Records and receipts

The organization record holds identity, contact and owner details. Attachments belong to an organization and keep their title, version, file, upload date, expiry date and status together. A coordinator can see which document is Pending, Signed, Withdrawn or Expired.

• Maintain the organization. The coordinator keeps its name, contact and team member owner current.
• Store the file. The coordinator links the attachment to that organization and records its version and expiry date.
• Inspect the receipt. The coordinator can view an existing receipt for the organization and reconcile its reference and amount with the source.

Operation receipts also belong to an organization. Their date, amount, reference and status support a direct check of Pending, Confirmed and Refunded records. Retests link to an assessment and carry evidence, amount and an approval state.

Agree who may sign or withdraw an attachment, who supplies receipt updates, how references are reconciled, and who may approve a retest. Review expiry dates before relying on an attachment. Keep amounts and status changes tied to the correct parent record. Walk through a completed case and a correction with the people who will operate the record. Decide where source documents arrive and who checks them before a status is changed. Keep the agreement close to the team’s operating procedure so a new owner can make the same decision.

A coordinator updates an organization record, attaches a dated file and checks an existing receipt reference. After assessment follow-up, the coordinator creates a retest linked to that assessment. Admin checks the evidence before recording Approved on the retest. Reopen the organization and compare the attachment and receipt parent references. The coordinator checks the receipt reference against its source and sends any discrepancy to the person responsible for updates. Check each item’s own date and state before treating it as part of the same case.

An attachment and receipt may describe different events for the same organization. Check their own reference, dates and status before using either one in a review. If a file is replaced, the version helps another person distinguish it from the earlier document. Retest evidence belongs to the assessed period rather than to the receipt.

• Organization attachments — Open the working records that need the module’s first decision.
• Draft retests — Compare related work before handing the case to another owner.

Follow assessment to decision and follow-up and retest. Set ownership in roles before rehearsing the handoff.