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If order is created as Open, 1) will the receiving pieces be created and 2) will they show in the Inventory holdings record?

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Developer Questions:

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Opening orders

How should Data Import handle the opening of orders:

  • Use the Inventory interaction setting from the POL
  • Use the Data import job profile matching and sequencing
  • Allow the user to choose (at the profile level or POL level?)

There are pros and cons to each

Background:

  • Orders can be created as Pending or Open via Data Import
  • Changing an Order’s status from Pending to Open triggers:
    • Creation of encumbrances (if fund and price supplied in POL)
    • Creation of receiving pieces (depending on receiving setting in POL)
    • Creation of Instance, Holdings, Items (depending on Inventory setting in POL)
  • Currently orders feed all data to Inventory to create Instance, Holdings, Item
  • The Order app’s Inventory matching is not as flexible as Data Import’s and is all-or-nothing, depending on the setting
  • POLs are only linked with Instances, Holdings, Items if those Inventory records are created by opening orders
    • Can those POL links be created/changed manually on Inventory records
  • An Inventory record cannot be matched/updated via POL/VRN unless the Inventory record is linked to the POL; this is a very important workflow for libraries
  • The data on an incoming MARC Bib record and in a data import profile can create richer Inventory records than the Orders app can
  • Data import can only create a single holdings and item via an imported MARC Bib at this time, though that will change in Orchid or Poppy; Orders app can create multiple holdings and items


Question

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Conclusion

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How to handle the POL limit variation (in the field mapping profile, users can select to use the existing default or override to a number higher or lower than the default)

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Test handling of multiple copies for multiple locations in the same POL; how can DI understand and parse properly? If DI only allows creation of one-time, non-package orders, will there be any problems if we remove all the non-one-time, non-package data elements from the field mapping screen?

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MARC field mapping syntax expansion required? Aim for repeatable 9xx field that has $a location code $b quantity maybe $c fund $d expense class?

For prices, FOLIO always wants an explicit decimal (e.g. 25.15, not 2516, correct?)

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For fund/expense class data, which is preferred? Can we create field mapping syntax to allow for either format?We want to use the existing Orders logic as much as possible, but we also want Instance/Holdings/Item linked with correct POL even when created before the POL.

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How much extra logic would be needed? 
Return an error to DI log if the user does not have permission to create an order for the acq unit specified in the PO

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Already in place for invoices. Can we reuse that work?
If vendor supplies order date in YYYYMMDD format, can we convert it to FOLIO YYYY-MM-DD default format? 

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Would we be able to support other order date formats?

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Test handling of multiple copies for multiple locations in the same POL; how can DI understand and parse properly? 

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POST-NOLANAMARC field mapping syntax expansion required? Aim for repeatable 9xx field that has $a location code $b quantity maybe $c fund $d expense class?
For prices, FOLIO always wants an explicit decimal (e.g. 25.15, not 2516, correct?)

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Question for Thunderjet
With invoices, data import does not try to correlate the expense classes allowed by particular funds (just display all the expense classes from Settings in a dropdown list). Should we refine that for Orders? How difficult would it be?

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Per SMEs. no need to refine, at least to start with - show all funds and all expense classes in each dropdown.
Would Folijet need to take the receiving app into account? What happens if the Inventory records are created before the Order records, and not triggered by the POL's Inventory setting - would that be an issue?

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Question for Dennis/Thunderjet
If order is created as Pending, but Instance/Holdings/Item has already been created by DI, what happens when the order is opened manually?

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SMEs want the Instance/Holdings/Item to be linked to the appropriate POL on the PO that was manually opened
If library wants no Inventory created, can job profile be set up to import MARC Bibs, but only create orders?

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May just take some testing 
From the SMEs: 

Can we assume that actions taken by the system are being done the same way as actions done by a user (except faster, and without any confirmation modals)?

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Specific PO/POL data elements 

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Question for Thunderjet
  • Vendor

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Is there an endpoint where DI could do a lookup based on the vendor name or code? (an exact match on one or the other)Question for Thunderjet
  • Created by

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What data should be supplied - user who runs the import job?Question for Thunderjet
  • Created on

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What data should be supplied - current date/time? Will it default if not supplied?Question for Thunderjet
  • Product ID and Qualifier

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What to do if qualifier in same field as number, e.g. 020$a12345678 (paperback)? Does DI need logic to break apart or can Orders app do it?Question for Thunderjet
  • Product identifier type

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This is a subset of a tenant's https://folio-snapshot.dev.folio.org/settings/inventory/identifierTypes. How do we know which ones to show in the dropdown list?Question for Thunderjet
  • Order format

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Where does this list of reference values come from?Question for Thunderjet
  • POL Created on

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What data should be supplied - current date/time? Will it default if not supplied?Question for Thunderjet
  • Receipt status

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Where does this list of reference values come from?Question for Thunderjet
  • Payment status

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Where does this list of reference values come from?Question for Thunderjet
  • Receiving workflow

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Where does this list of reference values come from?

Question for Thunderjet
  • Vendor reference number type

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Where does this list of reference values come from?Question for Thunderjet
  • Account number


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  1. How to get the list of account numbers to use for a dropdown list for a particular vendor?
  2. If the library transcribed an account number from an incoming record, as long as it matches an account number associated with the selected vendor, would that be acceptable? 
  3. If there are no account numbers associated with a vendor, but an account number is supplied for the POL, will that trigger an error in the POL?
Question for Thunderjet
  • Currency

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Question for Dennis/Thunderjet

Each value in separate MARC field
e.g. $a USHIST $b Electronic

Both values in same MARC field, separated by colon
e.g. $a USHIST:Electronic

With invoices, data import does not try to correlate the expense classes allowed by particular funds (just display all the expense classes from Settings in a dropdown list). Should we refine that for Orders? How difficult would it be?Does case matter for the supplied value? (e.g USD vs usd vs Usd)Question for Thunderjet
  • Fund/expense class

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Would Folijet need to take the receiving app into account? What happens if the Inventory records are created before the Order records, and not triggered by the POL's Inventory setting - would that be an issue?

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titleOpen

Question for Dennis/ThunderjetIf order is created as Pending, but Instance/Holdings/Item has already been created by DI, what happens when the order is opened manually?For fund/expense class data, do we have to support fund:expense class from the beginning? Per the SMEs probably not. What do the developers think? OK to leave for POST-NOLANA? We will need to define field mapping syntax to allow for either formatThunderjet and Folijet
  • Material supplier

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titleOpen

SMEs want the Instance/Holdings/Item to be linked to the appropriate POL on the PO that was manually openedIf library wants no Inventory created, can job profile be set up to import MARC Bibs, but only create orders?Is there an endpoint where DI could do a lookup based on the vendor name or code? (an exact match on one or the other)Question for Thunderjet
  • Create inventory

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May just take some testing From the SMEs: Can we assume that actions taken by the system are being done the same way as actions done by a user (except faster, and without any confirmation modals)?
  1. Where does this list of reference values come from?
  2. Pay attention to this setting, or use the job profile sequencing instead?
Thunderjet and Folijet
  • Access provider

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titleOpen

Is there an endpoint where DI could do a lookup based on the vendor name or code? (an exact match on one or the other)Question for Thunderjet