Batch Importer (Bib/Acq) (UXPROD-47)

[UXPROD-663] Import Invoices based on data supplied in MARC Bibliographic records Created: 25/May/18  Updated: 28/Dec/23

Status: Draft
Project: UX Product
Components: None
Affects versions: None
Fix versions: TBD
Parent: Batch Importer (Bib/Acq)

Type: New Feature Priority: P2
Reporter: Ann-Marie Breaux (Inactive) Assignee: Ryan Taylor
Resolution: Unresolved Votes: 0
Labels: acquisitions, cap-mvp, data-import, invoices, marcimport, po-mvp
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Issue links:
Defines
defines UXPROD-47 Batch Importer (Bib/Acq) Analysis Complete
is defined by MODINVOICE-152 Enable Action profile action for inco... Closed
is defined by UIDATIMP-295 Data Import Field Mapping Profile det... Draft
is defined by MODDATAIMP-380 Create API integration test for MARC ... Draft
is defined by UIDATIMP-780 Matching for MARC invoicing - DRAFT Draft
Duplicate
is duplicated by UXPROD-3717 Import Invoices in MARC format - DUPL... Closed
Release: Not Scheduled
Epic Link: Batch Importer (Bib/Acq)
Analysis Estimate: Small < 3 days
Analysis Estimator: Ann-Marie Breaux (Inactive)
Front End Estimate: Large < 10 days
Front End Estimator: Ivan Kryzhanovskyi
Front-End Confidence factor: High
Back End Estimate: XXL < 30 days
Back End Estimator: Kateryna Senchenko
Development Team: Folijet
Kiwi Planning Points (DO NOT CHANGE): 10
PO Rank: 93
Rank: Chalmers (Impl Aut 2019): R5
Rank: Chicago (MVP Sum 2020): R1
Rank: Cornell (Full Sum 2021): R4
Rank: Duke (Full Sum 2021): R1
Rank: 5Colleges (Full Jul 2021): R5
Rank: FLO (MVP Sum 2020): R2
Rank: GBV (MVP Sum 2020): R5
Rank: Grand Valley (Full Sum 2021): R2
Rank: hbz (TBD): R5
Rank: Hungary (MVP End 2020): R1
Rank: Lehigh (MVP Summer 2020): R2
Rank: Leipzig (Full TBD): R5
Rank: Leipzig (ERM Aut 2019): R5
Rank: MI State-Lib of MI (Sum 2021): R2
Rank: MO State (MVP June 2020): R4
Rank: TAMU (MVP Jan 2021): R3
Rank: U of AL (MVP Oct 2020): R4

 Description   

Bring job profiles to life for MARC Bibliographic records creating (not yet deleting) Invoices + Invoice line records

Note: This is based on UI input, not command line. Data Migration may take care of loading pre-existing Invoice and Invoice Line data based on command line interaction with Invoice APIs.

Parse incoming invoice data in MARC Bibliographic files to identify relevant invoice details, package them up, and deliver to the invoices app with appropriate rules, so that invoices and invoice lines can be created.

Scope:

  • Parse incoming invoice data in MARC records to identify relevant invoice details, package them up, and deliver to the invoices app with appropriate rules, so that invoices and invoice lines can be created.
  • Invoice field mapping screen has already been created, so it will just need to be adjusted to accept MARC field mappings instead of EDIFACT
  • Unlike EDIFACT, Invoice data for the same invoice may be scattered across multiple MARC files, so match/update actions will be required to add additional lines to an invoice that may already exist in FOLIO. Determine the match options to support (Inv number, Vendor, Inv date - anything else?) (talk with SMEs - would it be the case that if invoice lines are split into separate files, all files would be uploaded at the same time?
  • There is no concept of an invoice header/footer when invoice data is supplied in MARC records, so more invoice-level data may have to be defaulted into the field mapping profile
  • Create Karate tests
  • Create E-to-E automated tests

See additional details and clarifications at https://folio-org.atlassian.net/wiki/display/MM/Create+invoices+by+importing+MARC+Bibliographic+Records



 Comments   
Comment by Tom Wilson [ 09/Mar/21 ]

Could we PLEASE rename this ticket, as there is no MARC format for invoices!

Comment by Ann-Marie Breaux (Inactive) [ 09/Mar/21 ]

Hi Tom Wilson I changed it - this is not something that Voyager libraries can do, but Innovative and Aleph libraries can create invoice data based on MARC records. It's really common for approval plan purchases, DDA purchases, and firm orders where they may be getting shelfready cataloging records. The invoice data is added in 9xx fields at the bottom of the cataloging record.

Comment by Tom Wilson [ 09/Mar/21 ]

Ann-Marie Breaux Thanks.

Comment by Julie Brannon [ 10/Mar/21 ]

Ann-Marie Breaux Does the scope of this feature include updating the Receiving app to indicate receipt of materials?  At Duke, Aleph ingests MARC records to automatically create the invoice as well as indicate that the titles have been received.  We don't want to have to go into the Receiving app and individually receive each one - we'd want that to happen automatically as part of the load.

 

Comment by Ann-Marie Breaux (Inactive) [ 10/Mar/21 ]

Hi Julie Brannon Right now, no, this does not include the receiving app. Neither does the EDIFACT invoice import. We talked about it recently in Acq Small Group, but do not yet have consensus. See https://folio-org.atlassian.net/wiki/display/FOLIJET/Receive+on+approval+of+invoice

cc: Dennis Bridges

Comment by Julie Brannon [ 10/Mar/21 ]

Ann-Marie Breaux and Dennis Bridges Thanks for the info, Ann-Marie!  I don't see a separate Jira for automated receiving for batch invoice loads - please let me know if there is one that I didn't find so we can apply points - that's a critical need for us due to the volume of invoices we process through batch loads.

Comment by Ann-Marie Breaux (Inactive) [ 10/Mar/21 ]

Hi Julie Brannon I'm not sure if Dennis Bridges has created a draft feature in Jira or not, but I'm sure he'll chime in if there's one that you could rank and point.

Comment by Dennis Bridges [ 10/Mar/21 ]

Julie Brannon There is no Jira created yet as I am still trying to narrow down which use cases we must cover. The analysis is being done here https://folio-org.atlassian.net/wiki/display/FOLIJET/Receive+on+approval+of+invoice. Ultimately, marking pieces as received could be the responsibility of the import tool or it could be an "All or nothing" setting that we add to the invoice. It seems that there is a valid use case for receiving all expected pieces when an invoice is paid so I expect to create a feature for "Receive on approval of invoice" that will cover this use case.

Comment by Ann-Marie Breaux (Inactive) [ 04/Oct/21 ]

Reviewed and confirmed estimates in Lotus planning Ivan Kryzhanovskyi Kateryna Senchenko

Comment by Ann-Marie Breaux (Inactive) [ 16/Feb/22 ]

Morning Glory refinement: most of BE is related to mapping engine changes and lots of testing

Comment by Erin Nettifee [ 06/Feb/23 ]

Hi Ann-Marie Breaux - I know this is "Not scheduled" - do you have a sense of what release this could potentially come in?

Comment by Ann-Marie Breaux (Inactive) [ 07/Feb/23 ]

Hi Erin Nettifee Not currently - the library rankings are definitely mixed, from R1s to R5s. And for a library's large vendors (hopefully) they are able to provide EDIFACT invoices, so there is one electronic invoicing option in place. I don't think this work would be huge, since the bulk of the work was related to getting Data Import and Invoices connected, which we did for EDIFACT invoices. The main remaining work would be converting the Invoice field mapping UI to accept MARC mappings, and then testing the heck out of everything, especially when 1) the MARC file is being used to create lots of record types (instances, holdings, items, orders, invoices) or 2) the MARC file is only being used to create invoices, and shouldn't affect the SRS MARC or Instance

Comment by Julie Brannon [ 07/Feb/23 ]

Hi Ann-Marie Breaux . At Duke, since Jan 2021 we've processed 35% of our invoices using MARC ingest from 19 different vendors.  Our staffing levels rely on this automation and we ranked this Jira to reflect our reliance on invoice creation from vendor-supplied MARC.  We're disappointed that this got pulled and looking for a firmer commitment to moving this into a scheduled release.  

Comment by Christie Thomas [ 07/Feb/23 ]

I also pulled the following data for Chicago - in FY 22 we loaded 1484 files with 2431 invoices / 35837 invoice lines as MARC. Of those, we think that we would be able to get EDI invoicing for 707 files / 1501 invoices / 24566 invoice lines leaving 777 files / 924 invoices / 11271 invoice lines that we would not be able to import if all we had access to was EDI invoicing. We, too, would expect to see this functionality in a system and would like to see it added back to the roadmap. 

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