openIMIS Backend payroll reference module

Payroll and Benefit Management Models and Their Fields

PayrollStatus

• Represents the status of a payroll.
• Available statuses:
  • PENDING_APPROVAL
  • APPROVE_FOR_PAYMENT
  • REJECTED
  • RECONCILED

BenefitConsumptionStatus

• Represents the status of benefit consumption.
• Available statuses:
  • ACCEPTED
  • CREATED
  • APPROVE_FOR_PAYMENT
  • REJECTED
  • DUPLICATE
  • RECONCILED

PaymentPoint

• name: Name of the payment point.
• location: Foreign key to Location.
• ppm: Foreign key to User.

Payroll

• name: Name of the payroll.
• payment_plan: Foreign key to PaymentPlan.
• payment_cycle: Foreign key to PaymentCycle.
• payment_point: Foreign key to PaymentPoint.
• status: Status of the payroll (uses PayrollStatus choices).
• payment_method: Method of payment.

PayrollBill

• payroll: Foreign key to Payroll.
• bill: Foreign key to Bill.

PaymentAdaptorHistory

• payroll: Foreign key to Payroll.
• total_amount: Total amount as a string.
• bills_ids: JSON field for bill IDs.

BenefitConsumption

• individual: Foreign key to Individual.
• photo: Text field for photo.
• code: Code for benefit consumption.
• date_due: Due date.
• receipt: Receipt number.
• amount: Amount (decimal).
• type: Type of benefit.
• status: Status of benefit consumption (uses BenefitConsumptionStatus choices).

BenefitAttachment

• benefit: Foreign key to BenefitConsumption.
• bill: Foreign key to Bill.

PayrollBenefitConsumption

• payroll: Foreign key to Payroll.
• benefit: Foreign key to BenefitConsumption.

CsvReconciliationUpload

• payroll: Foreign key to Payroll.
• status: Status of the reconciliation upload (uses CsvReconciliationUpload.Status choices).
• error: JSON field for errors.
• file_name: Name of the file.

PayrollMutation

• payroll: Foreign key to Payroll.
• mutation: Foreign key to MutationLog.

Digital Means of Payment Configuration

This section details the configuration settings required for integrating with a digital payment gateway. The settings are defined in the application's configuration file (apps.py).

Configuration Parameters

• gateway_base_url: The base URL of the payment gateway's API.

  • Example: "http://41.175.18.170:8070/api/mobile/v1/"

• endpoint_payment: The endpoint for processing payments.

  • Example: "mock/payment"

• endpoint_reconciliation: The endpoint for reconciling payments.

  • Example: "mock/reconciliation"

• payment_gateway_api_key: The API key for authenticating with the payment gateway. It is retrieved from environment variables.

• payment_gateway_basic_auth_username: The username for basic authentication with the payment gateway. It is retrieved from environment variables.

• payment_gateway_basic_auth_password: The password for basic authentication with the payment gateway. It is retrieved from environment variables.

• payment_gateway_timeout: The timeout setting for requests to the payment gateway, in seconds.

  • Example: 5

• payment_gateway_auth_type: The type of authentication used by the payment gateway. It can be either 'token' or 'basic'.

  • Example: "basic"

• payment_gateway_class: The class that handles interactions with the payment gateway.

  • Example: "payroll.payment_gateway.MockedPaymentGatewayConnector"

• receipt_length: The length of the receipt generated for transactions.

  • Example: 8

Example Configuration

{
    "gateway_base_url": "http://41.175.18.170:8070/api/mobile/v1/",
    "endpoint_payment": "mock/payment",
    "endpoint_reconciliation": "mock/reconciliation",
    "payment_gateway_api_key": os.getenv('PAYMENT_GATEWAY_API_KEY'),
    "payment_gateway_basic_auth_username": os.getenv('PAYMENT_GATEWAY_BASIC_AUTH_USERNAME'),
    "payment_gateway_basic_auth_password": os.getenv('PAYMENT_GATEWAY_BASIC_AUTH_PASSWORD'),
    "payment_gateway_timeout": 5,
    "payment_gateway_auth_type": "basic",
    "payment_gateway_class": "payroll.payment_gateway.MockedPaymentGatewayConnector",
    "receipt_length": 8
}

Integrating the Payment Gateway

To integrate the payment gateway, you need to define a class that extends the PaymentGatewayConnector and implements the necessary methods to handle payment and reconciliation requests.

Example Implementation of Payment Gateway Integration

from payroll.payment_gateway.payment_gateway_connector import PaymentGatewayConnector

class MockedPaymentGatewayConnector(PaymentGatewayConnector):
    def send_payment(self, invoice_id, amount, **kwargs):
        payload = {"invoiceId": str(invoice_id), "amount": str(amount)}
        response = self.send_request(self.config.endpoint_payment, payload)
        if response:
            response_text = response.text
            expected_message = f"{invoice_id} invoice of {amount} accepted to be paid"
            if response_text == expected_message:
                return True
        return False

    def reconcile(self, invoice_id, amount, **kwargs):
        payload = {"invoiceId": str(invoice_id), "amount": str(amount)}
        response = self.send_request(self.config.endpoint_reconciliation, payload)
        if response:
            return response.text == "true"
        return False

Environment Variables

Make sure to set the following environment variables in your environment:

• PAYMENT_GATEWAY_API_KEY: Your API key for the payment gateway.
• PAYMENT_GATEWAY_BASIC_AUTH_USERNAME: Your username for basic authentication.
• PAYMENT_GATEWAY_BASIC_AUTH_PASSWORD: Your password for basic authentication.

You can use either basic authentication or token authentication. Set the following variable accordingly:

Payment Flow for Online Payroll Payments

When the payment_method of a Payroll is set to StrategyOnlinePayment, the configuration described below is required for the payment and reconciliation process.

Instructions for Making a Payment

1. Populate/Generate Payroll: Ensure the payroll has payment_method='StrategyOnlinePayment'.
2. Accept or Reject Payroll: Use the maker-checker logic to either accept or reject the payroll.
3. Accepted Payroll:
   • Navigate to Legal and Finance (Payments) -> Accepted Payrolls.
   • Click the Make Payment button. This triggers the payment flow defined in the configuration.
4. Invoice Submission:
   • If all invoices are sent successfully, go to the view reconciliation summary.
   • Invoices that were accepted will have their status changed from Accepted to Approved for Payment.
5. Close Payroll:
   • In the same view, click the Accept and Close Payroll button.
6. Task View:
   • Go to payroll details and click the Tasks view.
   • At the top of the searcher, you should see a Reconciliation task.
7. Accept or Reject Task:
   • Accept or reject the reconciliation task.
   • If accepted, the reconciliation flow is triggered. Payments are reconciled if the feedback from the payment gateway is successful without any issues. The status for the benefit will be Reconciled. The payroll will now be visible in Payrolls -> Reconciled Payrolls.
8. Error Handling:
   • Even if the payroll is reconciled, some benefits might not be paid due to errors.
   • The status will remain Approved for Payment.
   • Errors can be viewed by clicking the Error button.
   • Unpaid Payroll's invoices can be recreated during re-creation of payroll in reconciled payroll
9. Recreate Unpaid Invoices:
   • Unpaid payroll invoices can be recreated during the re-creation of payroll in the reconciled payroll section.
   • The unpaid invoices will be included in the new payroll.
   • Use the Create Payroll from Unpaid Invoices button available when you go to Legal and Finance -> Reconciled Payrolls -> View Reconciled Payroll -> Create Payment from Failed Invoice.

Payment Flow for Offline Payroll Payments

When the payment_method of a Payroll is set to StrategyOfflinePayment, the configuration described below is required for the offline payment and reconciliation process.

Instructions for Making an Offline Payment

1. Create Payroll:
   • Navigate to Legal and Finance (Payments) -> Payrolls.
   • Click the + (add payroll) button to create a new payroll.
2. Choose Payment Method:
   • Select StrategyOfflinePayment as the payment method.
3. Accept or Reject Payroll:
   • Use the maker-checker logic to either accept or reject the payroll.
   • Go to the Tasks tab on the payroll details page to perform this action.
4. Accepted Payroll:
   • If the payroll task is accepted, a new button Upload Payment Data becomes available.
   • Click Download to view the invoices attached to the payroll in CSV format.
5. Prepare Reconciliation File:
   • To reconcile a benefit/invoice, fill in the Paid column with Yes and generate a Receipt number.
   • If the payment is not made, do not add a receipt number and set the Paid column to No. Alternatively, remove the unpaid record from the file entirely.
6. Upload Payment Data:
   • Once the file is prepared, upload it by clicking Upload Payment Data.
   • After uploading, you should see the payments data reconciled based on the Paid status and the presence of a receipt number.
7. Reconcile Payroll:
   • Click View Reconciliation Summary under Legal and Finance (Payments) -> Reconciled Payrolls.
   • If you click Approve and Close, to confirm the reconciliation, go to Tasks either in the All Tasks view or on the Payroll page in the Tasks tab.
8. Recreate Unpaid Invoices:
   • Unpaid payroll invoices can be recreated during the re-creation of payroll in the reconciled payroll section.
   • The unpaid invoices will be included in the new payroll.
   • Use the Create Payroll from Unpaid Invoices button available when you go to Legal and Finance -> Reconciled Payrolls -> View Reconciled Payroll -> Create Payment from Failed Invoice.