Invoicing

[digzol]

Invoicing view form

• Accessible from main menu, below floor plan
• Basic use case :
  • User inputs a year (defaults to current year)
  • User inputs a month (defaults to next month)
  • User presses "Generate"
  • System prints a summary table with all rentals and invoice data.
    • Columns : {Company name, room, room surface, room unitary price, room total price, company total, taxes, amount due}
• User validates data and presses "Export data"
• System sends to the user an excel with a copy of the summary table including additional details on the company (phone, person in charge, etc.)
• System creates a new table row entry for invoicing with the year, date and submission time

Company additional fields

• Person in charge
• Payment method (PPA, Cheque)
• Phone (See Company phone field #169)

Post-export validation

• Warn user when changes are made to a rental or room and there already exists a related invoicing entry.

[digzol]

Is the post-export validation on rental and room forms really necessary? It'll be a pain to manage and the benefits are very low.

Having an invoicing entry with year/month and export date can alert the user when a rent that was or currently is in the specific period, but it won't be able to track if a room surface was altered.

Also if the user "accidentally" exports the form ahead of time, it will be extremely annoying if the system prompts the user for a confirmation on every following edits.

A solution would be to only make the user confirm once, and never prompt it again until the next export. However, how will the system manage this? Deleting the invoicing entry? Changing the invoicing export date? Triggering a "mute" flag on the entry?

Should it also be triggered if the company details are changed? Phone number, payment method, person in charge, etc. How will this be managed? Once a company is changed, loops through all its rental history, find the first match between a rental date and an invoice date?

We have to "do the minimum needed", but this validation feature is not simple at all, and the client did not explicitly ask for it either.