Evidence and reconciliation

A stock request is the shared parent for attachments, review decisions, operation receipts and movements. Record Attachments carry a title, evidence type, upload date, visibility and uploader. Review Decisions carry the source revision, reviewer, decision, time and reason. Operation Receipts carry the operation key, expected revision, result state, occurrence time and references to resulting effects. These records answer different questions, so the team should inspect them together when a result is disputed.

An operation receipt marked pending, failed or needs review is a prompt for reconciliation. The reviewer reads the original request, receipt and posted movement before deciding what happened. Repeating an outside action just because the local receipt is open could duplicate a stock effect or distribution. The same operation key should lead back to the earlier attempt and its evidence.

• Attach. Allocation Coordinator or Inventory Coordinator links a named file to the parent request with the intended visibility.
• Decide. Independent Reviewer records the revision and a reason for approval, rejection or return.
• Reconcile. The reviewer compares receipt state and effect references with posted movements before closing an exception.

Choose evidence types that staff can apply consistently. Decide which attachments may be shared and which remain internal. Reviewers need enough information to see the underlying file and source request without broad access to unrelated organizations. Set a retention and correction practice that keeps old decisions with their source revisions instead of replacing them.

Agree which result states require reviewer attention and which person can close an exception. A receipt marked completed should point to the actual effects. A failed receipt should retain the failure reason. A needs-review receipt should identify the uncertainty that still prevents completion. External acknowledgments need their own source and reference; a local status change alone cannot certify what happened elsewhere.

Inventory Coordinator attempts to post a movement for an approved request. The operation receipt records the key and expected revision, but the result remains pending. Independent Reviewer opens Open Operation Receipts and checks the request revision, effect references and Posted Stock Movements. If the movement already exists, the team records the confirmed result without posting it again. If evidence conflicts, the receipt stays visible for review with a reason.

The same request may also hold a shared attachment explaining the distribution and a review decision for the authorized revision. Request Evidence gives the reviewer the attachment list; Review Decision Register shows who decided and when. Taken together, these records provide a repeatable path from requested scope to human authorization and observed stock effect.

• Open Operation Receipts — Pending, failed and review-needed actions with the parent request and failure reason.
• Request Evidence — Shared files linked to operational requests.
• Review Decision Register — Decision history tied to a source revision and reviewer.

Use receipt reconciliation when a result remains open. Request review explains how decision history is linked to revision.