Delivery documents: attach evidence to the correct receipt and lot

Define the decision behind the record

Use stable document references and check readability at capture. Where information is transcribed or extracted, preserve the source separately. Avoid relying on a filename or a photograph timestamp as the only relationship to a receipt.

Make each attachment retrievable from the right receipt

Identify the receipt and the evidence types needed to interpret it, such as delivery note or actual label image. Define how attachments preserve product, lot and event context. A file held only under the supplier’s name can be difficult to associate with one of several deliveries.

Attach the actual evidence to its receipt and retain readable document references. Where a file covers several lots, make that scope explicit rather than duplicating it in ways that suggest several different documents. Keep corrected or replacement evidence distinguishable from the original and record why it changed.

Test retrieval from a production batch back to the relevant receipt and attachment. Include two similar deliveries and a later supplier document revision. Another reviewer should locate the actual historical evidence without being shown the supplier’s latest file as if it applied to every previous transaction.

Build a usable record

Use the fields below to capture the facts needed for this particular decision. Keep the actual observation separate from any later correction or approval.

• Receipt and document identity
• All relevant pages
• Product and lot links
• Capture or import information
• Review of extracted fields

Test the review, not just the form

Search from a lot to the document and back to all associated receipt lines. Check that replacement files do not silently remove the original evidence. Protect any personal information that appears in attachments.