FFA

A member of the Finance Team should be able to to mark a payment request as effected in the system and upload the supporting evidence, so that the Operations Department can be promptly informed and can access to verified proof of payment.

Acceptance Criteria

1. The Finance Team can mark a payment request as “Effected” in the system (On the payment request screen)
2. The Finance Team can upload or attach payment evidence (e.g., Proof of Payment, bank slip, transfer confirmation) on the Payment request screen
3. The Operations Department can view the payment status and the attached supporting evidence.
4. A timestamp and user details are recorded when the payment is marked as effected.
5. Notifications are sent to the Operations Department when a payment request is marked as effected.
6. Information (Payment effected) should be visible on the retrieve list of the payment request screen.

User story modified after discussion with software team.

Request Payment Screen

• A new action is added to the action button "Payment Effected"
• The "Payment Effected" action becomes available only when the Payment Request is in Sent status.
• The Finance user uploads the Proof of Payment (e.g., bank slip, TT confirmation, transfer advice, etc.) in the Documents section.
• After uploading, the Finance user selects “Payment Effected” from the Action menu.
• Upon confirmation, the system:
  • Changes the Payment Request status to “Payment Effected”.
  • Records the timestamp, username, and user role of the person who performed the action.
  • Locks all fields for editing except document upload (read-only mode for all users).
  • Sends a notification to the Operations Departments that payment has been effected.
• Finance users cannot modify or edit any Freight-related fields; they are only allowed to:
  • Upload proof of payment.
  • Click the Payment Effected action.

Acceptance Criteria

1. Payment Request Screen

2. Payment Request List

Additional Implementation Notes¶

• Proof of Payment is not mandatory before marking as Payment Effected. (if clients request then we put it as manadatory afterwards.)
• Finance can delete uploaded Proof documents only the one that have been uploaded by them.
• Once status changes to Effected, no deletions or edits are allowed (for audit integrity).
• Audit log entries must include user, timestamp, and document names attached at that moment.