zoho-books-procure-to-pay

name	zoho-books-procure-to-pay
description	Purchase Order、Bill、Vendor 見積依頼、支払前確認など Procure-to-Pay 業務を支援する。

zoho-books-procure-to-pay

Purpose / 目的

Purchase Order、Bill、Vendor 見積依頼、支払前確認など Procure-to-Pay 業務を支援する。

When to use / 利用場面

• Use this skill for vendor-side Purchase Orders, vendor Bills, PO/bill matching, vendor invoice triage, supplier cost allocation, and vendor quote comparison after RFQ responses are received.
• Use this skill when vendor invoice, purchase order, bill, PO, or vendor payment operations are central to the request.

When not to use / 使用しない場面

• Do not use for customer quotes, sales orders, or customer invoices; use zoho-books-quote-to-cash.
• Do not use for contract signature routing; use zoho-contract-lifecycle.
• Do not send vendor RFQ emails without approval; use vendor-rfq-email-ops for the email draft.

Skill-specific procedure / 固有手順

1. Determine whether the task is vendor RFQ, PO draft, bill draft, or PO/bill matching.
2. Confirm vendor, project/customer allocation, item/account mapping, delivery/service period, and approval threshold.
3. For PO: attach or reference vendor quote and produce approval packet before Zoho write.
4. For Bill: compare vendor bill to PO/quote/receipt; flag amount, tax, date, and item mismatches.
5. For vendor invoice ambiguity, prefer procure-to-pay over quote-to-cash.

Hard rules / 厳守ルール

• This skill is operational support, not legal, tax, accounting, or financial advice. 法務・税務・会計判断は必ず担当者または専門家承認を得る。
• Never send quotes, invoices, purchase orders, bills, RFQs, signature requests, or external emails without explicit human approval.
• Before writing to Zoho Books / Zoho Contracts through MCP or API, produce a draft and a change summary; require approval for create/update/send actions.
• Separate facts, assumptions, missing information, risks, and recommended next actions.
• Minimize personal/confidential data in outputs. Mask bank, tax, payment, and sensitive contract details unless needed for the task.
• Confirm market/entity context: US entity, Japanese parent/subsidiary, currency, tax treatment, payment terms, and approval authority.
• For Zoho product capabilities, API/MCP availability, pricing, and workflow behavior, verify against current official Zoho sources before asserting.

Procedure / 手順

1. Intake — 顧客、案件、契約、見積、請求、ベンダー、金額、通貨、期日、承認者、関連 Zoho レコードを確認する。
2. Classify workflow — Quote-to-Cash / Procure-to-Pay / Contract Lifecycle / Recurring Invoice / Acceptance のどれかに分類する。
3. Retrieve context — Zoho MCP/API、既存テンプレート、過去案件、メール文面、契約テンプレートを参照する。取得できない情報は Missing として列挙する。
4. Draft only — Quote、SO、Invoice、PO、Bill、SOW、NDA、MSA、Acceptance Certificate、RFQ メール等はドラフトを作成し、変更点とリスクを添える。
5. Control gates — 金額、支払条件、税、契約条項、顧客送付、署名依頼、会計計上、外部メールは承認ゲートを通す。
6. Execute after approval — 承認後のみ Zoho やメールへ反映し、レコードID/URL/送信先/日時を監査ログへ残す。
7. Follow-up — 入金・未署名・未承認・期限超過・作業完了請求などの次アクションを提示する。

Inputs / 入力

• Company / customer / vendor name
• Zoho Books organization and record IDs when available
• Deal / project / contract type: Quote, SO, Invoice, PO, Bill, SOW, NDA, MSA, Acceptance Certificate
• Amount, currency, tax treatment, payment terms, billing split, due date
• Approval owner and external recipient
• Templates, clauses, customer/vendor instructions, email thread summary

Outputs / 出力

• Draft artifact or action plan
• Missing information checklist
• Approval checklist
• Risk notes
• Zoho MCP/API action plan with proposed create/update/send operations
• Audit log summary after execution

Quality gates / 品質ゲート

• No external-facing artifact is sent without human approval.
• Draft includes source record IDs or states that IDs are missing.
• Accounting/legal/tax assumptions are separated from facts.
• Customer/vendor-specific terms are not generalized into the reusable template.
• For Example Customer use, apply the company overlay skill after this generic skill.

Related skills / 関連スキル

• zoho-finance-contract-orchestrator

Procure-to-Pay checklist

• Purchase Order: vendor, items, delivery/service period, project/customer allocation, approval authority.
• Bill: match bill to PO/vendor quote/receipt where applicable; flag mismatches before entry.
• Vendor quote request: use vendor-rfq-email-ops; do not imply commitment before PO approval.

Output format example / 出力フォーマット例

Example: vendor bill matched to a PO before entry.

• Facts: Vendor "AWS reseller"; bill USD 3,200; PO-1008 USD 3,000.
• Assumption: Line-item scope identical — the variance is price, not quantity.
• Missing: Project/customer allocation, approver.
• Finding: Δ USD 200 over PO → flag before creating the Bill.
• Draft (not written): Bill payload held pending mismatch resolution and approval.
• Approval gates: amount mismatch · allocation · payment.
• Next actions: request allocation and the reason for Δ; route to approver; do not post until resolved.

Approval checklist (Procure-to-Pay)

• Vendor and Zoho vendor_id confirmed
• Bill matched to PO (amount, quantity, line items)
• Mismatch (Δ) flagged with reason before creation
• Project/customer allocation confirmed
• Tax/withholding treatment confirmed
• Approver and evidence captured before create/pay

Zoho payload example

Illustrative only; verify against the current Zoho Books API and mask sensitive detail. Hold (do not post) until the mismatch is resolved and approved.

{
  "vendor_id": "<zoho_vendor_id>",
  "bill_number": "AWSR-<id>",
  "date": "2026-01-20",
  "purchaseorder_id": "<po_id_for_PO-1008>",
  "line_items": [
    { "name": "Cloud services — January", "rate": 3200, "quantity": 1, "account_id": "<expense_account_id>" }
  ],
  "notes": "HELD: bill USD 3,200 exceeds PO-1008 USD 3,000 by USD 200. Resolve before posting."
}