Payments Process

Acquisitions - Payments Process

Many Academic libraries in India follow a payments process.

Process Overview

1. Request payment to a vendor by selecting a set of orders that have been invoiced and accessioned. A unique payment request number is generated
2. Print the payment request form and send to accounts
3. Receive copy of payment voucher sent to vendor along with the cheque
4. Update payment status by entering the cheque no. against the payment request

Payment Request Number

The unique payment request number is used to link information on the ILS to paper files and registers. The number can be auto-generated by the ILS or staff can enter the number manually.

Payment Request Use Cases

Following use cases must be supported:
Add, edit or delete payment request records
Add, edit or delete orders within payment request records
Update payment status for each order

Information Retrieval Use Cases

Use cases that must be supported are:
Find payment requests related to a purchase order
Find purchase orders related to an payment request
Find titles related to a payment request
Find payment requests for a vendor

System Preference

A system preference will control whether payment process will be active or not.

Modifications to Koha's Order Process

The payment process will be added at the end of the current Koha order life cycle. Once an order is invoiced and accessioned, the order can be included in a payment request form.

Open Questions

Do we need any new permissions to control who can perform the payment tasks?

• paul_p (BibLibre) = I think yes

Do we need granular permissions to control access to steps within the payment process?

• paul_p (BibLibre) = I think no

What are the commonly used formats for the payment request number?
Format of the approval request form (for printing)

paul_p (BibLibre) note = we are working to rewrite all money related displays using more properly Format::Locale::Number, that's a path you could also follow