feat: allow selection of memo structure in advance settings (#413)

apps/workspaces/apis/advanced_settings/serializers.py

@@ -40,6 +40,7 @@ class Meta:
         model = WorkspaceGeneralSettings
         fields = [
             "change_accounting_period",
+            "memo_structure",
             "sync_fyle_to_xero_payments",
             "sync_xero_to_fyle_payments",
             "auto_create_destination_entity",
@@ -94,6 +95,9 @@ def update(self, instance, validated):
                 "change_accounting_period": workspace_general_settings.get(
                     "change_accounting_period"
                 ),
+                "memo_structure": workspace_general_settings.get(
+                    "memo_structure"
+                ),
                 "sync_fyle_to_xero_payments": workspace_general_settings.get(
                     "sync_fyle_to_xero_payments"
                 ),

apps/workspaces/migrations/0040_workspacegeneralsettings_memo_structure.py

@@ -0,0 +1,20 @@
+# Generated by Django 3.2.14 on 2024-12-03 10:44
+
+import apps.workspaces.models
+import django.contrib.postgres.fields
+from django.db import migrations, models
+
+
+class Migration(migrations.Migration):
+
+    dependencies = [
+        ('workspaces', '0039_alter_workspacegeneralsettings_change_accounting_period'),
+    ]
+
+    operations = [
+        migrations.AddField(
+            model_name='workspacegeneralsettings',
+            name='memo_structure',
+            field=django.contrib.postgres.fields.ArrayField(base_field=models.CharField(max_length=100), default=apps.workspaces.models.get_default_memo_fields, help_text='list of system fields for creating custom memo', size=None),
+        ),
+    ]

apps/workspaces/models.py

@@ -30,6 +30,10 @@
 EXPORT_MODE_CHOICES = (("MANUAL", "MANUAL"), ("AUTO", "AUTO"))
 
 
+def get_default_memo_fields():
+    return ['employee_email', 'category', 'merchant', 'spent_on', 'report_number', 'purpose']
+
+
 def get_default_chart_of_accounts():
     return ["EXPENSE"]
 
@@ -178,6 +182,11 @@ class WorkspaceGeneralSettings(models.Model):
         null=True,
         choices=AUTO_MAP_EMPLOYEE,
     )
+    memo_structure = ArrayField(
+        base_field=models.CharField(max_length=100), default=get_default_memo_fields,
+        help_text='list of system fields for creating custom memo'
+    )
+
     auto_create_destination_entity = models.BooleanField(
         default=False, help_text="Auto create contact"
     )

apps/workspaces/views.py

@@ -158,7 +158,7 @@ def post(self, request, **kwargs):
         )
 
 
-class GeneralSettingsView(generics.RetrieveAPIView):
+class GeneralSettingsView(generics.RetrieveUpdateAPIView):
     """
     General Settings
     """

apps/xero/models.py

@@ -9,7 +9,7 @@
 from apps.fyle.enums import FyleAttributeEnum
 from apps.fyle.models import Expense, ExpenseGroup
 from apps.mappings.models import GeneralMapping
-from apps.workspaces.models import FyleCredential, Workspace
+from apps.workspaces.models import FyleCredential, Workspace, WorkspaceGeneralSettings
 
 
 def get_tracking_category(expense_group: ExpenseGroup, lineitem: Expense):
@@ -144,33 +144,32 @@ def get_customer_id_or_none(expense_group: ExpenseGroup, lineitem: Expense):
     return customer_id
 
 
-def get_expense_purpose(workspace_id, lineitem, category) -> str:
-    fyle_credentials = FyleCredential.objects.get(workspace_id=workspace_id)
+def get_expense_purpose(workspace_id, lineitem, category, workspace_general_settings) -> str:
 
+    fyle_credentials = FyleCredential.objects.get(workspace_id=workspace_id)
     org_id = Workspace.objects.get(id=workspace_id).fyle_org_id
+    memo_structure = workspace_general_settings.memo_structure
 
     fyle_url = fyle_credentials.cluster_domain if settings.BRAND_ID == 'fyle' else settings.FYLE_APP_URL
 
-    expense_link = "{0}/app/admin/#/enterprise/view_expense/{1}?org_id={2}".format(
-        fyle_url, lineitem.expense_id, org_id
-    )
+    details = {
+        'employee_email': lineitem.employee_email,
+        'merchant': '{}'.format(lineitem.vendor) if lineitem.vendor else '',
+        'category': '{0}'.format(category) if lineitem.category else '',
+        'purpose': '{0}'.format(lineitem.purpose) if lineitem.purpose else '',
+        'report_number': '{0}'.format(lineitem.claim_number),
+        'spent_on': '{0}'.format(lineitem.spent_at.date()) if lineitem.spent_at else '',
+        'expense_link': '{0}/app/admin/#/enterprise/view_expense/{1}?org_id={2}'.format(fyle_url, lineitem.expense_id, org_id)
+    }
 
-    expense_purpose = (
-        "purpose - {0}".format(lineitem.purpose) if lineitem.purpose else ""
-    )
-    spent_at = (
-        "spent on {0}".format(lineitem.spent_at.date()) if lineitem.spent_at else ""
-    )
-    vendor = "{} - ".format(lineitem.vendor) if lineitem.vendor else ""
-    return "{0}{1}, category - {2} {3}, report number - {4} {5} - {6}".format(
-        vendor,
-        lineitem.employee_email,
-        category,
-        spent_at,
-        lineitem.claim_number,
-        expense_purpose,
-        expense_link,
-    )
+    memo = ''
+    for id, field in enumerate(memo_structure):
+        if field in details:
+            memo += details[field]
+            if id + 1 != len(memo_structure):
+                memo = '{0} - '.format(memo)
+
+    return memo
 
 
 def get_tax_code_id_or_none(expense_group: ExpenseGroup, lineitem: Expense):
@@ -262,7 +261,7 @@ class Meta:
         db_table = "bill_lineitems"
 
     @staticmethod
-    def create_bill_lineitems(expense_group: ExpenseGroup):
+    def create_bill_lineitems(expense_group: ExpenseGroup, workspace_general_settings: WorkspaceGeneralSettings):
         expenses = expense_group.expenses.all()
         bill = Bill.objects.get(expense_group=expense_group)
 
@@ -289,7 +288,7 @@ def create_bill_lineitems(expense_group: ExpenseGroup):
             customer_id = get_customer_id_or_none(expense_group, lineitem)
 
             description = get_expense_purpose(
-                expense_group.workspace_id, lineitem, category
+                expense_group.workspace_id, lineitem, category, workspace_general_settings
             )
 
             tracking_categories = get_tracking_category(expense_group, lineitem)
@@ -449,7 +448,7 @@ class Meta:
         db_table = "bank_transaction_lineitems"
 
     @staticmethod
-    def create_bank_transaction_lineitems(expense_group: ExpenseGroup):
+    def create_bank_transaction_lineitems(expense_group: ExpenseGroup, workspace_general_settings: WorkspaceGeneralSettings):
         """
         Create bank transaction lineitems
         :param expense_group: expense group
@@ -481,7 +480,7 @@ def create_bank_transaction_lineitems(expense_group: ExpenseGroup):
             customer_id = get_customer_id_or_none(expense_group, lineitem)
 
             description = get_expense_purpose(
-                expense_group.workspace_id, lineitem, category
+                expense_group.workspace_id, lineitem, category, workspace_general_settings
             )
 
             tracking_categories = get_tracking_category(expense_group, lineitem)

apps/xero/tasks.py

@@ -281,7 +281,7 @@ def create_bill(
     with transaction.atomic():
         bill_object = Bill.create_bill(expense_group)
 
-        bill_lineitems_objects = BillLineItem.create_bill_lineitems(expense_group)
+        bill_lineitems_objects = BillLineItem.create_bill_lineitems(expense_group, general_settings)
 
         created_bill = xero_connection.post_bill(
             bill_object, bill_lineitems_objects, general_settings
@@ -456,7 +456,7 @@ def create_bank_transaction(
         )
 
         bank_transaction_lineitems_objects = (
-            BankTransactionLineItem.create_bank_transaction_lineitems(expense_group)
+            BankTransactionLineItem.create_bank_transaction_lineitems(expense_group, general_settings)
         )
 
         created_bank_transaction = xero_connection.post_bank_transaction(

tests/sql_fixtures/reset_db_fixtures/reset_db.sql

@@ -2,8 +2,8 @@
 -- PostgreSQL database dump
 --
 
--- Dumped from database version 15.9 (Debian 15.9-1.pgdg120+1)
--- Dumped by pg_dump version 15.8 (Debian 15.8-1.pgdg120+1)
+-- Dumped from database version 15.10 (Debian 15.10-1.pgdg120+1)
+-- Dumped by pg_dump version 15.10 (Debian 15.10-1.pgdg120+1)
 
 SET statement_timeout = 0;
 SET lock_timeout = 0;
@@ -1535,7 +1535,8 @@ CREATE TABLE public.workspace_general_settings (
     change_accounting_period boolean NOT NULL,
     auto_create_merchant_destination_entity boolean NOT NULL,
     is_simplify_report_closure_enabled boolean NOT NULL,
-    import_suppliers_as_merchants boolean NOT NULL
+    import_suppliers_as_merchants boolean NOT NULL,
+    memo_structure character varying(100)[] NOT NULL
 );
 
 
@@ -2643,6 +2644,7 @@ COPY public.django_migrations (id, app, name, applied) FROM stdin;
 157	tasks	0010_alter_tasklog_expense_group	2024-11-17 21:11:41.133814+00
 158	workspaces	0039_alter_workspacegeneralsettings_change_accounting_period	2024-11-18 04:43:45.472917+00
 159	fyle	0022_support_split_expense_grouping	2024-11-18 10:49:49.550689+00
+160	workspaces	0040_workspacegeneralsettings_memo_structure	2024-12-03 21:13:46.617079+00
 \.
 
 
@@ -5066,8 +5068,8 @@ COPY public.users (password, last_login, id, email, user_id, full_name, active,
 -- Data for Name: workspace_general_settings; Type: TABLE DATA; Schema: public; Owner: postgres
 --
 
-COPY public.workspace_general_settings (id, reimbursable_expenses_object, corporate_credit_card_expenses_object, created_at, updated_at, workspace_id, sync_fyle_to_xero_payments, sync_xero_to_fyle_payments, import_categories, auto_map_employees, auto_create_destination_entity, map_merchant_to_contact, skip_cards_mapping, import_tax_codes, charts_of_accounts, import_customers, change_accounting_period, auto_create_merchant_destination_entity, is_simplify_report_closure_enabled, import_suppliers_as_merchants) FROM stdin;
-1	PURCHASE BILL	BANK TRANSACTION	2022-08-02 20:25:24.644164+00	2022-08-02 20:25:24.644209+00	1	f	t	t	\N	t	t	f	t	{EXPENSE}	t	t	f	f	f
+COPY public.workspace_general_settings (id, reimbursable_expenses_object, corporate_credit_card_expenses_object, created_at, updated_at, workspace_id, sync_fyle_to_xero_payments, sync_xero_to_fyle_payments, import_categories, auto_map_employees, auto_create_destination_entity, map_merchant_to_contact, skip_cards_mapping, import_tax_codes, charts_of_accounts, import_customers, change_accounting_period, auto_create_merchant_destination_entity, is_simplify_report_closure_enabled, import_suppliers_as_merchants, memo_structure) FROM stdin;
+1	PURCHASE BILL	BANK TRANSACTION	2022-08-02 20:25:24.644164+00	2022-08-02 20:25:24.644209+00	1	f	t	t	\N	t	t	f	t	{EXPENSE}	t	t	f	f	f	{employee_email,category,merchant,spent_on,report_number,purpose}
 \.
 
 
@@ -5180,7 +5182,7 @@ SELECT pg_catalog.setval('public.django_content_type_id_seq', 40, true);
 -- Name: django_migrations_id_seq; Type: SEQUENCE SET; Schema: public; Owner: postgres
 --
 
-SELECT pg_catalog.setval('public.django_migrations_id_seq', 159, true);
+SELECT pg_catalog.setval('public.django_migrations_id_seq', 160, true);
 
 
 --

tests/test_workspaces/fixtures.py

@@ -12,6 +12,7 @@
         "import_suppliers_as_merchants": True,
         "auto_map_employees": "EMAIL",
         "auto_create_destination_entity": True,
+        "memo_structure": ["report_number", "spent_on"],
         "skip_cards_mapping": False,
         "import_tax_codes": True,
         "import_customers": False,

tests/test_workspaces/test_apis/test_advanced_settings/fixtures.py

@@ -5,6 +5,7 @@
             "sync_fyle_to_xero_payments": False,
             "sync_xero_to_fyle_payments": True,
             "auto_create_destination_entity": True,
+            "memo_structure": ["report_number", "expense_link", "spent_on"],
             "auto_create_merchant_destination_entity": True,
         },
         "general_mappings": {
@@ -24,6 +25,7 @@
             "sync_xero_to_fyle_payments": True,
             "auto_create_destination_entity": True,
             "auto_create_merchant_destination_entity": True,
+            "memo_structure": ["report_number", "expense_link", "spent_on"]
         },
         "general_mappings": {
             "payment_account": {"id": "2", "name": "Business Savings Account"}

tests/test_workspaces/test_apis/test_clone_settings/fixtures.py

@@ -69,6 +69,7 @@
                 "sync_xero_to_fyle_payments": True,
                 "auto_create_destination_entity": True,
                 "auto_create_merchant_destination_entity": True,
+                "memo_structure": ["report_number", "expense_link", "spent_on"]
             },
             "general_mappings": {
                 "payment_account": {"id": "2", "name": "Business Savings Account"}
@@ -122,6 +123,7 @@
                 "sync_xero_to_fyle_payments": False,
                 "auto_create_destination_entity": False,
                 "change_accounting_period": False,
+                "memo_structure": ["report_number", "expense_link", "spent_on"],
                 "auto_create_merchant_destination_entity": False,
             },
             "general_mappings": {"payment_account": {"name": None, "id": None}},

tests/test_xero/test_models.py

@@ -26,26 +26,28 @@
 
 def test_create_bill(db):
     expense_group = ExpenseGroup.objects.get(id=4)
+    workspace_general_settings = WorkspaceGeneralSettings.objects.filter(workspace_id=expense_group.workspace_id).first()
 
     bill = Bill.create_bill(expense_group)
-    bill_lineitems = BillLineItem.create_bill_lineitems(expense_group)
+    bill_lineitems = BillLineItem.create_bill_lineitems(expense_group, workspace_general_settings)
 
     for bill_lineitem in bill_lineitems:
         assert bill_lineitem.amount == 10.0
         assert (
             bill_lineitem.description
-            == "sravan.kumar@fyle.in, category - Food spent on 2020-01-01, report number - C/2022/06/R/1  - https://staging.fyle.tech/app/admin/#/enterprise/view_expense/txGilVGolf60?org_id=orPJvXuoLqvJ"
+            == "sravan.kumar@fyle.in - Food -  - 2020-01-01 - C/2022/06/R/1 - "
         )
 
     assert bill.currency == "USD"
 
 
 def test_bank_transaction(db):
     expense_group = ExpenseGroup.objects.get(id=5)
+    workspace_general_settings = WorkspaceGeneralSettings.objects.filter(workspace_id=expense_group.workspace_id).first()
 
     bank_transaction = BankTransaction.create_bank_transaction(expense_group, True)
     bank_transaction_lineitems = (
-        BankTransactionLineItem.create_bank_transaction_lineitems(expense_group)
+        BankTransactionLineItem.create_bank_transaction_lineitems(expense_group, workspace_general_settings)
     )
 
     for bank_transaction_lineitem in bank_transaction_lineitems:
@@ -157,18 +159,20 @@ def test_get_expense_purpose(db):
     expense_group = ExpenseGroup.objects.get(id=10)
     expenses = expense_group.expenses.all()
 
+    workspace_general_settings = WorkspaceGeneralSettings.objects.filter(workspace_id=workspace_id).first()
+
     for lineitem in expenses:
         category = (
             lineitem.category
             if lineitem.category == lineitem.sub_category
             else "{0} / {1}".format(lineitem.category, lineitem.sub_category)
         )
 
-        expense_purpose = get_expense_purpose(workspace_id, lineitem, category)
+        expense_purpose = get_expense_purpose(workspace_id, lineitem, category, workspace_general_settings)
 
         assert (
             expense_purpose
-            == "sravan.kumar@fyle.in, category - WIP / None spent on 2022-05-25, report number - C/2022/05/R/13  - https://staging.fyle.tech/app/admin/#/enterprise/view_expense/txBMQRkBQciI?org_id=orPJvXuoLqvJ"
+            == "sravan.kumar@fyle.in - WIP / None -  - 2022-05-25 - C/2022/05/R/13 - "
         )