What this category's data looks like
This page centers on the scenarios of research funding budget adjustments and reimbursements, bringing together three types of materials: budget adjustment applications, reimbursement forms, and contract invoices. Budget adjustment applications are usually submitted by the project team on a quarterly basis or at special milestones, with fields including the adjusted account, original budget amount, adjusted amount, and approval signature; reimbursement forms are generated per instance, with fields including the reimburser, reason, amount, receipt number, and date; contract invoices come from procurement or partners, with fields including the counterparty name, subject matter, quantity, amount, and invoice date. When the three types of materials enter the material verification and discrepancy localization function, the budget adjustment application serves as the baseline version, the reimbursement form serves as the object to be verified, and the contract invoice serves as the supporting source. In terms of update cadence, budget adjustment applications are updated as approvals circulate, reimbursement forms are updated as finance accepts them, and contract invoices are updated upon invoicing and receipt. Field characteristics are mainly names, quantities, dates, and signatures, and version synchronization and receipt completeness are the key points of verification.
Configuration and implementation checks
This part is executed by application settings (response limit, etc.), which output the length of a single answer and the range of context that can be accommodated. The "discrepancy list" is then completed by the model. Application settings only determine the length of a single answer and the range of context that can be accommodated; entry points and authorization are handled by the publishing service and file permissions.
| Object | Check | Verification action |
|---|---|---|
| Budget adjustment application | The name, quantity, and date of the same record are consistent between the application and the reimbursement form, and signatures are complete | Check the position of the response limit slider in application settings, and confirm that maxResponse matches the answer length required by the page |
| Reimbursement form | The amount, quantity, and invoice date of the reimbursement form match those of the contract invoice, and no receipt is missing | Ask a question that requires a long answer and see whether the ending is complete, and confirm that maxContext covers the context of the three types of materials |
| Contract invoice | The name, quantity, and date of the contract invoice are consistent with the ledger, and the version has been synchronized | Compare the usage of two runs, and check the quoteMaxToken referenced content budget and the number of array entries recorded separately |
| Discrepancy list | The list itemizes field by field the fields inconsistent with the ledger and submits them to the reviewer for confirmation and write-back | Use one real record to find the fields inconsistent with the ledger, and after write-back recheck version synchronization |
Three common errors
- Symptom: The name, quantity, and date of the same record do not match between the budget adjustment application and the reimbursement form. Cause: When entering data in the two places, verification was not performed against the same baseline version, and the field sources were not synchronized.
- Symptom: The contract invoice version has not been synchronized, and the old version's amount is mixed with the new version's subject matter. Cause: After invoicing, the ledger was not written back, and a historical version was retrieved during verification.
- Symptom: The reimbursement form lacks a signature or the contract invoice lacks a receipt, and the discrepancy list cannot be closed. Cause: The approval and receipt circulation was not completed before entering the verification step.
How to verify the setup
This function's acceptance: Ask a question that requires a long answer, see whether the ending is complete, confirm that the position of the response limit slider matches maxResponse, and that the answer is not cut off in the middle of a sentence.
Business test: Use one real record to find the fields inconsistent with the ledger, record the discrepancies in name, quantity, and date, and submit them to the reviewer for confirmation and write-back.
- Check the position of the response limit slider in application settings, and confirm that the single-answer length matches the answer length required by the page.
- Compare the usage of two runs, confirm the change in single-run usage after the limit adjustment, and separately record the number of referenced array entries and the
quoteMaxTokenreferenced content budget.