| Requirement | Status | Use Cases |
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| (SAMPLE) Library must specify which open order encumbrance(s) to output | | Status |
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| colour | YellowGreen |
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| title | Pendingvalidated |
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| When a user creates a new order with an encumbrance, the system needs to know to send the order with encumbrance to the AP system without creating duplicates. When a user creates a new order, all match points must match in order to ensure uniqueness because it is not uncommon for a vendor to have multiple open orders for identical dollar amounts. Current scripts only collect same-day approvals. |
| Disencumbrances due to cancellation or similar with no associated invoice should be output when they occur | | Status |
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| colour | BlueGreen |
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| title | Donevalidated |
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| Librarian places an order, encumbering a set amount of money. That order is then cancelled and the fund disencumbered for that amount. The cancellation and disencumbrance needs communicated to the AP system. |
| When an order is created and approved, order information including vendor, funding and banking information must be transmitted to the AP system | | Status |
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| colour | GreenBlue |
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| title | In Refinementunderway |
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| Every time a new POL is transmitted to the AP system, any deltas to the Organization record (including banking information) should be included with the output OR Every time a new POL is transmitted to the AP system, associated Organization information should also be output. |
| When changes to vendor occur, vendor gets updated in AP system (UXPROD-4164) | | Status |
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| colour | GreenBlue |
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| title | In RefinementUnderway |
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| FOLIO allows scripts to come in and get data with minimal user intervention on the FOLIO side | | Status |
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| colour | Green |
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| title | validated |
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| The library has a process for using external scripts to identify and retrieve new orders on a scheduled or externally triggered basis without any need for staff to login to the FOLIO client. These scripts carry embedded logic to retrieve only new orders. |
| When a credit is received, library must determine if credit is valid (based on FY) and if so associated with appropriate FY | | Library receives a credit memo for FY2020. The library needs to determine if FY2020 is still valid/open, and if so, apply that credit to FY2020 rather than the current FY. |
| When a refund check is issued, applied as credit to existing budget to be assigned (new feature needed for refund handling) | |
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| POL added to existing PO needs to be output as individual order in AP | | Status |
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| colour | Green |
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| title | validated |
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| Library has a PO that supports multiple POLs. Each time a new POL is created on that PO, external scripts should retrieve that POL. |
| Static, searchable unique identifier associated with each POL | | Status |
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| colour | Green |
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| title | validated |
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| Certain PO numbers can be changed, but POs for firm orders with encumbrances should not be changed. Sometimes, people change them anyway. Library needs a firm match point that does not change in order to reliably associate order/POL information in FOLIO and the AP system. Library needs to be able to search FOLIO on this firm match point. |
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