Prepare sale-level evidence for a supplier promotion rebate

Setup requirements

1. The buyer/accountant supplies a signed interpretation of commercial terms; ambiguity blocks qualification.

2. Every unit must have an explicit sale and source allocation identity; the model cannot choose a favorable purchase lot.

3. Calculated evidence is neither an approved claim nor a recognized asset or reduction of COGS.

4. Agree this bounded synthetic scope and confirm a real unresolved need before any implementation pilot. The written design does not authorize executing it.

Inputs and access

1. Name

   approved_promotion_terms.txt

   Source or owner

   Buyer and accountant

   Scope

   Synthetic promotion ID, dates, item/customer restrictions, currency, unit rate and owner-approved interpretation.

   Sensitivity

   Synthetic fixture only. A real-data pilot requires a separate minimized scope and approved handling.

   Permission needed

   Owner approval of exact data, processing environment, retention and recipients before a pilot. No pilot is authorized by this plan.

2. Name

   sale_and_return_events.json

   Source or owner

   Sales operations

   Scope

   Synthetic sale IDs, item, event dates, quantities, linked returns and owner-qualified status.

   Sensitivity

   Synthetic fixture only. A real-data pilot requires a separate minimized scope and approved handling.

   Permission needed

   Owner approval of exact data, processing environment, retention and recipients before a pilot. No pilot is authorized by this plan.

3. Name

   purchase_source_allocations.json

   Source or owner

   Inventory owner

   Scope

   Explicit sale-to-PO/receipt-lot edges and available quantities; no inferred FIFO unless supplied as an approved rule.

   Sensitivity

   Synthetic fixture only. A real-data pilot requires a separate minimized scope and approved handling.

   Permission needed

   Owner approval of exact data, processing environment, retention and recipients before a pilot. No pilot is authorized by this plan.

4. Name

   claims_and_credits.json

   Source or owner

   Rebate owner

   Scope

   Synthetic claim IDs, sale allocations, previous claimed units and supplier credit IDs/amounts/statuses.

   Sensitivity

   Synthetic fixture only. A real-data pilot requires a separate minimized scope and approved handling.

   Permission needed

   Owner approval of exact data, processing environment, retention and recipients before a pilot. No pilot is authorized by this plan.

5. Name

   calculation_rules.json

   Source or owner

   Accountant

   Scope

   Approved cutoff, return treatment, rounding, stacking policy and interpretation limits.

   Sensitivity

   Synthetic fixture only. A real-data pilot requires a separate minimized scope and approved handling.

   Permission needed

   Owner approval of exact data, processing environment, retention and recipients before a pilot. No pilot is authorized by this plan.

Human approval boundaries

1. Before a pilot, the accountable owner approves exact synthetic/minimized copies, processing environment, retention and allowed recipients.

2. Owner validates identity mappings, authority, status definitions and all unresolved evidence.

3. Any source mutation, account access, upload, external communication, commercial commitment, payment or changed permission requires separate appropriate authorization.

The problem

A per-unit supplier promotion needs a reliable link between eligible sales and the purchase lots they came from. Totals alone can hide reused units, returns or sales outside the promotion window.

Suggested task

Allocate owner-qualified sale units to purchase-source quantities and compare the resulting rebate evidence with claim and credit records.

What you could produce

A sale-to-purchase allocation register, explained rebate calculation and unmatched claim/credit exceptions for accountant review.

Why an agent / simpler alternative

An agent may extract promotion conditions and explain mismatched claims. Qualification follows owner-approved rules, and allocation/arithmetic must be deterministic. A native rebate module or clean spreadsheet is preferable where the same evidence and controls already exist.

When this work comes up

Role

Supplier rebate administrator

Trigger

A promotion period closes or a supplier credit arrives for review.

Human approval

Owner reviews scope, rules, identities and findings; operating decisions remain separately authorized.

Finished output

A sale-to-purchase allocation register, explained rebate calculation and unmatched claim/credit exceptions for accountant review.

Proposed evaluation scope — no pilot authorized

Scope

One approved promotion, at most 50 synthetic sale/return events, 10 purchase sources and 10 claim/credit records.

Limit origin

Original editorial evaluation bound, not a verified tool limit.

Overflow action

Stop and request owner-approved partitioning; no silent truncation.

Pilot authorized

No

Evidence boundary

Source facts describe human friction; O*NET describes duties; shared official documentation supports file primitives. The six-step workflow, safeguards, numerical fixture and outputs are original proposed designs.

Proposed steps

1. 1

   Freeze promotion version, period and owner interpretation; list missing source quantities and claim history.

   Output: Promotion evidence manifest.

   Expected output: Promotion evidence manifest.

   Checkpoint: Retain source IDs/spans and explicit unknown states. No source writes or external action.

   Approval gate: Owner approves exact inputs and rule scope before any pilot.

2. 2

   Extract restrictions and rates into a cited rule table for owner confirmation.

   Output: Approved rule candidates.

   Expected output: Approved rule candidates.

   Checkpoint: Retain source IDs/spans and explicit unknown states. No source writes or external action.

   Approval gate: Owner resolves ambiguous meaning, identity or authority before affected rows advance.

3. 3

   Join qualified sale and return events to explicit purchase-source edges; remove already claimed units only using exact allocation IDs.

   Output: Net unclaimed unit allocation.

   Expected output: Net unclaimed unit allocation.

   Checkpoint: Retain source IDs/spans and explicit unknown states. No source writes or external action.

   Approval gate: Owner resolves ambiguous meaning, identity or authority before affected rows advance.

4. 4

   Calculate review amounts with deterministic arithmetic and check conservation by sale, purchase source and promotion.

   Output: Rebate calculation and excess flags.

   Expected output: Rebate calculation and excess flags.

   Checkpoint: Retain source IDs/spans and explicit unknown states. No source writes or external action.

   Approval gate: Owner resolves ambiguous meaning, identity or authority before affected rows advance.

5. 5

   Compare calculated evidence with submitted claims and received credits, preserving timing, partial credit and disputed differences.

   Output: Claim/credit coverage bridge.

   Expected output: Claim/credit coverage bridge.

   Checkpoint: Retain source IDs/spans and explicit unknown states. No source writes or external action.

   Approval gate: Owner reviews draft findings; no operational action authorized.

6. 6

   Prepare a non-postable review packet and acceptance specification; leave accounting classification and supplier action to the owner.

   Output: Accountant review draft.

   Expected output: Accountant review draft.

   Checkpoint: Retain source IDs/spans and explicit unknown states. No source writes or external action.

   Approval gate: Owner accepts the review artifact; any live change or communication needs separate approval.

Original starter prompt — proposed

Origin

editorial_proposal

Execution authorized

No

Text

Using only {approved_synthetic_inputs} and {owner_rules}, Allocate owner-qualified sale units to purchase-source quantities and compare the resulting rebate evidence with claim and credit records. Follow the six-step design. Preserve exact identities, source citations and uncertainty; make calculations inspectable. Write only separate review drafts to {approved_output_folder}. Do not guess missing facts, alter sources, access accounts, send, upload, buy, post, settle, make personnel decisions or claim the fixture passed.

Expected output schema — proposed

Primary key

1. promotion_id

2. sale_event_id

3. purchase_source_id

4. allocation_id

Columns

1. gross_sale_units

2. return_units

3. previously_claimed_units

4. net_unclaimed_units

5. rate

6. currency

7. review_amount

8. claim_id

9. credit_id

10. covered_amount

11. rule_refs

12. source_spans

13. hold_reason

14. prior_claim_allocation_ids

15. return_event_ids

16. credit_allocation_ids

Record status

draft_review_only

Common provenance columns

1. input_snapshot_id

2. rule_version

3. source_document_id

4. source_row_or_span

5. reviewer_decision

Unknown value policy

Unknown numeric values remain null, never zero. Preserve raw rows and typed relation/allocation IDs; unresolved rows do not silently enter approved totals.

Linked tables

Credit evidence allocations

Primary key

1. credit_allocation_id

Columns

1. credit_id

2. credit_total_amount

3. currency

4. promotion_id

5. claim_id

6. sale_allocation_id

7. covered_amount

8. source_row

9. hold_reason

Credit control

Primary key

1. supplier_id

2. currency

3. credit_id

Columns

1. credit_total_amount

2. total_linked_amount

3. unlinked_amount

4. overlinked_amount

5. credit_allocation_ids

Synthetic output illustration — not an executed result

Label

Synthetic authored example, not observed output

Synthetic

Yes

Executed

No

Input

Sold

20

Returns

3

Prior claimed

5

Rate

4

Credit c1

40

Expected

Review units

12

Review amount

48

Credit difference

8

Accounting treatment

Not specified.

Claim authorized

No

Limits

1. Original proposed and untested design; no source documents this complete agent workflow.

2. A reported problem is not proof of prevalence, willingness to pay, harm magnitude or current demand.

3. Historical product reports require current-installation checks; a current capability document only establishes general primitives.

4. Native reports or a deterministic script may be simpler. Exports, identity mappings, context size, privacy controls and actual tool compatibility remain untested.

5. Numerical fixtures are synthetic and have not been executed. Owner review is necessary; no time saving, cost saving or revenue outcome is asserted.

Candidate platforms — compatibility untested

1. Name

   ChatGPT Work

   Required capabilities

   1. Assess this plan’s input, operation and output requirements before selecting an account.

   Capability source urls

   1. https://learn.chatgpt.com/docs/get-started-with-work

   Selection basis

   Editorial candidate only. Shared source facts are general primitives; this plan remains unexecuted.

   Workflow compatibility

   BotCurrent has not tested this workflow.

2. Name

   Claude

   Required capabilities

   1. Assess this plan’s input, operation and output requirements before selecting an account.

   Capability source urls

   1. https://support.claude.com/en/articles/16761823-claude-cowork-and-chat-are-one-claude

   Selection basis

   Editorial candidate only. Shared source facts are general primitives; this plan remains unexecuted.

   Workflow compatibility

   BotCurrent has not tested this workflow.

Failure modes

1. The same sale units are claimed twice or across incompatible promotions.

2. Returns or out-of-window sales silently qualify.

3. An expected rebate is treated as received cash or posted COGS reduction.

Recovery and troubleshooting

1. Signal

   The same sale units are claimed twice or across incompatible promotions.

   Recovery

   Aggregate allocation IDs by sale/source/promotion and hold conflicting or excessive uses.

   Resume condition

   The accountable owner supplies the missing authoritative evidence or approved interpretation; otherwise keep the affected result unresolved.

2. Signal

   Returns or out-of-window sales silently qualify.

   Recovery

   Apply only the owner-approved dates and return rules; leave ambiguous cases unresolved.

   Resume condition

   The accountable owner supplies the missing authoritative evidence or approved interpretation; otherwise keep the affected result unresolved.

3. Signal

   An expected rebate is treated as received cash or posted COGS reduction.

   Recovery

   Keep calculated, claimed, approved and credited stages separate and remove posting conclusions.

   Resume condition

   The accountable owner supplies the missing authoritative evidence or approved interpretation; otherwise keep the affected result unresolved.

Unexecuted validation plan

Sample setup

Promotion P allows owner-qualified sales in September at 4 per unit, net of linked returns. S1 sells 20 from PO1, returns 3 and has 5 previously claimed units, leaving 12 for review. S2 sells 10 outside the window. S3 proposes 8 units against only 6 available source units. Credit C1 covers 40 of S1’s calculated 48. The 3 returned units and 5 previously claimed units have disjoint explicit unit/allocation identities. A separate control returns a previously claimed unit and stays held for the owner’s claim-reversal rule. C1 has total 40 and only one 40 allocation.

Acceptance checks

1. S1 net unclaimed units are 12 and review amount 48, with 8 not covered by C1.

2. S2 is outside the owner-defined window and contributes no qualified units.

3. S3 is held for source-allocation excess 2; no alternate lot is invented.

4. Each sale/source/promotion quantity is conserved across all allocation IDs and duplicate claim appearances stay visible.

5. No journal entry, credit application, tax conclusion, supplier claim submission or monetary transaction occurs.

6. Every conclusion traces to approved source rows or an explicitly labelled owner rule; rerunning the same frozen input must not change identities or totals.

7. All source copies remain unchanged. Any duplicate, missing key, stale snapshot or conflicting authority is held visibly.

8. If C1 is linked for 40 and again for 8, its total linked amount 48 exceeds credit total 40 by 8; retain and hold the competing evidence allocations rather than reusing the credit. A returned previously claimed unit does not silently reduce another unclaimed population.

Stop conditions

1. Input scope, required identity or calculation policy is missing.

2. Unexpected real sensitive/personal data is supplied before handling approval.

3. The requested output would require live account access, external upload/send, accounting posting, purchase, access change or irreversible action.

Executed

No

Fixture status

Designed only; no acceptance fixture or workflow executed.

Costs and effort — unknown or hypothetical

Status

unknown_or_estimate

Currency

Not specified.

Items

1. Plan access, model usage, tool runtime and storage costs unknown.

2. Export preparation, evidence cleanup, review and correction effort unmeasured.

3. No native integration, paid service, new account or software installation assumed.

4. Case-specific effort is unknown: source extraction, identity repair, owner-rule preparation, fixture design and review may dominate model cost.

Caveat

No measured time saving, current demand, ROI or price claim. Compare the simpler remedy first.

Canadian adaptation — proposed

Verify local privacy and organizational record-handling requirements before any real-data pilot; preserve original currency, business calendars and time zones. No Canadian deployment or compliance claim.