Task #18988
openTask #19002: Sprint Planning for 03/11/2025 - 14/11/2025
Marking a Payment Request as paid and Adding Evidence
90%
Description
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
The Finance Team can mark a payment request as “Effected” in the system (On the payment request screen)The Finance Team can upload or attach payment evidence (e.g., Proof of Payment, bank slip, transfer confirmation) on the Payment request screenThe Operations Department can view the payment status and the attached supporting evidence.A timestamp and user details are recorded when the payment is marked as effected.Notifications are sent to the Operations Department when a payment request is marked as effected.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
| # | Criteria | Expected Result |
|---|---|---|
| 1 | “Payment Effected” appears in Action menu only when status = Approved | Button/action visible only in that state |
| 2 | Finance uploads Proof of Payment document | Document saved with type PROOF_OF_PAYMENT and uploader info |
| 3 | Finance clicks “Payment Effected” | Confirmation popup appears (“Are you sure you want to mark this Payment Request as Effected?”) |
| 4 | On confirmation | Status updates to Payment Effected, timestamp & user recorded |
| 5 | Post-effected | All input fields and document actions become read-only (no edits/deletes) |
| 6 | Notification | Freight users receive email/system alert with PR reference and proof link |
| 7 | Audit trail | Entry recorded in Activity Log: Marked as Payment Effected by [User] on [DateTime]
|
2. Payment Request List
| # | Criteria | Expected Result |
|---|---|---|
| 1 | Add “Total Amount” column | Displays total amount (converted to MUR if multi-currency) |
| 2 | Add Status Filter | Dropdown or multi-select filter to view Payment Requests by status (Draft, Sent, Approved, Effected, etc.) |
| 3 | Display Payment Effected status | Status badge shown in blue or another distinct color |
| 4 | Clicking a record | Opens detail view in read-only mode for “Effected” status |
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.
GitLab Sync Log
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