Review and evidence

Finance Manager needs to know which version of a document was reviewed and why it was accepted or returned. The decision history records the source revision, reviewer, decision date and reason against the parent accounting document. Supporting files carry a title, upload date, evidence type and the person who uploaded them.

For architecture billing, evidence may include the client’s acceptance of a particular drawing issue or a fee clarification. Keep the title specific enough that Billing Coordinator can find the relevant item during review. File visibility distinguishes Internal from Shared material; agree the audience before releasing an attachment beyond the team handling the document.

• Collect relevant evidence. Project Architect and Billing Coordinator attach the material needed to understand the charge. Record the evidence type and choose the appropriate visibility. Keep the accepted drawing revision clear in the file title or supporting explanation.
• Record the decision. Finance Manager chooses Approve, Reject or Return for the document revision under review. The reason should explain the decision in terms the preparer can act on, such as acceptance evidence referring to a different drawing issue.
• Investigate the outcome. Finance Manager checks operations that remain Pending, Failed or Needs review. Use the operation reference and recorded reason to find the related document and determine what happened before repeating an action.

Define the evidence required for milestone approval and document review. Decide which material remains Internal and how Shared files are made available to authorized recipients. Test attachment access directly, including a user outside the practice scope. Agree who records corrections to evidence and how earlier decisions remain traceable.

Set a routine for reviewing unresolved operations. Billing Coordinator can investigate the document preparation context; Finance Manager decides whether a financial action can be retried after checking its effects. Agree a clear explanation for each unresolved case so it can be handed to another authorized person without repeating the investigation.

A rehearsal invoice refers to drawing revision C, but the attached acceptance names revision B. Finance Manager returns the document and explains the mismatch. Billing Coordinator obtains the correct evidence, retains the earlier file and submits the revised document for another decision. The history should show why the first version was returned and which version was approved.

Then interrupt the posting handoff. Open the operation record and inspect whether it is Pending, Failed or Completed. Follow the linked effects and source document before deciding whether another attempt is appropriate. Ask Finance Manager to explain the outcome using the document, journal and operation evidence together.

Operations Overview helps the team find pending decisions and failed operations within its authorized fee-document scope. Use it to choose what needs attention, then inspect the underlying document when making a business decision. A summary value alone is insufficient evidence for approving a changed fee.

• Decision history — Document decisions with their source revisions, reviewers and reasons.
• My supporting files — Files uploaded by the signed-in team member, with visibility and parent document.
• Operations needing attention — Pending, failed and review-required actions that need investigation.

Read document preparation to approval and journal review to posting. Keep the decision evidence linked to the document at each step.