Auto-generate Reimbursable record with new WOs (Test & Prod) & Create new “Approve Invoice” page in Test

[ChristinaTremel]

New “Approve Invoice” page and process for the Requesters

• If “Send Invoice to Requester” is yes, add to table of invoices to be approved by requester
  • Make table viewable to the list of Requesters that can approve (Ramona will follow up on who should review invoices)
• Table of invoices that have date
  • Table similar to what we see on the reimbursable side and have a link to invoice details and link to work order details

[dianamartin]

6/7

Discovery & Build Plan

Finally got a chance to review this issue and see what the current pages look like

• Main page reimbursements page
  • [x] Renamed title of page to Reimbursable Tracking from Reimburesable Trackings
  • Menu button to Signs | Reimbursements and
  • Menu button to Markings | Reimbursements
• Where would requester want folks to approve, on "Signs | Reimbursements" and "Markings | Reimbursements"? or
• Create a new main page for requesters, Reimbursement Approvals with similar menu button
  • Signs | Reimbursement Approvals and
  • Markings | Reimbursement Approvals?

Christina mentions _Table of invoices that have date

• Table similar to what we see on the reimbursable side and
  • link to invoice details and
  • link to work order details

Field Headings on table

• ATD Work Order Details (link)
• Bond
• Invoice Details
• Requester ID
• Location Name
• Task Order #.
• FDU #.
• Work Order Status
• Created
• Completed
• Edit (edit form) AFTER EDIT
• Batch No.
• Bond?
• Materials
• COA Labor
• Contract Labor
• Invoice Amount
• Contract Labor Vendor
• Contract Labor Invoice No.
• Labor Invoice Date
• PE/PM for Approval
• Div/Dept Approval
• Submitted to Finance
• Processed by Finance FM Budget
• Comments

To Do

• Follow up with Kati and Ramona?
• Where should the table be?
• Who are the authorized folks (List of requesters to "Approve") - Ramona to provide

[dianamartin]

6/16 SMD Feedback

Admin Process

On (new) "Reimbursable Invoice" table

• [x] Create new trigger button (email notification)
• [x] Updates "Sent to Requester" field to (Date that was sent)
  • [x] Display Rule: hide on table when "Date" is populated

Viewer side

• [x] Tab: Review Invoices (square check icon)
• [x] Invoice table (filtered by approver)
• Ability to change Approver to another person
  • ex. Was Maddie, need to be Kaz
  • edit button or trigger

Approval Process

• Create new field "Reimbursable Status" (multi-choice) on reimburseable_tracking

Reimbursable Status

• Needs Review
• Waiting for Approval
• Approve
  • [ ] Add new field Approver - Accounts - connection field
  • [x] Add new field Comments - paragraph text
• Approve with comments
• Reject with comments
• Closed
  • [ ] Staff to edit field FM it hit Budget - 01 (ex. Jan)
  • [ ] Created new field "Re_Closed Date" field - Date/Time

[dianamartin]

6/27

SMD Feedback about the Reimbursable pages

Trigger button to mark as "Not Eligible for Reimbursement"

• Add trigger button reimbursement table
• [ ] Check box type (Y/N)

  Add “Too Small for Reimbursement” column to DT. Intent of this field is to identify and mark any invoices that are too small to pursue reimbursement. Would be interested in what functionality there is to maybe grey out the line in the table if marked as too small. Or strikethrough? Something to help indicate that that work order/invoice will not be going forward in the process.

Updates to Reimbursement Pages

• [x] Rename “Labor Invoice Date” column to “Contract Labor Invoice Date”

• [x] Rename “PE/PM for Approval” date column to “Invoice Date”

  • Use "Date" when the button "Prepare Invoice"

    Enhancement Request: have it auto populate when Johnny creates the invoice

Remove In-line editing FDU table

• Ramona will not need to in-line edit the FDU in the table. She will need to go to the invoice page to update the FDU so that she can recreate the invoice with the updated FDU and PDF it

What are all of these buttons? Opportunity to consolidate/clean up?

• not recommended because there is a lot of change being requested

BUG?

• Ramona noted that she still sees the occasional issue where unit costs aren’t correct

Remove Fields

• Don’t need the FM Budget column in DT, can remove • Don’t need CIP Y/N column in DT • Don’t need another Bond Y/N column in DT, the existing “Bond?” Yes/No column serves this function

Needs Scoping

• Semi-related question: Can the attached labor cost calculator be added to DT?

Reimbursable Reporting Page

Email Enhancement

User Story

• TLDR: When the invoice is with Approver for over a 1 week, email SMD Staff
• Allow SMD Staff to send follow-up email to Approver
• New field: "Due Date" attached to invoice?

  Once an invoice has been created by Johnny and reviewed and sent to the requester by Ramona, would there be the functionality to have Ramona pinged (email?) when the invoice has been with the requester for more than a certain amount of time. Maybe 5 business days? This would let her know to follow up with that requester to keep the invoice moving.

Email Notification to Approver when put into "Waiting for Approval"

• Add language to email/page about “please ensure there is sufficient funding in the FDU to cover the full amount of this invoice prior to approving”

  We occasionally have issues with funding that are not noticed until Finance is processing the invoices. Ideally, the requester would identify any lack of funding when review the invoice but sometimes they need a reminder. Looking to add language to the affect of “please ensure there is sufficient funding in the FDU to cover the full amount of this invoice prior to approving” somewhere in the process (email to requester letting them know their approval is needed, language on the review/approval page requester looks at, pop up box when approving?). Don’t need it everywhere, just curious on options and where the best place would be.

Send Approvals to "Requester", no need to create a new field "Invoice Approver"

Invoice approver will be the requester who submitted the work order. There is already a requester field in the table (ATSD, Safe Routs, V0, etc.), can another column be called Requester and say the person who submitted the work order (and therefore the person who will review and approve the invoice)? Or should we determine a different name for the invoice approver? Maybe Invoice Approver

[dianamartin]

7/3 - Updates in TEST

Updates to Reimbursement Pages

• [x] Update reimburseable_tracking object, field Labor Invoice Date, rename to Contract Labor Invoice Date
  • this will update the field name in the form
• [x] Added Record Rule on "Prepare Invoice" page,
• Update connected records
  • updates reimburseable_tracking for "Submitted PE PM for Approval" field to match field "Invoice Date"

Remove In-line editing FDU table

I don't know which table this is..?

Trigger button to mark as "Not Eligible for Reimbursement"

• [ ] Add trigger button reimbursement table
  • Check box type (Y/N)

Reimbursable Reporting

• [x] Removed "FM Budget" field on table
• [x] Removed "CIP" field on table
  • Made a note on the field to remove

6/16 SMD Feedback

Admin Process

On (new) "Reimbursable Invoice" table

• [x] Create new trigger button (email notification)
• [x] Updates "Sent to Requester" field to (Date that was sent)
  • [x] Display Rule: hide on table when "Date" is populated

    Tried trigger, I didn't like it. Chose to do "edit form" instead. There is a record rule to set the date.

Edit Form "Send Invoice to Requester"

Email Notification

Viewer side

• [x] Tab: Review Invoices (square check icon)
• [x] Invoice table (filtered by approver)
• Ability to change Approver to another person
  • ex. Was Maddie, need to be Kaz
  • edit button or trigger

Approval Process

• Create new field "Reimbursable Status" (multi-choice) on reimburseable_tracking

Reimbursable Status

• Needs Review
• Waiting for Approval
• Approve
  • [x] Add new field Approver - Accounts - connection field
  • [x] Add new field Comments - paragraph text
• Approve with comments
• Reject with comments
• Closed
  • [ ] Staff to edit field FM it hit Budget - 01 (ex. Jan)
  • [ ] Created new field "Re_Closed Date" field - Date/Time

Test Record

• SAM19-014270
• During testing, the Invoice Decision would not map to the correct Invoice Status..

  It's acting buggy

[dianamartin]

7/12

Reference from Chrispin INSERT

UPDATE RECORD

[dianamartin]

7/14

• on the work_order_markings object
• Created a SELF CONNECTION work_order_markings - work_order_markings
• Created a WO MARKINGS PARENT ID

  didn't need this one

On the New Work Order form

• Rule 1: create record rule to set connection from parent ID `SELF CONNECTION work order signs/markings - set to reimbursable_tracking_work_order
  • Rule 2: insert a connected record - new reimbursable_tracking When FDU is Yes Approver - logged in Accounts

[dianamartin]

8/2

• Diana to needs to check where we are on this project. I think the last bit of testing we did, it was working.

[dianamartin]

8/3

Initial Test of Markings Work Order

• Notes say that this was configured to create a reimbursement record when a new markings work order is created
• [x] Created a new markings work order MRK23-030560, did not seem like this worked though..

Configure Object

• [x] Created a SELF CONNECTION work_order_markings - work_order_markings - SELF CONNECTION work_order_marking
• [x] Created field WO MARKINGS PARENT ID - short text

Configure Form

• [x] Created Record Rule
  • Rule 1: create record rule to set connection from parent ID SELF CONNECTION work order signs/markings - set to reimbursable_tracking_work_order
  • Rule 2: insert a connected record - new reimbursable_tracking When FDU is Yes Approver - logged in Accounts

Follow-up Testing of Markings Work Order

• [x] Created a new markings work order MRK23-030565
• [x] Created a new reimbursable record!!

[dianamartin]

Need to create in PROD

• Ready to create issue to move to PROD
• Have to review what all needs to move to PROD from TEST

[ChristinaTremel]

8/21

• Reviewed this with the stakeholders during the SMD Sprint Review. They like the new process and would like to roll out the new approve invoice process in October.
• Focus on updating configuration to create a reimbursement record when a new markings work order is created first (notes above in the 8/3 comment)

[dianamartin]

8/21

Need to configure the changes from TEST to PROD

Configure Object

• [x] Created a SELF CONNECTION work_order_markings - work_order_markings - SELF CONNECTION work_order_marking
• [x] Created field WO MARKINGS PARENT ID - short text

Configure Form

• [x] Created Record Rule
  • Rule 1: create record rule to set connection from parent ID SELF CONNECTION work order signs/markings - set to reimbursable_tracking_work_order
  • Rule 2: insert a connected record - new reimbursable_tracking When FDU is Yes Approver - logged in Accounts

Follow-up Testing of Markings Work Order - Christina testing 8/22

• [x] Created a new markings work order (Will have Christina test this..)
  • Created test markings WO record: MRK23-031190
  • Added a test TK and test FDU
• [x] Created a new reimbursable record
  • Checked on the Reimbursable table and a reimbursable record was created for this test WO 🎉
• [x] Delete WO MRK23-031190 and associated reimbursable record and job.

[dianamartin]

@ChristinaTremel Will need you to test the creation of a Markings WO and see if a reimbursement record generates. Also, do we need to configure this on the Signs Work Order too?

I checked the SMD Tracker in PROD and looks like Susanne got the "Reimbursable Reporting" table looking pretty good, checked display and records rules on the table and they're all in there.

[ChristinaTremel]

@dianamartin I tested the creation of the markings WO/reimbursement record this morning and the notes are in your comment above. Looks like the reimbursable records are being generated! It does need to be configured on Signs Work Orders as well. 🙏🏼

And yay! I think the only think we have left is the actual approve invoice page, but SMD doesn't need that functionality until October. I think I'm going to split this issue up and create a separate issue for the "Approve Invoice" page so we can schedule that in a future sprint.

[dianamartin]

8/22

Configure Object

• [x] Created a SELF CONNECTION work_order_signs - work_order_signs - SELF CONNECTION work_order_signs
• [x] Created field WO SIGNS PARENT ID - short text

Configure Form

• [x] Created Record Rule
  • Rule 1: create record rule to set connection from parent ID SELF CONNECTION work order signs/markings - set to reimbursable_tracking_work_order
  • Rule 2: insert a connected record - new reimbursable_tracking When FDU is Yes Approver - logged in Accounts

[ChristinaTremel]

8/22

Follow-up Testing of Markings Work Order - Christina testing 8/22

• [x] Created a new signs work order
  • Created test markings WO record: SGN23-161895
  • Added a test TK and test FDU
  • [x] Created a new reimbursable record
  • Checked on the Reimbursable table and a reimbursable record was created for this test WO 🎉
  • [x] Delete WO SGN23-161895 and associated reimbursable record.

[dianamartin]

Closing, as we separated the other feature in a new issue #13485