Data Import Field Mapping Profile details: Create/Edit Invoice and Invoice line from EDIFACT Invoice

Purpose: To record the details of field mappings and defaults required to create an Invoice and its Invoice lines from an incoming EDIFACT invoice file

As a staff person
I want to input EDIFACT mappings fields from incoming imported EDIFACT invoices and/or defaults
So that I can create Invoices and Invoice lines when importing EDIFACT invoice files

Background information:

• Syntax spreadsheet will be added
• If questions, go to the Invoices app and Create a new invoice, to see how the fields work

Scenarios

1. Scenario 1
   • Given the Data Import field mapping profile Create/Edit screen
   • When viewing the Details section for a profile with Incoming record type = EDIFACT Invoice and FOLIO record type = Invoice
   • Then it should look like the attached screenshots Invoice 1-7 (based on the Invoice Create/Edit screen and described here. The screens can be compressed vertically some from how they appear in the wireframes.
   • The field mapping details screen should look and feel as much like the regular Invoice Create/Update screen as possible
     • Sub-header, left justified: Field mapping [space-dot-space] Invoice
     • Top right: button to collapse/expand all accordions
     • Default to all accordions expanded
     • Standard Close/Save footer for the field mapping profile overall
     • Individual fields:
       • Invoice information accordion
         • Invoice date: Date picker
         • Status: Not mappable [with default value of *Open* but not mappable]
         • Payment due: Date picker
         • Terms: Non-repeatable, free text Change from Term to Terms
         • Approval date: Not mappable
         • Approved by: Not mappable
         • Acquisitions units: Non-repeatable (BUT multi-select) with reference values from Settings/Acquisitions units
           • If one value selected, just show "Main" on the create/edit screen; if more than 1 selected, show as "Main" "Law" (each value in its own quotation marks, separated by a space
           • To delete, use the regular delete "x", and the user will start over with selecting values
         • Bill to name: Non-repeatable, with reference values from Settings/Tenant/Addresses [Name only]
         • Bill to address: Not mappable
         • Batch group: Non-repeatable, with reference values from Settings/Invoices/Vouchers/Batch groups [Name only]
         • Sub-total: Not mappable
         • Total adjustments: Not mappable
         • Calculated total amount: Not mappable
         • Lock total: Checkbox
         • Lock total amount: Non-repeatable, free text
         • Note: Non-repeatable, free text
       • Invoice adjustments accordion
         • Adjustment # subheader [starts with 1, and then this entire adjustments section is repeatable within the Adjustments accordion. Next one would be Adjustment 2, etc. Trashcan at the end of the Adjustment # row to delete the whole adjustment.
           • Description: Repeatable only if another adjustment is added, free text
           • Amount: Repeatable only if another adjustment is added, free text
           • Type: Toggle for %/currency; default is currency. Currency symbol is controlled by the currency selected further down on the invoice screen
           • Pro rate: Repeatable only if another adjustment is added, reference values attached Invoice pro rate values
             • If "Not prorated" is selected, display the Fund distribution row of fields below, and leave the "Add fund distribution" button enabled
             • If any other value is selected, hide the Fund distribution row of fields, and disable the "Add fund distribution" button
           • Relation to total: Repeatable only if another adjustment is added, reference values attached Relation to total values
           • Export to accounting: Checkbox
           • Then a line of text, left justified within the Adjustment # section: "Include field mappings for fund distribution only if Pro rate = Not prorated"
           • Fund ID: Repeatable even if only 1 adjustment applied, with reference values from the Fund tab of the Finance App, in the format Fund name (Fund code), e.g. African History (AFRICAHIST) Funds in the dropdown list should display in alphabetical order, and make sure all of them display (only 10 displaying currently)
           • Expense class: Repeatable even if only 1 adjustment applied, with reference values from Settings/Finance/Expense classes, in the format: Expense class name, e.g. Electronic
           • Value: Repeatable even if only 1 adjustment applied, free text
           • Type: Toggle for %/currency; default is %. Currency symbol is controlled by the currency selected further down on the invoice screen Default toggle should be %, which is different from the toggle above
           • Amount: Not mappable
           • Add fund distribution button within the Adjustment # section. When it is clicked, another row is added within the same Adjustment # section, with the preceding 5 fields (Fund ID, Expense class, Value, Type, Amount)
         • Add adjustment button below the previous Adjustment section. When it is clicked, another whole Adjustment section is added, containing all the fields described in the Adjustment section above
       • Vendor information accordion
         • Vendor invoice number: Non-repeatable, free text
         • Vendor name: Non-repeatable, with reference values. Instead of a dropdown list of reference values, include an "Organization look-up" button below it that allows a search of the Organizations app
         • Accounting code: Non-repeatable, with reference values from the "Accounting code" values from the selected Vendor. Check with Thunderjet if questions. Displayed here as "[Account number] (Accounting code)" except if it's the vendor-level Accounting code, displays as "Default (Accounting code)". See sample attached: Invoice-level Accounting code.PNG
       • Extended information accordion
         • FOLIO invoice number: Not mappable
         • Payment method: Non-repeatable, with fixed reference values, attached Payment method values Per Thunderjet, these are stored in https://github.com/folio-org/stripes-acq-components/blob/master/lib/constants/paymentMethod.js#L4
         • Check subscription overlap: Checkbox
         • Export to accounting: Checkbox
         • Currency: Non-repeatable with reference values. Per Thunderjet, currency list is from external lib currency-codes used in stripes-components. https://github.com/folio-org/stripes-components/blob/a21f22f55176472d9e0444eea96f939a2482f320/util/currencies.js Currency selected here controls the currency symbol in the %/$ toggles throughout the rest of the invoice and invoice lines
         • Current exchange rate: Not mappable
         • Use set exchange rate: Checkbox
         • When "Use set exchange rate" is checked, then allow the "Set exchange rate" field to be mapped
         • Set exchange rate: Non-repeatable, free text
       • Invoice line information accordion
         • Description: Non-repeatable, free text
         • PO line number: Non-repeatable, free text
         • Invoice line number: Not mappable
         • Vendor ref no: Non-repeatable, free text
         • Invoice line status: Not mappable
         • Subscription info: Non-repeatable, free text
         • Subscription start date: Date picker
         • Subscription end date: Date picker
         • Comment: Non-repeatable, free text
         • Accounting code: Not mappable
         • Account number: Non-repeatable, with reference values from the associated vendor record; if no reference values for the vendor, then allow it to be free text. See attached example Invoice line-level Account code.PNG
         • Quantity: Non-repeatable, free text
         • Sub-total: Non-repeatable, free text
         • Release encumbrance: Checkbox
       • Invoice line fund distribution accordion
         • New dropdown
           • Label: Fund distribution source
           • Ghost text: Select fund distribution source
           • Options:
             • Use fund distribution from POL [if this option is selected, grey out all of the Invoice line fund distribution fields and repeatable button]
             • Use fund distribution field mappings [if this option is selected, leave all of the Invoice line fund distribution and repeatable button active]
         • [the following 5 fields are added/removed together as repeatable fields]
         • Fund ID: Repeatable, with reference values from the Fund tab of the Finance App, in the format Fund name (Fund code), e.g. African History (AFRICAHIST) Funds in the dropdown list should display in alphabetical order, and make sure all of them display (only 10 displaying currently)
         • Expense class: Repeatable, with reference values from Settings/Finance/Expense classes, in the format: Expense class name, e.g. Electronic
         • Value: Repeatable, free text
         • Type: Toggle for %/currency; default is %. Currency symbol is controlled by the currency selected up higher on the invoice screen Default toggle should be %, which is different from the toggle above
         • Amount: Not mappable
         • Add fund distribution button adds another row, with the preceding 5 fields
       • Invoice line adjustments accordion [the following sub header 5 fields are added/removed together as repeatable fields]
         • Adjustment # subheader [starts with 1, and then this entire adjustments section is repeatable within the Adjustments accordion. Next one would be Adjustment 2, etc. Trashcan at the end of the Adjustment # row to delete the whole adjustment.
           • Description: Repeatable only if another adjustment is added, free text
           • Amount: Repeatable only if another adjustment is added, free text
           • Type: Toggle for %/currency; default is currency. Currency symbol is controlled by the currency selected above on the invoice screen
           • Relation to total: Repeatable only if another adjustment is added, reference values attached Relation to total values
           • Export to accounting: Checkbox
           • Add adjustment button below the previous Adjustment section. When it is clicked, another whole Adjustment section is added, containing all the fields described in the Adjustment section above
2. Scenario 2
   • Ensure this story passes Accessibility testing
3. Scenario 3
   • Ensure automated testing coverage for this new code is 80% plus

Field handling for different types of fields:

• Checkbox: Use regular checkbox
• Date (See story UIDATIMP-407 for date picker decorator)
• Not mappable:
• Repeatable, free text:
  • These will always be "Add to existing" so no need for an action-picker for repeatable fields
  • Still needs an "Add button" so that another value can be added
  • Still needs a trashcan so that a value can be removed
• Repeatable, with reference values:
  • These will always be "Add to existing" so no need for an action-picker for repeatable fields
  • Still needs an "Add button" so that another value can be added
  • Still needs a trashcan so that a value can be removed
• Non-repeatable, free text:
  • Open field, that can be tabbed to and typed into
• Non-repeatable, with reference values:: field that includes
  • A free text portion
  • With an Accepted values dropdown at the right - if a value is selected, add to the free-text are of the field in double quotes
  • Accepted values will usually come from a list of reference values in Settings or a Hardcoded list
  • User should be able to map an EDIFACT field and/or choose or type an accepted value
  • User should be able to tab to both the Free text and Accepted values areas of the field

Notes and Questions

• Fund and Adjustment accordions for Add invoice line and New invoice line are exactly the same
• Discuss account number field (sometimes dropdown list, sometimes not - is it do-able? If not, then leave as free text)
• Add backend stories needed to support this
• A-M to provide EDIFACT field mapping syntax
• A-M to add UI stories for
  • Enabling EDIFACT invoice as a field mapping choice (UIDATIMP-778)
  • UI validation
  • View screen

Related Invoice app UI update stories

• Display Calculated total amount, Lock total checkbox, and Lock total amount: UINV-???
• Display POL on Add invoice line screen: UINV-194 in Sprint 103
• Change Vendor ref number field to repeatable in orders UIOR-519 and invoices UINV-165
  • Once the Vendor ref number changes happen, add story (UIDATIMP-779) to
    • Move Vendor ref number to where Release encumbrance is
    • Change to repeatable
    • Add dropdown for Vendor ref number type
    • Invoice line status moves left
    • Release encumbrance checkbox moves to 4th position of the second row