WFDASH-WEBAPP/docs/agents/workflows.md

# MCP Workflow Cookbook

End-to-end recipes for the most common operator requests that come
through the WFDASH MCP. Each recipe lists the goal, the tool calls
in order, and the gotchas — so an agent that has never seen the
business before can drive the workflow to completion without further
prompting.

> Tool names below are the MCP tools. Inputs match the `inputSchema`
> you get from `tools.discovery`. Output shapes are described in
> `docs/api-mcp-layer.md` §3.3.

---

## 1. "I have a supplier invoice — what do I do?"

**Goal:** take a supplier's invoice PDF (or delivery note), match it
to the right PO, and book the goods into stock.

**Sequence:**

1. **Identify the PO** — read "Your Ref" / "Order No" from the
   document. It's either a stock PO (`PO{yy}{6d-seq}STK`) or a
   customer PO (`PO-YYYY-MM-NNN`).
2. **Diff first** (read-only) — `purchase_orders.diff({
   po_reference, document: { document_no, date, lines: [...] },
   mode: "invoice" | "grn" })`. Returns a `MatchReport` with a
   verdict + per-line `LineComparison[]`.
3. **Decide:**
   - `verdict === "ready_to_receive"` → commit with
     `stock_purchases.match_and_receive_from_invoice({ po_reference,
     document, attachment, confirm: true })`. The same call attaches
     the scanned invoice to the PO.
   - Any other verdict (`cost_mismatch`, `qty_mismatch`,
     `unmatched_po_lines`, `unmatched_invoice_lines`,
     `supplier_mismatch`, `wrong_status`, `po_not_found`) → **stop and
     report**. Never `confirm: true` with a non-clean verdict.
4. **For stock POs only** — the invoice receive books stock into
   `stock_items.current_qty` and writes a `stock_ledger` row.
   `stock_purchases.receive` is the lower-level tool for partial
   receives; the diff+match path handles the common case in one call.
5. **For customer POs** — the receive path flips `order_items.
   item_status` to `collected` and stamps `supplier_invoice_number`.
   Use `collection_confirm.upload_invoice` if the invoice wasn't
   attached during step 3, then `collection_confirm.confirm_order_items`
   to move the lines to `ready_invoice`.

**Gotchas:**

- `mode: "grn"` is delivery-note mode — skips price validation,
  accepts missing/zero prices. Use when the supplier sends a packing
  slip before the invoice.
- The matched `document_no` becomes the `supplier_invoice_number`
  on the order_items. Get it right; don't paraphrase.
- `confirm: true` with a non-clean verdict **silently refuses** —
  you get a report back but no write. Read the verdict before
  flipping `confirm`.

---

## 2. "Split this order into a continuation"

**Goal:** some lines on the order are stuck (waiting on a
back-ordered part); the rest can ship. Move the ready lines onto a
fresh ORD number.

**Sequence:**

1. `orders.get({ id, expand: "items" })` — confirm which lines are
   `item_status === "pending"` (only pending can be moved).
2. `orders.split({ order_id, item_ids: [<the lines to move>] })`.
   Returns the new continuation order's ORD number. The parent order
   keeps its number; each moved item gets a breadcrumb in `notes`.

**Gotchas:**

- Any item not in `pending` refuses silently (it would orphan a PO
  or driver assignment). Filter the candidates down to `pending`
  before splitting — `order_items.list({ filter: `order="<id>" &&
  item_status="pending"` })`.
- The continuation order inherits customer, company, rep, contact —
  no need to re-state them.
- If you only have one line to move, splitting is overkill. Just
  update the parent.

---

## 3. "Confirm collection on a partial delivery"

**Goal:** the customer received 8 of 10 units today; 2 are on a
back-order. Mark the row `collected` with the right `qty_collected`
without losing the partial quantity.

**Sequence:**

1. `order_items.get({ id, expand: "order" })` — read the current
   `quantity` and `qty_collected`. The `quantity_collected` parameter
   is the amount to **add**, not the new total.
2. Compute `to_add = received_qty - qty_collected` (clamp to ≥ 0).
3. `order_items.confirm_collected({
   item_ids: ["<id>"],
   quantity_collected: { "<id>": <to_add> },
   note: "Partial delivery 8 of 10, 2 back-ordered",
   actor: { id: "<user_id>", name: "<display_name>" }
   })`.

**Gotchas:**

- Eligibility: row must be in `collection_pool` or `assigned`.
  Anything past the pool refuses with `wrong_status`.
- `actor` is **required** — it's stamped on every audit entry. Look
  it up via `users.lookup({ q: "<name>" })` if you don't have the id.
- `note` is optional but recommended for partial receives — the
  default "agent confirmed" note loses information about why only
  part was received.

---

## 4. "Bulk-price a quote that just landed"

**Goal:** the AI has extracted items but didn't price them. Fill
in cost + selling prices from the catalogue in one MCP round-trip.

**Sequence:**

1. `quote_items.list({ filter: `quote="<quote_id>"`,
   expand: "matched_price_list_id" })` — fetch every line.
2. For each line with `matched_price_list_id` populated, read the
   catalogue's `cost_price` and `markup`.
3. `bulk_update_quote_items({ items: [
   { id, patch: { cost_price, selling_price, pricing_source: "ai",
   pricing_notes: "<date> by <agent>: matched catalogue row" },
   force_overwrite: false }, ...
   ]})`.
4. `quotes.re_price({ id: <quote_id>, items: [...] })` — same call
   shape, scoped to one quote; useful when the agent wants to keep
   the diff inside the quote context.

**Gotchas:**

- `force_overwrite: false` is the safe default — rows with
  `cost_price > 0 AND selling_price > 0` are skipped with
  `already_priced`. Pass `true` only when the operator explicitly
  asked to re-price.
- `pricing_notes` is required for the audit trail. The agent identity
  + date is yours to stamp — the tool does NOT auto-inject it.
- `selling_price` is auto-derived from `cost_price * (1 + markup/100)`
  if omitted (rounded to 2 decimal places). Pass it explicitly when
  the catalogue has a stored selling price you want to preserve.
  Applies to `quote_items.update`, `bulk_update_quote_items`, and
  `quote_items.create`. The `previous_*` / `new_*` surfaces in the
  bulk response reflect the derived values.
- Whitelist (both bulk and re-price): `cost_price`, `selling_price`,
  `description`, `sku`, `unit`, `supplier`, `category`, `markup`,
  `pricing_source`, `pricing_notes`, `matched_price_list_id`,
  `user_edited`. Anything else returns `forbidden_field`.

---

## 5. "Customer rejected some lines — partial approve + split"

**Goal:** the customer accepts 6 of 8 lines. Approve the 6 on the
original quote, clone the rejected 2 into a fresh quote for
re-pricing.

**Sequence:**

1. `quotes.get({ id, expand: "items" })` — read all line ids.
2. `quotes.partial_approve({ quote_id, decisions: [
   { item_id: "<accepted_id>", decision: "approved" },
   { item_id: "<rejected_id>", decision: "rejected",
   note: "Customer preferred a different supplier" },
   ... ]})`.
3. `quotes.split({ source_quote_id, groups: [
   { name: "Re-quote rejected lines", item_ids: ["<rej_id1>",
   "<rej_id2>"] } ]})`.
4. `quotes.re_price({ id: <new_quote_id>, items: [...] })` — adjust
   pricing on the continuation.

**Gotchas:**

- `quotes.partial_approve` records the customer's choice but doesn't
  move the items. To action them, follow with `quotes.split`.
- Splitting preserves the rejected lines on a new quote with the same
  customer + company + letterhead, so a `re_price` round feels like
  a continuation, not a fresh RFQ.
- If the customer rejected everything, prefer `quotes.clone` and
  starting over — splitting into a single empty group is a no-op.

---

## 6. "Find sprint-pricing items I can claim"

**Goal:** the buyer-side sprint shows items waiting for pricing
proofs. Find one that's unclaimed and lock it for 30 minutes.

**Sequence:**

1. `sprint.list({ filter: `claim_status=null || claim_expires_at<"now"`,
   expand: "quote_item.quote", sort: "-created" })` — list unclaimed
   sprint items.
2. Pick one — prefer items with `quote_item.quote.customer` already
   known (faster resolution).
3. `sprint.claim({ id: <sprint_item_id>, claimed_by: "<agent_name>" })`.
   Returns 409 if another agent already owns it.

**Gotchas:**

- The claim is 30-min default — finish your work before it expires,
  or re-claim to extend.
- `sprint.attachment_counts({ item_ids: [...] })` is the bulk
  counterpart to `sprint.item_attachments` — use it to render
  paperclip badges in any list view without N round-trips.
- After pricing, use `bulk_update_quote_items` to push the new
  prices; the sprint item auto-resolves when the linked
  `quote_item.user_edited` flips to `true`.

---

## 7. "Create a walk-in quote (no inbound email)"

**Goal:** the operator types "make me a quote for John's workshop".
There's no inbound RFQ email — build the quote from scratch with
customer + company + items, price it, push it into the approval
queue, then send.

**Sequence:**

1. Resolve customer (and company) names to ids:
   `customers.list({ search: "John's workshop" })` — pick the
   matching row, take its `id`. If no match, the
   `quotes.create` tool will create the customer with the supplied
   name as a new row (defaults for the rest).
2. Build the items array — each item needs at minimum
   `description`. Add `cost_price` + `markup` if you know the
   pricing (selling_price auto-derives); otherwise leave pricing
   blank and run `quotes.re_price` after the fact.
3. `quotes.create({ customer: "<id-or-name>",
   company: "<id-or-name>" (optional), letterhead: "CNL" |
   "ISHERWOOD", validity_days: 30, description: "<free-text
   RFQ subject>", items: [...] })`.
4. If you didn't supply prices in step 3, run `quotes.re_price`
   to walk the catalogue. Otherwise skip.
5. `quotes.submit({ id: "<quote-id>" })` — flips `status` from
   `new` to `approval_pending`. Gated on every line having
   `selling_price > 0`; on a 422 (`code: "unpriced_items"`) the
   response carries `offendingItemIds` so you can price the gaps
   and retry. Idempotent — re-submitting an `approval_pending`
   quote is a no-op (`statusChanged: false`).
6. `quotes.send_email({ id: "<quote-id>" })` — the PDF auto-renders
   on this call, then n8n takes over the SMTP send.

**Gotchas:**

- `customer` and `company` accept EITHER a 15-char PB id (verbatim)
  OR a name (case-insensitive exact match against
  `customer.customer` / `company.company`). When the name doesn't
  match, a new row is created with the given name and empty
  defaults — the operator reassigns it later via the existing
  quote-editing form.
- `quotes.submit` is the canonical gate between "priced" and
  "ready to send". Bypassing it (e.g. calling `quotes.send_email`
  directly on a `new` quote) fails the pre-send validation with
  `code: "invalid_status"` because `new` is not in
  `RESENDABLE_STATUSES`. Make `submit` part of the walk-in
  pipeline.
- The quote auto-renders a PDF on the next `quotes.send_email`
  call. Don't pre-render — the send path handles it.
- `quotes.create` is for walk-ins. For inbound RFQ emails use
  `quotes.ingest_from_email` (preferred) or
  `quotes.create_from_email` (legacy, caller-supplied items).
- After creation, follow Recipe 4 to bulk-price from the catalogue,
  or Recipe 6 if any line lands in the sprint.

---

## 8. "Walk-in order with supplements"

The operator starts a walk-in order (no upstream quote) and then
adds one or two supplement lines that came in via a follow-up call.

1. `orders.create({customer, company, items: [...]})` — creates
   the order with `pending` items. Auto-derives `selling_price`
   from `cost_price × (1 + markup/100)` when omitted.
2. `orders.get({id, expand: "items"})` — confirm the order is
   `pending`-only before adding lines.
3. `order_items.create({order_id, items: [{description, ...}]})`
   — strict-pending-gated; if any existing item is past
   `pending`, returns 409 `order_locked` with
   `offendingItemIds[]`. Surface the lock list to the operator;
   the operator must use `orders.split` to create a continuation
   order for the supplements.
4. After dispatch: `orders.mark_delivered({id})` — flips every
   eligible item to `delivered` (the tool handles idempotency).
5. After invoicing: `orders.mark_invoiced({id})` — flips
   `order.invoiced = true` only when every line has
   `item_status === "invoiced"`. If any line is still
   `delivered` or earlier, returns 409 with `offendingItemIds[]`.

---

## 9. "Daily summary review"

The operator wants a single call to answer "how are we doing
today?" without chaining five other tools.

1. `orders.daily_summary({date: "<YYYY-MM-DD>"})` — returns
   `{placed, delivered, invoiced, pending, totalSell, totalCost,
   topCustomers[]}` for the day. Use this for the morning standup.
2. If the operator wants the longer trend, follow up with
   `orders.stats({from, to, groupBy: "day"})` for a per-day rollup
   across the window. Use `groupBy: "customer"` to break the same
   data down by customer (useful for "which customers drove
   revenue this month?").
3. If the operator wants to drill into one day's pipeline, follow
   up with `orders.list({createdAfter: "<date>", createdBefore:
   "<date+1>", status: "pending"})` to surface every order with
   at least one un-priced / not-yet-PO'd line.

---

## Quick reference: tool families by workflow

| Workflow | Primary tools |
| --- | --- |
| Supplier invoice | `purchase_orders.diff`, `stock_purchases.match_and_receive_from_invoice`, `stock_purchases.receive` (partial) |
| Order split | `orders.get`, `order_items.list`, `orders.split` |
| Partial collection | `order_items.get`, `order_items.confirm_collected`, `users.lookup` (for actor) |
| Bulk pricing | `quote_items.list`, `bulk_update_quote_items`, `quotes.re_price` |
| Walk-in order + supplements | `orders.create`, `order_items.create`, `orders.mark_delivered`, `orders.mark_invoiced` |
| Daily summary | `orders.daily_summary`, `orders.stats`, `orders.list` (filtered) |
| Partial approve | `quotes.get`, `quotes.partial_approve`, `quotes.split`, `quotes.re_price` |
| Sprint claim | `sprint.list`, `sprint.claim`, `bulk_update_quote_items` |
| Walk-in quote | `customers.list` (resolve), `quotes.create`, `quotes.re_price`, `quotes.submit`, `quotes.send_email` |

For the full tool catalogue (auto-generated), see
[`docs/api-mcp-layer.md`](../api-mcp-layer.md).