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Payment Module - Coggle Diagram
Payment Module
Advance Payment Management
Payments Tab – View Approved Advance Payments
Listing Columns
Advance Request Number (CR04) – Link to request
Payment Voucher Number (Initial)
Balance Voucher Number (if any) – CR01 (new column)
Date | Currency | Amount | Status
Actions – Manage / View / Overflow (Print)
Data
Shows approved requests with related vouchers
Workflow: Compare & Settle
Input
Paid Advance Amount (from PV)
Total Expenses (from Request module)
Branching Logic
Expenses < Advance → To Be Recovered
Expenses > Advance → To Be Paid
Expenses = Advance → Closed
To Be Recovered (Expenses < Advance)
Manage Screen
Balance Amount – Auto (read-only)
Recovered Amount – Auto (read-only)
Mode – “Recover Amount”
Action – Click Recover Amount
Recover Amount Popup
Display – Balance Amount labeled “To be recovered”
Action – Submit for approval (workflow task)
Outcome – On approval → Status = Closed
Audit – Completed By, Authorized By with timestamps
Success Message
On request – “You have requested the recovered amount.”
To Be Paid (Expenses > Advance)
Manage Screen
Balance Amount – Auto (read-only)
Mode – “To be paid”
Action – Click To be paid
Balance Payment Popup
Common
Balance Amount – Display (read-only)
Payment Release Mode – Mandatory – Dropdown – System References (e.g., Cheque / Bank Transfer)
Release Mode Sub Type – Mandatory – Dropdown – System References (e.g., Open Cheque / Crossed Cheque)
Payee Name – Mandatory – Text
Payment Mode = Cheque
Payment Account – Mandatory – Dropdown – Bank Account Management (type = Payment or Both)
Bank – Mandatory – Dropdown – Bank Account Management
Branch – Mandatory – Dropdown – Bank Account Management
Payment Mode = Bank Transfer
Payment Account – Mandatory – Dropdown – Bank Account Management (type = Payment or Both)
Bank – Mandatory – Dropdown – Bank Account Management
Branch – Mandatory – Dropdown – Bank Account Management
Submit for Authorization → workflow task
Outcome – On approval → Status = Closed
Audit – Completed By, Authorized By populated
Balance Voucher No
On authorization of “To be paid” → Generate Balance Voucher Number
Listing – show Initial PV No + Balance PV No in new column
Success Message
On authorize balance – “You have successfully created a payment voucher request.”
Financial Documents
Receipts – To Be Recovered cases (Manage when status Authorized)
Section (read-only)
Receipt Date | Receipt Number | Amount
Purpose – Confirms requester paid back recovery amount
Payment Details – To Be Paid cases (View when status Closed)
Combined Table (Initial + Balance payments)
Payment Type – Initial Payment / Balance Payment
Payment Date – Date paid
Payment Voucher Number – PV number (initial/balance)
Cheque/Transfer No – transaction ref
Amount – paid amount
Example
Initial Payment | 2025‑07‑30 | PV‑0012 | BTR001 | 10,000.00
Balance Payment | 2025‑08‑02 | PV‑0013 | BTR005 | 5,000.00
Print Advance Payment Voucher (CR03)
Visibility – Listing row with status Authorized
Action – Overflow → Print Advance Payment Voucher
Advanced Search – Payments Tab
Fields
Advance Request Number – Text
Advance Payment Voucher Number – Text
From Date – Date Picker
To Date – Date Picker
Amount From – Number
Amount To – Number
Status – Dropdown – Enum
Validations
From Date ≤ To Date
Amount From ≤ Amount To
Validations & Messages (Payment)
Completing without mandatory → “Please fill all the required fields and try again”
Negative input → “Input cannot be negative. Please enter a positive number.”
Advance Request Management
Listing Screen
Columns
Request Type – Display – Source: System References → Advance Request Type
Request No – Display – Auto-generated (Number Generation)
Date – Display – User-entered
Currency – Display – System References → Currency
Amount – Display
Status – Display (Requested / Authorized / Completed / Examined / Resubmit / Resubmitted / Rejected / Created / Closed)
Actions – View / Manage / Delete (Delete only for Requested)
Search
Simple – Text
Advanced
Request Type – Dropdown – System References
Date Range – Date Picker
Currency – Dropdown – System References
Amount Range – Number
Status – Dropdown – Enum
Rules – Multi-keyword allowed (not for ranges)
Add New Request
Fields
Request Type – Mandatory – Dropdown – System References → Advance Request Type
Request Number – Mandatory – Auto-generated
Request Date – Optional – Date Picker
Priority – Mandatory – Dropdown – System References → Priority (High/Medium/Low)
Reason for Advance – Mandatory – Dropdown – System References → Advance Reasons
Currency – Mandatory – Dropdown – System References → Currency
Amount – Mandatory – Number
Remarks – Optional – Text (≤ 200)
Attachments – Optional – File (≤ 5MB)
Actions
Submit → Status = Requested
Cancel
Validations
Required fields
File type/size limits
Manage Request – Authorization / Rejection / Resubmission
Auto Log (read-only)
Requested By/Date, Authorized By/Date, Completed By/Date, Examined By/Date, Resubmit By/Date
Authorization
Authorized – Checkbox (Mandatory) → Auto-fill name/date → Save → Status = Authorized
Complete Rejection
Rejected – Checkbox (Mandatory)
Rejection Remark – Mandatory – Text Area (≤ 200)
Auto-fill Rejected By/Date
Status = Rejected (cannot manage further)
Editable Rejection (Resubmit)
Resubmit – Checkbox (Mandatory)
Resubmission Remark – Mandatory – Text Area (≤ 200)
Auto-fill Resubmit By/Date
Status = Resubmit
Edit Resubmission Request
Manage → Update → Save → Status = Resubmitted
Expenses (after Authorization & payment arranged)
Purpose
Match actual expenses with the authorized advance; compute shortfall or excess
Add Expense (Popup)
Type – Mandatory – Dropdown – System References → Expense Types
Description – Mandatory – Text
Unit – Mandatory – Dropdown – System References → Unit Types
Unit Price – Mandatory – Number
No. of Units – Mandatory – Number
Total – Auto = Unit Price × Units
Discount % – Mandatory – Number (%) – XOR with Discount Rate
Discount Rate – Mandatory – Number – XOR with Discount %
Net Amount – Auto (Total − Discount)
Segment 01 – Branch – Optional – Dropdown – Branch Hierarchy
Segment 02 – Class – Optional – Dropdown – System References → Class
Segment 03 – Product – Optional – Dropdown – UW Product List
Segment 04 – Channel – Optional – Dropdown – System References → Business Channel
Segment 05 – Debtor Type – Optional – Dropdown – System References → Debtor Type
Attachments – Optional – File (≤ 5MB)
Table
Type | Gross Amount | Discount | Net Amount | Manage
Summary
Total Expenses = Σ(Net Amount)
Balance = Total Expenses − Requested Amount
Amount Display (post PV authorization)
If Expenses < Requested → show: To Be Recovered Amount + Recovered Amount
If Expenses > Requested → show: To Be Paid Amount + Paid Amount
If equal → no difference fields
Submit Expenses for Examination
Submit → Status = Completed
Examination
Examined – Checkbox → Auto name/date → Status = Examined
Resubmit – Checkbox → Mandatory remark → Status = Resubmit
Re‑submit Expenses
Manage Resubmit → Update → Save → Status = Resubmitted
Validations & Messages (Request)
Missing mandatory → “Please fill all the required fields and try again”
Invalid file type/size → “Please upload a valid format type” / “The maximum file size is 5 MB”
Character limit → “The maximum character limit has been exceeded”
Delete only for Requested
Cannot manage Rejected