Accounting Skill — Technical Context

Purpose

Manages procurement card expense tracking for a Field Museum researcher. Processes receipts, tracks expenses in Google Sheets, reconciles records, and generates entertainment supplement tables.

Tools & Constraints

• Read Google Sheets: Use WebFetch with CSV export URL: https://docs.google.com/spreadsheets/d/{SPREADSHEET_ID}/gviz/tq?tqx=out:csv&sheet={TAB_NAME}
• Write Google Sheets: Not available (no API/MCP). Format expense rows as tab-separated text for user to paste.
• Read receipts: Use the Read tool on PDF/image files.
• Rename files: Use Bash with mv command.

Working Folder

The skill runs from the accounts and receipts folder — that is all it needs to know. {working_folder} means the current directory, and every path below is relative to it. The folder's absolute location is deliberately not recorded in this repo; do not add it back, and do not search the filesystem for it. If the current directory does not look like the working folder, SKILL.md's Session Start asks the user to restart from the right one.

Structure per year:

• {year}/receipts/ — numbered receipt files
• {year}/supplements/ — monthly entertainment supplement PDFs
• {year}/reports/ — SmartData exports (YYYY_MM.xlsx preferred; statement and expense-inbox PDFs also appear). Parse with scripts/parse_smartdata.py; see references/smartdata_reports.md.

Spreadsheet Configuration

On first run each year, the skill creates/updates spreadsheet_links.yaml in the working folder with the Google Sheet URL for that year. This file is NOT in the skill folder (it contains sensitive links).

Naming Conventions

• Receipts: YYXXX_short_description.ext (e.g., 26025_amazon_labsupplies.pdf)
• Supplements: supplement_BASM_YYYY_MM.pdf

Sensitive Data Policy

The skill folder (this directory) is git-tracked. Never store spreadsheet links, actual expense data, receipt contents, or any personally identifiable information here. All session-specific data stays in the working folder.

SmartData reports in {year}/reports/ carry the cardholder's name, tax id, card number, street address, and account balances. They stay in the working folder. Never copy any of it into the spreadsheet, into row notes, or into this directory. scripts/parse_smartdata.py deliberately excludes those fields from its output.