WFDASH-WEBAPP/docs/collection-ai-checks.md

# Collection Confirm AI checks runbook

Design: `docs/superpowers/specs/2026-10-17-collection-confirm-ai-checks-design.md`.

## What it does

On Collection Confirm, drivers upload photos of the supplier's tax invoice
or delivery note. The AI (the provider set in Settings, AI) reads each
photo, pairs the document lines with our order lines, and shows four ticks
per line (SKU, quantity, description, price), plus a POS column and an
"AI findings" box when something at document level looks wrong.

- It runs automatically (n8n clock, every 5 minutes) on files not yet read,
  and on demand with the **Check with AI** button on a card.
- **Check with AI** needs only the global AI switch. The scheduled tick
  needs both the global AI switch and "Collection checks enabled".
- A file is read once (by content hash, stored in `collection_doc_reads`).
  A failed photo read is retried only by the **Check with AI** button, not
  by the tick.
- Lines with no AI check look exactly as before, with no ticks.
- **Add to POS** is a manual feature (per line, or "Confirm and add to
  POS" on the card). It creates a `stock_items` row with zero stock.

What the AI writes: only `ai_check` on the order/stock line, the document
reads, and an **empty SKU**, and only when it is sure. It never overwrites
a SKU a person set, never confirms a collection, and never changes status.
The SKU fill is audited as an ordinary `sku` change.

## Going live (manual steps, in this order)

1. **Migrate PocketBase.** Run against the live PB:
   `npm run pb:migrate:collection-ai`
   (creates `collection_doc_reads`, adds `ai_check` to `order_items` and
   `stock_purchase_items`, and the `collection_ai_*` fields on
   `ai_settings`).
2. **Redeploy the audit hook** `pocketbase/pb_hooks/audit_log_utils.js` to
   the PB server's `pb_hooks/`. It now ignores `ai_check`; until then the
   only cost is noisy history (a large JSON diff on every re-run).
3. **Deploy** the app. Pushing to main does not auto-deploy; it is a
   manual deploy that takes 5 to 10 minutes.
4. **Activate the n8n workflow** (below). Create it inactive, activate it
   after steps 1 to 3.
5. **Turn it on** in Settings, AI: the global "AI enabled" switch must be
   on, then switch on "Collection checks enabled" in the Collection checks
   section and click Save.

The tick does nothing until both switches are on, so steps 4 and 5 are
safe in either order.

## n8n workflow: "WFDASH Collection check tick"

n8n only acts as a clock; the app decides whether anything is due.

| Node | Setting |
|---|---|
| Name | `WFDASH Collection check tick` |
| Trigger | Schedule Trigger, every 5 minutes |
| Action | HTTP Request |
| Method / URL | `POST` `https://wfdash.apphub.co.za/api/v1/collection-confirm/ai/tick` |
| Authentication | The `WFDASH Agent API Key` credential (`Authorization: Bearer <AGENT_API_KEY>`). Do not create a new secret. |
| Body | none |
| Options | Timeout **120000 ms** (120 s); Never Error (neverError) **on** |
| Status | **inactive** until the app is deployed and migrated |

After deploy, Execute workflow once. Expected responses:
`{"ran":false,"reason":"disabled"}` while off, `{"ran":false,"reason":"running"}`
while an earlier run is still going, `{"ran":true,"summary":{...}}` when it
ran. A 401 means the credential is wrong.

Each run is bounded: at most 10 files, and it stops starting new files
after 90 seconds, so it normally answers inside the 120 s timeout;
leftovers carry to the next run. Runs never overlap: a run holds a lease
for up to 10 minutes, and if a run dies without writing its summary the
next tick after that takes over.

The last run (files read, cards checked) is shown in Settings, AI,
Collection checks, and stored in
`ai_settings.collection_ai_last_run_summary`.

## Reading the ticks

| Colour | Meaning |
|---|---|
| Green | The document agrees with our line (SKU matches after normalising, quantity equals what was collected and what was ordered, AI is sure it is the same item, unit price within 1 cent) |
| Amber | Close but worth a look: SKU differs from the document code; collected quantity matches the document but the ordered quantity differs; the AI thinks it is the same item but is only "likely" sure |
| Red | Mismatch or missing: no SKU on our line, quantity differs from the document, price differs or we have no cost, or the AI could not pair the line (all four red) |
| Grey | Not applicable: the document shows no code or quantity, or no price (delivery notes never have a price tick) |

Hover a tick for the values compared (ours vs the document). A robot icon
marks a SKU the AI filled. Click the document chip on a card to see the
extracted lines next to the photo.

## Errors

- **"Collection checks are not set up yet: run `npm run pb:migrate:collection-ai`
  against PocketBase first"** is the guard. The service refuses to run
  until `ai_check` exists on the live PB, because PB silently drops
  unknown fields and results would vanish. Run step 1 above.
- **"AI is disabled in settings"** from **Check with AI**: switch on the
  global AI switch in Settings, AI.

## Changing the prompt

Settings, AI, Collection checks prompt. "Reset to default" loads the
built-in prompt; empty means the built-in default. Keep it to the
`submit_document_read` tool's fields.

## Stopping it

Switch off "Collection checks enabled" in Settings, AI and Save, or
deactivate the n8n workflow. Existing ticks stay until the card is
re-checked or the line is cleared.