Task #18988
Updated by Redmine Admin about 2 months ago
A member of the Finance Team should be able to to mark a payment request as _effected_ indicate in the system that a payment has been effected and upload share the supporting evidence, so that the Operations Department can be promptly informed and can have access to verified proof of payment. **Acceptance Criteria** 1. ~~The The Finance Team can mark a payment request as “Effected” in the system (On the payment request screen)~~ screen) 2. ~~The The Finance Team can upload or attach payment evidence (e.g., Proof of Payment, bank slip, transfer confirmation) on the Payment request screen~~ screen 3. ~~The The Operations Department can view the payment status and the attached supporting evidence.~~ evidence. 4. ~~A A timestamp and user details are recorded when the payment is marked as effected.~~ effected. 5. ~~Notifications Notifications are sent to the Operations Department when a upon payment request is marked as effected.~~ confirmation. 6. ~~Information Information (Payment effected) should be visible on the retrieve list of the payment request screen.~~ screen. **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.