Evidence and receipts

Evidence attachments holds document, photo, signature, receipt and note references for funding work. An attachment can link to the opportunity or a donor pledge, and it records a title, kind, capture date, URL and notes. Review decisions stores the reviewer’s choice and source revision. Operation receipts records what operation ran, when it was recorded, its status and a summary or external reference. Together these records let a director inspect the history behind a pledge or opportunity outcome.

• Attach to the right work. Choose the opportunity or pledge connection before adding a document reference, so a reviewer sees the relevant material.
• Read decisions in context. A decision carries its reviewer, source revision, date and reason; compare those with the current pledge.
• Watch operation exceptions. Receipts can be Pending, Succeeded, Failed, Needs Review or Completed. Review an exception before relying on a transition.

Agree which documents must accompany a pledge and which can stay on the opportunity. Decide where the actual files are kept, and store its reference URL on the attachment. Name the person who checks operation receipts after qualification, proposal submission, pledge review and outcome close. Define what the team does with a Failed or Needs Review receipt before relying on the operation in a report.

A submitted pledge has a supporting letter referenced from evidence attachments. The independent reviewer opens the letter and checks the amount and purpose before submission. Submitted status triggers the review workflow, which records the decision and writes an operation receipt for the action. During a later review, the director sees the pledge, attachment, decision and receipt together. If a receipt is marked Needs Review, the director checks its operation key and evidence summary against the pledge and source revision, then assigns follow-up work rather than assuming the decision was clean.

The team should open the parent opportunity before treating this screen as a complete account of the case. Compare its owner, constituent and current status with the linked records, and resolve any disagreement while the conversation is still recent.

A review packet should let another team member trace the same case without asking its owner to reconstruct it. Open the opportunity, pledge, attachment and receipt in that order. Compare the recorded dates and parent links, then ask the owner to correct any reference that points elsewhere.

• Funding evidence — Documents and receipts linked to the opportunity or pledge.
• Pledge decisions — Decision, reviewer and source revision for each pledge review.
• Operation receipt review — Failed and review-needed operations requiring investigation.

Pledge review; Evidence review.