Invoice Record

05-11-2026-025-INV-012

Validation Error

Invoice total is zero or negative, so QuickBooks will not accept it as a vendor bill. This may be a credit memo, refund, or zero-dollar document.

View Invoice in Dropbox

Status

Validation error

Invoice

47691-00

Total

-$61.47

Invoice data

Detected vendor: Industrial Lumber & Plywood
Matched vendor: Unmatched
Matched alias: No alias
Category: Not assigned
Category method: Not selected
Invoice date: 01/17/2025
Due date: 02/16/2025
Vendor terms: 1% 10 Net 30
Jkath terms: Net 30
QB Transaction ID: Not created

File result

Final file: Invoice_47691-00_VALIDATION-FAILED.pdf
Outcome: validation_failed
Details: Invoice total is zero or negative, so QuickBooks will not accept it as a vendor bill. This may be a credit memo, refund, or zero-dollar document.

View Invoice in Dropbox

Processing Context

Invoice ID: 05-11-2026-025-INV-012
Run ID: 05-11-2026-025
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: Invoice_47691-00.pdf

Stored payloads

Claude parse payload

{
  "tax": -4.62,
  "notes": "This is a Return Merchandise credit memo (negative invoice) crediting INV#47118. Total is -$61.47. is_billable_invoice is false because this is a credit memo, not a standard unpaid vendor bill. The PO# field contains '135 BENTWOOD DRIVE' which appears to be a project/job name rather than a numeric PO number. Human review recommended to apply this credit against the original invoice #47118 in accounts payable.",
  "terms": "1% 10 Net 30",
  "total": -61.47,
  "due_date": "2025-02-16",
  "shipping": 0,
  "subtotal": -56.85,
  "confidence": {
    "total": 1,
    "vendor_name": 1,
    "invoice_date": 1,
    "project_name": 0.85,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": -1,
      "amount": -56.85,
      "unit_price": 56.85,
      "description": "Bending Stock 3/8 4X8 [8'High] 48X96 TSCA Title VI CARB - Product #26902 (Return)"
    }
  ],
  "vendor_name": "Industrial Lumber & Plywood",
  "invoice_date": "2025-01-17",
  "project_name": "135 Bentwood Drive",
  "document_type": "credit_memo",
  "invoice_number": "47691-00",
  "is_billable_invoice": false
}

Vendor match payload

No payload stored.

QB payload

No payload stored.

Raw payload

{
  "run_id": "run_621aba8e9691401094ff0b96e51189b2",
  "source": "make.com",
  "run_key": "05-11-2026-025",
  "make_trace_id": "make-20260511_165906_214",
  "source_file_name": "Invoice_47691-00.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Invoice_47691-00.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABjxw",
  "source_dropbox_rev": "0165191daa5070000000003549f4393",
  "source_content_hash": "874251e864751d4ef5f7f23434badcc9018f3aa74bbb5f13f208a2333bec7d73",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Invoice_47691-00.pdf",
  "processing_dropbox_rev": "0165191e69cd19500000003549f4393"
}

Invoice Timeline

Time

05/11/2026

Event

FILE CLAIMED

Message

Source file claimed by Make scenario.

Payload

{
  "message": "Claimed invoice file and moved into processing.",
  "source_file_name": "Invoice_47691-00.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Invoice_47691-00.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Invoice_47691-00.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "message": "Claude extraction parsed and stored.",
  "process_key": "05-11-2026-025-INV-012",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3294",
  "make_trace_id": "make-20260511_165906_214",
  "output_tokens": "425",
  "bill_import_id": "bill_e2ca218a92bd411c9674e8633f244ec3",
  "source_file_name": "Invoice_47691-00.pdf",
  "claude_message_id": "msg_01M2Rtkm7weagQDQJbmisprH"
}

Time

05/11/2026

Event

VALIDATION FAILED

Message

Invoice total is zero or negative, so QuickBooks will not accept it as a vendor bill. This may be a credit memo, refund, or zero-dollar document.

Payload

{
  "total": "-61.47",
  "message": "Validation failed; moved file to error folder.",
  "process_key": "05-11-2026-025-INV-012",
  "vendor_name": "Industrial Lumber & Plywood",
  "invoice_date": "2025-01-17",
  "make_trace_id": "make-20260511_165906_214",
  "bill_import_id": "bill_e2ca218a92bd411c9674e8633f244ec3",
  "invoice_number": "47691-00",
  "final_file_name": "Invoice_47691-00_VALIDATION-FAILED.pdf",
  "final_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/04 Error/Invoice_47691-00_VALIDATION-FAILED.pdf",
  "source_file_name": "Invoice_47691-00.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Invoice_47691-00.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/trmif6562m5pcxk55jqg4/Invoice_47691-00_VALIDATION-FAILED.pdf?rlkey=0fitsjm82jykn99yws9uwz4wg&dl=0",
  "validation_details": "Invoice total is zero or negative, so QuickBooks will not accept it as a vendor bill. This may be a credit memo, refund, or zero-dollar document.",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Invoice_47691-00.pdf"
}