Messy Intake Folder

# Paperwork Workflow Case 04: Messy Intake Folder

Case ID: P3-WORK-04

You are auditing a messy synthetic intake folder. Some files are active sources, some are stale drafts, and one scan is not an invoice.

Create:
- `work/normalized_manifest.json`
- `work/document_index.json`
- `work/normalized/INV-9107.txt`
- `work/normalized/INV-9108.txt`
- `work/normalized/INV-9109.txt`
- `audit_result.json`
- `proof.txt`

`work/normalized_manifest.json` schema:

```json
{
  "case_id": "P3-WORK-04",
  "active_files": [],
  "ignored_files": [],
  "normalized_files": []
}
```

`active_files` should list the active final sources used for the audit. `ignored_files` should list stale drafts, old exports, duplicate vendor files, and non-invoice scans. `normalized_files` should list the normalized invoice text files you create.

`work/document_index.json` schema:

```json
{
  "case_id": "P3-WORK-04",
  "documents": [
    {
      "document_id": "",
      "document_type": "",
      "source_path": "",
      "normalized_path": ""
    }
  ]
}
```

Use `document_type` values `invoice` or `credit_note`. For ignored non-invoice documents, set `normalized_path` to an empty string.

Each normalized invoice file must use exactly these five lines:

```text
invoice_id=...
vendor_id=...
vendor_name=...
po_id=...
gross_total_cents=...
```

Use the final bank export, the active vendor master, and the final purchase order list:
- final bank export: `incoming/bank-may-final.csv`
- active vendor master: `incoming/vendor_master.csv`
- final purchase orders: `incoming/purchase_orders.csv`

Ignore:
- `incoming/bank_export_old.csv`
- `incoming/vendors copy.csv`
- `incoming/po-list-draft.csv`
- the non-invoice document scan

The scan files contain the source document text. If your tool returns OCR text for an image, use it as the scan reading and cross-check it against the CSV files.

`audit_result.json` must contain exactly these keys:
- case_id
- approved_invoice_ids
- review_invoice_ids
- reject_invoice_ids
- ignored_document_ids
- total_approved_gross_cents
- warnings_by_invoice
- evidence
- proof_code

`warnings_by_invoice` must include every real invoice ID. Use an empty array when an invoice has no warnings.

Allowed warning codes:
- payment_short
- missing_payment
- missing_po
- inactive_vendor

Rules:
- Approve only active-vendor invoices with matching PO and exact final-bank payment.
- Put invoices with short payment, missing payment, missing PO, or inactive vendor into review.
- Reject only when a document is clearly invalid as an invoice. Non-invoice documents belong in `ignored_document_ids`.
- `total_approved_gross_cents` is the sum of approved invoice gross totals only.
- `evidence` must list the active source files used for the audit, with paths relative to the workspace.

Proof code formula:

`proof_code = total_approved_gross_cents + sum(numeric parts of all real invoice IDs) + 97 * total_warning_count`

`proof.txt` must contain only the proof code number and nothing else.

date,description,amount_cents,reference
2026-05-03,ALPHA DESK SYSTEMS INV-9107,-11900,INV-9107
2026-05-04,BETA OFFICE SUPPLY INV-9108,-23055,INV-9108
2026-05-06,ORION LEGACY PARTS PAYMENT,-6400,INV-9099

date,description,amount_cents,reference
2026-04-28,OLD TEST EXPORT DO NOT USE,-24855,INV-9108
2026-04-29,OLD ORION TEST EXPORT,-8740,INV-9109

Use bank-may-final.csv, not the old export.
Use vendor_master.csv, not the copy.
Use purchase_orders.csv, not the draft list.
The credit note scan is not an invoice for this audit.
INV-9109 should not be approved while the vendor is inactive and the listed PO is cancelled.

po_id,vendor_id,gross_limit_cents,status
PO-7001,V-321,12500,open
PO-7002,V-654,25000,cancelled
PO-7003,V-777,9000,open

po_id,vendor_id,gross_limit_cents,status
PO-7001,V-321,12500,open
PO-7002,V-654,25000,open
PO-7003,V-777,9000,cancelled

vendor_id,vendor_name,tax_id,status
V-321,Alpha Desk Systems,TX-321,active
V-654,Beta Office Supply,TX-654,active
V-777,Orion Legacy Parts,TX-777,inactive

vendor_id,vendor_name,tax_id,status
V-321,Alpha Desk Systems,TX-321,active
V-654,Beta Office Supply,TX-654,inactive
V-777,Orion Legacy Parts,TX-777,active

You are in a synthetic paperwork benchmark workspace.

Audit the messy intake folder in `incoming/`.

Create these final artifacts:
- `work/normalized_manifest.json`
- `work/document_index.json`
- `work/normalized/INV-9107.txt`
- `work/normalized/INV-9108.txt`
- `work/normalized/INV-9109.txt`
- `audit_result.json`
- `proof.txt`

Rules:
- Identify the active source files.
- Ignore drafts, old exports, duplicate vendor files, and non-invoice docs.
- Do not modify anything in `incoming/`.
- Return no advice. This is benchmark bookkeeping, not financial, tax, or legal advice.
- `proof.txt` must contain only the final numeric `proof_code`.

Artifact schemas:
- `work/normalized_manifest.json` must be one JSON object with keys `case_id`, `active_files`, `ignored_files`, `normalized_files`.
- `work/document_index.json` must be one JSON object with keys `case_id`, `documents`.
- Each `documents` entry must use keys `document_id`, `document_type`, `source_path`, `normalized_path`.
- Normalized invoice text files must use exactly this line format:
  - `invoice_id=...`
  - `vendor_id=...`
  - `vendor_name=...`
  - `po_id=...`
  - `gross_total_cents=...`
- `warnings_by_invoice` must include every real invoice ID. Use an empty array when an invoice has no warnings.