The example record, as files

# accounts-payable: context

<!-- source: illustrative | generated_by: the demo generator (pnpm demo:ap) | corrected_by: (steward) -->

> Larkspur Garden Co. is a fictional company. Every vendor, invoice and person in this record is
> generated from a seed; none of it describes a real organization.

## What this system is
Accounts payable at Larkspur Garden Co., a fictional chain of nine garden centres, one greenhouse and a small delivery fleet. Every supplier invoice lands here: nursery
stock, irrigation parts, store supplies, truck parts, cleaning and IT services, and the occasional
design contract. The desk decides, invoice by invoice, whether to pay it, hold it, or send it to a
person. If it stopped, growers stop shipping within a fortnight, which in spring means empty

# accounts-payable: runbook

<!-- source: illustrative | generated_by: the demo generator (pnpm demo:ap) | corrected_by: (steward) -->

## Twice a week (Tuesday and Friday runs)
1. `pnpm judge <this-dir> <case> --record` for each new invoice. The machine pays alone only what
   `thresholds.yaml` allows; everything else lands in `queue/`.
2. `pnpm queue <this-dir>`: the AP lead works what waits for a person.
3. `pnpm sign <this-dir> <case-id> --label <label> --by <name>` closes each one. A disagreement with
   the machine gets a note; the note is the most valuable line in the record.

## Monthly

# accounts-payable: obligations

<!-- source: illustrative | generated_by: the demo generator (pnpm demo:ap) | corrected_by: (steward) -->

What this system promises, and to whom. A change here needs the steward and the business owner.

## To vendors
- An invoice that matches its PO and receiving is paid within terms (net 30 unless the PO says otherwise).
- A held invoice is held for a stated reason the vendor can be told in one sentence.

## To the stores and buyers
- Goods are paid only for the quantity received. A short shipment is held, not paid in full.

# accounts-payable: the one question asked about each invoice. The state is a case file with the
# invoice, its purchase order, the receiving record, the vendor master, the vendor's recent
# invoices and the AP policy (ap_policy). Label names must match thresholds.yaml `labels`.

label:
  type: choice
  instructions: "An invoice has arrived for payment. Using `invoice`, `purchase_order`, `receiving`, `vendor_master`, `vendor_invoices_last_60_days` and the rules in `ap_policy`, what should accounts payable do with it now?"
  criteria:
    pay: "It matches its purchase order and, for goods, a receiving record for the full quantity billed; any price difference is within tolerance; the remit-to account matches a vendor master that has not changed recently; and it is not a repeat of an invoice already on file (a regular billing schedule covered by the PO is not a repeat)."
    hold-for-receipt: "Goods are billed that have not been received in full for the quantity billed, and nothing else is wrong with the invoice."
    price-variance: "The invoice exceeds the purchase order price by more than the policy tolerance of 2% or $50, whichever is greater."
    possible-duplicate: "An invoice already on file from this vendor looks like the same bill: the same invoice number in another format, or the same amount shortly before, with no billing schedule on the PO that explains it."

# accounts-payable: what the machine may do alone, and what always reaches a person.
# Holding an invoice can be undone, so the machine may hold; paying cannot, so it may pay
# alone only when it is very sure. Money to a changed bank account never moves without a person.

labels:
  - pay
  - hold-for-receipt
  - price-variance
  - possible-duplicate
  - vendor-change

act_alone:

# accounts-payable: people. Who may sign which labels, and how each surface names them.
# A surface (Teams, Slack, the CLI) only reports who pressed the button; this file decides whether
# that person may sign that label. Changing it is the steward's reviewed diff, like thresholds.yaml.
people:
  dana:
    name: "Dana, AP lead"
    may_sign:
      - "*"
    identities:
      teams: "7c1e4a2b-3f5d-4e8a-9b61-0d2c5e7f1a01"
      slack: "U07LKDANA"
      web: "(sign-in hash removed from this public copy)"

# accounts-payable: harness identity. Read by `rail` to index this record.
[system]
id = "accounts-payable"
name = "Accounts payable, Larkspur Garden Co. (fictional demo org)"
created = "2026-09-23"
state = "capture"            # capture | specify | use | measure | renew

[steward]
name = "Dana, AP lead"
# Contributors are recorded as events, not listed here.

[residency]

# Decisions

One file per decision, named `NNNN-short-slug.md`. A decision record says what was decided,
why, what was rejected, and what would make us revisit it. Its job is to stop the next person
from relearning it the hard way. See `0001-template.md`.

# Evaluation set

`examples.csv` is the acceptance test for everything: a model, a regenerated app, a successor.
Each row is one case with the right answer attached by whoever knows what correct looks like. In this
example record every answer was written by the reference rule (`labeled_by`), not by a person.

Columns:

| Column | Meaning |
| --- | --- |
| `id` | Stable id for the case |
| `state` | The input the judgment was made on, or a path to it (keep inputs out of the CSV when large) |

id,state,label,labeled_by,labeled_on,source,note
ap-7-000,cases/ap-7-000.json,pay,reference-rule,2026-09-22,illustrative,"rule: matches the PO and receiving within tolerance; truth=within_tolerance"
ap-7-001,cases/ap-7-001.json,possible-duplicate,reference-rule,2026-09-22,illustrative,"rule: same amount from the same vendor within 14 days; truth=biweekly_service"
ap-7-002,cases/ap-7-002.json,pay,reference-rule,2026-09-22,illustrative,"rule: matches the PO and receiving within tolerance; truth=clean"
ap-7-003,cases/ap-7-003.json,possible-duplicate,reference-rule,2026-09-22,illustrative,"rule: same amount from the same vendor within 14 days; truth=biweekly_service"
ap-7-004,cases/ap-7-004.json,price-variance,reference-rule,2026-09-22,illustrative,"rule: over the PO by more than 2% or $50; truth=price_over"

# queue: what the machine decided, and what a person still has to

Three append-only JSON-lines files, written by `pnpm judge … --record` and `pnpm sign`:

| File | Holds | Source |
| --- | --- | --- |
| `pending.jsonl` | Cases waiting for a person: every `to_person` route, plus the sampled share of `act_alone` | inferred |
| `closed.jsonl` | Cases the machine closed alone, under `thresholds.yaml`, with the probability it had | inferred |
| `signed.jsonl` | Cases a person closed, with who signed, the label they gave, and whether they agreed with the machine. `signature` is `declared`: the name was typed by whoever ran `rail sign`, and nothing here proves it | declared |

A signature is also a row in `eval/examples.csv` (`source=declared`). A dispute (the person's
label differs from the machine's) is the most valuable row there is; it is how the test set grows.