Receipt evidence

An order handoff or allocation review creates an operation receipt with a stable key, expected revision, result state and occurrence time. When the effect is pending or failed, the reviewer compares the recorded reference and local records before marking completion. A purchase request can also hold uploaded files with evidence type and visibility.

Each operation receipt names an action, stable key, expected revision and result. Its external and effect references help the Purchasing Approver determine whether work already happened. Attachments stay with the parent request and carry their own visibility setting.

• Prepare. Put the owner, supplier and operating entity on the record before review.
• Decide. Check the submitted scope and leave a decision with a reason when human approval is required.
• Verify. Compare the stored effect with the intended action before treating the work as complete.

Agree which external reference is retained for each handoff and who can see Shared or Internal attachments. The operation key must identify a single intended effect so a retry does not duplicate it. Define the reviewer who resolves a failed receipt and the document needed to support a correction.

Rehearse a pending order handoff whose external system returned an uncertain result. Compare the stored effect and reference with the expected revision before any retry. Give the Auditor a separate check of attachment visibility.

Take a receipt marked needs review. Compare its expected revision with the parent request and inspect effect references and failure reason. Check the related decision and attachment register. Resolve the discrepancy from stored evidence, then record the result without repeating the external action blindly.

Have the Purchasing Approver explain whether the effect exists and what the receipt’s result means. If the evidence is incomplete, mark the discrepancy for review rather than repeating the external action. Retain supporting files under the parent request.

A failed receipt is a question about what actually happened, not an instruction to run the action again. The Purchasing Approver compares the expected revision and effect references, then records the discrepancy for review when the evidence remains uncertain.

• Operations needing review — Failed or needs-review actions with their reason and occurrence time.
• Attachment register — Files linked to a request with type, visibility and uploader.

Follow request to commitment, receipt and invoice match, and landed cost review for the related decisions.