Evidence and reconciliation

Quote activity needs evidence that survives the operating handoff. Attachments retain a title, evidence type, uploader and upload time against the parent quote. Review decisions identify the source revision and independent reviewer. Operation receipts retain the action, expected revision, result state and references that explain an attempted operation.

Auditor reads authorized evidence to distinguish an unresolved request from a completed outcome. Quote Specialist uses the same context to investigate a customer handoff. Reconciliation compares recorded claims with the local quote, lines and decisions before treating a receipt as complete or directing the discrepancy for review.

• Document context. Quote Specialist attaches the file to the intended quote and sets its visibility to Internal or Shared. A useful title and evidence type help the reviewer identify the material without opening unrelated documents.
• Operation identity. The stable operation key identifies the action being inspected. The receipt retains its expected revision, occurrence time and result, with a failure reason or external reference where appropriate.
• Evidence-led reconciliation. The reconciliation action reads the local evidence first. It records Completed only when real evidence supports the claim, or Needs review with a concrete discrepancy; it does not repeat the external handoff to make the receipt look successful.

Agree what belongs in an attachment title and which files may be shared. Verify access using the intended user roles and the actual file-delivery path. Keep the visibility choice aligned with the team’s commercial handling rules so a reviewer or auditor receives the material they are authorized to inspect.

Define who investigates each receipt exception. A missing downstream reference, an unexpected quote revision and a local decision discrepancy need different follow-up. Decide how the team records the finding before requesting a correction or retry. Preserve earlier evidence when resolving a case so the next person can understand the original outcome.

Attach an internal pricing note and a shared offer document to a rehearsal quote. Have Pricing Reviewer inspect the authorized material, then ask Auditor to locate the decision and operation receipt associated with the same quote revision. Check that the evidence can be understood from its parent and recorded timing.

Next, use a Pending handoff receipt with no external reference. Run the reconciliation review and confirm that the team does not mark it Completed merely because the quote is Accepted. Supply a case where the local evidence conflicts with the recorded claim and inspect the Needs review explanation. Resolve the discrepancy through the responsible process while retaining the original receipt and decision evidence for later inspection.

• Receipt Exceptions — Operations whose Pending, Failed or Needs review result still needs attention.
• Shared Quote Evidence — Attachments marked Shared, with the parent quote, uploader and evidence type.
• Review Decision Register — The reviewed revision and reason behind the commercial decision.

Use handoff and reconciliation for the exception rehearsal. Agree the evidence questions under reports and access under roles.