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Update text descriptions in 'process-invoices' page (#142)
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‎README.md‎

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@@ -29,7 +29,6 @@ ALMA_SAP_INVOICES_ECS_CLUSTER=### The full ARN of the ECS cluster to run the Alm
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ALMA_SAP_INVOICES_ECS_TASK_DEFINITION=### The family and revision (formatted as <family>:<revision>) or full ARN of Alma SAP Invoices CLI ECS task.
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ALMA_SAP_INVOICES_ECS_GROUPS=### Security group(s) for the Alma SAP Invoices ECS task (formatted as a comma-separated string excluding whitespaces, e.g. "sg-abc123,sg-def456").
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ALMA_SAP_INVOICES_ECS_SUBNETS=### Subnet(s) for the Alma SAP Invoices ECS task (formatted as a comma-separated string excluding whitespaces, e.g. "subnet-abc123,subnet-def456").
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ALMA_SAP_INVOICES_ECS_NETWORK_CONFIG=### The network configuration for the Alma SAP Invoices ECS task.
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ALMA_SAP_INVOICES_CLOUDWATCH_LOG_GROUP=### The name of the log group containing logs from Alma SAP Invoices ECS task runs.
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LOGIN_DISABLED=### String variable representing a boolean to disable login (i.e., ignore 'login_required' decorator). Set to 'true' to disable login (recommended for unit testing and Dev); must be set to 'false' for Stage and Prod.
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SECRET_KEY=### A secret key used for securely signing the session cookie and can be used for any other security related needs by extensions or the application. It should be a long random bytes or string.

‎webapp/templates/process_invoices.html‎

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<h1>Process invoices</h1>
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<div class="review-run well">
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<h3 class="title"><strong>Review run</strong></h3>
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<p><strong>Always execute a <u>review run</u> first.</strong></p>
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<p>
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A review run is always executed before a final run. Executing a review run will
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create formatted review reports, which are then sent to Acquisitions staff.
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This process is described in more detail below:
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A review run:
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<ol>
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<li>Retrieves invoices from Alma with “Ready to be paid” status*</li>
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<li>Creates two (2) formatted reports -- one for monographs and one for serials</li>
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<li>Creates two (2) summary lists of invoices -- one for monographs and one for serials</li>
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<li>
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Invoices from Alma with status "Waiting to be sent" are retrieved,
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sorted by vendor code and invoice number.
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</li>
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<li>
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For every invoice record, the following occur:
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<ul>
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<li>Given the vendor code, the vendor's payment address is retrieved from Alma.</li>
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<li>Data about funds are retrieved from Alma.</li>
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<li>The data is inspected for multibyte errors.</li>
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</ul>
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If any errors occur during the three steps described above, the errors are flagged for the
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invoice record. Invoices flagged with any errors are denoted "problem invoices" and are
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<strong>not</strong> processed further.
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Invoice records parsed successfully are denoted "parsed invoices" and further processed.
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</li>
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<li>
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The "parsed invoices" are grouped into monographs and serials based on the "purchase type"
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of the record.
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</li>
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<li>
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For each purchase type (monographs and serials), the following occur:
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<ul>
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<li>
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A summary and report is generated. The summary is used as the text in the body of the email
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while the report is a text file that is attached to the email. <br>
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</li>
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<li>
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An email is created and sent to the [email protected] Moira list. Emails for
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review runs are identified by the subject heading: "REVIEW libraries invoice feed - &lt;purchase type&gt;".
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</li>
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</ul>
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Sends two (2) emails with the formatted reports and summary lists
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(one email for monographs and one email for serials) to the
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[email protected] Moira list, which includes members of
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the Libraries’ invoice processing staff and Enterprise Systems staff
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</li>
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</ol>
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After receiving the formatted reports, invoice processing staff compare the report
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to the vendor’s invoices, and adjust the Alma invoices as needed.
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Review runs can be executed as many times as needed,
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until all invoices in Alma are accurate.
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</p>
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<p><strong>What happens to "problem invoices"?</strong></p>
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<p>
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Warnings are created for every invoice that encountered an error during processing.
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These warning statements will indicate all the errors for a given record and
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are included in the summary used as the content of the email.
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</p>
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<p><strong>IMPORTANT: All errors <u>must</u> be addressed before executing a final run.</strong></p>
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<p><a class="btn button-primary" href="{{ url_for('process_invoices_run', run_type='review') }}">Execute <strong>review</strong> run</a></p>
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</div>
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<div class="final-run well">
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<h3 class="title"><strong>Final run</strong></h3>
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<p>
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A final run is only executed after a successful review run without any errors. The process for a final run
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involves the same steps as the review run (see description for "Review run" above) but with some
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additional steps. These additional steps are described in more detail below:
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<strong>
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IMPORTANT:
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<ul>
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<li>
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A <u>final run</u> can only be executed once because it
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alters the invoices in Alma and transmits the invoices to SAP.
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</li>
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<li>
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All errors from a <u>review run</u> <em>must</em> be addressed before
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executing a final run.
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</li>
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</ul>
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</strong>
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Only execute a <strong>final run</strong> once all Alma invoices have been adjusted
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and a review run produces a report that matches the vendor invoices.
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</p>
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<p>
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A final run:
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<ol>
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<li>Retrieves invoices from Alma with “Ready to be paid” status*</li>
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<li>Creates two (2) formatted reports -- one for monographs and one for serials</li>
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<li>Creates two (2) summary lists of the invoices -- one for monographs and one for serials</li>
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<li>
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The total amount across all SAP invoices, which are invoices for which the payment method
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labeled as "ACCOUNTINGDEPARTMENT", is calculated.
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</li>
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<li>
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A <a href="https://wikis.mit.edu/confluence/display/SAPdev/MIT+SAP+Dropbox">data file and control file</a> are generated for the SAP invoices.
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</li>
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<li>
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The data files and control file are uploaded to the SAP Dropbox folder.
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</li>
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<li>
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The SAP sequence number is updated for the next run.
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Creates two (2) sets of a data file and a control file -- one for monographs and
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one for serials
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</li>
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<li>Transmits the data files and control files to Accounts Payable</li>
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<li>Marks the invoices "Paid" in Alma</li>
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<li>
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Invoices are marked as paid in Alma.
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Sends two (2) emails with the formatted reports and summary lists
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(one email for monographs and one email for serials) to the
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[email protected] Moira list, which includes members of
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the Libraries’ invoice processing staff, Enterprise Systems staff,
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and Accounts Payable staff
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</li>
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</ol>
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</p>
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<p>
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<strong>Note:</strong> In contrast to the review run, email with the generated summary and report
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are sent to the [email protected] Moira list. Emails for final runs are identified
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by the subject heading: "Libraries invoice feed - &lt;purchase type&gt;".
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</p>
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<p><strong>IMPORTANT: All errors from a review run <u>must</u> be addressed before executing a final run.</strong></p>
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<p><a class="btn button-primary" href="{{ url_for('process_invoices_confirm_final_run') }}">Execute a <strong>final</strong> run</a></p>
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</div>
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*In the Alma UI, the invoices will display the status of “Ready to be paid”, but
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under the hood, the status of these invoices is “Waiting to be sent”.
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Strange but true!
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{% endblock content %}

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