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Process Incoming Product and Invoices: Extraction & Delivery Drafts
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Process Incoming Product and Invoices: Document Extraction & Manifests
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# Overview
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This skill guides the automated and interactive processing of inbound supplier documents (invoices / *Rechnungen* and delivery notes / *Lieferscheine*).
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It covers:
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1. **Document Data Extraction**: Extracting structured metadata, packaging units (VPE), units of measurement, line items, and notes from document text/images via the `output_manifest` tool.
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2. **Goods Inbound Delivery Draft (`drafts/delivery`)**: Storing and maintaining the inbound receipt in the virtual file system (`drafts/delivery`) for real-time collaboration with the user in the UI.
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---
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# 1. Document Extraction Rules & Prompt Logic
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When reading or processing an invoice or delivery note, follow these core rules:
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## General Extraction Rules
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- **Document Type (`manifestType`)**: `"rechnung"` or `"lieferschein"`. For `"lieferschein"`, prices (`eknetto`) and taxes (`mwst`) must be `null`.
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- **Exclude Non-Product Lines**: Exclude freight, shipping, postage, pallet charges, packaging disposal fees, and handling surcharges. Only include physical inventory products.
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- **Line Items**: Extract `position`, `count`, `vpe` (default: 1), `unit`, `articleName`, `liefArtNr`, `mwst` (7, 19, or null), and `eknetto` per piece in euro cents (or null).
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- **Supplier Matching**: Match the supplier against known company suppliers to identify `lieferant_id` and `lieferantName`. For unknown suppliers, extract `lieferantName` as string and set `lieferant_id` to `null`.
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- **Notes Strictly in German**: Record all notes, ambiguities, packaging assumptions, or excluded line details in German. These notes assist a human reviewer in double-checking results.
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- **Delta / Batching Updates**: The `output_manifest` tool consists of three optional components: `basedata`, `notes`, and `items`. Only include a component when it carries genuinely new or changed data; omit unchanged components.
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- Include `basedata` ONLY when at least one field is currently null/empty or value actually changes.
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- Include `items` ONLY when new product line items are being added.
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- Include `notes` ONLY when there is a genuinely new noteworthy detail.
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## VPE (Verpackungseinheit) Logic
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VPE represents the number of individually sellable units inside a bulk item. If not explicitly split for individual sale, default to 1.
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- `"20 Boxen á 10 Stück"` -> `vpe = 20`.
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- `"10 Gläser á 100 Filter"` -> `vpe = 10` (the 10 glasses are sold individually).
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- `"100 Stück"` -> `vpe = 1` (sold as one bulk pack).
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- Typical sellable VPEs are containers like *Beutel*, *Gläser*, *Boxen*, *Hefte*, not loose sub-components.
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- In `"Y Hefte á X Blatt"` the VPE is NOT X, but `Y`.
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- A "Display" represents a VPE: `"20er Display"` means `vpe = 20`.
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- `eknetto` is the price of one full VPE.
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## Unit (ME) Rules
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- The unit (ME) must ALWAYS refer to the individual sellable item (e.g. `Stk.`, `Beutel`, `Flasche`, `Box`, `Set`). It must **NEVER** be `"VE"` or `"VPE"`.
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- A packaging size like `"VE100"` means the bulk pack contains 100 individual items: set `vpe = 100` and `unit = "Stk."` (or the relevant individual unit).
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- Example: `"Einhängesiebe Stahl, VE100"` -> `vpe = 100`, `unit = "Stk."`, `count = 1` (one bulk pack of 100 sieves).
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- **Document Data Extraction**: Extracting structured metadata, packaging units (VPE), units of measurement, line items, and notes from document text or images.
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- **Delta & Batching Updates**: Formatting and returning extracted product and document metadata via the `output_manifest` tool.
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---
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@@ -125,181 +93,4 @@ The extraction engine outputs structured findings via the `output_manifest` tool
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}
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```
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---
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# 3. Goods Inbound Delivery Draft (`drafts/delivery`)
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Inbound deliveries are staged and edited as drafts in the virtual file system under `drafts/delivery`.
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This allows the agent and frontend user to review, correct, and finalize stock receipts and purchase costs before committing them into the inventory ledger.
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## Field Mapping from Extracted Manifest to Delivery Draft
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- **`date`**: Document date (`YYYY-MM-DD`).
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- **`partyId`**: Supplier ID (`lieferant_id` / `entity.id`).
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- **`externalNumber`**: Supplier delivery slip number or invoice number (`manifestNr`).
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- **`comment`**: Human-readable notes, inspection remarks, storage location, or extraction caveats.
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- **`lines`**:
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- `pos`: 1-based position line number.
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- `sku`: Internal article SKU or matched supplier SKU (`liefArtNr`).
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- `name`: Delivered product name (`articleName`).
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- `amount`: Quantity delivered (`count`).
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- `pu`: Packaging unit size (`vpe`, default `1`).
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- `net`: Purchase cost net per unit in EUR (`eknetto / 100`, or `0` for delivery notes without prices).
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- `gross`: Purchase cost gross per unit in EUR (`net * (1 + taxrate/100)`).
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- `taxrate`: Input tax rate percentage (`19`, `7`, or `0`).
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- `rebate`: Supplier discount percentage (default `0`).
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- `unit`: Individual sellable unit (e.g. `Stück`, `Beutel`, `Flasche`).
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- `comment`: Specific batch, lot, or packaging comment.
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---
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## Delivery Draft JSON Schema
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```json
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{
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"$schema": "http://json-schema.org/draft-07/schema#",
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"title": "DeliveryDraft",
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"type": "object",
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"required": ["manifest"],
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"properties": {
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"manifest": {
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"type": "object",
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"required": ["kind", "mode", "lines"],
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"properties": {
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"kind": { "type": "string", "const": "delivery" },
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"mode": { "type": "string", "enum": ["create", "edit"] },
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"id": { "type": ["integer", "null"] },
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"date": {
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"type": ["string", "null"],
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"format": "date",
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"description": "Delivery arrival / receipt date (Lieferdatum, YYYY-MM-DD)"
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},
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"partyId": {
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"type": ["integer", "null"],
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"description": "Supplier ID (supplier.id / entity_id)"
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},
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"number": {
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"type": ["string", "null"],
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"description": "Delivery manifest number (allocated by system sequence upon creation)"
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},
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"externalNumber": {
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"type": ["string", "null"],
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"description": "Supplier delivery slip number (Lieferschein-Nr. des Lieferanten)"
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},
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"comment": {
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"type": ["string", "null"],
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"description": "Warehouse receipt remarks or gate notes"
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},
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"lines": {
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"type": "array",
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"items": {
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"type": "object",
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"required": ["name", "amount", "net", "taxrate"],
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"properties": {
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"pos": {
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"type": "integer",
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"minimum": 1,
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"description": "Position line number (1, 2, 3...)"
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},
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"sku": {
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"type": ["string", "null"],
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"description": "Article SKU (internal SKU or matched supplier SKU)"
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},
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"name": {
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"type": "string",
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"description": "Delivered article name"
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},
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"amount": {
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"type": "number",
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"exclusiveMinimum": 0,
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"description": "Delivered quantity received into warehouse"
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},
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"pu": {
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"type": "number",
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"minimum": 1,
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"default": 1,
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"description": "Packaging unit / VPE (default 1)"
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},
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"net": {
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"type": "number",
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"minimum": 0,
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"description": "Purchase cost net per unit in EUR (EK netto)"
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},
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"gross": {
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"type": ["number", "null"],
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"description": "Purchase cost gross per unit in EUR (EK brutto)"
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},
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"taxrate": {
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"type": "number",
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"minimum": 0,
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"description": "Input tax percentage (e.g. 19 or 7)"
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},
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"rebate": {
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"type": "number",
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"minimum": 0,
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"maximum": 100,
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"default": 0,
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"description": "Supplier discount percentage"
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},
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"unit": {
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"type": ["string", "null"],
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"description": "Unit of measurement"
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},
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"comment": {
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"type": ["string", "null"],
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"description": "Batch number, lot, condition, or storage bin note"
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}
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}
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}
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}
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}
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}
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}
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}
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```
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---
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## Delivery Draft Complete Example
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```json
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{
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"manifest": {
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"kind": "delivery",
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"mode": "create",
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"id": null,
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"date": "2026-10-14",
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"partyId": 12,
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"number": null,
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"externalNumber": "LS-SUP-99412",
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"comment": "Ware unbeschädigt auf Palette 3 angeliefert.",
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"lines": [
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{
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"pos": 1,
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"sku": "42001257",
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"name": "1 Pot 8L System inkl. 47L Wasserfass",
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"amount": 20,
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"pu": 1,
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"net": 38.50,
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"gross": 45.82,
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"taxrate": 19,
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"rebate": 0,
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"unit": "Stück",
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"comment": "Palette A-04"
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},
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{
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"pos": 2,
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"sku": "42000009",
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"name": "Autopot Easy2Grow Erweiterungsset 2Pot",
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"amount": 50,
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"pu": 1,
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"net": 24.00,
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"gross": 28.56,
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"taxrate": 19,
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"rebate": 3,
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"unit": "Stück",
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"comment": "Karton 1 bis 5"
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}
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]
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}
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}
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```
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