Supporting evidence

A purchase review needs evidence that can be found after the original conversation. The Dispatcher records a receipt attachment with a recognizable name, file or URL, organization and related-record reference. When the purchase belongs to a load, the attachment can also retain that load context.

The supervisor’s decision identifies the source record and source table, with revision, reviewer and rationale. Keep those references consistent with the purchase examined. The Auditor can then follow the purchase, receipt and decision without depending on the person who first entered the transaction.

• Receipt identification. Use the receipt attachment type and a name that helps the reviewer recognize the purchase. Check that the file or link opens and that the uploaded evidence belongs to the intended transaction.
• Decision references. Record the fuel transaction’s identity in the review decision under the agreed reference convention. Include the revision and rationale so the next reviewer understands which information supported the outcome.
• Follow-up evidence. Read unresolved operation outcomes and returned decisions when an action needs investigation. Follow the source record before assuming the intended change has been completed.

Agree the reference format used to connect attachments and decisions to fuel transactions. The related-record and source-record values should resolve consistently, including after imports. Set the naming convention for receipt files and the person responsible for correcting a reference that points to the wrong purchase.

Decide where supporting documents are stored and test access with the supervisor and Auditor. Keep credentials and access setup with the team responsible for the storage connection. Define how a corrected receipt or revised purchase is reviewed so the earlier rationale remains available when the sequence needs explanation.

The Dispatcher uploads a receipt for the truck’s 45-gallon diesel purchase. The reviewer follows the attachment reference and discovers it points to a different transaction entered on the same day. The Dispatcher corrects the reference, checks the file and asks the supervisor to review the intended purchase.

The supervisor records a decision against that transaction and its current revision. Ask the Auditor to start from the decision and find both the purchase and receipt. Repeat the exercise with a returned decision and an unresolved operation outcome. The person reading the evidence should be able to explain what was decided and what still needs investigation without treating a pending result as completed work.

• Receipt evidence — Receipt attachments with their related-record reference, file or URL and uploader context.
• Fuel decision history — Fuel-review outcomes with the source record, revision, reviewer and rationale.
• Unresolved operation outcomes — Pending, failed or review-needed results that require the team to inspect the source record.

Use receipt correction for a broken or disputed reference and period review and follow-up for unresolved evidence.