Start with the evidence
Record the date, amount and merchant information that are known, then identify who can retrieve the original receipt. Keep the missing document distinct from a question about the purchase itself.
Work through the example
A USD67 bank line has no accompanying receipt. The review note should say “receipt requested from purchaser,” not describe the item as office equipment merely because that category seems plausible.
Make the next step clear
Track the request and any response with the record. Follow the business’s procedure if the original cannot be recovered; do not manufacture a receipt or imply that a replacement note is the original document.
Keep the source context
These guides concern the evidence behind a business record. A receipt, a reimbursement request and a bank movement may describe related parts of one event, but they are not interchangeable documents. Keep each source and its role visible.