Company: Link Technologies
Case No: L12192. Project: 12.30: LinkSOFT Version 12.30
Logged By: Rashna (Edge Business Solutions) on 03 Mar 2021 03:09PM
Priority: Medium
Product: Payroll & HR
Group: New Feature
Time Taken: 46.00 (Weight: 46.00)
Version: 12.32
Assigned To: Sanjay (Link Technologies)
Circulation: Alvis, Rashna, Sanjay, Sitla Sharma
Resolve By: Thursday, 01 April 2021 09:11 AM [1146 days since logged date]
Status: Closed
Subject: Add payroll approval in LinkWEB before the payroll officer can generate the "Bank Submission" file
Summary:    
Section A - INSTRUCTIONS
Section B - 
Briefly explain what the change is about

The client requires an encrypted "Bank File" for upload where the pay values must be "APPROVED" in LinkSOFT before the file is generated. 

In the previous LinkSOFT builds we have completed the below:

  1. Design of the Encrypted file.
  2. Added configuration to export the file to a specific location.

However, the approval process has not been developed yet.  The client has submitted the approval requirements in the attached document "FDD - File Active Bank File and Bank File Approval Document.docx" under "Section 3 - Bank File Approval".

Section C - Explain in detail what this change is about

  1. Payroll Officer will create a pay and submit it for approval.

    1. The creator should not be able to amend pay values after it has been submitted for approval.

    2. Add controls that the creator and approver is not the same

  2. An email alert will be sent with the "Pay Summary and Pay Edit" reports to the approver.

  3. The approver should be able to approve or reject using an embedded link in the email. The approver should be able to also add approval comments.

  4. Once approval is done, an email notification is sent to Payroll Officer that payment has been approved.
  5. The payroll officer can then only update pay & generate the bank file to be sent to the bank.
  6. If the pay is rejected, the Payroll Officer should be able to edit and resend for approval.
  7. If a change is required after a pay has been approved, a request should be sent and approved before the payroll officer can edit the approved pay.

    1. If changes are required, then Payroll Officer needs to request for change which goes through the approval workflow, after which, if approved, the pay becomes editable & previous approval voided. Payroll officer will need to submit pay for approval.
    2. The change request approval/rejection email should be as below:
      1. The change request for pay run ID ABC dated 31/01/2021 has been approved. Add the approver comment in the next line.
      2. The change request for pay run ID ABC dated 31/01/2021 has been rejected. Add the approver comment in the next line.

Section D - Provide a Test plan for this change

  1. "Pay Approval Test Plan.xlsx" has been attached to the case.

Test No

Description

Expected Results

1

Payroll Officer A creates a weekly pay.  The user then tries to generate the "Bank File"

Employee - 1888100

Normal Hours - 80 Hrs

1.This should not be allowed as the pay is not approved/closed

2.The pay status should be  "Active".

3. User should not be able to close the pay.

2

Payroll Officer A then sends the pay for approval. After this:

1. The user then tries to generate the Bank

2. Edit the normal hours for an employee

1.User should not be able to close the pay.

2. User should not be able to generate the bank file as pay is not approved/closed

3. Also editing should be disallowed after payment has been sent for approval.  

4. The pay status should be updated to "In Progress"

3

Based on the 2 above, validate the email was sent to the approver (s).

The email should have the below:

1. Pay Summary Report

2. Pay Edit Report

3. Link/ Option  to Approve/Reject the pay from the email

4. Section to add approval comments

4

Click on the approve link. This should send the approval confirmation to the payroll officer

The email should have the below:

1. Pay Run ID

2. Approved  Status

3. Approver Comments

 

The pay status should be updated to "Approved"

5

After item 4, Update the pay in 1 above.

The pay should be updated.

The pay status should be updated to "Closed"

6

Generate the Bank File

1. An encrypted file should be generated.

2. The file is created in the configured file path

7

Payroll Officer A creates second a weekly pay and sends the pay for approval.

Employee - 1888100

Normal Hours - 80 Hrs

Pay is rejected by the approver

The email should sent to the payroll officer with the:  

1. Pay Run ID

2. Rejected  Status

3. Approver Comments

 

The pay status should be updated to "Rejected" with comments "Normal Hours should be 60"

8

Based on item 7, edit the Normal Hours to 60. Submit pay for the approval

The email should have the below:

1. Pay Summary Report

2. Pay Edit Report

3. Link/ Option  to Approve the pay from the email

9

Payroll Officer A creates a weekly pay and sends the pay for approval.

Employee - 1888100

Normal Hours -80 Hrs

Time and a Half - 20 Hrs

The email should have the below:

1. Pay Run ID

2. Approved  Status

3. Approver Comments

 

The pay status should be updated to "Approved"

10

Pay in 9 is approved, however, the payroll got an email from the supervisor the employee that Time and Half should only 15 hours. The payroll officer should be able to send in a change request to change Time and Half from 20 to 15 hours

This should send an email to the approver with the:

1. Pay Run ID

2.Comment - Includes change details

3. Option to Approve/Reject the change.

 

The pay status should be  "Approved"

11

If the change request is approved.

1. Update the pay status to "Active" .

2. Send an email to the pay officer with:

            1. Pay Run ID

            2. Approval Comments

3. Allow the payroll officer to make changes and submit for approval.

12

If the change request is rejected.

1.The pay status should remain as  "Approved"

2. Send an email to the pay officer with:

            1. Pay Run ID

            2. Comments

 

 

Audit Notes:Edited by rashna on 30/03/21 14:06. Edited by rashna on 29/03/21 15:58. Edited by rashna on 29/03/21 15:54. Edited by sanjay on 12/03/21 15:35. Edited by sanjay on 12/03/21 15:35. Edited by sanjay on 10/03/21 15:22. Edited by rashna on 09/03/21 14:32. Edited by rashna on 03/03/21 15:09. Edited by rashna on 03/03/21 15:06. Edited by rashna on 03/03/21 15:03. Edited by rashna on 03/03/21 15:02. Edited by rashna on 03/03/21 15:00. Edited by rashna on 03/03/21 14:59. Edited by rashna on 03/03/21 14:27. Edited by rashna on 03/03/21 14:25. Edited by rashna on 03/03/21 13:59. Edited by rashna on 03/03/21 13:58. Edited by rashna on 03/03/21 13:53. Edited by rashna on 03/03/21 13:45. Edited by rashna on 03/03/21 13:39. 
03 Mar 202103:07PM Comment 1 by Rashna (Edge Business Solutions) Assigned To: Sanjay (Link Technologies) Followup Date: 04-03-2021 03:06 PM Time Taken: 2.00

Hi Sanjay, 

Case assigned for development.

Thanks
Rashna


09 Mar 202102:30PM Comment 2 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 30-03-2021 02:28 PM Time Taken: 0.50 Notes: ETC extended from: 04/03/2021 to 30/03/2021
Skype Message Sanjay, 2:29 PM
Hi Sanjay, can we have an update on case L12192, the expected go-live date is 31/03/2021.
Hi Rashna, the invoice is with Sitla for payment, once this is done we will add this in for development

09 Mar 202102:31PM Comment 3 by Sanjay (Link Technologies) Case L12192 added to project 12.3
09 Mar 202102:32PM Comment 4 by Rashna (Edge Business Solutions) ETC was changed from 30/03/2021 to 30/03/2021
10 Mar 202109:36AM Comment 5 by Sitla Sharma (Edge Business Solutions) Assigned To: Sanjay (Link Technologies) Followup Date: 11-03-2021 09:34 AM
Hi Team, payment has been processed this morning and the EBS case updated. Copy attached here for reference as well.

10 Mar 202105:25PM Comment 6 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 11-03-2021 03:22 PM Time Taken: 18.00

PART A - Development work for this case is in progress.

1. The change will be available in version:12.32.0312

2. The following changes were made(Include Database object names, Program classes, and any other relevant information):

  1. Added buttons to "Approve/Reject" a pay
  2. Added ability to add Notes with command buttons
  3. Pay Status goes from "Active ~> Verify ~> Approve/Reject ~> Close
  4. Once a "Pay" has been approved, it cannot be changed. You can REJECT, then Edit and resubmit for approval
  5. Added required forms for External Link Command with Notes capability and Approve/Reject options

Next Steps:

  1. Add External Link Action Report Alert
  2. Complete end to End testing

12 Mar 202103:50PM Comment 7 by Sanjay (Link Technologies) Assigned To: Rashna (Edge Business Solutions) Followup Date: 16-03-2021 03:35 PM Time Taken: 16.00

PART A - Development work for this case has been completed.

1. The change will be available in version:12.32.0312

2. The following changes were made(Include Database object names, Program classes, and any other relevant information):

  1. Added email template for "Pay Processing" alert
  2. Added process to generate multiple attachments for Emails
  3. Created Plugin to allow the user to Enable/Disable the alerts and select which reports get sent out
  4. If an approver Approves the Pay, other approvers will not be able to Reject or action the same payrun
  5. Emails can be seen in Email Log

3. Affected Areas:

  1. Pay Processing - Submit/Approve/Reject/Close

4. The issue was caused by:

  1. Improvement

5. Notes
6. Next Step
(Review and System Test (Developer) -> UAT (Quality) -> Documentation): UAT

----------------------

PART B - Development Reference (Place descriptor for objects changed):

1. Changes implemented was according to the approved design (Y/N):Y

2. Other relevant notes:


26 Mar 202102:26PM Comment 8 by Sanjay (Link Technologies) Assigned To: Rashna (Edge Business Solutions) Followup Date: 30-03-2021 02:12 PM Time Taken: 0.50
Documentation completed.

26 Mar 202103:29PM Comment 9 by Sanjay (Link Technologies) Assigned To: Rashna (Edge Business Solutions) Followup Date: 30-03-2021 02:26 PM Time Taken: 1.00
QA Results
Tests carried out according to requirements specified on the case header

Test Results Summary

Table 1 - Summarised list of issues
NoTest DescriptionPass/Fail
1

Setup 2 pay teams (Fortnightly and monthly)

User A workflow.
there are 2 approvers for the Fortnightly pay team
- Approver A
- Approver B

User B workflow
there are 2 approvers for the Monthly pay team
- Approver C
- Approver D

pass
2Log in as User A and create fortnightly pay and submit for approval.pass
3Log in as User B and create monthly pay and submit for approval.pass
4Login as Approver A and approve fortnightly pay.
Approver A should not be able to approve the monthly pay.
pass
5Login as Approver C and reject monthly pay.pass
6Enable plugin PAY001.pass
7Login as User B and resubmit monthly pay. review email alert and pay reports attached.pass
8using the email links, reject the pay and add notes "Missing information for employee ABC"pass
9login as user B and try closing the pay. This should not be allowed as the pay is not approved.pass
10login as user b and resubmit pay. review email alert and pay reports attached. 
pass
11using email links, approve the pay.pass
12Close fortnightly paypass
13Close monthly paypass

Environment Details

  1. OS version: Windows Server 2012
  2. Application version: 12.33.0326BETA
  3. Setup: Demo
  4. Server : 10.0.0.16
  5. Database: LINKSOFT

Next Step

  1. For review

    29 Mar 202104:01PM Comment 10 by Rashna (Edge Business Solutions) Assigned To: Alvis (Link Technologies) Followup Date: 30-03-2021 03:58 PM Time Taken: 1.00

    Hi Alvis, 

    1. As per discussions, I have added the "Test Plan" to the case header
    2. During UAT it was identified that the following requests have not been completed:
      1. Once approval is done, an email notification is sent to Payroll Officer that payment has been approved.
      2. If a change is required after payment has been approved, a request should be sent and approved before the payroll officer can edit the approved pay.
        1. If changes are required, then Payroll Officer needs to request for change which goes through the approval workflow, after which, if approved, the pay becomes editable & previous approval voided. The payroll officer will need to submit pay for the approval.
        2. The change request approval/rejection email should be as below:
          1. The change request for pay run ID ABC dated 31/01/2021 has been approved. Add the approver comment in the next line.
          2. The change request for pay run ID ABC dated 31/01/2021 has been rejected. Add the approver comment in the next line.

    Thanks
    Rashna


    30 Mar 202110:25AM Comment 11 by Sanjay (Link Technologies) Assigned To: Alvis (Link Technologies) Followup Date: 31-03-2021 10:20 AM Time Taken: 3.00
    PART A - Development work for this case has been completed.

    1. The change will be available in version:12.32.0330

    2. The following changes were made(Include Database object names, Program classes, and any other relevant information):

    1. Extended the plugin "PAY001":
      1. send an email to the approvers when the pay run is submitted for approval
      2. send an email to the payroll officer on approval/rejection of the pay run
      3. send an email to the approvers when the change request is submitted
      4. send an email to the payroll officer on approval/rejection of the change request.

    3. Affected Areas:

    1. Plugin PAY001
    2. Payroll processing

    4. The issue was caused by:

    1. change request

    5. Notes
    6. Next Step
    (Review and System Test (Developer) -> UAT (Quality) -> Documentation): System Test

    ----------------------

    PART B - Development Reference (Place descriptor for objects changed):

    1. Changes implemented was according to the approved design (Y/N):

    2. Other relevant notes:

    ------------------------

    Instructions:
    Before Development is started, ensure the following is ready:
    1. The case has a clear definition of the issue or change required
    2. A test plan is in place
    3. Change has been approved by Sanjay

    Note:
    a. System Test is performed by development in the "Finalised" Development environment (http://linktechnologies.com.au/dev-linksoft-{version}
    b. UAT is performed using the installation provided

    30 Mar 202111:50AM Comment 12 by Sanjay (Link Technologies) Assigned To: Rashna (Edge Business Solutions) Followup Date: 31-03-2021 10:25 AM Time Taken: 2.00 Notes: Edited by alvis on 30/03/21 11:51. 
    Part A - System Test/UAT Results
    1. Developer comments are complete and accurate(Yes/No):
    2. Complete Table 1 below:

    Table 1 - Test Results
    Test NoTest CasePass/FailComments
    1Submit pay for the approval. Verify email sent to the approver.pass
    2Review the link in the approver's email and approve paypass
    3Verify email sent to the payroll officer when pay is approvedpass
    4The payroll officer submits a change request to open the pay. Verify email sent to the approver.pass
    5Approver approves the request to open pay from the email link. An email is sent to the payroll officer with confirmation that the change request is approved.pass
    6Approver rejects the request. Email is sent to payroll officer that request is rejected.pass






    Environment Details
    1. OS version:
    2. 
    Application version: 12.32.0330
    3. 
    Setup: 
    4. 
    Server:10.0.0.16
    5. 
    Database:LINKSOFT

    Part B: Next Step:UAT


    31 Mar 202109:17AM Comment 13 by Rashna (Edge Business Solutions) Assigned To: Sanjay (Link Technologies) Followup Date: 01-04-2021 09:11 AM Time Taken: 2.00 Notes: ETC extended from: 30/03/2021 to 01/04/2021

    Test Environment 
    Database - LINKSOFT-DEMO-123
    Server - 10.0.0.14

    Test No

    Description

    Expected Results

    Test Results

    1

    Payroll Officer A creates a weekly pay.  The user then tries to generate the "Bank File"

    Employee - 1888100

    Normal Hours - 80 Hrs

    1.This should not be allowed as the pay is not approved/closed

    2.The pay status should be  "Active".

    3. User should not be able to close the pay.

    Pass

    2

    Payroll Officer A then sends the payment for approval. After this:

    1. The user then tries to generate the Bank

    2. Edit the normal hours for an employee

    1.User should not be able to close the pay.

    2. User should not be able to generate the bank file as pay is not approved/closed

    3. Also editing should be disallowed after payment has been sent for approval.  

    4. The pay status should be updated to "In Progress"

    Pass

    3

    Based on the 2 above, validate the email was sent to the approver (s).

    The email should have the below:

    1. Pay Summary Report

    2. Pay Edit Report

    3. Link/ Option  to Approve/Reject the pay from the email

    4. Section to add approval comments

    Pass

    4

    Click on the approve link. This should send the approval confirmation to the payroll officer

    The email should have the below:

    1. Pay Run ID

    2. Approved  Status

    3. Approver Comments

     

    The pay status should be updated to "Approved"

    Pass

    5

    After item 4, Update the pay in 1 above.

    The pay should be updated.

    The pay status should be updated to "Closed"

    Pass

    6

    Generate the Bank File

    1. An encrypted file should be generated.

    2. The file is created in the configured file path

    Pass

    7

    Payroll Officer A creates second weekly pay and sends the payment for approval.

    Employee - 1888100

    Normal Hours - 80 Hrs

    Pay is rejected by the approver

    The email should be sent to the payroll officer with the:  

    1. Pay Run ID

    2. Rejected  Status

    3. Approver Comments

     

    The pay status should be updated to "Rejected" with comments "Normal Hours should be 60"

    Pass

    8

    Based on item 7, edit the Normal Hours to 60. Submit pay for the approval

    The email should have the below:

    1. Pay Summary Report

    2. Pay Edit Report

    3. Link/ Option  to Approve the pay from the email

    Pass

    9

    Payroll Officer A creates a weekly pay and sends the payment for the approval.

    Employee - 1888100

    Normal Hours -80 Hrs

    Time and a Half - 20 Hrs

    The email should have the below:

    1. Pay Run ID

    2. Approved  Status

    3. Approver Comments

     

    The pay status should be updated to "Approved"

    Pass

    10

    Pay in 9 is approved, however, the payroll got an email from the supervisor the employee that Time and Half should only 15 hours. The payroll officer should be able to send in a change request to change Time and Half from 20 to 15 hours

    This should send an email to the approver with the:

    1. Pay Run ID

    2.Comment - Includes change details

    3. Option to Approve/Reject the change.

     

    The pay status should be  "Approved"

    Pass

    11

    If the change request is approved.

    1. Update the pay status to "Active" .

    2. Send an email to the pay officer with:

                1. Pay Run ID

                2. Approval Comments

    3. Allow the payroll officer to make changes and submit for approval.

    Pass

    12

    If the change request is rejected.

    1.The pay status should remain as  "Approved"

    2. Send an email to the pay officer with:

                1. Pay Run ID

                2. Comments

    Pass

    Notes

    1. If a change request is rejected from the email it will remain as approved.
    2. If a change request is rejected from the screen it will reject the whole pay.
    3. Change requests should be approved/rejected from the email.

    Next Step - Closure


     

     


    06 Apr 202101:12PM Comment 14 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 07-04-2021 01:10 PM
    Thanks Rashna

    Attachments:
    General Documents - Case: L12192:2021-02 WHT CERTIFICATE INV121253 AUD 7,746.57 @0.6395 FJD12113.48 WT=FJD1815.60.pdf
    CCA E00903 Revised Quote.pdf
    FDD - File Active Bank File and Bank File Approval Document.docx
    Pay Approval Test Plan.xlsx
    Remiitance Slip_121253.pdf
    If you have any queries regarding this support incident, please email admin@linktechnologies.com.au and include the Case No: L12192 in the subject line of all emails regarding this issue.

    Document size: 70.7 KB
    For call complaints, please contact the Managing Director of the company using this form