FFA

A Freight Forwarder should be able generate a Payment Request document summarizing all costs related to a Master File Reference. He/She will then send it to the Finance Department for supplier payments

A Payment request is a PDF-generated document having details of all costs related to a Master File Reference, which is inputted by the user in FFS, and then the PDF is generated and sent to the Finance department.

The payment request should be a module and have its own page/screen which will allow the user to retrieve costs with their invoice details and supplier information from shipment cost, File reference, Clearing modules.

Acceptance Criteria:

1. Data Input & Cost Recording

Costs can be recorded in two ways in FFS:

1. in Shipment cost Screen
2. in File Reference Screen in grid "Additional Cost"
3. in Clearing Screen

The system should record the:

• invoice references
• invoice date
• supplier information

After saving costs In shipment cost, File Reference, clearing, all the selected costs should be displayed in the Payment Request module where the user will generate and send payment request to accounting department.

2. Create Payment Request

User access Payment Request Module and select Master File Reference or Supplier.

All invoice ref related to this supplier for which payment has not been sent should be displayed in a list.

The system should group all costs by Supplier and generate a separate payment request per Supplier per Invoice Reference.

Upon selecting an invoice ref from the list, the below table should appear.

NB: when clicking on "send payment request" button, If no invoice is present, the system should display a message to inform the user that no invoice has been upload.

For e.g.

• The Payment Request should be generated as a PDF document with the following details:
  • Master File Reference Number
  • Supplier Details (Name, Address, Bank Details if available)
  • Invoice References & Dates
  • Total Amount Payable (with currency)
  • Breakdown of Expenses per cost category (Freight, Handling Fees, Survey Fees, etc.)

3. Invoice Upload & Attachment

• The system should allow users to upload invoices related to each cost/invoice.
• Users should be able to upload multiple invoices in PDF, JPG, or PNG format.
• Each uploaded invoice should be linked to a specific invoice entry within the payment request.
• The uploaded invoices should be accessible to the Finance Department when reviewing the payment request.
• The system should allow users to view, download, or delete uploaded invoices before submission.
• If an invoice is missing, the system should prompt the user to upload one before submitting the Payment Request.

4. Approval & Submission Workflow

• The Payment Request should be sent to a supervisor to review and approve the Payment Request before submission.
• The user can then send the approved Payment Request to the Finance Department via email, attaching its corresponding invoices.
• Users should be able to edit or cancel a Payment Request before final approval.

5. Validation Rules & Restrictions

• The system should validate that all required fields (Master File Reference, Supplier, Invoice Date, Invoice Number, Costs) are filled before generating the Payment Request.
• Duplicate requests for the same supplier and invoice should be prevented unless costs have been amended and need to be generated again. In this case, Finance department should be notified to cancel the previous Payment Request and consider this new one.

6. Notifications and Security

• The Finance Department should receive an email notification with the Payment Request PDF attached when a new Payment Request is submitted.
• The system should have access control, ensuring that only authorised users can generate, approve, or cancel Payment Requests.

7. Tracking & Reporting

• Users should be able to view a history of all generated Payment Requests.
• Users should have an option to export Payment Request data in Excel/PDF format.

8. Display and Filtering

•  System should display a list of all payment request created when accessing the page.
• System should allow proper filtering by:

1. Date created
2. Supplier
3. Supplier Invoice Reference
4. Master file Reference

Test Scenario:

Ocean Import - Payment Request Test Scenario.xlsx