Returns: {"inserted_ids": [bill_id]}
```
**Step 2: Create Bill Line(s)**
```python
add_records("BillLines", [{
"Bill": 1, # bill_id from step 1
"Item": 1, # optional - auto-fills Account/Description
"Account": 36, # expense account
"Description": "Monthly subscription",
"Amount": 100.00
}])
```
**Step 3: Create Journal Entry**
```python
# Transaction header
add_records("Transactions", [{
"Date": 1759708800,
"Description": "Acme Corp - October services",
"Reference": "INV-001",
"Status": "Posted"
}])
# Returns: {"inserted_ids": [txn_id]}
# Transaction lines: Debit expense, Credit AP
add_records("TransactionLines", [
{"Transaction": 1, "Account": 36, "Debit": 100.00, "Credit": 0, "Memo": "Monthly subscription"},
{"Transaction": 1, "Account": 4, "Debit": 0, "Credit": 100.00, "Memo": "Monthly subscription"}
])
```
**Step 4: Link Bill to Transaction**
```python
update_records("Bills", [{"id": 1, "fields": {"EntryTransaction": 1}}])
```
### Pay Bill from Checking Account
```python
# Step 1: Create payment transaction
add_records("Transactions", [{
"Date": 1760832000,
"Description": "Payment - Acme Corp INV-001",
"Reference": "Check #1001",
"Status": "Cleared"
}])
# Returns: {"inserted_ids": [txn_id]}
# Step 2: Debit AP, Credit Checking
add_records("TransactionLines", [
{"Transaction": 2, "Account": 4, "Debit": 100.00, "Credit": 0, "Memo": "Pay INV-001"},
{"Transaction": 2, "Account": 14, "Debit": 0, "Credit": 100.00, "Memo": "Pay INV-001"}
])
# Step 3: Create BillPayment record
add_records("BillPayments", [{
"Bill": 1,
"Transaction": 2,
"Amount": 100.00,
"PaymentDate": 1760832000
}])
# Step 4: Update bill status
update_records("Bills", [{"id": 1, "fields": {"Status": "Paid"}}])
```
### Pay Bill via Owner Reimbursement
When the owner pays a business expense personally:
```python
# Step 1: Create payment transaction
add_records("Transactions", [{
"Date": 1760832000,
"Description": "Owner payment - Acme Corp INV-001",
"Reference": "Owner Reimb",
"Status": "Posted"
}])
# Step 2: Debit AP, Credit Due to Owner (not Checking)
add_records("TransactionLines", [
{"Transaction": 2, "Account": 4, "Debit": 100.00, "Credit": 0, "Memo": "Pay INV-001"},
{"Transaction": 2, "Account": 22, "Debit": 0, "Credit": 100.00, "Memo": "Owner paid"}
])
# Step 3: Create BillPayment record
add_records("BillPayments", [{
"Bill": 1,
"Transaction": 2,
"Amount": 100.00,
"PaymentDate": 1760832000
}])
# Step 4: Update bill status
update_records("Bills", [{"id": 1, "fields": {"Status": "Paid"}}])
```
### Reimburse Owner
When business pays back the owner:
```python
add_records("Transactions", [{
"Date": 1762041600,
"Description": "Owner reimbursement",
"Reference": "Transfer",
"Status": "Cleared" "Status": "Cleared"
}]) }])
add_records("TransactionLines", [ add_records("TransactionLines", [
{"Transaction": txn_id, "Account": office_supplies_id, "Debit": 50}, {"Transaction": 3, "Account": 22, "Debit": 500.00, "Credit": 0, "Memo": "Reimburse owner"},
{"Transaction": txn_id, "Account": checking_id, "Credit": 50} {"Transaction": 3, "Account": 14, "Debit": 0, "Credit": 500.00, "Memo": "Reimburse owner"}
]) ])
``` ```
### Enter a Bill (Accounts Payable) ## Batch Operations
1. Create Bill record with Vendor, BillDate, DueDate When entering multiple bills efficiently:
2. Add BillLines with Item/Account and Amount
3. Create Transaction: Debit expense accounts, Credit AP
4. Link Bill.EntryTransaction to the transaction
1. **Create all Bills first** → collect inserted IDs
2. **Create all BillLines** referencing bill IDs
3. **Create all Transactions** → collect inserted IDs
4. **Create all TransactionLines** referencing transaction IDs
5. **Update all Bills** with EntryTransaction links in one call
6. (If paying) Create payment transactions, lines, and BillPayments
Example batch update:
```python ```python
# $150 electric bill from vendor update_records("Bills", [
bill = add_records("Bills", [{ {"id": 1, "fields": {"EntryTransaction": 1}},
"Vendor": vendor_id, {"id": 2, "fields": {"EntryTransaction": 2}},
"BillDate": "2026-01-03", {"id": 3, "fields": {"EntryTransaction": 3}}
"DueDate": "2026-02-02",
"Status": "Open"
}])
add_records("BillLines", [{
"Bill": bill_id,
"Account": utilities_id,
"Description": "January electric",
"Amount": 150
}])
# Journal entry
txn = add_records("Transactions", [{
"Date": "2026-01-03",
"Description": "Electric Co - January"
}])
add_records("TransactionLines", [
{"Transaction": txn_id, "Account": utilities_id, "Debit": 150},
{"Transaction": txn_id, "Account": ap_id, "Credit": 150}
])
# Link bill to transaction
update_records("Bills", [{"id": bill_id, "fields": {"EntryTransaction": txn_id}}])
```
### Pay a Bill
```python
# Pay $150 bill
txn = add_records("Transactions", [{
"Date": "2026-01-15",
"Description": "Payment - Electric Co",
"Reference": "Check #1001"
}])
add_records("TransactionLines", [
{"Transaction": txn_id, "Account": ap_id, "Debit": 150},
{"Transaction": txn_id, "Account": checking_id, "Credit": 150}
])
add_records("BillPayments", [{
"Bill": bill_id,
"Transaction": txn_id,
"Amount": 150,
"PaymentDate": "2026-01-15"
}])
# Bill.Status auto-updates based on AmountDue formula
```
### Owner Reimbursement
When owner pays business expense personally:
```python
# Debit expense, Credit "Due to Owner" (liability 2203)
add_records("TransactionLines", [
{"Transaction": txn_id, "Account": expense_id, "Debit": 50},
{"Transaction": txn_id, "Account": due_to_owner_id, "Credit": 50}
]) ])
``` ```
When business reimburses owner: ## Common Queries
```python
# Debit "Due to Owner", Credit Checking ### Unpaid Bills by Vendor
add_records("TransactionLines", [ ```sql
{"Transaction": txn_id, "Account": due_to_owner_id, "Debit": 50}, SELECT v.Name, b.BillNumber, b.BillDate, b.Amount, b.AmountDue
{"Transaction": txn_id, "Account": checking_id, "Credit": 50} FROM Bills b
]) JOIN Vendors v ON b.Vendor = v.id
WHERE b.Status IN ('Open', 'Partial')
ORDER BY b.DueDate
``` ```
## Querying Data ### Bills Summary by Vendor
```sql
### Get Account Balances SELECT v.Name as Vendor, COUNT(b.id) as Bills, SUM(b.Amount) as Total, SUM(b.AmountDue) as Due
FROM Bills b
```python JOIN Vendors v ON b.Vendor = v.id
# All accounts with balances GROUP BY v.Name
sql_query("SELECT Code, Name, Type, Balance FROM Accounts ORDER BY Code") ORDER BY Total DESC
# Cash accounts only
sql_query("SELECT Name, Balance FROM Accounts WHERE Parent = 1") # Parent 1 = Cash
# Total by account type
sql_query("SELECT Type, SUM(Balance) FROM Accounts WHERE Parent IS NULL GROUP BY Type")
``` ```
### Get Unpaid Bills ### Account Balances (Non-Zero)
```sql
SELECT Code, Name, Type, Balance
FROM Accounts
WHERE Balance != 0
ORDER BY Code
```
```python ### Owner Reimbursement Balance
sql_query(""" ```sql
SELECT v.Name, b.BillNumber, b.DueDate, b.AmountDue SELECT Balance FROM Accounts WHERE Code = '2203'
FROM Bills b ```
JOIN Vendors v ON b.Vendor = v.id
WHERE b.Status IN ('Open', 'Partial') ### Expense Summary by Account
ORDER BY b.DueDate ```sql
""") SELECT a.Code, a.Name, a.Balance
FROM Accounts a
WHERE a.Type = 'Expense' AND a.Balance != 0
ORDER BY a.Balance DESC
``` ```
### Transaction History for Account ### Transaction History for Account
```sql
```python SELECT t.Date, t.Description, t.Reference, tl.Debit, tl.Credit
sql_query(""" FROM TransactionLines tl
SELECT t.Date, t.Description, tl.Debit, tl.Credit JOIN Transactions t ON tl.Transaction = t.id
FROM TransactionLines tl WHERE tl.Account = 36
JOIN Transactions t ON tl.Transaction = t.id ORDER BY t.Date DESC
WHERE tl.Account = ?
ORDER BY t.Date DESC
""", account_id)
``` ```
## Key Account Codes ### Verify All Transactions Balance
```sql
SELECT id, Description, Total, IsBalanced
FROM Transactions
WHERE IsBalanced = false
```
| Code | Name | Use For | ## Validation Checklist
|------|------|---------|
| 1001 | Checking Account | Primary bank account |
| 2000 | Accounts Payable | Bills owed to vendors |
| 2203 | Due to Owner | Owner reimbursements |
| 3002 | Owner's Draws | Money withdrawn by owner |
| 4001 | Service Revenue | Primary income |
## Validation Rules After entering bills, verify:
1. **Transactions must balance**: `SUM(Debit) = SUM(Credit)` - [ ] Total bills match expected: `SELECT SUM(Amount) FROM Bills`
2. **Each line has Debit OR Credit**, not both - [ ] All transactions balanced: `SELECT * FROM Transactions WHERE IsBalanced = false`
3. **Bills need at least one BillLine** - [ ] AP balance correct: `SELECT Balance FROM Accounts WHERE Code = '2000'`
4. **BillPayments cannot exceed AmountDue** - [ ] Expense accounts increased appropriately
- [ ] Vendor balances reflect unpaid bills
## Formula Columns (Auto-Calculated)
| Table.Column | Formula |
|--------------|---------|
| Accounts.Balance | OwnBalance + ChildrenBalance |
| Transactions.IsBalanced | Sum debits = Sum credits |
| Bills.Amount | Sum of BillLines.Amount |
| Bills.AmountDue | Amount - AmountPaid |
| Vendors.Balance | Sum of unpaid bills |
## Common Mistakes ## Common Mistakes
| Mistake | Fix | | Mistake | Fix |
|---------|-----| |---------|-----|
| Transaction not balanced | Ensure debits = credits before saving | | Transaction not balanced | Ensure SUM(Debit) = SUM(Credit) before saving |
| Wrong debit/credit direction | Assets/Expenses increase with debit; Liabilities/Equity/Income increase with credit | | Wrong debit/credit direction | Assets/Expenses increase with debit; Liabilities/Equity/Income increase with credit |
| Posting to parent account | Post to leaf accounts (1001 Checking, not 1000 Cash) | | Posting to parent account | Post to leaf accounts (1001 Checking, not 1000 Cash) |
| Forgetting AP entry for bills | Bills need both the expense entry AND the AP credit | | Forgetting AP entry for bills | Bills need both the expense debit AND the AP credit |
| Missing EntryTransaction link | Always update Bill.EntryTransaction after creating journal entry |
| Bill status not updated | Manually set Status to "Paid" after full payment |
| Using string dates | Dates must be Unix timestamps (seconds), not strings |
## Formula Columns (Auto-Calculated)
| Table.Column | Description |
|--------------|-------------|
| Accounts.Balance | OwnBalance + ChildrenBalance |
| Transactions.IsBalanced | True if sum of debits = sum of credits |
| Transactions.Total | Sum of debit amounts |
| Bills.Amount | Sum of BillLines.Amount |
| Bills.AmountPaid | Sum of BillPayments.Amount |
| Bills.AmountDue | Amount - AmountPaid |
| Vendors.Balance | Sum of AmountDue for unpaid bills |