Prototype PEP Invoice module

[dianamartin]

8/22/24

• Met with stakeholders and completed a process document workflow in Miro

Build Notes - Sept

• 4 tables:
  • [x] event_support_request - table for user/staff to enter event support request
  • [x] event_support_request_invoice - table form for user/staff to generate invoices
  • [x] fleet_cost_estimate - table of fleet cost for invoice - $2.95/hr
  • [x] staff_cost_estimate - table of staff cost for invoice - see Miro board
  • fdu_value? - not sure if we want this or not

Field Headings

• event_support_request
  • [x] ESR_ID - autoincrement ID
  • [x] Created By
  • [x] Created Date (also added a timestamp)
  • [x] Submitted Date (also added a timestamp)
  • [x] Event name - short text
  • [x] Location Choice - Moody Center - multiple choice
  • [x] Location Other - Other Special Event - short text
  • [x] Location Display - text formula (ID: Location Choice/Location Other - Event Name)
  • [x] Event Date - Date/Time
  • [x] Added Duration in Hours - number
• event_support_request_invoice
  • [x] ESR Invoice ID - autoincrement
  • [x] Created By - connection
  • [x] Created Date - date/time - added Timestamp also
  • [x] Invoice Due Date - date/time - date only
  • [x] Event Date - text formula, pull in from event_support_request
  • FDU? - hard code value - not yet added
  • [x] Hours Worked - full number?
  • [x] Quantity - full number?
  • [x] Unit Price - two decimals?
  • [x] Line Total - two decimals?
  • [x] Subtotal - two decimals?
  • [x] Total - two decimals?
  • [x] connection to - fleet_cost_estimate
  • [x] connection to - staff_cost_estimate
• fleet_cost_estimate
  • [x] Vehicle #
  • [x] Make
  • [x] Cost Per Hour - two decimals?
• staff_cost_estimate
  • [x] Type - made mc (?)
  • [x] Description - short text
  • [x] Cost Per Hour - two decimals?

Pages

• Event Details page
• Invoice
  • reference this:

[patrickm02L]

8/28/24 - Refinement

• Add an Invoices tab in PEP
• Reference SMRT Fees/Payments tab

[KaroEngstrom]

Thu 9/5/24

• added the tables and fields; have some concerns about some of them
• still need to add the pages
• this might also require some kind of line item table to track multiple items per invoice?
  • @dianamartin Does this require an invoice item table to track each (fleet or staff x amount) per invoice? Or does the invoice builder just create the fleet_cost_estimate and staff_cost_estimate child records from scratch each time? If the fleet/staff records are the line items, I think we need an amount field.