Task 0375: Forensic Timeline and Actor Record

All times are Mountain Daylight Time. This record combines AP PaperTrail history, receipt and PO audit history, financial journals and allocations, production request logs, and the bug-intake message. Statements about actions and stored state are confirmed by those records. Where intent is not recorded, this document does not assign one.

Records in scope

Record	Database identity	Amount	Role	Current state
`INV-20111104`	AP invoice 563371	$2,608.95	Original vendor invoice	Finalized and ACH-paid
`INV-20111105`	AP invoice 564748	$5,391.70	Corrected replacement; task 375	Prepaid, not finalized
`INV-20111104CM`	AP invoice 567028	-$2,608.95	Full correction credit	Finalized September 28
`CR-0037348`	AP invoice 567307	-$1,044.69	Separate imported vendor credit	Voided September 28
Receipt 898	receipt 246403	$2,533.95 current	Two black-table lines	Owned by original invoice
Receipt 903	receipt 247486	$3,364.31	Four blue/green lines	Attached to replacement
Allocation 853383	financial allocation 853383	$0 net	Receipt 903 partial match	Balanced and active

Amount reconciliation

Original invoice:

two SLF-EMS-46-BK-GG at $849.12 = $1,698.24;
one SLF-EML-72-BK-GG at $835.71 = $835.71;
merchandise total = $2,533.95;
freight = $75.00;
invoice total = $2,608.95.

Replacement invoice:

the same two black-table product lines at corrected prices total $2,027.39;
four blue/green lines on receipt 903 total $3,364.31;
replacement total = $5,391.70.

Accounting-effects timeline

Amounts below use the journal's stored signs. Account 118 is inventory/prepaid inventory, 204/0800 is unmatched AP, unassigned 204 is the AP liability, 432 is COGS, and 540 is freight expense.

Date and actor	Description	Effect on accounting records	Effect on task-375 balance
Aug. 31 — Kyle	Created the two black-table PO lines, then changed their PO costs to $679.30 and $668.79.	No receipt existed yet, so these were PO master-data changes and did not create the receipt journals in scope.	Established the later replacement basis: $2,027.39.
Sept. 4 — vendor import	Created original `INV-20111104` for $2,608.95: $2,533.95 merchandise plus $75 freight.	Created AP invoice/detail records; the matching/finalization journals followed on Sept. 9.	Established the old, higher merchandise basis.
Sept. 8 — Kyle/system	Created receipt 898 at 2 × $679.30 plus 1 × $668.79; the automatic matcher attached it to the original invoice.	Receipt journals posted 118 = -$2,027.39 and unmatched AP 204/0800 = +$2,027.39. The system also created the receipt-line ownership later consumed by the original.	At this moment receipt 898 was valued at the same $2,027.39 used by the replacement.
Sept. 9 — Vickie	Raised receipt/PO line 1 from $679.30 to $849.12 and line 2 from $668.79 to $835.71.	`Modifying PO Cost` journals added 118 = -$506.56 and unmatched AP 204/0800 = +$506.56. Receipt 898's cumulative merchandise accounting became $2,533.95.	Changed the old receipt/original basis by $506.56; it did not change the not-yet-created replacement invoice.
Sept. 9 — Rachel	Added $75 allocated freight and finalized the original invoice.	Freight added 118/0100 = -$75 and 204/0800 = +$75. Original invoice postings added 204/0800 = -$2,608.95 and AP liability 204 = +$2,608.95, clearing the receipt's unmatched-AP basis and booking the payable. Receipt 898's lines became finalized ownership of the original.	Made the original fully supported at $2,533.95 merchandise plus $75 freight and made receipt 898 unavailable elsewhere.
Sept. 10 — Rachel/system	Assigned voucher 3946002; a check sequence was staged and then cleared before ACH.	The temporary check-stage entries were reversed; the voucher remained associated with the original.	No replacement balance yet, but added a later unfinalize restriction.
Sept. 14 — vendor import/Rachel	Created replacement `INV-20111105` for $5,391.70 and attached receipt 898 at the receipt-header level.	Created the replacement AP records. The header match created no usable receipt-898 line accounting because those line assignments remained on the original.	Replacement needed $2,027.39 for the black lines, but receipt 898 contributed $0.00 to it.
Sept. 15 — Heather	Processed the original as ACH paid.	Marked the payable processed/paid and linked ACH record 18139.	Prevented ordinary unfinalization of the original and therefore prevented the normal release path.
Sept. 16 — Kyle/system	Created receipt 903 for the four blue/green replacement lines.	Receipt journals posted 118 = -$3,364.31 and unmatched AP 204/0800 = +$3,364.31.	Supplied $3,364.31 of the replacement's $5,391.70 requirement.
Sept. 21 — Rachel	Created full credit `INV-20111104CM` for -$2,608.95.	Created credit AP/detail records for -$2,533.95 merchandise and -$75 freight; final active reclassification occurred Sept. 28.	Set up monetary reversal of the entire old invoice, including the $506.56 higher-price difference. It did not release receipt ownership.
Sept. 22 — Rachel	Paired the credit and replacement as prepaid and created allocation 853383.	Created replacement detail accounting and a balanced allocation containing receipt 903's +$3,364.31 unmatched-AP entries and a -$3,364.31 replacement partial-match entry.	Correctly supported only the receipt-903 portion; $2,027.39 remained unsupported.
Sept. 28 11:36–11:37 — Leona	Reclassified and finalized the full credit.	Reversed its earlier prepaid entries and left active credit entries of 432 = +$2,533.95, AP 204 = -$2,533.95, 540 = +$75, and AP 204 = -$75.	Reversed the original invoice's money, including the $506.56 repricing, but did not change receipt-898 assignments.
Sept. 28 11:42 — Leona	Temporarily reduced receipt 898 back to $679.30/$668.79.	Posted the reverse of Vickie's increase: 118 = +$506.56 and 204/0800 = -$506.56. Receipt 898 temporarily returned to $2,027.39.	Did not cure ownership; changing price did not free the receipt lines.
Sept. 28 11:44 — Leona	Removed receipt 898 from the replacement.	Deleting the receipt-level match did not move receipt journals or original line ownership.	Preflight calculated $5,391.70 − $3,364.31 = $2,027.39 unsupported.
Sept. 28 11:45 — Leona	Changed the replacement detail from account 118 to 432 and then removed receipt 903.	Reversed the Sept. 22 detailed replacement journals and created active summarized entries of 432 = -$5,391.70 and AP 204 = +$5,391.70.	With receipt support removed, preflight worsened; this also left the current detail-to-journal account discrepancy.
Sept. 28 11:47–11:48 — Leona/system	Re-added and removed receipt matches/lines, then attempted finalization with stale preflight state.	The final accounting audit returned HTTP 422; no finalization posting was allowed.	Prevented changed or duplicate support from becoming finalized accounting.
Sept. 28 11:49 — Leona	Restored the detail's stored account to 118 and re-added receipt 903.	Receipt 903's balanced allocation remained the valid $3,364.31 support. The active 432/204 journal pair from 11:45 remains a separate discrepancy to reconcile.	Returned the stable shortage to $2,027.39.
Sept. 28 11:51–11:52 — Leona	Restored receipt 898 to $849.12/$835.71, making it $2,533.95 again.	Posted 118 = -$506.56 and 204/0800 = +$506.56, restoring Vickie's Sept. 9 receipt accounting.	Shortage stayed $2,027.39 because receipt 898 still supplied $0.00 to the replacement; its $2,533.95 belongs to the original's owned lines.

Why $2,027.39, not $2,533.95

The finalizer compares the replacement invoice's own $5,391.70 inventory amount against eligible support attached to that replacement. Receipt 903 supplies $3,364.31. Receipt 898 supplies $0.00 because its actual line assignments remain finalized on the original. Therefore:

$5,391.70 - $3,364.31 - $0.00 = $2,027.39.

The $2,533.95 figure is receipt 898's current value for the original invoice. The $506.56 difference was posted when Vickie raised the old receipt and is included in the full $2,533.95 merchandise credit. The replacement never asks for that extra $506.56.

Timeline

August 31: PO creation and corrected costs

12:51:51 — Kyle Kingston created PO item 1812698 for the black 46-inch table at $912.37 each.
12:51:52 — Kyle created PO item 1812699 for the black 72-inch table at $922.60.
12:51:58 — Kyle changed item 1812698 to $679.30 each.
12:51:59 — Kyle changed item 1812699 to $668.79.

September 4: original invoice import

10:01:17 — The vendor-import system created INV-20111104, AP invoice 563371, for $2,608.95. The AP audit has no human actor and marks it auto_added.
Its merchandise prices were $849.12 and $835.71, higher than the PO's corrected prices.
The system created a $2,533.95 merchandise detail and a $75 freight detail.

September 8: receipt 898 and automatic ownership

3:03:30 PM — Kyle Kingston created receipt 898 for the two black-table PO lines.
Kyle received two units at $679.30 and one at $668.79, for $2,027.39 total.
3:03:33 PM — The automatic matcher created AP match 217778637 between receipt 898 and original invoice 563371. The recorded match user is system user -1.
This match was based on matching product identifiers and quantities. It was not a manual choice by Kyle.
4:32 PM — Rachel Porter assigned scheduling/tier information to the original invoice.
4:35 PM — Rachel moved the original invoice from match to pricing.

September 9: receipt repricing and original finalization

8:25:07 AM — Vickie Barlow changed the black 46-inch PO/receipt cost from $679.30 to $849.12. Receipt 898 increased by $339.64.
8:25:23 AM — Vickie changed the black 72-inch PO/receipt cost from $668.79 to $835.71.
Receipt 898 then totaled $2,533.95, equal to the original invoice merchandise amount.
2:55:55 PM — Rachel Porter assigned the freight detail's asset category.
2:55:56–2:55:57 PM — Rachel added allocated freight to the two PO/receipt lines.
2:55:57 PM — Rachel marked both receipt-898 line assignments matched, moved the original invoice to batch, and marked the invoice matched/finalized.
3:00:19 PM — Rachel assigned voucher 3944404.

September 10: voucher/check staging

10:23:56 AM — Rachel changed the voucher to 3946002 and assigned AP check sequence 55501.
11:26:18 AM — The check-stage entries were reversed and the invoice sequence key was cleared. This preceded the later ACH payment.

September 14: replacement invoice import and receipt-898 reattachment

9:01:12–9:01:13 AM — The vendor-import system created INV-20111105, AP invoice 564748, for $5,391.70.
The replacement repeated the two black-table SKUs at $679.30 and $668.79 and added four blue/green lines.
The system automatically created match 217779179 between receipt 898 and the replacement.
2:08 PM — Rachel Porter scheduled the replacement.
2:09:59 PM — Rachel deleted automatic match 217779179.
2:15:08 PM — Rachel changed the invoice coding from SCSI to NFEC.
2:15:51 PM — Rachel manually created match 217779283 between receipt 898 and the replacement.
2:27:51 PM — Rachel moved the replacement from match to receiving.
The receipt-level match did not transfer the underlying line assignments; those two quantities remained marked matched to the original invoice.

September 15: original invoice ACH payment

3:43:37 PM — Heather Bennett caused the original invoice to be updated with processed_payments = true, paid = ach, and ACH record 18139.
The linked financial transaction contains the original invoice detail entries and is described as paying the invoice by ACH.
This is why the supported ordinary unfinalize path is not eligible for the original.

September 16: receipt 903

9:18:26 AM — Kyle Kingston created receipt 903.
9:18:27–9:18:31 AM — Kyle received the four blue/green replacement lines totaling $3,364.31.
9:18:32 AM — The automatic matcher attached receipt 903 to replacement invoice 564748 and created its four line assignments.
11:54 AM — Adam Smith updated freight on the two black-table PO/receipt lines.

September 21: replacement staging and full credit creation

3:21 PM — Rachel Porter moved the replacement from receiving to batch.
3:24 PM — Rachel marked the replacement as waiting on the branch.
3:32 PM — Rachel manually created full credit INV-20111104CM for -$2,608.95, with -$2,533.95 merchandise and -$75 freight details.
The credit's stored invoice date is September 21, 2025, although it was created on September 21, 2026. The audit cannot establish whether that was intentional.
3:33 PM — Rachel moved the credit into batch and marked it waiting on the branch.
3:48 PM — Rachel assigned initial vouchers 3973501 to the credit and 3973502 to the replacement.

September 22: prepaid pairing and valid receipt-903 allocation

11:20 AM — Rachel corrected the credit's discount sign.
11:21:41 AM — Rachel changed the credit voucher to 3975001 and the replacement voucher to 3975002.
11:21:41–11:21:42 AM — Rachel marked both records prepaid and assigned both AP check sequence 55863.
Rachel created the replacement's financial detail transaction.
Rachel created allocation 853383, Partial AP Match allocation, for NFEC.
Allocation 853383 contains four receipt-903 inventory entries totaling +$3,364.31 and one replacement-invoice partial-match entry for -$3,364.31. It totals zero.
2:01 PM — The vendor-import system created separate credit CR-0037348 for -$1,044.69.

September 23: ancillary updates

Rachel assigned tier information to CR-0037348.
Adam Smith made a second freight update to the two black-table PO/receipt lines.
These freight changes do not equal or explain the $2,027.39 replacement shortfall.

September 28, 11:31 AM: separate credit voided

Leona Stowell voided CR-0037348. This was not the full $2,608.95 correction credit.

September 28, 11:35–11:37 AM: full credit finalized

11:35:47 — Leona opened INV-20111104CM.
11:35:50 — Preflight blocked it with missing_late_freight_basis, no_matches, and screen_totals_mismatch; difference $2,608.95.
11:36:22 — Leona changed the -$2,533.95 detail from Inventory/Prepaid account 118 to COGS 432 and the -$75 detail from Inventory Freight 118 to Freight Expense 540.
11:37:06 — Leona posted finalization.
11:37:07 — Finalization completed with HTTP 200. The credit became matched/finalized.
The credit corrected the financial amount. No receipt-898 line assignment was moved or released by that operation.

September 28, 11:37–11:41 AM: replacement inspection

11:37:34 — Leona opened replacement INV-20111105.
11:37:55 — She loaded finalization preflight and the PO receipt-match list.
11:38:09 — She inspected receipt 898.
11:40:55 — She inspected receipt 898 again.
11:41:07 — She inspected receipt 903.

September 28, 11:42 AM: receipt 898 temporarily reduced

11:42:06 — Leona changed the black 46-inch PO/receipt line from $849.12 back to $679.30.
11:42:28 — Leona changed the black 72-inch line from $835.71 back to $668.79.
Receipt 898 temporarily returned to the replacement value of $2,027.39.

September 28, 11:44–11:45 AM: receipt removal and accounting change

11:44:34 — Leona deleted Rachel's manual receipt-898 match from the replacement.
11:44:35 — Preflight reported missing_financial_basis and screen_totals_mismatch, difference -$2,027.39.
11:45:10 — Leona changed the replacement detail from Prepaid Inventory 118 to COGS 432.
This reversed the September 22 detailed journal support and created an active summarized 432/204 journal pair.
11:45:11 — Preflight reported a $3,364.31 difference.
11:45:30 — Leona deleted automatic receipt-903 match 217779566 and all four of its line assignments.

September 28, 11:47–11:48 AM: re-add/remove cycle and rejected finalization

11:47:31 — Leona manually re-added receipt 898.
11:47:32 — Leona manually re-added receipt 903. Its four line assignments regenerated.
11:47:33 — Preflight still reported a $3,364.31 difference.
11:47:42–11:47:57 — Leona deleted the four regenerated receipt-903 line assignments one at a time.
11:48:01 — Leona deleted the receipt-903 match.
11:48:09 — Leona deleted the receipt-898 match.
11:48:16 — Leona submitted replacement finalization using a prior preflight token.
11:48:18 — The final accounting audit rejected the request with HTTP 422: existing receipt support changed allocation.
This rejection prevented finalization after receipt-supported allocation state had changed from the state inspected by preflight.

September 28, 11:49–11:55 AM: restored end state and report

11:49:19 — Leona changed the stored replacement detail from COGS 432 back to Prepaid Inventory 118 and saved the invoice.
11:49:20 — With no receipts selected, preflight reported no_matches and a full -$5,391.70 difference.
11:49:29 — Leona re-added receipt 903 only. Its four line assignments regenerated.
11:49:30 — Preflight returned to the persistent -$2,027.39 difference.
11:51:35 — Leona restored the black 46-inch PO/receipt price to $849.12.
11:51:50 — Leona restored the black 72-inch price to $835.71. Receipt 898 returned to $2,533.95.
11:52:13 — Preflight still reported missing_financial_basis and screen_totals_mismatch, difference -$2,027.39.
11:55:25 — Leona added an in-app comment identifying the two black-table items and stating that the receipt was on invoice 20111104 and the replacement could not finalize.
Her comment says the original was not paid, but the September 15 AP audit and ACH record show that the system considers it paid.

September 28, 12:00–1:02 PM: task intake and dispatcher triage

12:00:45 — Phil Freeman forwarded Leona's report to POS bug intake.
12:05:08 — The intake system created task 375 in backlog.
1:02:38 — The dispatcher completed read-only production triage, classified the task as a separate High-risk support recovery, created a recovery plan, and moved it through planning to ready.
The investigation did not mutate production invoice, receipt, journal, allocation, voucher, payment, or reconciliation records.

September 28, 2:03 PM: existing-fix and correction-link verification

The dispatcher compared the record with the merged automatic-matching, receipt-line availability, preflight/finalizer, and shared-receipt allocation fixes.
Those safeguards prevent a consumed receipt line from being automatically or manually allocated twice and explain why the replacement was blocked instead of finalized.
A fresh read-only production query confirmed that the original, replacement, and full credit have no matching_group_id, no created_from_ap_invoice_id, and no ApInvoice parent/child relationship connecting them.
Conclusion: receipt 898 was reattached to the replacement at the receipt level, but its line quantities were never released. The prevention guard is fixed; the paid-invoice full-credit-and-rebill recovery workflow is not.

Actor summary

Actor	Confirmed actions	Important boundary
Kyle Kingston	Created the relevant PO lines and both receipts at corrected costs	Did not manually attach receipt 898 to the original invoice
Automatic matcher	Attached receipt 898 to the original and receipt 903 to the replacement	Matches by item/quantity; created the original ownership state
Vickie Barlow	Raised receipt 898's two prices to the original invoice prices	Changed costs, not invoice ownership directly
Rachel Porter	Finalized original; manually reattached receipt 898 to replacement; created full credit; created prepaid pairing and allocation 853383	Receipt-level reattachment did not transfer already matched line quantities
Heather Bennett	Processed original invoice as ACH paid	Makes ordinary unfinalize ineligible
Adam Smith	Updated freight twice	Freight changes do not explain $2,027.39
Leona Stowell	Voided separate credit; finalized full credit; changed costs/accounts/matches; attempted replacement finalization; documented failure	Finalizer blocked changed allocation and missing receipt support
Phil Freeman	Forwarded the report to bug intake	No production data action identified
Dispatcher/Codex	Performed read-only triage and wrote recovery records	Made no production mutation

Current authoritative snapshot

Original invoice 563371 is matched, in batch, processed_payments = true, paid = ach, voucher 3946002, ACH record 18139.
Replacement invoice 564748 is in batch, prepaid, not matched/finalized, voucher 3975002, sequence 55863, and waiting on Branch.
Full credit 567028 is matched/finalized, prepaid, voucher 3975001, sequence 55863.
Separate credit 567307 is void.
Current AP matches:
- receipt 898 → original invoice 563371;
- receipt 903 → replacement invoice 564748.
Current receipt-line ownership:
- receipt 898 lines 1 and 2 → original invoice, both marked matched;
- receipt 903 lines 1–4 → replacement invoice, not finalized.
Allocation 853383 remains active, balanced, and contains only the valid receipt-903 support and the replacement's -$3,364.31 partial-match entry.
Receipt 898 currently has no financial allocation ID on its inventory journals; the blocker is its finalized receipt-line ownership, not a rogue current allocation.
The replacement detail row currently references Prepaid Inventory 118, while the active journal created at 11:45 uses COGS 432 and AP 204. This secondary discrepancy must be included in recovery verification.

Root-cause decision

The root cause is a corrected-invoice lifecycle gap across two state systems:

The original invoice consumed receipt 898's quantities and was finalized and paid.
The replacement repeated those quantities at corrected prices.
The full credit reversed dollars but did not reverse/transfer receipt ownership.
Finalization correctly refused to reuse receipt support or accept changed allocated support after preflight.

This is in the same broad AP ownership/allocation family as nearby tasks, but it is not the task-0360/task-0368 shared-receipt cross-line allocation defect. Receipt 903's allocation is healthy; receipt 898's ownership requires an Accounting-approved recovery.

The existing-fix assessment is therefore split:

Fixed: automatic/manual double-allocation prevention and finalization safety.
Not fixed: a supported transfer/release mechanism for receipt ownership after a paid original is fully credited and replaced.

Evidence limitations

Audit history records what users changed, not why they chose each action.
The email and in-app comment say the original was not paid, while system payment state says it was ACH-paid. This document treats system state as authoritative for recovery.
No claim is made that any named person intentionally caused the lifecycle gap.