Evidence and reconciliation

A quote’s current state is the starting point for a review. Auditor also needs the decision that authorized the revision and the operation receipt that records what happened afterward. Attachments provide the supporting scope and acceptance files, with their uploader, upload date and intended visibility.

Receipt reconciliation examines Pending, Failed and needs-review operations. It compares each recorded claim with the quote, its lines and its review decisions. An action can be treated as Completed when its recorded effects have real support. A discrepancy stays in follow-up with a concrete reason for the responsible person to investigate.

• Supporting files. Quote Specialist attaches scope and acceptance material to the quote. The title and evidence type help the reviewer understand why a file matters, while Internal and Shared distinguish its intended audience.
• Revision decisions. Pricing Reviewer records a decision against the source revision. Auditor can inspect the reason and reviewer identity before relying on the commercial outcome.
• Operation receipts. Each receipt identifies its action, expected revision and stable operation key. Pending, Failed and needs-review outcomes stay visible alongside any external reference or failure explanation.

Agree the titles and evidence types that will make quote files understandable to another team member. A file called “final” gives little help when the quote has changed several times. Use the quote reference and a meaningful scope description, and check which supporting file the reviewer used for the decision.

Configure the audience for Internal and Shared evidence and rehearse access with the intended users. The visibility label should be interpreted through the organization’s sharing rules. Quote Specialist needs a clear procedure for choosing the audience before attaching sensitive pricing or customer material.

Decide who investigates each kind of receipt exception. A pricing discrepancy belongs with the commercial calculation, while a missing downstream acknowledgement needs the connection owner. Auditor follows the evidence without changing quote amounts to make a claim appear consistent. Keep the outcome tied to the actual effects that can be inspected.

Take an accepted quote whose order handoff produced an external reference. Auditor opens the operation receipt, checks its expected revision and finds the corresponding quote lines and review decision. Follow the reference into the receiving system and confirm the record that supports the claimed completion.

Next, take a Pending receipt whose recorded effect references cannot be matched to supporting records. Run reconciliation and check that it routes the discrepancy for review with a reason that names the problem. Compare the quote and its financial values before and after the exercise. Finally, inspect the supporting attachments through their intended audiences and confirm that a colleague can find the acceptance evidence from its title and type.

• Receipt Follow-up — Pending, Failed and needs-review actions with the information needed to investigate them.
• Shared Evidence — Quote files selected for the configured shared audience.
• Internal Evidence — Supporting material intended for internal review.

Use Hand off and reconcile accepted work for receipt review and Review and accept a quote to trace its commercial authority.