Evidence and reconciliation

Aerospace quotes depend on documents: the customer’s request, drawings at a given part revision, certificate requirements, the acceptance itself. Record attachments holds these against the quote with a Title, the File, an evidence type, the uploaded by team member, uploaded at and a Visibility of Internal or Shared. Internal files stay with your team; Shared marks files that may go back to the customer.

Every guarded action on a quote leaves an operation receipts entry: pricing, review decisions, requirement decisions and handoff. A receipt records the operation key, the Action, the expected revision, the result state, occurred at, and where relevant an external reference, the effect references it changed and a failure reason. Result state is Pending, Completed, Failed or needs review.

• Receipts make retries safe. A stable operation key means a repeated request replays the original receipt. Nobody needs to guess whether a timed-out action ran.
• Reconciliation reads before it writes. The reconciliation run takes Pending, Failed and needs review receipts in scope and compares each one with its parent quote, quote lines and review decisions. It marks a receipt Completed only with real evidence, or routes it to needs review with a concrete discrepancy. It never repeats the external action.
• Typed references need confirmation. A typed external reference without confirmation from the provider is never enough to mark a receipt Completed.

Agree the evidence type values you use, such as customer request, drawing, certificate requirement and acceptance, and which of them may be Shared. Decide how often reconciliation runs on a schedule and who runs it on demand after an incident. Agree who works the needs review list, how quickly a Failed receipt must be explained, and when a receipt can be closed. Confirm how long evidence is kept, since corrections keep existing files and receipts in place.

Pick a quote that was priced, approved, accepted and handed off. Attach the customer request and the acceptance document. Run reconciliation while the handoff receipt is still Pending without an order connection and confirm it is not marked Completed. Type a made-up external reference into a test receipt and confirm reconciliation still refuses to complete it. Then break one priced line in a copy of the quote and confirm reconciliation routes the pricing receipt to needs review with the discrepancy named.

Ask the Pricing Reviewer to explain every exception on the list, and the Auditor to trace one receipt back to the quote and the decision it came from.

• Operation receipts needing attention — Pending, Failed and needs review receipts with action, expected revision and failure reason.
• Quote evidence files — attachments by quote with evidence type, visibility, uploader and upload date.

The Operations Overview page in the app shows persisted operation exceptions next to quote value and review demand.

• Correction and reconciliation: Cancel or correct authorized scope and check what each operation receipt claims.
• Accepted quote to order handoff: Pass an accepted revision to the order connection once and track its receipt.

Review the reports your auditors will use.