Bill Ballou
357d1aadc8
Introduces templates/ directory with pre-built record structures that only include writable fields, preventing 400 errors from formula column writes. Templates: - bill-paid-credit-card.json: Invoice paid by business credit card - bill-paid-owner.json: Invoice paid by owner (reimbursement) - bill-paid-checking.json: Invoice paid from checking account - bill-unpaid.json: Invoice recorded but not yet paid - pay-existing-bill.json: Payment for existing open bill - direct-expense.json: Bank fees and minor expenses Also adds references/templates.md usage guide and updates SKILL.md with template references and formula column warnings.
116 lines
3.9 KiB
JSON
116 lines
3.9 KiB
JSON
{
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"_meta": {
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"name": "Unpaid Bill (Accounts Payable)",
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"description": "Record a vendor bill that has not yet been paid",
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"scenario": "Invoice received but payment will be made later",
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"accounts": {
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"expense": "The expense account to debit",
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"accounts_payable": "Accounts Payable liability (4) - credits increase amount owed"
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}
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},
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"_variables": {
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"vendor_id": "integer - Vendor record ID",
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"bill_number": "string - Invoice/bill number from vendor",
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"date_timestamp": "integer - Unix timestamp for bill date",
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"due_date_timestamp": "integer - Unix timestamp for due date",
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"amount": "number - Total amount including tax",
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"expense_account_id": "integer - Expense account ID to debit",
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"line_description": "string - Description for bill line",
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"vendor_name": "string - Vendor name for transaction descriptions"
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},
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"_sequence": [
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"1. Create Bill record → get bill_id",
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"2. Create BillLine → links to bill_id",
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"3. Create entry Transaction → get entry_txn_id",
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"4. Create entry TransactionLines (Dr Expense, Cr AP)",
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"5. Update Bill.EntryTransaction → link to entry_txn_id",
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"6. Upload Invoice attachment",
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"7. Run audit checks",
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"NOTE: Bill remains in 'Open' status until payment is recorded"
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],
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"records": {
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"bill": {
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"_doc": "Step 1: Create Bill header. Do NOT include Amount - it's a formula field.",
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"_table": "Bills",
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"_operation": "add_records",
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"payload": {
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"Vendor": "{{vendor_id}}",
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"BillNumber": "{{bill_number}}",
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"BillDate": "{{date_timestamp}}",
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"DueDate": "{{due_date_timestamp}}",
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"Status": "Open",
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"Memo": "{{line_description}}"
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}
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},
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"bill_line": {
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"_doc": "Step 2: Create BillLine. This populates the Bill.Amount formula.",
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"_table": "BillLines",
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"_operation": "add_records",
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"_requires": ["bill_id"],
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"payload": {
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"Bill": "{{bill_id}}",
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"Account": "{{expense_account_id}}",
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"Description": "{{line_description}}",
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"Amount": "{{amount}}"
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}
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},
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"entry_transaction": {
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"_doc": "Step 3: Create entry transaction header.",
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"_table": "Transactions",
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"_operation": "add_records",
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"payload": {
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"Date": "{{date_timestamp}}",
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"Description": "{{vendor_name}} - Invoice {{bill_number}}",
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"Reference": "{{bill_number}}",
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"Status": "Posted"
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}
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},
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"entry_transaction_lines": {
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"_doc": "Step 4: Create entry transaction lines. Debit expense, credit AP.",
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"_table": "TransactionLines",
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"_operation": "add_records",
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"_requires": ["entry_txn_id"],
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"payload": [
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{
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"Transaction": "{{entry_txn_id}}",
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"Account": "{{expense_account_id}}",
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"Debit": "{{amount}}",
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"Credit": 0,
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"Memo": "{{line_description}}"
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},
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{
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"Transaction": "{{entry_txn_id}}",
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"Account": 4,
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"Debit": 0,
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"Credit": "{{amount}}",
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"Memo": "Accounts Payable"
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}
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]
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},
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"link_bill_to_entry": {
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"_doc": "Step 5: Link Bill to entry transaction.",
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"_table": "Bills",
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"_operation": "update_records",
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"_requires": ["bill_id", "entry_txn_id"],
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"payload": {
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"id": "{{bill_id}}",
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"fields": {
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"EntryTransaction": "{{entry_txn_id}}"
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}
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}
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}
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},
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"journal_entries": {
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"_doc": "Summary of journal entries created by this template",
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"entry": {
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"description": "Record expense and accounts payable liability",
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"debits": [{"account": "Expense Account", "amount": "{{amount}}"}],
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"credits": [{"account": "Accounts Payable (2000)", "amount": "{{amount}}"}]
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}
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},
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"_follow_up": {
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"description": "When payment is made, use pay-existing-bill.json template",
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"required_data": ["bill_id", "payment_date", "payment_method", "payment_reference"]
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}
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}
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