Invoice Record

05-12-2026-027-INV-009

Ferguson Enterprises LLC

Back to bill imports

Vendor Credit Created Successfully

QuickBooks Vendor Credit created successfully. Source file attached to the VendorCredit.

View Vendor Credit in QB View Invoice in Dropbox

Status

Created in QB

Invoice

CM169379

Total

-$493.58

Invoice data

Detected vendor: Ferguson Enterprises
Matched vendor: Ferguson Enterprises LLC
Matched alias: Ferguson Enterprises
Category: Building Materials:Plumbing
Category method: Claude category selection
Invoice date: 03/12/2025
Due date: 04/11/2025
Vendor terms: Subject to Approval
Jkath terms: Net 30
QB Vendor Credit ID: 327

Category reason

The line item describes a toilet bowl (CCY 1.28 RH EB BOWL - item code DD23005C000415), which is a plumbing fixture. This is a credit memo (negative total of -493.58) for a returned/defective plumbing item on the Lakeview - Finish project. Per Ferguson-specific notes, plumbing fixtures and supplies should be categorized as Building Materials (Plumbing), which maps to the Plumbing category.

File result

Final file: FergusonEnterprisesLLC_INV-CM169379.pdf
Outcome: processed
Details: QuickBooks Vendor Credit created successfully. Source file attached to the VendorCredit.

View Vendor Credit in QuickBooks View Invoice in Dropbox

Processing Context

Invoice ID: 05-12-2026-027-INV-009
Run ID: 05-12-2026-027
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: Ferguson - CM J009021140.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Document is explicitly labeled 'Request For Credit' and the order number begins with 'CM' (credit memo). The item on line 1 has a ship qty of 'DEF' (defective) and line 2 notes 'ITEM NOT COMING BACK. SEE PIC', confirming this is a return/credit. The unit price is not explicitly printed on the document; the total of 493.58 is derived from the subtotal/total due fields. Total is returned as negative to reflect vendor credit. Ferguson Enterprises branch #2009 (Golden Valley, MN) omitted from vendor_name per rules. Signed by Jessica Nichols on page 2.",
  "terms": "Subject to Approval",
  "total": -493.58,
  "due_date": null,
  "shipping": 0,
  "subtotal": 493.58,
  "confidence": {
    "total": 0.85,
    "vendor_name": 0.95,
    "invoice_date": 0.99,
    "project_name": 0.97,
    "invoice_number": 0.99
  },
  "line_items": [
    {
      "qty": 1,
      "amount": -493.58,
      "unit_price": null,
      "description": "CCY 1.28 RH EB BOWL *FITZGE CVWH - Item code DD23005C000415 (DEF qty, item not coming back per note/pic)"
    }
  ],
  "vendor_name": "Ferguson Enterprises",
  "invoice_date": "2025-03-12",
  "project_name": "Lakeview - Finish",
  "document_type": "credit_memo",
  "invoice_number": "CM169379",
  "is_billable_invoice": true
}

Vendor match payload

{
  "resolver": {
    "reason": "The extracted vendor 'Ferguson Enterprises' is clearly the same company as the approved vendor 'Ferguson Enterprises LLC', differing only by the omission of the corporate suffix 'LLC'. The document header, branch number, and context all confirm this is Ferguson Enterprises.",
    "matched": "true",
    "alias_id": "alias_f494a5af2e934b8caec613b16f86a580",
    "vendor_id": "vendor_15ec102255844f479fc29f8cb9362b73",
    "confidence": 0.97,
    "category_count": 2,
    "suggested_alias": "Ferguson Enterprises",
    "category_options": [
      {
        "name": "Appliances",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Appliances (52).",
        "expense_category_id": "cat_6815fb48c53f4221ad0130eaa34c6238",
        "fully_qualified_name": "Building Materials:Appliances",
        "quickbooks_account_id": "104",
        "vendor_expense_category_id": "cmp1baudl001213pfmu17sj8z"
      },
      {
        "name": "Plumbing",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Plumbing (100).",
        "expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d",
        "fully_qualified_name": "Building Materials:Plumbing",
        "quickbooks_account_id": "113",
        "vendor_expense_category_id": "cmp1baug5001413pfbfb4fs2m"
      }
    ],
    "canonical_vendor_name": "Ferguson Enterprises LLC",
    "default_expense_account": "Building Materials"
  },
  "alias_lookup": {
    "found": false,
    "vendor_name": "Ferguson Enterprises",
    "normalized_alias_key": "ferguson enterprises"
  },
  "category_selection": {
    "reason": "The line item describes a toilet bowl (CCY 1.28 RH EB BOWL - item code DD23005C000415), which is a plumbing fixture. This is a credit memo (negative total of -493.58) for a returned/defective plumbing item on the Lakeview - Finish project. Per Ferguson-specific notes, plumbing fixtures and supplies should be categorized as Building Materials (Plumbing), which maps to the Plumbing category.",
    "confidence": 0.95,
    "category_name": "Plumbing",
    "expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d",
    "quickbooks_account_id": "113",
    "selected_expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d",
    "selected_expense_category_name": "Plumbing"
  }
}

QB payload

{
  "bill_created": {
    "path": "vendor_credit_resolver_success",
    "total": "-493.58",
    "doc_number": "CM169379",
    "vendor_ref": "6",
    "account_ref": "113",
    "quickbooks_total": "493.58",
    "transaction_type": "vendor_credit",
    "quickbooks_bill_id": "327",
    "quickbooks_vendor_credit_id": "327",
    "resolved_expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d"
  },
  "attachment_uploaded": {
    "path": "vendor_credit_resolver_success",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "327",
    "quickbooks_vendor_credit_id": "327"
  }
}

Raw payload

{
  "run_id": "run_594bd3eabfc6479e8864a025f93b86a9",
  "source": "make.com",
  "run_key": "05-12-2026-027",
  "make_trace_id": "make-20260511_232719_376",
  "source_file_name": "Ferguson - CM J009021140.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Ferguson - CM J009021140.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABijg",
  "source_dropbox_rev": "016519746b6c6e500000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "36fd5123b05a2b09d4613b3108fa1f08041b5fbdb763c564a859296e0759db98",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Ferguson - CM J009021140.pdf",
  "multi_invoice_group_id": "bill_3e1fb04d99e5437cb273497451c4a689",
  "processing_dropbox_rev": "0165197507315e200000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "PDF contains a single two-page Request For Credit document (credit memo CM169379) from Ferguson Enterprises #2009. The document covers a return of one bowl item for the Lakeview - Finish project. Total is treated as a negative vendor credit of -$493.58.",
    "invoices": [
      {
        "tax": 0,
        "notes": "Document is explicitly labeled 'Request For Credit' and the order number begins with 'CM' (credit memo). The item on line 1 has a ship qty of 'DEF' (defective) and line 2 notes 'ITEM NOT COMING BACK. SEE PIC', confirming this is a return/credit. The unit price is not explicitly printed on the document; the total of 493.58 is derived from the subtotal/total due fields. Total is returned as negative to reflect vendor credit. Ferguson Enterprises branch #2009 (Golden Valley, MN) omitted from vendor_name per rules. Signed by Jessica Nichols on page 2.",
        "terms": "Subject to Approval",
        "total": -493.58,
        "due_date": null,
        "shipping": 0,
        "subtotal": 493.58,
        "confidence": {
          "total": 0.85,
          "vendor_name": 0.95,
          "invoice_date": 0.99,
          "project_name": 0.97,
          "invoice_number": 0.99
        },
        "line_items": [
          {
            "qty": 1,
            "amount": -493.58,
            "unit_price": null,
            "description": "CCY 1.28 RH EB BOWL *FITZGE CVWH - Item code DD23005C000415 (DEF qty, item not coming back per note/pic)"
          }
        ],
        "vendor_name": "Ferguson Enterprises",
        "invoice_date": "2025-03-12",
        "project_name": "Lakeview - Finish",
        "document_type": "credit_memo",
        "invoice_number": "CM169379",
        "is_billable_invoice": true
      }
    ]
  }
}

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": "Ferguson - CM J009021140.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Ferguson - CM J009021140.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Ferguson - CM J009021140.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "total": "-493.58",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-04-11",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-027-INV-009",
  "vendor_name": "Ferguson Enterprises",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "5707",
  "invoice_date": "2025-03-12",
  "vendor_terms": "Subject to Approval",
  "make_trace_id": "make-20260511_232719_376",
  "output_tokens": "546",
  "bill_import_id": "bill_3e1fb04d99e5437cb273497451c4a689",
  "invoice_number": "CM169379",
  "vendor_due_date": null,
  "source_file_name": "Ferguson - CM J009021140.pdf",
  "claude_message_id": "msg_01S57SmxugHMEnHbDBWwNiRX",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1
}

Time

05/11/2026

Event

ALIAS LOOKUP COMPLETED

Message

Vendor alias lookup did not match a portal vendor.

Payload

{
  "found": false,
  "message": "Looked up parsed vendor name against portal aliases.",
  "alias_id": null,
  "vendor_id": null,
  "process_key": "05-12-2026-027-INV-009",
  "vendor_name": "Ferguson Enterprises",
  "make_trace_id": "make-20260511_232719_376",
  "bill_import_id": "bill_3e1fb04d99e5437cb273497451c4a689",
  "canonical_name": null,
  "category_count": 0,
  "invoice_number": "CM169379",
  "category_options": [],
  "source_file_name": "Ferguson - CM J009021140.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "ferguson enterprises",
  "quickbooks_vendor_id": null,
  "default_expense_account": null,
  "missing_category_options": false
}

Time

05/11/2026

Event

RESOLVER COMPLETED

Message

Vendor resolver matched a portal vendor.

Payload

{
  "reason": "The extracted vendor 'Ferguson Enterprises' is clearly the same company as the approved vendor 'Ferguson Enterprises LLC', differing only by the omission of the corporate suffix 'LLC'. The document header, branch number, and context all confirm this is Ferguson Enterprises.",
  "message": "Vendor resolver matched a portal vendor and alias was recorded.",
  "alias_id": "alias_f494a5af2e934b8caec613b16f86a580",
  "vendor_id": "vendor_15ec102255844f479fc29f8cb9362b73",
  "confidence": 0.97,
  "process_key": "05-12-2026-027-INV-009",
  "make_trace_id": "make-20260511_232719_376",
  "bill_import_id": "bill_3e1fb04d99e5437cb273497451c4a689",
  "category_count": 2,
  "suggested_alias": "Ferguson Enterprises",
  "category_options": [
    {
      "name": "Appliances",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Appliances (52).",
      "expense_category_id": "cat_6815fb48c53f4221ad0130eaa34c6238",
      "fully_qualified_name": "Building Materials:Appliances",
      "quickbooks_account_id": "104",
      "vendor_expense_category_id": "cmp1baudl001213pfmu17sj8z"
    },
    {
      "name": "Plumbing",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Plumbing (100).",
      "expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d",
      "fully_qualified_name": "Building Materials:Plumbing",
      "quickbooks_account_id": "113",
      "vendor_expense_category_id": "cmp1baug5001413pfbfb4fs2m"
    }
  ],
  "resolver_payload": {
    "reason": "The extracted vendor 'Ferguson Enterprises' is clearly the same company as the approved vendor 'Ferguson Enterprises LLC', differing only by the omission of the corporate suffix 'LLC'. The document header, branch number, and context all confirm this is Ferguson Enterprises.",
    "matched": "true",
    "confidence": "0.97",
    "suggested_alias": "Ferguson Enterprises",
    "canonical_vendor_name": "Ferguson Enterprises LLC",
    "default_expense_account": "Building Materials"
  },
  "source_file_name": "Ferguson - CM J009021140.pdf",
  "canonical_vendor_name": "Ferguson Enterprises LLC",
  "extracted_vendor_name": "Ferguson Enterprises"
}

Time

05/11/2026

Event

CATEGORY SELECTION COMPLETED

Message

Expense category selected for bill import.

Payload

{
  "path": "resolver_portal_category_selection",
  "message": "Claude selected an expense category from allowed portal options after vendor resolver.",
  "process_key": "05-12-2026-027-INV-009",
  "vendor_name": "Ferguson Enterprises LLC",
  "category_name": "Plumbing",
  "make_trace_id": "make-20260511_232719_376",
  "bill_import_id": "bill_3e1fb04d99e5437cb273497451c4a689",
  "source_file_name": "Ferguson - CM J009021140.pdf",
  "selection_payload": {
    "reason": "The line item describes a toilet bowl (CCY 1.28 RH EB BOWL - item code DD23005C000415), which is a plumbing fixture. This is a credit memo (negative total of -493.58) for a returned/defective plumbing item on the Lakeview - Finish project. Per Ferguson-specific notes, plumbing fixtures and supplies should be categorized as Building Materials (Plumbing), which maps to the Plumbing category.",
    "confidence": 0.95,
    "selected_expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d",
    "selected_expense_category_name": "Plumbing"
  },
  "expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d",
  "quickbooks_account_id": "113"
}

Time

05/11/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload

{
  "path": "vendor_credit_resolver_success",
  "message": "QuickBooks Vendor Credit created from negative invoice import.",
  "process_key": "05-12-2026-027-INV-009",
  "make_trace_id": "make-20260511_232719_376",
  "bill_import_id": "bill_3e1fb04d99e5437cb273497451c4a689",
  "source_file_name": "Ferguson - CM J009021140.pdf",
  "quickbooks_bill_id": "327",
  "quickbooks_payload": {
    "path": "vendor_credit_resolver_success",
    "total": "-493.58",
    "doc_number": "CM169379",
    "vendor_ref": "6",
    "account_ref": "113",
    "quickbooks_total": "493.58",
    "transaction_type": "vendor_credit",
    "quickbooks_bill_id": "327",
    "quickbooks_vendor_credit_id": "327"
  },
  "quickbooks_account_id": "113",
  "quickbooks_vendor_credit_id": "327",
  "resolved_expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d"
}

Time

05/11/2026

Event

ATTACHMENT UPLOADED

Message

Source file attached to the QuickBooks Bill.

Payload

{
  "path": "vendor_credit_resolver_success",
  "message": "Source file uploaded to QuickBooks Vendor Credit.",
  "process_key": "05-12-2026-027-INV-009",
  "make_trace_id": "make-20260511_232719_376",
  "bill_import_id": "bill_3e1fb04d99e5437cb273497451c4a689",
  "source_file_name": "Ferguson - CM J009021140.pdf",
  "attachment_payload": {
    "path": "vendor_credit_resolver_success",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "327",
    "quickbooks_vendor_credit_id": "327"
  },
  "quickbooks_bill_id": "327",
  "quickbooks_vendor_credit_id": "327"
}

Time

05/11/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload

{
  "path": "vendor_credit_resolver_success",
  "status": "CREATED_IN_QBO",
  "message": "Processed invoice file moved after QuickBooks Vendor Credit creation.",
  "outcome": "processed",
  "process_key": "05-12-2026-027-INV-009",
  "make_trace_id": "make-20260511_232719_376",
  "bill_import_id": "bill_3e1fb04d99e5437cb273497451c4a689",
  "final_file_name": "FergusonEnterprisesLLC_INV-CM169379.pdf",
  "source_file_name": "Ferguson - CM J009021140.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/8mg5ti6edm2892t9ujbu0/FergusonEnterprisesLLC_INV-CM169379.pdf?rlkey=ipdaj9pgvh00p1ce4w4jn44rg&dl=0",
  "quickbooks_bill_id": "327",
  "multi_invoice_group_id": "bill_3e1fb04d99e5437cb273497451c4a689",
  "quickbooks_vendor_credit_id": "327"
}