Evidence and decisions

A lease invoice can have the original invoice image, an approval email and later correspondence attached to its record. Review decisions hold the subject, reviewer, outcome, decision time and any conditions. Operation receipts hold the action type, reference, actor, occurrence date and result. Together these records let a Controller reconstruct what someone reviewed and what the native action did.

An approval decision and an operation receipt answer different questions. The first says who approved, rejected or returned a subject. The second says whether a configured operation such as lease invoice approval, payment release or billing send ran and what result it recorded. Finance can compare both with the invoice or payment’s current state when an exception is investigated.

• Attach. The preparer places the supporting file on the relevant business record.
• Decide. The reviewer records an outcome and any conditions on the decision trail.
• Verify. The operator checks the action receipt and follows a failed or partial result.

Define a consistent attachment type and naming rule for invoices, remittance advice, bank statements and approval correspondence. Decide what information belongs in decision conditions and what belongs in a note. Set a retention practice for source documents and require a reviewer to identify the subject reference clearly. A file on the wrong parent record can be harder to find than a missing file.

Agree who monitors failed, partial or skipped operation results. The receipt may contain a document link and details, but the team still needs an owner to resolve the underlying transaction. Ensure the finance team member list accurately reflects active reviewers and their organization. Decide how an External Auditor will get read access without being able to change the operational record.

AP prepares a lessor invoice with its source PDF attached. The Controller reviews it and uses the invoice approval action. Open the review decision and check the reviewer, subject, approval outcome and conditions. Open the operation receipt and check the action type, reference, actor and result. The invoice should now show the approved state. A later question about the amount can be answered from the source, decision and current record together.

Repeat with a scheduled payment. Treasury invokes release and then checks the payment release receipt. If the result is failed or partial, keep the receipt and investigate before treating the payment as released in the bank. For partner billing, the send receipt gives the same action-level trace. These cases make the evidence trail useful during close review and later audit.

• Lease Invoices Pending Approval — Charges that need a review decision and supporting evidence.
• Lease Payments Awaiting Reconciliation — Released movements whose bank evidence needs a match.
• GL Entry Review — Journal context for close evidence review.

Follow invoice review and payment or payment reconciliation.