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Merge pull request #4 from Sea-Haven-Industries/feature/align-po-schema
Align PO schema with enriched records and improve extraction prompt
This commit is contained in:
Adam Moussa
GitHub
commit
f942755495
4 changed files with 216 additions and 43 deletions
15
README.md
15
README.md
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@ -9,13 +9,26 @@ Coupa purchase-order email ingestion pipeline. SES receives Amazon PO emails, Cl
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3. S3 `ObjectCreated` fires the `po-email-processor` Lambda.
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4. The Lambda parses the email, sends it to Claude Haiku 4.5 for structured JSON extraction, and writes to DynamoDB.
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- `email_type: new_po` — conditional `PutItem` on `purchase-orders` (idempotent on `po_number`).
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- `email_type: revision` — unconditional `PutItem` overwriting the existing record with updated data.
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- `email_type: cancellation` — `UpdateItem` marking the existing row `Cancelled`.
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5. DynamoDB Streams (NEW_AND_OLD_IMAGES) on `purchase-orders` feeds two downstream consumers:
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5. DynamoDB Streams (NEW_IMAGE) on `purchase-orders` feeds two downstream consumers:
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- **LedgerFlow** (`seahaven-slack-bot/po-sync`) — daily KB sync.
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- **Verified-sites pipeline** (`po-ingest-site-extractor`) — real-time site address extraction (see below).
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The extraction prompt includes domain-specific rules for site code identification (with a skip list for false positives like RME, BBM, JLL), trade classification across 23 categories (Plumbing PM/Reactive, Electrical, HVAC, Dock Doors, etc.), fiscal year derivation, and ship-to address parsing with zip code zero-padding.
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A separate `po-web-ui` Lambda (Function URL, unauthenticated) renders a simple HTML dashboard scanning the table.
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### PO record schema
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Each record in `purchase-orders` includes:
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- **Core**: `po_number` (PK), `email_type` (new_po/revision/cancellation), `po_status`, `source_system`
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- **People/dates**: `submitted_by`, `on_behalf_of`, `order_date`, `revision_date`, `payment_terms`, `requisition_number`, `department`
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- **Site**: `site_code`, `state` (top-level), `ship_to` (structured), `ship_to_raw` (original text)
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- **Classification**: `trade`, `fiscal_year`, `coupa_category`
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- **Financials**: `total_amount`, `currency`, `line_items[]` (with `description`, `amount`, `quantity`, `unit`, `price`, `need_by`)
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- **Metadata**: `data_source` ("email" or "email+payee_scrape"), `email_subject`, `processed_at`, `raw_s3_key`
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### Verified-sites pipeline
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The `po-ingest-site-extractor` Lambda is triggered by the DynamoDB Stream on every PO INSERT/MODIFY. It:
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@ -45,7 +45,7 @@ class PoIngestStack(Stack):
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),
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billing_mode=dynamodb.BillingMode.PAY_PER_REQUEST,
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removal_policy=RemovalPolicy.RETAIN,
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stream=dynamodb.StreamViewType.NEW_AND_OLD_IMAGES,
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stream=dynamodb.StreamViewType.NEW_IMAGE,
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)
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# --- Secrets Manager for Anthropic API key ---
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@ -28,14 +28,14 @@ PO_TABLE = os.environ.get("PO_TABLE", "purchase-orders")
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ANTHROPIC_API_KEY_SECRET_ARN = os.environ.get("ANTHROPIC_API_KEY_SECRET_ARN")
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EXTRACTION_PROMPT = """\
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You are an email parser for a purchase order system.
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The emails come from Coupa (a procurement platform) and contain purchase order
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notifications from Amazon.
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You are an email parser for a purchase order ingest pipeline.
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The emails are Coupa procurement platform notifications containing purchase order
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data from Amazon.
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Analyze the following email and extract structured data. Return ONLY valid JSON with these fields:
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{
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"email_type": "new_po" | "cancellation",
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"email_type": "new_po" | "revision" | "cancellation",
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"po_number": "string or null",
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"po_status": "string or null",
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"source_system": "coupa",
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@ -65,6 +65,9 @@ Analyze the following email and extract structured data. Return ONLY valid JSON
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},
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"total_amount": 0.0,
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"currency": "USD",
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"fiscal_year": "string or null",
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"trade": "string or null",
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"coupa_category": "string or null",
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"line_items": [
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{
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"description": "string",
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@ -73,25 +76,134 @@ Analyze the following email and extract structured data. Return ONLY valid JSON
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"need_by": "date string or null",
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"category": "string or null",
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"account_code": "string or null",
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"period": "string or null"
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"period": "string or null",
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"quantity": "string or null",
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"unit": "string or null",
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"price": "string or null"
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}
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]
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}
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Rules:
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- "email_type" detection:
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- "new_po": email announces a new or revised purchase order
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- "cancellation": email announces a PO has been cancelled
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- Extract the PO number from the email (e.g., "2D-18206023")
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- Extract all line items with their descriptions, amounts, and metadata
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- Ship-to address should include the full address, location code, and attention line
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- Ship-to street, city, state, and zip should be parsed from the address into separate fields
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- "site_code" is the Amazon facility code (e.g., "SNY5", "DFW6", "WND1") — a 3-5 character alphanumeric code identifying the delivery site. Look for it in:
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- The ship-to name, e.g., "Amazon.com Services LLC - SNY5" or "Amazon.com Services LLC (WFB1)"
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- The ATTN line, e.g., "ATTN: Wagon Wheel DS - WTN1"
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- Line item descriptions, e.g., "WND1 - 2024 - Plumbing PM"
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- Anywhere else in the email where a facility code appears
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- If the ship-to name IS the site code (e.g., just "DBU2"), use that
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## email_type detection
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- "new_po": email announces a new purchase order being issued
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- "revision": email announces a revised/updated purchase order (look for "revised" in subject or body)
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- "cancellation": email announces a PO has been cancelled
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## PO number
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Extract from the email subject or body. Format is a prefix + hyphen + digits:
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- "2D-18206023", "FK-21088051", "B187-17955555"
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## site_code extraction
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The site code is the Amazon facility code — a 3-5 character alphanumeric code identifying
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the delivery site. Check these locations in order:
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1. Ship-to name in parentheses: "Amazon.com Services LLC (KLAL)" → KLAL
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2. Ship-to name after dash: "Amazon.com Services LLC - SNY5" → SNY5
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3. Ship-to ATTN line with dash or en-dash: "ATTN: Wagon Wheel DS Station –WKY3" → WKY3
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4. Ship-to ATTN line directly: "Attn: HJX1" → HJX1
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5. Ship-to name IS the code: if the name is just "DBU2" or similar, use it
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6. Line item description prefix: "DYO1 - Sea Haven Ind - Plumbing Repairs" → DYO1
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7. Line item description in brackets: "[HMK4] Assemble 3 Wire Security Cages" → HMK4
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**Not site codes — do not extract these as site_code:**
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- RME (Amazon Reliability Maintenance Engineering department)
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- BBM (Coupa description format tag)
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- JLL (Jones Lang LaSalle — facilities management vendor)
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- PARAG, ERIK (vendor/person names)
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- Industry acronyms: HVAC, LED, PVC, ADA, OSHA, EMR, BMS, DDC, MRO, NTE, EST
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If the only candidate matches this skip list, set site_code to null.
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## Ship-to address parsing
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Parse the full address into separate fields. Be aware of these common issues:
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- State abbreviation may be missing entirely (e.g., "Tucson, 85704" with no state)
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- Zip codes may lack leading zeros (e.g., "MA 2149" should be zip "02149", "NJ 7001" should be "07001")
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- City names may be misspelled (e.g., "Charoltte" for Charlotte) — extract as-is, do not correct
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- Format varies: "City, ST - ZIP", "City, ST ZIP", "City, ZIP" (no state)
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If state cannot be determined from the address, set ship_to.state to null.
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## fiscal_year
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The calendar year the work covers. Determine from:
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1. The order_date year (primary source)
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2. Need-by dates on line items
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3. Year in line item descriptions (e.g., "HVB2 - 2025 - Plumbing PM" → "2025")
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Use the 4-digit year string (e.g., "2025").
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## trade classification
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Classify the primary trade from line item descriptions. Use the FIRST match in priority order:
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**Plumbing - PM**: "plumbing pm", "plumbing preventative", "plumbing maintenance",
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or BBM format: "Plumbing - Backflow", "Plumbing - Water Heater - Install/Repair"
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**Plumbing - Reactive**: "plumbing" with: "reactive", "emergency", "repair", "clog",
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"unclog", "leak", "flood", "sewer", "drain", "grease trap", "jetter", "water line",
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"toilet", "faucet", "urinal", "pipe"
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**Electrical**: "electrical", "lighting", "ballast", "outlet", "circuit", "panel",
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"generator", "transformer", "conduit" (but NOT if "dock door" context)
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**HVAC**: "hvac", "heating", "cooling", "air conditioning", "RTU", "AHU", "VAV",
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"refrigerant", "thermostat", "ductwork"
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**Dock Doors**: "dock door", "dock leveler", "dock plate", "dock seal", "dock bumper"
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**Doors**: "door", "overhead door", "roll-up", "automatic door", "access door"
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(only if not matched by Dock Doors above)
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**Signage**: "sign", "banner", "wayfinding", "marquee", "directional"
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**Carpentry**: "carpentry", "cabinet", "millwork", "trim", "shelving", "framing"
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**Fencing/Gates**: "fence", "fencing", "gate", "bollard" (not "dock gate")
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**Conveyance/MHE**: "conveyor", "MHE", "material handling", "sortation"
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**Painting**: "paint", "painting", "primer", "coating", "touch-up"
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**Flooring**: "floor", "tile", "carpet", "epoxy", "polishing"
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**Janitorial**: "janitorial", "cleaning", "custodial", "pressure wash", "power wash"
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**Fire/Life Safety**: "fire", "sprinkler", "extinguisher", "fire alarm", "suppression"
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**Landscaping/Yard**: "landscape", "lawn", "tree", "yard", "mowing", "irrigation"
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**Roofing**: "roof", "roofing", "gutter", "downspout"
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**Security/Locksmith**: "lock", "key", "access control", "camera", "security", "CCTV"
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**Snow Removal**: "snow", "ice", "salt", "de-ice", "plow"
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**PO Uplift**: description is exactly or primarily "PO Uplift"
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**General Building - Emergency**: "EMER" prefix, or "emergency" in a general building context
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**General Building - Handyman**: BBM format "General Building - General Building Technician"
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**General Building - Project**: BBM format "General Building - General Building Project"
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**General Building**: any remaining facility maintenance work
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If a PO has multiple line items with different trades, set "trade" to the primary
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(non-uplift, non-materials) trade. If genuinely mixed, use the trade of the highest-value line item.
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## coupa_category
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The Coupa commodity/category field if present in the email (e.g., "Maintenance - Facilities",
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"Plumbing Equipment & Materials"). This is Coupa's own classification, not the trade field.
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## General rules
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- Extract all line items with descriptions, amounts, and metadata
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- "quantity", "unit" (e.g., "EACH", "HR"), and "price" (unit price) should be extracted when present
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- total_amount should be the numeric total in USD
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- If a field is not present in the email, set it to null
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- Do NOT invent or infer data that is not explicitly in the email
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@ -173,16 +285,37 @@ def extract_with_claude(email_data: dict) -> dict:
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return json.loads(response_text.strip(), parse_float=Decimal)
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def save_new_po(parsed: dict, s3_key: str):
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"""Insert a new PO into DynamoDB. Skips if po_number already exists."""
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table = dynamodb.Table(PO_TABLE)
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now = datetime.utcnow().isoformat()
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def pad_zip(zip_code: str | None) -> str | None:
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if not zip_code:
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return zip_code
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clean = zip_code.strip().split("-")[0]
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if clean.isdigit() and len(clean) < 5:
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return clean.zfill(5) + zip_code.strip()[len(clean):]
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return zip_code
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# Add metadata fields
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def enrich_parsed(parsed: dict, s3_key: str, email_subject: str):
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"""Add metadata and promote nested fields to top level."""
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now = datetime.utcnow().isoformat()
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parsed["raw_s3_key"] = s3_key
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parsed["processed_at"] = now
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parsed["data_source"] = "email"
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parsed["email_subject"] = email_subject
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# Build item, stripping None values
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ship_to = parsed.get("ship_to") or {}
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if ship_to.get("address"):
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parsed["ship_to_raw"] = ship_to["address"]
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if ship_to.get("state"):
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parsed["state"] = ship_to["state"]
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if ship_to.get("zip"):
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ship_to["zip"] = pad_zip(ship_to["zip"])
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return parsed
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def save_new_po(parsed: dict):
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"""Insert a new PO into DynamoDB. Skips if po_number already exists."""
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table = dynamodb.Table(PO_TABLE)
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item = {k: v for k, v in parsed.items() if v is not None}
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try:
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@ -195,7 +328,16 @@ def save_new_po(parsed: dict, s3_key: str):
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logger.info(f"PO {parsed['po_number']} already exists, skipping insert")
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def save_cancellation(parsed: dict, s3_key: str):
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def save_revision(parsed: dict):
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"""Update an existing PO with revised data, or insert if it doesn't exist yet."""
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table = dynamodb.Table(PO_TABLE)
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item = {k: v for k, v in parsed.items() if v is not None}
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table.put_item(Item=item)
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logger.info(f"Revised PO {parsed['po_number']}")
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def save_cancellation(parsed: dict):
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"""Update an existing PO's status to Cancelled."""
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table = dynamodb.Table(PO_TABLE)
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@ -204,8 +346,8 @@ def save_cancellation(parsed: dict, s3_key: str):
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UpdateExpression="SET po_status = :status, cancelled_at = :cancelled_at, raw_s3_key = :s3_key",
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ExpressionAttributeValues={
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":status": "Cancelled",
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":cancelled_at": datetime.utcnow().isoformat(),
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":s3_key": s3_key,
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":cancelled_at": parsed.get("processed_at", datetime.utcnow().isoformat()),
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":s3_key": parsed.get("raw_s3_key", ""),
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},
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)
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logger.info(f"Cancelled PO {parsed['po_number']}")
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@ -220,15 +362,12 @@ def handler(event, context):
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logger.info(f"Processing email: {s3_key}")
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# Fetch raw email from S3
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response = s3.get_object(Bucket=bucket, Key=key)
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raw_email = response["Body"].read()
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# Parse the raw email
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email_data = parse_raw_email(raw_email)
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logger.info(f"Subject: {email_data['subject']}")
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# Extract structured data with Claude
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parsed = extract_with_claude(email_data)
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logger.info(f"Parsed: type={parsed.get('email_type')}, po={parsed.get('po_number')}")
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@ -236,10 +375,14 @@ def handler(event, context):
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logger.warning(f"No PO number found in email, skipping: {key}")
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continue
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# Route by email type
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if parsed.get("email_type") == "cancellation":
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save_cancellation(parsed, s3_key)
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parsed = enrich_parsed(parsed, s3_key, email_data["subject"])
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email_type = parsed.get("email_type")
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if email_type == "cancellation":
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save_cancellation(parsed)
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elif email_type == "revision":
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save_revision(parsed)
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else:
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save_new_po(parsed, s3_key)
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save_new_po(parsed)
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return {"statusCode": 200, "body": "OK"}
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@ -47,6 +47,7 @@ STATUS_COLORS = {
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EMAIL_TYPE_COLORS = {
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"new_po": "#3b82f6",
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"revision": "#f59e0b",
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"cancellation": "#ef4444",
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}
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@ -71,6 +72,11 @@ def render_po_detail(po):
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("Total Amount", fmt_currency(po.get("total_amount"))),
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("Currency", po.get("currency")),
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("Supplier", (po.get("supplier") or {}).get("name")),
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("Site Code", po.get("site_code")),
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("State", po.get("state")),
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("Trade", po.get("trade")),
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("Fiscal Year", po.get("fiscal_year")),
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("Coupa Category", po.get("coupa_category")),
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("Submitted By", po.get("submitted_by")),
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("On Behalf Of", po.get("on_behalf_of")),
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("Order Date", po.get("order_date")),
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@ -78,6 +84,7 @@ def render_po_detail(po):
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("Payment Terms", po.get("payment_terms")),
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("Requisition #", po.get("requisition_number")),
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("Department", po.get("department")),
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("Data Source", po.get("data_source")),
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("Processed At", po.get("processed_at")),
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]
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@ -113,12 +120,17 @@ def render_po_detail(po):
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if line_items:
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rows = ""
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for item in line_items:
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qty = item.get('quantity', '') or ''
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unit = item.get('unit', '') or ''
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price = item.get('price', '') or ''
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rows += f"""
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<tr style="border-bottom:1px solid #f1f5f9;">
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<td style="padding:10px;font-size:14px;">{item.get('description', '')}</td>
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<td style="padding:10px;font-size:13px;text-align:right;">{qty}</td>
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<td style="padding:10px;font-size:13px;">{unit}</td>
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<td style="padding:10px;font-size:13px;text-align:right;">{price}</td>
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<td style="padding:10px;font-size:14px;text-align:right;">{fmt_currency(item.get('amount'))}</td>
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<td style="padding:10px;font-size:13px;color:#64748b;">{item.get('need_by', '') or ''}</td>
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<td style="padding:10px;font-size:13px;color:#64748b;">{item.get('category', '') or ''}</td>
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</tr>"""
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|
||||
items_html = f"""
|
||||
|
|
@ -128,9 +140,11 @@ def render_po_detail(po):
|
|||
<thead>
|
||||
<tr>
|
||||
<th style="text-align:left;padding:10px;font-size:12px;text-transform:uppercase;color:#64748b;border-bottom:2px solid #e2e8f0;">Description</th>
|
||||
<th style="text-align:right;padding:10px;font-size:12px;text-transform:uppercase;color:#64748b;border-bottom:2px solid #e2e8f0;">Qty</th>
|
||||
<th style="text-align:left;padding:10px;font-size:12px;text-transform:uppercase;color:#64748b;border-bottom:2px solid #e2e8f0;">Unit</th>
|
||||
<th style="text-align:right;padding:10px;font-size:12px;text-transform:uppercase;color:#64748b;border-bottom:2px solid #e2e8f0;">Price</th>
|
||||
<th style="text-align:right;padding:10px;font-size:12px;text-transform:uppercase;color:#64748b;border-bottom:2px solid #e2e8f0;">Amount</th>
|
||||
<th style="text-align:left;padding:10px;font-size:12px;text-transform:uppercase;color:#64748b;border-bottom:2px solid #e2e8f0;">Need By</th>
|
||||
<th style="text-align:left;padding:10px;font-size:12px;text-transform:uppercase;color:#64748b;border-bottom:2px solid #e2e8f0;">Category</th>
|
||||
</tr>
|
||||
</thead>
|
||||
<tbody>{rows}</tbody>
|
||||
|
|
@ -168,8 +182,9 @@ def render_po_list(purchase_orders):
|
|||
for po in purchase_orders:
|
||||
po_number = po.get("po_number", "")
|
||||
supplier = (po.get("supplier") or {}).get("name", "")
|
||||
site_code = po.get("site_code", "")
|
||||
trade = po.get("trade", "")
|
||||
status = po.get("po_status", "")
|
||||
email_type = po.get("email_type", "")
|
||||
total = fmt_currency(po.get("total_amount"))
|
||||
processed = (po.get("processed_at") or "")[:16]
|
||||
|
||||
|
|
@ -177,7 +192,8 @@ def render_po_list(purchase_orders):
|
|||
<tr style="border-bottom:1px solid #f1f5f9;cursor:pointer;" onclick="window.location='/po?id={po_number}'">
|
||||
<td style="padding:12px;font-weight:500;color:#3b82f6;">{po_number}</td>
|
||||
<td style="padding:12px;">{supplier}</td>
|
||||
<td style="padding:12px;">{render_badge(email_type, EMAIL_TYPE_COLORS)}</td>
|
||||
<td style="padding:12px;font-weight:500;">{site_code}</td>
|
||||
<td style="padding:12px;font-size:13px;">{trade}</td>
|
||||
<td style="padding:12px;">{render_badge(status, STATUS_COLORS)}</td>
|
||||
<td style="padding:12px;text-align:right;">{total}</td>
|
||||
<td style="padding:12px;color:#64748b;font-size:13px;">{processed}</td>
|
||||
|
|
@ -209,14 +225,15 @@ def render_po_list(purchase_orders):
|
|||
<tr>
|
||||
<th>PO #</th>
|
||||
<th>Supplier</th>
|
||||
<th>Type</th>
|
||||
<th>Site</th>
|
||||
<th>Trade</th>
|
||||
<th>Status</th>
|
||||
<th style="text-align:right;">Amount</th>
|
||||
<th>Processed</th>
|
||||
</tr>
|
||||
</thead>
|
||||
<tbody>
|
||||
{rows if rows else '<tr><td colspan="6" style="padding:40px;text-align:center;color:#94a3b8;">No purchase orders yet.</td></tr>'}
|
||||
{rows if rows else '<tr><td colspan="7" style="padding:40px;text-align:center;color:#94a3b8;">No purchase orders yet.</td></tr>'}
|
||||
</tbody>
|
||||
</table>
|
||||
</div>
|
||||
|
|
|
|||
Loading…
Add table
Reference in a new issue