The Requested Payment form is a document in the VSD Fleet MS module used to manage payment requests, approvals, and payments for transport-related expenses. This guide will walk you through the different fields and sections of the form, explaining their purpose and how to interact with them.
Fields Overview:
Request Date:
- Purpose: Automatically set to the current date when the request is made.
Company:
- Purpose: Select the company associated with the request.
Manifest:
- Purpose: Links to the manifest associated with this payment request. This manifest stores transport details like the truck, driver, and trip route.
Truck No:
- Purpose: Displays the truck number linked to the manifest. If the transporter type is "In House," this field will automatically fetch the truck number.
Truck Plate No:
- Purpose: Shows the truck's plate number. It is fetched from the manifest if the transporter type is "In House" and the truck information is available.
Truck Driver:
- Purpose: Displays the truck driver linked to the manifest. Automatically populated based on the manifest data.
Driver Name:
- Purpose: Displays the name of the driver as per the manifest.
Trip Route:
- Purpose: Shows the route associated with this trip, fetched from the manifest.
Section: Requested Funds
Requested Funds:
- Purpose: Displays the table of requested funds that have been entered. You can see details such as the amount requested, currency, and description of the request.
Approve Buttons:
- Purpose: Provides buttons for approving or rejecting the request. These buttons are loaded dynamically based on the user's role and the status of the request.
Total Requested Amount:
- Purpose: Displays the total amount requested. This is a read-only field that gets automatically calculated.
Section: Approved Amount & Payment Details
Total Approved Amount:
- Purpose: Displays the total amount approved for this request. It is updated after the request goes through the approval workflow.
Payment Reference:
- Purpose: Stores the payment references once payments are made. This table records the payment details such as the date, amount, currency, and reference number.
Total Paid Amount:
- Purpose: Shows the total amount paid against the approved requests. This is automatically updated after payments are processed.
Section: Accounts Approval
Accounts Approval:
- Purpose: Displays the table of accounts approval information. This is where the accounting department can approve or reject the fund requests.
Total Amount:
- Purpose: Displays the total amount that has been accounted for. This includes the approved amount and the payments processed.
Section: References
Reference Doctype:
- Purpose: Shows the doctype from which the request originated (e.g., Manifest, Trip).
Reference Docname:
- Purpose: Links to the actual document where the payment request originated.
Workflow:
Request Submission:
A user fills out the payment request form, including information about the truck, driver, and funds needed. The requested funds are listed in the "Requested Funds" section.
Approval Process:
An approver uses the "Approve Buttons" to either approve or reject the request. Once approved, the total approved amount is displayed.
Payment Processing:
After approval, the payment details are entered into the "Payment Reference" table.
The "Total Paid Amount" is updated as payments are made.
The status of the payment (e.g., "Waiting Payment," "Paid") is updated automatically.
Accounts Approval:
The accounting team reviews the request in the "Accounts Approval" section and ensures that the payment is processed correctly in the financial system.