Review and evidence

A reviewer needs more than a status change to explain a financial decision. Review decisions hold the reviewer, decision, reason, date, source revision and operation key against the parent document. This is where the finance team can show who accepted or rejected the current version and why. The preparer and reviewer have different responsibilities: the preparer assembles the record; the reviewer makes the independent decision.

Supporting files live with the same parent document. Each attachment has a title, upload date, evidence type, visibility and uploader. A team can choose which evidence is shared and which stays internal while retaining the source of the decision. Keep the attachment title descriptive enough that another reviewer can find the relevant document without opening every file.

• Decision context. The reviewer checks the document’s organization and current revision before recording a decision.
• Supporting material. Attachments stay linked to the parent and identify who uploaded them.
• Audit trail. The decision row and operation receipt preserve the reason and attempted effect behind an authorization.

Agree who may review each organization’s work and how reviewer independence is checked. The reviewer should not decide a submission they prepared. Decide which evidence types the team needs for authorization and what makes a file internal or shared. Set a naming convention for attachments so a supplier document, provider confirmation and correction can be distinguished in the record.

The reason on a decision should explain what the reviewer actually found. A return for missing evidence is different from a rejection for a substantive problem. Agree how a new revision is routed back for review and which earlier decisions remain visible. Review access should be tested through both the screen and the record API, especially for auditors and administrators.

A preparer submits a supplier-related document with a file and a revised amount. The reviewer opens the current record, compares the gross amount with its lines and reads the attachment. If the uploaded file belongs to an earlier revision, the reviewer asks for the current evidence and records a reason. Once the file and amount are consistent, an independent reviewer can approve that revision. The decision row identifies the version and actor. An auditor later sees the original file, the corrected evidence and the decisions without relying on a verbal explanation.

An attempted repeat action should resolve through the same operation key rather than making a second decision with a second external effect. A changed revision should require a new decision. This preserves the link between what was checked and what was authorized.

• Review inbox — Find documents at the review status and inspect the current revision.
• Confirmed documents — Read decisions and evidence behind completed financial outcomes.

Review the current revision and check operation effects.