Evidence and receipts

A request can carry files with title, evidence type, upload time, uploader and Internal or Shared visibility. An operation receipt records its action, operation key, expected revision, result state and time. A failed receipt can carry a failure reason; a completed receipt may carry an external reference.

Attachments and operation receipts are separate kinds of evidence. The attachment records a file, uploader and visibility. An operation receipt records the result of an action against an expected request revision. A failed result calls for a person to inspect the parent before deciding what to do next.

• Ownership. Buyer uploads request evidence. Purchasing Approver reconciles operation outcomes. Auditor reads authorized evidence.
• Record context. Use the parent request and its organization when checking a related record, then confirm the selected supplier and owner where relevant.
• Evidence. Keep the decision, accepted quantities, attachments and operation outcomes with the same purchase context so later review has the facts in order.

Agree which evidence can be Shared and who may upload it. Keep an operation key distinct for each guarded action and compare its expected revision with the parent request before taking a follow-up action. Preserve the failed receipt so the investigation has a dated record.

Rehearse a failed operation receipt. The Purchasing Approver reads its expected revision, failure reason and effect references beside the parent. Agree who investigates an external effect and who records the conclusion before any further action.

Open a failed or needs-review receipt beside its parent request. Compare the operation key, expected revision, action and result with the current request and review decision. Read the failure reason and any effect references. Record the reviewer conclusion before another action is attempted.

The Purchasing Approver should compare the receipt with the parent revision and any decision. The Auditor should find the same failure reason and attached evidence. A request marked received does not, by itself, explain a failed operation result.

• Receipt exceptions — Inspect failed, pending and needs-review action results with their parent requests.
• Completed operations — Read completed action results and external references.
• Shared attachments — Find files marked Shared with uploader and evidence type.

Read request preparation, review and order and receipt reconciliation. The data model shows how the records connect.