What this category's data looks like
In the research funding budget adjustment and reimbursement scenario, materials cover three categories: budget adjustment applications, reimbursement forms, and contract invoices. They mostly come from campus system exports and scanned copies, and the update cadence rolls forward with approval milestones. Budget adjustment applications record account subjects, amounts, and adjustment reasons; reimbursement forms carry expense details, dates, and signatures; contract invoices provide transaction evidence, numbers, and receipts. During multilingual materials and terminology processing, these materials enter the vector model and indexing stage and each plays a different role: applications and reimbursement forms provide field-level comparison evidence, contract invoices are used to refer back to the source text and verify translated names, and the unified terminology glossary and comparison draft serve as intermediate outputs for external release, requiring that the same term remain consistent throughout and that translated names can refer back to the source text.
Configuration and implementation checks
This stage is executed by the indexing service and vector database, outputting vectors and index status (whether recall is possible and whether data in the same group is merged). The "unified terminology glossary and comparison draft" is then completed by subsequent AI nodes, code nodes, or manual work (retrieval and citation trimming only take supporting materials).
| Object | Check | Verification action |
|---|---|---|
| Budget adjustment application | Check whether the account subject name, adjustment amount, application date, and signature field are consistent with the reimbursement form | Open a data row and check the index fields, confirm that multiple vector identifiers are complete, and check the records of limit in the citation budget |
| Reimbursement form | Check whether the quantity, dates, and signature receipts of the expense details match the contract invoices | In the knowledge base settings, check that the index model is consistent with actual use, and run a retrieval to see whether data in the same group is merged |
| Contract invoice | Check whether the contract number, invoice amount, invoice date, and receipt are synchronized with the reimbursement form version | View the data scope covered by the rebuild task, confirm that after changing the model it is triggered only for data that has already been indexed, and that the status value is recorded as indexed and in the rebuild task record |
| Data row | One data item corresponds to multiple vectors, and the index fields should completely record all identifiers | Open the data row and check the index fields, confirm there are no omissions, and avoid content existing but being unretrievable |
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. Inspect the following: During multilingual materials and terminology processing, the field definitions were not unified and versions were not synchronized.
- Symptom: The signatures or receipts of contract invoices and reimbursement forms are missing, and externally released materials are returned. Inspect the following: During the material circulation stage, the completeness of signature fields and receipts was not verified.
- Symptom: Duplicate entries appear in retrieval results, or recall quality drops after changing the model. Inspect the following: The index model is inconsistent with the actual use of the knowledge base, and the rebuild did not cover all data.
How to verify the setup
Acceptance for this feature: sample one data row and look at the index fields, confirm that multiple vector identifiers are present and the status is indexed; then run a retrieval to see whether data in the same group is merged, and check the coverage scope of the rebuild task record.
Business test: sample three terms and check whether their spelling is consistent throughout, confirm that translated names can refer back to the source text, that the number of citations is recorded according to array length, and that citation text tokens are checked separately.
- In the knowledge base settings, check that the index model is consistent with the vector model actually used, and check the values of
limitin the citation budget. - Open a data row and check the index fields, confirm that multiple vector identifiers are complete; view the rebuild task record, and confirm that after changing the model it is triggered only for data that has already been indexed.