Connecting purchases, stock and sales

Supplier invoices and supporting documents provide the original quantities and costs. I keep their links to the extracted records.

• To Extract invoice linesRead

The invoice pipeline extracts text deterministically, with AI assistance for scanned documents. A separate controller structures the result for checking.

• From Supplier documentsRead
• To Check source coverageValidate

I check document coverage, line quantities and values, duplicate flags and unusual records before using the extracted data. Agreement between two outputs is not enough.

• From Extract invoice linesValidate
• To Resolve exceptionsUnresolved
• To Apply finance rulesAccepted lines

Missing lines, uncertain extraction and cost differences remain visible for investigation. They do not become accepted purchases simply because a file was generated.

• From Check source coverageUnresolved

Item and component records help distinguish stock, assembly and delivery costs. Their accounting treatment must be agreed before the records are used.

• To Apply finance rulesCost treatment

Workbook tables and formulas apply the treatment of inventory, cost of sales, components and delivery. Python prepares and checks the data without becoming a second money engine.

• From Check source coverageAccepted lines
• From Item & component recordsCost treatment
• To Stock quantities & costsCalculate

The costed stock records must reconcile to their source purchases. Import checks distinguish rows saved in the workbook from figures recalculated afterwards.

• From Apply finance rulesCalculate
• To Replenishment historySupply records
• To Approve supplier importReview package

Replenishment records connect supplied quantities to stock and customer billing. This is a shared input to route B, with separate billing decisions.

• From Stock quantities & costsSupply records

I prepare the supplier import and supporting checks. Posting to Business Central needs explicit approval for that package.

• From Stock quantities & costsReview package
• To Read back postingsApproved posting

I compare the reviewed supplier package with posted records. A prepared import and a posted transaction are different events; the September evidence confirms that batch only.

• From Approve supplier importApproved posting

The web crawl collects the report list, report rows and supporting PDFs. Its record distinguishes new, changed, unchanged and missing reports, so an incomplete capture cannot silently stand in for a complete one.

• To Crawl & CSV Gen_IDCapture

A report ID identifies a report, not an unchanged version of its contents. The crawl generation identifies a captured set and links to its predecessor. The exported count CSV has its own Gen_ID, linked back to that crawl generation.

• From Crawl stock reportsCapture
• To Select the stock positionBind version

The billing basis binds the selected stock report to its captured generation and billing period. Operations confirms stock information; the selection must account for report changes and missing evidence.

• From Crawl & CSV Gen_IDBind version
• To Hold affected billingNeeds review
• To Calculate the next billChecked basis

Changed counts, missing evidence and unresolved differences can hold affected billing for review. A familiar report ID does not make changed report contents safe to reuse.

• From Select the stock positionNeeds review

Opening stock and replenishment history establish what was available. Stock counts then support the consumption calculation, with timing and exclusions checked for the selected position.

• To Calculate the next billEligible supplies

The workbook brings together the selected stock position, eligible supplies and earlier billed quantities. This distinguishes total consumption from what remains to bill and keeps exceptions visible.

• From Select the stock positionChecked basis
• From Opening stock & suppliesEligible supplies
• From Earlier billing basisAlready billed
• To Approve & issue invoicesChecks + approval

After the relevant checks and approval, I issue customer sales invoices with supporting reports. Preparing a pack, issuing an invoice and confirming delivery are recorded as distinct events.

• From Calculate the next billChecks + approval
• To Issued documentsPreserve issue

Billing History preserves the stock and supply basis recorded when a supported cycle was billed. Later count edits must not rewrite it. Earlier cycles without that record retain their own frozen evidence files.

• To Calculate the next billAlready billed
• From Issued documentsRetain basis

Issued invoice lines, supporting packs and recorded basis allow a bill to be traced back to its cycle and inputs. Credits and reissues need their own evidence and links to the document they correct.

• From Approve & issue invoicesPreserve issue
• To Earlier billing basisRetain basis
• To Match customer receiptsInvoice register

I reconcile bank receipts and allocations to the issued-invoice register. Unmatched cash, money held on account and outstanding invoice balances remain visible for follow-up.

• From Issued documentsInvoice register
• From Bank receipt recordsAllocate cash
• To Resolve differencesDifferences

The payment record keeps each bank credit and its allocation to invoices or money held on account. An invoice delivery record does not prove that a payment was received.

• To Match customer receiptsAllocate cash

I investigate billing and payment differences and prepare corrections for review. Approved credits or reissues preserve the link to the original invoice; a proposed correction is not a completed one.

• From Match customer receiptsDifferences

I start with the source purchases, replenishments and stock reports, including their coverage and captured versions. A reconciliation must account for missing records as well as matching amounts.

• To Accounting treatmentInterpret

Finance determines the treatment of stock, cost of sales, components and delivery. Quantity, cost and billing timing must be explained separately; an accounting classification is not a release approval.

• From Source populationInterpret
• To Reconcile the positionCheck figures

I compare stock and consumption quantities, costs and billed figures against their supporting records. Current calculations and issued history are compared without overwriting either one.

• From Accounting treatmentCheck figures
• To Explain the differenceExplain gaps
• From Issued lines & registerCompare positions

Customer and management reporting separates checked figures from unresolved differences and missing evidence. I identify the action or confirmation needed rather than presenting every difference as a completed correction.

• From Reconcile the positionExplain gaps
• From Evidence of each eventSupported result

Earlier billing cycles are traced to their retained packs and recorded basis. A new extract cannot be backdated and presented as the original evidence for an old invoice.

• To Invoice basisTrace inputs

The recorded invoice basis explains which stock position and supply history supported a bill. Where a recorded basis is absent or diverges from the issued lines, the gap remains explicit.

• From Frozen cycle evidenceTrace inputs
• To Issued lines & registerCompare lines

Invoice lines and the register must agree on the issued document and its status. Superseded invoices, credits and reissues need to be identified when explaining the billed position.

• From Invoice basisCompare lines
• To Reconcile the positionCompare positions
• To Evidence of each eventConfirm status
• To Payment reconciliationMatch invoices

A generated pack does not prove delivery, and a delivery record does not prove payment. I keep evidence for each event separate when reporting what has actually happened.

• From Issued lines & registerConfirm status
• To Explain the differenceSupported result

Bank credits are the source for received cash. Their value dates, amounts and allocations support the payment position rather than an assumption based on invoice status.

• To Payment reconciliationAllocate cash

Payment allocations are checked against issued invoices. Outstanding balances, unallocated receipts and money held on account are different positions and need different follow-up.

• From Bank creditsAllocate cash
• From Issued lines & registerMatch invoices

The report portal is an external source. The collection process must handle changes, missing reports and incomplete retrieval rather than assuming that the newest download is usable.

• To Crawler & evidence checksRetrieve

The crawler records the report population, extracted rows and PDF links. Validation checks completeness and changes before captured data is accepted for billing use.

• From Report portalRetrieve
• To Versioned capture storeStore capture

The capture store retains generations linked to their predecessors and checks their report-to-PDF relationships. Workbook-facing count exports carry a Gen_ID linked to the crawl generation.

• From Crawler & evidence checksStore capture
• To Native finance workbookChecked counts

Supplier invoices enter through a separate extraction pipeline. Text extraction and AI assistance feed deterministic structuring and checks before finance uses the records.

• To Python staging toolsExtract + check

Python coordinates acquisition, staging and validation. Power Query and VBA support workbook loading and interaction; the financial rules remain in workbook tables and formulas.

• From Supplier documentsExtract + check
• To Native finance workbookStage inputs
• To Tests & re-derivationExercise tools

The workbook owns the finance calculations and recalculates with changed inputs. Staged data, saved rows and recalculated figures are different states and require different checks.

• From Versioned capture storeChecked counts
• From Python staging toolsStage inputs
• To Saved results & logsSave result

Saved workbook results and generated packs are checked after the operation. Run records retain the inputs and state needed to investigate a failure or explain an output later.

• From Native finance workbookSave result
• To Approve & maintainRead back

I define the accounting rules, expected result and refusal conditions before changing the tools. Claude Code and Codex assist development and review; I retain responsibility.

• To Tests & re-derivationRequirements

I test on copies, exercise failure cases, re-derive key figures and check saved results. Tests include incomplete captures, ambiguous history and mismatches between records and issued documents.

• From Finance requirementsRequirements
• From Python staging toolsExercise tools
• To Separate reviewReview results

A separate AI review challenges the implementation and its evidence. Passing tests or an AI review does not authorise workbook promotion, posting or customer delivery.

• From Tests & re-derivationReview results
• To Approve & maintainHuman approval

A person authorises the relevant release. Backups, run records and runbooks support recovery and recurring operation; I continue to maintain them alongside billing and operational support.

• From Saved results & logsRead back
• From Separate reviewHuman approval