Original document
The receipt, invoice or other source document that supports the facts of the business event.
Evidence & receipts
The file matters because of the record it supports.
A receipt is easier to use later when the business entry, business purpose and supporting document can still be understood together.
Evidence relationship
Keep the document beside the reason.
The relationship is more useful than a folder full of uploads whose purpose must be reconstructed later.
RecordEvidencePurposeReview
Adobe Creative Cloud
£56.98 · 19 AugAdobe-August.pdfClient presentation workReady to check
£56.98 · 19 AugAdobe-August.pdfClient presentation workReady to check
Train ticket
£18.40 · 17 AugReceipt attachedClient site visitContext present
£18.40 · 17 AugReceipt attachedClient site visitContext present
Hardware purchase
£129.00 · 15 AugNo document linkedBusiness use recordedEvidence to review
£129.00 · 15 AugNo document linkedBusiness use recordedEvidence to review
What belongs in the relationship
Four parts make evidence easier to understand later.
Record facts
The amount, date and counterparty or merchant information that identify the event.
Business purpose
The reason the user records for why the event belongs to the business. A merchant name alone may not explain this.
Review state
Whether the record has enough context to check or whether something still needs attention.
Why it matters
Loose uploads create a second search problem.
Review starts with context.
The reviewer can see which document supports which record instead of matching filenames back to entries manually.
Corrections stay understandable.
If the record changes later, the supporting evidence and recorded reason help explain why.
Handover carries more than totals.
An accountant conversation can start from organised records rather than from a new round of reconstruction.
Boundary
Evidence supports review. It does not guarantee an answer.
A receipt can still leave questions.
Business use, classification or treatment may need information that the document does not contain.
Assisted extraction can need checking.
If TRENIC extracts information from a document, the extracted information remains something the user may need to review.