CRUD invoices and resolve/process invoices (UXPROD-1152)

[UXPROD-2393] Set money aside as awaiting payment for Invoices that are 'Approved' Created: 22/Apr/20  Updated: 16/Sep/21  Resolved: 06/Jul/20

Status: Closed
Project: UX Product
Components: None
Affects versions: None
Fix versions: Q2 2020
Parent: CRUD invoices and resolve/process invoices

Type: New Feature Priority: P3
Reporter: Dennis Bridges Assignee: Dennis Bridges
Resolution: Done Votes: 0
Labels: acquisitions, cap-mvp-split, invoices, transactions
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Attachments: PNG File Invoice approved.png     PNG File Invoice paid.png    
Issue links:
Defines
is defined by MODFISTO-106 Data migration scripts for schema cha... Closed
is defined by MODFISTO-107 Cross-module data migration scripts f... Closed
is defined by MODINVOICE-165 Create pending payments for every App... Closed
is defined by UIF-217 support Pending payment transaction d... Closed
Relates
relates to UXPROD-2295 Value management through transactions... Closed
relates to MODFISTO-89 Transaction schema changes to support... Closed
relates to MODFISTO-90 Support all-or-nothing operations for... Closed
relates to MODINVOICE-140 Create Pending payments upon invoice ... Closed
Epic Link: CRUD invoices and resolve/process invoices
Development Team: Thunderjet
PO Rank: 102.5
PO Ranking Note: Split from UXPROD-2295 to more accurately define requirement and limit scope.
Rank: Chicago (MVP Sum 2020): R1
Rank: Cornell (Full Sum 2021): R5
Rank: 5Colleges (Full Jul 2021): R4
Rank: GBV (MVP Sum 2020): R1
Rank: TAMU (MVP Jan 2021): R1

 Description   

Note: This was split from UXPROD-2295 Closed so that it could be worked on independently.

Overview: If an invoice is created with no reference to an order line or no reference to any encumbrances through order lines. There is no money committed for the value of the invoice until it is 'Paid'.

Note: RM SIG discussion revealed that we must commit money on approval at very least so awaiting payment values are accurate. Also, Transactions must have links to invoice(s) that contribute to awaiting payment value and this will be created as separate feature. Finally, for some institutions waiting until "Approved" to commit is later than desired so a separate feature will be created to capture work allowing a pending invoice state so Open invoice values can be committed.

Use cases:
User approves invoice and does not realize that there is not enough money left in their chosen funds to cover the invoice until trying to pay the invoice
Administrator is reviewing the current state of finances and can not see how much money they have currently committed to spend because some of the approved invoice amounts are not counted against available budget values as awaiting payment

Requirements

  • Users need the money committed as soon as the invoice(s) are approved
  • Transaction representing this should be identified as 'Awaiting payment'
  • Display amount 'Awaiting payment' separate from encumbered in transaction list.
  • Once 'Payment' is created the "Pending payment" transaction will no longer display in transaction list

Proposed approach:

  • Create 'Pending payment' encumbrances with 0 initial encumbered value to put money aside for payment when the invoice is approved. Conduct all necessary checks for available money. (Note this check should be against the Allowable Expenditure NOT Allowable Encumbrance)
  • Pending payment is displayed as the type of transaction when source is "Invoice".
  • When Payment is created the "Pending payment" encumbrance is 'release' transaction with initial encumbrance of 0 that are release no longer display in transaction list

Questions for dev team:

  • Should we create a new transaction type or use Encumbrance transaction type and adjust label? Yes transaction type "Pending payment" will be used


 Comments   
Comment by Dennis Bridges [ 06/Jul/20 ]

Tested in bugfest

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