Source Document Filing

module: source-document-filing
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Documents": null
  "Filing": null
  "Indexing": null
  "Retention": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking

Document Reference,Document Type,Document Number,Document Date,Party Name,Party PAN/VAT,Amount,Currency,Tax Amount,TDS Amount,Source Department,Index Key,Storage Location,Retention Period,Linked Voucher,Linked Transaction,Document Availability,Verification Status,Verified By,Verified Date,Notes,Document Filing ID
DOC-2026-0442,Purchase Invoice,INV-8841,2026-08-14,Bluepeak Supplies,29ABCDE1234F1Z5,84500.00,INR,15210.00,2112.50,Purchase,2026/08/BLUEPEAK,Rack B / Folder 7,8 years,VCH-2026-0912,PUR-2026-0041,Original on file,In progress,Sneha Iyer,2026-08-15,Challan and PO filed together with the invoice.,

CREATE TABLE source_document_filing (
  document_reference VARCHAR(255),
  document_type VARCHAR(100) NOT NULL,
  document_number VARCHAR(255),
  document_date DATE NOT NULL,
  party_name VARCHAR(255),
  party_pan_vat VARCHAR(255),
  amount NUMERIC(14,2) NOT NULL,
  currency VARCHAR(255),
  tax_amount NUMERIC(14,2),
  tds_amount NUMERIC(14,2),
  source_department VARCHAR(100) NOT NULL,
  index_key VARCHAR(255),
  storage_location VARCHAR(255),
  retention_period VARCHAR(255),
  linked_voucher VARCHAR(255),  -- relation -> target record
  linked_transaction VARCHAR(255),  -- relation -> target record
  document_availability VARCHAR(100) NOT NULL,
  verification_status VARCHAR(100) NOT NULL,
  verified_by VARCHAR(255),
  verified_date DATE,
  notes TEXT,
  document_filing_id SERIAL PRIMARY KEY,
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW()
);

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Source Document & Filing",
  "type": "object",
  "additionalProperties": false,
  "properties": {
      "Document Reference": { "type": "string" },
      "Document Type": { "type": "string" },
      "Document Number": { "type": "string" },
      "Document Date": { "type": "string", "format": "date" },
      "Party Name": { "type": "string" },
      "Party PAN/VAT": { "type": "string" },
      "Amount": { "type": "number" },
      "Currency": { "type": "string" },
      "Tax Amount": { "type": "number" },
      "TDS Amount": { "type": "number" },
      "Source Department": { "type": "string" },
      "Index Key": { "type": "string" },
      "Storage Location": { "type": "string" },
      "Retention Period": { "type": "string" },
      "Linked Voucher": { "type": "string" },
      "Linked Transaction": { "type": "string" },
      "Document Availability": { "type": "string" },
      "Verification Status": { "type": "string" },
      "Verified By": { "type": "string" },
      "Verified Date": { "type": "string", "format": "date" },
      "Notes": { "type": "string" },
      "Document Filing ID": { "type": "integer" }
  },
  "required": [
      "Document Type",
      "Document Date",
      "Amount",
      "Source Department",
      "Document Availability",
      "Verification Status"
  ]
}

| CSV column | Notion property | Set after import |
|---|---|---|
| Document Reference | Title | Use as the database title |
| Document Type | Select (add options after import) | Convert to Select, add options: "Purchase Invoice", "Sales Invoice", "Purchase Order", "Sales Order", "Delivery Challan", "Receipt", "Payment Voucher", "Bank Statement", "Cheque Record", "Expense Bill", "Contract/Agreement", "Salary Sheet", "Wage Sheet", "Tax Document", "TDS Document", "Import Document", "Fixed Asset Invoice", "Other" |
| Document Number | Text | Leave as Text |
| Document Date | Date | Convert to Date |
| Party Name | Text | Leave as Text |
| Party PAN/VAT | Text | Leave as Text |
| Amount | Number (format: currency) | Convert to Number, set format to Currency |
| Currency | Text | Leave as Text |
| Tax Amount | Number (format: currency) | Convert to Number, set format to Currency |
| TDS Amount | Number (format: currency) | Convert to Number, set format to Currency |
| Source Department | Select (add options after import) | Convert to Select, add options: "Sales", "Purchase", "Accounts", "Payroll", "Admin", "Finance" |
| Index Key | Text | Leave as Text |
| Storage Location | Text | Leave as Text |
| Retention Period | Text | Leave as Text |
| Linked Voucher | Relation (link to the target database) | Convert to Relation, link to the target database |
| Linked Transaction | Relation (link to the target database) | Convert to Relation, link to the target database |
| Document Availability | Select (add options after import) | Convert to Select, add options: "Original on file", "Copy on file", "Awaiting from party", "Not available", "Duplicate" |
| Verification Status | Select (add options after import) | Convert to Select, add options: "Not started", "In progress", "Blocked", "Done", "Cancelled" |
| Verified By | Text | Leave as Text |
| Verified Date | Date | Convert to Date |
| Notes | Text | Leave as Text |
| Document Filing ID | Text (preserve source ID) | Keep imported IDs as Text; optionally add a separate Unique ID property |