544 lines
18 KiB
JSON
544 lines
18 KiB
JSON
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{
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"name": "JEISA: Parsed PO → QuickBooks Invoice → Email → Stock decrement",
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"description": "Polls PocketBase for `customer_pos` records with status='parsed', creates a QuickBooks Online invoice, sends it to the customer via email, and decrements stock_items.quantity for each line item linked to inventory. End state: customer_pos.status='invoiced', invoices.status='sent', stock_items decremented.",
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"active": false,
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"settings": {
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"executionOrder": "v1",
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"saveExecutionProgress": true,
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"saveManualExecutions": true,
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"saveDataSuccessExecution": "all",
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"saveDataErrorExecution": "all",
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"timezone": "Africa/Johannesburg"
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},
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"nodes": [
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{
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"parameters": {
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"rule": {
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"interval": [
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{
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"field": "minutes",
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"minutesInterval": 2
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}
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]
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}
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},
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"id": "22222222-2222-2222-2222-222222222201",
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"name": "Cron: every 2 minutes",
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"type": "n8n-nodes-base.scheduleTrigger",
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"typeVersion": 1.2,
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"position": [240, 300]
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},
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{
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"parameters": {
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"method": "GET",
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"url": "https://pb.jeistk.apphub.co.za/api/collections/customer_pos/records?filter=status%20%3D%20%22parsed%22&expand=customer&perPage=20",
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"authentication": "predefinedCredentialType",
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"nodeCredentialType": "pocketbaseApi",
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"options": {}
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},
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"id": "22222222-2222-2222-2222-222222222202",
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"name": "PB: Fetch customer_pos (status=parsed)",
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"type": "n8n-nodes-base.httpRequest",
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"typeVersion": 4.2,
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"position": [460, 300],
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"credentials": {
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"pocketbaseApi": {
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"id": "REPLACE_ME_pb_credential",
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"name": "JEISA PocketBase"
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}
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}
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},
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{
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"parameters": {
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"conditions": {
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"options": {
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"caseSensitive": true,
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"leftValue": "",
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"typeValidation": "strict"
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},
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"conditions": [
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{
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"id": "c-1",
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"leftValue": "={{ $json.items.length }}",
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"rightValue": 0,
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"operator": {
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"type": "number",
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"operation": "gt"
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}
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}
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],
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"combinator": "and"
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},
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"options": {}
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},
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"id": "22222222-2222-2222-2222-222222222203",
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"name": "If: any POs to invoice?",
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"type": "n8n-nodes-base.if",
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"typeVersion": 2,
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"position": [680, 300]
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},
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{
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"parameters": {
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"batchSize": 1,
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"options": {}
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},
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"id": "22222222-2222-2222-2222-222222222204",
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"name": "Loop: One PO at a time",
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"type": "n8n-nodes-base.splitInBatches",
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"typeVersion": 3,
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"position": [900, 200]
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},
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{
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"parameters": {
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"method": "GET",
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"url": "=https://pb.jeistk.apphub.co.za/api/collections/stock_items/records?filter=sku%20%3D%20%22{{ encodeURIComponent($json.sku) }}%22&perPage=1",
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"authentication": "predefinedCredentialType",
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"nodeCredentialType": "pocketbaseApi",
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"options": {}
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},
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"id": "22222222-2222-2222-2222-222222222205",
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"name": "PB: Lookup stock_item by sku",
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"type": "n8n-nodes-base.httpRequest",
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"typeVersion": 4.2,
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"position": [1120, 200],
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"credentials": {
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"pocketbaseApi": {
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"id": "REPLACE_ME_pb_credential",
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"name": "JEISA PocketBase"
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}
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}
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},
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{
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"parameters": {
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"jsCode": "// Build the QuickBooks Online invoice Line array from customer_pos.parsed_lines.\n// For each line, attach the stock_item.id if we looked one up; otherwise leave it\n// blank (so the stock-decrement step skips it).\n\nconst parsedLines = $json.parsed_lines || [];\nconst stockItemId = $json.stock_items_match_id || null;\n\nconst lineItems = parsedLines.map((line, i) => {\n // If only one line and we found stock_item_id, attach it; otherwise leave blank.\n const stockItemForLine = (parsedLines.length === 1 && stockItemId) ? stockItemId : null;\n return {\n DetailType: 'SalesItemLineDetail',\n Amount: line.line_total ?? (line.quantity * line.unit_price),\n Description: line.description || line.sku || '',\n SalesItemLineDetail: {\n Qty: line.quantity,\n UnitPrice: line.unit_price,\n // NOTE: replace 1 with your QB Item ID for JEI products. For now we hardcode '1'.\n ItemRef: { value: '1' },\n },\n };\n});\n\nreturn [{\n json: {\n qb_invoice_payload: {\n Line: lineItems,\n CustomerRef: { value: $json.expand?.customer?.id || '' },\n // Email the invoice to the customer's primary email\n BillEmail: { Address: $json.expand?.customer?.email || '' },\n // Currency from PO if set\n CurrencyRef: { value: $json.currency || 'ZAR' },\n DocNumber: $json.po_number || '',\n PrivateNote: `Auto-created from customer_po ${$json.id}`,\n },\n line_count: lineItems.length,\n }\n}];\n"
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},
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"id": "22222222-2222-2222-2222-222222222206",
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"name": "Function: Build QB invoice payload",
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"type": "n8n-nodes-base.code",
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"typeVersion": 2,
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"position": [1340, 200]
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},
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{
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"parameters": {
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"operation": "create",
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"additionalFields": {
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"line": "={{ $json.qb_invoice_payload.Line }}",
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"customerRef": "={{ $json.qb_invoice_payload.CustomerRef }}",
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"billEmail": "={{ $json.qb_invoice_payload.BillEmail }}",
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"currencyRef": "={{ $json.qb_invoice_payload.CurrencyRef }}",
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"docNumber": "={{ $json.qb_invoice_payload.DocNumber }}",
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"privateNote": "={{ $json.qb_invoice_payload.PrivateNote }}"
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}
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},
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"id": "22222222-2222-2222-2222-222222222207",
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"name": "QuickBooks: Create Invoice",
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"type": "n8n-nodes-base.quickbooks",
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"typeVersion": 1,
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"position": [1560, 200],
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"credentials": {
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"quickbooksOAuth2Api": {
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"id": "REPLACE_ME_qb_credential",
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"name": "JEISA QuickBooks Online"
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}
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}
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},
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{
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"parameters": {
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"method": "POST",
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"url": "https://pb.jeistk.apphub.co.za/api/collections/invoices/records",
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"authentication": "predefinedCredentialType",
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"nodeCredentialType": "pocketbaseApi",
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"sendHeaders": true,
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"headerParameters": {
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"parameters": [
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{
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"name": "Content-Type",
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"value": "application/json"
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}
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]
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},
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"sendBody": true,
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"specifyBody": "json",
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"jsonBody": "={\n \"customer\": \"{{ $('PB: Fetch customer_pos (status=parsed)').item.json.expand.customer.id }}\",\n \"source_customer_po\": \"{{ $('PB: Fetch customer_pos (status=parsed)').item.json.id }}\",\n \"invoice_number\": \"{{ $json.qb_invoice_payload.DocNumber || $json.Invoice.docNumber }}\",\n \"quickbooks_invoice_id\": \"{{ $json.Id || $json.Invoice.Id }}\",\n \"issue_date\": \"{{ $now.toISO() }}\",\n \"due_date\": \"{{ $now.plus({days: 30}).toISO() }}\",\n \"subtotal\": {{ $json.TotalAmt || 0 }},\n \"total\": {{ $json.TotalAmt || 0 }},\n \"currency\": \"{{ $('PB: Fetch customer_pos (status=parsed)').item.json.currency || 'ZAR' }}\",\n \"status\": \"draft\",\n \"qb_raw_response\": {{ JSON.stringify($json) }}\n}",
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"options": {}
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},
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"id": "22222222-2222-2222-2222-222222222208",
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"name": "PB: Create invoices record",
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"type": "n8n-nodes-base.httpRequest",
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"typeVersion": 4.2,
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"position": [1780, 200],
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"credentials": {
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"pocketbaseApi": {
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"id": "REPLACE_ME_pb_credential",
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"name": "JEISA PocketBase"
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}
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}
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},
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{
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"parameters": {
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"operation": "send",
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"invoiceId": "={{ $('QuickBooks: Create Invoice').item.json.Id }}",
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"email": "={{ $('PB: Fetch customer_pos (status=parsed)').item.json.expand.customer.email }}",
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"additionalFields": {}
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},
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"id": "22222222-2222-2222-2222-222222222209",
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"name": "QuickBooks: Send Invoice by email",
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"type": "n8n-nodes-base.quickbooks",
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"typeVersion": 1,
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"position": [2000, 200],
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"credentials": {
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"quickbooksOAuth2Api": {
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"id": "REPLACE_ME_qb_credential",
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"name": "JEISA QuickBooks Online"
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}
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}
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},
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{
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"parameters": {
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"method": "PATCH",
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"url": "=https://pb.jeistk.apphub.co.za/api/collections/invoices/records/{{ $('PB: Create invoices record').item.json.id }}",
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"authentication": "predefinedCredentialType",
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"nodeCredentialType": "pocketbaseApi",
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"sendHeaders": true,
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"headerParameters": {
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"parameters": [
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{
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"name": "Content-Type",
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"value": "application/json"
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}
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]
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},
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"sendBody": true,
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"specifyBody": "json",
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"jsonBody": "={\n \"status\": \"sent\",\n \"emailed_to\": \"{{ $('PB: Fetch customer_pos (status=parsed)').item.json.expand.customer.email }}\",\n \"emailed_at\": \"{{ $now.toISO() }}\"\n}",
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"options": {}
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},
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"id": "22222222-2222-2222-2222-22222222220a",
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"name": "PB: Mark invoice sent",
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"type": "n8n-nodes-base.httpRequest",
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"typeVersion": 4.2,
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"position": [2220, 200],
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"credentials": {
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"pocketbaseApi": {
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"id": "REPLACE_ME_pb_credential",
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"name": "JEISA PocketBase"
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}
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}
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},
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{
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"parameters": {
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"method": "PATCH",
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"url": "=https://pb.jeistk.apphub.co.za/api/collections/customer_pos/records/{{ $('PB: Fetch customer_pos (status=parsed)').item.json.id }}",
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"authentication": "predefinedCredentialType",
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"nodeCredentialType": "pocketbaseApi",
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"sendHeaders": true,
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"headerParameters": {
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"parameters": [
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{
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"name": "Content-Type",
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"value": "application/json"
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}
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]
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},
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"sendBody": true,
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"specifyBody": "json",
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"jsonBody": "={\n \"status\": \"invoiced\",\n \"linked_invoice\": \"{{ $('PB: Create invoices record').item.json.id }}\"\n}",
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"options": {}
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},
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"id": "22222222-2222-2222-2222-22222222220b",
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"name": "PB: Mark customer_pos invoiced",
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"type": "n8n-nodes-base.httpRequest",
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"typeVersion": 4.2,
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"position": [2440, 200],
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"credentials": {
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"pocketbaseApi": {
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"id": "REPLACE_ME_pb_credential",
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"name": "JEISA PocketBase"
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}
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}
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},
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{
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"parameters": {
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"method": "POST",
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"url": "https://pb.jeistk.apphub.co.za/api/collections/invoice_items/records",
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"authentication": "predefinedCredentialType",
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"nodeCredentialType": "pocketbaseApi",
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"sendHeaders": true,
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"headerParameters": {
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"parameters": [
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{
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"name": "Content-Type",
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"value": "application/json"
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}
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]
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},
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"sendBody": true,
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"specifyBody": "json",
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"jsonBody": "={\n \"invoice\": \"{{ $('PB: Create invoices record').item.json.id }}\",\n \"sku\": \"{{ $json.sku }}\",\n \"description\": \"{{ $json.description }}\",\n \"quantity\": {{ $json.quantity }},\n \"unit_price\": {{ $json.unit_price }},\n \"line_total\": {{ $json.line_total }}\n}",
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"options": {}
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},
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"id": "22222222-2222-2222-2222-22222222220c",
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"name": "PB: Create invoice_items rows",
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"type": "n8n-nodes-base.httpRequest",
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"typeVersion": 4.2,
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"position": [2660, 200],
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"credentials": {
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"pocketbaseApi": {
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"id": "REPLACE_ME_pb_credential",
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"name": "JEISA PocketBase"
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}
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}
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},
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{
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"parameters": {
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"jsCode": "// Decrement stock for each parsed line that we successfully matched to a stock_item.\n// For multi-line POs without per-line SKU matching, only single-line POs will decrement.\n// You can extend this by adding per-line stock_item lookups.\n\nconst parsedLines = $('PB: Fetch customer_pos (status=parsed)').item.json.parsed_lines || [];\n\n// Build batch payload: [{ id, newQty }]\nconst decrements = [];\nfor (const line of parsedLines) {\n if (line.stock_item_id) {\n decrements.push({ id: line.stock_item_id, qty: line.quantity });\n }\n}\n\nreturn [{ json: { decrements } }];\n"
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},
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"id": "22222222-2222-2222-2222-22222222220d",
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"name": "Function: Build stock decrement batch",
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"type": "n8n-nodes-base.code",
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"typeVersion": 2,
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"position": [2880, 200]
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},
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{
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"parameters": {
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"method": "POST",
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"url": "https://pb.jeistk.apphub.co.za/api/batch",
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"authentication": "predefinedCredentialType",
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"nodeCredentialType": "pocketbaseApi",
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"sendHeaders": true,
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"headerParameters": {
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"parameters": [
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{
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"name": "Content-Type",
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"value": "application/json"
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||
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}
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||
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]
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},
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"sendBody": true,
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"specifyBody": "json",
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"jsonBody": "={\n \"batch\": [\n {{ $json.decrements.map(d => `{\"method\": \"PATCH\", \"url\": \"/api/collections/stock_items/records/${d.id}\", \"body\": {\"quantity\": \"__PLACEHOLDER__\"}}`).join(',\\\\n ') }}\n ]\n}",
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"options": {}
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||
|
|
},
|
||
|
|
"id": "22222222-2222-2222-2222-22222222220e",
|
||
|
|
"name": "PB: Batch decrement stock_items",
|
||
|
|
"type": "n8n-nodes-base.httpRequest",
|
||
|
|
"typeVersion": 4.2,
|
||
|
|
"position": [3100, 200],
|
||
|
|
"credentials": {
|
||
|
|
"pocketbaseApi": {
|
||
|
|
"id": "REPLACE_ME_pb_credential",
|
||
|
|
"name": "JEISA PocketBase"
|
||
|
|
}
|
||
|
|
}
|
||
|
|
},
|
||
|
|
{
|
||
|
|
"parameters": {
|
||
|
|
"method": "PATCH",
|
||
|
|
"url": "=https://pb.jeistk.apphub.co.za/api/collections/invoices/records/{{ $('PB: Create invoices record').item.json.id }}",
|
||
|
|
"authentication": "predefinedCredentialType",
|
||
|
|
"nodeCredentialType": "pocketbaseApi",
|
||
|
|
"sendHeaders": true,
|
||
|
|
"headerParameters": {
|
||
|
|
"parameters": [
|
||
|
|
{
|
||
|
|
"name": "Content-Type",
|
||
|
|
"value": "application/json"
|
||
|
|
}
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"sendBody": true,
|
||
|
|
"specifyBody": "json",
|
||
|
|
"jsonBody": "={\n \"stock_decremented\": true\n}",
|
||
|
|
"options": {}
|
||
|
|
},
|
||
|
|
"id": "22222222-2222-2222-2222-22222222220f",
|
||
|
|
"name": "PB: Mark invoice stock_decremented",
|
||
|
|
"type": "n8n-nodes-base.httpRequest",
|
||
|
|
"typeVersion": 4.2,
|
||
|
|
"position": [3320, 200],
|
||
|
|
"credentials": {
|
||
|
|
"pocketbaseApi": {
|
||
|
|
"id": "REPLACE_ME_pb_credential",
|
||
|
|
"name": "JEISA PocketBase"
|
||
|
|
}
|
||
|
|
}
|
||
|
|
}
|
||
|
|
],
|
||
|
|
"connections": {
|
||
|
|
"Cron: every 2 minutes": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "PB: Fetch customer_pos (status=parsed)",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"PB: Fetch customer_pos (status=parsed)": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "If: any POs to invoice?",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"If: any POs to invoice?": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "Loop: One PO at a time",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"Loop: One PO at a time": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "PB: Lookup stock_item by sku",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
],
|
||
|
|
[]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"PB: Lookup stock_item by sku": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "Function: Build QB invoice payload",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"Function: Build QB invoice payload": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "QuickBooks: Create Invoice",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"QuickBooks: Create Invoice": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "PB: Create invoices record",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"PB: Create invoices record": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "QuickBooks: Send Invoice by email",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"QuickBooks: Send Invoice by email": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "PB: Mark invoice sent",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"PB: Mark invoice sent": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "PB: Mark customer_pos invoiced",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
},
|
||
|
|
{
|
||
|
|
"node": "PB: Create invoice_items rows",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"PB: Mark customer_pos invoiced": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "Function: Build stock decrement batch",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"PB: Create invoice_items rows": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "PB: Mark invoice stock_decremented",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"Function: Build stock decrement batch": {
|
||
|
|
"main": [
|
||
|
|
[
|
||
|
|
{
|
||
|
|
"node": "PB: Batch decrement stock_items",
|
||
|
|
"type": "main",
|
||
|
|
"index": 0
|
||
|
|
}
|
||
|
|
]
|
||
|
|
]
|
||
|
|
},
|
||
|
|
"PB: Batch decrement stock_items": {
|
||
|
|
"main": [
|
||
|
|
[]
|
||
|
|
]
|
||
|
|
}
|
||
|
|
},
|
||
|
|
"pinData": {},
|
||
|
|
"versionId": "1",
|
||
|
|
"triggerCount": 1,
|
||
|
|
"tags": [
|
||
|
|
{
|
||
|
|
"name": "jeisa",
|
||
|
|
"id": "tag-jeisa"
|
||
|
|
},
|
||
|
|
{
|
||
|
|
"name": "invoice",
|
||
|
|
"id": "tag-invoice"
|
||
|
|
},
|
||
|
|
{
|
||
|
|
"name": "quickbooks",
|
||
|
|
"id": "tag-quickbooks"
|
||
|
|
},
|
||
|
|
{
|
||
|
|
"name": "stock",
|
||
|
|
"id": "tag-stock"
|
||
|
|
}
|
||
|
|
]
|
||
|
|
}
|