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_ 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**
| \# | 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.