Track the value of unapproved orders on budgets
Description
Priority
P3Fix versions
Development Team
Assignee
Kathleen MooreSolution Architect
Parent Field Value
Parent Status
Attachments
- 18 Oct 2023, 02:07 PM
- 17 Oct 2023, 02:44 PM
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Checklist
hideTestRail: Results
Activity
Mikhail Fokanov November 14, 2023 at 6:47 PM
As we discussed with @Kathleen Moore and @Matt Weaver, this story needs adjustments of FQM (to specify what fields it should return) and introduction of report entity, which is actually a snapshot of data. But regarding the UI, we should decide if the lists app UI could be used for it, or the new UI should be created. @Kathleen Moore said that she will provide mock-ups and then we will be able to make the decision.
Kathleen Moore November 7, 2023 at 3:09 PM
just realized I missed this comment, @Dennis Bridges. Yes - this is in the Q scope for Corsair.
Dennis Bridges October 24, 2023 at 4:47 PM
Thanks @Mikhail Fokanov, really appreciate you following up.
@Kathleen Moore can you just confirm that you have included this in scope for Q for Corsair. If so I will remove this from our feature queue and stop medaling with it unless you ask me to Thanks!
Mikhail Fokanov October 24, 2023 at 7:20 AMEdited
Based on discussion with @Serhii_Nosko, @Mikita Siadykh, @Raman Auramau, it was decided that it will be better to create separate mechanism in FQM for such reports. I will work on the solution design for this implementation.
CC: @Kathleen Moore, @Matt Weaver
Dennis Bridges October 18, 2023 at 2:22 PM
Based on refinement discussion today I have updated the description with more details of how the value of pending orders could be calculated. Ideally we investigate whether there is a relatively simple approach that could be used to get this value into the Ledger fund export.
Details
Details
Reporter
Joseph ReimersPO Rank
Estimation Notes and Assumptions
Front End Estimate
Front End Estimator
Matt WeaverFront-End Confidence factor
Back End Estimate
Back End Estimator
Matt Weaver
Current situation or problem: Some libraries create Orders and keep them in a Pending or otherwise "held" status to streamline end of Fiscal Year ordering. These libraries do not want these funds encumbered, but they do want to know how much would be encumbered if the orders were to be placed. This information should be available at the Fund level (i.e. what is the total pending encumbrance per fund).
In scope: Reporting, Orders, Funds
Out of scope: Invoices
Use case(s): A library operates on a very precise fiscal period and needs to track encumbrances and expenditures very accurately. Certain materials are designated as "acquire if funds are available". The library creates "pending" orders so that if funds are available, they can complete the ordering process before the end of the fiscal year. Budget maintainers for that library want to be able to track those pending encumbrances independently of actual encumbrances, and without committing to a purchase. This is typically managed on a per-Fund basis rather than institution-wide.
Proposed solution/stories: Develop a means of identifying and reporting on or otherwise making available a report on monies that would be encumbered at the Funds level if all pending orders were to be opened.
Orders calculation logic:
Purchase order line attributes value to 1 or more Fund.
Fund amount may need to be exchanged so that it is in system currency.
System must retrieve the amount from each POL for a given Fund from each pending order.
The sum of all exchanged amounts would be then be calculated
This gives us the total pending or value for the current fiscal year for a given Fund ID
Links to additional info
See use cases and questions here https://folio-org.atlassian.net/wiki/x/XRZU
Please see attached ILSFundBalancesFY23_20230224.pdf for a sample of the desired sort of output. Specific columns to be added include "pending expenditures" and "pending commitments."
Questions: Is it enough to report on the total prices contained in "Pending" Orders, or is an additional status or other designator required to differentiate these End of Fiscal Year Pending Orders from the regular Pending workflow?