Invoice Record

05-11-2026-026-INV-010

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

582744CM

Total

-$306.22

Invoice data

Detected vendor: Nob Hill Decorative Hardware
Matched vendor: Unmatched
Matched alias: No alias
Category: Not assigned
Category method: Not selected
Invoice date: 01/28/2025
Due date: 02/27/2025
Vendor terms: Not set
Jkath terms: Net 30
QB Transaction ID: Not created

File result

Final file: Nob Hill - Already credited back. Do not key_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: 05-11-2026-026-INV-010
Run ID: 05-11-2026-026
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: Nob Hill - Already credited back. Do not key.pdf

Stored payloads

Claude parse payload

{
  "tax": -27.27,
  "notes": "This is a credit memo (number 582744CM) marked REFUNDED, not a standard unpaid vendor invoice. A corresponding payment confirmation (page 2) shows a refund of USD 306.22 processed on 28-Jan-2025 via American Express XXXX2029, Transaction ID 80855971468, referencing Invoice Number 582703CM. The credit memo total is -$306.22 and the balance credit is $0.00, indicating the credit has been fully applied/refunded. is_billable_invoice set to false. Freight lines are included in subtotal/line_items so shipping is set to 0. The document contains two related financial documents (credit memo + payment confirmation receipt) for the same transaction; human review recommended.",
  "terms": null,
  "total": -306.22,
  "due_date": null,
  "shipping": 0,
  "subtotal": -252.24,
  "confidence": {
    "total": 0.99,
    "vendor_name": 0.99,
    "invoice_date": 0.99,
    "project_name": 0.99,
    "invoice_number": 0.99
  },
  "line_items": [
    {
      "qty": -1,
      "amount": -87.57,
      "unit_price": 87.57,
      "description": "110mm Bromwich Flush Pull in Burnished Brass (ARMBRW/FLUSH/110/BEL) **ALL SALES FINAL/ITEM IS NON-RETURNABLE**"
    },
    {
      "qty": -1,
      "amount": -62.91,
      "unit_price": 62.91,
      "description": "96MM Bromwich Cabinet Handle and Backplate in Aged Brass (ARMBRW/96/BEL)"
    },
    {
      "qty": -1,
      "amount": -70.92,
      "unit_price": 70.92,
      "description": "96MM Dougan Cabinet Handle with Backplate in Aged Brass (ARMDOU/96/BEL)"
    },
    {
      "qty": -1,
      "amount": -30.84,
      "unit_price": 30.84,
      "description": "35mm Washwood Cabinet Knob with Backplate in Burnished Brass (ARMWASK/35/BEL)"
    },
    {
      "qty": null,
      "amount": -10.09,
      "unit_price": 10.09,
      "description": "Incoming Freight"
    },
    {
      "qty": -1,
      "amount": -16.62,
      "unit_price": 16.62,
      "description": "Outgoing Freight - 1Z5641210371678500, 1) 4.2# 17x12x6 * Should have been a N/C Sample*"
    }
  ],
  "vendor_name": "Nob Hill Decorative Hardware",
  "invoice_date": "2025-01-28",
  "project_name": "Summit Sample Return",
  "document_type": "credit_memo",
  "invoice_number": "582744CM",
  "is_billable_invoice": false
}

Vendor match payload

No payload stored.

QB payload

No payload stored.

Raw payload

{
  "run_id": "run_e2ad170079494cfb87e27b53e0c26af9",
  "source": "make.com",
  "run_key": "05-11-2026-026",
  "make_trace_id": "make-20260511_170446_406",
  "source_file_name": "Nob Hill - Already credited back. Do not key.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Nob Hill - Already credited back. Do not key.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABj1A",
  "source_dropbox_rev": "0165191ef1f151c00000003549f4393",
  "source_content_hash": "08bc7ee7fdb94640b349455f052eabb1155953213eb1b4283ad8086f79b8fa64",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Nob Hill - Already credited back. Do not key.pdf",
  "processing_dropbox_rev": "0165191f628c3dd00000003549f4393"
}

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": "Nob Hill - Already credited back. Do not key.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Nob Hill - Already credited back. Do not key.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Nob Hill - Already credited back. Do not key.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "message": "Claude extraction parsed and stored.",
  "process_key": "05-11-2026-026-INV-010",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "4444",
  "make_trace_id": "make-20260511_170446_406",
  "output_tokens": "763",
  "bill_import_id": "bill_059285788ea94c058db9608417fe6802",
  "source_file_name": "Nob Hill - Already credited back. Do not key.pdf",
  "claude_message_id": "msg_01RfaYHAyVPb8297DF2Ac62E"
}

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": "-306.22",
  "message": "Validation failed; moved file to error folder.",
  "process_key": "05-11-2026-026-INV-010",
  "vendor_name": "Nob Hill Decorative Hardware",
  "invoice_date": "2025-01-28",
  "make_trace_id": "make-20260511_170446_406",
  "bill_import_id": "bill_059285788ea94c058db9608417fe6802",
  "invoice_number": "582744CM",
  "final_file_name": "Nob Hill - Already credited back. Do not key_VALIDATION-FAILED.pdf",
  "final_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/04 Error/Nob Hill - Already credited back. Do not key_VALIDATION-FAILED.pdf",
  "source_file_name": "Nob Hill - Already credited back. Do not key.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Nob Hill - Already credited back. Do not key.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/opn1mgrqqey3yp211hc7z/Nob-Hill-Already-credited-back.-Do-not-key_VALIDATION-FAILED.pdf?rlkey=rn1f7a09tm5qyw2hfrybzuxbx&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/Nob Hill - Already credited back. Do not key.pdf"
}