Evidence and receipts

Attachments link to a purchase request, identify an evidence type and title, and record who uploaded the file and when. Visibility is Internal or Shared. Operation receipts also link to the request, but describe an operation attempt: key, action, expected revision, result state, occurrence time and, where applicable, external or effect references and failure reason.

• Files. Keep title, type, uploader, upload time and visibility on each purchase attachment.
• Attempt result. Read the operation key, expected revision and result state together when investigating a submission attempt.
• Decision boundary. Use the review decision for purchase approval; a completed operation receipt records an attempt outcome.

Agree which evidence can be Shared and who reviews that choice. An operation key should identify the intended action consistently when the team investigates a repeated attempt. A Failed or needs review result needs an owner who can read the failure reason and compare the expected revision with the current purchase request before any retry.

Agree which Buyer or Customs Coordinator uploads each evidence type and who may change its visibility to Shared. Decide who investigates Failed and needs review results, and how the Trade Operations Lead checks the operation key against an earlier attempt. Keep a failed receipt and its reason visible while the Buyer prepares a corrected submission.

Use a purchase submission that needs a supporting invoice or supplier document. The Buyer adds the file with an evidence type, then the Trade Reviewer checks it with the purchase revision. If an operation receipt says needs review, the Trade Operations Lead checks its operation key and expected revision against the request, records the resolution outside the receipt where appropriate, and keeps the outcome visible.

Ask the Trade Operations Lead to open the receipt marked needs review and compare its expected revision with the current purchase revision. The Trade Reviewer should then locate any decision on that same revision. Keep the supporting document with the purchase and verify that its Internal or Shared setting matches the audience before the next attempt.

• Operation exceptions — Failed and needs-review operations with their reasons and expected revisions.
• Shared evidence — Files marked Shared with uploader and upload time.

See the first handoff and the next decision for a case-level rehearsal.