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

Follow the shared execution contract. 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

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