Company: Link Technologies
Case No: L12940. Project: 15.00: LinkSOFT Version 15.00
Logged By: Sanjay (Link Technologies) on 30 Aug 2023 10:30AM
Priority: Low
Product: Point of Sale
Group: New Feature
Time Taken: 32.00 (Weight: 16.00)
Assigned To: Sanjay (Link Technologies)
Circulation: Sanjay, Vineet
Resolve By: Thursday, 28 September 2023 09:10 AM [236 days since logged date]
Status: Closed
Subject: Auto-Allocate Credit Invoices to On-Account payments
Summary:    

The production environment has the following issues:

  1. Large volume of credit transactions that are not matched to Payments. This leaves the Transaction OPEN and causes performance issues on the customer profile screen

The above needs to be corrected using the following steps:

  1. Build an Auto-Allocation process that works as follows:
    1. Picks up a list of Credit Invoices that have an outstanding amount
    2. Using the oldest ON-Account payment for the customer, match the credit invoice.
Audit Notes:Edited by sanjay on 29/09/23 14:22. Edited by sanjay on 14/09/23 11:36. Edited by sanjay on 04/09/23 14:47. Edited by sanjay on 01/09/23 14:27. Edited by sanjay on 30/08/23 10:30. Edited by sanjay on 30/08/23 10:17. Edited by sanjay on 30/08/23 10:12. 
30 Aug 202310:12AM Comment 1 by Sanjay (Link Technologies) ETC was changed from 30/08/2023 to 31/08/2023
30 Aug 202310:17AM Comment 2 by Sanjay (Link Technologies) ETC was changed from 31/08/2023 to 14/09/2023
30 Aug 202310:27AM Comment 3 by Sanjay (Link Technologies) Case L12940 added to project 15.00
31 Aug 202304:15PM Comment 4 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 07-09-2023 04:14 PM Time Taken: 2.00
Created a new procedure to handle the allocations. Procedure name: "LT_POS_LT_POS_AllocatePaymentToOrder_Process"
Next step:
  1. Complete procedure
  2. Add a new process to handle allocation
  3. System and UAT

01 Sep 202302:01PM Comment 5 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 07-09-2023 01:57 PM Time Taken: 18.00 Notes: Edited by sanjay on 04/09/23 14:54. Edited by sanjay on 04/09/23 14:48. 
PART A - Development work for this case has been completed.

1. The change will be available in versions: 15.00 and 14.90.230901 Patch

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

  1. Added a new process named "POS018 - Point of Sales On-Account Payment Auto-Allocation"
  2. This process will use the parameters provided to automatically allocate ON-Account Payments to "Unpaid Invoices"
  3. Filters are provided to restrict the group of invoices that should be auto-allocated
  4. "Invoice Cut-Off Days" is used to determine how many days to pass before picking up the invoice for auto-allocation
  5. The oldest invoice is allocated first
  6. When allocating invoices, we follow these rules:
    1. Pick the oldest payment that has an "On-Account Amount" that matches the Invoice's "Outstanding amount"
    2. If we cannot find the exact payment amount, we pick the first payment that has an "On-Account Amount" Greater than the "Invoice Outstanding amount"
    3. If we still cannot find a payment that meets these criteria, we take the next available payment with an "On-Account Amount". Note that in this case, the allocation process may need a few iterations before the invoice is fully paid.

3. Affected Areas:

  1. New Process
  2. Payment Allocation

4. The issue was caused by:

  1. New Feature

5. Other Relevant Notes:

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


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


Figure 1 - New Process POS018 for Order On-Account Allocation


04 Sep 202302:49PM Comment 6 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 07-09-2023 02:47 PM Time Taken: 2.00 Notes: ETC extended from: 14/09/2023 to 07/09/2023

Hi Vineet, the changes have been tested in development. 

Can you proceed with verifying this on the OTGL environment and get them to sign off on the way this works before applying this to production?


05 Sep 202308:52AM Comment 7 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 08-09-2023 08:51 AM Time Taken: 1.00
Meeting with Vineet - The customer needs a way to manage invoices that are in dispute, therefore there needs to be an invoice level filter that prevents some invoices from participating in Auto-Allocation.

05 Sep 202309:52AM Comment 8 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 08-09-2023 08:52 AM Time Taken: 4.00 Notes: Edited by sanjay on 14/09/23 11:35. ETC extended from: 07/09/2023 to 08/09/2023
PART A - Development work for this case has been completed.

1. The change will be available in versions: 15.00 and 14.90.230905

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

  1. Added a new parameter to "Exclude Invoices" based on the contents of "Notes" on the invoice. 
  2. Invoices that contain specific words can be excluded from auto-allocation. 
  3. For Example, you can configure the parameter "Exclude Invoices" with the value "Dispute". Then update the "notes" of an invoice with this word, such as "Customer Disputes this invoice. Refer to case XXX". The auto-allocation process will not allocate this invoice as it has the word "dispute" in the Notes of the invoice.

3. Affected Areas:

  1. Process POS018 - Auto Payment allocation to Credit Invoices

4. The issue was caused by:

  1. Improvement

5. Other Relevant Notes:

  1. If you have a LARGE VOLUME of HISTORY transactions to allocate, this process can take a very long time to run. You can work around this by setting the "CUT OFF DAYS" configuration so that the system can allocate a batch of 10,000 transactions per run. For example, if you have 4 years of Un-allocated Invoices, set the "Cut-Off Days" to "3 years * 365 days". Let this process run, then reduce to 2 years, 1 year then 30 days.
  2. The Cut-Off Days configuration is used to determine which Invoices will be allocated. 


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


15 Sep 202309:14AM Comment 9 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 28-09-2023 09:10 AM Time Taken: 1.00 Notes: Edited by sanjay on 20/09/23 09:15. ETC extended from: 08/09/2023 to 28/09/2023
Hi Vineet, please verify this at OTGL so we can close this case.

22 Sep 202303:48PM Comment 10 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 28-09-2023 03:44 PM Time Taken: 4.00
No response from Vineet on comment 9. Proceeding with a second round of UAT.

The following tests were performed:

Table 1 - Test Results
NoTest CaseExpected ResultPass/FailComments
1Enable process POS018. Set Cut off date to 100. Review Process Results
All Unallocated invoices with "transaction Date" more than 100 days from today, that have an ON-Account receipt should be matched
Pass

2Change Cut-Off days to 50
All Unallocated invoices with "transaction Date" more than 50 days from today, that have an ON-Account receipt should be matched
Pass

Environment Details

  1. OS version: Win11
  2. Application version: 14.
  3. Setup on:
    1. Server: LinkQA4
    2. Database: LinkSOFT
    3. LinkSOFT URL: HTTP://LinkQA4/LinkSOFT
  4. Login Details: Standard username and password for user "admin"

Next Step: Closure


If you have any queries regarding this support incident, please email admin@linktechnologies.com.au and include the Case No: L12940 in the subject line of all emails regarding this issue.

Document size: 162.7 KB
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